Attachment 1 - PWS Professional Photography Services.pdf

United States Department of Agriculture Agricultural Research Service

Performance Work Statement

Professional Photography Services for Employee Headshots

National Bio and Agro-Defense Facility (NBAF) USDA-ARS, Manhattan, KS

1/23/2024

Contents Project General Information

1.0 Scope of Work

2.0 Background / Place of Performance

3.0 Contractor Requirements

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Security Requirements

8.0 Photo Rights

Project Professional Photography Services – Headshots with Professional Retouching and Image Editing

General Information

1.0 Scope of Work

The selected contractor will work directly with the Communications team at NBAF to provide individual headshots and team shots of employees that work at the facility. These photos will be used for marketing materials and correspondence. They will also be used for internal communications as a resource for NBAF employees.

2.0 Background and Place of Performance

The National Bio and Agro-Defense Facility (NBAF) is seeking a company or individual with extensive knowledge and competence to provide professional headshots with retouching and editing services.

Headshots will be defined as waist up photos of individuals. Full length shots of NBAF leadership will also be required. All photos will be taken on the NBAF campus, located at 1980 Denison Ave, Manhattan, Kansas.

NBAF’s goal is to offer this opportunity to all employees (possibly up to 300) although it is unlikely all employees take advantage of this opportunity. NBAF is a federally owned and operated biocontainment facility that will help protect the nation’s agriculture, farmers and citizens against the threat and potential impact of serious animal diseases. NBAF will be the first facility in the U.S. to provide maximum biocontainment (bsl-4) laboratories capable of housing large livestock to develop vaccines and diagnostics for zoonotic diseases. It also has BSL-2 and -3 laboratories.

3.0 Contractor Requirements

3.1 Work Restrictions & Conditions

3.1.1 Site Security Access: Access to the site is controlled by a security fence and visitor/contractor check-in/check-out system. All contractor/subcontractor employees shall sign-in and out at the main entrance gate and always wear a contractor/visitor identification badge while on the site. The ID badges will be turned in at the end of the workday. A current government-issued identification with a picture ID is required for entry. See 7.0 for additional security requirements.

3.1.2 A crew of two (2) would be preferred considering there will be several setups indoors, outdoors, groups and individual shots.

3.1.3 Contractor vehicles shall be parked in the facilities main parking lot.

3.1.4 Work shall be confined to the areas as directed by the NBAF Communications team.

Unless accompanied by a USDA employee, the Contractor, subcontractors, and their employees shall not enter buildings or facilities.

3.1.5 All photos will be reviewed and approved by the NBAF Communications team and NBAF Security team.

3.1.6 Failure to comply with access requirements shall be adequate grounds for removal of the Contractor/subcontractor employees from the site and barring further site access to individuals.

3.1.7 Work Hours: Regular work hours for the site are 8:00 am to 5:00 pm, Monday through Friday, excluding Government holidays.

3.1.8 Federal Holidays are listed below:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day Juneteenth Independence Day

3.2 General Requirements/Tasks

3.2.1 The contractor must furnish all personnel, equipment, materials, backdrops, supplies, services, and shipping costs required to achieve the quality performance standards of the work in this contract, unless otherwise specified herein.

3.2.1.1 The selected contractor shall be responsible for furnishing all equipment associated with the project including, but not limited to cameras, lenses, backdrops, lighting, tripods, computers, and photo editing programs.

3.2.2 The Contractor must furnish an example of work prior to selection process.

3.2.3 The Contractor shall furnish a detailed cost proposal, including all labor cost for services specified in the scope of work. Proposal shall indicate any associated travel costs.

Proposal must be in whole dollars, no cents. Otherwise, bids will be rounded to the nearest dollar.

3.2.4 The Contractor’s work shall adhere to the criteria stated within these project requirements.

3.2.5 The Contractor shall work with Communications personnel to ensure project is accomplished in a timely manner.

3.2.6 The Contractor shall submit the following documents for payment:

3.2.6.1 Employee payrolls\time sheets

3.2.6.2 Invoice

3.3 Pre-Service Tasks

3.3.1 Prior to Services Notice to Proceed (NTP) the following submittals must be submitted to the Contracting Officer (CO) for approval, unless otherwise determined by the CO that submittals may be provided after NTP. Documents shall be submitted in PDF that can be easily read when printed on 8-1/2 x 11 or 11 x 17 sheets:

3.3.1.1 The Contractor shall provide to the COR a list of Task order personnel of the general and subcontractors, who will be emergency contacts, including address, and telephone numbers for use in an emergency. The Contractor shall update and submit the list monthly with invoices.

3.4 Service Tasks

3.4.1 The work schedule will consist of a site visit prior to the actual work. This visit will be held within a month of the contract award date and consist of introductions and a site tour of the facility. Following the initial site visit there will be three (3) periods when the contractor’s personnel will be expected to be on-site and working directly with Communications personnel. These periods will be held at an agreed upon date, the first of which will ideally be held in February/March. The second in June/July. The final visit will be held in September/October. It is expected that the contractor’s personnel be on-site daily during normal business hours. It is also expected that the contractor provides the same key personnel for the remaining duration of this contract to insure consistency in work product.

3.4.2 The Contractor shall ensure their onsite support staff follow all site safety and security procedures and policies.

3.4.3 Prior to submitting final payment, the following documents shall be submitted:

3.4.3.1 Employee payrolls\time sheets

3.4.3.2 Invoice

4.0 Government Furnished

The government will provide escorts for necessary contractor personnel when onsite.

5.0 Deliverables/Schedule

The Contract duration for this project is 365 days from Notice to Proceed issued by Contracting Officer.

Key Deliverables

Item No.

Deliverable / Item Title

Description Frequency Date

1 Site Visit Meet with Communications team to discuss project and plan shot locations

One day to be agreed upon prior to visit.

Within one month of contract award date

2 First round Interior headshots/ group shots – multiple settings for key personnel

Up to 4 days agreed upon prior to visit.

February or March. Photos to be delivered within 30 days of visit.

3 Second round

Interior/exterior headshots/group shots

Up to 4 days

June or July. Photos to be delivered within 30 days of visit.

4 Third and final round

Interior/exterior headshots/group shots

Up to 4 days

September or October. Photos to be delivered within 30 days of visit.

6.0 Travel

Travel requirements may be required for the individual(s) providing the onsite support. Travel costs shall be reflected on a separate cost line.

7.0 Security Requirements

7.1 Personnel employed by the Contractor or any representative of, or agent of the Contractor, entering this facility shall conform to the facility security regulations. The Contractor shall provide all information required for background checks to meet facility access requirements as performed by the facility security office. Contractor personnel shall comply with all personal identity verification requirements as directed by USDA-ARS Security office. Each person accessing the site will be required to provide personal details, (full name, DOB, SSN, DL#) and will undergo a routine background check, such as a National Agency Check with additional inquiries, which may include a criminal and credit check.

7.2 Additional security requirements may be imposed when the Federal Government raises the Homeland Security Alert Level. Additional directions will be provided if the situation occurs.

7.3 The Contractor shall safeguard all USDA-ARS equipment, information and property provided for Contractor use. At the close of each work period, USDA-ARS facilities, equipment, and materials shall be secured.

8.0 Photography Rights

Upon completion of the project, the contractor shall release all photographs/recordings to USDA-ARS for all purposes, including advertising and promotional, in any manner and all media now or hereafter known, in perpetuity throughout the world, without restriction as to alteration. The contractor shall waive any right to inspect or approve the use of the photograph and/or recording and acknowledge and agree that the rights granted to this release are without compensation of any kind.

All records, photos, videos, files, documents, and work papers associated with this work shall be the property of the Federal government. In addition, all materials developed or customized to meet USDA requirements shall be the property of the Federal government. USDA will be authorized to make copies of any non-commercial, non-copyrighted material for use, without notification to the vendor. At the time of record disposition or contract transition, the vendor shall box, label, and deliver all records, files, documents, materials and work papers to the Government POC or another location identified by the Government POC.