(1) Statement of Work 6_9_20.docx

Statement of Work Photography Services for Student Recruitment U.S. Coast Guard Academy, Admissions Division

1.0 SCOPE: The Admissions Division of the U.S. Coast Guard Academy seeks an experienced professional higher education photographer to capture images for use in print and digital recruiting media. A long-term, highly collaborative partnership is sought in order to ensure consistency, brand fidelity, and alignment with enrollment objectives that are achieved over time through visual media.

1.1. Contractor shall provide all equipment, technology, technical expertise, transportation, labor, supervision, certifications, licenses, parts and materials in order to carry out these requirements.

1.2. Period of Performance. Date of award plus 12 months, with optional periods of one year each for four additional years. Work performed will be defined in task orders issued by the Government. The Contractor will prepare an estimate for the work describe in the task order, based on agreed upon labor rates, travel expenses, materials, and subcontracting costs.

1.3. Contractor Personnel.

1.3.1 Qualified Personnel. The Contractor shall provide qualified personnel to perform jobs.

1.3.1.1 Lead Photographer. The lead photographer assigned to a job must have at least six years (defined as September to May) of prior experience principally employed as a higher education photographer by colleges and universities in the United States, and at least two years of prior experience working with the design firm(s) of the higher education client. Lead photographer shall demonstrate the following knowledge, skills and abilities:

a. Understanding client brand, enrollment goals, and project objectives

b. Helping colleges differentiate from competitor institutions

c. Formulating and recommending creative approaches to achieve objectives

d. Scheduling and carrying out the schedule to get the most from allotted time

e. Developing a shot list

f. Shot composition

g. Adjusting plans based on local conditions

h. Recognizing spontaneous opportunities

i. Planning for contingencies

j. Selecting subjects

k. Quickly establishing rapport with subjects in order to achieve creative goals

l. Familiarity with military educational environments, military customs and courtesies

m. Working effectively with the client and the staff of the client’s design firm

n. Editing and storing images

1.3.3 Citizenship. All Contractor employees and subcontractors performing work shall be citizens or lawful residents of the United States.

1.3.4 Employee Identification. All Contractor employees performing work shall carry and when required, present for inspection, REAL ID Act compliant identification.

1.3.5 Employee Conduct. Contractor employees shall present a professional appearance at all times and their conduct shall not discredit the United States, the Department of Homeland Security, or the United States Coast Guard.

1.3.6 Removing Employees for Misconduct or Security Reasons. The Government may, at its sole discretion, direct the Contractor to remove any Contractor employee or subcontractor from U.S. Coast Guard facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under this Contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee or subcontractor.

1.3.7 Background Checks. Access to some Government facilities will require a successful background check. A pre-award criminal background check will be conducted by the Government. Contractor employees and subcontractors who must access Government facilities requiring a background check shall submit the required information to perform the background check in a timely manner.

1.3.8 Kickoff Meeting. Within ten days of award, the Contractor / Lead Photographer and Contracting Officer’s Representative will conduct a kickoff meeting to review the contract, enrollment goals, brand pillars; and schedule work. The kickoff meeting will take place at the Coast Guard Academy and include an orientation tour.

1.3.9 Images captured for the Government are considered Government property from the point of origin and may not be used for any purpose other than that which is specified contractually and approved by the Contracting Officer’s Representative. If the Contractor maintains a web site to develop the business, the Contractor may post approved images in a manner consistent with the purpose of the website.

1.3.10 The Contractor will invoice the Government at the end of each photo shoot and must maintain registration in SAM.GOV.

1.3.11 Travel. Travel is required. Reimbursement will be made at prevailing per diem rates set by the Government Service Administration. See https://www.gsa.gov/travel/plan-book/per-diem-rates. Travel plans will be submitted to the Contracting Officer’s Representative for advance approval.

2.0 GOVERNMENT FACILITIES AND UTILITIES.

2.1 Places of Performance. Places of performance will include the U.S. Coast Guard Academy in New London, CT, and other locations in the United States and overseas. Contractor employees and subcontractors required to travel overseas must have a valid passport. Task orders may specify overnight lodging aboard a U.S. Coast Guard vessel at sea.

2.2 A Government representative will accompany the Photographer on all shoots at all times.

2.3 A Government representative will normally identify photography subjects in advance and will work collaboratively with the Contractor to set schedules. The Government will arrange for access to Government facilities.

2.4 Government Transportation. The Government may provide ground transportation at U.S. Coast Guard Academy to move personnel and equipment from one site to another subject to the availability of vehicles. The Government may provide transportation aboard Government vessels and aircraft when commercial means are unavailable.

2.4.1 Upon request, the Contractor will provide technical data concerning equipment the Contractor intends to carry aboard Government aircraft.

3.0 MATERIALS AND LOCATIONS.

3.1 The Contractor will provide all materials required to meet requirements.

3.2 The Government will loan an approved storage device for delivery of images that will be transferred to Government systems.

3.3 Contractor employees shall be required to board Government boats, ships, and aircraft to perform work. The Government will provide Personal Protective Equipment such as life vests, helmets, harnesses and hearing protection in accordance with Service regulations. Contractor employees are required to wear and use these items when so directed.

4.0 SCHEDULE OF WORK. Work will normally take place as 8-12-hour days between the core hours of 6 AM and 8 PM. Lunch breaks (30 to 90 minutes) and rest breaks (10 to 30 minutes) will be arranged by mutual consent between the Lead Photographer and the on-site Government representative.

5.0 WORK CONDITIONS.

5.1 The Contractor will accept work sites as is.

5.2 Contractor employees assigned to a shoot will encounter physically demanding conditions that may require climbing, hoisting, lifting, stretching, hours of walking; exposure to heat, humidity, cold, rain, wind, ice, snow, and noise. Contractor employees may be required to board a vessel from a boat, climb a ladder, or film from government helicopters and fixed wing aircraft.

5.3 Timely access to medical care will be limited or unavailable aboard Government vessels.

6.0 SITE VISITS. As part of the creative planning process for a shoot, the Contractor may request a site visit in advance. Site visits will normally be scheduled the day before a shoot starts.

7.0 SAFETY. The Contractor is responsible for the safety of Contractor employees. If the Contractor determines that a site or proposed shot is unsafe, the Contractor must advise the on-site Government representative as soon as possible.

8.0 GOVERNMENT FACILITIES AND REGULATIONS. The Contractor will adhere to and obey all facility regulations when aboard Government installations.

9.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR). The following Government employees will serve as the Technical Advisor and Government Representative to coordinate work issued by task order, accompany Contractor employees during photography shoots, approve deliverables and verify invoices.

Susan Bibeau, Associate Director of Admissions for Marketing William Anderson, Marketing Assistant

10.0 TECHNICAL REQUIREMENTS.

10.1 Still photography. Capture digital images to achieve the creative objectives specified in each task order.

10.1.1 Review images periodically with COR during capture to ensure acceptability.

10.2 Videography. Capture High Definition B-roll as specified in each task order. Sound recordings may or may not be required. If required, a camera recording device is sufficient.

10.3 Planning.

10.3.1 Initial Planning Meeting. On receipt of a task order review the job with the COR and if directed, the Government’s design firm to establish creative objectives, identify sites, subject selection, schedules, travel plans.

10.3.2 Pre-shoot meeting. No more than five days prior to a shoot, review plans with the COR to confirm the schedule, address contingencies, and coordinate roles and responsibilities.

10.3.3. Contingencies. Identify risks that could lead to cancellation or disruption of the shoot and take reasonable steps to minimize these risks.

10.4 Editing and Delivery.

10.4.1 Edit images after shoot to create a portfolio that achieves the goals specified by the Government.

10.4.2 Deliver images to COR using Government furnished storage device and/or project management platform. Deliver duplicate copy to design firm using Contractor furnished storage device and/or design firm project management platform.

10.4.3 Delivery deadlines will be specified by task order and will allow at least two weeks (14 days between return to Contractors work site and date of shipment).

11.0 DIRECTIONS TO OFFERORS. Please provide the following:

· Statement of capabilities and approach, which can be satisfied by Contractor’s website in lieu of a written document

· Resume of the Lead Photographer

· Three references consisting of higher education clients for whom similar work was performed in the last two to four years (Government will contact references)

· One design firm reference (Government will contact reference)

· Two portfolios that illustrate the ability to plan and carry out photography shoots that satisfy client requirements. (Images may be assembled online or sent on a storage device. Storage devices will be returned.) Note the following:

· Name or type of institution sponsoring the project

· Enrollment goals or brand position supported by the project

· The creative objectives of the project and how they were established

· Description of the planning process used and degree of collaboration with the college or university and how it affected the shoot

· The shooting schedule if copy is available; if not, a description (hours, subjects/settings, locations)

· Portfolio of images or video captured

· If challenges or opportunities presented during the shoot, how these were addressed

· Examples of how the client used the imagery