\ SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30 2. comRACn:o. r '. 3. AWAA~FFECflVG OA7C ! i 7. FOR SOLICITATION INFORMATION CALI.: !i. · ·-····---.... CRO.:R NO. , MD 211 0! t 1 CELIVERY FOR f 00 OE5TlNA· llON UN!.£65 BLOCK IS MARKED k•~ · ·- .. i : D TS.s:sr-:nNC NO (f~ co~cc;. C{,0~.} _·!.j0- ~3 ?-G488 De..::;l ... ) 6. OFFER 00~ ~TEJLOCAL ! m.11! -~ •o. rnv;~ou1srr10N1s--t1 ur~~-~;,~;~~-0 ~;..;;;;~; ; _iaa-·-; ;:~~, i 0 SIM!.L eus•~ESS 0 ~~;'~~~~~~~IEN-CWMED : 0 HU9ZON'E sw.u 0. s~ 8US1Nc6S PROGRAM ! O SERVICE·OISA!lLED • 1 ·- •· ----'~"'-··- -·- ··•·•···--........~.. ~ ..-............___.._......,1 •· ··0-· ~1-~ l§S~CI EOJ!~T""CT N ~ _ r::;IS-:;:A.f? t!.·~ . 'f ~1 ~fl'!):)'fi:!.':O:S Ori V·? , !;q i r..-~ ~ 00 -· i 0. SOl.>CITATILW'i ISSUE D/\TE !'-;,'\.:.~.~ CODE ~r a dA:ic k 30 ..-.... ~ .f . 02/15/2013 t . 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ADDEND.o\ .::~: i 2Tb CON'TAACTA7iJRCf-IA$CORIY..:R INCORPORA'!"ES BY REFERENCE FA..q, 62 .2t2··t FAE{ 52 ~12-S ISATIACH~O. ADoeNOA j ,j M E. I1 - ' COP1es TO !&St.JING OFH:C. CONTMCTOR. AGREES TO fll RMSH ANO - -- · - -· oa.NER ALL ITEMS s er FORTti OR oTtieRWts~ 10ENTIF1ED A&NE At-c ON Am ADOITIOIW. SHEETS SUBJECT TOTl-IE TEAMS COf-lllTIONS SKCIFIED mo ~-. ~c:u~~'~%:-~:?T'~"<; /-=:~/-~:>- -~ (•Y~<' oiiP~ilfll 5 u:"(f ft« -':)//lf'ff'f,' AUTHORIZED FOR LCCAl .REPROOUCTKlN PREVIOUS EDITION IS NOT USl'.fllE , ..•""T;-~ 0 !/1{::{1/l'l', i DATE S!G'EO ) ·-w. 1 ; Jo.XE t\CT·A,1ACt-€0 . r.a.-:-- ·--·-·-· .! DA.TEO ."Cl'.fel\ IF f!EM.'TMNCE 13 DIFFERENT NJD PUT BUCH ADOllESS IN OFFER ITW>IO>. 2:' 01 \Vu se ~;;- ! l3J"\.RBJ\R!CUk Li.C 19. fr ~d~ r lc~ M~ PAYJJENT ·····-·-~ .. ·---·· . . . . . , O~ YOUR OFFCR ON 60UCf'TATlON 6J, tN-;LL'O:NG N•Y A001n0Ns 011 ctwiGEG w111cH ME ,.,..i:"'r FORTH t iERH~ IS ACCEPr!lO AS TO)>')'• · :j~· C';,i~'i±~s~;:. ~~'/~~~~'.''.~>~;;~.:~::~:_:10FF~ER) i l'_;)·Jfior c,111mA~T;:;d,', ..~.~Efi:iy. •< "'' ,,;;un, ~ / :'. ;~~;~~.,;::~;.~"~.;:, , ; ·, ,,,,./ ;~ : ·t.:t n:?~ltlor: ·- STANDARD FORM 1449 Servit;P. ~t' edqr .i c! ·. Pra~enbod ,i;~v: ir.tt~J by GSA· FAA {-49 Cffl} ~1..212 . . -- GS-07F-0255W VA798-13-F-0017 Table of Contents SECTION A ........ .. .................................................................................................................... ...................................1 A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS ........................ ..................................... l SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS ................................................................................................ 3 B.1 CONTRACT ADMINISTRATION DATA ............................................................................. .......... ............... ..... ...... .. 3 B.2 PRICE/COST SCHEDULE ................................................................... ..... ...... ... .... ........... ............... ...................... .. 6 B.3 PERFORMANCE WORK STATEMENT ... .. .... ... .... ............. .. ..................... .. ....... .. .... .. .. ........ ... .... .... ....... .... .. .... .. ...... 8 SECTION C - CONTRACT CLAUSES ............................................................................ ..... .. ........................................... 19 C.1 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999) ............................................... ..... ... .... ........... .............. . 19 C.2 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) .. ...... .. .............. ......... .......... .......... 19 C.352.232-99 PROVIDING ACCELERATED PAYMENT TO SMALL BUSINESS SUBCONTRACTORS (DEVIATION 2012) (AUGUST 2012) .. ... .............. ......... ..... ... ... ... ..... .. .... .. ... .. .. .... .. .... .. ... .. ..... .... ... ..... ........ ... ... ... .... .... .......... .. .. .. ......... ..... . 19 C.4 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) .... ........ .......... .. ............................................. 20 C.5 IT CONTRACT SECURITY ................. ....... ... .. ................................... .......... .. .. ... ....... ..... .. ....... .................... ... ....... 20 SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS ......................................................................... 30 0 .1 SCHEDULE OF DELIVERABLES .. .. ... ... .... .... ...... .... ......... ...... .. .. .. ................ .. ............... ..... ...... ....... ...... ... ....... ........ 30 Page 2 of 30 Section B (continuation from Standard Form 1449, block 18A.) 1. CONTRACT ADMINISTRATION : All contract administration matters will be handled by th e following individu als: a. CONTRACTOR: Barbaricum LLC b. GOVERNMENT: Contracting Officer Office of Acquisition Operations Acquisition Service Frederick Department of Veterans Affairs 8490 Progress Drive, Suite 100 Frederick MD 21701 2. CONTRACTOR REMITIANCE ADDRESS : All payments by the Government to th e contractor will be mad e in accordance with : [X] 52.232-34, Payment by Electronic Funds Transfer Other than Central Contractor Registration, or [] 52.232-36, Payment by Third Party 3. INVOICES: Invoices shall be submitted in arrears: a. Quarterly [] b. Semi-Annually [] c. Other [X] Monthly, See Section B.1 Price/Cost Schedule for details. 4. GOVERNMENT INVOICE ADDRESS : All invoices from the contractor shall be mailed to the following address: DEPARTMENT OF VETERAN AFFAIRS VA ACQUISITION ACADEMY FINANCE ACQUISITION SERVICE-FREDERICK 7485 New Horizon Way Frederick, MD 21703 Page 3 of 30 Section B CONTRACTOR INSTRUCTIONS: ** *Th e lfcap Purchase Order number: 101-J37073 MUST be included on all invoices. *** The Contract/Order number: GS-07F-0135Y VA798-13-F-0017 MUST be included on all invoices. Customer POC: Anita Major Contracting POC: Joshua Dean COR (Contracting Officer's Representative): Anita Major, Anita .Major@va.gov ALL invoices must be sent to our payment office by mail to the address in block 18a, of the standard form 1449, Attn: FISCAL Dept. OR via email to va covacaif@ va.gov. All invoices also must be sent to the COR for certification . DO NOT SUBMIT VIA OLCS-ONLINE CERTIFICATION SYSTEM Vendors may verify receipt of invoices by contacting Pamela Scott via email at Pamela .scott5 @va .gov or email to the fiscal inbox at vacovacaif@va.gQy PLEASE DO NOT EMAIL TO BOTH ADDRESSES ABOVE, THIS MAY DELAY PAYMENT. Payment will be made via Electronic Funds Transfer IAW FAR part 32.905 (www.arnet.gov) NOTE : Service contract invoices will be accepted on a MONTHLY basis only, unless otherwise authori zed in the contract. A PROPER invoice MUST include the following : 1) Name and address of the contractor 2) Invoice date and number 3) The IFCAP Purchase Order Number- 101-J37073 4) Item number, description, quantity, unit of measure, price, extended price (as stated in the contract) and a total of supplies delivered or services performed. a) Cumulative billing (per line item and total) b) Final invoices must be marked 'FINAL INVOICE' c) Proof of supplies delivered or services performed MUST al so be provided . Signature, printed name and title of Government receiving official and date of delivery or performance period mu st be included. INVOICES THAT DO NOT COMPLY WITH THESE REQUIREMENTS WILL NOT BE PAID CUSTOMER RECEIVING OFFICIAL INSTRUCTIONS: Forward the receiving report, certified invoice or email concurrence immediately after acceptance or approval to our payment office by mail to the address in block 18a or via email to v a cov acaif~Dva.gov The documentation MUST include the following : 1) IFCAP Purchase Order number 2) Date supplies delivered or services performed. 3) Signature, printed name and title of the designated Government official responsible for acceptance or approval functions Page 4 of 30 Section B 5. SUBCONTRACTING COMMITMENTS - MONITORING AND COMPLIANCE : This solicitation includes VAAR 852.21570, Service-Disabled Veteran-Owned and Veteran-Owned Small Business Evaluation Factors, and VAAR 852.215-71, Evaluation Factor Commitments. Accordingly, any contract resulting from this solicitation will include these clauses. The Contractor is advised in performing contract administration functions, the CO may use the services of a support contractor(s) to assist in assessing contractor compliance with the subcontracting commitments incorporated into the contract. To that end, the support contractor(s) may require access to the contractor's business records or other proprietary data to review such business records regarding contract compliance with this requirement. All support contractors conducting this review on behalf of the VA will be required to sign an " Information Protection and NonDisclosure and Disclosure of Conflicts of Interest Agreement" to ensure the co ntractor's business record s or other proprietary data reviewed or obtained in the course of assisting the CO in assessing the contractor for compliance are protected to ensure information or data is not improperly disclosed or other impropriety occurs. Furthermore, if VA determines any services the support contractor(s) will perform in assessing compliance are advisory and assistance services as defined in FAR 2.101, Definitions, the support contractor(s) must also enter into an agreement with the contractor to protect proprietary information as required by FAR 9.505-4, obtaining access to proprietary information, paragraph (b) . The contractor is required to cooperate fully and make available any records as may be required to enable the CO to assess the contractor compliance with the subcontracting commitments. Page 5 of 30 Section B BASE YEAR PERIOD OF PERFORMANCE (POP) : February 15, 2013 to February 14, 2014 CUN DESCRIPTION UNIT UNIT PRICE 0001 Project Management Plan (5.1.1) EA 0002 Quarterly Progress Report (5.1.2) EA 0003 Daily Media Clippings and Analysis Report (5.2.1) EA 0004 Weekly Media Analysis Report (5.2.2) EA 0005 Monthly Media Analysis Report (5.2.3) QTY TOTAL PRICE 1,236.96 1 $1,236.96 163.99 4 $655.96 304.55 357 $108, 724.35 941.96 48 $45,214.08 EA 610.66 12 $7,327.92 0006 Bi-Annual Media Analysis Report (5.2.4) EA 2,546.38 2 $5,092.76 0007 Annual Media Analysis Report (5.2.5) EA 2,700.38 1 $2,700.38 0008 Targeted Media Analysis Report (5.2.6) EA 1,656.00 30 $49,680.00 0009 Travel - IAW PWS NTE $4,000.00 TOTAL PRICE BASE YEAR $224,632.41 OPTION YEAR I POP: February 15, 2014 to February 14, 2015 DESCRIPTION UNIT UNIT PRICE 1001 Project Management Plan (5.1.1) EA 1,274.07 1 $1,274.07 1002 Quarterly Progress Report (5.1.2 ) EA 168.91 4 $675.64 1003 Daily Media Clippings and Analysis Report (5.2.1) EA 313.69 357 $111,987.33 1004 Weekly Media Analysis Report (5.2.2) EA 970.22 48 $46,570.56 1005 Monthly Media Analysis Report (5.2.3) EA 628.98 12 $7,547.76 1006 2 $5,245.54 CUN QTY TOTAL PRICE Bi-Annual Media Analysis Report (5.2.4) EA 2,622.77 1007 Annual Media Analysis Report (5.2.5) EA 2,781.39 1 $2,781.39 1008 Targeted Media Analysis Report (5.2.6 ) EA 1,705.68 30 $51,170.40 1009 Travel - IAW PWS NTE $4,120.00 TOTAL PRICE OPTION YEAR I $231,372.69 OPTION YEAR II POP: February 15, 2015 to February 14, 2016 DESCRIPTION UNIT UNIT PRICE QTY TOTAL PRICE 2001 Project Management Plan (5.1.1) EA 1,312.29 1 $1,312.29 2002 Quarterly Progress Report (5.1.2) EA 173.98 4 $695.92 2003 Daily Media Clippings and Analysis Report (5.2.1) EA 323.10 357 $115,346.70 2004 Weekly Media Analysis Report (5.2.2) EA 999.32 48 $47,967.36 2005 Monthly Media Analysis Report (5.2.3) EA 647.85 12 $7,774.20 2006 Bi-Annual Media Analysis Report (5.2.4) EA 2,701.45 2 $5,402.90 2007 Annual Media Analysis Report (5.2.5) EA 2,864.83 1 $2,864.83 2008 Targeted Media Analysis Report (5.2.6) EA 1,756.85 30 $52,705.50 CUN Page 6 of 30 Section B 2009 l Travel - IAW PWS l NTE J l $4,243.60 l $238,313.30 TOTAL PRICE OPTION YEAR II OPTION YEAR Ill POP: February 15, 2016 to February 14, 2017 CUN DESCRIPTION UNIT UNIT PRICE QTY TOTAL PRICE 3001 Project Management Plan (5.1.1) EA 1,351.66 1 $1,351.66 3002 Quarterly Progress Report (5.1.2) EA 179.20 4 $716.80 3003 Daily Media Clippings and Analysis Report (5.2.1) EA 332.79 357 $118,806.03 3004 Weekly Media Analysis Report (S.2.2) EA 1,029.30 3005 EA 667.29 48 ·12 $49,406.40 Monthly Media Analysis Report (5.2.3) 3006 Bi-Annual Media Analysis Report (5.2.4) EA 2,782.50 2 $5,565.00 3007 Annual Media Analysis Report (S.2.5) EA 2,950.78 1 $2,950.78 3008 Targeted Media Analysis Report (5.2.6 ) EA 1,809.55 30 $54,286.50 3009 Travel - IAW PWS NTE $8,007.48 $4,370.90 TOTAL PRICE OPTION YEAR Ill $245,461.55 OPTION YEAR IV POP: February 15, 2017 to February 14, 2018 DESCRIPTION UNIT UNIT PRICE QTY TOTAL PRICE 4001 Project Management Plan (5.1.1) EA 1,392.21 1 $1,392.21 4002 Quarterly Progress Report (5.1.2) EA 184.57 4 $738.28 4003 Daily Media Clippings and Analysis Report (5.2.1) EA 342.77 357 $122,368.89 48 $50,888.64 CUN 4004 Weekly Media Analysis Report (5.2.2) EA 1,060.18 4005 Monthly Media Analysis Report (5.2.3) EA 687.31 12 $8,247.72 4006 Bi-Annual Media Analysis Report (5.2.4) EA 2,865 .97 2 $5,731.94 4007 Annual Media Analysis Report (5.2.5) EA 3,039.30 1 $3,039.30 4008 Targeted Media Analysis Report (5.2.6 ) EA 1,863.84 30 $55,915.20 4009 Travel - IAW PWS NTE $4,502.03 TOTAL PRICE OPTION YEAR IV $252,824.21 TOTAL PRICE BASE AND ALL OPTION YEARS $1,192,604.16 Page 7 of 30 Section B 1.0 BACKGROUND The primary mission of the Office of Public Affairs (OPA) is to provide Veterans and their families information through various media channels about the Department of Veterans Affairs (VA) benefits and programs. Through the preparation and dissemination of various communications materials, the office provides essential information on program eligibility and operations to a variety of public entities. It maintains close liaison with media representatives and monitors print and broadcast news activity. It provides responses to inquiries concerning data and information about agency operations and policy. OPA conducts public affairs training to enhance the ability of public affairs officers to communicate through the news media. It also communicates information on administration policy and priorities through a variety of means, including articles, speeches, and media interviews with agency officials. 2.0 SCOPE OF WORK The contractor shall: Provide news clippings and media analysis reports on a daily, weekly, monthly, bi-annual and annual basis to the Office of Media Relations, OPA. • Provide media analysis reports on specific topics, categories, and sub-categories identified by the customer (the VA) drawn from a collection of news items pertinent to the customer. • Maintain an Internet-based archive of clippings and reports accessible to the customer. • Capture news items from newspaper articles, magazines, trade press, biogs, and local and national television news. • Categorize media captures as 'positive' or 'negative.' • Determine the circulation or market share audiences of each media capture (i.e. print, radio, television or social media/blog). • Format and design the media analysis reports that will at minimum include identified specifications provided by the customer. • Upon customer request, add or eliminate topics, categories and sub-categories on a same-day basis to reflect the informational needs of the customer. • Render specific, single-topic reports within one business day of notification. • Have the ability to electronically distribute media analysis reports in accordance with the customer's stated distribution scheme. • Have the ability to access 'pay for subscription' news sites (for example, Wall St. Journal, New York Times, Military Times/Army Times) to gather full-text articles as required . Page 8 of 30 Section B The specific tasks and deliverables related to these reports are described in section 5.0. 3.0 TYPE OF CONTRACT Firm Fixed Price task order. 4.0 PERFORMANCE DETAILS 4.1 PERFORMANCE PERIOD Th e period of performance shall be one twelve-month base year from date of award with four twelve-mont h option years. There are ten Federal holidays set by law (see 5 USC§ 6103) that VA follows : Under current definitions, four are set by date: New Year's Day January 1 Independence Day July 4 Veterans Day November 11 Christmas Day December 25 If any of the above fa lls on a Saturday, then Friday shall be observed as a holiday. Similarly, if one falls on a Sunday, then Monday shall be observed as a holiday. Th e oth er six are set by a day of th e week and month : Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Labor Day First Monday in September Columbus Day Second Monday in October Thanksgiving Fourth Thursday in November 4.2 PLACE OF PERFORMANCE Tasks under this PWS shall be performed at remote locations designated by the contractor, with electronic delivery to the customer. 4.3 TRAVEL Th e Government anticipates travel under this effort to perform the tasks, as well as to attend program -related meet ings or conferences through the period of performance. Travel and per diem shall be reimbursed in accordance with th e Federal Travel Regulation (FTR). Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. Travel must be pre-approved by the Contracting Officer's Representative (COR). Travel must be Page 9 of 30 Section B priced separately in the price schedule. Local travel within a SO-mile radius from the contractor's facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. Travel performed for personal convenience and daily travel to and from work at the contractor's facility will not be reimbursed. Travel, subsistence, and associated labor charges for travel time for travel beyond a 50-mile radius of the contractor's facility are authorized for reimbursement on a case-by-case basis and must be pre-approved by the COR. The total estimated number of trips in support of the program related meetings for this effort is four trips annually. Anticipated location is VA Central Office, OPIA, 810 Vermont Ave., NW, Washington, D.C. 20420, and estimated to be one day in duration . The FTR can be referenced at: b!..!Q:LLwww.gsa.gov/portal/ext/public/sitef_FTR/file/FTRTOC.html/ci2_tego[yj218_6_~Lh9J.W...r:.iLpor_t;1[. 4.4 CONTRACT AWARD MEETING The contractor shall not commence performance on the tasks assigned pursuant to this PWS until the Contracting Officer (CO) or COR has conducted a kick-off meeting or had advised the contractor that a kick-off meeting is waived. This provision shall not prohibit the contractor from starting the background investigation requirement. 5.0 SPECIFIC TASKS AND DELIVERABLES See Attachment A (Schedule of Deliverables) for a detailed listing of deliverables, quantities, and submission frequency. Days unless otherwise stated are in calendar days. 5.1 PROJECT MANAGEMENT 5.1.1 PROJECT MANAGEMENT PLAN The contractor shall deliver a Project Management Plan (PMP) that lays out the contractor's approach, timeline and tools to be used in execution of the contract. The PMP should take the form of both a narrative and graphic format that displays the schedule, milestones, risks and resource support. The PMP shall also include how the contractor shall coordinate and execute planned, routine, and ad hoc data collection reporting requests as identified within the PWS. The initial baseline PMP will be approved by the Government and shall be updated quarterly thereafter . The Government will approve the initial PMP and quarterly updates within two working days of delivery and the contractor shall have two working days to respond. Deliverable(s): Project Management Plan: The contractor shall provide a PMP within 10 days of the initial contractor/customer meeting after contract award. 5.1.2 REPORTING REQUIREMENTS The contractor shall provide the COR with quarterly Progress Reports in electronic form in Microsoft Word and Proj ect formats. The report shall include detailed instructions/explanations for each required data element, to ensure that data are accurate and consistent. These reports shall reflect data as of the last day of the preceding month. Quarterly Progress Reports shall cover all work completed during the reporting period and work planned for the subsequent reporting period. The report shall also identify any problems that arose and a description of how the Page 10 of 30 Section B problems were resolved. If problems have not been completely resolved, the contractor shall provide an ex planation including their plan and timeframe for resolving the issue. The contractor shall monitor performance against the PMP and report any deviations. It is expected that the contractor will keep in communication with VA accordingly so that issues that arise are transparent to both parties to prevent escalation of outstanding issues. Deliverable(s): Quarterly Progress Report. 5.2 REPORTING TASKS 5.2.1 COMPOSE AND DELIVER DAILY MEDIA CLIPPING AND ANALYSIS REPORT The contractor shall provide daily media news clippings and analysis reports, electronically delivered by 6:00 a.m. ET each weekday, including Saturday and Sunday that consist of news items pertinent to the VA. Regular daily clippings and reports will be provided on both Memorial Day and Veterans Day. Daily clippings and reports are not required for the other eight Federal Holidays noted above in Section 4.0. The contractor will provide web-based access to the report for the custom er. The clippings will be drawn from newspaper articles, magazines, trade press, biogs, and local and national television news. The daily media analysis report will consist of a main report with an associated sum mary sub-report. The contents of the main report will be grouped by up to two dozen categories identified by the customer. The vendor must have the ability to add or eliminate categories on a same-day basis to reflect the informational needs of the department. Each report will include a table of contents listing each story in that day's edition, a summary of 25-50 words for each listed item and the full text of each story. Whenever available, each listed article should include a web hyp erlink for the story. Each listed article, television or radio news story, or blog post entry in the report will include the circulation or market reach/share if available. Each report will include a sub-report that serves as a summary report. The contractor will place the summary sub-report first in order, followed by the main report that contains full versions of pulled stories. Th e summary su b-re port will consist of at minimum the top three daily media stories pertaining to the VA grouped by categories determined by the customer. The main and summary sub-report will be composed in a format approved by OPA. Deliverable(s): Daily Media Clippings; and Daily Media Analysis Report. 5.2.2 COMPOSE AND DELIVER WEEKLY MEDIA CLIPPING AND ANALYSIS REPORT The contractor shall provide a weekly media analysis report to the customer. This requirement may be satisfied by providing a system that permits customer-generated reports. The contractor will render the weekly report every Monday afternoon of the following week reported on no later than 2:00 p.m. ET. The contractor will deliver the report in MS Word, MS PowerPoint and Adobe PDF formats via a customer provided e-mail distribution list. The content of the weekly report weekly report shall include: Page 11of30 Section B o Roll up of the past weeks' stories (Sunday throu gh Saturday) reported in the daily media analysis report by topics determined by the custome r. o Charts and graphs that clearly denote at minimum trend lin es by " positive" and " negative" coverage by topic and sub-topic, number of stories by topic and sub-topic. The weekly report will be composed in a format determined by OPA. Deliverable(s): Weekly M edia Analysis Report. 5.2.3 COMPOSE AND DELIVER MONTHLY MEDIA CLIPPING AND ANALYSIS REPORT The contractor shall provide a monthly media analysis report to the customer. This requi re ment may be satisfied by providing a system that permits customer-generated reports . The contractor will deliver the report in MS Word, MS PowerPoint and Adobe PDF formats via a customer provided e-ma il distribution li st . The contractor will render the monthly report no later than 2:00 p.m . ET on the third workday of the following month . The content of the monthly report will include: o Roll up of the past months' stories (the first day of th e month through the end of t he current month) reported in the four preceding weekly media analysis reports by sub-topics determined by th e customer. o Charts and graphs that clearly denote at minimum trend lines by "positive" and "negative" coverage by topic and su b-to pic, number of stories by topic and sub-to pic . The monthly-report will be composed in a format dete rmin ed by OPA. Deliverable(s): Monthly Media Analysis Report. 5.2.4 COMPOSE AND DELIVER Bl-ANNUAL MEDIA CLIPPING AND ANALYSIS REPORT The contractor shall provide two bi-annual media analys is report to the customer. Thi s requirement may be satisfied by providing a system that permits customer generated reports. The contractor will deliver the report in MS Word , MS PowerPoint and Adobe PDF formats vi a a cu stom er provided e-mail di stribution list. The contractor will render the two bi-annual reports no later than 2:00 p.m. ET on th e tenth workday of January and July respectively. The content of the two bi-annual reports will include : o Roll up of the pa st six months' stories (January 1 through June 30, and July 1 thro ugh Decem ber 31) reported in the monthly media analysis reports by topics and sub-topics det erm in ed by th e customer. o Charts and graph s that cl early denote at minimum trend lin es by " po sitive" and "negative" coverage by topic and sub-topic, number of stories by topic and sub-topic. The bi-annual report will be composed in a format determined by OPA. Deliverable(s): Bi-Annual Medi a Analysis Reports. Page 12 of 30 Section B 5.2.5 COMPOSE AND DELIVER ANNUAL MEDIA CLIPPING AND ANALYSIS REPORT The contractor shall provide one annual media analysis report to the customer. This requirement may be satisfied by providing a system that permits customer-generated reports. The contractor will deliver the report in MS Word, MS PowerPoint and Adobe PDF formats via a customer provided e-mail distribution list. The contractor will render the annual report no later than 2:00 p.m. ET on the tenth workday of February. The content of the annual report will include: o Roll up of the past 12 months' stories (January 1 through December 31) reported in bi -annual analysis reports by topics and sub-topics determined by the customer. o Charts and graphs that clearly denote at minimum trend lin es by "positive' and " negative" coverage by topic and su b-topic, number of stories by topic and sub-topic. The annual-report will be composed in a format determined by OPA. Deliverable(s): Annual Media Analysis Reports. 5.2.6 COMPOSE AND DELIVER TARGETED MEDIA ANALYSIS REPORT The contractor shall provide up to 30 special targeted media analysis report to the customer. This requirement may be satisfied by providing a system that permits customer-generated reports. The contractor will deliver the report in MS Word, MS PowerPoint and Adobe PDF formats via a customer provided e-mail distribution list. The contractor will render a specific targeted media analysis report no later than one workday after the customer's request. The content of the targeted reports will include: o Each listed article that includes a web hyperlink for the story if available. o Charts and graphs that clearly denote at minimum time-frame of report, topic and sub-topics of the report, trend lines by 'positive' and 'negative' coverage by topic and sub-topic, number of stories by the specifically requested topic and sub-topic. Targeted reports will be composed in a format determined by OPA. Deliverable(s): Annual Media Analysis Report. 6.0 GENERAL REQUIREMENTS 6.1 KEY PERSONNEL AND IT FRAMEWORK 6.1.1 KEY PERSONNEL The contractor sha ll provide following key personn el: SENIOR MEDIA ANALYST (Program Manager) Serves as the program manager for the work required in this contract. The senior media ana lyst DESCRIPTION directs and supervises the work and efforts of Page 13 of 30 .. Section B media and social media analysts required for this contract. The senior media analyst collects and analyzes data related to the information requirements of the customer, and supervises the preparation and transmission of required deliverables to the customer per the agreed upon schedule. As program manager, the senior media analyst interfaces with the designated COR as required to ensure appropriate deliverable schedule is met. QUALIFICATIONS Five to seven years of experience in the field; 50 percent minimum time with analyzing Federal Government programs is desirable; past program management experience is preferred; minimum education level is bachelor's degree. MEDIA ANALYST DESCRIPTION Collects and analyzes data related to traditional media (print, TV, radio) and communications campaigns/ initiatives identified by the customer and assigned by the program manager. Tracks customer-identified media initiatives and renders reports in accordance with the deliverable schedule. QUALIFICATIONS Two to four years of experience in the field; 30 percent time with analyzing Federal Government programs is desirable; an associate's degree in the field is preferred, but not required. SOCIAL MEDIA ANALYST DESCRIPTION Collects and analyzes data related to social media (biogs, online social media and networking sites) and communications campaigns/initiatives identified by the customer and assigned by the program manager. Tracks customer-identified media initiatives and renders reports in accordance with the deliverabl e schedule. QUALIFICATIONS Two to four years of experience in the field; 30 percent time with analyzing Federal Government programs is desirable; an associate's degree in the Page 14 of 30 Section B I field is preferred, but not required. The CO may notify the contractor and request immediate removal of any personnel assigned by the contractor who are deemed to have a conflict of interest with the Government. Employment and staffing difficulties shall not be justification for failure to meet established schedules. 6.1.2 IT FRAMEWORK The contractor shall use its softwa re and IT systems to gather media clips and provide required deliverables to the customer. The contractor shall have the ability to access fee-based media sources requiring subscription (i .e ., The New York Times, Wall St. Journal) to gather pertinent media clips . The contractor shall render deliverables as required in MS Word, MS PowerPoint, and Adobe PDF formats. The contractor shall have the ability to provide a web-based repository for all deliverables associated with this contract, to include a secure means of customer access to that online repository . 6.2 POSITION/TASK RISK DESIGNATION LEVEL(S) AND CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Position Sensitivity Background Investigation (in accordance with VA 0710 Handbook, "Personnel Security Suitability Program," Appendi x A) National Agency Check with Written Inquiries (NACI) A NACI is conducted by Low OPM and covers a five-year period. It consists of a review of records contained in the OPM Security Investigation s Index (Sii} and the DOD Defense Central Investigations Index (DCll), FBI name check, FBI fingerprint check, and written inquiries to previous employers and references listed on the application for employment. Within VA, it is use d for Non-se nsitive or Low Risk positions. The Tasks identified below and the resulting Position Sensitivity and Background Investigation delineate the Background Investigation requirements by contractor individual, based upon the tasks the particular contractor individual will be working. The submitted contractor Staff Roster must indicate the required Background Investigation Level for each individual, based upon the tasks the contractor individual will be working, based upon their submitted proposal. 6.2.1 LOW RISK DESIGNATION TASKS Position Sensitivity and Background Investigation - The position sensitivity and the level of background investigation commensurate with the required level of access for task(s) 4.1 through 4.2 within the Performance Work Statement is : Low/NACI . 6.2.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor Responsibilities : a. The contractor shall bear the expense of obtaining background investigations. b. Within three business days after award, the contractor shall provide a roster of contractor and Subcontractor employees to the COR to begin their background investigations. The roster shall contain the contractor's Full Name, Page 15 of 30 Section B Full Social Security Number, Date of Birth, Place of Birth, and individual background investigation level requirem ent (based upon Section 6.2 Tasks). c. The contractor should coordinate the location of the nearest VA fingerprinting office through the COR . Only electronic fingerprints are authorized . d. For a Low Risk designation the following forms are required to be completed : l.OF-306 and 2. OVA Memorandum - Electronic Fingerprints. For Moderate or High Risk the following forms are required to be completed: 1. VA Form 0710 and 2. OVA Memorandum - Electronic Fingerprints. These should be su bmitted to the COR within 5 business days after award . e. The contractor personnel will receive an email notification from the Security and Investigation Center (SIC), through the Electronics Questionnaire for Investigations Processes (e-QIP) identifying the website link that includes de t ail ed instructions regarding completion of the investigation documents (SF85, SF85P, or SF 86). The contractor personnel shall submit all required information related to their background investigations utilizing th e Office of Personnel Management's (OPM) Electronic Questionnaire for Investigations Processing (e-QIP). f. The contractor is to certify and release the e-QIP document, print and sign the signature pages, and se nd them to the COR for electronic submission to the SIC. These should be submitted to the COR within 3 bu sin ess days of receipt of the e-QIP not ification email. g. The contractor shall be responsible for the actions of all personnel provided to work for VA under this contract. In the event that damages arise from work performed by contractor provided personnel, under the auspices of this contract, the contractor shall be responsible for all resources necessary to remedy the incident. h. A contractor may be granted unescorted access to VA facilities and/or access to VA Information Technology resources (network and/or protected data) with a favorably adjudicated Special Agreem ent Check (SAC) or "Closed, No Issues" (SAC) finger print results, training delineated in VA Handbook 6500.6 (Appendix C, Section 9), and, the signed "Contractor Rules of Behavior." However, the contractor will be responsible for the actions of the contractor personn el they provide to perform work for VA. The investigative history for contractor personnel working under this contract must be maintained in the database of r the Office of Personnel Management (OPM) . i. The contractor, when notified of an unfavorably adjudicated background investigation on a contractor emp loye e as determined by the Government, shall withdraw the employee from consideration in working under the contract. j. Failure to comply with the contractor personnel security investigative requirements may result in termination of th e contract for default. 6.3 METHOD AND DISTRIBUTION OF DELIVERABLES The contractor shall deliver documentation in electronic format, unless otherwise directed in Section B of the so licitation/contract. Acceptable electronic media include : MS Word 2000/2003/2007, MS Excel 2000/2003/2007, MS PowerPoint 2000/2003/2007, and Adobe Postscript Data Format (PDF). The contractor shall transmit deliverables to email addresses designated by the customer. 6.4 PERFORMANCE METRICS Page 16 of 30 Section B Performance measures for satisfactory completion of the order shall be measured by completion of the li st ed deliverables and of tasks identified. Completion of deliverables shall rema in within the scope of the approved PWS. At a minimum the following metrics shall be applied : a. There are no deficiencies in the review and analysis performed by the contractor that result in incorrect or inadequate assumptions, which, in turn, result in unacceptable recommendations; a. There are no deficiencies in the development of deliverables which could result in delays in meeting established timelines; a. All documentation is written in a skilled business style and documentation conforms to standards for documentation established by the VA; a. All work is completed within the established and agreed upon time frames; and a. The content of deliverables will be highly professional. The Government will document satisfactory or unsatisfactory performance throughout performance of the task order. The Government will reject invoices for services that do not conform or do not meet performance measures, or have not been properly rendered . No payment will be made until applicable acceptable deliverable is received. 6.5 FACILITY/RESOURCE PROVISIONS The contractor shall request other Government documentation deem ed pertinent to the work accomplishm ent directly from the Government officials with whom the contractor ha s contact. The contractor shall consider the COR as the final source for needed Government documentation when the contractor fails to secure the documents by other means. Th e contractor is expected to use common knowledge and resourcefulness in securing all other reference materi als, standard industry publications, and related materials that are pertinent to the work . The contractor shall utilize contractor-owned software and requirements repositories, etc. as required for th e development, storage, maintenance and delivery of products within the scope of this effort. The contractor shall not transmit, store or otherwise maintain sensitive data or products in contractor systems (or media) within the VA firewall IAW VA Handbook 6500.6, dated March 12, 2010. All VA sensitive information shall be protected at all times in accordance with local security field office System Security Plans (SSPs) and Authorities to Operate (ATOs) for all systems/LANs accessed while performing the tasks detailed in this PWS. For detailed Security and Privacy Requirements refer to ADDENDA A and B. 6.6 GOVERNMENT FURNISHED INFORMATION/PROPERTY The Government will provide the contractor media clipping report templates in MS Word format, and media analysis report templates in MS Word or MS PowerPoint as required for contractor to provide required deliverables. The Government will furnish a distribution list of email addresses to the contractor to assist in timely transmission of deliverables in accordance with the PMP and deliverable schedule. 6.7 CHANGES TO THE PWS Any changes to this PWS shall be authorized and approved only through written correspondence from the CO . A copy of each change will be kept in a project folder along with all other products of this project. Cost incurred by the contract through the actions of parties other than the CO shall be borne by the contractor. Page 17 of 30 Section Page 18 of 30 The Government may require continued performance of any services within the limits and at the rates specifi ed in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provid ed by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 7 days. (End of Clause) (a) The Government may extend the term of this contract by written notice to the Contractor within 7 days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 30 days before the contract expires. The preliminary notice does not commit the Government to an extension . (b) If the Government exercises this option, the extended contract shall be considered to include thi s option clause. (c) The total duration of this contract, including the exercise of any options under thi s clau se, shall not exceed 66 months. (End of Clause) FAR Number Title Date 52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE NOV 2011 52.224-2 PRIVACY ACT APR 1984 This clause implements the t emporary policy provided by OMB Policy Memorandum M-12-16, Providing Prompt Payment to Small Business Subcontractors, dated July 11, 2012. a) Upon receipt of accelerated payments from the Government, the contractor is required to make accelerated payments to small business subcontractors to the maximum extent practicable after receipt of a proper invoice and all proper documentation from the small business subcontractor. b) Include the substance of this clause, including this paragraph (b), in all subcontracts with small business concerns. c) The acce leration of payments under this clau se does not provide any new ri ghts under the Prompt Payment Act. (End of Clause) Page 19 of 30 ",i -'!· ... . ·, ~· This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full t ext. 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): http://www.acquisition .gov/fa r/index.html (End of Clause) FAR Number Title Date 852 .203-70 COMMERCIAL ADVERTISING JAN 2008 852 .203-71 DISPLAY OF DEPARTMENT OF VETERANS AFFAIRS HOTLINE DEC 1992 852.237-70 CONTRACTOR RESPONSIBILITIES POSTER ... APR 1984 :, VA INFORMATION AND INFORMATION SYSTEM SECURITY/PRIVACY 1. GENERAL Contractors, contractor personnel, subcontractors, and subcontractor personnel shall be subject to the same Federal laws, regulation s, standards, and VA Directives and Handbooks as VA and VA personnel regarding inform ation and information system security. 2. ACCESS TO VA INFORMATION AND VA INFORMATION SYSTEMS a. A contractor/subcontractor shall request logical (technical) or physical access to VA information and VA information systems for their employees, subcontractors, and affiliates only to the extent necessary to perform the services specified in the contract, agreement, or task order. b. All contractors, subcontractors, and third-party servicers and associates working with VA information are su bject to the same investigative requirements as those of VA appointees or employees who have access to the same types of information. The level and process of background security investigations for contractors must be in accordance with VA Directive and Handbook 0710, Personnel Suitability and Security Program. The Office for Operations, Security, and Preparedness is responsible for these policies and procedures. c. Contract personnel who require access to national security programs must have a valid security clearance. National Industrial Security Program (NISP) was established by Executive Order 12829 to ensu re that cleared U.S. defense industry contract personnel safeguard the classified information in their possess ion while performing work on contracts, programs, bids, or research and development efforts . The Department of Veterans Affairs does not have a Memorandum of Agreement with Defense Security Service (DSS). Verification of a Security Clearance must be processed Page 20 of 30 through the Special Security Officer located in the Planning and National Security Service within the Office of Operations, Security, and Preparedness. d. Custom software development and outsourced operations must be located in the U.S. to the maximum extent practical. If such services are proposed to be performed abroad and are not disallowed by other VA policy or mandates, the contractor/subcontractor must state where all non-U.S. services are provided and detail a security plan, deemed to be acceptable by VA, specifically to address mitigation of the resulting problems of communication, control, data protection, and so forth. Location within the U.S. may be an evaluation factor. e. The contractor or subcontractor must notify the Contracting Officer immediately when an employee working on a VA system or with access to VA information is reassigned or leaves the contractor or subcontractor's employ. Th e Contracting Officer must also be notified immediately by the contractor or subcontractor prior to an unfriendly termination. 3. VA INFORMATION CUSTODIAL LANGUAGE a. Information made available to the contractor or subcontractor by VA for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or admini stration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the VA. This clause expressly limits the contractor/subcontractor's rights to use data as described in Rights in Data General, FAR 52.227-14(d) (1). b. VA information should not be co-mingled, if possib le, with any other data on the contractors/subcontractor's information systems or media storage systems in order to ensure VA requirements related to data protection and media sanitization can be met. If co-mingling mu st be allowed to meet the requirements of the busin ess need, th e contractor must ensure that VA's information is returned to the VA or destroyed in accordance with VA's sanitization requirements . VA reserves the right to conduct on site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with VA directive requirements. c. Prior to termination or completion of this contract, contractor/ subcontractor must not destroy information received from VA, or gathered/ created by the contractor in the course of performing this contract without prior writte n approval by the VA. Any data destruction done on behalf of VA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements as outlined in VA Directive 6300, Records and Information Management and its Handbook 6300.1 Records Management Procedures, applicable VA Records Control Schedules, and VA Handbook 6500.1, Electronic Media Sanitization. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the VA Contracting Officer within 30 days of termination of the contract. d. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose and dispose of VA information only in compliance with the terms of the contract and applicable Federal and VA information confidentiality and security laws, regulations and policies. If Federal or VA information confidentiality and security laws, regulations and policies become applicable to the VA information or information systems after execution of the contract, or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to Page 21of30 negotiate in good faith to implement the information confidentiality and security laws, regulations and policies in this contract. e. The contractor/subcontractor shall not make copies of VA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed. f. If VA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for VA to withhold payment to the contractor or third party or terminate the contract for default or terminate for cause under Federal Acquisition Regulation (FAR) part 12. g. If a VHA contract is terminated for cause, the associated BAA must also be terminated and appropriate actions taken in accordance with VHA Handbook 1600.01, Business Associate Agreements. Absent an agreement to use or disclose protected health information, there is no business associate relationship. h. The contractor/subcontractor must store, transport, or transmit VA sensitive information in an encrypted form, using VA-approved encryption tools that are, at a minimum, FIPS 140-2 validated. i. The contractor/subcontractor's firewall and Web services security controls, if applicable, shall meet or exceed VA's minimum requirements. VA Configuration Guidelines are available upon request. j. Except for uses and disclosures of VA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose VA information only in two other situations: (i) in response to a qualifying order of a court of competent jurisdiction, or (ii) with VA's prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, VA information and information systems to the VA contracting officer for response. k. Notwithstanding the provision above, the contractor/subcontractor shall not release VA records protected by Title 38 U.S.C. § 5705, confidentiality of medical quality assurance records and/or Title 38 U.S.C. § 7332, confidentiality of certain health records pertaining to drug addiction, sickle cell anemia, alcoholism or alcohol abuse, or infection with human immunodeficiency virus. If the contractor/subcontractor is in receipt of a court order or other requests for the above mentioned information, that contractor/subcontractor shall immediately refer such court orders or other requests to the VA contracting officer for response. I. For service that involves the storage, generating, transmitting, or exchanging of VA sensitive information but does not require C&A or an MOU-ISA for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the COTR . 4. INFORMATION SYSTEM DESIGN AND DEVELOPMENT a. Information systems that are designed or developed for or on behalf of VA at non-VA facilities shall comply with all VA directives developed in accordance with FISMA, HIPAA, NIST, and related VA security and privacy control requirements for Federal information systems. This includes standards for the protection of electronic PHI, outlined in 45 C.F.R. Part 164, Subpart C, information and system security categorization level designations in accordance with FIPS 199 and FIPS 200 with implementation of all baseline security controls commensurate with the FIPS 199 system security Page 22 of 30 categorization (reference Appendix D of VA Handbook 6500, VA Information Security Program). During the development cycle a Privacy Impact Assessment (PIA) must be completed, provided to the COTR, and approved by the VA Privacy Service in accordance with Directive 6507, VA Privacy Impact Assessment. b. The contractor/subcontracto r shall certify to the COTR that applications are fully functional and operate correctly as intended on systems using the VA Federal Desktop Core Configuration (FDCC), and the common security configuration guidelines provided by NIST or the VA. This includes Internet Explorer 7 configured to operate on Windows XP and Vista (in Protected Mode on Vista) and future versions, as required. c. The standard installation, operation, maintenance, updating, and patching of software shall not alter the configuration settings from the VA approved and FDCC configuration. Information technology staff must also use the Windows Installer Service for installation to the default "program files" directory and silently install and uninstall. d. Applications designed for normal end users shall run in the standard user context without elevated system administration privileges. e. The security controls must be designed, developed, approved by VA, and implemented in accordance with the provisions of VA security system development life cycle as outlined in NIST Special Publication 800-37, Guide for Applying the Risk Management Framework to Federal Information Systems, VA Handbook 6500, Inform ation Security Program and VA Handbook 6500.5, Incorporating Security and Privacy in System Developm ent Lifecycle . f. The contractor/subcontractor is required to design, develop, or operate a System of Records Notice (SOR) on individuals to accomplish an agency function subject to the Privacy Act of 1974, (as amended ), Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable agency regulations. Violation of the Privacy Act may involve the imposition of criminal and civil penalties. g. The contracto r/subcontractor agrees to: (1) Comply with the Privacy Act of 1974 (the Act) and the agency rules and regulations issued under the Act in the design, development, or operation of any system of records on individuals to accomplish an agency function when the contract specifically identifies: (a) The Systems of Records (SOR); and (b) Th e design, development, or operation work that the contractor/ subcontractor is to perform; (1) Include the Privacy Act notification contained in this contract in every solicitation and resulting subcontract and in every subcontract awarded without a solicitation, when the work statement in the proposed subcontract req uires the redesign, development, or operation of a SOR on individuals that is subject to the Privacy Act; and (2) Include this Privacy Act clause, including this subparagraph (3), in all subcontracts awarded under this contract which requires the design, development, or operation of such a SOR. h. In the event of violations of the Act, a civil action may be brought against the agency involved when the violation concerns the design, development, or operation of a SOR on individuals to accomp lish an agency function, and criminal penalties may be imposed upon the officers or employees of the agency when the violation concerns the operation of a SOR on individuals to accomplish an agency function. For purposes of the Act, when the contract is for the operation of Page 23 of 30 a SOR on individuals to accomplish an agency function, the contractor/subcontractor is cons idered to be an employee of the agency. (1) "Operation of a System of Records" means performance of any of the activities associated with maintaining th e SOR, including the collection, use, maintenance, and dissemination of records. (2) "Record" means any item, collection, or grouping of information about an individual that is maintained by an agency, including, but not limited to, education, financial transactions, medical history, and criminal or employment history and contains the person's name, or identifying number, symbol, or any other identifying particular assigned to the individual, such as a fingerprint or voiceprint, or a photograph. (3) "System of Records" means a group of any records under the control of any agency from which information is retrieved by the name of the individual or by some identifying number, symbol, or other identifying particular assigned to the individual. i. The vendor shall ensure the security of all procured or developed systems and technologies, including their subcomponents (hereinafter referred to as "Systems"), throughout the life of this contract and any extension, warranty, or maintenance periods. This includes, but is not limited to workarounds, patches, hotfixes, upgrades, and any physical components (hereafter referred to as Security Fixes) which may be necessary to fix all security vulnerabilities published or known to the vendor anywhere in the Systems, including Operating Systems and firmware . The vendor shall ensure that Security Fixes shall not negatively impact the Systems. j. The vendor shall notify VA within 24 hours of the discovery or disclosure of successful exploits of the vulnerability which can compromise the security of the Systems (including the confidentiality or integrity of its data and operations, or the availability of the system). Such issues shall be remediated as quickly as is practical, but in no event longer than days. k. When the Security Fixes involve installing third party patches (such as Microsoft OS patches or Adobe Acrobat), the vendor will provide written notice to the VA that the patch has been validated as not affecting the Systems within 10 working days. When the vendor is responsible for operations or maintenance of the Systems, they shall apply the Security Fixes within days. I. All other vulnerabilities shall be remediated as specified in this paragraph in a timely manner based on risk, but within 60 days of discovery or disclosure. Exceptions to this paragraph (e.g. for the convenience of VA) shall only be granted with approval of the contracting officer and the VA Assistant Secretary for Office of Information and Technology. 5. INFORMATION SYSTEM HOSTING, OPERATION, MAINTENANCE, OR USE a. For information systems that are hosted, operated, maintained, or used on behalf of VA at non -VA facilities, contractors/subcontractors are fully responsible and accountable for ensuring compliance with all HIPAA, Privacy Act, FISMA, NIST, FIPS, and VA security and privacy directives and handbooks. This includes conducting compliant risk assessments, routine vulnerablity scanning, system patching and change management procedures, and the compl etion of an acceptable contingency plan for each system. The contractor's security control procedures must be equivalent, to those procedures used to secure VA systems. A Privacy Impact Assessment (PIA) must also be provided to the COTR and approved by VA Privacy Service prior to operational approval. All external Internet connections to VA's network involving VA information must be reviewed and approved by VA prior to implementation. Page 24 of 30 b. Adequate security controls for collecting, processing, transmitting, and storing of Personally Identifiable Information (Pll), as determined by the VA Privacy Service, must be in place, tested, and approved by VA prior to hosting, operation, maintenance, or use of the information system, or systems by or on behalf of VA. These security controls are to be assessed and stated within the PIA and if these controls are determined not to be in place, or inadequate, a Plan of Acti on and Milestones (POA&M) must be submitted and approved prior to the collection of Pll. c. Outsourcing (contractor facility, contractor equipment or contractor staff) of systems or network operations, telecommunications services, or other managed services requires certification and accreditation (authorization) (C&A) of the contractor's systems in accordance with VA Handbook 6500.3, Certification and Accreditation and/or the VA OCS Certification Program Office . Government- owned (government facility or government equipment) contractor-operated systems, third party or business partner networks require memorandums of understanding and interconnection agreements (MOU -ISA) which detail what data types are shared, who has access, and the appropriate level of security controls for all systems connected to VA networks. d. The contractor/subcontractor's system must adhere to all FISMA, FIPS, and NIST standards related to the annual FISMA security controls assessment and review and update the PIA. Any deficiencies noted during this assessment must be provided to the VA contracting officer and the ISO for entry into VA's POA&M management process. The contractor/subcontractor must use VA's POA&M process to document planned remedial actions to address any deficiencies in information security policies, procedures, and practices, and the completion of those activities. Security deficiencies must be corrected within the timeframes approved by the government. Contractor/subcontractor procedures are subject to periodic, unannounced assessments by VA officials, including the VA Office of Inspector General. The physical security aspects associated with contractor/ subcontractor activities must also be subject to such assessments. If major changes to the system occur that may affect the privacy or security of the data or the system, the C&A of the system may need to be reviewed, retested and re- authorized per VA Handbook 6500.3. This may require reviewing and updating all of the documentation (PIA, System Security Plan, Contingency Plan) . The Certification Program Office can provide guidance on whether a new C&A would be necessary. e. The contractor/subcontractor must conduct an annual self assessment on all systems and outsourced services as required . Both hard copy and electronic copies of the assessment must be provided to the COTR. The government re se rves the right to conduct such an assessment using government personnel or another contractor/subcontractor. The contractor/subcontractor must take appropriate and timely action (this can be specified in the contract) to correct or mitigate any weaknesses discovered during such testing, generally at no additional cost. f. VA prohibits the installation and use of personally-owned or contractor/ subcontractor-owned equipment or software on VA's network. If non-VA owned equipment must be used to fulfill the requirements of a contract, it must be stated in the se rvice agreement, SOW or contract. All of the security controls required for government furnished equipment (GFE) must be utilized in approved other equipment (OE) and must be funded by the owner of the equipment. All remote systems must be equipped with, and use, a VA-approved antivirus (AV) software and a personal (host-based or enclave based) firewall that is configured with a VA-approved configuration . Software must be kept current, including all critical updates and patches. Owners of approved OE are responsible for providing and maintaining the anti-viral software and the firewall on the non -VA owned OE. g. All electronic storage media used on non-VA leased or non-VA owned IT equipment that is used to store, process, or access VA information must be handled in adherence with VA Handbook 6500.1, Electronic Media Sanitization upon : (i) completion or termination of the contract or (ii) disposal or return of the IT equipment by the contractor/subcontractor or any person acting on behalf of the contractor/subcontractor, whichever is earlier. Media (hard drives, optical disks, Page 25 of 30 CDs, back-up tapes, etc.) used by the contractors/ subcontractors that contain VA information must be returned to the VA for sanitization or destruction or the contractor/subcontractor must self-certify that the media has been dispose d of per 6500.1 requirements . This must be completed within 30 days of termination of the contract. h. Bio-Medical devices and other equipment or systems containing media (hard drives, optical disks, etc.) with VA sensitive information must not be returned to the vendor at the end of lease, for trade-in, or other purposes. The options are: (1) Vendor must accept the system without the drive; (2) VA's initial medical device purchase includes a spare drive which must be installed in place of the original drive at tim e of turn-in; or (3) VA must reimburse the company for media at a reasonable open market replacement cost at time of purchase. (4) Due to the highly specialized and sometimes proprietary hardware and software associated with medica l eq uipment/systems, if it is not possible for the VA to retain the hard drive, then; (a) The equipment vendor must have an existing BAA if the device being traded in has sensitive information stored on it and hard drive(s) from the system are being return ed physically intact; and (b) Any fixed hard drive on the device must be non -destructively sanitized to the greatest extent possible without negatively impacting system operation. Selective clearing down to patient data folder level is recomm ended using VA approved and validated overwriting technologies/methods/tools. Applicable media sa nitization specifications nee d to be pre-approved and described in the purchase order or contract. (c) A statement needs to be signed by the Director (System Own er) that states that the drive could not be removed and t hat (a) and (b) controls above are in place and completed. The ISO needs to maintain t he documentation. 6. SECURITY INCIDENT INVESTIGATION a. Th e term "security incid ent" means an event that has, or could have, re sulted in unauthorized access to, loss or damage to VA assets, or sensitive information, or an action that breaches VA security procedures. The contractor/ subcontractor shall immediately notify the COTR and simultaneously, the designated ISO and Privacy Officer for the contract of any known or suspected security/privacy incidents, or any unauthorized di sclosure of se nsitive information, including that contained in system(s) to which the contractor/ subcontractor has access. b. To the extent known by the contractor/subcontractor, the contractor/ subcontractor's notice to VA shall identify th e information involved, the circumstances surrounding the incident (including to whom, how; when, and where the VA information or assets were placed at risk or compromised), and any other information that the contractor/su bcontractor considers relevant. c. With respect to unsecured protected health information, the business associate is deemed to have discovered a data breach when the business associate knew or shou ld have known of a breach of such inform ation . Upon discovery, the business associate must notify the covered entity of the breach. Notifications need to be made in accordance with t he executed business associate agreement. d. In instances of theft or break-in or other criminal activity, the contractor/subcontractor must concurrently report the incident to the appropriate law enforcement entity (or entities) of jurisdiction, including the VA OIG and Security and Page 26 of 30 Law Enforcement. The contractor, its employees, and its subcontractors and their employees shall cooperate with VA and any law enforcement authority responsible for the investigation and prosecution of any possible criminal law violation(s) associated with any incident. The contractor/subcontractor shall cooperate with VA in any civil litigation to recover VA information, obtain monetary or other compensation from a third party for damages arising from any incident, or obtain injunctive relief against any third party arising from, or related to, the incident. 7. LIQUIDATED DAMAGES FOR DATA BREACH a. Consistent with the requirements of 38 U.S.C. § 5725, a contract may require access to sensitive personal information. If so, the contractor is liable to VA for liquidated damages in the event of a data breach or privacy incident involving any SPI the contractor/subcontractor processes or maintains under this contract. b. The contractor/subcontractor shall provide notice to VA of a "security incident" as set forth in the Security Incident Investigation section above. Upon such notification, VA must secure from a non-Department entity or the VA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term 'data breach' means the loss, theft, or other unauthorized access, or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination. c. Each risk analysis shall address all relevant information concerning the data breach, including the following : (1) Nature of the event (loss, theft, unauthorized access); (2) Description of the event, including: (a) date of occurrence; (b) data elements involved, including any Pll, such as full name, social security number, date of birth, home addre ss, account number, disability code; (3) Number of individuals affected or potentially affected; (4) Names of individuals or groups affected or potentially affected; (5) Ease of logical data access to the lost, stolen or improperly accessed data in light of the degree of protection for the data, e.g., unencrypted, plain text; (6) Amount ohime the data has been out of VA control; (7) The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons); (8) Known misuses of data containing sensitive personal information, if any; (9) Assessment of the potential harm to the affected individuals; Page 27 of 30 (10) Data breach analysis as outlined in 6500.2 Handbook, Management of Security and Privacy Incidents, as appropriate; and (11) Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised . d. Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the VA liquidated damages in the amount of per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following: (1) Notification; (2) One year of credit monitoring services consisting of automatic daily monitoring of at least 3 relevant credit bureau reports; (3) Data breach analysis; (4) Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution; (5) One year of identity theft insurance with $20,000.00 coverage at $0 deductible; and (6) Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs. 8 . SECURITY CONTROLS COMPLIANCE TESTING On a periodic basis, VA, including the Office of Inspector General, reserves the right to evaluate any or all of the security controls and privacy practices implemented by the contractor under the clau ses contained within the contract . With 10 working-day's notice, at the request of the government, the contractor must fully cooperate and assist in a government-sponsored security controls assessment at each location wherein VA information is processed or stored, or information systems are developed, operated, maintained, or used on behalf of VA, including those initiated by the Office of Inspector General. The government may conduct a security control assessment on shorter notice (to include unannounced assessments) as determined by VA in the event of a security incident or at any other time . 9. TRAINING a. All contractor employees and subcontractor employees requiring access to VA information and VA information systems shall complete the following before being granted access to VA information and its systems : (1) Sign and acknowledge (either manually or electronically) understanding of and responsibilities for compliance with the Contractor Rules of Behavior, Appendix E relating to access to VA information and information systems; (2) Successfully complete the VA Cyber Security Awareness and Rules of Behavior training and annually complete required security training; (3) Successfully complete the appropriate VA privacy training and annually complete required privacy training; and (4) Successfully complete any additional cyber security or privacy training, as required for VA personnel with equivalent information system access [to be defined by the VA program official and provided to the contracting officer Page 28 of 30 for inclusion in the solicitation document - e.g., any role-based information security training required in accordance with NIST Special Publication 800-16, Information Technology Security Training Requirements.] b. The contractor shall provide to the contracting officer and/or the COTR a copy of the training certificates and certification of signing the Contractor Rules of Behavior for each applicable employee within 1 week of the initiation of the contract and annually thereafter, as required . c. Failure to complete the mandatory annual training and sign the Rules of Behavior annually, within the timeframe required, is grounds for suspension or termination of all physical or electronic access privileges and removal from work on the contract until such time as the training and documents are complete. (End of Clause) Page 29 of 30 Note: Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government work day after the weekend or holiday. PWS TASK NO. 5.1.1 DELIVERABLE DESCRIPTION Project Management Plan DELIVERY DATE Ten (10) days after award and updated quarterly thereafter Electronic submission to: VA PM, COR, CO. 5.1.2 Quarterly Progress Report Due the fifth day of each month following the end of the quarter throughout the period of performance Electronic submission to: VA PM, COR, CO. 5.2.1 5.2.2 Daily Media Clippings and Analysis Report Due daily (minus excepted Holidays) by 6:00 a.m. ET Electronic submission to: VA PM, COR, CO, email Regular daily clippings and reports will be provided list provided by customer. on both Memorial Day and Veterans Day Weekly Media Analysis Report Due Monday 2:00 p.m. ET (exclude approved Holidays) of the following week reported on; if t he Electronic submission to: VA PM, COR, CO, email list provided by customer. 5.2.3 Monthly Media Analysis Report Monday after reported week is a Holiday, report is due the next day, Tuesday, at 2:00 p.m. ET Due 2:00 p.m. ET (exclude approved Holidays) on third workday of the following month. If the third Electronic submission to : VA PM, COR, CO, email list provided by customer. 5.2.4 Bi-Annual Media Analysis Report workday after the reported month is a Holiday, report is due the next workday 2:00 p.m. ET Due 2:00 PM ET (exclude approved Holidays) on tenth workday of January and July. If the tenth 5.2.S Electronic submission to: VA PM, COR, CO, emai l workday of January or July is a Holiday, report is due list provided by customer. the next workday at 2:00 p.m . ET Annual Media Analysis Report Du e 2:00 p.m. ET (exclude approved Holidays) on tenth workday in February. If the tenth workday in 5.2.6 Electronic submission to: VA PM, COR, CO, email February is a Holiday, report is due the next workday list provided by customer. at 2:00 p.m . ET Targeted Media Analysis Report Up to 30 reports per contract year, formatted per customer's request, due one workday after customer Electronic submission to: VA PM, COR, CO. request Page 30 of 30 (: Pl\Gf AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT ---------==------------- ---- _............ -· - -- --·-·----·-··------ ····----·-----·· ·-::-('.)r.f ;L...._~ A ) r: :\ __ _ I~ .{ '~. :.;;");~t iH r:r ~." !';-t ;·;p ;\"fl-."":i: !\.(; , 1ri ·•. r:.o :•!fH;r.,. r Ki "i c;r- ;:C:'-i'l'ro.GT;·or... u~ttM:J .. ·.~:~ - ;·. ..... :~:.:: : : r ,;·i _,y. -.-~~--'~~~ : -] ;- J=-·<.i. 1 '· 1 .; ·(. :. .·. ··. . :;· ~ .. ·. ( i : 11 THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS is erlended L__ The aoove numbered solicitation iS amended as set forth in Hern 14 The het:r and date s~?Ofi~ for receipt cf Offers i5 not e;ictend\~d Offers must acknowledge receip! of this rnnend:nent prior to !he hour and dale spec.fled in !tie so!1c;tallon or as amended, by oni; of :h> (Oil0\•,;119 meihc-d:; (al By comp!ctmg Items 8 and 15. and retuming copies of the amendmer.t; (b) By acJa:ate !etter or telegram whim ir.-cludes a reference to tna so!ieital:on a'1d amenarner.t nJJmbers r-r,iUJRE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER If by virtue of tti1s amendment you desire to cnarige an offe1 already sulJm; r,_,JCI. such cr.ange may be made by te!eorarn or 1-:t:e.r. prcv:ded ea..:-.h te!egrnrn of fH~er rn?..kes re.rerence to the so!Jc1t@.;f1on and ttl!S amer:dmC"''· nn•j !S n~cc ivcd prior to the openir.g hrxa ...§!.!d date spec;f•ed - · ----"---·-··· 1:> /oC'' .:COliNiif.;() Ai·m APfl~•Ji''UlA"l,Ql../O:~.Tr. ------··----~ . . . ........ H ···-··· -· __ .....---------- --···--- - ----·-- -·-- - - - - -- - .tr to r,1; :(~f!l o•Ho · -- · - - · - -- - · - -- - - - 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS - --·---- ..·- - · -- --- -· ·-_JT MODIFIES -~~-!A, 1H!G r..1•.1.NGE (};:([!(;R jfl, iSSL'C: D ;")H!"(fi,;;.~T TO ! e itt;. ..<.50V!: /..;1,jlJ.Ci!Rf.0 Cb!~ rP.J.r~Ti04bi:4. •S ',( T.HE C()tJTRACTIORDER N() {:!per:;~ .tl.l i!:->!'l~"d nn::: ;;t;,r.,NU€"~ SEl AS_pi:;:~<,?_Jll.§.§:f)_ ljlJ_ ITEM 14 . ~4 ;.n~ r....V.T:E. !tl r Ht: co;~n{.:-..r.; 1 :1P.u.-:~·· 1\;r; rr;RT!"I !N iT SM ji.j' Hf"/. .(;_;.., MCC:fi!::O 'i() R Efi.~C.T n!~ AO;{itrsm..:: rr;t:. CHA.NG!?'.] I .d t/ GS.A . ;:,;;t (~~ Cf."F1) 5~ 2~:J CONTINUATION PAGE .L\.• l Pr.ice/Cost Schedule Item Information Contract Period: Base POP Begin: 03/01/2013 POP End : 02/28/2014 Project Management Plan (5.1.1) I 1-0002 I I 1-·0003 i i Contract Period : Base POP Begin: 03-01-2013 POP End : 02-28-2014 Quarterly Progress Report (5.1.2) Contract Period: Base POP Begin: 03-01-2013 POP End: 02-28-2014 Daily Media Clippings and -~ nalysis _Report (5.2_.1 - ')__ Contract Period: Base POP Begin : 03-01-2013 POP End: 02-28-2014 Weekly Media Analysis Report (5 .2.2) 0005 r. oow -- - EA 357.00 EA - - - --$304.5500 ·----··---------·----------1 $108,724.35 : 48.00 EA - $ 94i.9600·- - - - - $45,214.081 lI ·- --·--·----- -------·---12.00 EA - - - - - Repor:_t (5.2 .~--Contract Period : Base L_ ____ _P _OP Begi ~~3-01 - 2013 l l Contract Period: Base POP Begin: 03-01-2013 POP End : 02-28-2014 Monthly Media Analysis Report (5.2 .3) POP Begin: 03-1-2013 POP End: 02-28-2014 Bi-Annual Media Analysis Report (5.2.4) ~~~t~:~;-~~~~~~~~f~-----·-- $655.96 l . 2.00 EA $610.6600 $7,327 .92 ---·-----··-----··· -- --l $2,546.3800 $5,092.76 i II _ _. . . . . .i'.aa··· .,EA·.···-·-·····--· POP End: 02-28-2014 Annual Media Analysis I 0008 $163.9900 I --------·------Contract Period: Base 0006 I -------- - - - --- ·-···------·-··.·-----· ... I 4.00 30.00 EA ' ··-··--$2~76o~38-aa · . . . . . . . .~----·· . . . · · · · -· . .J $2,700.38 1 POP End: 02-28-2014 It Targeted Media Analysis i 1 Report (5 .2.6) j contract Perio £8~se_ ___ ·--·----·-1~60 ·---N-T-E -----·- - · · --··$4-:-oao·:-o -o o_o_ _ _ _$ _ 4_,-o o- o- .-oo-jl1 1 1001 I. I 1002 3 i i POP Begin: 03-1-2013 POP End: 02-28-2014 Travel . •. Contract Period: Option 1 POP Begin : 03-1-2014 POP End: 02/28/2015 Project Management Plan (5 .1.1) Contract Period: Option 1 POP Begin : 03-1-2014 POP End : 02-28-2015 Quarterly Progress Report (5.1.2) Contract Period: Option 1 POP Begin : 03 -1-2014 POP End : 02-28-2015 I 1.00 1 Contract Period : Option 1 POP Begin : 03-1-2014 POP End : 02-28-2015 Weekly Media Analysis Report (5 .2.2) ----·- - - - -- $1,274.0700 EA $1,274.07 4.00 EA $168.9100 $675.64 I II 357.00 EA - - - - - - - - -···· $313.6900 -------1 $111,987.33 1 I ! I _., .. _ ·-· ..... ---- ·-·-·48.00 EA .. $970.2200 I POP Begin: 03-1-2014 POP End : 02-28-2015 Bi-Annual Media Analysis Report (5 .2.4) i1 0_0_7_ _ _C_o-'-n-t-ra-c"'--t-Pe_r....:io_d_:_O_p_ti_o_ n_1_ __ _1_.0_0_ E _A_ ______$_2_,7_8_1_.3_9_0_0 -- ! -····.---~! $46,570.56 I $7,547.76 I I -- 1 1005 . I i I ! ,... ____ . Contract Period : Option 1 12.00 EA $628.9800 POP Begin : 03-1-2014 POP End: 02-28-2015 Monthly Media Analysis Report (5 .2.3) ·1 0_0_6--·-- Contract Period : Opti~~-1·-----2~oo--- EA---·-·-··-·----·-s·2,6.22~7-7oo •. .,.,•. -..... -· - ' _ _ _ _I I______. ~~~iy~se~~aP~~r~~~~~n-~-----------1004 . Ii i ···$5;2·45:·54·1 ! l · - ~I ---$-2-, 7-81- .-3 9 POP Begin : 03-1-2014 I POP End: 02-28-2015 I Annual Media Analysis Report (5.2 .5) contract Period .:Optio~1-·-··-·-·30.oo-E;;·----··---···---$i~765~68oo · ·-- -·-- · s -sii76.4o! ! i r 1008 1009 '· POP Begin : 03-1-2014 POP End : 02-28-2015 Targeted Media Analysis Report (5.2.6) Contract Period: Option 1 POP Begin : 03-1-2014 ! i I 1.00 NTE______ _ $4,120.oooci- - - - - $4,i2o:oo! - - -.. A«•· - ·.._., ... _, _..._... _~··-- ... - -....- - ..., . -....... -·•-..-.~ ............. -•.- l ! POP End: 02-28-2015 L_ I! 2001 I _T_ra_v_e_ I ~--~ Contract Period : Option 2 POP Begin: 03-1-2015 POP End : 02/29/2016 Project Management Plan I I2002--·--~~~~~!ctP-eriod: 1 Option 2 1.00 EA $1,312 .2900 ·----------------·- -------' 4.00 EA $173.9800 $695.92 1 POP Begin: 03-1-2015 POP End: 02-29-2016 Quarterly Progress Report I - ---·---- ~~3_)_,___.· --------·-·-----·-·~·----·------- . -- ·-·----- ---·- - - 2003 2004 .i Il Contract Period: Option 2 POP Begin: 03 -1-2015 POP End: 02-29-2016 Daily Media Clippings and Analysis Report (5.2.1) Contract Period: Option 2 POP Begin : 03-1-2015 POP End: 02-29-2016 Weekly Media Analysis 2005 2006 2007 i I'·-- -- 2008 . F 3001 . EA $323.1000 $115,346.70 Contract Period : Option 2 POP Begin: 03-1-2015 POP End: 02-29-2016 Monthly Media Analysis Re_p ort (? ..2.3) .. Contract Period : Option 2 POP Begin: 03-1-2015 POP End: 02-29-2016 Bi-Annual Media Analysis Report (5.2.4) ·' - - - - Contract Period : Option 2 POP Begin : 03-1-2015 POP End: 02-29-2016 Annual Media Analysis I ------------·---------------48.00 EA $999.3200 $47,967.36 : i I ! 12.00 EA $647.8500 $7,774.20 II I -··· 2.00 EA $5,402 .90 I $2, 701.4500 I i ---· ·---· ·--------·--·---·---·--·--·--· ..····--" .. ----- .....; 1.00 EA $2,864.8300 $2,864.83 I .,_, ! ' i Report (5.2.5) ------30.00 EA Contract Period: Option 2 POP Begin: 03-1-2015 POP End: 02-29-2016 Targeted Media Analysis . I ----------·-- ---- ~ $1, 756.8500 $52, 705.so 1.00 EA _______ _':O P~nd : !}2/28/2£12.______ ~---- ·-----· I I Report (5.2.6) - - - -- - - ----·-·---·---- ---·--------··-·---- .- ... $4,243.6000 1.00 NTE Contract Period : Option 2 POP Begin: 03 -1-2015 POP End: 02-29-2016 Travel Contract Period : Option 3 POP Begin: 03-1-2016 I I Report (5 .2.2) L - - - - - -- -· I 357.00 l $1,351 .6600 -~ ................__ .......... . $4,243.60 I I ; I .-..~·---~----------·--·-t $1,351.66 ! t . . Project Management Plan (5.1.1) Contract Period : Option 3 POP Begin: 03 -1-2016 POP End : 02-28-2017 Quarterly Progress Report (5.1.2 ) Contract Period : Option 3 POP Begin : 03-1-2016 POP End: 02-28-2017 Daily Media Clippings and Analysis Report (5.2.1) Contract Period : Option 3 POP Begin: 03-1-2016 POP End: 02-28-2017 Weekly Media Analysis Report (5.2.2) -- - - ---·--4.00-·---EA 3002 3004 3005 I . : 3006 3007 EA I $332.7900 $118,806.03 I I I ._ .._.__. __ 48.00 II EA $1,029 .3000 $49,406.40 l ' I Contract Period: Option 3 POP Begin : 03-1-2016 POP End : 02-28-2017 Annual Media Analysis 1.00 EA $667.2900 $8,007.48 ; I I I '' I -·- • 2.00 ,. I! __ .... EA $2, 782.5000 $5,565.00 l !I I l I~ EA $2,950.78 $2,950.7800 Report (5.2.5) - ---·----- -··-··---·-· Contract Period : Option 3 30.00 EA POP Begin : 03-1-2016 POP End : 02-28-2017 Targeted Media Analysis Report (5.2 .6) 30_ 0_ 9 _ _ _C~ on~tra-c~tPe-r~ io_d_:_ O_ p_ tio _n_ 3 _. -~1-.0-0-NT _E_ _ 3008 ··- ----------~· $1,809.5500 $54,286.50 $4,3_ 7_o-.9-o-oo_ _ __ $_4-,3-7-o.-9-o I ..! I II II ! POP Begin : 03 -01-2016 POP End: 02-28-2017 40-01 ·--· Il I 12.00 - j I Contract Period: Option 3 POP Begin: 03-1-2016 POP End : 02-28-2017 Monthly Media Analysis Report (5 .2.3) Contract Period : Option 3 POP Begin : 03-1-2016 POP End: 02-28-2017 Bi-Annual Media Analysis Report (5.2.4) ~·¥ $716.80 I --·-------357.00 3003 $179.2000 i ~~an~~~ct Period : Opti~;:;-4·--------1.00 EA- - ·- - ---·$1,39- 2-.2- 1_0_0_______$_1,-39- 2-.2-l_lj POP Begin: 03-1-2017 POP End: 02/28/2018 Project Management Plan _(~.l.~ - - - ..... - _..... 1 I I - -----·-- - ---------$184.5700 ····· ·····- · Contract Period : Option 4 4.00 POP Begin : 03-1-2017 POP End: 02-28-2018 - -······ __ ___, EA ______________ .... ._ , _. I $738.28 ____________ / AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT .. •. t:·~; ~;.._ ·, , .·....:.r..- 1 - · ~· . :. ;., .... ·---·--- ... ·-··------·-----~-----·--·---·-···--·-·-·--·---------·- •.":OCE -_ ··---·-·-·----..··--·--.....-----·-------·--·-·-----------·-------·'-·.... . .- . - ·: .- ·. .~: ,., : 'I .. .• i ·i· ;·::.: ~;; ;·:rn:: r.:. r .:·, : ·:r::i::!r ~L .:- -~=t~.:~ _ .. ,:._ .. .. r~- - ~ .1 -1~ ;·· f."l :·.. ,';/ :.: ::.'.':"·.l!i".t -::f• • .;. ... :- l' •. -... ":. _ ! ~: 1f t. ' :- :. ,_ -! :· • ~ - : ·' !'. .i ..• '. __.,: ' • • • ~r r1>_;:..7:-.:.~ ._·"i ·,ii , ::·~ i ·· . ·,;;. - -- - - - - -------· ...... - .. .:..'~\ _;;: r: 1:- • r.. .· · ~:. ~ ·- ··',; ~-"' -···; - ......... -~i:.:r .·!( <-'.'' 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KNOWLEDGMENT TO BE RECE IVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS FRIOR TO 'THE 1mur; :..NO OArE SPECIFiED Mf\Y .'l" or RESULT tN REJECTION YOUH OFFER 11 by vH1ue cf !f"lS a.rnenck'"1E lt ~·0:.1 1je-sl:~ (0 change an OrfE:f .j,lf(:Vdy S l10r."lii CI) 1 :- LT~ cr.a~g·1 1 rcy i;r; rfi::'!fJe by tcleg:-.:m1 er iettei pru;1r.de:i e.:ietl ~eler;mm 01 leuer rr.okes refor.eric e so ihe sr..1n;i!01tt0n ,1nd ;hi~, 41mu:'ldn1orit t,;nd .s rccei..-t?-:: p·cr ;o It-:- :;.pen1ru r;c~;r anu date ~pec- neC'T/OR DER '."O I.._$ D ESCRl~ED ir'i ITf.M 14 .· .· i ! I) ~ . ~~ A.BC\:E .....'\J!.'. SSGED·:;0 ifV~1'-C.-?WE-'-!. ~ w~c. ::;:c 10 F.EFLG~T , !!ETF°~R:rH w rs.·.1 1• vo.=>Ju..:...>-J~ iO iH~ ;.t._;T.~;r.. rv ---- - - - - - ------·-·- i.•, cot~'T~.crc.B.:CFf]!'~!. .v:1: /' ;}r.€;"\ll(")>.1$ E.r;f!K~N ~.1:.;r t..~~lt - ·~ r •, \, . .;· · ~ !·.:·· ·.· t :· .. ; . •; - ~ .. '.: . ·!. 1'.t:t-:- p.jf';f:. ---------+---- - ---..--- .. - ... '/.-~ ,~ ~,. ·-;~,~;i.~d~~-~;;(Jr;:~t: St\~.;;.-----~~~it.r~ ;540..c;.i . ~ ~2 .~10 ~ ···-- •. :·-.. --~-~. . ·._·_~~ ·- i/f.· ~~·:·T~/.: f '1fa ___ ,..,...__ ..._ ------ · ·- - - - - - r;.,c :\J!.t~JI Sl~,\Tr..'E c-~:.1.ce s <•r r.,:..n .: 3 :oY:;; 3/6/2013 :c ·~r; 1;J,:.R'i.i rcF-·r-.~ ! ~{ 1:-...· ·, :.:-?; j:.;,:> .. c: t ..·.l' i'f":.3A . f-"..;:·t , G~ (; f~I ;j::.1'.• ·. CONTINUATION PAGE 5.2.1 COMPOSE AND DELIVER DAILY MEDIA CLIPPING AND ANALYSIS REPORT (AS READS:) The contractor shall provide daily media news clippings and analysis reports, electronically delivered by 6:00 a.m . ET each weekday, including Saturday and Sunday that consist of news items pertinent to th e VA. Regular daily clippings and reports will be provided on both Memorial Day and Veterans Day. Daily clippings and reports are not required for the other eight Federal Holidays noted above in Section 4.0. •The contractor will provide web-based access to the report for the customer. • The clippings will be drawn from newspaper articles, magazines, trade press, biogs, and local and national t elevision news. • The daily media analysis report will consist of a main report with an associated summary sub-report. •The contents of the main report will be grouped by up to two dozen categories identified by the customer. ·The vendor must have the ability to add or eliminate categories on a same-day basis to reflect the informational needs of th e dep artm ent. • Each report will includ e a tabl e of contents listing each story in that day's edition, a summary of 25 -50 word s for each listed item and the full text of each story. • Whenever available, each listed article should include a web hyperlink for the story. • Each listed article, television or radio news story, or blog post entry in the report will include the circulation or market re ach/share if available . • Each report will include a sub-report that serves as a summary report. The contractor will place the summary subreport first in order, followed by the main report that contains full versions of pulled stories. •Th e summ ary sub-report will con sist of at minimum the top three daily media stori es pertainin g to th e VA group ed by categories determined by the customer. •The main and summary sub-report will be composed in a format approved by OPA. (SHOULD READ}: 5.2.1 COMPOSE AND DELIVER DAILY MEDIA CLIPPING AND ANALYSIS REPORT The contractor shall provide daily media news clippings and analysis reports, electronically delivered by / :j r· <. ··;·. ET, c at a time mutually agreed upon and reflected in the PfVIP or c:ny revision to that ~iar. latE>r in th·~ rnntract, each weekday, including Saturday and Sunday that consist of news items pertinent to the VA . Regular daily clippings and reports will be provided on both Memorial Day and Veterans Day. Daily clippings and reports are not required for the oth er eight Federal Holidays noted above in Section 4.0. •The contractor will provide web-based access to the report for the customer. •Th e clippings will be drawn from newspaper articles, magazines, trade press, biogs, and local and national t elevi sion news. •The daily media analysis report will con sist of a main report with new s clips delivered :._, .. r· ·"'G;: · ·,. , and an associ at ed summ ary sub-report d~a r fH uvici;:,s a n1t:f.• ia 2n2Jy~i ..; r;eii,;d<.:0 !.1 i , :.'.\;) ;,,.,. ' . •The contents of the main report will be grouped by up to two dozen categories id entified by the cu stomer. ·The vendor must have the ability to add or eliminate categories on a same-day basi s to reflect the informational nee ds of the department. • The rrnin (news ciifis) report will include a table of contents listing each story in th at day's edition, a summary of 25-50 wo rds for each listed item and the f ull text of each story. •Whenever available, each listed article should include a web hyperlink for the story . • Each listed article, television or radio news story, or blog post entry in the report will in clude th e circulation or market reach/share if available . • Each report will include a sub-report that serves as a summary analysis sub-report ';•: i; ;:;t) report . The contractor will place the summary <.. .o:·, . •The summary sub-report will consist of at minimum an ;nai;~ • : of the top three daily media stories pertain ing to th e VA grouped by categories determined by the cu stomer. •The main clips and summary sub-report (analysis) will be composed in a format approved by OPA. 5.2 .2 COMPOSE AND DELIVER WEEKLY MEDIA CLIPPING AND ANALYSIS REPORT (AS READS): •The contractor shall provide a weekly media analysis report to the cu stomer. This requirement may be satisfied by providing a system that permits custom er-generated reports. •Th e contractor will render the w eekly report every Monday afternoon of the followin g week reported on no later th an 2: 00 p.m. ET. • The contractor will deliver the report in MS Word, MS PowerPoint and Adobe PDF formats via a custom er provid ed email di st ribution list. ·Th e content of the w eekly report weekly report shall include: o Roll up of the past weeks' stories (Sunday through Saturday) reported in the daily media analysis report by topics determined by the customer. o Charts and graphs that clearly denote at minimum trend lines by " positive" and " negative" coverage by topi c and sub-topic, number of stories by topic and sub-topic. •Th e w ee kly report will be composed in a format determined by OPA. (SHOULD READ}: 5.2.2 COMPOSE AND DELIVER WEEKLY MEDIA CLIPPING AND ANALYSIS REPORT • The contractor shall provide a weekly media analysis report to the customer. This requirement may be sa tisfied by providin g a system that permits customer-generated rep orts. •The contractor will render the weekly report every Thursd2·; afternoon of the following week reported on no later than ~> :O O p.m . ET. •The contractor will deliver the report in MS Word, MS PowerPoint and Adobe PDF formats via a custome r provided email distribution list. ·The content of the weekly report w eekly report shall include: o Roll up of th e pa st weeks' stories (Fr irl:Jy through T ~i vr~.Jr' \' ) reported in the daily media ana lysis report by topics determined by the customer. o Charts and graphs that clearly denote at minimum trend lines by " positive" an d "negative" coverage by topic and sub-topic, number of stories by topic and sub-topic. · The weekly report wi ll be composed in a format determined by OPA. SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS D.1 SCHEDULE OF DELIVERABLES {AS READS}: Note : Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or holiday shall be submitted the following Go vernment work day after the weekend or holiday. PWS TASK DELIVERABLE DESCRIPTION DELIVERY DATE Project Management Plan Ten (10) days after award and NO. 5.1.1 updated quarterly thereafter Electroni c submission to: VA PM, COR, CO. 5.1.2 Quarterly Progress Report Du e the fifth day of each month following the end of the quarter Electroni c submission to: VA PM, COR, CO. 5.2.1 5.2.2 throughout the period of performance Daily Media Clippings and Analysis Du e daily (mi nus excepted Holidays) Report by 6:00 a.m. ET Electronic submission to : VA PM, Regular daily clippings and reports COR, CO, email list provided by will be provided on both Memoria l customer. Day and Veterans Day Weekly Media Analysis Report Du e Monday 2:00 p.m. ET (excl ud e approved Holidays) of the following Electronic submission to : VA PM, COR, CO, email list provided by customer. week reported on; if the Monday after reported week is a Holiday, report is due the next day, Tuesda y, at 2:00 p.m. (SHOULD READ}: SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS D.1 SCHEDULE OF DELIVERABLES Note: Days used in the table below refer to calendar days unless otherwise stated. Deliverables with due dates falling on a weekend or DELIVERABLE DESCRIPTION DELIVERY DATE Project Management Plan Ten (10) days after award and holiday shall be submitted the following Government work day after the weekend or holiday. PWS TASK NO. 5.1.1 updated quarterly thereafter Electronic submission to: VA PM, COR, CO. 5.1.2 Quarterly Progress Report Due the fifth day of each month following the end of the quarter Electronic submission to: VA PM, COR, CO. 5.2.1 5.2.2 throughout the period of performance Daily Media Clippings and Analysis Due daily (minus excepted Holidays) Report by "' ··,u a.m. ET Electronic submission to: VA PM, Regular daily clippings and reports COR, CO, email list provided by will be provided on both Memorial customer. Day and Veterans Day Weekly Media Analysis Report Du e ·:·'.-1 '.; , ·i 'V '' · · ,,,.. ET (exclude approved Holidays) of the following Electronic submission to: VA PM, COR, CO, email list provided by customer. week reported on;