Attachment 1 -PWS - MULTIMEDIA Final FY24.pdf

81st Training Wing Public Affairs Base Visual Information Services (Multi Media)

Performance Work Statement (PWS)

Non-Personal Services

TABLE OF CONTENTS

SECTION PARA TITLE PAGE

DESCRIPTION OF SERVICES

I 1.1 DESCRIPTION 3

1.2 OBJECTIVE 3

1.3 MANAGEMENT RESPONSIBILITIES 3

1.4 VISUAL INFORMATION (VI) SERVICES REQUIRED 3

1.5 ALERT PHOTOGRAPHY 3

1.6 PHOTO STUDIO SERVICES 4

1.7 PHOTO LOCATION SERVICES 5

1.8 PUBLIC AFFAIRS (PA) PHOTOGRAPHY 6

1.9 GRAPHIC ARTS SERVICES 7

1.10 VIDEO PRODUCTION/DOCUMENTATION 8

1.11 PUBLIC AFFAIRS (PA) VIDEO 11

1.12 PREVENTATIVE MAINTENANCE 12

1.13 SELF-HELP SERVICES 12

1.14 PUBLIC AFFAIRS TRAINING 13

1.15 MEDIA SUPPORT SERVICE 13

1.16 LOCAL AREA NETWORK (LAN) 13

1.17 CUSTOMER SERVICE 13

1.18 HOURS OF OPERATION 14

1.19 WORK ORDER 14

1.20 CONTRACTOR PERSONNEL REQUIREMENTS 15

1.21 ADMINISTRATIVE SERVICES 16

TABLE OF CONTENTS

SECTION PARA TITLE PAGE

DESCRIPTION OF SERVICES

I 1.22 HOUSEKEEPING 17

1.23 FACILITY SECURITY 18

1.24 SECURITY REQUIREMENTS 18

1.25 RECORDS 22

1.26 SECURITY 23

1.27 PHYSICAL SECURITY 24

1.28 OPERATIONAL SECURITY 24

1.29 LEVEL 1 ANTI-TERRORISM (AT) AWARENESS 25

1.30 SAFETY 25

1.31 SMOKING IN AETC FACILITIES 27

1.32 ENVIRONMENTAL MANAGEMENT SYSTEM (EMS) 27

1.33 HAZARDOUS MATERIALS 27

1.34 CONTRACTOR MANPOWER REPORTING 27

1.35 PROFESSIONAL RELATIONSHIPS AND CONDUCT 27

II

2 SERVICE SUMMARY 29

3 GOVERNMENT-FURNISHED ITEMS & SERVICES 30

4 CONTRACTOR-FURNISHED ITEMS & SERVICES 32

III APPENDICES

Appendix A – Acronyms 34 Appendix B – Work Order Priorities 36 Appendix C – Workload Estimates 37 Appendix D – Government Furnished Equipment (GFE) 39 Appendix E – Facility Map 39 Appendix F – Contract Deliverables and Reports Data 40

SECTION I

DESCRIPTION OF SERVICES/GENERAL INFORMATION

1.1 VISUAL INFORMATION DESCRIPTION: The Contractor shall provide tools, materials, personnel, training, supervision, and services necessary to perform visual information services to Keesler Air Force Base (KAFB), Mississippi (MS) and units with which host/tenant and/or inter-service support agreements exist as defined in this Performance Work Statement (PWS). The contractor shall be able to provide training to 81st Training Wing Public Affairs (81 TRW/PA) airmen in video, photo, and graphics services as needed by 81 TRW/PA as long as it does not interfere with PWS requirements.

1.2 OBJECTIVE: The services to be performed shall be non-personal services and are not inherently governmental. The Contractor shall provide all personnel, supervision, vehicles, job-related training, and services necessary to perform visual information services at Keesler AFB, (KAFB) MS. The Contractor shall perform to the standards in the contract as well as within industry standards for professional multimedia services.

1.3 MANAGEMENT RESPONSIBILITIES: The Contractor shall work with the 81st Public Affairs Officer (PAO) and the Contracting Officer Representative (COR) to estimate and define appropriate visual information services to be provided to customers and coordinate any requests involving Group Commanders and above with PAO. The Contractor shall provide the contract multimedia workforce direction and guidance in applying and providing multimedia services to KAFB customers. The Contractor shall attend meetings that define customer requirements and provide cost and time estimates to them. The Contractor shall participate in scheduled Public Affairs staff meetings as well as production meetings with customers. The contractor shall have no copyright interest in products pursuant to the contract. All products produced by the Contractor are the sole property of the Government and shall not be used or sold by the Contractor for any purpose. VI materials produced by the Contractor must and shall be kept within the bounds of propriety and good taste and not contain any illustrations, scenes, or language that would discredit the AF and subject it to public disfavor or ridicule. Public Affairs Visual Information is not a printing service. No more than 30 copies (16x20 and smaller) and 5 copies (larger than 16x20) of a custom graphic is authorized. If more is required, the customer will use Defense Logistics Agency (DLA) Document Services. A digital 'camera ready' file will be given to customer for printing purposes. The Contractor shall immediately forward questions regarding following these policies to the COR for resolution.

1.4 VISUAL INFORMATION SERVICES REQUIRED: The Contractor shall perform visual information services within the areas of alert photography, studio, location and public affairs photography, graphics arts, production, documentation and public affairs video, administration, training, and self-help services.

1.5 ALERT SERVICES: The Contractor shall provide alert services for the immediate response and documentation needs of the KAFB emergency support agencies. These include Security Forces (SF), Fire, Air Force Office of Special Investigations, Emergency Management, Flight and Ground Safety Offices, Crisis Action Teams, Emergency Operations Centers, and other emergency response agencies. Within 30 days after contract award the Contractor shall provide a plan outlining accident response both on and off the installations; to include the qualifications for assigned manpower, equipment, and safeguarding sensitive information over multiple days with 24-hour coverage. (CDL 0014)

1.5.1 Security Forces, Command Post or the Emergency Operations Center will notify the Contractor as soon as an alert requirement is known. Notification may be verbal.

1.5.2 An alert call occurring during normal business hours requires response and arrival at applicable site (workplace or scene) within 15 minutes of the call.

1.5.3 An alert call occurring after normal business hours requires response and arrival at applicable site (workplace or scene) within 45 minutes of the call.

1.5.4 After hour Alert Services are those services that occur during non-normal working hours and occur abruptly or suddenly. Response to these occurrences is not considered everyday routine nor are they occurring during the course of a normal business day.

1.5.5 Once placed on alert status, the responder(s) shall be under the direction of the requestor’s on-site representative or the designated on-scene commander, within the scope of this PWS, until the issue has been resolved or services have been completed.

1.5.6 Five workdays prior to the start of every new month, the Contractor shall submit to the COR a list of alert photographers’ names and telephone numbers. (CDL 0006). Instructions included in this report shall be as follows: The KAFB emergency support agency is to telephone the photographer listed as being on call for that period. If there is no answer, the instructions will next direct the KAFB emergency support agency to call either the Contractor-provided cell phone number or the Contractor supervisor whose number is also listed. If the cell phone service is used and no response is received within 15 minutes, the KAFB emergency support agency will call the listed supervisor.

1.5.7 The Contractor shall log all alert calls or alert exercise calls. The log shall indicate date and time of receiving call; name, rank, telephone number, and office symbol of requester for alert photography; name and on-scene arrival time of alert photographer, and name of on-scene POC. This log will be available to the Government at all times.

1.5.8 An alert photographer will only be called under the following circumstances: personal injury, domestic assaults, and suicide attempts w/injury, sexual assault, and damage to Government/private property in excess of $10,000.00 and KAFB exercises.

1.5.9 Nothing in the foregoing shall be construed to relieve the Contractor from the obligation to provide alert photography services at times other than the normal hours of operation.

1.6 PHOTO STUDIO SERVICES: The Contractor shall provide studio photographic services for official business only to include studio photography IAW Air Force Instruction (AFI) 35-101 paragraph 7.14.

1.6.1 The following restrictions apply:

Award Portraits: Wing quarterly and annual award winners and above only Chain-of-Command Portraits: Commanders from squadron up to wing level in unit hierarchy as well as command chiefs and first sergeants are to be displayed as well as portraits to display key staff from prominent support agencies such as the wing IG, sexual assault response coordinators, area defense counsel, equal opportunity.

Commanders Calls: Wing level and above only Group Photos: Units at Group level and above are authorized one group photo annually.

Requestors must provide names and ranks for all individuals in the group. Self-help cameras will be provided for all others.

Special Base Events. Products documenting official base ceremonies. Support is dependent upon photographer availability and the following restrictions:

Graduations: NCOA, ALS, CCAF only Induction/Recognition Ceremonies: NCO, SNCO, Chief and Outstanding Airmen of the Year Ceremony only Retirement Ceremonies: Chief or Colonel and above only Promotion Ceremonies: Chief or Colonel and above only Change of Command Ceremonies: Wing officiated level & above.

Awards Ceremonies: Wing level and above, e.g...Hennessey Award, Daedalians Award Medal Presentations: Purple Heart and above; must be requested for coverage Order of the Sword.

Any request for photographic studio support not listed above but specifically approved by the wing commander.

Official Passport Photographs. The Contractor shall provide official passport photography acceptable to the US Passport Office. All passport photographs shall be delivered to the customer at the time of the request.

1.6.2 Equipment Periodic Maintenance: The Contractor shall ensure the mechanical integrity of photo equipment as specified in equipment operations manuals and ensure the general condition of the multimedia equipment is maintained in working order through scheduled and documented periodic inspections. The Contractor is also responsible for preventative maintenance on the cameras and lenses per equipment manual specifications.

1.6.3 Photographic Products. Contract personnel shall provide premier photographic services and products that exemplify the highest current industry standards. Contract personnel shall provide photography products according to customer requirements which meet customer expectations and COR approved quality standard.

1.6.4 Digitally Produced Prints. Provide hard copies for change of command boards, Wing level award winners, passports, and the commander’s awareness program IAW AFI 35-101 paragraph 7.14.

All other products should be delivered digitally.

1.7 PHOTO LOCATION SERVICES: The Contractor shall ensure photographers are present for location photography appointments 10 minutes prior to the date and time requested by the customers, unless otherwise specified based on the government provided workload tracking system. The Government will normally notify (either orally or in writing) the Contractor of requirements for location photography at least 48 hours in advance; however, this is not always possible. On occasion, the Contractor may receive an hour or less notification of a location photography assignment, which shall be considered a Priority 01. Typical short notice requirements are for emergency situations and accidents. Location photography requests shall only be accomplished for Wing level events or above. All other requirements will be accomplished by in-house digital cameras of the Squadron or Flight. Prints for other than Wing level events and above shall be the responsibility of the requester.

1.7.1 Simultaneous Locations. The Contractor shall honor requests on a “first come-first serve basis.” Location photographers shall use Contractor-furnished transportation. Conflicting schedules for location support shall be forwarded to the COR for resolution.

1.7.2 Official Work. The Contractor shall not disapprove or refuse to accomplish any work order request. Work considered unofficial, unauthorized, or beyond the scope of the contract shall be immediately forwarded to the COR for resolution. Any unofficial, unauthorized, or beyond-contract scope work performed by the Contractor without Government approval shall not be counted as production by the Government.

1.7.3 After-Duty Hour Assignments. Contractor shall provide photographer(s) for scheduled after-duty hour assignments. The Contractor shall contact requester and ascertain appropriate attire for the event (e.g., dining in, formal dress, etc.).

1.8 PUBLIC AFFAIRS PHOTOGRAPY: The Contractor shall provide professional photographic support to the base PA Office, who employs photojournalism techniques of storytelling images through composition, lighting, decisive moment, and other accepted standards as currently displayed in national magazines and newspapers. Photojournalism is required to interpret story lines furnished by PA specialist and provide creative photographs to enhance the accompanying article/website and sizing photos for PA requirements. Since the PA mission often needs multiple or simultaneous photographic support, the Contractor shall be responsible for assignment of other contract photographers to cover all PA imagery requirements.

1.8.1 Imagery Release: The Contractor shall adhere to guidelines for photographic imagery release and obtain a Vision ID IAW AFI 35-101, para 7.13.4. and DoDI 5040.02/5040.07 which requires parents or legal guardians to sign the DD Form 2830, prior to using minors’ images on the Keesler social media. The Contractor shall be responsible for loading photos to AF Public Information Management System (AFPIMS) and Defense Visual Information Distribution Service (DVIDS), by giving each photo its own Visual Information Record Identification Number (VIRIN) number and entering photo cutline, catch line and category, and other necessary information and approving them.

1.8.2 VI Product Data Caption. The Contractor’s photojournalist shall provide the Public Affairs (PA) office with photograph captions (cut lines) using DoD style and Associated Press Style guide. An assignment is not complete unless cut lines accompany photos to appear in social media, or external news release.

1.8.3 Historical Submissions. All photographic products generated by the PA photojournalist shall be reviewed for historical submission by the PA photojournalist. Submit original still photography of subjects or events that may be considered of permanent interest to the AF after approval by the PA

Officer and/or BVIM, as required by AFH 35-115 para 1.3.4. (CDL 0008)

1.9 GRAPHIC ARTS SERVICES: The Contractor shall provide design and production of graphic products such as posters, displays, exhibits, emblems and temporary or interior signs. Graphic support shall only be accomplished for classroom use and/or Wing level requests only as determined by the COR. Graphics personnel must maintain all records of job-hours, products produced, purpose and justification of jobs as stated using a government provided workload tracking system. Controlled items such as lamination and foam core shall only be accomplished by the contractor when approved by the COR.

1.9.01 Graphics Products. The Contractor shall: Design and construct status charts and wall charts as identified in Appendix C, Workload Estimate. Charts are normally computer generated.

Assemble charts and briefing charts and mount on foam core (COR approval). Charts may be required to be laminating a minimum of 36 inches wide. Charts over 35.5 inches wide by 96 inches long will be paneled. Each panel on an oversize chart will receive a work count of one. Contractor shall not produce permanent exterior signs. The Contractor must maintain all records of job-hours, products produced, purpose and justification of jobs based on the government provided workload tracking system.

1.9.02 Charts: Design and construct status charts, wall charts, non-CE maps, and calendars, as identified in the government provided workload tracking system. Design, construct, and letter posters, non-CE maps, and calendars, as identified in Appendix- C Work-load Estimate.

1.9.03 Posters/Signs: Design, construct posters as identified in Appendix C, Workload Estimate.

Posters/Signs may also include artwork such as emblems, illustrations, etc. Construct as required on paper, card stock or foam core (COR approved) in size and quantity established by requester.

1.9.04 Displays: Design, construct as identified in Appendix C. Construct, as required, on paper, card stock, foam core (COR approved) in size and quantity established by requester. Displays will range from tabletop and wall to elaborate freestanding functions including 2- and 3-dimensional designs.

1.9.05 Pub Art/Digital Files Copies: Design and produce illustrations for printed publications as identified in Appendix C. Computer illustrations will be compatible with and formatted to meet customer requirements. Illustrations shall be in black and white or color. The Contractor shall be responsible for all illustrations submitted for all resident and Career Development Course (CDC) material. The Contractor shall provide illustrations compatible with and formatted to the Course Development & Student Administration Record-Keeping System (CDSAR). Illustrations produced for CDC and resident course requirements shall be of high quality and in the sizes and format requested.

Individual illustrations will be counted when transfer is accomplished. If an entire disk is transferred with no change, unit count is only one.

1.9.06 Graphics Storage: Maintain computer-generated products on removable media (e.g., CD, DVD, External Hard Drive), or other large capacity disk as file art. These disks will become the property of the Government.

1.9.07 Lamination and/or mounting: Lamination and/or mounting shall only be accomplished for classroom use and/or Wing level and above job requests only. Caution customers requesting lamination of items that were not accomplished as a graphic or photographic work item of the inherent danger of heat damage to the original product during the lamination process. The Contractor shall use due care when laminating any item but shall not be responsible for lamination damage to customer-provided items, provided that due care was used. This is a controlled item and shall be accomplished only after approval by the COR.

1.9.08 Reproduction: Any of the above graphic products customer may request paper copies 8.5”x 11” or 11”x17” no more than 30 copies.

1.9.09 Video Graphics. The Contractor shall provide computer-generated video graphics in support of television productions. These graphics shall include text, illustrations, 2- and 3-dimensional models, and animation.

1.9.10 Complexity Criteria: The types of media produced by the Contractor shall include graphic digital and material designed products as identified in Appendix C, Workload Estimate. Graphics are classed as simple, average, and complex.

1.9.11 Simple Graphic: Title, text, single-component drawings; plain and uncomplicated. The effort to complete simple production is 5 business days. The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.9.12 Average Graphic: Line art illustrations, basic diagrams, minor schematics, charts, and graphs. The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.9.13 Complex Graphic: Fully rendered illustrations and original art in black and white or full color, large detailed, technical illustrations. Intricate schematics, charts, diagrams, and illustrations. Completion of the majority of complex graphic do not exceed 16 business days. The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.10 VIDEO PRODUCTION/DOCUMENTATION: The contractor shall provide video production and documentation. All video work will be for Wing level and/or Tech Training requirements. 81st TRW/PA is a MAJCOM Specialty Video Production Center. The Contractor shall forward all requests received for video production to the COR. Approved requests for video production shall be documented in accordance with (IAW) AFH 35-115, Visual Information, 24 Nov 20, Chapter 8, and Department of Defense Instruction (DoDI) 5040.07, Visual Information (VI) Productions, 21 Feb 2013. Estimated quantities of work are listed in Appendix C, Workload Estimates.

1.10.01 Advice, Assistance and Searches: The Contractor shall provide advice and assistance on current video production materials, methods, equipment, and choice of media and facilities available to user organizations. The Contractor shall request that the COR accomplish title and subject searches for proposed new productions. The COR will then determine the existence of any similar video productions in the DoD libraries.

1.10.02 Request for Production: All video production work performed by the Contractor shall be based on a valid request based on the government provided workload tracking system and DoDI 5040.07, Visual Information (VI) Productions. Air Force Public Affairs Agency (AFPAA) will assign a production number to all valid video requests. Contractor video personnel shall work with the COR to prioritize the order of work on video productions. Requests approved for local and MAJCOM productions shall be documented IAW AFH 35-115, Chapter 8.

1.10.03 Work Control System: All scheduling and priority of requested video productions will be determined by the COR. The Contractor shall meet as needed with the COR to determine studio capability.

Work orders are considered complete when the customer and 81 TRW/PA reviews the production and signifies acceptance by signing the government provided work order system as completed. The Contractor shall identify local and MAJCOM productions separately. The Contractor must maintain all records of job-hours, products produced, purpose and justification of jobs based on the government provided workload tracking system.

1.10.04 Project Files: For each production, the Contractor shall maintain a project file containing the original work request based on the government approved workload tracking system, final script, talent release, status reports and related correspondence. Project files for completed productions by AETC as obsolete shall be removed. Removed media will be reported to the COR in writing.

1.10.05 Complexity Criteria: The types of media produced by the Contractor shall include video production, DVD Authoring and various video and audio format combinations. A production is a video that requires a combination of detailed planning, script writing, videotaping, and complex editing. Productions may also include multiple camera shoots of live events. Productions usually last over an extended period of time. Video productions are classed as simple, average, and complex.

1.10.06 Simple Production: A studio or location production requiring a single camera in a fixed position with only basic movements. Subject matter expert and talent will have a thorough knowledge of the material, thus not requiring a script or tele-prompter. Production will be continuous, sequential, and in real time. Editing will consist of an introduction and closing. Audio will be single source, and no mixing required. No graphics or music is required. The effort to complete simple production is 2 business days.

The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.10.07 Average Production: A studio or location production may require more than one camera.

Scripting and outline will be non-creative. Talent or subject matter expert will accomplish narration. No more than two rehearsals of each scene shall be required. Scenes may be recorded out of sequence for editing in sequence during post-production. Stock footage searches shall be limited to current library at KAFB. Audio will consist of narration and mixing of music for an introduction and closing. Graphics are limited to titles, credits, and limited simple graphic designs without animation. The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.10.08 Complex Production: Complex products are those requiring pre-production conferences with television production personnel and subject matter expert. The production may be either in a studio or on location. Creative script writing containing precise narration depicting scenes is required.

Extensive coaching and rehearsing may be required. Scenes may be recorded out- of sequence for sequencing in post-production. This production may require more than two cameras of film style shooting with extensive camera placement and movement. Special effects to include simple animation and complex graphics may be required. Audio may consist of music under narration and action, as well as sound effects and dialogue. Programs of a complex nature may be for local production and interactive videodisk production as well as DVD authoring. The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.10.09 Documentation: A short or simple shoot is the process of videotaping events such as lectures or seminars. The event typically only requires one videographer and needs minimal, if any, editing. The Contractor shall provide Visual Information Documentation (VIDOC) Program services to include classroom or lecture recordings. The required completion time is based on the priority assigned and in accordance with the Work Order Priorities table in Appendix B.

1.10.10 Video Compression Services: Video compression services include encoding and transcoding video and audio from one format to another to include customer provided video capture to computer disk, and writing computer files to CD, DVD or for web application.

1.10.11 Priority Control: The control and daily internal scheduling of production work by Contractor personnel shall be the responsibility of the Contractor except for Video Production (PWS 1.10.03). The BVIM COR will monitor production progress and approve major priority schedule and delivery date changes per Appendix B, Work Order Priorities.

1.10.12 Validation: The Contractor shall provide consultation service and coordination with the BVIM and requester to discuss the feasibility, milestone dates, and estimated completion dates prior to acceptance of the authorized work order.

1.10.13 Review and Acceptance: The authorized requester and/or technical advisor will schedule availability of Government personnel required to review and accept final AV products. Before final acceptance, all video productions must be coordinated through the PA office for security and policy review. The authorized requester or technical advisor will sign the work based on the government approved workload tracking system certifying acceptance. If the product is unacceptable, the requester or the technical advisor will provide the Contractor with a written reason for the rejection and the Contractor shall be required to re-accomplish the production if the Chief, PA, BVIM or COR finds the reason for re-accomplishment valid. Re-accomplishment will be annotated in the appropriate project file.

1.10.14 Scripting: The authorized requester and/or technical advisor will provide the Contractor with the necessary resource material suitable for script preparation and subsequent production. The customer may provide a draft or finished script to the Contractor. The Contractor shall maintain full scripting capability to provide a shooting script and storyboard (as needed) for customer approval.

While some projects may require significant research and extensive treatment of the subject material, others may need only minor effort to adapt material to the media requested. The frequency of Contractor and customer conferences and the amount of scripting preparation will vary according to the nature and complexity of the requested product. The technical advisor will assist the Contractor where necessary in the operation, use, and interpretation of resource materials. The requester and/or technical advisor will approve the final script prior to production.

1.10.15 Talent: The requester will schedule and assure availability of Government personnel to appear or perform in the AV production. The Contractor shall not be penalized for production delays incurred by customer inability to provide Government personnel when scheduled. Government personnel will not be required to sign a talent release. Non-Government personnel performing in AV productions will do so in keeping with negotiations with the Contractor but shall not have the right to future claims against the Government or Contractor for any talent fees. DD 2830, General Talent Release, Oct 2000 is required for minors and DD 2831, General Release Where Talent Fee or Other Remuneration or Recompense Accrues to the Participant, Oct 2000 is required if talent release fees incur.

1.10.16 Initial Conference: Production approach, remote or studio scenes, script treatment, production and product distribution shall be discussed between the BVIM, Contractor, and requesting agencies. It will be the BVIM’s option to terminate work on a given project at the conclusion of the initial conference.

1.10.17 Video Productions: The Contractor shall accomplish all planning, directing, staging, lighting, visual aids, production equipment, rehearsals, recording, photography, editing, and equipment operation to produce video productions. Productions may be recorded in the studio or at remote locations depending on the requirements of a specific project. Studio master recordings will be recorded on digital format as dictated by the media requirements.

1.10.18 Final Acceptance: When the Contractor considers a production complete, the Contractor shall schedule a meeting with the customer and COR to review the production. The customer will review the technical content and accuracy. The COR will review for picture, sound quality, and conformance with AF policy for AV production.

1.10.19 Audio Productions: The Contractor shall perform all tasks necessary for the production of digital or analog audio media. The audio recordings shall be accomplished IAW ANSI (American National Standards Institute) standards. The final product may be either an audio digital file or CD/DVD, depending on the requirements of the customer.

1.10.20 Labeling: The Contractor shall perform identify, number and label all VI productions IAW AFI 35-101 and AFH 35-115.

1.11 PUBLIC AFFAIRS VIDEO: The Contractor shall produce “fast” (newsworthy and able to turn product in 12-24 hours) video products for social media and DVIDS. These video products will be shown on the base website and Keesler social media as determined by the PA officer.

Furthermore, these products will consist of Keesler events (change of command, parades, etc.) human interest stories, (e.g., a day in the life of Security Forces patrol), local events of interest to Keesler personnel, military news, and other events as determined by PA that meet 81 TRW/CC & 2 AF/CC priorities. Each story in and of itself could be considered of average complexity. These PA products and all associated programming social media are included in Appendix C with the listing for PA Productions. The Contractor shall perform skills in video documentation and broadcast journalism.

Perform specific tasks that range from preparing and releasing information to the media, to understanding how to set up a unit web site. Prepared to write and announce broadcast news and spot information pieces. Perform voice dynamics and developed broadcast voice delivery skills for radio and video production. Able to deliver various radio shows, including news and music, and audio spot production, and has examined the principles of recording and editing. Perform video shooting and editing, lighting skills, captioning, and studio operations, as well as more complex tasks such as spot, feature, and documentary production. Due to the complexity of this service, the Contractor shall provide only highly skilled and technically competent personnel to perform these services. Non-availability of highly skilled and competent personnel will not excuse the Contractor’s performance.

1.12 PREVENTATIVE MAINTENANCE: Develop a maintenance plan that indicates how routine equipment maintenance will be carried out. Provide a copy of the plan to the COR at the start of the contract. Provide a copy of all updates to the COR as they occur (CDL 0012). A file of manufacturer specifications and service advisories/ manuals shall be maintained for Government equipment.

1.12.1 Repair Limits: The Contractor shall be responsible for the purchase of replacement parts/ repairs of equipment up to a limit of $500.00. If replacement parts/repairs are estimated by the Contractor to exceed such limit, a detailed cost breakdown shall be submitted to the CO. If the CO approves the purchase of replacement parts/repairs, the Contractor shall purchase the repair parts and invoice the Government under the ‘Reimbursement for Equipment purchased by the Contractor on behalf of the Government’ Line Item. Positive proof of payment and receipt of the part will be required prior to processing Contractor invoice for payment of replacement parts. The Contractor shall provide the COR quotes from at least 3 sources for all replacement parts/repairs to ensure fair and reasonable price.

1.12.2 Equipment Replacement and Upgrade: The Contractor shall submit a detailed equipment upgrade and replacement plan for GFE when requested (CDL 0010). As directed by the Government, the Contractor shall purchase equipment and invoice the Government under the ‘Reimbursement for Equipment purchased by the Contractor on behalf of the Government’ Line Item. The Contractor shall apply no profit or fee to the purchase price. Positive proof of payment for the equipment will be required prior to processing Contractor’s invoice for payment of equipment purchases. The Contractor shall provide the COR quotes from at least 3 sources to ensure fair and reasonable price.

1.12.3 Visual Information Equipment Plan (VIEP): The Contractor shall submit and update, as requested by the COR, an equipment upgrade and replacement plan for Government consideration as identified in AFH 35-115, para 5.4 (CDL 0011). Equipment acquisition and replacement proposals will be supported with adequate written justification to substantiate funding. The Contractor shall provide the Government with a priority listing of equipment items required and update this listing as necessary. When so requested, the Contractor shall assist the COR in identifying needs for other equipment acquisition venues.

1.13 SELF HELP SERVICES: The Contractor shall manage and operate a self-help equipment checkout service. The Contractor shall process customer requests for video and still camera equipment and ensure its availability on the date/time required as mutually arranged. Equipment reservations shall be made on a first-come, first-serve basis. Air Force (AF) Form 1297, Temporary Issue Receipt, shall be used to document equipment loan transactions. Upon return of equipment, AF Form 1297 shall be stamped “Received,” dated, initialed by the Contractor representative, hours used annotated, and then filed. Equipment returned damaged or missing parts, covers, etc., must be brought to the attention of the customer, annotated on the AF Form 1297, initialed by the customer, and brought to the attention of the COR. Upon return by a customer, equipment shall be checked, cleaned, and repaired as necessary prior to reissue to another customer. The Contractor shall provide operational instructions to customers borrowing camera equipment. The Contractor shall identify overdue equipment, contact the customer concerning its return, and notify the COR if the customer has not complied with the request by the date due.

1.14 PUBLIC AFFAIRS TRAINING: Contract personnel shall provide training to government Public Affairs members on alert, location and studio photography, videography, and graphic arts.

Training will be as needed and could be conducted over several days and not interfere with the requirements of the PWS. Training needs are to accomplish two requirements. First, the training will allow Airmen access and familiarity to equipment listed in their Air Force Specialty Code. Secondly, the training will allow government PA members to augment contractor support during peak work demands. When this is required the contract manager will be notified by the COR and a predetermined start and end date will be determined.

1.15 MEDIA SUPPORT SERVICE: The Contractor shall provide a media support function to include maintaining a media library, issuing media and for customer use. The Contractor shall provide central security, storage, order, issue, accountability, control, and safeguarding of all Government-provided VI media. The Contractor shall duplicate video productions from master depository in quantity and format required by the customer. An audio and video quality check shall be performed on all materials before release. The Contractor shall maintain a video log that would include work order customer/unit, video title, date received, date due, Contractor assigned, completion date, type of video product, and raw and edited time (CDL 0009).

1.16 LOCAL AREA NETWORK (LAN) The Contractor shall also operate VI equipment and produce VI products using government owned LAN equipment to integrate the following capabilities: large format graphic printers, file server, assorted video-and photo-based input/ output devices. All these systems will be connected to a LAN. The LAN will be capable of outputting VI products and capable of delivering color graphics and still photo images in electronic storage devices and formats as required by customers as well as transmit images to the Defense Video Imagery Distribution System (DVIDS) in accordance with AFI 35-101.

1.17 CUSTOMER SERVICE: The Contractor shall establish a central delivery pick-up point for graphics, photographic, and video production work located in Bldg. 902. The delivery pick-up point shall be visually identified in a central location with immediate access for customers. All Contractor personnel having contact with customers must be able to read, write, speak, and understand English.

Contractor personnel shall maintain open and professional communication with members of the Public Affairs staff and customers. Complaints validated by the COR shall be reported in writing to the Contract Administrator and the Contractor for action. Failure of the Contractor to correct validated complaints raised by the PA staff and the COR will be considered a failure to perform. The Contractor personnel shall display a professional, positive, and cooperative attitude while in the workplace.

1.18 HOURS OF OPERATION: The Contractor shall maintain the following customer service hours:

7:30 a.m. (0730) to 4:30 p.m. (1630) – Monday through Friday.

1.18.1 Federal Holidays: The Contractor is not required to provide routine service on the following days:

New Year’s Day, Juneteenth Veterans’ Day Martin Luther King Jr. Day Independence Day Thanksgiving Day Presidents’ Day Labor Day Christmas Day Memorial Day Columbus Day

1.19 WORK ORDER TRACKING: All customer work order requests shall be tracked and entered into a Government approved work order tracking system. The contractor shall ensure the work order tracking system, as a minimum, provides a mechanism to identify each request and include the customer information, the type and quantity of product requested. It will also include the priority and the requested due date. Any additional information required will be coordinated between the COR and the contractor. The tracking system must be able to generate the Work Order Reports as required in PWS, Appendix F, Contract Deliverables and Reports Data. The contractor is responsible to ensure the data is accurate and the tracking system is maintained for the life of the contract. The tracking system shall be approved by the Government within 10 business days of contract start. All data and information stored in the tracking system belongs to the Government.

1.19.1 Government Work Order Tracking System: The Government may during the performance of this contract, request the contractor transition to a Government Work Order tracking system. The transition will be required within 30 days of notification at no additional cost to the Government.

1.19.2 Work Order Priorities: Work Order Priorities. All work orders received by the Contractor shall fall within one of the following priorities: (See Appendix B, Work Order Priorities)

Priority 01: Work of an emergency nature, when time is of the essence. Command directed tasking, aircraft accidents; accident investigation boards, intelligence collection, criminal investigations, and certain time sensitive PA material are examples of priority 01 work. Priority 01 work shall be accomplished without delay and will preempt all lower priority work.

Priority 02: This shall be assigned to graphic work that requires quick turn-around and for the standard priority of photo support. Included is work requested by PA for internal or public release, public safety agencies (81st Security Forces Squadron (81 SFS), Fire Department, Safety, and Air Force Office of Special Investigations (AFOSI)), unit commanders, and products needed to support other work with time restraints.

Priority 03: This shall apply to all other routine work that can be programmed in advance or on a recurring basis.

Priority 04: This shall apply to all complex video production, some publication art, some 2D displays/exhibits and all 3D displays. Work will be performed on first in – first out basis, unless otherwise designated by the COR. Response times will vary depending upon the complexity of the request and required date.

1.19.3 Customer Complaint Form: The Contractor shall answer all customer complaints registered on the customer complaint form, in writing and return all original copies to the COR within three workdays after receipt and re-accomplish within three workdays. The Contractor shall have the following sign prominently displayed at the central delivery and pick up area:

“NOTICE TO ALL VISUAL INFORMATION SERVICES CUSTOMERS. If service is being refused for any reason or is unacceptable (e.g., photo, graphics, or video) from the Contractor, Customer Complaint Record is available for addressing issues. These forms are available through the COR office in rooms 119 or 201A, Bldg. 0902 (Wall Studio), or you may call extension (228) 377- 2793 or 3604 / DSN 597- 2793/3604 to discuss the problem and get assistance from a COR in handling the complaint.”

1.20 CONTRACTOR PERSONNEL REQUIREMENTS: The Contractor shall be responsible for safety and health of employees. All applicable Federal Occupational Safety and Health Administration (OSHA) standards shall be complied with. In the event of injury, the Contractor shall immediately notify the COR.

1.20.1 Conflict of Interest: The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest nor shall the Contractor employ any person who is an employee of the Department of the AF, either military or civilian, unless such person seeks and receives approval IAW applicable Department of Defense (DoD) regulations.

1.20.2 Employee Attire: Contractor personnel shall be properly attired and present a neat and clean appearance (considered to include the wearing of any required protective apparel and/ or safety equipment) and be easily recognized. This shall be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges that contain the company name and employee name. The badge shall be worn on the front outer clothing, between the neck and waist, and be visible at all times while the employee is performing work under this contract. On special occasions (such as Dining In, etc.), photographers and/or videographers are required to wear formal suit coat/pants and tie, or professional female attire.

1.20.3 Contract Project Manager: The Contractor shall assign a dedicated, full-time, contract manager who shall be responsible for the management of the work. The contract manager shall plan, direct, and review all phases of work and ensure compliance with contract requirements. Written notification of the name, address, and home telephone number of the contract manager and alternate who will act for the Contractor whenever the contract manager is absent shall be provided to the Contracting Officer (CO) by the contract start date. Changes to names, addresses, or telephone numbers that occur thereafter must also be submitted to the CO or COR at least 48 hours prior to their effective date. The contract manager and alternate must be able to read, write, speak, and understand English. The contract manager and alternate must understand Government and military acronyms (See Appendix A, Acronyms), definitions, technical terminology, publications, and forms consistent with administration of this contract.

(CDL 0001)

1.20.4 Contract Project Manager’s Authority: The contract project manager or alternate shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract.

1.20.5 Availability of Contract Project Manager: The contract project manager or alternate shall be available to meet on the installation with Government personnel designated by the CO within 30 minutes of notification during normal duty hours if the need arises. After normal duty hours, the manager or designated alternate shall be available within two hours of notification.

1.20.6 Employee Training: The Contractor shall ensure that the employees listed below obtain the following mandatory training as a condition of their employment unless employees previously obtained this training. All positions must be designated within one month of contract start or position vacancy.

1.20.7 Equipment Custodian: A Government representative will be designated as the primary equipment custodian and will assign all Government-furnished equipment (GFE) on a hand receipt to Contractor personnel. The Contractor shall provide an alternate equipment custodian to work with the primary.

Equipment custodian must attend an equipment management class, conducted by the base supply activity, before being allowed to receipt for GFE.

1.20.8 Records Custodian: The persons designated as the records technicians must attend a records management class, conducted by the base records management activity, not later than two months after being so designated. The class lasts approximately four hours and is usually conducted one time per month. POC for this training is 81st Communications Squadron (CS)/SCOK at (228) 377-2621 / DSN 597-2621.

1.21. ADMINISTRATIVE SERVICES: The Contractor shall provide all invoices, reports, forms, and other correspondence listed at Appendix F, Contractor Deliverables and Reports Data, at the time and frequency and in the number of copies specified therein. The Contractor shall ensure the data submitted is complete and accurate and all copies are delivered to the COR on Tuesday the following week. Weekly reports will consist of all completed and signed work orders at the end of each week. The cover sheet will include a weekly closeout summary with total work orders and priority for each department (CDL 0003).

Monthly reports will consist of the workload total products and services to include number of requests and total products delivered. Video must include total original minutes and total screen minutes. All accessioned VI products for Defense Visual Information Distribution System (DVIDS) will be included. (CDL 0004).

1.21.1 Host/Tenant and Inter-service Support Agreements Reimbursable Report: The Contractor shall submit a monthly report (included with the work order turn in on the first week of the new month) of all designated reimbursable host/tenant or inter-service work requests to include: name, rank, and unit of requester, type and amount of work, amount of material expended, number of hours required to accomplish the work, and total estimated cost of work accomplished. (CDL 0005)

1.21.2 Non-Duty Hours Report: On occasion, services may be required to support an activation or exercise of contingency plans outside the normal duty hours described above. The Contractor shall provide non-duty hour services up to 350 hours for each contract period. The Contractor shall ensure that non-duty hours are allocated in Videography, Photography, and Graphics. Log is submitted to the COR monthly (CDL 0007). The Contractor shall notify the CO through the COR when 85 percent of the allotted non-duty hours have been accomplished. The Contractor shall maintain a log of all non-duty hours, which shall include, as a minimum, the following:

a. Date and time of assignment

b. Name of requester, organization, and phone number

c. Purpose (e.g., Alert, etc.)

d. Total time of assignment

e. Name of certifying official

1.22 HOUSEKEEPING: The VI Contractor shall be responsible for good housekeeping practices, e.g., mopping of spills, proper storage of materials, daily cleanup in and around all work areas that are closed to service by the base custodial service provider. Housekeeping to be performed by the Contractor at assigned facilities includes:

1.22.1 Proper arrangement and/or storage of equipment, furniture, supplies, tools, lights, electrical cords, etc., to eliminate clutter and potential fire and safety hazards (stored in cabinets or storage cases when not in use).