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R -- Performance and Accountability Report - Performance and Accountability Report

Notice Date
Notice Type
Combined Synopsis/Solicitation
541430 — Graphic Design Services
Contracting Office
National Labor Relations Board, Division of Administration, Procurement and Facilities Branch, 1099 14th Street, N.W., Washington, District of Columbia, 20570
ZIP Code
Solicitation Number
Archive Date
Point of Contact
Ebony Fultz,, Phone: 202-273-0731, Linda Willis,, Phone: 202-273-4212
E-Mail Address
Ebony.Fultz@NLRB.gov, linda.willis@nlrb.gov
Small Business Set-Aside
Total Small Business
Performance and Accountability Report Solicitation This is a COMBINED SYNOPSIS/SOLICITATION for commercial items prepared in accordance with the format in Federal Acquisition Regulations (FAR) Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. This solicitation is issued as Request for Proposal (RFP) # NLRB-PAR-2009, when responding to this notice. This is a total Small Business Set Aside; NAICS Code: 541430, Small Business Size Standard: $7.0 million. This RFP will result in the award of a Firm Fixed Price contract for design, layout, and editing of the National Labor Relations Boards, Performance and Accountability Report. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-31, effective March 19, 2009. GENERAL INFORMATION A. Introduction The Government Performance and Results Act (GPRA) and the Accountability for Tax Dollars Act of 2002 require that the NLRB prepare an annual Performance and Accountability Report (PAR). The audience for this publication is the White House Office of Management and Budget (OMB), Congress, other federal agencies, and the public. The NLRB requires contractor assistance in preparing this publication in the form of design, layout, and editing. B. Background The PAR follows form and content guidance prescribed in OMB Circular A-136, “Financial Reporting Requirements.” It is due to OMB and Congress by November 15 of each year. The intent of the PAR is to provide an accurate depiction of the Agency's performance in meeting its strategic goals, and to present its year-end financial statements as of September 30th, and the results of an accompanying audit. To prepare the PAR, the NLRB's Director of Administration works with representatives of the NLRB's program offices to develop narrative text, tables, and graphics. Microsoft Office templates (primarily Microsoft Word) are distributed to program staff. This initiates the collection and assembly of the PAR. Typically, the publication goes through multiple iterations. This information is combined with general background information about the NLRB. On or about the week of October 26, the financial management section, which is dependent on the completion of the financial statement audit, is inserted into the publication. Because of the nature of this project, products, drafts and final, will have to be completed within a short turnaround time. C. Description The Agency seeks to use a contractor that provides design, layout, and editing services to reduce the amount of time to produce the publication, while increasing the document's overall quality. The base requirement of this contract is for the contractor to produce the NLRB's FY 2009 PAR. The NLRB contemplates awarding a contract for a Base Term and four 1 - year options. The services to be performed by the contractor in the option years, should one or more be exercised, are identified below: •Option Year I-2010 Performance and Accountability Report •Option Year II-2011 Performance and Accountability Report •Option Year III-2012 Performance and Accountability Report •Option Year IV-2013 Performance and Accountability Report The following information is being provided to assist with preparing a firm fixed price proposal. Statistics on FY 2008 PAR Document, and Estimate for FY 2009 PAR Needs The following is a list of specifications on the NLRB's FY 2008 PAR (created in Microsoft Word): •7 Photographs (excluding the cover); •3.pdf files (Inspector General’s Report, Independent Auditor’s Report, Inspector General's Top Management Challenges); •38 Charts, Tables, and Graphs (including Financial Statements); and •96 page report (front/back). The NLRB's FY 2008 PAR may be found using the following Internet address: http://www.nlrb.gov/publications/reports/performance_and_accountability_report_-_FY_2008.aspx The successful contractor shall satisfy the following requirements for the FY 2009 PAR: Editing •Review 100-125 pages of text for grammatical errors, etc. (NLRB staff will review for content); and •Technical review of proofs (e.g., missing fonts, bleeds, size, correct color modes, resolution, binding, etc.). Graphic Design •Design cover (new design); •Change color scheme; •Design and prepare charts, tables, and graphs; •Insert text; and •Headings, table of contents, and glossary. Production •.pdf version for Web posting; •Final production files D. Work Requirements The contractor shall perform the following tasks. 1. Meetings / Communications The contractor shall meet with the COTR and NLRB staff to coordinate an exact work / production process including interim and final production dates. The contractor’s adherence to the interim and final production dates shall be considered a requirement of the contract. Since ongoing communication is paramount in producing the PAR, the contractor shall meet twice monthly with the COTR and NLRB staff to complete the production of the document. However, the COTR may increase or decrease the frequency of the meetings. 2. Cover Design The COTR will provide the contractor with past documents showing previous cover and format designs. Based on preliminary discussions with the COTR and NLRB staff, as well as drawing on its own creative ideas, the contractor shall present cover design sketches to the COTR and NLRB staff. All cover designs shall be in a four-color format. The NLRB will provide the necessary text that will appear on the cover spreads of each report. 3. Layout / Production The NLRB will provide the FY 2009 PAR in Microsoft Word format. Based on preliminary discussions with the COTR and NLRB staff, as well as drawing on its own creative ideas, the contractor shall create a new layout and format design for the PAR. Additionally, the contractor shall create new charts, graphs, tables and a color scheme to compliment the new cover design for the PAR report. The COTR and/or an NLRB staff member will provide the contractor with photos,.pdf insertions, narrative text, and numeric and tabular data for graphs, charts, etc. On or about the week of October 26, the COTR and/or NLRB staff will provide to the contractor a Microsoft Word file containing the financial statements and accompanying footnotes for insertion into the PAR. 4. Scans The contractor shall scan.pdf documents and other images provided by the COTR and the NLRB staff into the design. 5. Copyediting In the content development phase, the NLRB will provide a draft document of the PAR to the contractor in Microsoft Word format. The contractor shall provide copyediting services of all text, tables, and graphics for readability, grammar, redundancies, stiltedness, spelling, one voice, etc. The contractor’s editing process shall include redlining the Word file content. The NLRB will accept/reject redline files to provide a clean final Word file to use for layout. Copyediting shall be completed by the contractor and approved by the NLRB prior to layout. 6. Alterations In the production phase of the PAR, the NLRB will provide final draft copies of the PAR to the contractor in Microsoft Word format. Graphs, tables, and charts will be provided primarily in Microsoft Word format. As part of this phase, the contractor shall make all textual and numerical changes in the production software to both text and tables. 7. Final Production Design Once a final version of each document has been approved by the COTR, the contractor shall deliver the products as specified in the Scope section of this Statement of Work. E. Milestones / Deliverables The contractor shall provide the following products/services to the NLRB within the timeframes associated with each. F.O.B. Destination 1. Initial Meeting (task 1) - The contractor shall meet with the COTR and NLRB staff within one week after the contract is awarded to discuss the schedule and any other necessary details. Any apparent initial problems shall be discussed at this meeting. 2. Cover and Report Design (task 2) - Once NLRB has provided to the contractor past documents showing previous cover and format designs, the contractor shall provide 2 to 3 proposed cover and report designs within one week. If the initial designs are unacceptable, the contractor shall provide additional choices within one week. 3. Layout (task 3) - Once the contractor is furnished with an initial draft of the PAR, the contractor shall provide an initial draft layout within one week. 4. Copyediting (task 4) - The contractor shall produce electronic versions of the Microsoft Word documents, maintaining version control at all times. All edits shall be clearly portrayed, using standard editing tools, such as red-lining, strike outs and deleted messages. Within three days after the NLRB provides feedback (i.e., acceptance and/or rejection) of the edits, the contractor shall present a Microsoft Word version of the document incorporating the approved edits. 5. Alterations (task 5) – Once the copyediting is complete and the final Microsoft Word versions are converted to the final layout, the contractor shall deliver a.pdf version of the PAR document by October 29, 2009. The NLRB may provide additional changes (i.e. spacing, font issues, general design issues, etc.). The contractor shall incorporate these changes as well as any additional minor changes that may result from spell checking and proofing. 6. Final Production Files (task 6) – By November 12, 2009 the contractor shall provide a final.pdf version of the PAR with hyperlinks from the Table of Contents to the corresponding pages. By November 16, 2009; the contractor shall provide one set of final production files. EVALUATION The Government will award a Firm Fixed Price contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: (1) Corporate Experience and Past Performance; (2) Key Personnel, (3) Quality of sample products submitted with proposal; and (4) Price All evaluation factors other than cost or price, when combined are approximately equal to cost or price. To receive consideration for award, a rating of no less than “Acceptable” must be achieved for all the factors. Contractors are cautioned that the award may not necessarily be made to the contractor with lowest cost. The Government reserves the right to evaluate proposals and make award without conducting discussions, but reserves the right to conduct discussions with one or more Offerors and request revised proposals. To receive consideration for award, a rating of no less than “Acceptable” must be achieved for all of the factors. Offerors are cautioned that the award may not necessarily be made to the offeror who offers the lowest cost. APLICABLE PROVISIONS: The following clauses apply to this acquisition and are incorporated by reference. These clauses can be read in their entirety at www.arnet.gov. The Contracting Officer, upon request, shall provide the full text of any provision or clause incorporated by reference. 52.204-9 Personal Identity Verification of Contractor Personnel (Sept 2007); 52.212-1 Instructions to Offerors—Commercial Items (June 2008); 52.212-2 Evaluation Commercial Items (Jan 1999) 52.212-3 Offeror Representations and Certifications—Commercial Items (FEB 2009;) (**The contractor is responsible for including a complete copy of the Representations and Certifications with their offer or indicate certifications in ORCA at https://orca@bpn.gov). 52.212-4 Contract Terms and Conditions—Commercial Items (OCT 2008); 52.212-5 Contract Terms and Conditions required to implement statues or executive orders – commercial items (Mar 2009) The following additional FAR clauses cited in this clause are applicable: 52.222-41 Service Contract Act 0f 1965 (Nov 2007) 52.222-43 Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multiple Year and Option Contracts) (Nov 2006) 52.222-50 Combating Trafficking in Persons (Feb 2009) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.219-6 Notice of Total Small Business Set-Aside (June 2003) 52.219-28 Post Award Small Business Program Representatives (June 2007) 52.222-3 Convict Labor (June 2003) 52.222-19 Child Labor-Cooperation with Authorities and Remedies (Feb 2008 52.222-21 Prohibition of Segregated Facilities (Feb 1999) 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998) 52.225-13 Restrictions on Certain Foreign Purchases (June 2008) 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (Oct 2002) 52.217-5 Evaluation of Options. (July 1990); 52.217-8 Option to Extend Services. (Nov 1999); 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.237-3 Continuity of Services (Jan 1991) 52.232-35 Designation of Office for Government Receipt of Electronic Funds Transfer Information. (May 1999) QUESTIONS: All questions shall be submitted via email, with the subject of the email referencing the solicitation number, by 12:00 noon EST on Friday, April 3, 2009 to Ebony.Fultz@NLRB.gov AND Linda.Willis@NLRB.gov. All questions will be consolidated and answered and posted as an amendment no later than Tuesday, April 7, 2009. ** If no questions are submitted there will be no additional posting. Proposal Submission The Offeror shall submit separate technical and cost proposals that will sufficiently address the Statement of Work (SOW). Proposals are due by 3:30 pm ET on Tuesday, April 14, 2009; via email to Ebony Fultz at Ebony.Fultz@NLRB.gov AND Linda Willis at Linda.Willis@NLRB.gov. a.) Technical Proposal—Technical proposals shall not simply rephrase or restate the Government’s requirements, but rather, shall provide convincing rationale to demonstrate an understanding of the requirement and propose skilled key personnel to perform the tasks outlined. Technical proposal shall include sample products. b.) Cost Proposal—The Cost Proposal shall include the cost schedule below and be supplemented with a cost breakout that justifies the cost. CLIN 0001 – Base Term – Date of Award through November 16, 2009 CLIN 1001 – Option Year 1 – November 17, 2009 through November 16, 2010 CLIN 2001 – Option Year 2 – November 16, 2010 through November 17, 2011 CLIN 3001 - Option Year 3 – November 16, 2011 through November 17, 2012 CLIN 4001 - Option Year 4 – November 16, 2012 through November 17, 2013 All contractors doing business with the Federal Government shall be registered in the Central Contractor Registration (CCR) database. The website for registration is www.ccr.gov.
Web Link
FedBizOpps Complete View
Place of Performance
Address: National Labor Relations Board, 1099 14th Street, N.W., Washington, District of Columbia, 20570, United States
Zip Code: 20570
SN01777023-W 20090327/090325215222-cbd644e757ca0f944a1a53e4feaf3aa1 (fbodaily.com)
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