08_DRAFT_Vance_BOS_PWS_Visual_Information.pdf

VANCE AFB

VISUAL INFORMATION SERVICES

8-1-1

SECTION 8-1

8.1. VISUAL INFORMATION (VI) SERVICES

8.1.1. Description of Services. The Service Provider (SP) is expected to provide Vance Air Force Base (AFB) with limited high quality VI services. These services performed in accordance with AFI 35-109, Visual Information and associated AF Form 833, Multimedia Work Order shall include: Wing Level and Pilot Training curriculums, graphics, photography and video imaging. The Service Provider is expected to perform all duties and tasks associated with VI services as defined in this PWS. The Service Provider’s staff shall be fully trained, professional, and customer service-oriented. The Service Provider shall ensure an AF Form 833 has been completed and approved by the Contracting Officer’s Representative (COR)/Base Visual Information Manager (BVIM) or designated Public Affairs representative prior to the commencement of VI services. The Service Provider shall ensure high quality and timely Photo documentation and services. The Service Provider shall ensure high quality and timely Graphic Arts services. The Service Provider shall ensure high quality and timely Video Documentation and services. Throughout this PWS wherever COR/BVIM approval is noted, it is synonymous with “COR/BVIM or designated Public Affairs representative.”

8.1.2. The SP Shall:

8.1.2.1. VI WORK ORDERS:

8.1.2.1.1. All Vance AFB customers and affiliated organizations requesting VI services shall complete an AF Form 833 and submit by e-mail to the SP for processing. The contactor will review, prioritize and approve all AF Form 833 requests for services before accomplishing the tasks. The SP will forward all unofficial and/or requests identified as outside the PWS' scope to the COR/BVIM. The COR/BVIM will contact and coordinate with Vance AFB customers and affiliated organizations should any VI work requested be determined to be outside this PWS and/or not authorized in accordance with AFI 35-109. The SP will ensure customers complete the AF Form 833 with all requested VI services thoroughly described as shown below. AF Form 833 Requests should include the following:

8.1.2.1.1.1. Detailed needs, including number, type and size of products and services.

8.1.2.1.1.2. Specific dates/times/location for VI services requested, i.e. location photo shoots, video support requirements, etc.

8.1.2.1.1.3. Description of the product’s planned use and certification that the work is for official business. The customer’s signature (electronic or physical) indicates that the request is for official purposes.

8.1.2.1.1.4. Only accept electronic transmissions of work requests via the Visual Information mail box at (vi.workrequest@us.af.mil).

8.1.2.1.1.5. Coordinate with the customer to establish completion dates for each work request.

DRAFT

8-1-2

The COR/BVIM will track all AF Form 833 Work Orders completed by the service provider and populate a production report on the Automated Information Multimedia (AIM2) (https://aim2.acc.af.mil/) system on a monthly basis.

8.1.2.1.1.6. The VI SP performing the delivery will annotate type of work provided, time for each task and the number and size of products delivered, their name, date, time, and delivery method on the AF Form 833 to close the work order request.

8.1.2.2. BASE VISUAL INFORMATION CENTER (BVIC)

8.1.2.2.1. The BVIC will manage processes and procedures IAW all applicable directives/technical orders listed in Appendix 8A.

8.1.2.2.2. Perform all BVIC services within the mission scope of Vance AFB and as economically as operational requirements, DoD policy and personnel availability allows.

8.1.2.2.3. Perform VI services at Vance AFB only during normal duty hours defined as from 0730-1630 hours, Monday through Friday, excluding Government holidays and Official Vance AFB closures.

8.1.2.2.4. Ensure the VI database is being maintained and used effectively within staffing resources or as directed by higher headquarters.

8.1.2.2.5. Support Emergency VI service responses during normal duty hours. These type emergency work requests do not require a completed AF Form 833 prior to performing the work and will be dispatched by the SP to the designated VI department for support. The AF Form 833 capturing all details as described in 8.1.2.1 above will be collected by the SP post the emergency event. Examples: contingency exercises, natural disasters, and aircraft crashes.

Depending on the nature and severity of the emergency, a 30 minute or less response time may be required. VI service support may include photo, video and/or graphics.

8.1.2.2.6. A four-tier priority system will be used by the SP based on customer requirements and mission criticality. All Priority 1 and 2 will be accompanied by written justification on the AF Form 833 and will require COR/BVIM review and approval of the work order and priority level. Wing Level and Pilot Training AF Form 833 Work Order requests for VI services shall be reviewed by the COR/BVIM.

8.1.2.2.6.1. Priority 1 (24 hours or less) Priority 1 (24 hours or less) Priority 1 work orders submitted and accompanied with written justification to the SP will be reviewed and approved by the COR/BVIM . Priority 1 requests will be limited to photo/video alert support only based on the limited staffing resources of the SP. VI products shall be completed by the SP within 24 hours or less from the date and time approved by the COR/BVIM. Examples:

Aircraft mishaps, law enforcement incidents, maintenance deficiency reports, ground accidents, etc.

8-1-3

8.1.2.2.6.2. Priority 2 (4-6 workdays) Priority 2 (4-6 workdays) This priority covers mission essential projects that have a short suspense and cannot be categorized as a priority 3 or 4. VI products shall be completed by the SP within 4-6 workdays from the date approved by the COR/BVIM. The COR/BVIM will determine this level of priority based on the written justification qualifying as mission essential.

8.1.2.2.6.3. Priority 3 (7-10 workdays) Routine over-the-counter Work Orders received by the SP shall be classified as Priority 3. Examples: Wing level standard VI service request for services considered non-critical to the mission. VI products shall be completed by the SP within 7-10 workdays from the date approved by the COR/BVIM.

8.1.2.2.6.4. Priority 4 Large routine or updated training material shall be classified as Priority

(4) and shall be completed by the SP within (15) business days from the date approved by the COR/BVIM. Examples: Wing level or Pilot training VI request for Special Duty Assignments and large volume graphic or video support requiring consultation with customer for product development.

8.1.2.2.7. Completion dates established by the SP in coordination with the customer may require an approval for extension to complete the work order requirements. The SP will coordinate with the COR/BVIM for all extension requests and record the new completion date on the Form 833 when established. The customer will be notified of the new completion date once approved.

8.1.2.2.8. Provide status reports when requested to the COR/BVIM for current projects to summarize milestone/accomplishments.

8.1.2.2.9. Over and Above Work. There may be occasions that require the SP to perform over and above services outside of normal duty hours provided they conform to AFI 35-109 and this PWS. Example: Alert photography/video. The Government will pay the SP for official overtime services approved prior to being performed by SP personnel. Over and above only pertains to work performed while creating photographic, graphics or video projects outside the normal duty hours or call back requirements. All over and above work shall be coordinated through the COR/BVIM and approved by the CO prior to work being accomplished when practical (after hours alert photography/video).

8.1.2.3. GRAPHICS IMAGING

8.1.2.3.1. Graphics support will be provided in accordance with all applicable directives/technical orders listed in Appendix 8A. The COR/BVIM will review all unofficial work orders and/or request identified as outside the scope of the PWS. The COR/BVIM will contact customers if graphic requests are unable to be completed.

8.1.2.3.2. Provide graphic support for only Wing level requirements when approved by the COR/BVIM. Examples: Wing missions; Vision Statements and Goals; Base General Plan 2D drawings of future base layouts; Wing, Group and Squadron level emblems; aircraft drawings for accident reports and safety related incidents; accident report timelines; Judge

8-1-4

Advocate events; Welcome Booklets for distinguished visitors and congressional staffers;

brochures; floor diagrams and base maps.

8.1.2.3.3. Provide graphic support for Retirement Certificates and awards and only Pilot Training Curriculum requirements when approved by the COR/BVIM. Examples:

Updates/Changes for publications and in-flight guides, training curriculum related signs, computer generated 2D maps and aircraft art.

8.1.2.3.4. Produce only computer generated graphics products unless otherwise specified and approved by the COR/BVIM. SP will produce no more than five copies per graphic product COR/BVIM will approve/disapprove requests that exceed the authorized amount.

8.1.2.3.5. Consult with the customer as required in the development and production of product(s).

8.1.2.3.6. Accession electronic images to the Air Force accessioning center monthly.

8.1.2.4. PHOTOGRAPHIC IMAGING

8.1.2.4.1. Photographic Imaging Photography support will be provided in accordance with all applicable directives/technical orders listed in Appendix 8A. The COR/BVIM will review all unofficial work orders and/or request identified as outside the scope of the PWS. The COR/BVIM will contact customers if the photographic requests are unable to be completed.

8.1.2.4.2. Provide Photographic services to include digital photography, digital printing, CD/DVD burning, image manipulation, archiving imagery, and computer enhancement of imagery for wing level official functions only.

8.1.2.4.3. Provide Studio photography in support of Wing level command board, award winners, Passport, Visa, ISO prep, citizenship and Special Duty Assignment (SDA) in accordance with AFI 36-2110. Studio services require a 48-hour advance notification to the SP for scheduling. The COR/BVIM will approved/disapprove all short noticed studio requests.

8.1.2.4.4. Provide location photography in support of Wing level requirements. Location shoots require a 48-hour advance notification to the SP for scheduling. The COR/BVIM will approved/disapprove all short noticed photography requests.

8.1.2.4.5. Provide Alert call photography service during duty hours only within a response time of 30 minutes after notification by the COR/BVIM or other designated organizations/personnel. The SP will be provided a current listing of those organizations/personnel authorized to formally notify the SP. Alert calls take precedence over all previously scheduled photo assignments. The SP may be required to leave an ongoing location or studio assignment to support an Alert call. Examples: security investigations, safety incidents, natural disasters, and other emergency situations.

8.1.2.4.6. Photographer shall remain at the scene until dismissed by the on-scene commander.

8-1-5

The Office of Primary Responsibility (OPR) shall be notified as soon as photos are ready for viewing. All images shall be given to the OPR. Incident requirements may dictate limited photo printing.

8.1.2.4.7. As a minimum, Alert Photography shall be considered as “For Official Use Only (FOUO)” photography and the photographer shall not discuss the incident with civilian news media or anyone else that is not associated with the incident response team. Requests for information or photographs received from any outside agency shall be referred to Public Affairs Office (PAO).

8.1.2.4.8. Photo Printing services include: Passport, VISA, Isolated Personnel Report (ISO) prep, Special Duty Assignment, Wing Command board, Wing level award board and Alert photos when specifically requested for investigation purposes. Digital image photos will be placed on CD and shall be provided to the customer.

8.1.2.4.9. Accession electronic images to the Air Force still photographic accessioning center monthly.

8.1.2.5. VIDEO SERVICES

8.1.2.5.1. Video support will be provided in accordance with all applicable directives/technical orders listed in Appendix 8A. Video services are for authorized, official activities only as defined in AFI 35-109. The COR/BVIM will review all unofficial work orders and/or requests identified as outside the scope of the PWS. The COR/BVIM will contact customers if video requests are unable to be completed.

8.1.2.5.2. Operate Wing level Video services for Vance AFB. These services are limited to capturing raw video footage (B-Roll), editing, scripting, Public Affairs news segments, recording lectures and training sessions, updating obsolete local productions and weekly audio recordings for Vance Minute.

8.1.2.5.3. Provide Alert call video service during duty hours only within a response time of 30 minutes after notification by the COR/BVIM or other designated organizations/personnel.

The SP will be provided a current listing of those organizations/personnel authorized to formally notify the SP. Alert calls take precedence over all previously scheduled assignments. The SP may be required to leave an ongoing assignment to support an Alert call. Examples: security investigations, safety incidents, natural disasters, and other emergency situations.

8.1.2.5.4. Videographer shall remain at the scene until dismissed by the on-scene commander.

The Office of Primary Responsibility (OPR) shall be notified as soon as the footage are is ready for review. All video shall be given to the OPR. Incident requirements may dictate limited video reproduction.

8.1.2.5.5. As a minimum, Alert video shall be considered as “For Official Use Only (FOUO)” video and the videographer shall not discuss the incident with civilian news media

8-1-6 or anyone else that is not associated with the incident response team. Requests for information or video received from any outside agency shall be referred to PAO.

8.1.2.6 EQUIPMENT MANAGEMENT

8.1.2.6.1. Provide Equipment Management in accordance with all applicable directives/technical orders listed in Appendix 8A. The SP shall:

8.1.2.6.2. Coordinate with COR/BVIM for the procurement and management of all VI equipment for official government business.

8.1.2.6.3. Prior to use of new equipment, the SP will coordinate with COR/BVIM to ensure procured VI equipment is immediately added to the applicable equipment list i.e. R-15, ITEC, or CACRL.

8.1.2.6.4. Conduct an annual inventory of BVIC equipment and corresponding documentation.

8-2-1

SECTION 8-2

8.2. SERVICE SUMMARY

Performance Objective PWS Reference Performance Threshold

1. The Service Provider is expected to provide high quality VI services

Para 8.1.1. Maintain an average monthly rating of 4.5 or higher rating on government customer satisfaction surveys

2. Manage processes and procedures IAW all applicable directives/technical orders

Para 8.1.2.2.1. Compliance with taskings 100% of the time.

3. Ensure high quality and timely Photo documentation and services

Para 8.1.1. No more than 4 valid customer complaints per month

4. Ensure prompt Alert Photo support during duty hours

Para 8.1.2.4.5. Within a response time of 30 minutes after notification

5. Ensure high quality and timely Graphic Arts services

Para 8.1.1. No more than 4 valid customer complaints per month

6. Ensure high quality and timely Video Documentation and services

Para 8.1.1. No more than 3 valid customer complaints per month

7. Ensure prompt Alert Video support during duty hours

Para 8.1.2.5.3. Within a response time of 30 minutes after notification

8. Ensure completion of approved work orders within Priority 1-4 timelines established

Para 8.1.2.2.6. All suspenses will be met with a 98% or greater rate

9. Proper documentation of accepted and completed AF Form 833s

Para 8.1.2.2.7. 100% of forms reviewed

10. Provide Equipment Management

Para 8.1.2.6.1. Ensure annual inventory for all VI equipment

8-3-1

SECTION 8-3

8.3. GENERAL INFORMATION

8.3.1. VI duty hours are from 0730-1630 hours, Monday through Friday, excluding Government holidays.

8.3.2. Walk-in services are not provided due to minimum manning. Customers will be seen by appointment only.

8.3.3. All VI service request must be filled out on an AF Form 833, digitally signed and forwarded to the VI mail box at vi.workrequest@us.af.mil for approval. Once the request is approved the customer can make an appointment with the appropriate office.

mailto:vi.workrequest@us.af.mil

8A-1

APPENDIX 8A

8A.1. PUBLICATIONS

“M” = Mandatory, “A”= Advisory

Number Date Title M or A Applicable Paragraph

AFI 35-109 Mar 12, Public Affairs Visual Information

M All

DODI 5040.02 Oct 27, Visual Information (VI) M Enclosure 10

AFI 36-2903 July 18, 2011, IC 1

June 2012

Dress and Personal Appearance of Air Force Personnel

A 3.4.2.1., 6.3.7., A7.2.2.

AFI 36-2110 Sept 22, 2009, IC

June 8, Personnel Assignments M A16.9.4.2.3.

AFI 33-364 22 Dec

Records Disposition— Procedures and Responsibilities

M Chapters 1- 3, 5, 8, 11

8B-1

APPENDIX 8B

8B.1. WORKLOAD DATA

8B.1.1.

GRAPHIC IMAGING OPERATIONS

Workload Description Qty Frequency Threshold Slides 50 Annually Priority I

1 Duty Day Slides 100 Annually Priority II

4-6 Duty Days Slides 250 Annually Priority III

7-10 Duty Days Slides 500 Annually Priority IV

15 Duty Days Charts 10 Annually Priority I

1 Duty Day Charts 15 Annually Priority II

4-6 Duty Days Charts 20 Annually Priority III

7-10 Duty Days Charts 50 Annually Priority IV

15 Duty Days Direct Color Copies 50 Annually Priority I

1 Duty Day Direct Color Copies 250 Annually Priority II

4-6 Duty Days Direct Color Copies 700 Annually Priority III

7-10 Duty Days Direct Color Copies 1500 Annually Priority IV

15 Duty Days Signs (temporary) 5 Annually Priority I

1 Duty Day Signs (temporary) 30 Annually Priority II

4-6 Duty Days Signs (temporary) 50 Annually Priority III

7-10 Duty Days Signs (temporary) 90 Annually Priority IV

15 Duty Days Posters 10 Annually Priority I

1 Duty Day Posters 40 Annually Priority II

4-6 Duty Days Posters 70 Annually Priority III

7-10 Duty Days

8B-2

Posters 140 Annually Priority IV 15 Duty Days

Retirement certificates, awards, etc 12 Annually Priority I 1 Duty Day

Retirement certificates, awards, etc 24 Annually Priority II 4-6 Duty

Retirement certificates, awards, etc 36 Annually Priority III 7-10 Duty Days

Retirement certificates, awards, etc 53 Annually Priority IV 15 Duty Days

Publication Pages 50 Annually Priority I 1 Duty Day

Publication Pages 150 Annually Priority II 4-6 Duty Days

Publication Pages 300 Annually Priority III 7-10 Duty Days

Publication Pages 1000 Annually Priority IV 15 Duty Days

Electronic Art 15 Annually Priority I 1 Duty Day

Electronic Art 85 Annually Priority II 4-6 Duty Days

Electronic Art 200 Annually Priority III 7-10 Duty Days

Electronic Art 400 Annually Priority IV 15 Duty Days

Display Art 10 Annually Priority I 1 Duty Day

Display Art 50 Annually Priority II 4-6 Duty Days

Display Art 100 Annually Priority III 7-10 Duty Days

Display Art 190 Annually Priority IV 15 Duty Days

8B.1.2.

PHOTOGRAPHIC IMAGING OPERATIONS

Workload Description Qty Frequency Threshold Color Prints (Passport, Citizenship, and Special Duty Assignment)

150 Annually Priority 1 1 Duty Day

Color Prints (Passport, Citizenship, and Special Duty Assignment)

300 Annually Priority II 4-6 Duty

Color Prints (Passport, Citizenship, and Special Duty Assignment)

500 Annually Priority III 7-10 Duty Days

Color Prints (Passport, Citizenship, and Special Duty Assignment)

1300 Annually Priority IV 15 Duty Days

8B-3

Electronic Images 100 Annually Priority 1 1 Duty Day

Electronic Images 300 Annually Priority II 4-6 Duty Days

Electronic Images 500 Annually Priority III 7-10 Duty Days

Electronic Images 1100 Annually Priority IV 15 Duty Days

Alert photography requests (During Duty Hours Only)

25 Annually Priority 1 1 Duty Hour

8B.1.3.

VIDEO SERVICE OPERATIONS

Workload Description Qty Frequency Threshold Video Productions 5 Annually Priority I

1 Duty Day Video Productions 20 Annually Priority II

4-6 Duty Days Video Productions 50 Annually Priority III

7-10 Duty Days Video Productions 100 Annually Priority IV

15 Duty Days Video Duplications 5 Annually Priority I

1 Duty Day Video Duplications 10 Annually Priority II

4-6 Duty Days Video Duplications 15 Annually Priority III

7-10 Duty Days Video Duplications 30 Annually Priority IV

15 Duty Days DVD Copies 10 Annually Priority I

1 Duty Day DVD Copies 15 Annually Priority II

4-6 Duty Days DVD Copies 20 Annually Priority III

7-10 Duty Days DVD Copies 30 Annually Priority IV

15 Duty Days Audio productions 50 Annually Priority I

1 Duty Day Audio productions 5 Annually Priority II

4-6 Duty Days Audio productions 5 Annually Priority III

7-10 Duty Days Audio productions 5 Annually Priority IV

15 Duty Days

8B-4

8B.1.4.

EQUIPMENT PLAN OPERATIONS

Workload Description Qty Frequency Threshold Unfunded Equipment Request 1 Annually NLT 1 April

8C-1

APPENDIX 8C

8C.1. MAPS AND WORK AREAS

Function Building Number Room Number Street Address Total Sq. Ft.

Photo 200 112, 115, 115A 400 Young Road 1057 Video 200 115B, C, D, E, 109a 400 Young Road 654

Graphics 200 107 400 Young Road 1223

8D-1

APPENDIX 8D

8D.1. REQUIRED REPORTS

Report Title Description/Form Submit To: Date Due Directive Monthly Production Report

Production Data on Local Form

BVIM 10th day monthly

AFI 35-109

8E-1

APPENDIX 8E

8E.1. COLLATERAL TASKS (DUTIES)

None

8F-1

APPENDIX 8F

8F.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES (SUPPLIES)

8FA-1

APPENDIX 8FA

8FA.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – FACILITIES

Function Building Number

Room Number Street Address Total Sq. Ft.

Visual Information

200 107, 109a, 115, 115b and

115c, d, e

400 Young Road Vance AFB, OK

8-FB-1

APPENDIX 8FB

8FB.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – EAID

See GFE Appendix

8FC-1

APPENDIX 8FC

8FC.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – NON-EAID

8FD-1

APPENDIX 8FD

8FD.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES (TOOLS)

8FE-1

APPENDIX 8FE

8FE.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – ITE

8FF-1

APPENDIX 8FF

8FF.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – VEHICLES

8FG-1

APPENDIX 8FG

8FG.1. GOVERNMENT-FURNISHED PROPERTY AND SERVICES – TRAINING

8G-1

APPENDIX 8G

8G.1. DEFINITIONS AND ACRONYMS

2D-Two Dimensional BVIC-Base Visual Information Center BVIM-Base Visual Information Manager CACRL-Custodian Account & Custodian Request Log CD-Compact Disk CO-Contracting Officer COR-Contracting Officer’s Representative ISO-Isolated Personnel Report ITEC-Information Technology Equipment Custodian OPR-Office of Primary Responsibility PAO-Public Affairs Office PWS-Performance Work Statement VI-Visual Information

VISUAL INFORMANTION SERVICES

8H-1

APPENDIX 8H

8H.1. OPERATIONS PLANS AND SUPPORT AGREEMENTS

8H.1.1 OPERATIONS PLANS

TITLE SOURCE DOCUMENT

Search and Rescue VAFB Plan 506 Spill Response Plan VAFB Plan 705 Mishap Response VAFB Plan 91-1 Bird Aircraft Strike Hazard VAFB Plan 91-2

8H.1.2. SUPPORT AGREEMENTS

TITLE SOURCE DOCUMENT

Defense Commissary Agency (DeCa) FB3029-04296-002 5th Flying Training Squadron FB3029-04289-005 Army and Air Force Exchange Service (AAFES) FB3029-03213-0004

8I-1

APPENDIX 8I

8I.1. SPECIAL TRAINING, CERTIFICATION, OR LICENSING REQUIREMENTS