20210427_PWS_RFI_version.pdf

PERFORMANCE WORK STATEMENT (PWS)

Defense Language Institute Foreign Language Center Audio-Visual Services

May 4, 2021

1. GENERAL:

1.1. Description of Services/Introduction: This is a non-personal services contract to provide Audio Visual products and services. The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform the services defined in this PWS except for those items specified as Government furnished property and services. The Contractor shall perform to the standards in this contract.

1.2. Background: The Presidio of Monterey is home to the DLIFLC. The emphasis of DLIFLC is to provide foreign language instruction in support of national security requirements relevant to the Army’s interests, as well as to the interests of other Department of Defense organizations.

1.3. Objectives: Deputy Chief of Staff for Operations (DCSOPS) Visual Information’s mission is to provide Audio-Visual support to the USAG, DLIFLC and Ord Military Community (OMC).

1.4. Scope: Audio and Visual Support of the Defense Language Institute and the Presidio of Monterey. Services include: Still Photography Products and Services, Video Products and Services, Audio Products and Services, Audio Visual Equipment Maintenance and Repair and Presentation Services. The Contractor shall accomplish

1.5. Period of Performance: The period of performance shall be for one base period of 12 months and one 12-month option.

1.6. General Information

1.6.1. Quality Control: Quality Control is the responsibility of the contractor. The Contractor is responsible for the delivery of quality services/supplies to the Government (see FAR 52.246-4, Inspection of Services – Fixed-Price).

The Contractor shall develop, implement and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action

DRAFT

procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The QCP shall be provided to the Contracting Officer (KO) and contract specialist via e-mail within 10 business days of the performance start date (PSD). The Government will accept, or return the QCP for revision within 10 business days. Any change to the QCP after initial acceptance requires the review and acceptance by the KO.

1.6.2. Quality Assurance: The Government will evaluate the contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan.

This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed IAW the requirements of the contract.

1.6.3. Federal Government Holidays:

New Year’s Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

1.6.4. Hours of Operation: The contractor is responsible for conducting business while the facility is open, between the hours of 0745 – 1645, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6.5. Place of Performance: The work to be performed under this contract will be performed at Government facilities, and local events within a 30 mile radius of the Presidio of Monterey. All Contractor employees shall abide by local guidance, at each installation, as it pertains to face coverings, physical distancing, and quarantine policies.

Any unknowns or uncertainties will be resolved with the KO or COR for questions or concerns.

1.6.6. Security Requirements: Contractor personnel (to include subcontractors) performing work under this contract must have a favorable background investigation to access the non-classified internet protocol router network (NIPRNET).

1.6.6.1. Physical Security: The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.6.6.2. Key Control (If applicable): The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the QCP. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the

COR.

1.6.6.2.1. In the event keys are lost or duplicated, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the contractor.

1.6.6.2.2. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the KO.

1.6.6.3. Lock Combinations (If applicable): The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the contractor’s QCP.

1.6.6.4. Key-pad Access Control (If applicable): The Contractor shall establish and implement methods of making sure all key-pad access control numbers issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No key-pad access control numbers issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key-pad access number control that shall be included in the QCP. The Contractor shall immediately report any occurrences of compromised key-pad access control numbers to the Contracting Officer’s Representative (COR). The Contractor shall prohibit the use of Government issued key-pad access control numbers by any persons other than the contractor’s employees. The Contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.6.7. Special Qualifications: Not applicable.

1.6.8. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity IAW Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The KO, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. In progress reviews (IPR) will be held at least quarterly (each 3rd month, counting from the performance start date). At a minimum, the KO, COR, and contractor lead shall attend these IPRs. At these meetings the Government will apprise the contractor of how the Government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the Government.

1.6.9. Key Personnel: Certain experienced professional and/or technical personnel are essential for successful accomplishment of the work to be performed under this contract. These "Key Personnel" are identified by name within the contractor’s proposal and their resumes were submitted for evaluation during the source selection process.

The contractor agrees that such personnel shall not be removed or replaced within the performance of this contract unless the following measures are taken:

If one or more of the key personnel, for any reason, becomes or is expected to become unavailable for work under this contract for a continuous period exceeding 15 work days, or is expected to devote substantially less effort to the work than indicated in the proposal or initially anticipated, the contractor shall, subject to the concurrence of the KO or COR, promptly replace personnel with personnel who possess equal, or better, qualifications as the original employee.

All requests for approval of substitutions hereunder must be in writing and provide a detailed explanation of the circumstances necessitating the proposed substitutions. The request must contain a resume for the proposed substitute, and any other information requested by the KO or COR. The KO or COR must concur in writing with the change.

If the KO or COR determines that suitable replacement of Key Personnel is not timely, or that the resultant reduction of productive effort would be so substantial as to impair successful completion of the contract, the KO may terminate the contract for default or for the convenience of the Government, as appropriate, or make an equitable adjustment to the contract to compensate the Government for any resultant delay, loss or damage.

The Government has identified the following positions as “Key Personnel”, and the qualifications and experience requirements shall be met:

1.6.9.1. Project Manager: The Contractor shall provide a Project Manager who shall be responsible for the performance of the work. The name of this person and an alternate shall be designated in writing to the KO. The Project Manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The Project Manager or alternate shall be available between 0745 - 1645, Monday thru Friday except Federal holidays or when the Government facility is closed for administrative reasons. The required qualifications for these positions are: The Project Manager and Alternate shall have 24 semester hours in mathematical, engineering, and/or quantitative analysis courses; 15 or more years cost analysis experience; and familiarity with Defense Department Data Sources (e.g. cost and software data reporting, EVM), 1.6.10.2 Systems Administrator, The Systems Administrator must have a high degree of expertise with the following systems/protocols: Microsoft Server 2000 and XP operation and administration, and Network Administration.

1.6.10. Identification of Contractor Employees: Personnel entering the Presidio of Monterey are required to possess a Defense Biometric Identification System (DBIDS) security clearance. The Contractor (to include subcontractors) shall provide information and forms required to obtain a Biometric Identification System (BIDS) identification card for its employees. Government will issue Government Identifications (ID) cards to the Contractor for its personnel working under this contract without charge. ID Badges shall be worn at all times during which the employee is performing work under this contract.

Each Contractor (to include subcontractors) employees shall wear the ID Badge in a conspicuous place on the front of exterior clothing and above the waist except when safety or health reasons prohibit. The Contractor (to include subcontractors) shall be responsible for collection of ID Badges upon completion of the contract or termination of employee. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. Lost, stolen, or broken cards are to be reported immediately to the COR. Personnel leaving the Contractor’s service shall turn in ID cards to the COR upon the employee’s last day of work. Failure to surrender the ID card shall result in a monetary reduction to the contract. The current threat level will be posted at the PVT Bolio Gate to ensure awareness of the current threat level. All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.6.11. Supervision of Contractor Employees: The Government will not exercise any supervision or control over contractor employees while performing work under the contract. Such employees shall be accountable solely to the contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor and/or subcontractor employees.

1.6.12. Contractor Travel: Not applicable.

1.6.13. Other Direct Costs: Not applicable.

1.6.14. Organizational Conflict of Interest (OCI): The KO has not identified any OCIs inherent to this requirement. It is the offeror’s responsibility to notify the KO, prior to submission of proposals, if a potential OCI is identified.

1.6.15. Anti-Terrorism (AT) Level I Training. See DFARS 252.204-7004.

1.6.16. Access and General Protection/Security Policy and Procedures. The Contractor and employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. The contractor’s workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.16.1. Contractors Requiring a Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

1.6.16.2. Contractors Not Requiring a CAC but Require Access to a DoD Facility or Installation. Contractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190- 13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.17. AT Awareness Training for Contractor Personnel Traveling Overseas. Not applicable.

1.6.18. iWATCH Training. The Contractor shall brief all employees on the local iWATCH program (training standards provided by the requiring activity’s ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of the PSD and within 30 calendar days of new employees commencing performance with the results reported to the COR no later than (NLT) 15 calendar days after completion of training.

1.6.19. Access to Government Information Systems. All contractor employees with access to a Government info system shall be registered in the Army Training Certification Tracking System (ATCTS), and shall successfully complete the DoD Information Assurance (IA) Awareness prior to gaining access to the IS and annually thereafter. DoD IA training is available at https://ia.signal.army.mil/DoDIAA/default.asp.

1.6.20. Operations Security (OPSEC) Standing Operating Procedure (SOP)/Plan. Not applicable.

1.6.21. OPSEC Training. Per AR 530-1, Operations Security, all contractor employees shall complete Level I OPSEC training within 30 calendar days of their reporting for duty. All contractor employees shall complete annual OPSEC awareness training. The contractor shall submit certificates of completion for each affected contractor employee to the COR within 15 calendar days after completion of training by all employees. This training is available at http://www.cdse.edu/catalog/elearning/GS130.html.

1.6.22. Information Assurance (IA)/Information Technology (IT) Certification. Not applicable.

1.6.23. Threat Awareness Reporting Program (TARP). Not applicable.

2. DEFINITIONS AND ACRONYMS:

2.1. Definitions:

Audio. Relating to production, reproduction, and recording of sound, especially the sound portion of visual information production project (e.g., audiotape, disc, motion picture, videotape, and slide/tape multi-media).

Audio-Visual Production. An Audio-Visual production is distinguished from other visual information productions by the combination of sound and motion media in a self-contained, complete presentation, developed according to a plan or script for the purpose of conveying information to, or communicating with an audience.

An Audio-Visual production includes, but is not limited to photography, processing, duplication, sound and video recordings, instrumentation recording, and film to video transfers, editing, scripting, design, and preparation of graphic arts.

Captions. Information prepared to accompany (which may be affixed) still, motion picture photography, original artwork, video and audio recordings as defined in AR 25-1 as amended and supplemented.

Cinematography.

a. Photography in which a series of photographs of uniform size are taken so that the motions of the subject can be recreated by rapid sequential viewing.

https://ia.signal.army.mil/DoDIAA/default.asp http://www.cdse.edu/catalog/elearning/GS130.html

b. The entire complex of activities, which are involved in the staging, direction, photography, editing, and presentation of motion pictures.

Combat Documentation. Operational documentation covering air, sea, and ground actions of armed forces in combat and combat support operations, and in related peacetime training activities such as exercises, war games, and operations.

Combination Media. Includes filmstrips, sound slides, sound filmstrips, multimedia and multi-image presentations, instructional kits, and packages utilizing VI media. It does not include still photography and graphic arts unless combined with other media.

Communicating Device. Equipment or device, with optional or integral electronics, capable of transferring information electronically to another device, exclusive of media transfer.

Computer Generated Audio-Visual Products. An Audio-Visual product (e.g., graphic art, still or motion photography, video recording, etc.) or service (e.g., video distribution, etc.) created with automation or data processing equipment designed primarily for that purpose.

Contact Sheet. An image impression on a one-to-one basis used to check and review still photography materials prior to selection and printing.

Contracting Officer: A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings. Note: The only individual who can legally bind the Government.

Contractor: A supplier or vendor awarded a contract to provide specific supplies or services to the Government. The term used in this contract refers to the prime.

Controlled Areas. Any specifically designated building, area or structure containing Army resources which are lucrative targets for theft, compromise, or destruction and to which entry must be limited in order to provide more than routine protection.

Defect. An item that does not meet the established standard or specification and/or detracts from the intended use or performance of the product. Items with major defects will be classified as reject items.

Defective Service: A service output that does not meet the standard of performance associated with the PWS.

Deliverable: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

Devices. Training devices or equipment used to provide realistic substitutions to enhance training proficiency including both fabricated and commercially procured models, mock-ups, cutaways, simulators, displays, and other training devices.

Electronic News Gathering. A form of electronic journalism. The application of a portable video system to record newsworthy events.

Equipment Maintenance. Includes all forms and levels of equipment upkeep from simple preventive maintenance and cleaning, through complete inspection, assembly, repairs, corrosion control, reassembly, adjustment and calibration, as applicable.

Film Clip. A single assembly of motion picture footage (usually documentary) in continuity without editorial and special effects, and generally without audio. Single titles may be used for identification purposes.

Freedom of Information Act. Establishes a right for individuals to request and obtain records from the Government subject to specific restrictions.

Government Furnished Property (GFP) or Government Property (GP): Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Loan, Work, and Maintenance Orders: DA Form 3903 (Visual Information Work Order), DA Form 4103 (Visual Information Product Loan Order), DA Form 3161 (Issue/Turn-in), and DA Form 2407 (Equipment Inspection and Maintenance Worksheet).

Magnetic Media. A variety of magnetically coated materials used by processing equipment for storage and manipulation.

Master. A product put together for purpose of duplication. An original audio or video tape recording (first generation). Also a VI record and not necessarily a deliverable product.

Motion Media. A series of images, viewed in rapid succession, giving the illusion of motion, obtained with motion picture photography or videography.

Multimedia. More than one visual information medium used in a single communication, either sequentially or simultaneously. The media involved are packaged separately and are synchronized to the progress of the time- based component (usually audio).

Multimedia includes such media as: separate film strips, slides or transparencies and audio cassettes or cartridges; sound-on slides; or combinations of motion picture films, slides, and audio tapes. Motion picture films, videotapes, computer generated images with integral sound tracks are not considered multimedia when used alone.

Photographic Services. IMCOM Photographic services include location, studio photography, processing, prints and 35mm slides, urgent copy, and other miscellaneous photographic support.

Photography (Still). IMCOM Studio and DLIFLC, IMCOM location photography.

Includes assignment photography, awards and ceremony photography, portraits, passport, application and naturalization photography.

Photojournalism. Conveying a story through still photography of a significant DOD event. Photojournalism normally supports the news media or internal DOD publications.

Physical Security: Actions that prevent the loss or damage of Government property.

Pictorial. A generic term pertaining to still and motion picture photography, television, and the distribution and utilization of Army motion pictures, still pictures videotapes, filmstrips, and transparencies.

Preventive Maintenance. Work performed to inspect, clean, lubricate, repair, and keep in proper operating condition all Government Furnished Property for which the Contractor is responsible for maintaining. This work also includes any and all proper and necessary actions to reduce wear and tear and prolong Government Furnished Property useful life.

Privacy Act. Establishes an individual's right to privacy and right to request access to and amendments of records maintained on them which are contained in systems of records subject to specified restrictions as defined in Army Regulation 340-21 as amended and supplemented. Pull Data. Expiration date of item of supply.

Quality Assurance: Various functions, including inspection, performed by the Government to determine whether a contractor has fulfilled the contract obligations pertaining to quality and quantity.

Quality Control: All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

Reproduction/Duplication. The making of audio or visual copies from an earlier generation of VI materials. Includes making duplicate and master preprint and intermediate printing, and recording materials and copies for all uses. Includes all copies beyond the original or master copy.

Report of Survey. A Department of Army procedure for recording the circumstances concerning the loss, damage, or destruction of Army property in accordance with AR 735-5 as amended and supplemented.

Shelf Life. The period of time an item can be stored until its useful value has expired.

Stock Footage/Materials. Those visual information products previously originated or generated which are obtained from a depository or other (internal or external) source for use in the generation, production, or development of a new visual information product (usually a visual information production project).

Sub-master. Open reel or cassette audiotape reproduced from an edited master tape and configured for high- speed duplication. A one-to-one un-spliced copy recorded in real time. Also Work-master.

Video. Electronic recording and playback of imagery.

Video Clip. A single assembly of video recordings (usually documentary) in continuity without editorial and special effects, and generally without audio. Single titles may be used for identification purposes.

Videography. The use of video technology to record, store, distribute, duplicate and transmit analog or digital information.

Visual Information Ordering Site (VIOS). A web-based application for submission of Visual Information work orders

Work Day. The number of hours per day the Contractor provides services in accordance with the contract.

Work Week. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. Acronyms:

AR Army Regulation CAP Corrective Action Plan CDR Contract Discrepancy Report CFR Code of Federal Regulations COMDOC Combat Document CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf CPARS Contract Performance Assessment Reporting System DA Department of the Army DAVIS Defense Automated Visual Information System DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DLIFLC Defense Language Institute Foreign Language Center DMDC Defense Manpower Data Center DoD Department of Defense

DPTMS Directorate of Plans, Training, Mobilization and Security ENG Electronic News Gathering FAR Federal Acquisition Regulation FOIA Freedom of Information Act GFF Government-Furnished Facility GFP Government-Furnished Property GP Government Property HIPAA Health Insurance Portability and Accountability Act of 1996 IAW In Accordance With KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs OMC Ord Military Community PIPO Phase-In/Phase-Out POC Point of Contact PRS Performance Requirements Summary PSD Performance Start Date PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QC Quality Control QCP Quality Control Program TE Technical Exhibit USAG United States Army Garrison VIOS Visual Information Ordering Site

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services:

Refuse Collection and Janitorial Service. The Government will provide a like level of support provided other building tenants through a contract. The Contractor shall transport large refuse from Contractor facilities to the dumpsters. The Contractor shall contact the Government if the dumpsters are full or if rodent infestation is observed. The Contractor may place non-hazardous trash, excluding recyclable material in the dumpsters. No material considered to be hazardous will be disposed of in these dumpsters. The Contractor shall comply with ongoing DLIFLC & POM recycling initiatives. The Government will provide custodial services to the Contractor as specified in the existing custodial contract available in the Technical Library.

Police and Fire Protection. The Government will maintain police and fire protection within the confines of DLIFLC & POM

3.2. Facilities (If applicable): The Government will provide the necessary workspace for up to _____ contractor employees to provide the support outlined in the PWS to include desk space, telephones, computers, and other items necessary to maintain an office environment.

3.3. Utilities: The Government will provide all utilities associated with paragraph 3.2 for the contractor’s use in performance of tasks outlined in this PWS. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.4. Equipment: See Technical Exhibit 6. Additionally, IAW FAR Part 45.000(b)(5):

Equipment is not considered true Government property when it is incidental to the place of performance, when the contract requires contractor personnel to be located on a Government site or installation, and when the property used by the contractor within the location remains accountable to the Government. Items considered to be incidental to the place of performance include, for example, office space, desks, chairs, telephones, computers, and fax machines. The Contractor shall use Government property only for performing this contract, unless otherwise provided for in this contract or approved by the KO. Modifications or alterations of Government property are prohibited. Contractor personnel may be required to sign for electronics equipment provided herein.

3.5. Materials: Not applicable

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials: See paragraph 4.1, above.

4.3. Equipment: The Contractor shall have sufficient equipment available to perform all elements of the PWS, whether Government-furnished equipment (GFE), Contractor-furnished or via subcontract. The Contractor shall provide vehicles to support requirements of the PWS. Any Contractor- furnished vehicles shall have the company name prominently displayed on both sides of the vehicle, and present a neat, professional appearance. Contractor- furnished vehicles used for transporting hazardous materials shall have the appropriate safety equipment installed IAW Army Regulation 385-55, and all other applicable Local, State and Federal regulations.

All Contractor-furnished vehicles and equipment used in the performance of this effort shall meet all Local, State, and Federal safety and environmental requirements.

Contractor-furnished vehicles and equipment found to be unsafe shall be removed from the Installation and replaced at the Contractor’s expense. The Contractor shall not use any Government-owned tools, materials, or parts to maintain Contractor-furnished vehicles and equipment. The COR may inspect the Contractor-Furnished vehicles and equipment at any time and direct the removal of any unsafe or objectionable vehicle/equipment from the Installation.

5. SPECIFIC TASKS:

5.1. Task 1, Still Photography Products and Services: The Contractor shall provide digital still photography services for IMCOM studio and all location photography and urgent copy, printing, and other miscellaneous still photography support. The Contractor shall ensure photographers are present at time specified in the work order and in appropriate attire commensurate to the work or task being performed for location photography appointments. The contractor shall operate the photo studio continuously during normal business hours for official studio photography appointments. These appointments shall be scheduled via the Visual Information Ordering Site (VIOS).

Contractor shall also accept walk-in requests if the schedule permits.

5.1.1. Task: The Contractor shall provide photographic products and services to include, but not limited to, shooting and processing of digital, black and white or color films, production or reproduction of proofs and duplicates of prints and slides. Typical requirements are for news assignments, awards and decorations, cultural displays, group pictures, accident and investigative photographs, and documentation of structural and architectural subjects, such as building or construction projects, classrooms, and language laboratories. Multiple set-ups and supplemental, multiple, or model lighting may be required. The Contractors shall provide still photo support for briefings to include students in the classrooms, students performing language exercises in the field (Joint Language Training Exercise) within a 30 miles radius, and teachers in action in the classrooms using technology.

5.1.2. Deliverable: The Contractor shall furnish official military black and white or color photographic prints or digital images. The Contractor shall upload official photographs to the applicable web-based site as required. Thirty (30) copies of each photograph are the maximum to be provided by the Contractor unless changes to the maximum quantity is requested and coordinated with the COR. The Contractor shall make two (2) exposures per subject and the Contractor shall select the image to be printed. The Contractor shall notify the customer when prints are ready for pick-up within one (1) working day of print availability. The Contractor shall provide photography support and captions in accordance with AR 25-1.

5.1.3. Estimated Frequencies:

Category Code Category Unit Monthly

Estimate Annual Estimate

4A Photo Print Each 384 4,608 4B Studio

Photography Image 1,022 12,264

4C Location Photography

Session 1,500 18,000

5.1.4. Standard: The Contractor shall provide still photography products that are clear, sharply focused, acceptably lighted, subject(s) well-composed, and that meet the work order requirements.

5.2. Task 2, Video Products and Services: The Contractor shall provide live video recording of events to include but not limited to ceremonies, guest speakers and training. The recordings typically last between 30-90minutes The Contractor shall record video in digital format unless otherwise specified on the work order. The Contractor shall perform editing and titling for identification. The Contractor shall provide lighting if required. The Contractor shall coordinate with the requestor before the event to survey the location for electrical power availability, background setting and to determine if visuals, charts or graphs are to be used. The Contractor shall set up microphone if required for audio recording on the video. The Contractor shall record and edit productions using one or more sources, and edit into a finished product. The Contractor shall provide for the audio recording and tone (control) track. The Contractor shall storyboard and include sketches for live action, art and animation sequences that are a part of a final script. The Contractor shall produce in various formats to include but not limited to Compact Disc or Digital Versatile Disk (DVD).

5.2.1. Deliverable: The Contractor shall set up equipment and be ready to record fifteen-minutes (15) before the start time of the event. The Contractor shall provide full production to include, but not limited to treatment, recording, photography, production, music, sound and other effects, copyright, releases, clearances, post production and embellishments. The Contractor shall edit scripts, select, direct and coach talent, select appropriate analog and/or digital audio and video media, stock materials and use whatever equipment is required to support the production.

5.2.2. Estimated Frequencies:

Category Code Category Unit Monthly

Estimate Annual Estimate

5C Video Documentation

Event 25 300

5D Video Production

Each 3 36

5E Video Edits Media 50 600

5.2.3. Standard: The final product shall be of professional quality and standard, to include the video having proper and correct lighting, camera focus, accurate color rendition, editing that result in smooth video transition and continuity, and audio tracks that are properly leveled and normalized.

5.3. Task 3, Audio Products and Services: The Contractor shall provide audio and sound products, information and services including sound reinforcement, amplification, recording, playback and distribution services support.

5.3.1. Studio Recording. The Contractor shall provide technical personnel for studio recording and operation. The Contractor shall supervise and operate audio recording studios and related equipment. The Contractor shall provide technical personnel, technical guidance, microphone placement, studio technique, timing and electronic editing, and monitoring of audio quality, microphone levels and voice quality during entire recording session.

5.3.2. Conversions. The Contractor shall convert analog audio recordings to digital format. The Contractor shall filter, compress, and write to CD or other media as specified by the work order.

5.3.3. Edit Version. The Contractor shall provide an edit version on CD unless otherwise specified on the work order after completion of each recording session.

5.3.4. Editing. The Contractor shall incorporate music and sound effects into the recording during or in post-production as directed by the requestor. The Contractor shall digitally edit all recordings to remove uncharacteristic sounds, i.e., pops, lip smacks, paper noise, etc. The Contractor shall record all pauses required by requestor with “studio sound” not “blank” data. The Contractor shall insert blank data space at the beginning and end of all recordings unless otherwise specified by the requestor. The Contractor shall record in English the lesson, module, and volume, exercise number with audio fade-out; not “end of tape”. The Contractor shall conduct live auditions for individuals intending to record materials and advise the individual on the suitability of their voice for producing audio recordings. The Contractor shall assemble and edit audio testing materials as directed by the requestor. The Contractor shall edit not later than three (3) working days after each recording session.

5.3.5. Estimated Frequencies:

Category Code Category Unit Monthly

Estimate Annual Estimate

3A Studio Recording

Session 50 600

3B Audio Recording Edit

Session 50 600

5.3.6. Standard: High quality sound, of uniform levels, and free of extraneous noises and distortions.

5.4. Task 4, Audio Visual Equipment Maintenance Installation and Removal:

5.4.1. Preventative Maintenance: The Contractor shall provide preventive equipment system maintenance and repair of all equipment, both Government-furnished used to perform this contract.

5.4.2. Equipment Installation: The Contractor shall install, connect and test new or replacement Audio-Visual equipment and systems through coordination with the COR in Government-furnished facilities listed in Technical Exhibit 5.

5.4.3. Equipment Removal: The Contractor shall remove Audio-Visual systems through coordination with the COR. The Contractor shall load, transport, unload, unpack, and install equipment. The Contractor shall inspect new equipment for serviceability before installation. The Contractor shall prepare the installation site to make all required power, signal, and control wire connections for a fully operational system. The Contractor shall install wire and cable runs so that no wires or cables are exposed on the floor of the facility. The Contractor shall remove all packing materials, crates and boxes from the work site and dispose of in appropriate Government-furnished containers (dumpsters, etc.).

5.4.4. Standard: Equipment is maintained and serviced to ensure proper functionality.

Equipment is installed and removed in coordination with the COR. This Task is

5.5. Task 5: Parts and Repair:

5.5.1 Parts: The Contractor shall provide all replacement parts, to include LCD projector lamps and batteries, and ensure the parts are of a quality and quantity equal to the manufacturer’s original parts. The Contractor shall fabricate, repair and replace audio, video, power and other cables and connections for Audio-Visual equipment.

5.5.2 Repair: The Contractor shall maintain and repair GFP utilized to perform this contract. The Contractor shall provide all levels of equipment maintenance, repair and upkeep to include, but not limited to, preventive maintenance and cleaning, complete inspection, disassembly, repair, reassembly, adjustment, calibration and reinstallation.

5.5.3 Standard: The Contractor shall respond to the customers in a timely and professional manner via email, telephonically or in-person. For Repair not requiring parts, the Contractor shall provide service (2) working days. For repair requiring parts, the Contractor shall preform the service within ten (10) working days. The frequency for this will be rare and as needed. Sufficient spare parts inventories shall be maintained in a manner that prevents disruptions to scheduled customer services.

5.6. Task 6, Technical Support: Advice, research, and recommendations may be solicited from the Contractor by the various customers at U.S.A.G. and DLIFLC in regards to Audio-Visual services and equipment. This will include the Tin Barn, Post

Theater, Photo Studio and The Audio Lab. The customers may contact the Contractor telephonically, Email or in person. Estimated frequency is about 12 times a year.

5.6.1. Standard: The Contractor shall respond to the customers in a timely and professional manner. For routine questions and advice, the Contractor shall provide a response within five (5) working days. For recommendations requiring research, the Contractor shall respond to the customers within ten (10) working days. Technical support and information provided to customers is correct and reflects current state-of-the-art technology.

5.7. Task 7, Presentation Services: The Contractor shall provide all video and audio support services for presentations that typically last for 3 hours, such as projection and sound reinforcement. In addition, there may be needs for simultaneous events which may require presentation, video and/or photography support coverage. Presentations shall take place both indoors and outdoors and The Contractor shall remain with the equipment until the presentation is completed, performing any adjustments needed to ensure quality presentations. The Contractor shall assist customers with problems relating to their presentation and in arranging materials in the proper sequence. At the conclusion of the presentation, the Contractor shall turn-off all equipment, secure projection, video and control room facilities and ensure that all presentation material is returned to the proper person or place.

5.7.1. Deliverable: The Contractor shall be the sole operator of the Audio Visual equipment in the Tin Barn and Post Theater facilities as well as outdoor and offsite events. Contractor personnel shall remain on-site and in control of the presentation equipment for the duration of all scheduled events.

5.7.2. Estimated Frequency:

Category Code Category Unit Monthly

Estimate Annual Estimate

1B Presentation Support

Event 45 540

5.7.3. Standard: The services shall be of professional quality and standard. Projected images shall be correctly focused and clearly viewable to the event audience. Audio shall be clear and undistorted, and delivered at a volume level that is comfortably audible to the event audience.

6. APPLICABLE PUBLICATIONS:

Policy Number Version Date Policy Title

AR 25-1 7/15/2019 Army Information Management

Mandatory

AR 25-30 6/13/2018 The Army Publishing & Printing Program

Mandatory

AR 25-400-2 10/2/2007 The Modern Army Record-keeping System

Mandatory

AR 25-55 10/19/2020 The DA Freedom of Information Act Program

Advisory

AR 340-21 10/19/2020 The Army Privacy Program

Mandatory

AR 380-5 10/22/2019 Information Systems Security

Mandatory

AR 380-67 1/24/2005 The DA Personnel Security Program

Mandatory

AR 640-30 12/6/2019 Photography for Military Personnel Files

Mandatory

AR 670-1 1/826/2021 Wear and Appearance of Army Uniforms & Insignias

Mandatory

AR 700-139 2/2/2015 Army Warranty Program Concepts and Policies

Advisory

DA Pam 25-1-1 7/15/2019 Installation Information Services

Advisory

DoD 5400-7R 9/1/1998 Joint Ethics Regulation

Mandatory

Technical Exhibit 1

Photographic Print Size Historical Data

MONTH /

YEAR

2” X 2” 4” X 6” 5” X 7” 8” X 10” CD/DVD

JAN 2018 192 105 168 241 88

FEB 2018 480 348 82 1244 166

MAR 2018 720 197 137 636 124

APR 2018 672 187 421 810 126

MAY 2018 240 234 513 797 153

JUN 2018 240 355 109 1193 115

JUL 2018 432 155 468 701 134

AUG 2018 384 301 508 1309 133

SEP 2018

OCT 2018

NOV 2018

DEC 2018

Technical Exhibit 2

Service Response Times

Category Code Service Routine Response Time

Priority Response Time

Still Photography 4A Photo Print 2 Working Days 4 Working Hours Still Photography 4B Studio 2 Working Days 4 Working Hours Still Photography 4C Location 3 Working Days 1 Working Day Television Video 5A Video Copy 4 Working Days 1 Working Day Television Video 5C Video Documentation 2 Working Days 4 Working Hours Television Video 5D Video Production 5 Working Days 2 Working Days Television Video 5E Video Editing 5 Working Days 2 Working Days

Audio Sound 3A Studio Recording 2 Working Days 1 Working Day Audio Sound 3B Audio Editing 3 working Days 1 Working Day

Media Duplication 3C/3D 1000 units or less 2 Working Days 1 Working Day Media Duplication 3C/3D 1001 – 5000 units 4 Working Days 2 Working Days Media Duplication 3C/3D 5001 – 10000 units 6 Working Days 4 Working Days Media Duplication 3C/3D 10001 + units 7 Working Days 5 Working Days

Presentation Support

1B Presentation Support 2 Working Days 4 Working Hours

Technical Support 1C Advice 5 Working Days 1 Working Day

Technical Exhibit 3

Monthly Preventative Maintenance & Repair Locations

The Contractor shall perform operational checks, preventive maintenance and repair of AV systems in the following facilities on a monthly basis. This list is subject to change as new building construction or renovations are completed.

NAME BLDG ROOM

Auditorium 1 518 Tin Barn Auditorium 2 208 Post Theater

Equipment in the above-listed auditorium facilities will be Government-furnished.

Replacement equipment, as needed, will be Government-furnished. Contractor is responsible for removal and installation, monthly preventative maintenance and operational checks, and repair, IAW Section 5.5.1.

Technical Exhibit 4

Government Furnished Facilities

BLDG NO. PURPOSE

418 Audio recording & television studios 517 Photography studio, electronic maintenance shop & equipment storage, duplication and office.

208 Post Theater Projection Booth Only 518 Tin Barn Projection Booth Only

Technical Exhibit 5

Government Furnished Equipment

The Government will furnish the Contractor with the following Government owned equipment. Government-Furnished Equipment (GFE) identified in this exhibit will be made available for Contractor use solely in performing work specified in the PWS. The Government will make this GFE available to the Contractor on a one-time basis in an “as is” condition.