SOW_EditorialImagesFootage_June 2023.pdf

June 2023

SBU - CONTRACTING AND ACQUISITIONS

STATEMENT OF WORK

Editorial Images, Footage Agreement

U.S. Department of State

Bureau of Diplomatic Security

A. Background and Purpose

The U.S. Department of State’s Bureau of Diplomatic Security (DS) requires a service to provide high-quality editorial photographs and footage on a 24-hour, seven-day a week basis via direct, on-demand Internet download.

The Bureau is responsible for providing a safe and secure environment for the conduct of U.S.

foreign policy. It is the most widely represented U.S. law enforcement and security organization in the world and protects people, property, and information at more than 300 State Department missions around the globe. This agreement will help satisfy a portion of its public affairs/information and curriculum design needs.

Objectives and Scope of Contract

• Immediate, unlimited, and online access to high-quality editorial photographs and video on U.S. foreign policy and current/historical events to be used for classroom use, online and print course material, and for public affairs/information programming and internal U.S. Government security publications for print and electronic distribution—including Internet web pages, posters, exhibits and exhibitions, regular and recurring U.S. State

Department reports, toolkits, social media, articles, magazines and professional journals, pamphlets, books, brochures, internationally taught curriculum with associated learning materials, among other items.

• DS offices that have the above need will pull images from a shared allotment of images and videos.

• DS offices would like to be allotted organizational accounts that could be used by approx.

4-5 people on their teams, at any given time. DS users must have unlimited access/accounts to the website supplying the photographs and multimedia for immediate download. No seat or print run limits.

• Rights-managed photographs and multimedia will not be limited in time (e.g., rights never expire) or distribution (to include both domestic and overseas). DS users will appropriately credit photographs and multimedia sources as industry standard, (i.e., in the images, captions, or credits).

• Broad usage rights that include photographs and multimedia being royalty-free. Usage rights would be for life of contract plus five-years due to record retention requirements.

• Ability to download and edit photographs and multimedia as long as the original intent of the photograph and multimedia is retained. The creative integrity of the photograph or image will be protected.

• Ability to easily and reliably search online for historical, news, editorial, abstract, and creative photographs and multimedia from online databases and libraries.

• Access to photographs in almost real-time with live pictures as news breaks.

Photographs needed for world events (e.g., Olympics), presidential and executive branch cabinet-level travel, major world summits (e.g., U.N. General Assembly, Group of Eight meetings), etc.

• Ability to pull usage reports and query website for information on photo downloads (user who downloaded them, when they were downloaded, and how often an image was downloaded by dates).

• Customer support must be available 24 hours a day and seven days a week.

• Flexibility to download and publish images in any way these offices need over time.

Given the possible long-term nature of this contract (base + four option years), needs and product lines (e.g., posters, articles, infographics, etc.) and their names may shift and evolve. No matter what form the stakeholders’ publication needs take, images will need to be published in any format provided the product is used for government purposes only.

• The U.S. State Department will download photographs and videos for public affairs use, internal government communications (including presentations, newsletters, etc.), law enforcement use, and classroom/curriculum use only.

• No individual photograph or image unattached to or unassociated with a larger publication or curriculum and associated training materials may be distributed by the

Department of State to any news media or commercial photo vendors.

B. Anticipated Monthly Need

DS anticipates the following monthly need: 175 editorial image downloads per month; 75 video downloads per month. A comprehensive breakdown of anticipated monthly use by DS offices is provided in the appendix.

C. Deliverables

In response to this SOW, Vendors should provide the following information:

• Information on the plan that the Vendor believe best satisfies this requirement, including whether multiple accounts can be created, information on the type of editorial images its service provides, and information on the search functionality within its system.

• Annual pricing of the plan, broken down by a base year and four option years.

• A designated POC who DSS Public Affairs (DS/DSS/PA) can notify when the solicitation is advertised.

• Information on the breadth and depth of the database of assets as it concerns to foreign policy and current/historical events relevant to the Bureau of Diplomatic Security; and,

• Information on approximately how often per quarter their site is down for maintenance or due to anomalous incidents.

During the proposal evaluation phase, the Bureau's technical evaluation team would like to do a two-week demo of each respondent’s platform. Please provide relevant access links and tutorials on how to use your service.

D. Evaluation Criteria

The Government will evaluate:

• the Vendor's database of editorial assets to ensure it spans the adequate historical time frame (at minimum 1916-Present);

• how the Vendor anticipates providing uninterrupted access to the Department of State;

• how the Vendor's database of editorial images and footage capture the relevant subject matter (i.e., U.S. foreign policy and current/historical events);

• the Vendor's database search functionality. For example, how intuitive/easy to use and reliable it is; and

• the Vendor’s ability to satisfy all other requirements articulated in the Objectives and Scope of Work section of this Statement of Work.

E. Contracting Officer’s Representative (COR) and Point of Contact (POC):

The COR will be determined at the time the contract is awarded. This contract will be managed by DS/DSS/PA. Anthony Bootz (BootzA@state.gov) will be the primary point of contact on this contract.

C. Period of Performance (POP):

The period of performance for this contract is one year from the date of award with four option years, subject to the needs of the Department of State and adequate funding. Performance shall begin on or before 10/16/2023. The actual dates of the option periods will be defined at the time of the award. Option periods must be “exercised” by the Department prior to the completion of the latest (current) period of performance.

APPENDIX:

Office Monthly Need Uses

Public Affairs

(DS/DSS/PA)

Images: 50 downloads;

Footage: 25 downloads

Email Newsletter (Internal); Exhibits;

Presentations (PowerPoints); Print

Publications (Brochures, Pamphlets, etc.);

Reports; Social Media; Webpages (External)

Office of Antiterrorism Assistance (T/ATA)

Images: 50 downloads;

Footage: 50 downloads

Email Newsletter (Internal); Exhibits;

Presentations (PowerPoints); Print

Publications (Brochures, Pamphlets, etc.);

Training Materials; Reports; Webpages (Internal) mailto:BootzA@state.gov

Rewards for Justice

(TIA/RFJ)

Images: 25 downloads Social Media; Webpages (External);

Presentations (PowerPoints)

Intelligence and Threat Analysis TIA/ITA)

Images: 25 downloads Email Newsletter (External); Email Newsletter (Internal); Print Publications (Brochures, Pamphlets, etc.); Reports;

Webpages (Internal); Webpages

(External)

Overseas Security Advisory Council

(DSS/OSAC)

Images: 25 downloads Social Media; Reports

Total Monthly Images 175

Total Monthly Footage 75

Total Annual Images 2,100

Total Annual Footage 900