Graphic and Infographic Support
Department of Education, Contracts & Acquisitions Management | Published December 3, 2014 - Deadline December 11, 2014
This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. The solicitation for commercial services is being conducted in conjunction with FAR Part 13. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation OCO-EMS2015-0001 is issued as a request for quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-76. The NAICS Code is 541430, Graphic Design Services, and small business size standard is $7.5M.
The firm selected to receive an offer from the Department is required to register in the System for Award Management (SAM) and to maintain active registration during the life of the purchase order. SAM can be accessed at https://www.sam.gov. Firms shall include their DUNS number in their quote. If the firm does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. The firm selected for an offer from the Department will need to provide Offeror Representations and Certifications prior to any award.
The U.S. Department of Education's (ED) Office of Communications and Outreach (OCO) has a requirement for graphic support, mainly entailing quick turn-around, daily or weekly infographic projects that will be able to deliver emotional power, and get the audience to understand data and information in an easily digestible and clear form. The infographics shall offer compelling data and unique designs that leave an impression and magnify the information delivered through social media platforms. The infographic shall help the audience learn something and/or challenge them to think about the information in a new way.
Specifically, the contractor shall be able to deliver the following:
• Banners for social media (Facebook, Twitter, YouTube, Tumblr)
In addition, information provided to the government by the prospective contractor should also address whether or not the contractor can deliver the following services, which are not required but which the Department has an interest in using, as well as the impact on any resulting contract, i.e., additional Labor Categories needed, higher labor rate(s) required, subcontractor needs, etc.:
• Video infographics (10 seconds - 5 minutes)
• Microsite layout design
• Landing page layout design
• Email layout
• Power Point presentations or slides.
The projects shall offer compelling data and unique designs that magnify information and explain data and shall need to be delivered under extremely tight deadlines.
The Department contemplates issuing a Time & Materials or Labor-hour (T&M/LH) contract/purchase order. A contract ceiling amount will be established at the time of award. Infographic design for social media entails responding to trending issues that need to be addressed as soon as possible, and involves ever-changing operational requirements. It is not possible to determine how many projects will be required or how long individual projects will take. Due to this uncertainty, a T&M/LH contract is needed. The purchase order period of performance will not exceed one year. The graphic designer or company that is selected shall be able to give OCO deliverables under extremely tight deadlines, ranging from as little as one hour notice to be delivered within an hour to one day notice with a few hours or an overnight deadline. There may also be longer term projects, as needed.
The work required under this purchase order will be driven by ‘trending' information and influenced by daily events. Projects will be driven by the news cycle, data-driven reports and responses to what's trending in the education arena, which are difficult to predict. As a result, ED does not know what the required information/updates to the Department's social media presence may be at the time of award. In addition, the success of any project will be based upon the publics' subjective reaction to and understanding of the visual presentation.
ED anticipates individual tasks taking anywhere from a few minutes to a few hours, a whole day or possibly longer term projects that require a few weeks. At the time of the assignment, ED may be able to estimate the amount of time it thinks will be required for the individual project. Assignments will be made by a Contracting Officer's Representative (COR) and, on occassion, other OCO staff.
Prior to the start of each significant task/assignment the contractor may be required to submit a cost estimate and brief project plan, to include description of the work to be performed, resources assigned (name, labor rate, hours), schedule/deliverables, and milestones (start date, completion date). Project significance will be determined by the scope, schedule, and cost of the subtask. Urgent and quick-hit (‘few minute') projects described above will be handled verbally between the Department and the contractor.
The contractor shall apply widely-accepted "best practices" of project management and technical oversight to all work conducted under this purchase order to monitor and control project progress, cost, and resources in relation to planned graphic tasks. The contractor's monthly invoice shall include burn-rate information and describe work-in-progress and funding status against the established contract ceiling for the T&M/LH contract.
The contractor shall provide all personnel, labor, equipment, materials, supplies, supervision, staff, training, and other items and services necessary to perform the requirement. The contractor shall be responsible for performing the requirements in the contractor's facility and, on occasion, at Department headquarters in Washington, DC.
The quote must contain all information necessary to determine that the individual or organization can meet the technical requirements. The quote shall include a brief capabilities/experience section which demonstrates understanding of, and the capability to meet, the requirements, short list of client or organization references, and a detailed cost quote including labor categories, labor rates, any materials costs, etc. Quotes shall include links to samples of completed graphic projects. Quotes shall have a list of staff that will be doing the work and their experience, if it will involve more than one person.
The Department will negotiate with the contractor providing the quote determined to offer the best value based on the following: 1) contractor approach to meeting the work requirements described, including managing a T&M/LH type contract; 2) labor rates; 3) experience and quality of individual or personnel; and 4) the demonstrated ability to deliver goods and services under tight deadlines. Technical quality will be evaluated based on demonstrated expertise in designing graphic materials to magnify information/messaging and aesthetic appeal of samples. Quoters that can meet all of the requirements, including the desired but not required services (Video infographics, Microsite layout design, Landing page layout design, Email layout, Power Point presentations or slides) will receive greater consideration for an offer. However, the Contracting officer shall determine whether any difference in technical evaluation is worth any differences in price. The Department will consider award to other than the lowest price quote or other than the highest technically rated quote.
Provisions and Clauses:
The following FAR and EDAR provisions and clauses apply to the RFQ and any resulting purchase order.
1. 52.252.-2 Clauses Incorporated By Reference (Feb 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):
Education Department Acquisition Regulation (EDAR) provisions can be reviewed at http://edocket.access.gpo.gov/2011/pdf/2011-4660.pdf.
Federal Acquisition Regulation provisions and clauses can be reviewed at:
2. 52.212-4 Contract Terms and Conditions-Commercial Items Alternate I (T&M Contract) (MAY 2014)
3. 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders-Commercial Items. (OCT 2014)
Under 52.212-5, the Contracting Officer has indicated the following clauses as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
X (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C. 6101 note).
X (8) 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Aug 2013) (31 U.S.C. 6101 note).
X (14)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).
X (16) 52.219-8, Utilization of Small Business Concerns (May 2014) (15 U.S.C. 637(d)(2) and (3)).
X (25) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).
X (28) 52.222-3, Convict Labor (June 2003) (E.O. 11755).
X (30) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).
X (31) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).
X (33) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793).
X (42) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (AUG 2011) (E.O. 13513).
X (46) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury).
X (52) 52.232-33, Payment by Electronic Funds Transfer-System for Award Management (Jul 2013) (31 U.S.C. 3332).
4. FAR 52.232-40 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEC 2013)
(a) Upon receipt of accelerated payments from the Government, the Contractor shall make accelerated payments to its small business subcontractors under this contract, to the maximum extent practicable and prior to when such payment is otherwise required under the applicable contract or subcontract, after receipt of a proper invoice and all other required documentation from the small business subcontractor. (b) The acceleration of payments under this clause does not provide any new rights under the Prompt Payment Act. (c) Include the substance of this clause, including this paragraph (c), in all subcontracts with small business concerns, including subcontracts with small business concerns for the acquisition of commercial items.
5. EDAR 3452.224-70 Release of Information Under the Freedom of Information Act (MAY 2011)
6. EDAR 3452.237-71 Observance of Administrative Closures (MAY 2011)
7. EDAR 3452.242-73 Accessibility of Meetings, Conferences, and Seminars to Persons with Disabilities (MAY 2011)
8. 301-10 PROVISION FOR PRICING AND PAYMENT (ALTERNATE I) (AUGUST 1985)
The contract ceiling amount of this contract is $TBD at Award. Payment of that amount shall be made in accordance with the incorporated General Provision entitled "Payments" or "Payments under time-and-materials or labor-hour contract," whichever is applicable, and with any other supplementary payment scheme which may be otherwise negotiated and specified.
9. 306-1a INVOICE AND CONTRACT FINANCING REQUESTS SUBMISSION (ALTERNATE I) (JAN 2007)
(A) Payments shall be rendered in accordance with the payments clause(s) of the incorporated contract clause section and with those otherwise specified rated or fixed price amounts. (B) The contractor shall submit invoices electronically as an attachment to a message to (EMAIL ADDRESS TBD AT AWARD). The subject area of the message shall contain the invoice number, contract number, and contract specialist's name. The electronic copy of the invoice shall be in a format that is supported by Microsoft Office (Microsoft Word or Excel), or Adobe Acrobat (.pdf). ** Invoice shall include the name of the conference/project as well as the date of the meeting/project.
CLOSING DATE FOR QUOTATIONS:
Please email questions regarding these requirements to Gary Weaver at Gary.Weaver@ed.gov on or before 12:00 p.m. Eastern Standard Time on December 8, 2014. All quotes must be received by 5:00pm Eastern Standard Time on December 11, 2014. Quotes will be accepted by e-mail sent to Gary Weaver at Gary.Weaver@ed.gov and must be received by the closing date. Late quotations will not be considered.