R499--FY26: Graphic Design Contract

COMBINED SYNOPSIS/SOLICITATION The VA Medical Center located at 7305 North Military Trail, West Palm Beach, FL 33410 has a requirement for Graphic Designs. The Contractor shall provide all, Designing of flyers, brochures, posters, newsletters and other graphic design work order request. Most work order requests have 5 working days for completion with the exception of the initial proof of the Annual Report at the Department of Veterans Affairs Medical Center, West Palm Beach, FL 33410. The attached Statement of Work shall be adhered to. This is a combined synopsis/solicitation, Request for Quotation (RFQ), for commercial items prepared in accordance with FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotations are being requested, and a written solicitation will not be issued. The applicable North American Industry Classification System (NAICS) Code and size standards in millions of dollars are 541810 and $25.5 Million, respectively. FAR 52.212-2, Evaluation - Commercial Items is applicable to this procurement. This requirement will be awarded to a responsible contractor whose proposal represents the best value to the Government, considering price and technical factors, with technical and past performance factors more important than price. (1) Solicits offers from service-disabled veteran-owned business (SDVOSB) Once the Government determines there is/are a contractor(s) that can provide a product/service that meet(s) the requirements of this request for quote, the Government reserves the right to communicate with only those contractors quoting the best-suited product/service to address any remaining issues. The Government will evaluate quotes for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that a quote is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). Evaluation factors will be considered in descending order of importance: Technical Capability: Provide technical performance plan and proof of applicable certifications, license, and insurance. Past Performance: Prospective contractors may provide a list of three business references for which the contractor performed the same or similar scope as required in the performance work statement. The reference information shall include name of business; name and title of point of contact; brief description of services performed; and date services performed. Contractor s Proposed Rate for: Providing Services. Offers shall include a completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items, with its offer. The provision may be accessed at http://farsite.hill.af.mil/. The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition. The following provisions related to FAR clause 52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items (Oct 2010) apply to this acquisition: (a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items: (1) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. 7104(g)). ___Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. 7104(g)). (2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553). (3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78). (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 items: 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g and 10 U.S.C. 2402). 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Oct 2010) (Pub. L. 109-282) (31 U.S.C. 6101 note). 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644). 52.219-8, Utilization of Small Business Concerns (Nov 2016) (15 U.S.C. 637(d)(2) and (3)). 52.219-14, Limitations on Subcontracting (Jan 2017) (15 U.S.C. 637(a)(14)). 52.219-28, Post Award Small Business Program Re-representation (Jul 2013) (15 U.S.C. 632(a)(2)). 52.222-3, Convict Labor (June 2003) (E.O. 11755). 52.222-19, Child Labor Cooperation with Authorities and Remedies (Oct 2016) (E.O. 13126). 52.222-21, Prohibition of Segregated Facilities (Apr 2015). 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246). 52.222-35, Equal Opportunity for Veterans (Oct 2015)(38 U.S.C. 4212). 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793). 52.222-37, Employment Reports on Veterans, (Feb 2016) (38 U.S.C. 4212). 52.222-54, Employment Eligibility Verification (Oct 2015). (Executive Order 12989). (Not applicable to the acquisition of commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513). 52.225-1, Buy American Supplies (May 2014) (41 U.S.C. 10a-10d). 52.225-5, Trade Agreements (Oct 2016) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note). 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O. s, proclamations, and statutes administered by the Office of Foreign Assets Control of the Department of the Treasury). 52.232-33, Payment by Electronic Funds Transfer System for Award Management (Jul 2013) (31 U.S.C. 3332). 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a). (c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, 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 items: 52.222-41, Service Contract Act Labor Standards (May 2014) (41 U.S.C. 351, et seq.). 52.222-42, Statement of Equivalent Rates for Federal Hires (May 2014) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.). (d)  Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this contract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at 52.215-2, Audit and Records Negotiation. (1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and right to examine any of the Contractor s directly pertinent records involving transactions related to this contract. (2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7, Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records relating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made available until such appeals, litigation, or claims are finally resolved. (3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in the ordinary course of business or pursuant to a provision of law. (e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indicated below, the extent of the flow down shall be as required by the clause (i) 52.203-13, Contractor Code of Business Ethics and Conduct (Oct 2015) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251 note)). (ii) 52.219-8, Utilization of Small Business Concerns (Nov 2016) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting opportunities. (iii) [Reserved] (iv) 52.222-26, Equal Opportunity (Sep 2016) (E.O. 11246). (v) 52.222-35, Equal Opportunity for Veterans (Oct 2015) (38 U.S.C. 4212). (vi) 52.222-36, Equal Opportunity for Workers with Disabilities (Jul 2014) (29 U.S.C. 793). (vii) [Reserved] (viii) 52.222-41, Service Contract Act of 1965 (May 2014) (41 U.S.C. 351, et seq.). (ix) 52.222-50, Combating Trafficking in Persons (Mar 2015) (22 U.S.C. 7104(g)). Alternate I (Mar 2015) of 52.222-50 (22 U.S.C. 7104(g)). (x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Certain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.). (xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (May 2014) (41 U.S.C. 351, et seq.). (xii) 52.222-54, Employment Eligibility Verification (Oct 2015). (xiii) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (May 2014) (Pub. L. 110-247). Flow down required in accordance with paragraph (e) of FAR clause 52.226-6. (xiv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and 10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64. (2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses necessary to satisfy its contractual obligations. (End of clause) Other applicable provisions and clauses incorporated by reference: FAR 52.204-7 System for Award Management FAR 52.212-1 Instructions to Offerors Commercial items FAR 52.212-4 Terms and Conditions Commercial items FAR 52.217-5 Evaluation of Options FAR 52.217-8 Option to Extend Services FAR 52.217-9 Option to Extend the Term of the Contract FAR 52.222-41 Service Contract Labor Standards FAR 52.225-2 Buy American Certificate FAR 52.232-33 Payment by Electronic Funds Transfer System for Award Management FAR 52.233-1 Disputes FAR 52.233-4 Applicable Law for Breach of Contract Claim VAAR 852.273-75 Security Requirements for Unclassified Information Technology Resource VAAR 852.203-70 Commercial advertising VAAR 852.237-70 Contractor responsibilities VAAR 852.270-1 Representatives of contracting officers VAAR 852.273-70 Late offers VAAR 852.273-74 Award without exchanges 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with 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 offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/Far/loadmainre.html http://www1.va.gov/oamm/oa/ars/policyreg/vaar/ http://farsite.hill.af.mil/ This announcement constitutes the only solicitation and interested parties are solely responsible for monitoring this solicitation and any amendments thereto. All contractors that intend to participate in the solicitation shall have an active registration with System for Award Management (SAM). If quoters do not have an active SAM account; account registration will be required at the following website. https://www.sam.gov/portal/public/SAM/. All quoters that are SDVOSB or VOSB must be verified through the Vendor Information Pages (VIP). An application and information is available at the following website https://www.vip.vetbiz.gov/. In accordance with VAAR 852.273-74, the Government intends to evaluate proposals and award a contract without exchanges with offerors.  Therefore, each initial offer should contain the offeror s best terms from a cost or price and technical standpoint.  However, the Government reserves the right to conduct exchanges if later determined by the contracting officer to be necessary. Offerors are instructed to submit clear and concise offers which adhere to the following format: Introductory/Response Letter to include brief business history and capability statement (letter not to exceed 3 pages) Technical Ability section shall include a technical performance plan and proof of insurance and bonding. (section not to exceed 5 pages > not including copies of certificates) Past Performance section may include up to five business references with the following: name of business; name and title of point of contact; brief description of services performed; and date services performed (section not to exceed 5 pages) Completed copy of the provision at FAR 52.212-3, Offeror Representations and Certifications Commercial Items (provision may be accessed at http://farsite.hill.af.mil/), if not completed in SAM. Completed Schedule of Rates. Base Year Plus Four- Year Options BASE YEAR ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 0001 800.00 HR $0.0000 $ 0.00 Graphic Design consulting service (not to exceed 800). LOCAL STOCK NUMBER: Graphic Consult Funding/Req. Number: 1 0002 12.00 MO $ 0.0000 $ 0.00 Graphic Subscription LOCAL STOCK NUMBER: Graphic Subscription Funding/Req. Number: 1 GRAND TOTAL $ 0.00 OPTION YEAR ONE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 1001 800.00 HR $ 0.0000 $ 0.00 Graphic Design consulting service (not to exceed 800). LOCAL STOCK NUMBER: Graphic Consult Funding/Req. Number: 1 1002 12.00 MO $ 0.0000 $ 0.00 Graphic Subscription LOCAL STOCK NUMBER: Graphic Subscription Funding/Req. Number: 1 GRAND TOTAL $ 0.00 OPTION YEAR TWO ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 2001 800.00 HR $ 0.0000 $ 0.00 Graphic Design consulting service (not to exceed 800). LOCAL STOCK NUMBER: Graphic Consult Funding/Req. Number: 1 2002 12.00 MO $ 0.0000 $ 0.00 Graphic Subscription LOCAL STOCK NUMBER: Graphic Subscription Funding/Req. Number: 1 GRAND TOTAL $ 0.00 OPTION YEAR THREE ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 3001 800.00 HR $ 0.0000 $ 0.00 Graphic Design consulting service (not to exceed 800). LOCAL STOCK NUMBER: Graphic Consult Funding/Req. Number: 1 3002 12.00 MO $ 0.0000 $ 0.00 Graphic Subscription LOCAL STOCK NUMBER: Graphic Subscription Funding/Req. Number: 1 GRAND TOTAL $ 0.00 OPTION YEAR FOUR ITEM NUMBER DESCRIPTION OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT 4001 800.00 HR $ 0.000 $ 0.00 Graphic Design consulting service (not to exceed 800). LOCAL STOCK NUMBER: Graphic Consult Funding/Req. Number: 1 4002 12.00 MO $ 0.0000 $ 0.00 Graphic Subscription LOCAL STOCK NUMBER: Graphic Subscription Funding/Req. Number: 1 GRAND TOTAL $ 0.00 Grand Total:_______________________________________________________ All sources who believe that they have the experience and capabilities to perform the required services referenced above and detailed in the Statement of Work may submit their detailed quote no later than 4:00pm EST on February 10, 2026, to the following: Sylvia Nobles, [email protected]. Oral communications are not acceptable in response to this notice. See attached document: Statement of Work Statement of Work for Medical Media Graphic Design: Graphic Design Contract Base Period with (4) Option Years Designing of flyers, brochures, posters, newsletters and other graphic design work order request. Most work order request have a 5 working days for completion with the exception of the initial proof of the Annual Report. All Guidelines set forth in the statement of work are required. Required to follow VA Style Guides. All graphic design work must be designed utilizing current Adobe CS Suite in Adobe InDesign or Adobe Illustrator. All patient related work must be made 508 compliant All work order request once complete must be packaged into a file to include all linked graphics and fonts and Indesign File. All design must include white space to avoid a cluttered appearance. Design must remain clean and simple. Keep a consistent file structure so that the files may be easily updated; Include Job # and Date at the bottom or on the back of all designs along (ie: Job # C4999 10-1-2024); Submit Adobe Acrobat file by email for corrections and approvals. Do not create bleeds on any designs unless specified by client. Minimum of .25inches of border on all designs When able: Utilize Master Pages Link all files Utilize Paragraph Styles, Character Styles San Serif for primary text, 14pt text on Patient Education Material (when possible and do not go below 12pt text on Patient Education Materials) Must be able to submit work through email that accessible by the VA Medical Center to upload and download all work order request. Graphics: All graphic that are used in designs will be charged as one flat monthly user rate. When a graphic cannot be found the vendor must contact the VA Medical Center and request that a suitable graphic be produced for the design. Provide monthly invoices and monthly status reports on all work orders. When invoicing include the work order # and the date that the work was done as well as the Invoice includes all work orders requested during the month period. Invoices will be paid based on labor hour, not firm fixed price. It must include a line item for each work order which details the description of the work completed, the time that was used on the request, the hourly billing rate, the total for each line item and the total for the entire bill. Monthly Status reports will include: Estimated date of 1st proof, name of job with work order #, Request Date, 1st Proof date, Business days for completion of 1st proof, 1st Revision Request date, 2nd proof date, Business days for 2nd proof, 2nd Revision request date, 3rd proof date, Business days to complete 3rd proof, Package request date, Package Completion date, Business days to complete package. Estimated quantity of projects per fiscal year = between 60 and 120 work orders Complexity of work Simple flyer to multipage complex Annual Report Single averaged hourly rate to include all levels of graphic designers, web content designers, illustrators, writers and editors. (Blended for all design levels of work) Timeframe 5 working days for completion unless otherwise stated. Types of work to be completed Graphic design Strategic communication products Branding and identity design Web and Social Media graphic Design Flyers Brochures Booklets Newsletters Posters Stickers Buttons Forms Post Cards Poster Sessions Maps Folders Vehicle Wraps Annual Reports Electronic Posters Misc. Software requirements: Most up-to-date Adobe CS Suite Most up-to-date Microsoft Office Poster may be created in Adobe Photoshop, Adobe Illustrator or Adobe InDesign All flyers, brochures, Annual Reports and newsletters must be designed in either Adobe InDesign or Adobe Illustrator. In some cases, work may be required to be created in Microsoft Word or an editable Adobe PDF VA will print the documents in color unless otherwise specified Guidelines: Design pages with enough white space to avoid a cluttered appearance Keep design clean and simple Utilize Master Pages Link all files Utilize Paragraph Styles Utilize Character Styles Utilize San Serif for primary text Utilize 14pt text on Patient Education Material when possible and do not go below 12pt text on Patient Education Materials Do not create bleeds on any designs unless specified. Minimum of .25inches of border on all designs. VA Signature shall be placed at the top of all patient education materials unless otherwise specified. Keep a consistent file structure so that the files may be easily updated Include Job # and Date at the bottom or on the back of the design (ie: # C4999 10-1-2024) Submit file by email for corrections and approvals Provide an email contact for the following: 508, Corrections, New Work Orders, Packaged, Proofs, Building Pictures, Invoices, Status, Logos, Templates Utilize sample brochures, newsletters, handbooks, flyers and Annual Report as templates. Specs: (see additional attachments) Utilize VA Tier 1 Graphic Standards: Foundation for Brand Maintenance and Evolution: https://department.va.gov/style-guide/ . This document is updated regularly and will be provided to contractor when updates are made. Ensure that only approved VA logo and graphic style assets are utilized. These may change and the proper assets will be provided as needed. Copyright All graphics contained in the designs must include copyright permission granted to the VA for unlimited use in that design. The work performed will be as a work-for-hire as defined under the U.S. Copyright Act, Section 101. You are, at any rate, prohibited from claiming copyright protection for this work. All materials supplied to you as well as the work that you produce for VA is the sole property of VA and may not be used for any other purpose. 508 Compliance of all final products output into Adobe Acrobat files (www.section508.gov) Final Design Products to include and packaged with: All source material and linked material All fonts Original layout creation 508 compliant Adobe Acrobat File Subject: Compliance with 13 C.F.R. 125.6 DATE: Contractor Point of Contact Business Name DUNS #: Solicitation Number: 36C24823Q0677 Offerors are required to comply with 13 C.F.R. 125.6. Offerors are to check which block applies: [ ] I certify that no subcontractors are anticipated in performing services under this contract. [ ] I certify that my company and those anticipated subcontractors that are similarly situated, are estimated to receive at least 50% of the value of this contract. I understand that a similarly situated subcontractor must meet the size standard for NAICS assigned by the prime and must be in certified in VIP. Please provide the following information to identify and calculate the cost of the work self-performed and what is subcontracted. Contractor DUNs Number Description of Work COST of work in % ____________________ _______________ _ ____________________________ ____________ ____________________ _______________ _ ___________________________ ____________ ____________________ _______________ _ _____ ____________ ____________ ____________________ _______________ ______________________________ ____________ Total % of value of contract by Prime Contractor ____________ Total % of value of contract by similarly situated subcontractors ____________ WARNING: Severe Penalties for Contractors that violate the Limitations on Subcontracting Rule: If caught during the performance violating the FAR government subcontracting rules or limitations on subcontracting clause under the Code of Federal Regulations 13 C.F.R. 125.6(g), there can be stiff penalties: Whoever violates the requirements set forth in paragraph (a) of this section shall be subject to the penalties prescribed in 15 U.S.C. 645(d), except that the fine shall be treated as the greater of $500,000 or the dollar amount spent, in excess of permitted levels, by the entity on subcontractors. A party's failure to comply with the spirit and intent of a subcontract with a similarly situated entity may be considered a basis for debarment on the grounds, including but not limited to, that the parties have violated the terms of a Government contract or subcontract pursuant to FAR 9.406-2(b)(1)(i) (48 CFR 9.406-2(b)(1)(i)). Contracting Officers may require the contractor to demonstrate its compliance with the limitations on subcontracting at any time during the performance of the contract by having the Contractor provide invoices, copies of subcontracts, or a list of the value of tasks performed. IAW 1001 of Title 18, I certify the above representations are true and correct to the best of my knowledge. _________________________________________________ ____________ (Contractor) Date Return this certification via email to: [email protected]