PWS - Atach 1.doc

ATTACHMENT 1

FA3047-09-R-0003

PERFORMANCE WORK STATEMENT

MULTIMEDIA SERVICES

LACKLAND AFB, TEXAS

March 2009

TABLE OF CONTENTS

SECTION 1.0

1.1 Description of Services

1.1.1 Priority System

1.2 Multimedia Systems Management

1.3 Multimedia Systems Administration

1.4 Multimedia Advisory Assistance

1.5 Graphic Art Service

1.5.1 Self Help Graphics

1.5.2 Self Help Image Archive

1.5.3 Graphic Products

1.5.4 Career Development Course Graphics

1.5.5 Satellite Multimedia Support Operations

1.5.6 Training Group Advance Technologies Support

1.5.7 Video Production/Combat Camera Support

1.5.8 37 TRW Conference Room Presentation/VTC Support

1.5.9 Defense Language Institute English Language Center (DLIELC) Support

1.5.10 737 Training Group Academics Multimedia Support

1.6 Photographic Services

1.6.1 Location Photography

1.6.2 Studio Photography

1.6.3 Passport and Citizenship Photography

1.6.4 Special Duty Assignment Photography

1.6.5 Alert Photographer Service

1.6.6 Permanent Party Hometown News Photography

1.6.7 Self Help Camera Program

1.6.8 Basic Trainee Hometown News Image Sets

1.7 Equipment Maintenance

1.8 General Information

SECTION 2.0

Services Summary

SECTION 3.0

Government Furnished Property and Services

APPENDIX

1. Government Owned/Furnished Technical Manuals

2. Government (User Owned) Service Provider Maintained Equipment

3. Government Furnished Equipment

4. Government Furnished Software

5. Government Furnished Computer Equipment

6. Historical Workload Data

7. Satellite Multimedia Historical Workloads

SECTION 1.0

1.1 DESCRIPTION OF SERVICES This is a nonpersonal services requirement whereas the service provider shall provide all personnel, materials, supervision and all other items and services necessary to produce multimedia products and services described herein. Multimedia products and services are provided to authorized users as required in AFI 33-117, Multimedia (MM) Management and local policy. All products produced by the service provider are the property of the Government and shall not be used or sold by the service provider for any purpose. Service provider shall be required to provide support during duty and non-duty hours.

Products produced at the Base Multimedia Center (BMMC) shall be based on a valid BMM/QAP approved AF Form 833, Request for Multimedia Support. Service provider shall insure work requests and application of products are properly completed in accordance with AFI 33-117, Chapter 2, and local policies. The service provider will maintain work order control utilizing service provider developed database or spreadsheet to include all satellite MM operations. At a minimum, work order control will include requestor name, organization, office symbol, grade, date received, date completed, work order number, priority, support required (photo, graphics, etc.), function supported (training, recruiting, med/dental, self help, installation support, public info, investigation, other, etc.), description of work, number of products delivered, type of product.

A F Forms 833 completed each week will be kept separately, grouped by type (i.e. Graphics and Photo), and submitted to the QAP for inspection not later than 0800 each Monday. Work orders must be documented showing dates and times of notification. The QAP will be notified of any product(s) not picked up after 3 attempted notifications.

1.1.1 PRIORITY SYSTEM The government priority response system used under this PWS to determine completion of multimedia products are listed below. The document that will specify the priority level is an approved AF Form 833. The timeframe for completion of a work order begins once the QAP delivers the approved AF Form 833 to the service provider. The priority system does not apply to self-help graphics as defined in paragraph 1.5.1, self-help image archive as defined in paragraph 1.5.2, satellite multimedia support operations as defined in paragraph 1.5.5, Alert Photographer Response as defined in paragraph 1.6.5, self help camera program as defined in paragraph 1.6.7, User Owned Equipment Maintenance as defined in paragraph 1.7 and passport, citizenship and Special Duty Assignment photographs produced that are requested by the Military Personnel Flight (MPF) in lieu of the AF Form 833.

Priority 1: Products or services shall be completed in 8 working hours or less as designated by the Base Multimedia Manager/Quality Assurance Personnel (BMM)/ (QAP). This category shall account for a maximum of 15% of all work requests.

Priority 2: Products or services shall be completed with in 3 working days of submission. This category shall account for a maximum of 20% of all work requests.

Priority 3: Products or services shall be completed within 5 workdays of submission, or within a time frame established by the BMM/QAPP to allow additional time to complete unusually large or complex projects. This category shall account for 65 % of all work requests.

1.2 Multimedia Systems Management Only authorized personnel are allowed access to electronic imaging systems. All MM systems shall be protected from damage. All media submitted by customers, or produced by service provider must be labeled with Standard Form (SF) 711, or other appropriate marking. All working files will be archived and media properly stored in such a manner as to allow timely retrieval. The service provider will review archive media regularly to prevent data storage saturation. No file shall be erased or otherwise destroyed without written consent from the BMM. Provide the Government with back-up disks of all new/upgrade software for storage in alternate location within five (5) working days of receipt of upgrade. No classified products or requests are to be accepted by service provider personnel. Any customer requesting to drop off classified material, or reproduce classified products will be directed to see the QAP or BMM.

1.3 Multimedia Systems Administration The service provider shall be responsible for the management of, multi-media center network. Service Provider will be required to perform Transmission Control Protocol/Internet Protocol and file transfer protocol. Programs used on the network include, but are not limited to, FTP, Windows XP and Macintosh OS. Responsibilities include, but are not limited to, install & maintain the operating systems and security software utilized on the network servers, client and stand-alone computers, notebook computers, and maintain MM files on the LAN server that will be accessed by authorized users. System administrator is required to diagnose and correct workstation/system problems, configure, install, and maintain software, train users, develop back-up/recovery procedures, develop and maintain system and workstation operating instructions (OI’s), protect data from unauthorized release, loss, alteration, or deletion, and develop and maintain a multimedia web site. Establish and maintain network users, user environment, directories, and security; instituting a color management system to characterize each input, display and output device. Device color profiles that describe a device’s color gamut, operation, dynamic range, interaction of colors, color data transfer characteristics, as well as other factors must be maintained. Calibration of monitors, scanners, and other devices must be performed by the service provider to insure consistent color across the range of imaging system devices. Provide operation and maintenance of the Wing Commander’s Cable Access channel during normal duty hours, and after normal duty hours if required to support emergency notifications.

1.4 Base Multimedia Advisory Assistance The service provider shall provide advice and assistance on current multimedia information materials, methods, equipment, and facilities available to users. Someone knowledgeable on multimedia products and services must be available to consult with customers during duty hours as specified in paragraph 1.8.4.1 of this PWS.

1.5 Graphic Art Service The service provider shall provide graphic support for all approved requests. Graphic products include several distinctly different types of artwork. All graphic products produced will be computer generated unless specified otherwise. The service provider must have the capability to produce required professional drawings, illustrations, cartoons, tables, charts, graphs, 2-D and 3-D animation sequences, and authoring of DVD or other interactive media as required. Graphic programs the service provider will be required to work on include, but are not limited to, Adobe, Aldus, Apple, Macromedia, Quark, Corel, and Microsoft Suites. Consultation with the requester one or more times may be required in the development and production of product(s). The service provider shall assist customers with comprehension and visualization of completed products. The service provider shall provide sketches or roughs to illustrate concepts of finished products when required. Service provider shall ensure all files are in the proper format, file size, and color composition. All completed products must meet the requester’s requirements and satisfaction. Non-duty hour performance may be required in support of training, special event, or emergency support requirements.

1.5.1 Self Help Graphics The service provider shall furnish all supplies for a customer self help graphics area. Supplies and assistance shall be provided for the production of non-professional hurrahs, charts, nameplates, signs, and similar products. The estimates for self-help requirements are listed in Appendix 6. The requester shall complete an AF Form 833 for all self-help requirements. Service provider shall review self-help request for application of product(s) requested. Questionable items that do not comply with AFI 33-117 shall be referred to the QAP/BMM for determination before allowing production. Self-help requests exceeding a total of ten units will require approval of the QAP/BMM prior to allowing the customer to proceed with production of the products.

1.5.2 Self-Help Image Archive Service provider shall maintain and update self-help image archive folders to facilitate timely retrieval. Folders will reside on one or more self-help computers available for customer use. Archive folders will be labeled and contain images representative of all major Lackland organizations, activities, special events, high interest, common interest, leadership personnel, and as required by BMM.

1.5.3 Graphics Products Products required to support the organizations at Lackland Air Force Base and Lackland Training Annex include but are not limited to the following:

Design and production of briefing, status, organizational, training, and other types of charts as requested.

Lamination of various charts, papers and other products.

Design and lettering of various types of interior and temporary exterior signs.

Design and lettering of various posters.

Design, construction, and lettering of displays and exhibits.

Production of nameplates, certificates, and parade tags.

Design and production of black and white or single/multiple color camera ready master illustrations for printing or reproduction.

History and Traditions Museum Exhibits.

Murals and collages.

Upkeep and modification of existing displays and exhibits.

Mounting maps, photos and various paper stock items.

Binding books, pamphlets and brochures.

1.5.4 Career Development Course (CDC) Graphics The service provider shall assemble and produce CDC course illustrations. The service provider shall maintain files of graphic masters. The file(s) will consist of paper masters for all non- computer generated products, and both a paper copy and a back-up disk(s) of all computer generated products, and both a paper copy and a back-up disk(s) of all computer generated and computer stored masters. The service provider will provide a copy of the index(s) to customers when requested. All CDC materials will be prepared and formatted as directed by Air Force Extension Course Institute (ECI), and the Lackland AFB Training Group CDC Manager.

1.5.5 Satellite Multimedia Support Operations Note: Compliance with AFI 33-117 is mandatory for all satellite multimedia support activities.

1.5.6 37 Training Group Advance Training Technologies (37TRG/ATT) Support The service provider shall provide multi media support for formal training to 37 TRG/ATT Interactive Multimedia Instruction (IMI). Production requirements will be provided to the service provider by the ATT Flight Chief. Acceptance of service is specified in paragraph 1.8.1.6. Unacceptable service will be referred to the QAP and/or BMM Service provider shall be required to produce unique, one of a kind illustrations, 2-D and 3-D animation, digital imagery acquisition, desktop video editing, incorporation of digital still and motion imagery, web page development and maintenance, and other imagery-related tasks as required. The service provider shall participate in the design process, consult with ATT team leader, course writers, programmers, and subject matter experts on imagery capabilities, limitations, costs, and make recommendations on the creative use of multimedia in the interactive training environment. Requests to support other than formal training are not authorized and will be directed to the BMM.

1.5.7 Video Production/Combat Camera Support The service provider shall provide multi media support for the video production requirements of the 37 TRW/PAM Production requirements will be provided to the service provider by the Video Production Flight Superintendent. Acceptance of service is specified in paragraph 1.8.1.6. Unacceptable service will be referred to the QAP and/or BMM. The service provider shall be required to review production script to obtain objectives, interpret graphic art and imagery requirements to determine how to meet objectives. The service provider shall provide consultation with production requester and producer/director to determine detailed graphic art and imagery requirements. The service provider shall produce professional drawings, illustrations, cartoons, tables, charts, graphs, 2-D and 3-D animation sequences, and authoring of DVD or other interactive media as required, and convert various media to meet final production format requirement. Requests to support other than formal training are not authorized and will be directed to the BMM.

1.5.8 37 TRW Conference Room Presentation/VTC Support The service provider shall be responsible for daily operation of the Wing Commander’s Conference Room and/or Video Teleconferencing Center (VTC) facility. Support requirements will be prioritized and provided to the service provider by the Chief, Wing Plans (37 TRW/XP, alt: Deputy XP). Acceptance of service is specified in paragraph 1.8.1.6. Unacceptable service will be referred to the QAP and/or BMM. Multimedia briefings/presentations are conducted daily for Wing Commander and staff, executive level department of defense personnel, senators, members of congress, state and local government officials, civil leaders, and other civilian and government dignitaries. Professional appearance and conduct is paramount. Direct communication with Wing Staff on a daily basis is required. Service provider shall maintain, modify and update current presentation and develop and prepare new briefings as required. Consultation and assistance will be provided to individuals or groups required to deliver presentations/briefings. The service provider shall operate and maintain presentation systems at various locations on or off base (within the limits of the city of San Antonio). Presentation support requirements from other than the 37 TRW/CCE, 37 TRW/DS, 37 TRW/CV or 37 TRW/CC will be referred to the BMM. The service provider shall be responsible for providing VTC services for the 37 TRW staff and installation organizations. The service provider shall provide administrative and technical support in connection with VTC operations including responsibility to plan, advise, schedule, coordinate, promote, and conduct VTC conferences and user training. The service provider shall receive request for point-to-point and multi-point conferences/reviews and evaluates requests to identify VTC requirements: i.e., desired time(s), locations, duration, purpose, participants, and MM support necessary to enhance conference theme. The service provider shall develop an ongoing VTC promotion program to publicize availability and use of VTC services to interested individuals or groups. Conduct training classes as required for users of VTC systems. Acceptance of service is specified in paragraph 1.8.1.6. Unacceptable service will be referred to the QAP and/or BMM. VTC Facilitator will require formal certification in accordance with DOD Directive 5105.19, Defense Information Systems Agency (DISA), dated 25 June 1991. DISA provides training at no cost, however, service provider will be responsible for travel and per diem.

1.5.9 Defense Language Institute English Language Center (DLIELC) Support The service provider shall provide multimedia support to DLIELC curriculum interactive multimedia training and web-based courseware; in addition the service provider shall provide unique and extensive graphics support to meet curriculum desktop publishing requirements. Production requirements will be provided to the service provider by the DLIELC/MTB Flight Chief. Acceptance of service is specified in paragraph 1.8.1.6. Unacceptable service will be referred to the QAP and/or BMM. For interactive courseware support, the service provider shall participate in the design process, consult with interactive courseware designers and developers, and subject-matter experts on multimedia capabilities, limitations, cost, production requirements, and make recommendations on the creative use of multimedia in the interactive training environment. Service provider shall be able to produce and provide highly detailed general, semi-technical, and technical computer graphics, tables, charts, graphs, 2-D and 3-D animation sequences, digital photography and composition, desktop video editing, web-site development and maintenance, imagery acquisition, and authoring of other interactive media as required. Service provider shall be able to create specific and specialized subject matter illustrations that are critical to the language curriculum. In the area of desktop publishing support, the service provider shall be able to produce general, semi-technical, and technical graphics, illustrations, and line-art that must meet rigid and highly detailed Federal printing and electronic publishing policies, procedures, processes, and standards of off-set printing as established by the Government Printing Office (GPO). All media is subject to meet critical publishing deadlines and milestones. All work performed by the service provider requires a thorough understanding of instructional objectives and interpreting graphics and imagery requirements to determine how to meet stated objectives. Requests to support other than formal training are not authorized and will be directed to the BMM.

1.5.10 737 Training Group (737 TRG) Academics Multimedia Support The service provider shall provide multimedia support for formal training to 737 Training Group, Training Development Flight (737 TRSS/TSD). Acceptance of service is specified in paragraph 1.8.1.6. Unacceptable service will be referred to the QAP and/or BMM. Production requirements will be provided to the service provider by the 737 TRSS Education Advisor. The service provider shall be able to produce and provide unique, one of a kind illustrations, 2-D and 3-D animation, digital imagery acquisition, incorporation of digital still and motion imagery, and other multimedia tasks as required to, support formal training. Requests to support other than formal training are not authorized and will be directed to the BMM.

1.6 Photographic Services The service provider shall provide photographic services for all approved requests. Photographic services include original film and digital photography, digital printing, image manipulation, archiving imagery, computer enhancement of imagery, and film and print processing. Photoproducts will be produced utilizing film and/or digital back cameras, Macintosh and PC compatible computer systems utilizing the Adobe suite and other image capture and manipulation programs in a Local Area Network (LAN) operating environment. Digital images may require enhancement to include color and hue changes, electronic dodging and burning, cropping, enlargement or reduction, file conversion, and production of composite images. Image output is to various digital and laser devices. All photographic reflection copy prints will be stamped, labeled, or otherwise permanently marked on the backside with the statement, “US Air Force Photograph, by (insert name of photographer), Lackland AFB, TX, month and year. Photographic services include location, studio, alert, copy, and other services as requested. Aerial photography in Government furnished/operated aircraft may be required. Photographers shall use photojournalist techniques when supporting 37 TRW Public Affairs, and other requirements for internal/external publication. Images exposed and processed by the service provider in support of this PWS shall be free of streaks, static marks, scratches, spots and other defects. All photographic products delivered to the customer, shall be of high quality and free of defects.

1.6.1 Location Photography The service provider shall ensure the photographer is present for location photography assignments at least 10 minutes prior to the time requested. The service provider shall schedule appointments for location photography when an approved AF Form 833 is received. The service provider shall schedule appointments when requested by telephone, fax, e-mail, etc. these requests will be followed by an approved AF Form 833. The Government will normally provide 24 hours advance notice for location assignments. Location assignments include, but are not limited to, news events, award and promotion ceremonies, graduation, commander’s call, and other recognition functions. The service provider shall maintain the capability to support two (2) different simultaneous location assignments plus an alert photographer for unscheduled requirements. The service provider shall ensure that proper dress code for photographers is maintained and conforms to Paragraph 1.8.2.3 of this PWS. Wearing shorts at any time is prohibited, unless the event is of a nature that would permit such attire.

1.6.2 Studio Photography Studio requirements are for promotions, passport applications, citizenship applications, special duty applications, award package submissions, and other official DOD portrait requirements. Service provider shall notify BMM by base email whenever an officer in grade O-6 or above is scheduled for studio photograph. Provide name, rank, organization, date, and time of appointment.

1.6.3 Passport and Citizenship Photography The subject shall be photographed head-on to the camera against a white background. Flat lighting shall be used. Print size shall be 2 X 2 inches overall on a non-glossy surface. Image shall not measure less than 1 inch or more than 1 and 3/8 inches from bottom of chin to top of the hair.

1.6.4 Special Duty Assignment (SDA) Photography Size, pose, number of prints and information to be included on the photograph shall be in accordance with requester’s functional area guidance. The customer or point of contact will be notified when prints are ready. The service provider will grant additional sitting if the customer rejects the initial product.

1.6.5 Alert Photographer Service The service provider shall provide alert photographer support when notification of requirement is received from the 37th Security Forces Operations Desk, the BMM/QAP, Command Post, 37th Training Wing Commander (or his representative) , 37th Support Group Commander, Office of Special Investigation (OSI), or 37 TRW Public Affiair’s Officer. The service provider shall be a member of the Disaster Control Group (DCG), and must follow procedures and requirements specified in Full Spectrum Threat Response (FSTR) 10-2. When notified, the service provider shall be on site within 30 minutes during normal duty hours and within 60 minutes during non-duty hours, unless directed otherwise. The service provider shall be equipped with sufficient resources to photograph items as directed by the on scene commander. Type of alert photography requirements include, but are not limited to: security investigations, safety incidents, natural disasters, mobility exercises and other emergency situations that require photo documentation. Service provider may be required, as directed by the On Scene Commander (OSC), to transmit imagery by government provided laptop computer and wireless communication device to one or more Command and Control locations. Service provider shall provide cell phone for alert photographer. The service provider shall furnish an alert photographer roster, no later than the 2 working days prior to start date, to the Security Forces Operations (37 SFS/SFO), the Base Command Post (37 TRW/CP), 37 TRW/PA, and the QAP. Revision(s) to the roster shall be made as necessary and distributed to the offices listed above. After the initial response an AF Form 833 will be processed for the production of required photographic products.

1.6.6 Permanent Party Hometown News Photography. Permanent Party hometown news release photos are required as directed by the Public Affairs Office. The images shall be finished to specifications and turned over to the requester. Prints are not required unless requested by the Public Affairs Office.

1.6.7 Self Help Camera Program. The service provider shall be responsible for managing and monitoring a self help camera program. The non-professional cameras are Government owned, service provider maintained, and controlled under the Equipment Authorization Inventory Data (EAID) system. The camera and appropriate film supplies will be issued and recorded on an AF 1297 upon receipt of an approved AF Form 833. The service provider will brief the customer on equipment operation if requested

1.6.8 Basic Trainee Hometown News (HTN) Image Sets: The service provider shall provide image sets of up to 30,000 basic trainees annually. HTN sets consist of 1 ea 31/2”X 5” color photo print, and the digital image on CD-R with final output of 300dpi, 4X5 inches in size. Image files may be grouped on 1 or more CD-R discs, as long as delivery time specified in 1.1.1 is met. Each individual image file name on the CD-R is identical to the photo number assigned on the individual’s DD2266 form. Each image must be JPEG compression, maximum compression of level 6, or 60 percent, and minimum compression of level 7, or 70 percent, with a file size of no larger than 700kb. Photograph each individual in a single, portrait-type pose, positioning the subject such that any U.S. Air Force insignia displayed on the uniform receives a prominent place in the photograph. Facial expression must be favorable, smiling or not smiling, for public distribution by the Air Force. The U.S. flag will be appropriately displayed directly behind each individual. The image shall show the trainee’s name, roster number, flight number and the seating ticket number displayed on a board, centered in front of the trainee, below the waist line. The seating number is a 5-6 digit number using the flight number and individual’s roster number (i.e. 263G21, which would indicate: flight 263, Guard member, roster number 21). All three numbers and name will appear on the image.

The service provider shall be required to perform the photographic service each Monday beginning no earlier than 10 a.m. and ending no later than 1730 in building 5616 on Lackland AFB, or as designated by the Public Affairs Office. In the event Monday is a observed federal holiday, HTN requirement shall be performed Tuesday and Wednesday afternoons. Service provider will be permitted a maximum of 20 minutes to photograph a maximum group of 50 trainees. For larger groups, a proportionately greater amount of time will be allowed. Normally, the Government will not require more than 900 persons to be photographed during a single day. Ten to 18 groups totaling approximately 500-900 trainees will normally be scheduled during one time frame until the day's scheduled photography is complete. The government will provide HTN daily schedule at least 24 hours in advance.

The service provider will deliver completed HTN Sets to the Public Affairs office, Building 2484 within 10 work days. Back-up files of each image shall be maintained by the contractor for at least 30 working days.

1.7 Equipment Maintenance. The service provider shall provide first look maintenance for multimedia equipment belonging to organizations at Lackland AFB as listed in Appendix 2 and 3. The service provider shall be responsible for providing all labor required to repair equipment listed in Appendix 2 and 3. Any parts required will be purchased by unit owning equipment and installed by MM service provider technician. The service provider shall not repair equipment not specified on the authorization list. Customers requesting repair of such equipment will be referred to the QAP. Updated repair authorization lists shall be provided as necessary to reflect changes in equipment status and will be coordinated by the service provider and QAP. The service provider shall forward the updated authorization list to the QAP. Quantities and models of user owned equipment would vary due to new issues and turn in of equipment. All repair actions will be documented on the AFTO 95 and 37 TRW Form 66. Projection equipment will normally be delivered to the Base Multi Media Center (BMMC) by the owning organization. Repair of authorized multimedia equipment shall be performed after telephone notification of a repair requirement from the requester or QAP. Repair(s) may be conducted on site or at the BMMC. Equipment requiring repair beyond fair wear and tear will be reported immediately to the QAP. Equipment shall be determined to be beyond economical repair in accordance with DODR 7000-14, Vol. 4.

Repairs include all preventive maintenance inspections, disassembly, adjustments, calibration, replacement of owner provided parts and reassemble. All equipment repairs shall be documented on the AFTO 95 and 37 TRW Form 66. Projection equipment items shall be repaired within five (5) working days. Television and Video equipment repair will be performed on authorized equipment if the using organization delivers the equipment to the BMMC unless the equipment can not be delivered to the BMMC. Television and video repairs shall be responded to no later than one (1) hour after notification. Repairs shall be completed within two (2) working days. The service provider shall deliver, install and bring on line Government furnished loan equipment (when available), if equipment cannot be repaired on site and removal of the equipment will cause a loss of training support. Television and video equipment shall be maintained to the minimum technical requirements stated in the manufacturer’s manual. CCTV equipment shall be maintained to Federal Communication Commission (FCC) required signal parameter levels as defined in Part 76 Table 7 of the FCC rules dated 10-1-87. In the event the repair shop is temporarily unmanned, a Government furnished answering device will be used to record service requests.

1.8 General Information

1.8.1.1 Quality Standards. Due to the variety and uniqueness of the products required by this PWS, particularly in the graphics art area, product samples are not maintained for comparison on determining finished product quality. For the purpose of definition, all products produced under this PWS shall be considered to be of acceptable quality when the product meets the requirements contained in this PWS, the requirements of a Air Force, Army, or Navy Instruction/Regulation (if applicable), products meets the requester’s satisfaction, and, if applicable, is usable for its intended application as stated on the AF Form 833, Request for Multimedia Support.

1.8.1.2 Quality Assurance. The government will evaluate the service provider’s performance and record surveillance observations. When an observation indicates defective performance, the QAP will request the service provider’s representative to initial the observation. The initialing of the observation does not necessarily constitute concurrence with the observation, only acknowledgment that he or she has been made aware of the defective performance. The service provider shall respond to all observations within 5 workdays. Any action taken by the Contracting Officer as a result of surveillance will be according to the terms of this contract.

1.8.1.3 Performance Evaluation Meetings. The contract manager may be required to meet at least weekly with the QAP and the Contracting Officer during the first month of the contract. Meetings will be as often as necessary thereafter as determined by the Contracting Officer. The written minutes from each of the meetings will be drafted by the service provider, signed by the service provider’s manager, the Contracting Officer, and the QAP.

1.8.2 Service Provider Personnel

1.8.2.1 Contract Manager. The service provider shall provide an on-site contract manager who shall be responsible for the performance of the work. The name of this person and an alternate(s) who will act for the service provider when the manager is absent shall be designated in writing to the contracting officer. This designation shall include after hour contact information. The contract manager or alternate shall have full authority to act for the service provider on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available during normal duty hours within 30 minutes to meet on the installation with government personnel designated by the contracting officer to discuss problem areas. After normal duty hours the manager or designated alternate shall be available within 1 hour. The

Contract Manager and alternate(s) must be able to read, write, speak, and understand English.

1.8.2.2 Service provider personnel shall be fully trained and qualified to perform assigned tasks from inception to completion of contract period(s). The service provider shall be responsible for continued training of all personnel on advances in multimedia technology, hardware, and software. New or replacement GFP and ADP will not relieve the service provider from ensuring personnel are trained and fully capable of operating all systems to their full capability.

1.8.2.3 Service provider personnel shall present a professional appearance and be recognized by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges containing the company name, employee photo, and the employee name. Additionally, any clothing or identification or contractor logo will not incorporate 37 TRW, USAF, DOD, or other U.S. Government insignia or logo. Photographers performing location assignments shall dress accordingly for the event/function they are covering. Many location photo shoots involve photography of, or attendance by, VIP’s and Distinguished Visitors. Proper protocol and professional appearance is paramount. Shorts, blue jeans, revealing clothing, or athletic shoes shall not be worn at any time. Shorts, jeans and/or athletic shoes may be worn if these items are the prescribed attire for all attendees at an event that is being photographed.

1.8.2.4 The service provider 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 service provider employ any person who is an employee of the Department of the Air Force, whether military or civilian, in accordance with AFI 64-106, Chapter3, MAR 94. The service provider is cautioned that off duty active military personnel hired under this contract may be subject to permanent change of station (PCS), change in duty hours or deployment. Military Reservists and National Guard members may be subject to recall to active duty. The abrupt absence of these personnel could adversely affect the service provider’s ability to perform. Their absence at any time shall not constitute an excuse for nonperformance under this contract.

1.8.2.5 The service provider shall develop an operating instruction (OI) for internal circulation control protection of resources, and to regulate entry into Air Force controlled areas during normal, simulated, and actual emergency operations. The OI shall be written in accordance with the Lackland Air Force Base Installation Security Plan (ISP), dated Aug 06, or most current version.

1.8.2.6 Performance of Services During Crisis Declared by the National Command Authority. Crisis situations may necessitate the service provider to operate on a heightened or reduced production basis. Emergency crisis requirements will be relayed by the BMM/QAP, 37 TRW/CC/CV, 37 MSG/CC, or the On Scene Commander. The service provider will immediately implement the required measures in accordance with the ISP, dated Aug 06, or most current version. Hours of operation shall be determined during the crisis, and the CO shall notify the contractor and negotiations shall be made at this time concerning increased costs to support the mission.

1.8.3 Administrative Requirements.

1.8.3.1 Required Reports. The service provider shall provide all reports, forms, and correspondence as required by this PWS.

1.8.3.2 Records Life Cycle Management Program. The service provider shall screen all imagery produced and submit selected files in accordance with the criteria of AFI 33-117, Chapter 6. Monthly report of submissions shall be submitted to the BMM. The report shall be submitted to the BMM no later than the fifth working day after the end of each month. Report may be submitted electronically and contain all information required by AFI, and shall include jpg file (72 dpi) of each image submitted. Coordinate imagery with 37 TRW/PA prior to submission.

1.8.3.3 Satellite Support Production Report. The service provider shall provide a monthly production report for satellite support functions in Section 1, Para. 1.5.5. Report will contain, as a minimum, type of product (s) produced/support provided, man hour(s) consumed for support or production of product, application of product (course number, production number, purpose of presentation/briefing etc.). Report will be submitted electronically to BMM by the 5th working day of each month.

1.8.3.4 Monthly Multimedia Production Report. The service provider shall provide a report, in accordance with paragraph 1.1 of the PWS, monthly by the 3rd working day of each month. The service provider shall provide information to complete the Air Force standard Automated Information Multimedia (AIM) Production Report. The government shall provide example of AIM report when requested.

1.8.3.5 Hazardous Waste Control. The service provider shall comply with local, state, and federal environmental and atmospheric directives for handling, neutralizing, and disposing of industrial toxic waste materials. Hazardous waste control procedures shall be specific in the service provider’s quality control plan. The service provider shall establish hazardous waste handling, health, and safety training programs for the service provider’s employees to meet the requirements of Code of Federal Regulation (CFR) 29, 172.700 thru 172.704, CFR 40, 311.1, and CFR 49, 1910.1200. The service provider shall perform all primary and alternate Precious Metals Area Representative (PMAR) duties as required.

1.8.3.6 Hazardous and/or Toxic Materials. A hazardous material is one that poses an unreasonable risk to the health and safety of the public, and/or the environment if not properly controlled during the handling, storage, manufacture, processing, packaging, use, disposal, or transportation. Hazardous materials may be elements or compounds, and can be found as gases, solids, liquids, or combination of these.

Any and all hazardous/toxic materials brought to the job site shall be required to have Material Safety Data Sheets (MSDS) of all hazardous materials to be used (Ref: FAR 52.223-3) as directed by the clause entitled Hazardous Material Identification and Material Safety Data. Air Force Instruction 90-821, Hazardous Communication, and Air Force Instruction 32-7086 requires the service provider to provide MSDS’s for all chemicals to the Civil Engineer, Environmental Flight prior to work being performed at Lackland Air Force Base. The service provider shall have legible copies of MSDS’s available on site at all times for review by Bio-Environmental Engineering, QAP, or other base agencies as required.

1.8.3.7 Hazardous Waste. A hazardous waste is any solid, liquid, or contained gaseous material that you no longer use, and either recycle, or store until you have enough for treatment or disposal in accordance with all applicable federal, state, and local laws and regulations governing the disposal of hazardous wastes. A waste is considered hazardous if it is ignitable (easily combustible or flammable reaction with other materials), corrosive (dissolves metals and other materials, or burns skin), reactive (violent chemical), or toxic (leaches toxic constitutes such as heavy metals, pesticides, or other organic compounds).

Disposal of hazardous waste, containers or components, shall be disposed of in a hazardous waste disposal site only. No other location shall be utilized for such disposal. Only hazardous waste sites, which are permitted by the US Environmental Protection Agency (EPA), the State of Texas, or the state in which the disposal will occur, shall be utilized for such disposal. Coordination with the Base Environmental Coordinator for disposal/storage is mandatory prior to disposal.

Disposal action shall be accomplished in compliance with the Manifest System for shipment and ultimate disposal. The service provider shall ensure that such transporting and disposal are in strict compliance with the established criteria as specified in 40 CFR parts 260 thru 265, and 761. A copy of the completed manifest shall be provided to the Base Environmental Coordinator and the Contracting Officer. Copies of the appropriate criteria are available from the

Base Environmental Coordinator and assistance/guidance to ensure compliance will be provided upon request.

Hazardous waste generated as a result of the contract action is the service provider’s responsibility to be disposed of at his expense and no separate or direct payment shall be made and the cost shall be considered incidental to, and included in the contract price. Any and all fines, penalties, or costs incurred as a result of improper disposal, shall be paid by the service provider.

1.8.3.8 Employee Training. The Government will provide the following training and related training materials at no cost to the service provider.

1.8.3.9 Publications and Forms Management training is for designated primary and alternate Customer Account Representative (CAR). Training is conducted by the base Publishing Distribution Office (PDO). The class is one (1) hour in duration.

1.8.3.10 Equipment Management class is for designated primary and alternate Equipment Custodian to manage accountability of GFP and ADP. Training is conducted by the base supply function. The class is four (4) hours in duration. Note: Service provider must also ensure the requirements of FAR Clause 52.245-2 are met in addition to the training provided by the base supply function.

1.8.3.11 Building Custodian Class for designated primary and alternate Building Custodian. Training is conducted by the base Civil Engineer Real Property Branch. The class is two (2) hours in duration.

1.8.3.12 Automated Data Processing Equipment (ADPE) for designated primary and alternate ADPE Custodian. Training is by base Equipment Custodian Office (ECO). The class is 4 hours in duration. Note: Service provider must also ensure the requirements of FAR Clause 52.245-2 are met in addition to the training provided by the ECO.

1.8.3.13 Use of Copyrighted Material. It is Air Force Policy, AFI 51-303, Chapter 10, Sept 98, to recognize that a copyright owner has a legally enforceable property right. Copyrighted materials will not be incorporated, to an extent that would clearly infringe the copyright, in multimedia products prepared by the service provider, without the written permission of the copyright owner, obtained and provided.

1.8.4 Hours of Operation

1.8.4.1 Duty Hours. The duty hours currently are from 0700-1600, Monday through Friday; however, these hours may change but will not exceed 9 hours a day. For example, they can change to 0730-1630.

1.8.4.2 Non-Duty Hours. Any requirement that falls outside of the duty hour timeframe.

1.8.4.3 Recognized Holidays. The service provider is not required to provide routine service on the following days:

New Years Day

01 January

Martin Luther King, Jr.’s Birthday

Third Monday in January

Presidents’ Day

Third Monday in February

Memorial Day

Last Monday in May

Independence Day

04 July

Labor Day

First Monday in September

Columbus Day

Second Monday in October

Veteran’s Day

11 November

Thanksgiving Day

Third Thursday in November

Christmas Day

25 December

NOTE: Any of the above holidays falling on a Saturday will be observed on the preceding Friday. Holidays falling on a Sunday will be observed on the following Monday. In addition, any day declared a holiday for the Federal Workforce by authority of the President of the United States will be a recognized holiday.

1.8.5 Conservation of Utilities. The service provider shall instruct employees in utilities conservation practices. The service provider shall be responsible for operating under conditions, which would preclude the waste of utilities, which shall include:

1.8.5.1 Lights shall be used only in areas where and when work is actually being performed.

1.8.5.2 Mechanical equipment controls for heating, ventilation and air conditioning systems shall not be adjusted by the workers.

1.8.5.3 Water faucets or valves shall be turned off after the required usage has been accomplished.

1.8.6 Fire Protection. The service provider shall comply with all base fire regulations.

1.8.7 Environmental Protection. The service provider is required to comply with all Federal State, Local, and Base requirements for the abatement and prevention of pollution during, and as the result of operations under this contract. Environmental pollution is defined as the presence of chemical, physical, or biological elements or agents which adversely affect human health or welfare, unfavorably alter ecological balances; detrimentally impact on biological species and/or their habitat or degrade the aesthetic and recreational value of the area. The control and prevention of environmental pollution requires consideration of impact upon air, water, and land, archeological sites, and/or biological species/habitat and involves noise control, solid waste management, and resources conservation to include management of hazardous and/or toxic materials and management of radiant energy and radioactive materials, as well as other pollutants. Technical assistance for environmental issues/problems shall be coordinated with Base Environmental Coordinator, 37 CES/CES, 671-4844.

1.8.8 Notification Requirement. In case of an incident or spill caused by the service provider that involves hazardous material(s) as defined by 40 CFR 261, the service provider shall notify immediately the Lackland AFB Fire Department at 911 or 671-0911. Service provider shall provide the spill material, amount, and location. Within 24 hours of the incident the service provider shall provide a spill incident report to the BMM detailing the following:

a. Date and time of incident.

b. Date and time of Fire Department notification.

c. Material/waste spilled (include MSDS(s)).

d. Estimated quantity spilled.

e. Location (8”x11” site map)

f. Probable cause of spill.

g. Any reported injuries.

h. Any contaminant procedures implemented.

i. Disposition of all materials/wastes spilled, i.e. cleaned up, absorbed, discharged to sanitary sewer, etc.

1.8.9 Protection of Water Resources. The Service provider shall not pollute storm or sewer lines, or swales with fuels, oils, bitumen, calcium chloride, acid, wastes, or other harmful materials. It is the responsibility of the service provider to investigate and comply with all applicable federal, state, county, and municipal laws concerning pollution of rivers and streams. Compliance by sub service provider(s) shall be the responsibility of the Service provider.

1.8.10 Grounds Maintenance. The service provider shall provide labor and equipment to maintain the grounds surrounding the base multimedia facility. Grounds maintenance includes watering of grass, shrubbery, and other vegetation as necessary to assure continued growth. Remove all paper, trash, and emptying outside receptacles on a daily basis. The exterior facility areas must present a neat, clean, and orderly appearance.

1.8.11 Custodian Service. The service provider shall provide, maintain, and restore the government provided facility (Bldg. 5747) in a clean, healthy, pleasant, sanitary, and orderly working and living environment at all times. Cleaning shall include but not be limited to the following: vacuum, sweep, and mop the floors; empty and clean ashtrays, and urns; dust and disinfect break areas and counter tops; clean appliances, water fountains, sinks, mirrors, glass, entryways, stairways, floor mats, and janitor closets. Also included is spot cleaning, metal polishing, cleaning of chalkboards, baseboard corners, and wall edges, and cleaning of window screens and blinds.