R -- PUBLIC SERVICE ANNOUNCEMENT DISTRIBUTION

Notice Date

May 10, 2001

Contracting Office

Peace Corps, Office of Planning Budget and Finance, Office of Contracts, 1111 20th Street, N.W., Room 4413, Washington, DC, 20526

ZIP Code

20526

Solicitation Number

PCORPS-01-R-1007

Response Due

June 6, 2001

Point of Contact

Judy Dawes, Contract Specialist, Phone (202) 692-1624, Fax (202) 692-1621, Email jdawes@peacecorps.gov

E-Mail Address

Judy Dawes (jdawes@peacecorps.gov)

Description

This is a combined Synopsis Solicitation for Commercial Items prepared in accordance with information in FAR subpart 12.6 as supplemented with the additional information included in this notice. This announcement constitutes the only solicitation. PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. Solicitation number is PCORPS-01-R-1007 and is issued as a Request for Proposals (RFP). This solicitation documents and incorporates provisions and clauses in effect through Federal Acquisition Circular 90-42. The North American Industry Classification System (NAICS) number is 54184. This procurement is unrestricted and is being advertised as full and open competition. Peace Corps intends to award a fixed priced type contract. The Peace Corps seeks the services of a Contractor that can effectively research and compile national mailing lists of media _gatekeepers;_ duplicate radio, TV, and print PSAs according to outlet specifications; develop packaging options; distribute PSAs to media outlets; monitor placement and report and evaluate PSA results. 1. Research and compile national mailing lists of media _gatekeepers._ Targeted media may include, but not be limited to television outlets (network, affiliates and cable), radio outlets, print (magazines and newspapers), Internet websites, outdoor and transit bulletins. Prior to awarding the contract, the Contractor is required to have in place a working, up-to-date, national database (including Puerto Rico) containing Public Service Director names, addresses and format requirements for all radio, TV, print, and selective internet outlets that use PSA materials. Contractor will also pay special attention to outlets specifically targeting minority populations. This mailing list must be flexible so that subdivisions of the list can be made based on particular variables (i.e. all outlets within a Peace Corps Regional Office_s territory, Spanish speaking radio, television and print outlets, etc.). This list must be updated on an ongoing basis to ensure its accuracy with regard to addresses and format requirements. 2. Duplicate radio, TV, and print PSAs. Once supplied with master tapes and camera ready materials, contractor will be responsible for reproducing PSA materials in correct formats and quantities to meet the needs of the media outlets on their mailing list. All bidders should clearly state what formats/quantities are needed for each media as basis of their cost proposal. In addition to supervising the duplication of materials according to their mailing list, the contractor will ensure that extra copies of all materials are produced for distribution by Peace Corps to its eleven (11) regional offices (200 radio packages, 200 Beta TV packages, 50 VHS copies and 200 camera ready print booklets). 3. Develop packaging options for radio, TV and print advertisements. Contractor will be expected to provide Peace Corps with complete mailing packages for all PSA elements. Peace Corps will provide the contractor with Public Service Director letter copy, packaging design for radio, TV and print PSA mailing boxes and envelopes and label designs. The contractor will ensure that the materials meet postal requirements and meet industry standards for presentation to Public Service Directors. For the purpose of responding to this RFP, bidders should assume that letters, live announcer copy and dub-wrapper/shipping labels will print in black plus two PMS colors and Business Reply Cards (BRCs) will print in one color. Paper stock for printing should be recommended by bidders and cost estimates based on that recommendation. Television PSA packaging will include at least a mailing box and combination dub wrapper/mailing label (to be designed by Peace Corps) a letter to Public Service Directors (written by Peace Corps, produced by Contractor), 4-color storyboard and BRC for station estimation of airtime for the spot Radio PSA packaging will include a shipping box or sleeve for compact disk, a letter to Public Service Directors, (written by Peace Corps, produced by contractor), live announcer copy (written by Peace Corps, produced by contractor), and BRC for station estimation of airtime for the spot (produced by contractor.) Print PSA packaging will include a mailing envelope (designed by Peace Corps, produced by contractor,) camera-ready print book of 8-10 ad slicks in different sizes and lpi (produced and provided by Peace Corps), and a letter to Public Service Directors (written by Peace Corps, produced by Contractor). (If Contractor is not locally accessible to the Peace Corps Headquarters, contractor must bear the cost of shipping materials to and from headquarters for review and approval.) 4. Distribute PSAs to media outlets. Contractor will be responsible for addressing labels for shipping of PSA materials to media outlets in a timely manner. Contractor must also obtain all postal discounts available and understand postal regulations and technology to ensure cost-efficient and timely delivery of materials (i.e. use zip+4 and bar coding to extent possible). For purposes of this RFP, bidders should base their estimates on mailing TV PSA materials at the 4th class bulk rate and all other PSA materials at non-profit bulk rate. Contractor will be responsible for assembling packages. 5. Monitor placement of PSAs. Contractor shall have current experience with PSA usage reporting through the mail (via BRCs) and via electronic means such as SIGMA. 6. Report and evaluate PSA results. Contractor shall be able to evaluate the results of more than one campaign at any given time and provide written reports to Peace Corps on the lengths of spots being aired, dayparts, types of outlets (i.e., affiliates, networks, cable stations, magazines, newspapers, etc.). The contractor must provide a written monthly narrative analysis on a national basis (i.e., all radio, TV, and print nationwide) and on a Regional Office territory basis broken down by eleven (11) geographic regions. Each PSA campaign will be tracked, evaluated and reported on for a minimum of one year. (If contractor is not locally accessible to the Peace Corps Headquarters, contractor must bear the cost of shipping materials to and from headquarters for review and approval.) (Note: The Contractor is not responsible for the development of the PSAs.) ADDITIONAL PROJECTS: Peace Corps may also elect to execute the following optional projects, which the contractor must demonstrate the ability to carry out. All offers submitted in response to this RFP should address the contractor_s ability to execute the following projects: A. B-roll footage distribution _ Twice a year distribution/tracking and analysis of B-roll footage to all television (affiliates, networks and cable) outlets contained within the database or any segment of the database used for PSA campaigns. B-roll approximately 25 minutes long. B. Video News Release (VNR) distribution _ Encoding and distribution of 3 VNRs around specific events to all television (affiliates, networks and cable) outlets contained within the database or any segment of the database used for PSA campaigns. VNRs approximately 5-10 minutes long. C. Outdoor and transit PSA distribution _ Identification of and distribution to appropriate markets for production on demand of outdoor and transit PSAs. D. Web banner PSA distribution _ Identification of and distribution to appropriate Web sites and Web advertising networks of Web banner PSAs. Please note that the preceding (A, B, C and D) shall be priced as options of the contract, which may be exercised by the government upon thirty (30) days written notice. MANAGEMENT OF CONTRACT: The contractor shall maintain adequate liaison with personnel in the Peace Corps_ Office of Communications to ensure planning and execution of PSA initiatives. This shall include briefings and other forms of information exchange such as teleconferences. After award, Contractor will be required to attend a face-to-face meeting at Peace Corps headquarters. NOTE: Contractor is responsible for all travel costs associated with these meetings. The Contractor shall provide Peace Corps with project milestones for planned PSA campaigns and prepare, present and update data necessary to the management/financial review of the contract. OWNERSHIP OF MATERIALS: All materials created expressly for Peace Corps under this contract will be considered property of Peace Corps. This does not include the Contractor_s mailing list used for PSA distribution. PROPOSAL REQUIREMENTS: For the purposes of this RFP, bidder will provide a narrative explaining precisely how it intends to fulfill the obligations under any resultant contract. Specific information with regard to the following must be provided: 1. Demonstrated experience in planning and executing national PSA distributions, as well as tracking and analysis of campaigns for a variety of clients; 2. Depth and breadth of media outlet database/mailing list; 3. Flexibility of media outlet database/mailing list in pulling together different geographic segments, and/or different types of media outlets; and 4. Evidence of contractor_s knowledge, and adoption of, technological advances in distribution, tracking and analysis appropriate to this work. In addition, bidders shall submit a detailed price proposal that covers the base year of the contract and another proposal that covers the option years including the additional projects stated earlier in RFP. Price proposals should include how you arrived at a price per line item (e.g., labor, materials, travel, printing, duplication, postage, etc.). SUBMISSION EXAMPLES: With your written proposal, please submit samples of a PSA package for distribution to a TV outlet, radio station and print outlet, as well as sample tracking reports covering a one month period. The samples should be actual materials produced for another client similar to the Peace Corps. These samples will be evaluated in accordance with the criteria set forth in the following section. EVALUATION OF PROPOSALS: Technical proposals will be evaluated on the basis of criteria listed below according to the requirements outlined in the RFP. Bidders are cautioned that the preparation of a cohesive written proposal is not a reiteration or paraphrasing of this RFP. The written proposal should include and clearly state approaches and procedures which demonstrate the bidders ability to perform the duties in this RFP.Criteria includes (in order of importance): 1. Demonstrated experience in planning and executing national PSA distributions, as well as tracking and analysis of campaigns for a variety of clients; 2. Depth and breadth of media outlet database/mailing list; 3. Depth and breadth of PSA reporting format styles for clients; 4. Cost; 5. Quality, creativity and flexibility of sample PSA packaging materials submitted as part of this solicitation, as well as cost saving steps in postage, etc.; and 6. Evidence of contractor_s knowledge, and adoption of, technological advances in distribution, tracking and analysis appropriate to this work. CLAUSES/PROVISIONS: FAR Clause 52.212-1 _Instructions to Offerors Commercial,_ is hereby included by reference: FAR provision 52.212-2 Evaluation-Commercial Items applies to this acquisition, FAR 52-212-3 Offeror Representations and Certifications-Commercial Items shall be competed and submitted with the proposal. FAR clause 52.212-4 and 52-212-5, Contract Terms and Conditions-Commercial Items, hereby applies to this solicitation. The following clause is hereby incorporated by reference: 52.203-6. Proposals must be received no later than 6 June 2001, 3:30 p.m. EST at Peace Corps, Office of Contracts, 1111 20th Street, NW, Room # 4409, Wash. DC 20526. Contact Judy Dawes 202-692-1624. Walk in delivery to Jean Lamb at the address listed above 202-692-1626.

Web Link

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Record

Loren Data Corp. 20010514/RSOL010.HTM (D-130 SN50L7P2)