PWS - 7-24-2020 tracked changes.doc

Performance Work Statement (PWS)

Broadcast and Communications

07/24/2020

Version 1.0 5Vision Statement

1 General Information

1.1 Introduction

1.2 Background

1.3 Constraints

1.4 Description of Services

1.5 Non-Personal Services

1.6 Period of Performance

1.7 Place of Performance

1.8 Hours of Operation

1.9 Special Qualifications

1.10 Post Award/Kickoff Conference

1.11 Status Meetings

1.12 Contractor Travel

1.13 Transition In

1.14 Transition Out

2 Definitions and Acronyms

2.1 Definitions

2.2 Acronyms

3 Government-Furnished Property and Services

3.1 Government Services

3.2 Facilities

3.3 Equipment

3.4 Materials

3.5 Quality Assurance (QA)

4 Contractor-Furnished Items and Services

4.1 Facilities

4.2 Equipment

4.3 Material

4.4 Contractor Responsibilities

4.5 Contractor Personnel

4.6 Identification of Contractor Employees

4.7 Quality Control

4.7.1 Quality Control Plan

5 Specific Tasks

5.1 Video Production

5.2 Webcast / Broadcast

5.3 Broadcast Engineering and Maintenance

5.4 Scheduling

5.5 Electronic Field Production (EFP)

5.6 Audiovisual (AV) Support

5.7 Master Control Room (MCR)

5.8 Photography

5.9 Information Technology (IT)

5.10 Services

5.11 Network / Connections

5.12 Planning and Design Support

6 Deliverables

6.1 Quality Control Plan

6.2 Acceptance Criteria

7 Performance Requirements Summary 8 Related Documents

Performance Work Statement (PWS) Broadcast and Communications Vision Statement

To achieve operational Broadcast excellence through daily services, and the operation, maintenance of existing Government / Broadcast and Communication equipment 1 General Information

1.1 Introduction

The U.S. Department of housing and Urban development (HUD) / Office of Administration / Broadcast and Communications is seeking contractor support to provide full-time and part-time technical staff and professional services to operate, maintain and update the Broadcast Operations Center

1.2 Background

Broadcast and Communication operates and maintains a Broadcast Operations Center on the premises at 451 7th Street, SW, Washington DC 20410.

The mission of the Office of Broadcast and Communication is to provide HUD professional visual communications that includes broadcasting, webcasting, video production, audiovisual support, social media, and photography. The Office of Broadcast Operations delivers news, information, training and employee development programs to all HUD employees nationwide. HUD sites receiving broadcasts and webcasts are located throughout the continental United States, Alaska, Hawaii and Puerto Rico.

The Office of Broadcast and Communication has various audiences to include HUD staff, federal, state, and local government agencies, housing interest groups, community groups and the general public. HUD serves a diverse population, which occasionally requires productions to be produced in bi-lingual formats, with English/Spanish being the most frequent. Productions can take the form of training and information videos, live training and information broadcasts, media advisories, public service announcements, and social media products.

1.3 Constraints

The services identified in this PWS will adhere to the rules, regulations, laws, standards, and conventions identified by HUD as well as within the Federal Government. Constraints include the following: All video and audio with the Secretary of HUD shall be stored until the current administration 4-year term is completed, the contractor shall deliver digital files to HUD’s National Archives and Records Administration (NARA) Liaison.

All commercial equipment maintenance shall be performed to manufacturers’ guidelines.

1.4 Description of Services

Video Production, Webcast / broadcast, Broadcast Engineering and Maintenance, Scheduling, Electronic Field Production, Audiovisual support, master Control Room, Photography, Information Technology, Services, Network Connections, Planning and Design Support

1.5 Non-Personal Services

The Government will neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services or give the perception of personal services.

If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the Contracting Officer (CO) immediately. These services shall not be used to perform work of a policy, decision making, or management nature, i.e. inherently Government functions. All decisions relative to programs supported by the Contactor shall be the sole responsibility of the Government.

1.6 Period of Performance

The period of performance shall be for one base period of 12 months and four 12-month option periods.

1.7 Place of Performance

The services performed under this contract shall be performed at 451 7th Street, SW, Washington DC 20410, as well as HUD remote locations across the US support of the Secretary. .

1.8 Hours of Operation

The Contractor is responsible for providing services between the hours of Monday through Friday 7:00 am through 6:00pm which is a 11-hour day. Because this is an extended workday, the Office of Broadcast Operations uses an overlapping schedule whereby individuals in each work area have staggered start times to ensure a full day of operational coverage. Additionally, the Office of Broadcast Operations recognizes the need for Flexible Hours and Compressed Schedules due to the needs of the HUD mission, therefore the work hours may be adjusted by the Program Project Manager (PPM) based on Department needs and scheduled events. The anticipated Full-time and Part-time Personnel are provided in Section J. Attachment 2, Support Personnel. Except for Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closing, or similar Government directed facility closings. Weekly hours shall not exceed a forty (40) hour work week and a typical workday will be 8 hours each day Monday through Friday. The Government reserves the right to change hours of operation or restrict contractor access. Work outside of these daily hours is prohibited without Contracting Officer approval. Government agencies will not be available during scheduled holidays, inclement weather, weekends, and after duty hours.

The Contractor shall at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within the contract when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce is essential.

1.9 Special Qualifications

N/A

1.10 Post Award/Kickoff Conference

The Contractor shall attend any post award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The Government intends to convene a Post Award Conference with the Contractor within ten business days after contract award. The Contracting Officer will notify the Contractor of the specific date, location, and agenda within five business days after contract award.

1.11 Status Meetings

The Contracting Officer, Contracting Officer's Representative (COR) and other Government personnel, as appropriate may meet periodically with the Contractor to also review Contractor performance, requirement status, etc. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance or progress of the requirement. 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. Post Award Conference and subsequent meetings may be held via teleconference.

1.12 Contractor Travel

Prior to travel, the Contractor shall coordinate with and receive Government authorization from the COR for all travel. Reimbursement of travel costs will be in accordance with the Federal Travel Regulation and in accordance with FAR 31.205-46. The Contractor shall travel using the lower cost mode transportation commensurate with the mission requirements. When necessary to use air travel, the Contractor shall use the tourist class, economy class or similar lodging accommodations to the extent they are available and commensurate with the mission requirements. HUD will not reimburse Contractor's local travel. Local travel is defined as travel within fifty (50) miles of Washington, DC. All other travel will be reimbursed on a cost reimbursable basis; no profit or fee will be paid.

1.13 Transition In

The Contractor shall, upon the Contracting Officer's written notice, furnish Transition-In services as required. As a successor, the Contractor shall have sufficient personnel on board during the two weeks Transition-In period to ensure a smooth transition with the incumbent Contractor. The Contractor shall provide an orderly transition of work acceptance and accomplishment such that any impact to the program is minimized. During the Transition-In period, the Contractor shall become familiar with the requirements in order to commence full performance of services by the end of the contract Transition-In period. Transition-In is not required if the successor Contractor is the incumbent Contractor.

1.14 Transition Out

To minimize any decrease in productivity and to prevent possible negative impacts on additional services, the Contractor shall have sufficient personnel on board during the three weeks Transition-Out period. The incumbent Contractor shall ensure a smooth transition with the successor Contractor during the Transition-Out period, prior to completion of contractual performance. The incumbent Contractor shall aid the successor in the development of plans, procedures, and methods for the assumption of all on going work. The Contractor shall provide an orderly transition of work acceptance and accomplishment, such that full control by the successor Contractor is achieved by the end of the new contract Transition-In period.

2 Definitions and Acronyms

2.1 Definitions

Business/Workdays - Every official workday of the week which are days between and including Monday to Friday. This does not include public holidays and weekends.

Calendar Day - Any day of the week.

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

Contracting Officer (CO) - A person with authority to enter into, administer, and/or terminate contracts and make related determinations and findings on behalf of the Government. Note: the only individual who can legally bind the Government.

Contracting Officer's Representative (COR) - An employee of the U.S. Government appointed by the Contracting Officer to perform contract administration activities in regard to technical issues. This individual has authority to provide technical direction to the Contractor as long as direction is within the scope of the contract, does not constitute a change and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

Defective Service - A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

Government Furnished Property (GFP ) - Government-furnished property means property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract. Government-furnished property includes, but is not limited to, spares and property furnished for repair, maintenance, overhaul, or modification. Government-furnished property also includes contractor-acquired property if the contractor-acquired property is a deliverable under a cost contract when accepted by the Government for continued use under the contract.

Performance Requirements Summary (PRS) - A listing of the performance requirements under the contract that are to be evaluated by the Government on a regular basis, performance indicators for these requirements, performance standards for these requirement and surveillance methods to be used to determine if performance standards are met.

Performance Standard - The Contractor's performance level required by the Government.

Performance Work Statement (PWS) - A statement of work for performance-based acquisitions that describe the required results in clear, specific and objective terms with measurable outcomes.

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

Quality Assurance (QA) - Policies and procedures adopted by the Government to ensure that supplies and services acquired under Government contracts conform to the contracts quality requirements.

Quality Assurance Surveillance Plan (QASP) - A plan describing how the agency will survey, observe, test, sample, evaluate and document the Contractor's performance in meeting critical performance standards identified in the contract.

Quality Control (QC) - All necessary measures taken by the Contractor to assure that the quality of an end product of service shall meet contract requirements.

Service Contract - A contract that directly engages the time and effort of a Contractor whose primary purpose is to perform an identifiable task rather than to furnish an end item of supply.

Subcontractor - Any person , other than the prime Contractor, who offers to furnish or furnishes any supplies, material, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract, and any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor. The Government does not have privity of contract with a subcontractor.

Work Week - Monday through Friday, unless specified otherwise.

2.2 Acronyms

AQL - Acceptable Quality Level ARAMS - Automated Renewal and Amendment System

BAA - Business Area Analysis Study

CBT - Computer-Based Training

CCB - Change Control Board

CCMB - Configuration Change Management Board

CMMI - Capability Maturity Model Integration

CFO or OCFO - Office of the Chief Financial Officer of HUD

CFR - Code of Federal Regulations

CIO or OCIO - Office of the Chief Information Officer of HUD

CO - Contracting Officer

COR - Contracting Officer's Representative

COTS - Commercial Off-the-Shelf

CPO - Office of the Chief Procurement Officer of HUD

EST - Eastern Standard Time (U.S.)

ETC - Estimate to Completion

GAO - U.S. General Accounting Office

HUD - U.S. Department of Housing and Urban Development

HUDAR - HUD Acquisition Regulation

HUD/ISG - Internet Services Group within the Telecom Processing Division

HUD Web - HUDs Intranet Web Site and related WEB pages.

IG or OIG - Inspector General (Office of)

IT - Information Technology

IV&V - Independent Validation and Verification

LOOCS - Line of Credit Control System

OCPO - Office of the Chief Procurement Officer

OIG - Office of Inspector General

OMB - Office of Management and Budget

PL Public Law

PM – Contractor Project Manager

POC - Point of Contact

PPM – Government Project /program manager

QA - Quality Assurance

QASP - Quality Assurance Surveillance Plan

QCP - Quality Control Plan

SF - Standard Form

TBD - To be determined

U.S.C - United States Code

3 Government-Furnished Property and Services

The Contractor shall ensure accurate control and accountability of all Government-Furnished Property in accordance with the terms and conditions of this contract. The Government will furnish, at no cost to the Contractor, the GFP shown below.

3.1 Government Services

No Government services will be provided

3.2 Facilities

The Government shall provide office space, cubicle, or work area herein referred to as "office."

3.3 Equipment

The Government shall provide computers. Each computer will have the basic necessary software required to perform the duties ascribed to the requirement. Each office provided by the Government may have a phone, desk and chair. Each computer that must be linked to local servers and/or the internet will be linked. Additional furniture may be provided upon determination of need by the Government.

3.4 Materials

The Government shall provide copies of required materials, they may be provided to the Contractor in hard copy or soft copy. All materials will remain the property of the Government and will be returned to the PPM/COR upon request or at the end of the contract period.

3.5 Quality Assurance (QA)

The Government shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable quality level.

4 Contractor-Furnished Items and Services

The Contractor shall furnish, all facilities, equipment, and supplies required to perform the work under this contract that are not listed under Government-Furnished Property and Services.

4.1 Facilities

N/A

4.2 Equipment

N/A

4.3 Material

N/A

4.4 Contractor Responsibilities

The Contractor shall only conduct business with designated Government personnel listed as points of contact (POCs). Names of authorized personnel shall be provided to the Contractor by the Government, in writing, and updated as necessary throughout the contract period.

U.S. Government records, copies of original results and reports, verified original data, corrected data and corrected supporting final reports which are maintained by the Contractor remain the property of the U.S. Government. These files/results must be surrendered to the COR.

4.5 Contractor Personnel

The Contractor shall provide a Contract/Project Manager who shall be responsible for the performance of work. An alternate shall also be designated to act in the absence of the Contract/Project Manager. These Contractor personnel (main point of contact and alternate point of contact) are considered Key Personnel by the Government and shall be listed as such in accordance with HUDAR 2452.237-70, "Key Personnel. The Contract/Project Manager and alternate shall have full authority to act on all contract matters relating to daily operations of this contract. Accordingly, at a minimum, the points of contact shall have the technical knowledge of the requirement and be in the position to actually receive assignment, guidance, and direction from the COR, PPM and CO per HUDAR 2452.237-73, "Conduct of Work and Technical Guidance" and shall be allocated enough hours to the requirement to ensure successful performance. These points of contact shall each be an employee of the Contractor. An employee of a subcontractor is not acceptable for either of these positions. The Contract/Project Manager or alternate shall be available between the hours of 8:00am to 4:30pm Monday through Friday EST, except Federal Holidays or when the Government facility is closed for administrative reasons.

4.6 Identification of Contractor Employees

All Contractor/subcontractor personnel shall wear company picture identification badges as to distinguish themselves from Government employees. When conversing with Government personnel during business meetings, over the telephone, or via electronic mail, Contractor/subcontractor personnel shall identify themselves as such to avoid situations arising where sensitive topics might be better discussed solely between Government employees. Contractors/subcontractors shall identify themselves on any attendance sheet or any coordination documents they may review. Electronic mail signature blocks shall identify their company affiliation. Where practicable, Contractor/subcontractors occupying collocated space with their Government program customer shall identify their workspace area with their name and company affiliation, or at a minimum, "Contractor" after name.

4.7 Quality Control

The Contractor shall establish and maintain a complete quality control program that shall ensure services are performed in accordance with this contract. The Contractor shall develop and implement procedures to identify, prevent, and ensure non reoccurrence of defective services. The Contractor's quality control program is the means by which he assures himself that his work complies with the requirements of the contract. The Contractor shall provide the associated Quality Control Plan to the Government as directed.

4.7.1 Quality Control Plan

The Contractor shall develop, maintain, enforce, and document a Quality Control Plan (QCP). The QCP shall ensure the Government receives the level of quality that is consistent with the requirements specified in this contract. The QCP shall be sufficiently detailed to provide the Contractor's methodology for identifying and recruiting qualified personnel. The QCP shall also provide the Contractor's methodology for resolving problems identified by the Government during reviews conducted in accordance with its Quality Assurance Surveillance Plan (QASP). The QCP shall also provide the Contractor's methodology for establishing an internal feedback system for support personnel, and for resolving problems identified by that feedback system. The QCP shall demonstrate and validate that the services or deliverables to be provided under the contract are completed with a level of quality that meets the minimum performance threshold established in the Government's QASP. The QCP shall address Quality Management Approach, Quality Assurance, Quality Control and Quality Standards.

5 Specific Tasks

5.1 Video Production

The Office of Broadcast Operations provides video production support to HUD. This includes shooting, editing and distribution of video products. An example of the video production process is provided below.

1. PRE-PRODUCTION PHASE

(a) Programs may involve treatment, research, script writing, location and studio production, casting for professional talent, set design and construction, scan conversion of computer generated graphic files to higher resolution record devices, careful logistical planning, and frequent conferences with the HUD client offices and PPM .

(b) Prepare a program design outline for review and approval by the HUD client office and the PPM.

(c) Prepare and submit a budget (when requested) and a complete schedule for the program production phase for review and approval by the HUD client office and the PPM.

(d) Secure permission and permits from the appropriate authorities for location shoots when applicable.

(e) Arrange to secure releases and rights, and appropriate licensing agreements relative to talent, sites, and materials when applicable.

(f) Schedule travel requirements including all transportation and hotel accommodations.

2. PRODUCTION PRACTICES

Assemble all elements of production required for successful completion of the project. Complete the production, staging, and actual video recording with broadcast high definition equipment. Provide a professional crew for video, lighting, sound, production support, and direction, while providing all equipment as needed and required unless furnished by the Department. Some productions accomplished are to be transmitted live in broadcast, or included in productions produced by other Federal and private sector concerns, which require actual video recording be accomplished in HDcam MXF formats unless otherwise specified by the PPM and COR.

3. POST-PRODUCTION PHASE

(a) Assemble and review all footage and other materials to be inserted in the final product and prepare a detailed plan for editing the finished product for approval by the client office and PPM and COR.

(b) Schedule editing time in the scheduling software Studio Suite Twelve provided by HUD, Contractors or other post-production commercial editing facility capable of mastering and duplicating audio and video files with broadcast standard equipment such as digital video effects, character generators, 3D animation, non-linear editing, on line, off line editing, graphics, music and sound effects, voice over recording capable of production in an interformat environment.

(c) Prepare a rough-cut edit of the program for review and revisions by the HUD client and the PPM.

(d) Prepare the final program master for review and approval by the HUD client office and the PPM.

(e) Provide duplicate copies of the program master for distribution as required, to include program title, Total Running Time, and any additional information specified in the task order.

Performance & Services Report:

Provide a standardized Request for production services "Completion of Services Report. Recipient is PPM

Performance Standards

a) Standard: Video shall be ready for completed Quality Checks 48 hours after recording. Video shall meet basic industry standards of lighting, audio levels and clarity, shot technically correct, transitions and color matched.

AQL: No deviation

Deliverables A003 Performance & Services Report

5.2 Webcast / Broadcast

The broadcast/webcast operations can produce 10 to 12 weekly events on average in the Broadcast Operations Center studios conference rooms and auditorium. Many of these are live or live-to-tape large-scale (over 300 people) broadcast/webcast events in the HUD Auditorium. Furthermore, the Office of Broadcast Operations production requirements fluctuate from simple to complex. Examples of these varied requirements include but are not limited to Secretary hosted news conferences and town hall meetings, executive video messages, media tours, live event coverage at the White House, special programming events, training conferences, sophisticated training programs, Public Service Announcements (PSA), informational programs, interactive video broadcasts, and video teleconferences. HUD uses both live satellite communications (including two-way) via DCI fiber connection and webcasting through dedicated webcast encoding equipment.

5.3 Broadcast Engineering and Maintenance

The Contractor shall staff and operate(with input and assistance from the PPM/COR) the Engineering and Maintenance office located within the HUD Broadcast Operations Center. In addition to Life Cycle Management of broadcasting, webcasting, AV and photographic systems and equipment, this office provides systems and component level repair of equipment located in the Headquarters building. The Department does not require that component level repair of all equipment be made at this location. The Contractor must be capable of determining the problem and the most cost-effective repair, which could be performed at the manufacturers repair facility. The Contractor shall prepare and/or review system designs for systems that allow for distribution of content via emerging broadcast/AV and webcasting technologies. The Contractor shall provide assembly, installation and implementation of broadcast television/AV and webcasting equipment systems. This extends to the areas of fabrication of system components at the point of delivery or at the facility. The Contractor shall provide training on system operation to HUD personnel. The Contractor shall provide, maintain and update written documentation for maintenance procedures, test plans, specifications, and as-built drawings of the Broadcast Operations Center systems and facilities. The documentation shall reflect the current state of the Center. The Contractor shall maintain a minimum of three sets of this documentation: the first is a digital set on the CAD computer, the second is a DVD/CD back-up copy, and the third is a printed copy in the CAD file cabinet.

a. The Contractor shall install broadcast television, video production, audiovisual support equipment, webcasting and information technology equipment according to established broadcast engineering standards, HUD approved specifications and standards, or other directions outlined in applicable contract modifications. Install cable plant transmission media and equipment which may include facilities such as broadband coaxial and multi-axial cable (balanced and unbalanced), fiber optics, and RF links of all types for linear and non-linear transmission and distribution of baseband/multiplexed product and associated equipment control. Install government furnished equipment of all types in new and existing systems and test to verify proper operation.

1. Maintenance management shall include a help desk and/or hotline for dispatching personnel to perform maintenance and repair technical facilities. Response time for normal hours and scheduled events shall be immediate and performed by the onsite full-time personnel. Required response times outside of normal operating hours shall be within two hours.

2. The Contractor shall provide maintenance of parts inventory at a depot location or at an agreed upon manufacturers supply facility. This includes IT network systems and equipment

The Contractor shall identify and coordinate verbally and in writing (e-mail is preferred) with the Program Project Manager (PPM), and the Contracting Officer Representative (COR), or the designated alternate on any scheduled service outages. Such outages shall be scheduled at a time which will cause the least inconvenience to users based on programming schedules. The Contractor shall identify scheduled service interruption requirements to the Program Project Manager (PPM), and the Contracting Officer Representative (COR) at least three full work days in advance, and notification shall include the reason for the interruption, duration, start and stop times, and the problem of the equipment and the estimated time for repair. The Contractor will be responsible for immediately notifying the Program Project Manager (PPM), and the Contracting Officer Representative (COR) of any problems encountered.

The Contractor shall provide continual evaluations of the state of the Broadcast Operations Center. The Contractor shall provide the Program Project Manager (PPM) estimates for engineering services to bring the center to current broadcast and webcast standards. The Program Project Manager (PPM) shall review the estimate in terms of feasibility and price reasonableness. If the Program Project Manager (PPM) approves the estimate, the Contractor shall perform the service. The evaluation shall include labor and materials to provide the following:

1. Floor Plans and Layouts (CAD) of all systems/equipment

2. Layout (CAD) of rack mounted systems/equipment

3. Power & grounding specifications

4. Documentation (inventory) of all systems/equipment

5. Installation/Rewiring of all necessary systems/equipment. This shall include (per HUD procedures for Equipment Installation):

6. Rack Labeling

7. Cable Coding/Labeling/Dressing

8. Patch Panel Labeling

9. DA Tray labeling

10. Cable Run Lists

11. DA Lists

12. Switcher I/O Lists Patches

Deliverables

A001 Government Property Report

A002 Deficient Equipment Reports & Maintenance History

A003 Installation Support Documentation

A004 Final Government Inventory Report

A005 Installation Support Documentation

5.4 Scheduling

Scheduling events, projects and programs are essential to efficient operations. The Scheduling office is the first point of contact for HUD personnel who interact with the Office of Broadcast Operations. The personnel working in this office manage scheduling through Studio Suite software program provided by HUD. The Scheduling office is also responsible for pre-production meetings to gather the basic information on all production requirements for the office.

Performance Standards

a) Standard: Items are tracked in real time, AQL: No deviation

b) Standard: Calls answered within 3 rings AQL: Voice mail messages shall be answered within 1 business day

c) Standard: No more than 4 validated complaints per year AQL: No deviation

d) Standard: Pre-Production meeting reports are accurate AQL: No deviation

5.5 Electronic Field Production (EFP)

The Office of Broadcast Operations must be capable of mobilizing an Electronic Field Production (EFP) team on short notice. Flexibility in staffing to accommodate production services after normal duty hours is a requirement. Normal duty hours are from 7:00 am through 6:00 pm Monday through Friday. The EFPs may occur at the HUD Headquarters in non-broadcast areas such as conference rooms and offices; locations throughout the Washington, DC metropolitan area; other HUD buildings throughout the United States; or remote locations throughout the United States. The EFP environments may be auditoriums, hotels, conferencing centers, offices and exterior/outdoor locations as identified by the Program Project Manager (PPM). The above production efforts require following accepted broadcast industry standards of pre-production, production, and post-production practices (See Section J.2, Production Practices Example). All productions that are not located within HUD Headquarters shall be detailed in a Service Request to the Contractor by the Program Project Manager (PPM). The Contractor shall provide estimates for travel costs to the Program Project Manager (PPM) for approval.

5.6 Audiovisual (AV) Support

The Office of Broadcast and Communication coordinates the set-up, operation, training and breakdown of all AV equipment in the Departmental Conference Room (DCR), the Auditorium, Room 2235, and other areas in and around HUD Headquarters. Additionally, the office is responsible for providing AV support to the Secretary in the DC metropolitan area and nationwide as required.

5.7 Master Control Room (MCR)

The MCR is responsible for providing HUD broadcast media management. This includes programming via HUD TV, HUD@Work and HUD.gov, and recording This requires coordination with HUD Web Team, the Office of Chief Information Officer (OCIO), and other support contractors. Additionally, MCR is responsible for providing connections to the media for Satellite/Network Media Tours. Finally, the MCR is responsible for all digital media management in the Digital Asset Management System to include near and deep archives.

5.8 Photography

The HUD Photographic team provides professional photographic support to the Secretary, Deputy Secretary, principle leadership and program offices. This specifically includes travel support for the Secretary and Deputy Secretary as required by the Office of Public Affairs. Photographic support is specifically defined as digital acquisition, printing, asset management, and electronic transmission. The Photographic Team is also responsible for managing the HUD Portfolio Asset Management System and HUD FLICKR site.

Performance Standards

a) Standard: Photos, events, etc. shall be Chronologically Organized AQL: No deviation

b) Standard: Completes actions within specified deadlines AQL: No deviation

c) Standard: Early identification of problems AQL: No deviation

d) Standard: Services meet frequency requirements IAW internal broadcast standard operating procedure (SOP)(12 photos immediately following the event and all RAW files sent within 24 hours) AQL: No deviation

5.9 Information Technology (IT)

Broadcast and Communication uses a dedicated IP-based network with Internet access for file-sharing, webcast hosting, digital asset management, and podcast hosting. The Broadcast Network (B-LAN) infrastructure which shall be maintained by the system administer position, provides public-facing access to live and archived webcasts and podcasts, provides storage and management for digital assets, provides recording and storage of all live events, and provides common file storage and helpdesk support for various editing stations and systems within the Office of Broadcast Operations.

5.10 Services

5.10.1 Translation

The Contractor shall provide simultaneous translation of programming into Spanish when required . Translation shall take place at the facility at HUD Headquarters.

5.10.2 Captioning

The Contractor shall provide captioning on all broadcasts/webcasts in accordance with Federal Laws. Captioning is coordinated in the Master Control Room by way of a phone line/IP for encoding/decoding and distribution. The Contractor will provide the captioning services for the Department. Captioning takes place in English via industry standards for analog and digital video.

5.10.3 Transmission

The Contractor shall supply Broadcast Quality digital audio and video transmission services when requested by HUD Clients, based on authorization from the PPM/COR on an ad hoc basis to the public and media outlets via satellite and/or fiber circuits including associated traffic management, notification, and scheduling. Connections shall be from HUDs studio by way of fiber to The Switch 2000 M St Washington, DC 20005 or via another vendor if approved by the Program Project Manager (PPM). The Contractor will be responsible for immediately notifying the Program Project Manager (PPM), and the Contracting Officer Representative (COR) of any changes to the transmission affecting HUD programming. The Contractor shall maintain quality control and signal monitoring during the entire transmission. Furthermore, the Contractor shall immediately notify the Program Project Manager (PPM), and the Contracting Officer Representative (COR) of any problems that may occur or have occurred affecting HUD programming.

Performance Standards

a) Standard: Compliant with applicable A/V industry standards i.e. H2.64 AQL: No deviation

5.10.4 Equipment lease and Rental

The Contractor shall provide rental/leased equipment that is required for an Office of Broadcast Operations project that is not available within the HUD Broadcast Operations Center. This requirement shall be identified by the Contractor to the Program Project Manager (PPM). The (PPM) will verify the need for the equipment and request 3 quotes from the Contractor. The Contractor shall provide the quotes to the (PPM). Upon approval of the best quote, the Contractor shall rent/lease the equipment for the duration of the project. Additionally, the Contractor shall provide rented/leased equipment for use in place of equipment that is out for maintenance or repair if said piece of equipment is identified by the (PPM) to be essential to the HUD Broadcast Operations Center. The Contractor shall take measures to ensure that there is no interruption to operations by planning and communications with the (PPM).

5.10.5 Supplies / Materials / Subscriptions

The Contractor shall purchase broadcast/video production supplies, materials and subscriptions for the completion of the broadcasting mission. The need can be identified by either the contractor, Program Project Manager (PPM) or other HUD employees based on requirements that occur during the period of performance. The need shall be validated and approved by the Program Project Manager (PPM), and the Contracting Officer Representative (COR), in writing before the purchase is executed. HUD shall pay for the item(s) cost, shipping and handling. The Contractor shall be paid a flat rate for administrative overhead for executing the purchase. To the maximum extent possible, the items should be based on GSA pricing. The Contractor must submit to the Program Project Manager (PPM), the Contracting Officer Representative (COR), documentation comparing the Contractors proposed pricing and published GSA prices and a rationale for any differences between the two rates. Supplies and materials are items that support operations such as video disks & tapes, batteries, cables, labels, DVD cases, microphone clips/stands, microphones, and any others items that are considered broadcast/video production items by the Program Project Manager (PPM), and the Contracting Officer Representative (COR). Subscriptions are items such as Adobe Cloud, software licenses, music library licenses, or any other support service identified by the Program Project Manager (PPM), and the Contracting Officer Representative (COR) that support the program operations.

5.10.6 Equipment purchasing

The Contractor shall purchase broadcast/video production equipment and systems for the completion of the broadcasting mission. The need can be identified by either the contractor, (PPM) or other HUD employees based on requirements that occur during the period of performance. The need shall be validated and approved by the Program Project Manager (PPM), or the Contracting Officer Representative (COR), in writing before the purchase is executed. HUD shall pay for the item(s) cost, shipping and handling. The Contractor shall be paid a flat rate for administrative overhead for executing the purchase. All purchased items shall become property of HUD and the U. S. Government and will be accounted for per the HUD Property Management Policy. To the maximum extent possible, the items should be based on GSA pricing. The Contractor must submit to the Program Project Manager (PPM), and the Contracting Officer Representative (COR) documentation comparing the Contractors proposed pricing and published GSA prices and a rationale for any differences between the two rates. Equipment and systems are items that support operations such as video players/recorders, cameras, switchers, routers, encoders, and any others that are considered broadcast/video production equipment by the Program Project Manager (PPM), and the Contracting Officer Representative (COR).

5.10.7 Webcasting

The Contractor shall provide a state-of-art video and audio webcasting solution using efficient protocols for use across various browsers (Internet Explorer, Safari, Fire Fox, Google Chrome, etc.) and platforms (Microsoft, Android and Apple) for live webcast streaming. The live streaming must be accessible to individual users who may have disabilities and special needs as outlined in Federal Law. The contractor shall manage and operate live webcasts as they are streamed and ensure signal quality and shall record the webcast for later editing and storage. The Contractor shall edit the webcast, ensure the captioning data is accurate, and shall catalogue the webcast so that it will be accessible via the Internet to the public for on-demand viewing. The contractor shall provide the Internet connection and supply the necessary bandwidth to accommodate live and archived webcasts that may occur during a given day.

5.10.8 Social Media

The Contractor shall develop and manage emerging Social Media Service access capabilities. As new services are developed in industry, the Contractor shall prepare designs, plans and solutions to enable HUD to communicate using these services. At a minimum, the Social Media Services to be provided are:

Video on Demand (VOD): HUD requires all media to be viewable on the HUD YouTube Channel with a Video link interface on HUD.gov. The Contractor shall develop video products in formats compatible with YouTube or other video-sharing service that may be available. The VOD must be accessible to individual needs of users with disabilities and special needs as outlined in Federal Law. Posting of VOD or social media must be authorized by designated Public Affairs staff.

5.11 Network / Connections

The Contractor shall provide a dedicated media network for management of digital assets, sharing of files for video production activities, recording and storage of live events, and access to webcasted products to the public. The network shall have at least 100 Mbps bandwidth up/down to the Internet, 10Gb editing file transfer and be capable of supporting up to 50 seats for internal Broadcast Operations access. The IP-based network shall be separate for the main service network in HUD (HITS or HUDNet “or any successor contract”). The Contractor shall provide all network administration services to include firewall/security, help desk, ongoing maintenance and system upgrades. Network administration shall also include maintenance and operation of web encoders and their compatibility within the overall network.

Performance Standards

a) Standard: Compliant with applicable Cisco and Microsoft network standards AQL: No deviation

b) Standard: Early identification of problems AQL: No deviation

5.12 Planning and Design Support

The Contractor shall provide equipment and core planning and design services for the HUD Broadcast and Communication Operations Center as required. Where warranted, work covered by this area shall be performed by or under the supervision of a professional engineer registered in the District of Columbia or any state that shall certify it. Any Registered Professional Engineer (RPE) employed for specific tasks shall first be approved by the Program Project Manager (PPM), and the Contracting Officer Representative (COR). This supports includes but is not limited to: Site surveys to determine equipment and construction requirements for new or modified systems. Such planning shall extend to all areas of support required for operation of such facilities including environmental, acoustic, ergonomic, and safety of personnel and equipment, research and surveys to determine market trends, hardware/software studies, interoperability with other government systems, and solutions to specific technical problems, which shall be delivered to the Program Project Manager (PPM), and the Contracting Officer Representative (COR).

Performance Standards

a) Standard: Demonstrates improvements AQL: No deviation

b) Standard: Performs capably and cost effectively AQL: No deviation

c) Standard: Identifies and corrects deficiencies AQL: No deviation

d) Standard: Identifies corrective actions AQL: No deviation

e) Standard: Identify trends and areas of improvement AQL: No deviation 6 Deliverables

The Contractor shall complete all work and submit all deliverables as specified herein. The Government reserves the right to make changes to delivery dates.

Report to PPM

Recipient is PPM

Recipient is PPM

Provide required Installation support documentation A memo letter summarizing the changes shall accompany the documentation. Changes shall be made using Dates and Versions. If documentation has no changes, the memo stating this fact will fulfill the report requirement.

6.1 Quality Control Plan

The Contractor's QCP shall be delivered to the COR within 30 days after contract award (or with the Contractor's proposal if it is an evaluation factor). The QCP shall be submitted to the COR within 5 business days when changes are made thereafter. After acceptance of the QCP, the Contractor shall receive the Contracting Officer's acceptance in writing of any proposed change to its quality control system.

6.2 Acceptance Criteria

Deliverables shall be submitted in draft format required by the Government. Upon review and acceptance by the Government, the Contractor shall address all Government comments and submit a final draft within 5 business days of receipt of Government comments.

7 Performance Requirements Summary

HUD will develop a Quality Assurance Surveillance Plan to be used to provide contract oversight. In conjunction with the Contractor's Quality Control Plan and various other methods of assessing performance, the COR and PM may perform on-site reviews and/or other types of verification to determine that the specified target performance requirements have been met.

Regular review of Contractor performance is critical to the overall success of the contract. On a monthly basis, the COR will evaluate the quality of the product or services.

8 Related Documents

The Contractor shall abide by all applicable regulations, publications, manuals, policies, and procedures in the performance of this contract.