CU Athletic Advertising

Notice of Intent to Sole Source Solicitation Number: W912LC-19-Q-0091 Sole Source FAR Reference: FAR 13.106-3(b)(3)(i) A SOLICITATION WILL NOT BE POSTED. The Government intends to proceed with this sole source action. The NAICS code is 541850. The size standards defined by the U.S. Small Business Administration is $15.0M. THIS NOTICE IS NOT A REQUEST FOR COMPETITIVE PROPOSALS OR QUOTATIONS. Interested concerns must show clear and convincing evidence that competition of this requirement would be advantageous to the Government. Our research found that Learfield Communications LLC (dba Buffalo Sports Properties LLC) manages and displays all advertising and promotions on the Colorado University (CU) campus for all sporting activities and media. Services include lead generating campaigns, digital media ads (Eblasts, Web Ads), End Zone LED, printed game day programs and yearbook, radio spots , text to screen promos, in game promotions, and social media presence across all platforms. Anyone with different information may submit it to the COARNG. All responsible sources may submit a capability statement and any contrary information to the contracting officer before the notice end date. If no affirmative written responses are received by 7:00 AM (Mountain) on 3 Sep, 2019 an award will be made without further notice. Oral communications are not acceptable in response to this notice. A determination by the Government not to compete this proposed requirement is solely within the discretion of the Government. Electronic responses and question shall be submitted via email to michael.b.furtney.mil@mail.mil. The Colorado Army National Guard is not responsible for any costs incurred by responding to this notice. Colorado Army National Guard intends to award a sole-source, Firm-Fixed Price contract with Learfield Communications LLC, 505 Hobbs Rd, Jefferson City, MO 65109-5788. The purpose of this acquisition is to purchase advertising at the CSU campus to develop brand awareness and strengthen bonds with the community. PERFORMANCE WORK STATEMENT (PWS) FOR Buffalo Sports Properties, LLC (CU) Advertising Services 1.0 General: 1.1 Scope: The contractor (CU) shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary, except as specified in Paragraph 3.0 as Government Furnished, to perform Advertising Services, as defined in this PWS. 1.2 Background. Advertising at CU through Boulder Properties LLC. Will increase brand recognition, generate awareness and strengthen the bond between the community and the COARNG. Boulder Properties LLC is the only company that handles all advertising on CU's campus. 1.3 Period of Performance - September 25th, 2019 to Sept 24, 2023 1.4 General Information 1.4.1 Quality Control (QC)-Not Applicable 1.4.2 Quality Assurance (QA): The Government will evaluate the contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government will do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s). 1.4.3 Recognized Holidays: The contractor will perform services on these holidays. The following are recognized United States (US) holidays. The contractor shall perform services on these days: 1.4.3.1 New Year's Day: January 1st 1.4.3.2 Martin Luther King, Jr.'s Birthday 1.4.3.3 President's Day 1.4.3.4 Memorial Day 1.4.3.5 Independence Day: July 4th 1.4.3.6 Labor Day 1.4.3.7 Columbus Day 1.4.3.8 Veteran's Day: November 11th 1.4.3.9 Thanksgiving Day 1.4.3.10 Christmas Day: December 25th 1.4.4 Place and Performance of Services-University of Colorado Boulder Campus 2.0 Definitions and Acronyms: 2.1 Definitions: 2.1.1 Contractor: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime. 2.1.2 Contracting Officer (KO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government. 2.1.3 Contracting Officer Representative (COR): An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment will be in writing and will state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract. 2.1.4 Defective Service: A service output that does not meet the standard of performance associated with the PWS. 2.1.5 Deliverable: Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports. 2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal. 2.1.7 Physical Security: Actions that prevent the loss or damage of Government property. 2.1.8 Quality Assurance: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards. 2.1.9 Quality Assurance Surveillance Plan (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance. 2.1.10 Quality Control: All necessary measures taken by the Contractor to ensure that the quality of an end product or service shall meet contract requirements. 2.1.11 Subcontractor: One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor. 2.2 Acronyms: AEI Army Enterprise Infostructure AR Army Regulation AT/OPSEC Antiterrorism/Operational Security BI Background Investigation CM Contract Manager CMRA Contractor Manpower Reporting Application COR Contracting Officer Representative DA Department of the Army DD254 Department of Defense Contract Security Classification Specification DFARS Defense Federal Acquisition Regulation Supplement DoD Department of Defense FAR Federal Acquisition Regulation GFP/M/E/S Government Furnished Property/Material/Equipment/Services HQDA Headquarters, Department of the Army HSPD Homeland Security Presidential Directive IA Information Assurance IS Information System(s) KO Contracting Officer NGB National Guard Bureau OCI Organizational Conflict of Interest PII Personally Identifiable Information PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program SSN Social Security Number TE Technical Exhibit USD(I) Under Secretary of Defense for Intelligence 3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S): The Government will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract: 3.01 Lead Digital Campaign - Provide a Campo CSV format for CU to deliver the results of Campaigns.(5.1) 3.02 Eblast digital media Artwork with Banner specs: 290 x 125 pixels, including Short text tracking url provided to Vendor No later than Oct 1st (5.2) 3.03 Provide Artwork for Mobile App No later than Sept 26th (5.3) 3.04 Provide Artwork for Web Ads Super leaderboard: Due No later than Sept 26th (5.4) 3.04.1 Super Leaderboard 970 x 66 pixels 3.04.2 Bix Box: 300 x 250 pixels 3.04.3 Leaderboard: 728 x 90 pixels 3.04.4 Mobile/Tablet: 320 x 50 pixels 3.05 End zone LED: (5.5) 3.05.1 Provide Artwork for Specs: 576w x 56h (File Type: PNG, quicktime or avi uncompressed file) No later than Oct 10th 3.06 Print (5.6) No later than Sept 26th (5.6) 3.06.1 Football Game Day Program: Full Page Specs - Live Area: 8.375"W X 10.875"H Trim Area: 8.625"W X 11.125"H (1/8" Bleed On All Sides 3.06.2 Basketball Yearbook: Full Page Specs: Live Area: 8.375"W X 10.875"H Trim Area: 8.625"W X 11.125"H (1/8" Bleed On All Sides) 3.07 Radio (5.7) 3.07.1 Football: two (2) radio spots per football broadcast: :30s spot : Format: .mp3 or .wav files Due No later than Sept. 26th Basketball: One (1) live read per men's basketball broadcast: please provide a :05-:10 second script Due No later than Sept 26th 3.07.2 One (1) radio spot per men's basketball broadcast :30s spot : Format: .mp3 or .wav files Due No later than Sept 26th 3.08 Text to Screen Promos (5.8) 3.08.1 Provide Vendor with CAMPO CSV file for Campaign results. No later than Sept 26th 3.09 In Game Promotion (5.9) 3.09.1 Submit Artwork for Promotions to Vendor No later than Sept 26th 3.1 Materials: Creation of signage- Adobe Illustrator files will be provided by the COARNG for creation of all signage no later than 26 September, 2019. 3.2 Equipment: N/A 3.3 Services: Contractor is responsible for all signage installation (if necessary) 4.0 Contractor Furnished Property, Materials, and Equipment (CFP/M/E): 4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1. 5.0 Requirements: The contractor shall meet with the Army National Guard representative by September 26h, 2019 for a planning kickoff meeting to discuss and plan surveillance methods: 5.1 Lead Generating Digital Campaigns 5.1.1 Up to three (3) campaigns 5.1.2 1 Digital scratch off, 2 targeted social campaigns 5.1.3 Targeted and guaranteed impressions via posts on Facebook 5.1.4 50,000-150,000 guaranteed impressions per campaign 5.1.5 Lead generation campaigns spread across the following sports: Football, Men's & Women's, Basketball, Volleyball 5.1.6 After CU completes a contest through their company Facebook site, CU shall provide all names and phone numbers from the contest entries no later than 72 hours after the campaign ends. The Guard shall provide a Campo CSV format for CU to deliver the results on. 5.1.7 Provide details on upcoming campaigns to COR 14 business days prior to start date of new campaign. 5.2 E-blast 5.2.1 Two (2) content inclusions in CU Athletics newsletter/Buffs Blast 5.2.2 Banner specs: 290 x 125 pixels, please include a url to link 5.2.3 Provide dates of all Eblasts to COR no later than 14 days prior to each Eblast. 5.2.4 Provide COR with analytics from each Eblast no later than 7 days after Eblast 5.2.5 Vendor will include the email address of COR in each Eblast 5.3 Mobile App 5.3.1 Logo exposure on mobile app with link to website or Facebook page 5.3.2 Ability to geo-target, Analytics on Geo-Target Campaigns delivered to COR in an email format no later than 14 days after each campaign. 5.4 Web Ads 5.4.1 Select impressions retargeted on via CUBuffs.com 5.4.2 Super leaderboard: 970 x 66 pixels 5.4.3 Bix Box: 300 x 250 pixels 5.4.4 Leaderboard: 728 x 90 pixels 5.4.5 Mobile/Tablet: 320 x 50 pixels 5.4.6 Vendor must provide semester and summer end dates to the COR no later than 26 September, 2019 5.5 Season Long Signage 5.5.1 Folsom Field End zone LED Signage (Football) 5.5.2 Folsom Field student entrance signage (Football) 5.5.3 CU Events Center Signage (Volleyball/Basketball) 5.5.4 Folsom Field - End zone LED: Specs: 576w x 56h File Type: PNG, quicktime or avi uncompressed file. 5.5.5 Estimated attendance: 270,000 Folsom Field - Logo placement on one (1) of the Student Entrances of the football stadium 5.5.6 Estimated attendance: 270,000 5.5.7 CU Events Center - LED Ribbon board signage 5.5.8 Specs: 1600 x 32 pixels Format: MP4, Quicktime, jpg, png 5.5.9 Estimated attendance: 205,000 5.6 Print 5.6.1 Full page ads in the football and basketball programs 5.6.2 Football Game Day Program: Full Page Specs - Live Area: 8.375"W X 10.875"H Trim Area: 8.625"W X 11.125"H (1/8" Bleed On All Sides) (If cannot meet this deadline, will replace with an additional Eblast) 5.6.3 Estimated distribution: 18,000 5.6.4 Basketball Yearbook: Full Page Specs: Live Area: 8.375"W X 10.875"H Trim Area: 8.625"W X 11.125"H (1/8" Bleed On All Sides) 5.6.5 Estimated distribution: 5,000 5.6.6 Contractor will send digital copy of the program to the COR no later than 14 days after print. 5.7 Radio 5.7.1 Two (2) radio spots per football broadcast 5.7.2 One (1) live read per men's basketball broadcast 5.7.3 One (1) radio spot per men's basketball broadcast 5.7.4 Football: two (2) radio spots per football broadcast: :30s spot : Format: .mp3 or .wav files 5.7.5 Basketball : One (1) live read per men's basketball broadcast: please provide a :05-:10 second script 5.7.6 One (1) radio spot per men's basketball broadcast :30s spot : Format: .mp3 or .wav files 5.8 Text to Screen Promos 5.8.1 Text to screen promotion at one (1) home football game and two (2) home basketball games 5.8.2 Vendor and Guard will come up with promotion concept, text code and promotional dates within 14 business prior to event. 5.8.3 Vendor will reach out to COARNG to collect artwork and short codes for promotion no later than 14 days prior to event. 5.8.4 Vendor will provide lead names and numbers to COR on document provided (CAMPO CSV) no later than 72 hours after the end of the promotion. 5.8.5 Vendor will provide a pass for each event to the COR for surveillance of signage at CU games 5.9 In-Game Promotions 5.9.1 Promotions will be at two (2) select men's basketball games 5.9.2 Promotions at two (2) select men's basketball games 5.9.3 Exact promotions will be mutually agreed upon by Contractor and the Guard 5.9.4 Exact promotions will be mutually agreed upon by Contractor and the Guard. Contractor will coordinate a conference call or an in person meeting if necessary, no later than 14 business days prior to event. 5.9.5 Vendor will provide a pass for each event to the COR for surveillance of signage at CSU games 5.10 Contractor Manpower Reporting Application (CMRA): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the National Guard Bureau via a secure data collection site. The contractor shall completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2019. Contractors may direct questions to the help desk at http://www.ecmra.mil. 6.0 Applicable Publications: Publications applicable to this PWS are listed below: Publication (Chapter/Page) Date of Publication Mandatory or Advisory Website Federal Acquisition Regulation Advisory https://www.acquisition.gov/?q=browsefar or http://farsite.hill.af.mil/ Defense Federal Acquisition Regulation Supplement Advisory http://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html or http://farsite.hill.af.mil/ 6.1 Applicable Forms: Forms applicable to the PWS are listed below: Form Date Website NOT APPLICABLE ? TECHNICAL EXHIBIT 1 Performance Requirements Summary (PRS) This PRS includes performance objectives the Government will use to determine contractor performance and will compare contractor performance to the Acceptable Quality Level (AQL). Performance Objective Performance Standard Acceptable Quality Levels (AQL) Surveillance Method / By Whom 5.1.7 CU shall provide all names and phone numbers from the contest entries no later than 72 hours after the campaign ends. The Guard shall provide a Campo CSV format for CU to deliver the results on. Up to Three (3) Lead Generation Campaigns COR 5.2 Two (2) content inclusions in CU Athletics newsletter/weekly Eblasts 150,000 Guaranteed Impressions via CU Email Database per email blast COR 5.3 Mobile App Logo exposure with link drawing 5,000 impressions COR 5.4 CUBuffs.com Website Advertising Rotating Box Ad drawing 200,000 Impressions on website COR 5.5 Advertisement on LED Board of Folsom and CU Events Center :30 second Rotations -8-10 occurrences per game COR/RRB Representative 5.6 Print 18,000 programs distributed for football and 5,000 distributed for basketball COR/ RRB Representative 5.8 Text to screen promotion 1) home football game and two (2) home basketball games COR/RRB Representative 5.9.2 Promotions at 2 men's basketball games Average attendance per game is around 7,000 COR TECHNICAL EXHIBIT 2 Deliverables Schedule PWS Reference / Deliverable Title Frequency Number of Copies Medium/Format Submit To 5.1.7 Names and phone numbers from the contest entries no later than 72 hours 1 1 CAMPO CSV/Email COR 5.2.3 Provide dates of all Eblasts to COR no later than 14 days prior to each Eblast. 1 1 Email COR 5.3 Ability to geo-target, Analytics on Geo-Target Campaigns delivered to COR in an email format no later than 14 days after each campaign. 1 1 Email COR 5.2.4 Provide COR with analytics from each Eblast no later than 7 days after Eblast 1 1 Email/Word Document COR 5.4.7 Vendor must provide semester and summer end dates to the COR no later than 1 September, 2019. 1 1 Email/Document COR 5.5 Vendor will provide a pass for each event to the COR for surveillance of signage at CU games 1 1 Game pass COR 5.8 Vendor will provide a pass for each event to the COR for surveillance of Text to Screen promos at CU games 1 1 Game pass COR 5.9 Vendor will provide a pass for each event to the COR for surveillance of promotions at CU games 1 1 Game pass COR