Attch 1 - Video Booth Statement of Need (SON)_13Jun24.pdf

STATEMENT OF NEED (SON)

AFRS Video Booth

13 June 2024

1. Background

1.1. Customer Organization and Mission: The mission of Air Force Recruiting Service (AFRS) is to inspire, engage and recruit the next generation of Airmen and Guardians.

1.2. Purpose: The necessity for this requirement stems from the general public's limited understanding of service in the Air Force and the broader military. To bridge this knowledge gap, Airmen are encouraged to share their personal Air Force experiences. At the Fall 2023 Air & Space Forces Association (AFA) convention, Airmen and Guardians were urged by the Commander, Air Education and Training Command (AETC/CC) to narrate their stories to inspire and engage the American public. The Air Force Recruiting National Conventions program aims to enhance public awareness and support for the Air Force, while also generating leads for military recruitment.

These conventions attract significant attention from civilian media and senior government officials, highlighting the Department of the Air Force (DAF). DAF recruiters nationwide depend on these events to meet their annual recruitment targets, which include enlisting approximately 38,000 enlisted members and 6,000 officer candidates. A video booth at these conventions offers an efficient opportunity to collect stories on a large scale, aligning with the Chief of Staff of the Air Force’s directive in his March 11, 2024, letter to Airmen, and supporting the Air Force’s Go Blue Stay Blue campaign launched in April 2023.

I. TECHNICAL AGREEMENT

2. Scope

AFRS requires a fully-enclosed, sound-dampened video booth capable of capturing video at a minimum resolution of 1080p. This booth is essential for creating high-quality video content that showcases the personal stories of Airmen and Guardians. The Contractor shall provide on-site technical support and develop a custom user interface that includes the ability to capture user profile data, videos, multiple-choice responses, surveys, and other interactive elements in collaboration with the Government.

3. Requirements

3.1. Rental Terms: The government requires the rental of a video booth for two (2) Government or Commercial conferences in the 2024 calendar year. The rental period shall cover the duration of each conference, which will vary by event. Please refer to Section 5 for delivery dates.

3.2. Enclosed, Sound-Dampened, Video Booth:

3.2.1. Must be capable of video capture of a minimum of 1080p video resolution, 44.1 kHz audio, and H.264 formatted files.

3.2.3. Maximum booth footprint: 90” (W) x 90” (L) x 106” (H)

3.3. Full Video Booth Digital Imagery Wrap:

3.3.1. Contractor shall provide Government with illustrator graphic design templates and specifications along with the submission of their quote.

3.3.2. AFRS will supply the image design for the wrap within three (3) business days after contract award, using contractor-provided templates and specifications.

3.3.3. The contractor shall print and wrap the booth with the Government-provided image design prior to delivery.

3.3.3.1. The print shall be color printing imagery on a medium, such as vinyl, as deemed most appropriate by the contractor.

3.4. User Interface System Software Programming: The contractor shall create a custom user interface, targeted at potential future recruits, that can be programmed to capture the current and former uniformed members’ user profile data, videos, multiple-choice responses, surveys, and other interactive elements in collaboration with the Government.

3.4.1. The custom user interface shall include, but not be limited to, the following features:

• A list of questions prompting users for their profile data, including name, email, and branch of service.

• Functionality to record video messages from users.

• Multiple-choice questions to capture additional information such as rank and service details.

• The ability to add custom lower thirds banner to the video (similar to those seen in newscast interviews), which will display user-specific information.

3.4.2. All captured data, including profile information, videos, and responses, shall be integrated into the product’s metadata for efficient organization and retrieval.

3.4.3. The user interface shall be intuitive and user-friendly, ensuring accessibility for participants with varying levels of technical proficiency.

3.4.4. The contractor shall collaborate closely with the Government to tailor the user interface to meet specific project requirements and objectives.

3.5. Shipping: The contractor shall provide shipping for all equipment to and from the contractor’s location to the Government-specified locations. The contractor will assume all liability during shipping, with Freight on Board (FOB) destination terms.

3.6. Video Booth On-Site Technical Support: The contractor shall provide on-site technical support for the following tasks as required:

• Equipment unpacking and setup

• Operational testing

• Demonstration and training

• Daily cleaning and maintenance

• Content exporting

• Troubleshooting

• Preparing equipment for return shipping

NOTE: Government Personnel will be on-site to facilitate and direct participants to the booth only.

4. Additional Requirements

4.1. Content Management: The contractor shall provide content management services for 60 calendar days post-event to allow government access to acquired content.

4.1.1. The contractor shall upload user session content (e.g., metadata, videos) to a cloud-based server within 30 minutes of capture.

4.1.2. The contractor shall provide password-protected online access to user session content for session management during the event, to include viewing, managing, searching, and downloading sessions remotely, either as single sessions or in batches.

4.1.3. The contractor shall enable the sorting and organization of user session content into multiple groups, such as by event, date, military service, etc.

4.1.4. The contractor shall allow the addition of searchable notes and tags for session curation.

4.1.5. The contractor shall provide Section 508-compliant video-to-text transcription within 30 minutes of Government approval of user session video file.

4.1.6. The contractor shall compile real-time online usage statistics, reflecting the number of users and other data gathered from the user session pre-questions.

4.1.7. The contractor shall provide advanced analytics to monitor/report the video booth added value to campaign performance, as well as event-specific advance analytics that will be defined by the Government, working within the contractor's capabilities.

4.1.8. The contractor shall provide downloadable data reports.

4.1.9. At a minimum, the contractor shall provide 60 days of online storage with download links. Alternatively, the contractor may provide a hard drive with all files downloaded, which must be shipped to and received by the Government no later than five (5) business days after each event.

4.2. Online Content Sharing:

4.2.1. The contractor shall brand user session videos with treatments including, but not limited to top and tail editing, video bumpers, question markers, Air Force logo overlay, etc.

as needed for the event and specified by the Government.

4.2.2. The contractor shall send participants pre-populated email copy and Air Force messaging along with Government-approved video content downloads. Pre-populated social sharing content shall include, but not be limited to, hashtags such as #USAF, #AFA, #USSF, #MyAirForceStory, #MySpaceForceStory.

4.2.3. The contractor shall ensure users have digitally signed a release of their name, image, and likeness captured within the video booth by the Government during the user session.

4.2.4. The contractor shall provide capability to view user videos during the event for content appropriateness prior to email delivery, social sharing, or download.

4.2.5. The contractor shall provide a branded microsite for redemption viewing, with an gallery/thumbnail feature.

4.4. Equipment: The convention space provides internet access and electrical power.

4.4.1. The contractor shall inform the Government of their specific requirements for internet access, specifying whether hardwired or Wi-Fi is needed. Additionally, the contractor shall indicate the required type of electrical power, such as 110V or 220V.

4.5. Travel: Travel shall be conducted in accordance with (IAW) Federal Acquisition Regulation (FAR) 31.205-46 and Federal Travel Regulations. Costs exceeding the maximum per diem rates, or the lowest customary standard, coach, or equivalent airfare must include a written justification for use of higher amounts, approved by an officer of the of the contractor’s organization.

5. Event Details

5.1. The event details/hours will be provided by the Government no later than thirty (30) days prior to the event.

5.2. Set-up shall occur the day prior to the event and tear down shall occur the day after the event.

5.3. Event # 1: Air Force Sergeant’s Association Summit 2024 Conference Dates: 12-14 August

5.4. Event # 2: AFA 2024 National Convention Conference Dates: 16-18 September 2024

6. Deliverables & Schedule

Recruiting Event 1: Air Force Sergeant’s Association Summit Location: Marriot Marquis Downtown Address: 1777 Walker St, Houston, TX 77010

CLIN Description Unit of Issue

Quantity Delivery Date

0001 Video Booth Rental (w/ User Interface System Software) (3.1, 3.2, and 3.4)

Each 1 11-15 Aug

0002 Graphic Print and Wrap (3.3) Each 1 11 Aug

0003 Shipping (3.5) Each 1 11-15 Aug

0004 On-Site Technical Support (3.6) Each 1 11-15 Aug

0005 Content Management (4.1) Each 1 11 Aug -15 Oct

0006 Online Content Sharing (4.2) Each 1 12-14 Aug

0007 Travel (4.5) Each 1 11-15 Aug

Recruiting Event 2: AFA 2024 National Convention Location: Gaylord National Harbor Resort & Convention Center Address: 201 Waterfront St, National Harbor, MD 20745

CLIN Description Unit of Issue

Quantity Delivery Date

1001 Video Booth Rental (w/ User Interface System Software) (3.1, 3.2, and 3.4)

Each 1 15-19 Sept

1002 Graphic Print and Wrap (3.3) Each 1 15 Sept

1003 Shipping (3.5) Each 1 15-19 Sept

1004 On-Site Technical Support (3.6) Each 1 15-19 Sept

1005 Content Management (4.1) Each 1 15 Sept - 19 Nov

1006 Online Content Sharing (4.2) Each 1 16-18 Sept

1007 Travel (4.5) Each 1 15-19 Sept

II. PERFORMANCE MANAGEMENT AGREEMENT

Project Management Lead: A government project management lead will be appointed to serve as liaison between Government project management team and the Contractor. The project management lead will be responsible for the monitoring, surveillance, and assessment of the performance of the Contractor under the terms of this SON.

Communication: Project communication consists of both formal and informal settings using varying venues in order to ensure effective communication between the Contractor and

Government project management staff. Formal communications are denoted in the following bulleted list. In addition, the project’s management team interacts informally on a daily basis in response to unforeseen requirements and requests and produces ad-hoc reports as required.

• Weekly status updates

• Monthly performance reports

• Additional meetings and reports as requested.

Evaluation: Standard performance expectations for contractor support include:

• Preparing and distributing deliverables on schedule

• Attending meetings as scheduled

• Preparing communiques as needed in a timely manner

• Staying within the projected budget and spending plan

For Contractor evaluation purposes, Contractor staff in support of this SON will be evaluated, as appropriate, against the ten performance criteria in the contract with the Government:

• Work Performance. Overall work performance includes customer satisfaction, quality of deliverables, cost, adherence to Government guidelines, accuracy of delivered information and timeliness.

• Cost Data. Cost management is critical due to the limited budget available. The Contractor is expected to contain actual costs within the budget allocated.

Communication of budget issues is highly-valued.

• Work Management. Work management practices that recognize and enable the Government and the Contractor to work jointly to identify problems and potential solutions for all involved and implement them accordingly. Use of appropriate project management practices in the planning and execution of major projects. The Contractor’s ability to include and address the required deliverables from all Government areas is a critical element.

• Staffing. The Contractor shall assign the right staff resources at the right time.

• Change Management. The work sponsor will provide changes in required dates, scope of activity, and needed changes in concept as soon as need for change occurs.

Expected delays in completion of deliverables or a change in the level of effort must be communicated to the work sponsor as soon as the delay or change is known

• Quality and Process Improvement. Products developed will be of high quality and complete in scope.

Change Summary: Content of this SON will be updated as aspects of the work agreement between the Government and the Contractor continue to be refined.