Combined Synopsis-Solicitation for Commercial Products and Commercial Services Description This is a combined synopsis/solicitation for Billboard Advertising Space throughout the greater Charleston South Carolina area for Ralph H. Johnson VA Medical Health Care System (RJH VAHCS) prepared in accordance with the format in Federal Acquisition Regulation (FAR) subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Products and Commercial Services, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested, and a written solicitation document will not be issued. This solicitation is issued as an RFQ. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular: 2025-01 Effective Date 11/12/2024. This solicitation is for Full and Open competition. The associated North American Industrial Classification System (NAICS) code for this procurement is 541850, with a small business size standard of $15 million. The FSC/PSC is R701. The Ralph H. Johnson VA Health Care System (RHJ VAHCS) is seeking to Billboard advertising space throughout the greater Charleston South Carolina area. Billboards will be along major thoroughfares, to include I-26, I-526, U.S 17-A, etc. All interested companies shall provide quotations for the following Line-Item Numbers (LINs): PRICE / COST SCHEDULE ITEM INFORMATION ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 1.00 YR __________________ __________________ Billboard advertising space throughout the greater Charleston South Carolina area. Billboards will be along major thoroughfares, to include I-26, I-526, U.S 17-A, etc. Contract Period: Base POP Begin: 02-01-2025 POP End: 01-31-2026 PRINCIPAL NAICS CODE: 541850 - Indoor and Outdoor Display Advertising PRODUCT/SERVICE CODE: R701 - Support - Management: Advertising MANUFACTURER PART NUMBER (MPN): SVC NATIONAL STOCK NUMBER: SVC LOCAL STOCK NUMBER: SVC 1001 1.00 YR __________________ __________________ Billboard advertising space throughout the greater Charleston South Carolina area. Billboards will be along major thoroughfares, to include I-26, I-526, U.S 17-A, etc. Contract Period: Option 1 POP Begin: 02-01-2026 POP End: 01-31-2027 PRINCIPAL NAICS CODE: 541850 - Indoor and Outdoor Display Advertising PRODUCT/SERVICE CODE: R701 - Support - Management: Advertising MANUFACTURER PART NUMBER (MPN): SVC NATIONAL STOCK NUMBER: SVC LOCAL STOCK NUMBER: SVC 2001 1.00 YR __________________ __________________ Billboard advertising space throughout the greater Charleston South Carolina area. Billboards will be along major thoroughfares, to include I-26, I-526, U.S 17-A, etc. Contract Period: Option 2 POP Begin: 02-01-2027 POP End: 01-31-2028 PRINCIPAL NAICS CODE: 541850 - Indoor and Outdoor Display Advertising PRODUCT/SERVICE CODE: R701 - Support - Management: Advertising MANUFACTURER PART NUMBER (MPN): SVC NATIONAL STOCK NUMBER: SVC LOCAL STOCK NUMBER: SVC 3001 1.00 YR __________________ __________________ Billboard advertising space throughout the greater Charleston South Carolina area. Billboards will be along major thoroughfares, to include I-26, I-526, U.S 17-A, etc. Contract Period: Option 3 POP Begin: 02-01-2028 POP End: 01-31-2029 PRINCIPAL NAICS CODE: 541850 - Indoor and Outdoor Display Advertising PRODUCT/SERVICE CODE: R701 - Support - Management: Advertising MANUFACTURER PART NUMBER (MPN): SVC NATIONAL STOCK NUMBER: SVC LOCAL STOCK NUMBER: SVC 4001 1.00 YR __________________ __________________ Billboard advertising space throughout the greater Charleston South Carolina area. Billboards will be along major thoroughfares, to include I-26, I-526, U.S 17-A, etc. Contract Period: Option 4 POP Begin: 02-01-2029 POP End: 01-31-2030 PRINCIPAL NAICS CODE: 541850 - Indoor and Outdoor Display Advertising PRODUCT/SERVICE CODE: R701 - Support - Management: Advertising MANUFACTURER PART NUMBER (MPN): SVC NATIONAL STOCK NUMBER: SVC LOCAL STOCK NUMBER: SVC GRAND TOTAL __________________ RALPH H. JOHNSON VA MEDICAL CENTER PERFORMANCE WORK STATEMENT BILLBOARD AND DIGITAL ADVERTISING SERVICES REQUIREMENTS INTRODUCTION: The Ralph H. Johnson VA Health Care System (RHJ VAHCS) seeks a Contractor to provide billboard advertising space throughout the greater Charleston, South Carolina, area along major thoroughfares, to include I-26, I-526, U.S. 17-A, etc. Billboard advertising space options (poster, bulletin, mini-poster, static and digital) must be owned by the Contractor and available throughout all areas of the following South Carolina counties: Dorchester, Berkeley, Charleston and other surrounding counties. Availability must be provided on weekly and/or monthly rental basis. Geographic area may be expanded throughout the catchment area of the Charleston, South Carolina, Ralph H. Johnson VA Health Care System, including, but not limited to: Savannah, Georgia, and Myrtle Beach, South Carolina, markets. Graphic design and production for vinyl posters and digital billboard images may be required. Vendor must also provide mobile push advertising services such as: site retargeting; geo-fencing; search retargeting; keyword contextual targeting; category contextual targeting; conversion zones; or similar technology of equal or greater effectiveness to assist in the implementation of a digital out-of-home advertising campaign. Federal government may also avail themselves of additional advertising offerings available through the Contractor over the life of the contract period, to include option years. REQUIREMENTS: Contractor will provide services on an as needed/requirements basis as determined by the Federal government. Contractor must own a minimum of 35 static bulletin size billboards (approximately 14 x 48 ) along I-26 corridor between exit 189 (Ridgeville, South Carolina) and downtown Charleston, South Carolina, exit 221A, and must own at least one digital bulletin size billboard in the same geographic area. Contractor must own a minimum of 100 static poster size billboards (approximately 10 6 x 36 ), and own a minimum of 5 digital poster size billboards along the most heavily traveled corridors in Berkeley, Dorchester and Charleston counties, to include, but not limited to: U.S. 17A corridor, U.S. 78, U.S. 52, College Park Rd., University Pkwy., Ashley Phosphate Rd., Dorchester Rd., Rivers Ave., Ladson Rd., Berlin G. Myers Pkwy., Aviation Ave., International Pkwy., etc. Ownership of a minimum of 15 mini-posters (smaller than 10 6 x 36 ) in the same geographic area are required. Owned billboards must be available facing each direction (North/South or East/West) along thoroughfares in close proximity to traffic areas with unobstructed views for passing traffic. Contractor will recommend billboard advertising schedule to provide no less than 500,000 market impressions per 2-week flight. Billboard space may be purchased on a weekly, multi-weekly, monthly or multi-monthly basis as needed by the Federal government. Graphic design and production of vinyl posters and digital billboard images may be completed by contractor as ordered by Federal government (Ralph H. Johnson VA Health Care System) with proofs provided to Federal government (RHJ VAMC) for review/approval; up to four rounds of revisions required for each design. Billboards will be posted within 15 business days of order being placed by Federal government (RHJ VAHCS). Contractor must demonstrate ability to provide all requirements, billboard inventory to meet or exceed requirements, and experience designing billboards, recommending billboard placement, and executing billboard advertising campaigns to meet or exceed advertising goals including market impressions and reach. DELIVERABLES: Time of Delivery: This is a Firm-Fixed Price type contract. All funds will be obligated on each delivery order. Work will be issued by Task Order and the Contractor shall, upon receipt of duly executed Task Order, perform all services required by this contract. The Contractor shall complete all work and services under this contract within the period specified in the Task Order to be issued except that no Delivery Order shall be issued after the expiration of this contract. The contract has a Base Period of 12 Months with Four (4) One Year (12 Months) option periods. Contractor shall deliver billboard or digital advertising project on a schedule to be mutually agreed upon as specified in each Task Order. Each billboard or digital advertising schedule shall be negotiated, but shall not exceed 12 months, unless specifically approved by the Contracting Officer. SCOPE OF WORK: This is a non-personnel services contract to provide outdoor and/or digital advertising services for Ralph H. Johnson VA Health Care System. Contractor will provide design of outdoor advertising content, access to owned billboard advertising space and/or out-of-home digital advertising campaign planning and implementation as requested by the Federal government. Contractor must provide production crews and all required production equipment for all phases of advertising development including pre-production, high-definition production and physical outdoor billboard installation or digital display for Ralph H. Johnson VA Medical Center projects. Project development to include, but not limited to: 1. Project planning 2. Content development 3. Billboard advertising campaign planning 4. Out-of-home advertising campaign planning 5. Writing 6. Pre-production planning 7. Graphic design and layout of ads 8. Ownership of outdoor traditional and digital billboard inventory in and around the Charleston, South Carolina, area and within the Ralph H. Johnson VAMC catchment area (to include Myrtle Beach, South Carolina, and Savannah, Georgia) 9. High-resolution photography 10. Out-of-home digital advertising campaign implementation utilizing options such as: site retargeting; geo-fencing; search retargeting; keyword contextual targeting; category contextual targeting; conversion zones; or similar technology 11. Digital billboard animation 12. Production/printing of vinyl billboard wraps 13. Physical billboard advertisement placement (installation) 14. Multi-media programming 15. Section 508 compliance Outdoor billboard advertising and targeted out-of-home digital advertising projects will be produced in high-definition formats as requested by Ralph H. Johnson VA Health Care System. Contractor is required to maintain currency for improved formats per industry standard, ensuring the latest technology and highest-quality imagery and graphics are utilized in all projects for maximum quality. Billboard designs and digital advertising campaigns may consist of taking digital still photos at the VA Health Care System and its remotely located outpatient clinics, and/or other locations as required. The Contractor will provide advertising, sales, design and installation staff to complete all phases of project requirements. This includes, but is not limited to, sales/account representative, photographer, advertising executive, multi-media developer/programmer, graphic designer, billboard vinyl installer and all necessary support personnel. Contractor may be required to design, produce and install outdoor billboard advertisements and digital targeted out-of-home advertising campaigns. The contractor shall provide qualified personnel, services, materials, equipment and supplies necessary to perform the tasks described below: 1. The contractor shall provide all necessary personnel, materials and resources to deliver high-definition printed vinyl outdoor billboard designs and display on owned outdoor billboard space (along routes as described in Requirements section above). 2. The contractor shall provide all necessary personnel, materials and resources to deliver high quality targeted out-of-home digital advertising campaigns with capability to push advertisements to mobile devices of target audience as designated by Ralph H. Johnson VA Health Care System. 3. The contractor shall provide full-time dedicated sales/account representative and technical support. 4. The contractor shall provide a high-definition still imagery digital photographer upon request in conjunction with or independent of advertising campaign development team dependent upon project requirements. 5. The contractor must have available, as needed, on-site graphic design and animation production capabilities utilizing Adobe Creative Suite (most recent versions required) or software of similar quality with appropriate trained professional/technical staff to expertly use this software. 6. The contractor must have available, as needed, outdoor billboard installation capabilities utilizing contractor s trained personnel and contractor owned or leased equipment. 7. The contractor must provide and have demonstrated access to military stock imagery of high-definition quality covering all branches of military services to supplement captured photographic images for use in printed billboard products or digital multi-media advertising products. Additional funds for stock imagery will not be available following contracting. 8. The contractor shall provide digital copies of content produced on behalf of the Federal government for Ralph H. Johnson VA Health Care System for review/revision and final copies for program reference. 9. The contractor shall produce and provide outdoor billboard and digital advertising schedules and placements based local market knowledge to reach designated target audiences and maintain required market impressions as directed by Ralph H. Johnson VA Health Care System QUALITY CONTROL: The contractor will provide all necessary elements of pre-production, production, and installation/implementation, as needed, to complete the outdoor billboard advertising and digital advertising projects. CREW REQUIREMENTS: Contract sales representative/account representative will serve as project manager for all required tasks and will be responsible for the supervision of contracted crew and responsive to the government advertising requestor (COR, Ralph H. Johnson VA Health Care System Public Affairs Officer, or designee). Contract sales representative/account represented will oversee content development, all phases of production, photography, graphics, installation and implementation. Contractor crew will include, but may not be limited to: 1. Sales/Account Representative 2. Advertising Executive 3. Production Manager 4. Production Assistant 5. Content Writer 6. Still Photographer (Digital) 7. Illustrator/Graphic Design Specialist 8. Digital Advertising Specialist 9. Multi-media Advertising Programmer 10. Multi-media/Digital Media Production Specialist 11. Billboard Vinyl Printer 12. Billboard Advertisement Installer DELIVERABLES: The contractor shall provide multiple digital advertising products during the life of this requirement. Once an outdoor billboard or digital advertising project has been approved and finalized, the contractor shall provide the COR and/or Ralph H. Johnson VA Medical Center Public Affairs staff a copy of product in one or more of the following file formats, or other acceptable format as appropriate: 1. .JPG 2. .PNG 3. .PDF 4. .EPS 5. Adobe InDesign file 6. Adobe Illustrator file 7. Adobe Photoshop file 8. RAW 9. DVD 10. CD The following deliverables shall be provided and signed off by designated contract COR, Ralph H. Johnson VAMC Public Affairs Officer or designee: 1. Creative treatments for requested advertising or digital media projects 2. Rough drafts of design projects, which must be made available for review electronically via the Internet or by email 3. Final products delivered in industry standard formats to Public Affairs staff 4. Section 508 compliant files and troubleshooting of projects 5. Duplication of completed projects TYPE OF CONTRACT: Ralph H. Johnson VA Health Care System anticipates awarding a Firm-Fixed Price type contract for this requirement. INVOICE: This is a Firm-Fixed Price contract. Projects will be assigned by the COR by task order with Contractor providing estimated cost for approval and acceptance in advance of work being accomplished. PERIOD OF PERFORMANCE (POP): The contract shall be a Base Period of 12 Months with Four (4) One Year (12 Months) option periods to commence at award date. 1. Base Year 02/01/25 to 01/31/26 2. Option Year One 02/01/26 to 01/31/27 3. Option Year Two 02/01/27 to 01/31/28 4. Option Year Three 02/01/28 to 01/31/29 5. Option Year Four 02/01/29 to 01/31/30 GOVERNMENT RESPONSIBILITIES: COR will provide the Contractor the following: 1. A list of POCs at Ralph H. Johnson VA Health Care System (Public Affairs and Medical Media staff.) 2. Timely feedback on any issues, concerns, approvals, content reviews, etc. 3. A copy of the required patient consent and release form, VA Form 10-3203 Informed Consent and Authorization for Third Parties to Produce or Record Statements, Photographs, Digital Images, or Video or Audio Recordings, which must be completed prior to the visual or audio recording of any Veteran patient, to include still photography, obtaining written quotes, etc. GOVERNMENT POINT OF CONTACT: The Contracting Officer s Representative (COR) for this contract shall be identified and provided to the winning contractor in a separate appointment letter. CONSENT AND RELEASE: Contractor is prohibited from using images containing VA Veteran patients for purposes outside of those stated on the VA patient release form, VA Form 10-3203 Informed Consent and Authorization for Third Parties to Produce or Record Statements, Photographs, Digital Images, or Video or Audio Recordings. COR will provide Contractor with required patient release form (VA Form 10-3203), which must be completed prior to any Veteran patient appearing on camera. DATA RIGHTS: The Ralph H. Johnson VA Medical Center has unlimited rights to all products/documents/materials produced under this contract. All products, documents and materials, to include the source codes of any software, produced under this contract are the property of the Ralph H. Johnson VA Health Care System and the Department of Veterans Affairs (VA) with all rights and privileges of ownership/copyright belonging exclusively to the Ralph H. Johnson VA Medical Center and VA. These products, documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All products, content, documents and materials supplied to the Ralph H. Johnson VA Medical Center shall be the sole property of the Ralph H. Johnson VA Medical Center and VA and may not be used for any other purpose. This right does not abrogate any other Ralph H. Johnson VA Medical Center and VA rights. RECORDS MANAGEMENT OBLIGATIONS: A. Applicability This clause applies to all Contractors whose employees create, work with, or otherwise handle Federal records, as defined in Section B, regardless of the medium in which the record exists. B. Definitions Federal Record as defined in 44 U.S.C. § 3301, includes all recorded information, regardless of form or characteristics, made or received by a Federal agency under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the United States Government or because of the informational value of data in them. The term Federal record: 1. includes [Agency] records. 2. does not include personal materials. 3. applies to records created, received, or maintained by Contractors pursuant to their [Agency] contract. 4. may include deliverables and documentation associated with deliverables. C. Requirements 1. Contractor shall comply with all applicable records management laws and regulations, as well as National Archives and Records Administration (NARA) records policies, including but not limited to the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), NARA regulations at 36 CFR Chapter XII Subchapter B, and those policies associated with the safeguarding of records covered by the Privacy Act of 1974 (5 U.S.C. 552a). These policies include the preservation of all records, regardless of form or characteristics, mode of transmission, or state of completion. 2. In accordance with 36 CFR 1222.32, all data created for Government use and delivered to, or falling under the legal control of, the Government are Federal records subject to the provisions of 44 U.S.C. chapters 21, 29, 31, and 33, the Freedom of Information Act (FOIA) (5 U.S.C. 552), as amended, and the Privacy Act of 1974 (5 U.S.C. 552a), as amended and must be managed and scheduled for disposition only as permitted by statute or regulation. 3. In accordance with 36 CFR 1222.32, Contractor shall maintain all records created for Government use or created in the course of performing the contract and/or delivered to, or under the legal control of the Government and must be managed in accordance with Federal law. Electronic records and associated metadata must be accompanied by sufficient technical documentation to permit understanding and use of the records and data. 4. RHJ VAHCS and its contractors are responsible for preventing the alienation or unauthorized destruction of records, including all forms of mutilation. Records may not be removed from the legal custody of RHJ VAHCS or destroyed except for in accordance with the provisions of the agency records schedules and with the written concurrence of the Head of the Contracting Activity. Willful and unlawful destruction, damage or alienation of Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. In the event of any unlawful or accidental removal, defacing, alteration, or destruction of records, Contractor must report to RHJ VAHCS. The agency must report promptly to NARA in accordance with 36 CFR 1230. 5. The Contractor shall immediately notify the appropriate Contracting Officer upon discovery of any inadvertent or unauthorized disclosures of information, data, documentary materials, records or equipment. Disclosure of non-public information is limited to authorized personnel with a need-to-know as described in the [contract vehicle]. The Contractor shall ensure that the appropriate personnel, administrative, technical, and physical safeguards are established to ensure the security and confidentiality of this information, data, documentary material, records and/or equipment is properly protected. The Contractor shall not remove material from Government facilities or systems, or facilities or systems operated or maintained on the Government s behalf, without the express written permission of the Head of the Contracting Activity. When information, data, documentary material, records and/or equipment is no longer required, it shall be returned to RHJ VAHCS control, or the Contractor must hold it until otherwise directed. Items returned to the Government shall be hand carried, mailed, emailed, or securely electronically transmitted to the Contracting Officer or address prescribed in the [contract vehicle]. Destruction of records is EXPRESSLY PROHIBITED unless in accordance with Paragraph (4). 6. The 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, contracts. The Contractor (and any sub-contractor) is required to abide by Government and [FACILITY] guidance for protecting sensitive, proprietary information, classified, and controlled unclassified information. 7. The Contractor shall only use Government IT equipment for purposes specifically tied to or authorized by the contract and in accordance with RHJ VAHCS policy. 8. The Contractor shall not create or maintain any records containing any non-public RHJ VAHCS information that are not specifically tied to or authorized by the contract. 9. The 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 from public disclosure by an exemption to the Freedom of Information Act. 10. The RHJ VAHCS owns the rights to all data and records produced as part of this contract. All deliverables under the contract are the property of the U.S. Government for which [FACILITY] shall have unlimited rights to use, dispose of, or disclose such data contained therein as it determines to be in the public interest. Any Contractor rights in the data or deliverables must be identified as required by FAR 52.227-11 through FAR 52.227-20. 11. Training. All Contractor employees assigned to this contract who create, work with, or otherwise handle records are required to take RHJVAHCS-provided records management training. The Contractor is responsible for confirming training has been completed according to agency policies, including initial training and any annual or refresher training. D. Flow-down of requirements to Subcontractors 1. The Contractor shall incorporate the substance of this clause, its terms and requirements including this paragraph, in all subcontracts under this [contract vehicle], and require written subcontractor acknowledgment of same. 2. Violation by a subcontractor of any provision set forth in this clause will be attributed to the Contractor. EVALUATION CRITERIA: Contractor must submit samples of similar previous projects for evaluation of creative content and capability. Contractor will be selected based on creative quality and ability, technical equipment, overall services offered such as in-house advertising expertise, graphic design and photographic capability, targeted digital advertising campaign capability, outdoor billboard advertising space ownership and cost. DEFINITIONS/ACRONYMS: a. Contractor: The individual, partnership, corporation or entity that is awarded the contract to provide services specified herein. b. Contracting Officer: The individual with authority to execute and/or administer a contract on behalf of the non-appropriated fund activity or its successor. c. Contracting Officer s Representative (COR): The individual who acts as the liaison between the contractor and the contracting officer. The COR is responsible for clarifying contract requirements as necessary, with respect to the specifications and/or performance work statement, as well as monitoring the progress and quality of the contractor's performance. d. POP: Period of Performance e. RHJ VAMC: Ralph H. Johnson VA Medical Center f. VA: The Department of Veterans Affairs AGENCY SUPPORT: The Contracting Officer s Representative (COR) and Alternate COR will be identified and appointed on a separate appointment letter, if appointed. Questions concerning the solicitation must be directed to the Contract Specialist. Place of Performance/Place of Delivery Address: Ralph H. Johnson Department of Veterans Affairs Medical Center 109 Bee Street, Charleston, South Carolina Postal Code: 29401-5799 Country: UNITED STATES The full text of FAR provisions or clauses may be accessed electronically at http://acquisition.gov/comp/far/index.html. The following solicitation provisions apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Products and Commercial Services ADDENDUM to FAR 52.212-1 INSTRUCTIONS TO OFFERORS COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (SEP 2023) Provisions that are incorporated by reference (by Citation Number, Title, and Date), have the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The version of FAR 52.212-1 in the addendum is tailored for Simplified Acquisition Procedures and supersedes the current version of FAR 52.212-1 contained in the FAR. The following provision is incorporated into 52.212-1 as an addendum to this solicitation: 52.212-1 Instructions to Offerors Commercial Products and Commercial Services (SEP 2023) (a) North American Industry Classification System (NAICS) code and small business size standard. The NAICS code(s) and small business size standard(s) for this acquisition appear elsewhere in the Request for Quote (RFQ). However, the small business size standard for a concern that submits an quote, other than on a construction or service acquisition, but proposes to furnish an end item that it did not itself manufacture, process, or produce is 500 employees, or 150 employees for information technology value-added resellers under NAICS code 541519, if the acquisition (1) Is set aside for small business and has a value above the simplified acquisition threshold; (2) Uses the HUBZone price evaluation preference regardless of dollar value, unless the offeror waives the price evaluation preference; or (3) Is an 8(a), HUBZone, service-disabled veteran-owned, economically disadvantaged women-owned, or women-owned small business set-aside or sole-source award regardless of dollar value. (b) Submission of Quotes. Submit signed and dated quotes to the office specified in this Request for Quote (RFQ) at or before the exact time specified in this solicitation. Quotes may be submitted on letterhead stationery, or as otherwise specified in the solicitation. As a minimum, quotes must show (1) The solicitation number; 36C24725Q0197 (2) The time specified in the solicitation for receipt of quotations; (3) The name, address, and telephone number of the quoter; (4) A technical description of the items being quoted in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary; (5) Terms of any express warranty; (6) Price and any discount terms; (7) "Remit to" address, if different than mailing address; (8) A completed copy of the representations and certifications at Federal Acquisition Regulation (FAR) 52.212-3 (see FAR 52.212-3(b) for those representations and certifications that the offeror shall complete electronically); (9) Acknowledgment of Quotation Amendments; (10) Past performance information will not be considered in simplified acquisition procurements. (11) Quotes should include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Quotes that fail to furnish required representations, or information, or reject the terms and conditions of the solicitation may be excluded from consideration. (c) Period for acceptance of Quotes. The offeror agrees to hold the prices in its offer firm for 30 calendar days from the date specified for receipt of quotes, unless another time period is specified in an addendum to the solicitation. (d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of quotes. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender s request and expense, unless they are destroyed during preaward testing. (e) Multiple Quotes. Quoters are encouraged to submit multiple quotes presenting alternative terms and conditions, including alternative line items (provided that the alternative line items are consistent with FAR subpart 4.10), or alternative commercial products or commercial services for satisfying the requirements of this solicitation. Each quote submitted will be evaluated separately. (f) Late submissions, modifications, revisions, and withdrawals of quotes. (1) Quoters are responsible for submitting quotes, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that quotes or revisions are due. (2) Any quote received at the Government office designated in the solicitation after the exact time specified for receipt of quotes is "late" and may not be considered unless it is received before purchase order issuance and the Contracting Officer determines that accepting the late quote would not unduly delay the acquisition. (3) If an emergency or unanticipated event interrupts normal Government processes so that quotes cannot be received at the Government office designated for receipt of quotes by the exact time specified in the Request for Quote, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotes will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. (g) Issuance of Purchase Order. The Government may issue a purchase order to one or more quoters as identified in the Request for Quote (RFQ). Therefore, the quoter s initial quote should contain the best terms from a price and technical standpoint. However, the Government may reject any or all quotes if such action is in the public s best interest. In addition, the Contracting Officer (CO) may issue a purchase order to other than the quoter with the lowest quoted price. (h) Multiple awards. The Government may accept issue a purchase order for any item or group of items of a quotation, unless the quoter qualifies the quotation by specific limitations. Unless otherwise provided in the quotation, offers may not be submitted for quantities less than those specified in the RFQ. The Government reserves the right to issue a purchase order for a quantity less than the quantity quoted, at the unit prices quoted, unless the quoter specifies otherwise in the quote. (i) Availability of requirements documents cited in the solicitation. (1) (i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR Part 101 29, and copies of Federal specifications, standards, and product descriptions can be downloaded from the ASSIST website at https://assist.dla.mil. (ii) If the General Services Administration, Department of Agriculture, or Department of Veterans Affairs issued this solicitation, a copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained from the address in paragraph (i)(1)(i) of this provision. (2) Most unclassified Defense specifications and standards may be downloaded from the ASSIST website at https://assist.dla.mil. (3) Defense documents not available from the ASSIST website may be requested from the Defense Standardization Program Office by (i) Using the ASSIST feedback module ( https://assist.dla.mil/feedback); or (ii) Contacting the Defense Standardization Program Office by telephone at 571 767 6688 or email at assisthelp@dla.mil. (4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance. (j) Unique entity identifier.(Applies to all quotes that exceed the micro-purchase threshold, and quotes at or below the micro-purchase threshold if the Request for Quote (RFQ) requires the Contractor to be registered in the System for Award Management (SAM).) The quoter shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Quoter's name and address. The Quoter also shall enter its Electronic Funds Transfer (EFT) indicator, if applicable. The EFT indicator is a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the Quoter to establish additional SAM records for identifying alternative EFT accounts (see FAR subpart 32.11) for the same entity. If the Quoter does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for unique entity identifier establishment directly to obtain one. The Quoter should indicate that it is an planning to submit a quote for a Government Request for Quote (RFQ) when contacting the entity designated at www.sam.gov for establishing the unique entity identifier. (k) [Reserved] (l) Notification. The CO will not notify unsuccessful quoters that responded to this Request for Quotation (RFQ). ADDENDUM to 52.212-2 EVALUATION COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES Basis for Award. The Government will issue a purchase order to the responsible quoter whose quotation conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate quotations: Technical Acceptability Past Performance Price Evaluation Approach. The Government will evaluate quotations using the comparative evaluation process outlined in FAR 13.106-2 (b) (3), where quotations will be compared to one another to determine which provides the best benefit to the Government. The Government reserves the right to consider a quotation other than the lowest price that provides additional benefit(s). Quotations may exceed minimum requirements of the solicitation. The Government reserves the right to select a quotation that provides benefit to the Government that exceeds the minimum requirements of the solicitation but is not required to do so. Each response must meet the minimum requirements of the solicitation. The Government is not requesting or accepting alternate quotations. The evaluation will consider the following: Technical Acceptability: The quotation will be evaluated to the extent to which it can meet and/or exceed the Government s requirements as outlined in the solicitation SOW/PWS and based on the information requested in the instructions to quoters section of the solicitation. Acceptable Quote clearly meets the minimum requirements of the solicitation SOW/PWS. Unacceptable Quote does not clearly meet the minimum requirements of the solicitation. Past Performance : The past performance evaluation will assess the relative risks associated with a quoter s likelihood of success in fulfilling the solicitation s requirements as indicated by the quoter s record of past performance. The past performance evaluation may be based on the contracting officer s knowledge of and previous experience with the supply or service being acquired; Customer surveys, and past performance questionnaire replies; Contractor Performance Assessment Reporting System (CPARS) at http://www.cpars.gov/; or any other reasonable basis. The Government may rely on internal documentation including Contract Performance Assessment Reporting System (CPARS) for supply being acquired to determine Past Performance. If no record of past performance is found in CPARS, the quoter shall not receive a favorable or unfavorable rating but shall receive a rating of neutral. Price: The Government will evaluate the price by adding the total of all line-item prices, including all options. The Total Evaluated Price will be that sum. Options. The Government will evaluate quotations for award purposes by adding the total price for all options to the total price for the basic requirement. This includes options under FAR 52.217-8, Option to Extend Services, which applies to this solicitation. Evaluation of options under FAR 52.217-8 will be accomplished by adding six months of the quoter's price for the last potential period of performance under this contract to the quoter's total price. For example, if the contract includes option periods that are exercisable under FAR 52.217-9, the quoter's total price for the purpose of evaluation will include the base period, all option periods, and an additional six months of the last option period. Quoters must price only the base and option periods specified in the contract line-item numbers (CLINs), and shall not submit a price for the potential six-month extension of services under FAR 52.217-8. The Government reserves the right to exercise the option under FAR 52.217-8 before the end of any of the contractor's performance periods and will be exercised at the price and/or rates in effect at the time the clause is exercised. Evaluation of options shall not obligate the Government to exercise the option(s). FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services May 2024 Offerors must complete annual representations and certifications electronically via the System for Award Management (SAM) website located at https://www.sam.gov/portal in accordance with FAR 52.212-3, Offerors Representations and Certifications Commercial Products and Commercial Services. If paragraph (j) of the provision is applicable, a written submission is required. 52.252-1 SOLICITATIONS PROVISIONS INCOPORATED BY REFERENCE 52.204-07 System for Award Management 52.204-16 Commercial and Government Entity Code Reporting 852.215-72 Notice of Intent to Re-Solicit 852.239-75 Information and Communication Technology Accessibility Notice 852.233-70 Protest Content/Alternative Dispute Resolution The following contract clauses apply to this acquisition: FAR 52.212-4, Contract Terms and Conditions Commercial Products and Commercial Services Nov 2023 FAR 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Products and Commercial Services Nov 2024 The following subparagraphs of FAR 52.212-5 are applicable: 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (JAN 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)). 52.204 23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab Covered Entities (DEC 2023) (Section 1634 of Pub. L. 115 91). 52.204 25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (NOV 2021) (Section 889(a)(1)(A) of Pub. L. 115 232). (4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (NOV 2015). (5) 52.232 40, Providing Accelerated Payments to Small Business Subcontractors (MAR 2023) (31 U.S.C. 3903 and 10 U.S.C. 3801). (6) 52.233-3, Protest After Award (AUG 1996) (31 U.S.C. 3553). (7) 52.233-4, Applicable Law for Breach of Contract Claim (OCT 2004) (Public Laws 108-77 and 108-78 (19 U.S.C. 3805 note)). (b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services: 52.203 6, Restrictions on Subcontractor Sales to the Government (JUN 2020), with Alternate I (NOV 2021) (41 U.S.C. 4704 and 10 U.S.C. 4655). 52.204 10, Reporting Executive Compensation and First-Tier Subcontract Awards (JUN 2020) (Pub. L. 109 282) (31 U.S.C. 6101 note). 52.204 14, Service Contract Reporting Requirements (OCT 2016) (Pub. L. 111 117, section 743 of Div. C). 52.204 27, Prohibition on a ByteDance Covered Application (JUN 2023) (Section 102 of Division R of Pub. L. 117 328). 52.204 30, Federal Acquisition Supply Chain Security Act Orders Prohibition. (DEC 2023) (Pub. L. 115 390, title II). 52.209 6, Protecting the Government s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (NOV 2021) (31 U.S.C. 6101 note). 52.219 4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns 52.219 14, Limitations on Subcontracting (OCT 2022) (15 U.S.C. 657s). 52.219 28, Post-Award Small Business Program Representation (FEB 2024) (15 U.S.C. 632(a)(2)). [X] (31) 52.222-3, Convict Labor (JUN 2003) (E.O. 11755). [X] (33) 52.222-21, Prohibition of Segregated Facilities (APR 2015). [X] (34)(i) 52.222 26, Equal Opportunity (SEP 2016) (E.O. 11246). [X] (35)(i) 52.222 35, Equal Opportunity for Veterans (JUN 2020) (38 U.S.C. 4212). [X] (36)(i) 52.222 36, Equal Opportunity for Workers with Disabilities (JUN 2020) (29 U.S.C. 793). [X] (37) 52.222 37, Employment Reports on Veterans (JUN 2020) (38 U.S.C. 4212). [X] (38) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (DEC 2010) (E.O. 13496). 52.222-50, Combating Trafficking in Persons (NOV 2021) (22 U.S.C. chapter 78 and E.O. 13627). 52.222-54, Employment Eligibility Verification (MAY 2022). (E. O. 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial products or commercial services as prescribed in FAR 22.1803.) 52.223-23, Sustainable Products and Services (MAY 2024) (E.O. 14057, 7 U.S.C. 8102, 42 U.S.C. 6962, 42 U.S.C. 8259b, and 42 U.S.C. 7671I). 52.225-13, Restrictions on Certain Foreign Purchases (FEB 2021) (E.O.'s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.226-8, Encouraging Contractor Policies to Ban Text Messaging While Driving (MAY 2024) (E.O. 13513) 52.229 12, Tax on Certain Foreign Procurements (FEB 2021). 52.232-33, Payment by Electronic Funds Transfer System for Award Management (OCT 2018) (31 U.S.C. 3332). 52.222-41, Service Contract Labor Standards (AUG 2018) (41 U.S.C. chapter 67). 52.222-42, Statement of Equivalent Rates for Federal Hires (MAY 2014) (29 U.S.C. 206 and 41 U.S.C. chapter 67). Employee Class Monetary Wage-Fringe Benefits 52.222-43, Fair Labor Standards Act and Service Contract Labor Standards Price Adjustment (Multiple Year and Option Contracts) (AUG 2018) (29 U.S.C. 206 and 41 U.S.C. chapter 67). 52.222-55, Minimum Wages for Contractor Workers Under Executive Order 14026 (JAN 2022). 52.222-62, Paid Sick Leave Under Executive Order 13706 (JAN 2022) (E.O. 13706). FAR 52.217-8 Option to Extend Services (Nov 1999) FAR 52.217-9 Option to Extend the Term of the Contract (Mar 2000) VAAR 852.232.72 Electronic Submission of Payment Requests (Nov 2018) VAAR 852.242.71 Administrative Contracting Officer (Oct 2020) FAR 52.252-2 Clauses Incorporated by Reference (Feb 2018) 52.203-17 Contractor Employee Whistleblower Rights (Nov 2023) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.204-18 Commercial and Government Entity Code Maintenance (Aug 2020) 852.203-70 Commercial Advertising (May 2018) 852.215-70 Service Disable Veteran Owned and Veteran Owned Small Businesses Evaluation Factors (Deviation) (Jan 2023) 852.215-71 Evaluation Factor Comments (Oct 2019) All quoters shall submit the following: a. Technical Capability. The Offeror shall provide a brief technical narrative or capability statement sufficient for the Government to assess the Offeror s technical capability to perform the services in accordance with the Performance Work Statement (PWS) of solicitation. Sufficient technical capability and documentation includes, but is not limited to, the following: Contractor must submit samples of similar previous projects for evaluation of creative content and capability. Contractor will be selected based on creative quality and ability, technical equipment, overall services offered such as in-house advertising expertise, graphic design and photographic capability, targeted digital advertising campaign capability, outdoor billboard advertising space ownership and cost. b. Past Performance. The Government may rely on internal documentation including Contract Performance Assessment Reporting System (CPARS) for supply being acquired to determine Past Performance. If no record of past performance is found in CPARS, the quoter shall not receive a favorable or unfavorable rating but shall receive a rating of neutral. Offeror may provide at least two references that are recent (within three years) and relevant (Billboard Advertising Space) in similar size and scope and likely to respond to the Government s request for information regarding the Offeror s past performance quality. Reference information must include a point of contact, company name, address, telephone number(s), e-mail address, and dates that services were provided. The Government may contact references provided by the Offeror and use the information received to evaluate the offeror's past performance and assess the relative risks associated with an Offeror s likelihood of success in fulfilling the solicitation s requirements. c. Price. Offerors shall complete and submit their prices using the table at Price/Cost Schedule of the attached. The Offeror must identify all elements of their price for the services listed in the schedule, including unit price, total amount for each period of performance, and grand total. Award will be based upon a comparative evaluation of quotes in accordance with the Simplified Acquisition Procedures of FAR 13. Comparative evaluation is the side by side pairwise comparison of quotes based on factors resulting in a Contracting Officer decision for the quote most favorable to the Government. Options will be evaluated at time of award. The award will be made to the response most advantageous to the Government. Responses should contain your best terms, conditions. The DOL Wage Determination for the specific locality applies to this solicitation and any contract awarded is available at https://beta.sam.gov/ Please note the listing below is not all-inclusive wage determination of each area of performance. It is the contractor s responsibility to obtain and evaluate each wage determination locality. South Carolina Counties of Berkely, Charleston, Dorchester Wage Determination No.: 2015-4427 Revision No.: 27 Date of Last Revision: Jul 22, 2024 Submission of your response shall be received not later than 12/20/2024 8:00am EST at Joseph.Horn@va.gov. Late submissions shall be treated in accordance with the solicitation provision at FAR 52.212-1(f). Any questions or concerns regarding this solicitation should be forwarded in writing via e-mail to the Point of Contact listed below no later than 12/16/2024 8:00 am EST. Point of Contact Joseph E .Horn, Contract Officer RPO-E NCO-7 Email: Joseph.Horn@va.gov
