Statement of Work

1.0 Introduction

1.1 Background

The Food and Drug Administration (FDA) is a Federal scientific law enforcement agency with the legislated responsibility to protect the public health of the 262 million consumers as it may be impaired by foods and food additives, drugs, biological products, cosmetics, medical devices, and ionizing and non-ionizing radiation-emitting products and substances. FDA’s programs are national in scope and international in effect, and its activities directly affect and heavily impact upon multi-billion dollar industries, in addition to protecting the public health of hundreds of millions of American consumers

Office of External Affairs (OEA), Office of the Commissioner (OC), Food and Drug Administration (FDA), is responsible for providing developing and executing all communications for the FDA. OEA works closely with the people and programs across the agency on a daily basis to develop and execute communication strategy that supports the agency’s mission.

1.2 Objective

The purpose of this requirement is to define the requirements needed to receive consulting services that will support the communication plan development for the OEA. This development requires expertise to assist the OEA in improving internal and external communications.

1.3 Project Scope

The contractor shall participate in meetings, teleconferences, email correspondence, and other online collaborative systems to guide the project team to a successful project conclusion. The contractor shall advise the project team based on his/her successful experience with similar projects, critique team work products, and facilitate stakeholder meetings. The contractor shall contribute to and coordinate collaborative development of documents including a stakeholder communication plan, an analysis of alternative approaches to each of the office components, a risk assessment and cost benefit analysis, an implementation plan.

2.0 Description of Work

The Contractor shall:

a. Meet with the OEA leadership to discuss current and desired communication processes.

b. Plan and facilitate OEA leadership team discussions and conduct individual interviews within and outside OEA, including external stakeholders.

c. Conduct research to gather information from internal and external stakeholders as needed. This may include, but is not limited to, focus groups, surveys and interviews.

d. Analyze data gathered through researche. Write and present a report on research results to OEA leadership.f. Facilitate planning meeting(s) with the appropriate OEA and FDA leadership

using the aforementioned research results as baseline data for communication planning.

g. Write draft communication plan using information from the aforementioned planning meeting and research.

h. Present draft communication plan to OEA leadership team for consideration and feedback.

i. Write final communication plan and present it to OEA leadership team for review and approval/acceptance.

j. Provide appropriate internal and external communication training to FDA staff, as called for in the communication plan. This should include at least one on-site internal communications training event and one on-site external communications training event.

k. Participate in closeout meeting with OEA leadership.

Coordinating Instructions

a. The contractor shall provide OEA leadership the opportunity to review and approve the approach for each action to be taken (15 days after submittal) under Section 2.0, Description of Work, before execution.

b. The implementation of the final communication plan document, once delivered, will be the responsibility of OEA leadership.

3.0 Task Deliverables and Milestones

Deliverable Task Due Date

Formal Communication Assessment document

Meet with OEA leadership to discuss current and desired communication processes

Within 2 weeks after the contract is issued

A project schedule of actions to be taken

Create and submit project schedule of events

Within 3 weeks after the contract is issued

A report on the results of research (including, but not limited to, results from, focus groups, surveys and interviews)

Conduct interviews, focus groups, and other discussions with identified individuals, groups, and stakeholders

Consistent with project schedule of actions to be taken

A report on baseline data to be used for communication planning

Analyze, summarize, and interpret research data gathered during interviews, focus groups and other discussions

Consistent with project schedule of actions to be taken

A draft internal Facilitate a communication Consistent with project

communication plan as a result of planning meetings

planning meeting with OEA leadership team and FDA internal stakeholders using analyzed data and reported results, and write draft action plan

schedule of actions to be taken

A draft external communication plan as a result of planning meeting

Facilitate an action planning meeting with OEA leadership team and FDA external stakeholders using analyzed data and reported results, and write draft action plan

Consistent with project schedule of actions to be taken

A final internal communication plan

Review and incorporate comments on draft action plan from OEA leadership team. Write and submit final communication plan for review and approval by OEA leadership

Consistent with project schedule of actions to be taken

A final external communication plan

Review and incorporate comments on draft action plan from OEA leadership team. Write and submit final communication plan for review and approval by OEA leadership

Consistent with project schedule of actions to be taken

Internal/External Communication Plan Training

This should include at least one on-site internal communications training event and one on-site external communications training event.

Consistent with project schedule of actions to be taken

Participate in closeout meeting Participate in a closeout meeting with OEA leadership

Consistent with project schedule of actions to be taken

Criteria for Acceptance

The OEA will review contractor deliverables in accordance with the requirements and standards stated in the criteria established and any directives issued during the term of the contract. The OEA Management has the authority to accept or reject deliverables.

The acceptance of deliverables and satisfactory work performance required herein shall be based upon timelines, accuracy and suitability of the Offeror’s proposal. The specific deliverables and schedule of delivery shall be as agreed upon and documented.

Deliverables will be submitted to the OEA Project Officer.

Materials and resources to be supplied by OEA:

Space to conduct interviews, meetings, focus groups Easels and other office supplies

a. Contractor shall provide a bi-weekly status report that provides information about the current status and anticipated completion date for each deliverable. Contractor shall also include information about any anticipated problems with the completion of any deliverable with daily, weekly, or bi-weekly status meetings with Project Officer as needed.

b. Contractor shall participate in a bi-weekly meeting with the Project officer to review and discuss status report. That meeting will involve OEA management as needed.

4.0 Period of Performance

12 months after award

5.0 Location, Work Schedule and Travel

Unless otherwise directed, the contractor will adhere to standard hours and observe all U.S. Government holidays.

6.0 Security and Privacy

It is not anticipated that the contractor will be exposed to sensitive Agency information or data. The contractor agrees that contact personnel will not divulge or release information or data developed or obtained in connection with performance of this contract, unless made public by FDA or upon written approval by the OEA Project Officer. The contractor and it’s staff that perform this work will not be involved in any future work that results from the implementation of this plan.

7.0 Contractor Conformance with Applicable Laws, Regulations, Policies and Standards

The Contractor shall be responsible for knowledge of and compliance with all applicable federal information technology and information management laws, regulations, policies and standards at the government-wide, HHS and FDA levels. At the government-wide level, these include Office of Management and Budget (OMB), National Institute of Standards and Technology (NIST) and Government Accountability Office (GAO). These can be primarily found at or through the Federal CIO Council website at: http://www.cio.gov. HHS documents are found at: http://www.hhs.gov/.

Basis for Award

The Offeror should demonstrate in its proposal that the objectives in the Performance Based Work Statement are understood and offer a logical approach to their achievement. Award will be made to the Offeror who is deemed most responsive, whose proposal conforms to all requirements, and is judged to represent the best value. To conduct a best value assessment, the FDA will evaluate the Offeror’s proposal submission based on criteria described below. The Government may award the contract on the basis of initial offers received, without discussions. Therefore, each initial offer should contain the Offeror's best terms from a cost and technical standpoint. Evaluation Criteria

The evaluation will be based on the completeness, thoroughness and demonstrated capabilities of the prospective Offeror in relation to the needs of the project as set forth in the Performance Based Work Statement. Each proposal must document the feasibility of success implementation of the requirements. The Offeror should show that the objectives stated in the proposal are understood and offer a logical program for their achievement. Offerors must submit information sufficient to evaluate their proposals based on the detailed criteria listed below.

Demonstrated understanding of the requirement and capability to be responsive to the requirement

Approach and demonstrated experience and qualified personnel to fulfill the requirement which will be used to rate the acceptability of a plan of action with details on how the proposed work will be accomplished

The extent to which the project’s costs are reasonable based on the activities to be carried out and the anticipated outcomes.

A. Technical Approach 50 pts.

Offerors shall demonstrate a thorough understanding of the scope and complexity of the Performance Work Statement. The Offeror shall, through a detailed technical proposal, be able to thoroughly explain the services the government is seeking to obtain through this requirement. The Offeror, through its proposal, shall explain how it intends to obtain this service within the given time period and in the most efficient and cost- productive manner. The Offeror must also show in its proposal the efforts required by the Government in order for the contractor to complete this task. Offerors must demonstrate that their share of savings reflects the risks involved and market conditions.

B. Relevant Experience 20 pts.

The contractor shall describe their relevant experience in fulfilling contracts. Identify other organizations with which you have acted as a contractor while participating in similar efforts. Include the degree of your involvement, the size and complexity of the organization and other information describing your experience.

C. Past Performance 30 pts.

Contractors shall submit a list of three (3) relevant reference contracts. Contracts listed may include those entered into by the Federal Government, agencies of State and local governments and commercial customers. Contractors that are newly formed entities without prior contracts should list contracts and subcontracts as required above for all key personnel. The reference list of the three (3) references shall include the following information for each contract and subcontract:

1. Name of contracting activity2. Contract number3. Contract type4. Total contract value5. Contract work6. Contracting officer and telephone7. Program manager and telephone8. Administrative contracting officer, if different from #6, and telephone

D. Price:

The offeror shall provide a price in accordance with the requirements of the technical specifications. Price will evaluated separately by the CO through a price analysis and determination on cost reasonableness will be made. The proposed price shall include base plus one (1) option year.

Evaluation Criteria for Award:

Award shall be made to the party whose quote offers the best value to the Government, technical, past performance, price and other factors considered. The Government may award this contract to other than the lowest price technically acceptable proposal. The Government shall evaluate information based on the following evaluation criteria: 1) Technical 2) Relevant Experience 3) Past Performance and 4) Price. Technical, Relevant Experience and Past Performance each are significantly more important than price. The FDA intends to make an award immediately after the response date of this notice.

8. CCR

Vendors must be registered in the Central Contractor Register (CCR) prior to the award of a contract. You may register by going to www.ccr.gov. You will need your Dun & Bradstreet number and banking information.

9. QUESTIONS DEADLINE: All questions are to be submitted via email to jontae.byrams@fda.hhs.gov May 25, 2010

10. OFFERS DUE: Proposals submissions must be provided electronically in Adobe pdf format and are restricted to a limitation of fifteen (15) pages. Submit proposals to jontae.byrams@fda.hhs.gov no later than 2:30 p.m. on June 7, 2010.

11. PROVISIONS AND CLAUSES: The provision at FAR 52.212-1, Instructions to Offerors Commercial Items applies to this solicitation. The following agenda has been attached to this provision: None.  Offerors shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items. The clause at FAR 52.212-4, Contract Terms and Conditions, Commercial Items applies to this acquisition. The following agenda has been attached to the clause: None. The clause at FAR 52.212-5 Contract Terms and Conditions Required to Implement Statues or Executive Orders, Commercial Items applies to this acquisition. The following FAR clauses cited are applicable: FAR 52.217-8, FAR 52.222-26, FAR 52.222-35, FAR 52.222-36, and FAR 52.232-33. Clauses and provisions are incorporated by reference and apply to this acquisition.

No telephone calls will be accepted.