R701--Media Management - Advertisement

1 This Sources Sought announcement is for information and planning purposes only and shall not be construed as a solicitation or as an obligation on the part of the Department of Veterans Affairs (VA). The VA is currently conducting market research to locate qualified, experienced and interested potential sources. Responses will not be considered as proposals, nor will any award be incurred by interested parties in responding to this Sources Sought announcement. Notice to obtain media management for all VA VISN Medical facilities located throughout New England. This is not a solicitation. The Department of Veterans Affairs intends to solicit for a Firm Fixed Priced purchase order. Items shall be provided in accordance with the Statement of Work (SOW) that is attached below. VISN 1 Healthcare System is looking for Veteran Owned Small Business Concerns that can perform media management services; however, Small Business, Non-Profit and Large Business concerns are also welcomed to respond to this notice. The solicitation will be issued on or about 06/01/2023. The applicable NAICS code is 541890 other Services Related to Advertising with a 1,000 Employee Size Standard. The FSC/PSC is R701- Support- Management Advertising Copies of the solicitation will not be available for mailing. All prospective contractors must be registered in the System for Award Management (SAM) prior to award of the contract. Registration may be accomplished at www.sam.gov. Questions concerning this procurement may be directed to the Contracting Officer Jeffrey Fleming, Email: contact@example.gov STATEMENT OF WORK PROJECT OVERVIEW Following is a preliminary scope of work for creating a partnership for media management on behalf of the VA New England Healthcare System. A. GENERAL INFORMATION Title of Project: Media Management focused on VA New England partnerships with media outlets in MA, NH, VT, RI, CT and ME. Scope of Work: VA New England Healthcare System (VISN 1) is looking for an organization that is based within the geographical borders of New England to conduct Media Management focused on VA partnerships with media outlets in MA, NH, VT, RI, CT, ME on behalf of VA NE Healthcare. The media management vendor must have an in-depth understanding of the media markets in all six New England states as well as an in-depth understanding of the Veteran population in New England to include Veteran interests in each New England market. Additionally, the media management vendor must have a firm understanding and working knowledge of the VA New England Healthcare System, its mission, strategic goals, challenges, and various locations across New England. The vendor will work with media outlets in all six New England states managing media buys, producing, and distributing advertising spots, looking for opportunities to reach Veterans in markets VA New England is not currently reaching, new opportunities in current New England markets as well as finding outreach opportunities with the current media partners enabling VISN 1 to increase its opportunities to educate and enroll Veterans into the VA New England Healthcare System. Success will be determined by the increase in Veteran enrollments into VA New England Healthcare centric programs, an increase in web and hotline hits through fielded advertising campaigns, as well as an increase in the number of encounters at VA New England face to face outreach events. Performance Period: The contractor shall deliver services in accordance with the Schedule below, unless otherwise directed by the Contracting Officer. 07/01/2023 to 06/31/2024 Base 07/01/2024 to 06/31/2025 OPT 1 07/01/2025 to 06/31/2026 OPT 2 07/01/2026 to 06/31/2027 OPT 3 07/01/2024 to 06/31/2028 OPT 4 Managing Agency: The Department of Communications & Outreach, VISN 1, is managing this project. The Chief of Outreach, Marketing, and Advertising, in consultation with the Contracting Officer s Technical Representative (COTR), shall be the contractor s principal point of contact regarding the execution of the contract s requirements. B. SPECIFIC MANDATORY TASKS AND ASSOCIATED DELIVERABLES Description of Tasks and Associated Deliverables: The contractor shall provide the specific deliverables described below. Deliverable 1: Execution - The contractor shall execute the services as described in this PWS. Responsible for all media vendor partnerships. Manage all advertising campaigns and content for the VA New England Healthcare System (VISN 1). Work with and manage media vendors weekly ensuring they deliver all agreed upon services throughout the contract year. Work with media vendors weekly to execute VA New England s established campaign schedule, ensuring all TV, Radio, Print, and Digital spots are aired correctly according to the established campaign schedule and executed on time and for the required duration. Manage and review new and option year contract proposals from media vendors ensuring the meet the required advertising scope of work. Additionally, look for areas where VA New England can receive added advertising value in line with current VA New England marketing campaigns. Provide monthly reports on the status of each campaign and present new proposals to the Chief of Outreach, Marketing, and Advertising as required. Review and distribute all advertising commercials (TV, Radio, Print, Digital) to media vendors based on established schedule. (VA staff will write and produce advertisements) When required, provide voiceover services for 30, 15, and 10 second radio commercials. Continue and refine existing partnerships with currently contracted media outlets in MA, NH, VT, RI, CT, ME. Continuously find Veteran centric content which would be a good fit for VA New England advertising campaigns. Find Veteran centric events with local media outlets in all six New England states for consideration for future VA New England outreach efforts. Provide a monthly report to the Chief of Outreach, Marketing, and Advertising outlining new opportunities in all six New England states. Discover and develop new partnerships with media outlets in MA, NH, VT, RI, CT, ME. Find Veteran centric content which would be a good fit for VA New England advertising campaigns. Find Veteran centric events with local media outlets in all six New England states for consideration for future VA New England outreach efforts. Provide a monthly report to the Chief of Outreach, Marketing, and Advertising outlining new opportunities in all six New England states. At the direction of and coordination with the Chief of Outreach, Marketing, and Advertising, travel to and participate in at least three (3) VA New England regional face to face outreach events during the year to evaluate the effectiveness of current advertising campaigns and make recommendations in writing on campaign effectiveness and offer improvements to bolster outreach operations. Travel to, and accommodations at, all outreach events will neither be funded nor reimbursed by VA New England and is the responsibility of the media management vendor. On a weekly basis, manage each campaign with each media vendor. Ensure these vendors have and deploy current digital, audio and video advertising materials for executing current advertising campaigns. Quarterly, meet with each contracted media vendor to review past, on-going, and future campaigns and to look for additional opportunities that are in line with the current year s VA New England strategic Communications and Outreach plan. Continue to develop any new Veteran centric opportunities to conduct face to face outreach and present them to the Chief of Outreach, Marketing, and Advertising. Quarterly, meet face to face with the VA New England Communications and Outreach staff to: Review past, on-going, and future advertising campaigns recommending any changes. Recommend updates to communications plan based on any changing situations. Review outreach operations and associated event marketing plan. Deliverable 2: Completion - The contractor shall provide all resources and services necessary to complete tasks to the expectations of the Dept of Communications and Outreach within the performance period listed above. C. SCHEDULE OF DELIVERABLES The contractor s performance period dates will serve as the schedule of delivery for the deliverables specified. D. RECORDS MANAGEMENT Citations to pertinent laws, codes and regulations such as 44 U.S.C chapters 21, 29, 31 and 33; Freedom of Information Act (5 U.S.C. 552); Privacy Act (5 U.S.C. 552a); 36 CFR Part 1222 and Part 1228. Contractor shall treat all deliverables under the contract as the property of the U.S. Government for which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Contractor shall not create or maintain any records that are not specifically tied to or authorized by the contract using Government IT equipment and/or Government records. Contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains information covered by the Privacy Act of 1974 or that which is generally protected by the Freedom of Information Act. Contractor shall not create or maintain any records containing any Government Agency records that are not specifically tied to or authorized by the contract. The Government Agency owns the rights to all data/records produced as part of this contract. The Government Agency owns the rights to all electronic information (electronic data, electronic information systems, electronic databases, etc.) and all supporting documentation created as part of this contract. Contractor must deliver sufficient technical documentation with all data deliverables to permit the agency to use the data. Contractor agrees to comply with Federal and Agency records management policies, including those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These policies include the preservation of all records created or received regardless of format [paper, electronic, etc.] or mode of transmission [e-mail, fax, etc.] or state of completion [draft, final, etc.]. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency records schedules. Contractor is required to obtain the Contracting Officer's approval prior to engaging in any contractual relationship (sub-contractor) in support of this contract requiring the disclosure of information, documentary material and/or records generated under, or relating to, this contract. The Contractor (and any sub-contractor) is required to abide by Government and Agency guidance for protecting sensitive and proprietary information. E. GOVERNMENT RESPONSIBILITIES Government shall provide outreach materials and equipment and shall make available appropriate VA contacts as required by the work plan. The government shall complete and release required reviews and approvals in a timely manner and in accordance with the work plan.