3.2 AVS BPA FAQ's - 22 Nov 2021.pdf

Questions and Answers Audiovisual Blanket Purchase Agreement (BPA)

1 Question: What are some of the acronyms, abbreviations, or definitions we should know?

Answer:

1. 1 CTCS = 1st Combat Camera Squadron, a documentation squadron under the Air Force Public Affairs Agency.

2. 2 AVS = 2d Audiovisual Squadron, an audiovisual squadron under the Air Force Public Affairs Agency.

3. 3 AVS = 3d Audiovisual Squadron, an audiovisual squadron under the Air Force Public Affairs Agency.

4. AFPAA = Air Force Public Affairs Agency, a DRU to the Secretary of the Air Force Public Affairs Office (SECAF/PA).

5. Air Force Representative = In reference to this BPA, the Air Force Representative generally works for AFPAA or one of the Audiovisual Squadrons. This person is the liaison between all interested parties and the BPA requirements.

6. Audiovisual = Audiovisual is the term the Air Force uses to represent products or productions that utilizes both imagery and sound. This includes video, music, narration, interviews, graphics, natural audio, sound effects, and photography, etc.

7. AV Product = In reference with this BPA the term AV product is used with or without AV in front, and refers to a product that does not meet the definition of an AV production. This can be “B” acquisition, motion graphics in support of a production, editing only, set design/building, etc.

8. AV Production = In reference with this BPA, the term AV production, with or without AV in front, is work that results in a standalone video production.

9. AV Project = In reference with this BPA, the term AV project, with or without AV in front, refers to any job that falls under the umbrella of audiovisual work.

10. BPA = Blanket Purchase Agreement is a government contracting tool that enables one contract to serve multiple projects over an extended period of time.

11. CLIN = Contracting Line Item Number used to track a specific “task request” from the

BPA.

12. Contractor = In reference to this BPA the contractor is an audiovisual production company capable of meeting most or all of the requirements in the BPA. The contractor provides a cost for each of the services in the BPA.

13. CSAF = Chief of Staff of the Air Force.

14. Customer Representative = This person(s) is the user of the product or production or represents the person or parties who will use the product or production. This person(s) understands the communication objectives of the product or production.

15. DRU = Direct Reporting Unit. AFPAA is a DRU to Secretary of the Air Force Public Affairs office.

16. DVIDS = Defense Visual Information Distribution System. This is an online site where all unclassified DoD imagery, audio, and video, are stored and accessible to the public.

DVIDS also manages satellite access and downlinks for live broadcast and further distribution.

17. SECAF = Secretary of the Air Force.

18. SECAF/PA = Secretary of the Air Force, Public Affairs Office.

19. SECDEF = Secretary of Defense.

20. SME = Subject Matter Expert. This person or persons have in-depth knowledge on the subject of an audiovisual product or production. In some cases, it can be the same person as the Air Force representative or the customer representative.

21. Task Request = A task request, with a CLIN, is submitted to the contractor describing the service and/or equipment requirements for a particular audiovisual product or production.

2 Question: What is the relationship between Air Force Public Affairs Agency, Audiovisual

Squadrons and other Air Force organizations that produce Audiovisual products?

Answer: Air Force Public Affairs Agency (AFPAA) is a Direct Reporting Unit (DRU) to the Secretary of the Air Force. AFPAA manages all Air Force Productions and is the headquarters’ to Combat Camera, 2d Audiovisual Squadron (2 AVS), 3d Audiovisual Squadron (3 AVS), and other several other non-production entities. 2 AVS conducts overall management of this Blanket Purchase Agreement (BPA) but the services provided are available to any Squadron or Unit designated by Air Force Public Affairs Agency.

https://www.publicaffairs.af.mil/Units/Air-Force-Public-Affairs-Agency/

AFPAA Mission: Provide premier combat camera, video production, unique communication capabilities and program management to advance global Air Force and DoD missions

AFPAA Vision: We will advance diverse PA capabilities through innovation and expertise

3 Question: What is the 2d Audiovisual Squadron (2 AVS) and where is it located?

Answer: 2 AVS is the largest Audiovisual Production Squadron in the Air Force located at Hill Air Force Base, UT. The Squadron operates the only mobile production truck and satellite truck in the Air Force. The squadron also produces audiovisual products and creates audiovisual solutions for senior Air Force leaders and others.

https://www.hill.af.mil/ https://www.facebook.com/2dAudiovisualSquadron/

2AVS Mission: “Create effective audiovisual productions that integrate Air Force Stories to advance global Air Force and DoD missions”

2 AVS VISION: “Promote an environment that challenges the imagination, inspires innovation and excels at delivering the most powerful imagery and original storytelling in the DoD”

4 Question: Is it required for a contractor (Audiovisual Production Company) to be located near the 2 AVS?

Answer: No, however, the contractor should have the ability to travel and support the Air Force both in the United States and in some rare cases outside the country.

5 Question: Is it required for the contractor (Audiovisual Production Company) to own or manage all the audiovisual resources outlined in the BPA?

Answer: No, however, the contractor should have the sub-contractor network to hire personnel and audiovisual resources not owned or managed by the company. The contractor https://www.publicaffairs.af.mil/Units/Air-Force-Public-Affairs-Agency/ https://www.hill.af.mil/ https://www.facebook.com/2dAudiovisualSquadron/ would be responsible for maintaining the expected quality standards and professionalism of sub-contractors and equipment.

6 Question: What is the purpose of the blanket purchase agreement (BPA)?

Answer: The BPA purpose is to create a surge capability for Air Force audiovisual production in order to meet Air Force and DoD customer requirements. The alternative is to put projects on hold, not accomplish projects, allow non-professionals to accomplish the project, or have an independent contract developed for each audiovisual requirement.

7 Question: Whom does the contractor interface with once assigned an audiovisual project or production?

Answer: There will always be an Air Force representative from either Air Force Public Affairs Agency (AFPAA) or one of the AFPAA Audiovisual Squadrons. In many cases, there will also be a customer representative and a subject matter expert (SME).

8 Question: How will the contractor gain access to military facilities?

Answer: Someone from the Air Force or DoD, such as the Air Force representative or Customer representative will insure access to Air Force and/or DoD facilities. This will also include other locations outside the Air Force and DoD when necessary.

9 Question: What are the requirements for a contractor to gain access to an Air Force or DoD facility?

Answer: Depending on the facility and circumstances, the contractor(s) will need to provide proof of residency, social security number, address, and driver’s license to gain access. In most cases, an Air Force or DoD escort is required and provided.

10 Question: Will 2 AVS or the contractor provide most or all of the audiovisual equipment?

Answer: It depends, when possible, 2 AVS will provide equipment and in some cases personnel to support audiovisual products or productions. However, the purpose of the BPA is to provide surge capability when Air Force audiovisual assets are working at capacity. Equipment and personnel may be in short supply. The task order/CLIN is will outline the specific requirements.

11 Question: What type of work does the BPA cover?

Answer: Most any kind of work that falls under audiovisual products or production is accomplish by Air Force production squadrons. The task request/CLIN could be for a full production or for support of one or more production phases. For instance and combination of imagery acquisition, editing, audio sweetening, set construction, live broadcasting, in full or partial support of the product or production.

12 Question: What is the standard for imagery acquisition?

Answer: REC709 is the minimum acquisition standard. Newer standards such as REC2020 and HDR BT2020 are acceptable. Minimum acquisition frame size should be 3424x2202 (UHD).

Approved cameras are RED Gemini, Helium & Monstro, Sony F-55, Sony Venice Arri Alexa Mini, Arri Alexa mini LF and the Blackmagic URSA Mini Pro G2. The Air Force representative when necessary can change the approved cameras and standards.

13 Question: What is the level of quality expected of an Air Force production?

Answer: The acceptable level of quality for a deliverable product is high definition (1920x1080 i/p); however, the final deliverable will be specified in the call. The product must be visually coherent and technically correct – colors are within REC709 broadcast standards and individual shots and sequences meet standard industry criteria. Though some element of quality are subjective, the overall product or production must satisfy customer communication objectives.

14 Question: What are the editing requirements/expectations for an Air Force production?

Answer: Editing requirements mirror standard industry practice for matching action and continuity. Sequences must be relevant to the story and script approved in advance by the customer. Imagery is in-focus, exposed properly, and corrected to REC709 standards.

15 Question: Do all Air Force productions meet the same level of quality and production value?

Answer: The requirements of the customer, specific timelines, and the funding available determine the overall product or production requirements. Some productions use already acquired “B” roll only. Other productions require travel for acquisition of new imagery and interviews while a few are full out productions with detailed high-end production values. For the most part the Air Force produces products and productions in line with mid to large size corporations.

16 Question: What happens to imagery acquisitioned by the contractor?

Answer: The Air Force maintains sole rights to all imagery acquisitioned for Air Force projects or productions. At completion of an audiovisual product or production, the contractor must turn over all imagery and audio. Air Force imagery cannot be used for any other purpose without written consent by the Air Force.

17 Question: Does the contractor need to adhere to DoD and Air Force security protocols?

Answer: When on DoD or Air Force grounds the contractor is subject to the same security protocols as any other employee or visitor. All personnel and property under their control are subject to search. The Air Force representative, customer representative or SME will monitor security protocols when required.

18 Question: Who are the customers?

Answer: Air Force Public Affairs Agency’s primary mission is to support senior leaders within the Air Force. However, as time allows the production facilities will support DoD efforts and smaller Air Force organizations. Satisfying customer objectives is the main objective, however, for the contractor the primary customer will always be the Air Force Public Affairs Agency or their designated Air Force representative.

19 Question: What is the Period of Performance on the BPA and why does it matter?

Answer: The Period of Performance refers to the length of the contract or BPA. In this case, the BPA is for a five-year period. After five years, the BPA ends and is cancelled, extended, or re-written with new criteria. Contractors approved on this BPA are approved for the life of the BPA unless the either the Air Force or the contractor chooses to end the relationship. It is possible to amend the BPA agreement prior to the 5-year life span if economic or other conditions warrant a change.

20 Question: What does the Air Force expect for the level of experience of each contractor employee?

Answer: Air Force personnel and assets are finite resources. Work must be performed efficiently and on schedule, second opportunities are rare. Therefore, the Air Force expects the contractor to hire and use audiovisual professionals well qualified to perform the specific task(s) requested.

21 Question: How does the Air Force determine if a specific project meets standards?

Answer: The technical quality of a product should be obvious, such as clean audio, high definition imagery, good lighting, staging, etc. Customer expectations are also of the utmost importance. In most cases, a good working relationship with the Air Force representative will insure a product meets customer communication objectives.

22 Question: What happens when a customer creates changes in the original product or production request?

Answer: The Air Force representative will make every effort to anticipate and inform the contractor when and what projects that may go through an evolutionary development phase.

In some cases, we are at the mercy of our customers and will adapt as best possible. If work is to be re-accomplished the Air Force representative and the contractor will work out details and any new costs. In all cases, the contractor needs to anticipate up to three edits before a final product is accepted. The Air Force representative is responsible to insure the contractor fairly compensated for unforeseen challenges.

23 Question: What type of live Broadcast Services does the Air Force expect?

Answer: The Air Force, specifically 2d Audiovisual Squadron, maintains a mobile production and a mobile satellite truck. 2 AVS also uses cell-bonding technology to transmit Air Force and DoD events to Defense Visual Information Distribution Services (DVIDS), AF.MIL, social media sites, and other closed sites for live viewing. Some examples of past transmissions are the Air Force Academy Graduation, Speeches by the SECDEF, SECAF, CSAF, and other senior military leaders, arrival of new aircraft into the Air Force inventory, and base Air Shows around the country. In most cases, the contractor will support a live broadcast with personnel and some equipment. It is not anticipate that the contractor will to provide all-inclusive support.

24 Question: What are the requirement regarding copyrighted material?

Answer: Any imagery, talent, music, graphics, photos, etc., used in an Air Force audiovisual product or production must be copyright free in perpetuity. Documentation is also required to prove the copyright status. This would include music license, talent release and stock footage releases. 2 AVS has a license for commercial production music. We also have talent release if needed. The Air Force representative will assist the contractor with copyright issues.

Exceptions to the copyright policy must be approved in advance.

25 Question: What is the Joint Travel Regulations (JTR)?

Answer: The JTR is the travel regulations that govern travel in the Department of Defense and other Federal agencies. These regulations are used to evaluate reasonable contractor travel cost to include Per Diem, lodging, and rental vehicles. The JTR is only a guide for the contractor who makes their own travel arrangements and can take advantage of any special offers or other arrangements conducive to their business.

https://www.defensetravel.dod.mil/site/travelreg.cfm

26 Question: Can I call someone from 2 AVS to clarify anything about the BPA?

Answer: Yes, the following three people are available to answer questions.

Mr. Burke Baker

(801) 777-0894

Mr. Mike Raynor

(801) 775-6484

Mr. Stan Woodford

(801) 777-6045 https://www.defensetravel.dod.mil/site/travelreg.cfm