RevisedPWS23Sep10.doc

RFP FA6643-10-R 0003

ATTACHMENT J-1

UNITED STATES AIR FORCE RESERVE COMMAND

NATIONAL/LOCAL RECRUITING ADVERTISING PARTNERSHIP

PERFORMANCE WORK STATEMENT (PWS)

23 Sep 2010

1.0 DESCRIPTION OF SERVICES.

1.1 Introduction: In order to meet Air Force Reserve Command recruiting goals, the Air Force Reserve Command desires to increase awareness and gain support from the American public as a world-class organization that plays a significant role in achieving national objectives and one that offers rewarding career opportunities through Air Force Reserve military service around the globe. The Air Force Reserve requires the services of a full-service advertising agency to accomplish the following objectives in the priority listed: (1) generate sales leads for the recruiting sales force; and (2) connect the Air Force Reserve with the American public.

1.2 Background: The mission of the Air Force Reserve Recruiting Advertising program is to increase awareness and public support for the Air Force Reserve and to generate sales leads for the military recruiting force. There are numerous recruiting marketing campaigns being conducted at any one time during a year. These campaigns, creatively tied together, influence high school students and graduates, college students and graduates, physicians, nurses, dentists, chaplains, and attorneys to consider Air Force Reserve career opportunities.

1.3 Objectives: To accomplish the Air Force Reserve Recruiting advertising mission, an advertising campaign will:

a. Transform: Seek to change a mindset by educating America’s communities that the Air Force is the most engaged, versatile and high-tech of all the military services.

b. Brand: Create strong Air Force brand recognition.

c. Attract: Showcase the breadth and value of Air Force Reserve career opportunities to all qualified individuals.

d. Comply with the policies contained in the Joint Ethics Regulation.

1.4. Mission Statement: The contractor shall provide National/Local Recruiting Advertising services to support the Air Force Reserve Command (AFRC). The contractor is required to generate qualified leads to support AFRC manning requirements and create Air Force Reserve brand awareness among the American public by promoting AFRC as a world-class organization with exciting career opportunities to serve and defend their country anywhere in the world.

1.5 Scope of Services: This is an Indefinite Delivery Requirements contract as contemplated by FAR 16.503. Task Orders will be issued for individual orders for services or promotional items described within the scope of this original Performance Work Statement. The Air Force requires a full-service advertising service provider (heretofore referred to as “the agency”) capable of providing all necessary management, supervision, labor, material and equipment (except for Government furnished items) required to plan, create, design, produce, place, evaluate and measure the effectiveness of advertising and special events in support of Air Force active duty national, regional, and local recruiting marketing support. The Agency will be expected to perform normal advertising services in support of advertising planning and execution and all general advertising services falling within the usual organizational structure of a full-service advertising agency. Specific tasks may include the planning, creating, designing, producing, placing and execution of marketing and advertising campaigns in support of overall Air Force Reserve communications objectives and all Air Force Reserve recruiting programs in all appropriate media.

2.0 Service Summary (SS)

3.0 Requirements

3.1 Managing and Operating the AFRC Recruiting Advertising Program – Line Item X002.

a. The Agency shall retain a cadre of experienced and capable personnel for the performance of this contract. The cost shall include all key personnel required to manage the program and all associated costs for the PSA Program, Recruiting Support Vehicle, AFRC Qualification Center, and TV/Radio/Video Products. Associated costs on an annual basis are defined as all labor, all overhead, and all G&A. The qualifications/capabilities of these personnel shall be commensurate with those personnel identified in the Agency’s technical proposal and any revision(s) thereto. The key positions associated with this effort will include Account Manager (AM), Account Executive (AE), Media Buyer, Creative Director, and Qualification Center Supervisor. Key personnel shall be available to the Contracting Officer and functional staff during normal working hours (8:00 am-5:00pm Eastern Standard Time excluding weekends and federal holidays). Emergency (after hours) points of contact shall also be provided. Key personnel may be required to meet at least monthly with the Account Manager and Chief of Advertising during the first three (3) months of the contract. Meetings will be as often as necessary thereafter as determined by the Chief of Advertising.

b. The Agency, as directed or required, shall conduct research to measure the effectiveness and support the improvement of Air Force Reserve communications and advertising capabilities in the areas of branding, lead generation, fulfillment, and recruiter/sales support.

c. Media Research and Tracking: Perform media research and tracking to determine the effectiveness of current/on-going branding and recruiting advertising initiatives. These taskings will be issued by AFRC/RSAA to determine advertising effectiveness.

d. Conduct surveys of recruiting advertising awareness, recall, and impressions delivered by specified target audiences in order to measure penetration and effectiveness of lead generating and recruiter/sales products and materials.

e.. Perform both qualitative and quantitative research studies to provide an adequate strategic base for creative development; make recommendations on communications and recruiting advertising strategies to reach specific target audiences based on findings.

f. Perform qualitative research into prospect, joiner, and rejecter attitudes and psychographics.

g. Perform quantitative research on specified target groups’ demographics and behaviors (e.g., media habits, market size, and propensity studies).

h. Perform creative and communications research, including pre-and post-campaign testing through focus groups and surveys of recruiting advertising effectiveness. This research permits a continuous evaluation of services performed under this contract with regard to effectiveness and cost efficiency of both branding and lead generating programs.

i. Conduct pre-campaign testing through focus groups and other forms on the communications effectiveness of television animatics, radio rough-cuts and speculative print executions in magazines and newspapers.

j. Perform on-site evaluations of Air Force Reserve Command wing/unit advertising to include visits to local TV, radio stations, and newspapers. Conduct market analysis and propensity studies of local designated areas.

k. USAFR Recruiter Training: Develop training materials and provide training to Air Force Reserve staff members and recruiters to facilitate the optimal and integrated delivery of the advertising strategy’s messages. The Agency shall present marketing training for recruiting personnel on the implementation of national marketing and advertising plan. Documents and materials shall include, but not be limited to, course lesson plans, instructor guide, student handouts, and class critique. Other services may include making arrangements for appropriate community, media, academic and business leaders to attend such meetings and conferences as guests.

l. Minority Consultation: Provides advice, develops and presents marketing strategies that communicate effectively with various ethnic segments of America, including African Americans, Hispanics, Asian Americans, American Indians, and Caucasians—both male and female to assist the marketing and advertising programs in communicating with minorities about the Air Force Reserve.

3.2 Website Hosting (Interactive Media Products) – Line Item X003

a. Plan, create, develop and produce online and offline Interactive Media products targeted towards the 17- to 34-year old audience for enlisted recruiting purposes and 21- to 35-year old audience for officer recruiting purposes.

b. Develop web pages, online media products and offline electronic media products to support all recruiting programs.

c. Maintain, secure and host adequate servers and redundant systems.

d. Exploit latest information technology so as to represent the Air Force Reserve as a “technology leader” to target audiences.

e. Provide analysis products to show the strengths and weaknesses of all web sites, online media recruiting campaigns, and offline electronic recruiting media products.

f. Special Events: Promotes or develops recruiting advertising plans and supervises advertising, publicity, and public relations activities in connection with special events.

3.3 Public Service Advertising (PSA) Program – Line Item X004

a. The PSA Program includes planning, developing, producing, reproducing and distributing television, radio, print, transit, outdoor public service announcements to local/regional broadcast outlets across the country. This program recommends what audio-visual products should be released, frequency, packaging, and timing. It provides analysis of local/regional programs and recommends changes and improvements. AFRC requires the yearly production of a Television Commercial and a companion Radio spot promoting the AFRC to the general public. These spots are to be developed primarily as Public Service announcements. If possible, the AFRC requests that the subject matter of the spots be such that they can be edited into a paid spot for use if media funding allows.

3.4 Recruiting Support Vehicle – Line Item X005

a. The agency shall develop, execute, and maintain two mobile recruiting support vehicles. These vehicles will be a visual representation of the Air Force Reserve at large special event venues. The AFRC will utilize the vehicle to support Recruiting and Advertising at designated national events on a year round basis.

b. The agency will provide all infrastructure and maintenance items including fuel to support the vehicles. The AFRC requires large motor coach style vehicles, painted or wrapped in a distinctive and eye-catching design that represents the AFRC as a high technology, professional, fighting force. The vehicles will be available on a yearlong basis and should be available to participate in no less than 25 shows per year. The vehicle interiors will be designed to allow AFRC recruiters to utilize it as a mobile office platform. The vehicles will be equipped with Wi-Fi technology to allow internet access anywhere in the country. In addition they will be equipped with Satellite TV capability and audiovisual screens and speakers to allow AFRC recruiters to show current DVD video products both inside and outside the vehicle.

c. The vehicles will include all required contractor personnel to operate it and the contractors’ crew assigned to the vehicles will be available at all events to assist local recruiters in staging and assembling displays. The advertising agency personnel assigned to the vehicles will be responsible for acquisition and maintenance of all licensing, permits, and insurance required to operate the vehicle and will be responsible to see that the vehicle always presents a consistently professional, clean appearance both on the interior and exterior.

3.5 Qualification Center Operations – Line Item X006

a. The agency shall operate and manage a Qualification Center or centers to assist in the refinement, processing, and distribution of all leads. The Qualification Center function required by the Air Force Reserve consists of the management and operation of a 1-800-# Call Center component and an Electronic Recruiting component. The current call center historically manages between 400-500 calls per day and between 120 and 150 thousand contacts per year. The Qualification Center will receive inquiries either via telephone or electronically. All qualified and disqualified leads will be entered into the approved Lead Management System as soon as possible after refinement. Failure contingency procedures will be developed to ensure all leads are forwarded within two (2) business days in the case of a Lead Management System failure.

b. In case of catastrophic failure of the Air Force Reserve Qualification Center and/or 1-800-# subcontractor, a backup facility/operation will be required to take over processing leads within two business days. A contingency plan is also required for handling excess telephone call volume if unable to be handled by the Qualification Center.

c. The Qualification Center must be staffed by prior Air Force Reserve, Air Force, or Air National Guard recruiting personnel with Air Force Recruiting Information Support System (AFRISS) or Air Force Recruiting Information Support System-Reserve (AFRISS-R) experience and who have been honorably discharged or retired from service. The contractor shall provide information on all prospective advisors to AFRCRS to validate these qualifications are met. Additionally, all personnel working in the Qualification Center must possess or be eligible for a government security clearance and issuance of Department of Defense Common Access Card. Qualification Center personnel will be the subjects of a favorable National Agency Check, plus Written Inquiries and Credit Check (NACI) background check.

d. The Qualification center will also be responsible for management and operation of the Air Force Reserve Command member referral program known as “Get One Now”. A component of this program will include the operation and management of a fulfillment center for processing the awards that provide recognition to the reservists who participate in the program.

e. The Qualification Center will be responsible for assisting reservists with input of their information into the Get One Now program to include providing general information about the program and assistance on how to enroll.

g. The Qualification Center will provide reports on the status of lead generation weekly, monthly, quarterly, and annually. Fulfillment activities shall be prepared and disseminated to specific organizations as directed by AFRC.

h. Advisors may be located at the Advertising agency of Record, an alternate site.

i. Manning/Coverage is required from 7 AM till 12 AM Eastern Standard Time. Monday-Friday. Saturday coverage will be determined by call volume and lead refinement needs, at a minimum coverage will be from 8 AM-5 PM Eastern Standard Time.

j. The agency shall provide the Qualification Center hardware, software, T-1 line for internet connectivity, and the personnel to man the operation. AFRC requires the use of the approved Lead Management System software for refinement and routing of leads. The approved Lead Management System capability and system operations will be provided by the AFRC. Advisors will be required to: Accurately answer questions and provide information to leads, other callers, chat, and email customers.

k. The agency shall maintain current knowledge as related to the responsibilities of the Qualification Center on AF Reserve programs such as the following:

i. Health Professions (HP), Physician, Officer Accessions (OA), Enlisted, Chaplain, Pilot, Air Reserve Technician (ART), Active Guard and Reserve (AGR), Individual Mobilization Augmentee and AF Reserve benefits such as the bonus program, education benefits, Service Group Life Insurance, and health benefits.

ii. Advisors must understand and adhere to the requirements of the Privacy Act of 1974.

Privacy Act information must not be compromised and must be maintained in a physical or electronically secure area or otherwise destroyed. Advisors shall attempt three outreaches (2 phone calls and 1 email) to each lead (except incoming leads) unless contacted or rendered invalid before the third attempt is made.

iii. Advisors shall maintain a professional and unbiased relationship with all leads.

Advisors shall maintain a working knowledge of available reference sites and links, such as AFRCRS CoP, AF Portal, etc. Advisors shall have knowledge of the Get One Referral Program and be able to explain how the program works and assist reservists in locating their login information and submitting referrals. Also they shall be able to set up new accounts for reservists and walk them through a selection of their awards.

3.6 TV/Radio/Video Products – Line Item X007

AFRC requires that the TV spots be edited into (1) 60 Second Spot, (1) 30 Second Spot, (1) 15 Second spot, and (1) 30 Second paid spot. The radio spots will be produced as (2) 60 second spots and (2) 30 Second Spots. The cost of production will be paid out incrementally as a Firm Fixed Price line item. AFRC requires that a concept for the upcoming years spot be presented by 1 Mar of each calendar year. Upon concept approval, the agency will produce complete scripts, storyboards, and treatments of the approved concept for AFRC review and approval. Filming will be scheduled for the April-June timeframe each year. The completed Commercials and Radio spots will be available for distribution no later than 1 September of each year. If for any reason AFRC decides not to produce a TV and Radio spot an equivalent amount of Video production will be required of the agency. This production will consist of the production of new training and sales videos or the editing of existing video products to equal 20 minutes of finished video tape, the equivalent of the TV and Radio production.

3.7 Media – Line Item X008

a. The Agency shall execute create, produce, purchase time or print space, and deliver materials for advertising products for the nationwide network of recruiting operating locations to appear in geographic area of responsibility and supports all recruiting programs. Purchases include, but are not limited to, advertisements in ,shopper’s guides, sports publications, local and national magazines, local and national medical journals, recurring school publications (excluding yearbooks), telephone books, and newspapers; Outdoor and Transit billboards, duratrans, ballpark signs, transit cards, taxi signs, snipes, mini-boards, junior posters, painted outdoor signs, bus cards, window cards, address strips for window cards, and benches. Local Targeted Advertising requests will be submitted by local recruiters to purchase and accomplish broadcasts for Television/Radio, local spot purchases, High School and College Campus recruiting advertising signage and Special recruiting events, such as, career fairs, county and state exhibition expos and athletic events. Agency will evaluate requests for effectiveness, negotiate with vendors, and process requests for execution.

b. The Agency shall develop, produce and execute marketing and advertising campaigns for national Air Force Reserve branding activities. These services include but are not limited to developing creative materials for national broadcast and print media (e.g., television, radio, and cable) and other audio-visual (i.e., films, CD-ROMS, cassettes and video tapes) materials as well as static displays, exhibits and signage and other appropriate media to meet objectives of national Air Force Reserve branding campaign.

c. Creates, produces, purchases time or space, and delivers materials for advertising products for the recruiting operating locations to appear in geographic area of responsibility and supports all recruiting programs. Supports the lead-generating objective. Purchases include but are not limited to the following:

i. Print – Medical journals, shopper’s guides, sports publications, local and national magazines, local medical journals, recurring school publications (excluding yearbooks), telephone books, and newspapers

ii. Outdoor and Transit consists of billboards, duratrans, ballpark signs, transit cards, taxi signs, snipes, mini-boards, junior posters, painted outdoor signs, bus cards, window cards, address strips for window cards, and benches

iii. Broadcast - Television/Radio typically will be local spot purchases

iv. High School and College Campus recruiting advertising – posters; direct mail, signage

v. Special Recruiting Events - Agency shall schedule, coordinate, and execute live events in support of Air Force Reserve recruiting missions at targeted Operating Locations. Agency shall coordinate these special events with recruiter support vehicle to maximize client presence and support at special event locations where ever possible. Schedule of special events would be presented to client for approval by September for the following fiscal year. Once approved by client, agency shall produce any collateral materials to promote the special event, as well as conduct PR in the local market to promote the special event. The week of the special event agency shall communicate with client designated contact at HQ as well as the Senior Recruiter in the targeted location, providing the event name, location, start and end times as well as a complete detailed schedule of the event. Agency shall conduct any walk-thru’s necessary on behalf of client. Should the special event require any production elements agency shall be responsible for all technical and production requirements being fulfilled including, but not limited to lighting, sound, security, load-ins and outs, parking, dressing rooms, and any other rider items that may be required. Recommendations and rationale for the strategy of each special event shall include a competitive analysis of the special event, as well as a detailed description of how this event will offer support to Air Force Reserve Recruiters in the targeted location. Agency shall provide a comprehensive budget that will include all aspects of the proposed special event. Agency will provide client with research detailing ROI of special event if requested.

d. Peer Referral Program- Agency shall be responsible for managing and implementation of the Get One Now Program for client which shall include the following:

i. Establish ways to promote the program to reservists and increase participation including, Awards, Marketing, Creating Collateral Materials, Recognition programs, Updating Website, Email messaging, Civil Servant program, PR for program, educating and interfacing with recruiters.

ii. Data Management, manage data to provide client with accurate report statistics on leads, accessions, and prize fulfillment, when needed, requested, or scheduled.

iii. Direct Mail Program: Develop, plan, produce, and execute direct mail campaigns in support of all recruiting program objectives, including mailing list procurement, design and development of letter, printing of mailing pieces, lead fulfillment, (as required) and mailing lists data base management. Direct Mail, Process monthly membership signups for all new reservists from data provided by client, clean new reservist list, send cleaned and updated new reservist list to load into Get One membership database and register usernames and logins, print letters and membership cards for mailings, process monthly invoices, coordinate copy changes to letters with client when needed or requested, manage updates and changes to collateral materials needed for direct mail programs.

iv. Create training materials for reservists, qualification center, and recruiters on Get One program, how to use the website, program rules, how to submit leads, reporting systems, methods of submitting leads, Accession Eligibility, how to look up, establish, and/or update accounts.

v. Manage the award fulfillment for program, inventory awards, order new/more awards, establish fulfillment procedures, establish and maintain budgets, process invoices. 6) Establish annual program budgets and preparing proposal for client recommendation, review and approval process.

e. Targeted Advertising Program-The Targeted Advertising Program provides recruiters at every Operating Location with input into local advertising requirements. The national Targeted Advertising program is broken up into four regional squadrons, and then distributed among the 42 encompassing Operating Locations. The agency shall provide evaluation of requests and negotiations with vendors for Targeted Advertising requests.

f. Agency shall provide research and specific recommendations on any media buys, target market, audience/demographic to achieve maximum ROI for each Operating Location.

g. Develops advertising plans for each of the recruiting main operating locations with media schedules.

h. Advertising transaction records must be used to convey ad insertion data between the Air Force Reserve and the Agency. Unique transaction numbers will be used to identify each buy/insertion.

i. Annual ad plan buys, purchases recommended by the Agency, must be identified as such by a special transaction number or other means.

j. Supplemental ad plan buys, purchases required by the Air Force Reserve, must be identified as such by special transaction number or other means.

k. The Agency shall interface and work cooperatively with the commercial agency of record (and its subcontractors) for the U.S. Armed Forces Joint Advertising and Marketing Research Activity (JAMRS). The Agency shall interface and work cooperatively with the Defense Manpower Data Center by providing all requested information in the proper format.

3.8 Promotional – Line Item X010

The Agency will create, produce, and distribute promotional items in-house or through the use of sub-contractors. A competitive bid process will be utilized to ensure the best price for the government. All requirements of the “Buy American Act” shall be adhered to.

3.9 Creative – Line Item X009

The Agency shall develop, produce and execute marketing and advertising campaigns for national Air Force Reserve branding activities. These services include, but are not limited to, developing creative materials for national broadcast and print media and other audio-visual materials as well as static displays, exhibits and signage and other appropriate media to meet objectives of national Air Force Reserve branding campaign.

3.10 Mobilization/Transition Requirements – Line Item X001.

The Mobilization/Transition period shall take place the first sixty (60) days of the contract. During this time, the following will take place: (1) Learning and orientation period. Establish staff, working procedures and communication arrangements; (2) The Agency (advertising and financial managers) will visit HQ AFRC and selected air bases in the Georgia area. This includes one 2-3-day trip to Warner Robins and Marietta, Georgia, by the Agency during the mobilization period.

3.11 Data – Line Item X012

a. Quarterly data updates: Each quarter, the Agency will electronically transmit ad plans for the Local Operating Locations (OLs) to HQ Air Force Reserve Recruiting Service. Updates will include insertion cost, publications, and ID codes. The Agency’s system and format for this data may be used. One copy of the report will be delivered to HQ AFRC/RSAA.

b. Quarterly, the Agency will electronically provide to the Program Manager a list of insertions, with transaction numbers, which did not run (DNRs). The Agency’s commercial system and format for this data may be used.

c. Every six months, the Agency will electronically provide to the Program Manager a list of all publications used over the last 6 months. The list will be broken down by operating location and will contain the publication name, point of contact used by the Agency, and phone number. The Agency’s commercial system and format for this data may be used.

d. The Agency will electronically submit to the Program Manager a monthly listing by individual, indicating hourly rate, hours worked, and cost by order by Advertising Instruction Record. The listing will show monthly and cumulative totals. The Agency’s commercial system and format is acceptable.

e. The Agency shall develop an annual communications/advertising plan by June for the following fiscal year. The plan will support the overall communications and recruiting objectives of the Air Force Reserve. The plan shall include a precise description of the communications and recruiting advertising programs to be implemented at the beginning of the appropriate fiscal year. Recommendations and rationale for strategy and tactics shall be included. In addition, the annual plan shall include, but not be limited to, competitive market analysis, communications strategies, advertising strategies, creative objectives, and a recommended budget.

f. In addition to the annual plan, the Agency shall provide, by June of each year, a straw man plan for the two years following the planning year. This plan shall address future communications and recruiting objectives.

g. Both plans shall be submitted by 1 June. The plans will be approved by Contracting Officer Representative (COR) within 30 days.

h. The Agency shall electronically transmit weekly, monthly, quarterly, and yearly lead generation reports to Program Manager.

3.12 Travel – Line Item X011

The Agency will be required to travel with prior approval and authorization by the AFRC/RS Program Manager. The Government will reimburse the Agency in accordance with the Joint Travel Regulations.

4.0 GENERAL INFORMATION.

4.1 Quality Control Plan: A Quality Control Plan shall be submitted within 30 days of contract award.

4.2 Government Property: The Agency shall, within 30 calendar days after completion or termination of the contract, return to the contracting officer all mechanicals, film and video outtakes, masters, electroplates, negatives, color separations, radio tapes, and any other advertising materials held by the Agency or subcontractors. A detailed inventory list, with a brief description to include subject matter and title, shall also be provided with the Government property.

4.3 Supplies and Services:

a. 35MM Slides: Slides (35mm), when available, for use in TV spots, print advertising, brochures, or other necessary production projects. If slides are not available, they may be ordered under the creative/production item of the contract.

b. Video Tape/Film: Video/film footage, when available, for use in producing TV productions/commercials. If desired footage is not available through government resources, such footage may be ordered under the creative/production item of the contract.

c. Music: All music for radio and TV spots through the Command Band of the Air Force Reserve unless otherwise directed by the contracting officer/program manager.

d. Talent: Talent will be furnished, when available, by AFRC to include voice over, models, and actors/actresses.

e. Lead Management Data: Lead management data when contractor is tasked to perform analysis of same.

f. Technical Representative(s): AFRC/RSAA will provide technical representatives for all projects.

g. Printing: All printing will be through the Government Printing Office except for ad slicks for ad placements and direct mail projects, which the Agency will procure.

5.0 Contractor Furnished Items and Services.

a. Except for those items or services specifically stated to be government furnished in Section 4, the Agency shall furnish everything required to perform this work statement.

b. Any graphical material developed for this contract is owned by the Government and considered government owned property. This data must be submitted to the Government for use on promotional items.

6.0 Documentation and Records:

a. All documentation required by this PWS is the responsibility of the Agency and shall be maintained in accordance with the PWS. Documentation and records shall be made available to Government personnel upon request of the contracting officer. Documentation is the property of the Government and shall be turned over to the Government upon completion or termination of the contract.

b. The Agency and the Government shall exchange data files electronically to this PWS. The system used by the Agency must be compatible with Air Force standard software and file transfer capability provided by the Microsoft Office Suite.

c. All transfer of information will be done through the Internet. The Agency shall use FTP (File Transfer Protocol) for all applications.

d. All creative work shall be original and shall be submitted to the COR for review and approval and in the format described in the Delivery Orders.

7.0 Reproduction/Storage:

a. Various mechanical devices produced by the Agency in accordance with any delivery order/task order issued, such as magazine ad reproducible materials, will be the property of and be returned to the government; however, the devices will remain in the custody of the Agency for the duration of the contract or any extension thereof.

b. All camera-ready materials such as mechanicals, photographs, slides, negatives, film footage, digital files, inter-negatives, trims and cuts produced pursuant to a delivery order, whether actually used by or for the use of the government shall be retained by the Agency or the subcontractor until (1) destroyed with the consent of the Contracting Officer or Program Manager; or, (2) delivered to the government pursuant to the Contracting Officer’s request.

c. The Agency will be required to provide storage facilities for film and print products. Accordingly, the following reports will be required.

i. Annually, the film footage currently in storage by scene description footage types. For example:

Scene

Footage

Footage Type

F-16 in flight 5 thousand feet Camera Original

1 thousand feet Daily Color Positive

1 thousand feet Master CRI

ii. Quarterly, the quantity of direct mail and fulfillment products currently in a storage facility.

iii. Items prepared for production by the Government Printing Office. The Agency will ensure that items prepared for production by the Government Printing Office meet the requirements and limitations imposed by that agency and are complete in every detail required by such agency for production. The Agency will, when requested by the Contracting Officer, have a representative present when materials are submitted to assist in resolving any problems and to ensure the item can be produced as intended.

8.0 Coordination for Site Visits:

Government representatives will be designated by the Contracting Officer or Chief of Advertising to conduct the liaison and coordination required when Agency employees or subcontractor employees visit military installations in the performance of duties. All projects (i.e.; studio filming, narrations, and photographic assignments) will be under the supervision and direction of Agency personnel on location. Agency personnel will provide technical assistance and coordination as necessary.

9.0 Miscellaneous Requirements:

a. Hours of Operation: Normal hours for HQ AFRC/RSAA are Monday through Friday, 8:00 a.m. to 5:00 p.m., Eastern Time. On occasion, services may be required to support activities outside the normal hours.

b. Recognized Holidays: The Agency is not normally required to provide contract service to AFRCRS on federal holidays, except in emergencies. . The following is a list of Federal Holidays observed by AFRCRS:

New Year’s Day, January 1

Martin Luther King’s Birthday, 3rd Monday in January

President’s Day, 3rd Monday in February

Memorial Day, Last Monday in May

Independence Day, July 4

Labor Day, First Monday in September

Columbus Day, 2nd Monday in October

Veterans Day, November 11

Thanksgiving Day, 4th Thursday in November

Christmas Day, December 25

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.

10.0 Post Award Conference: Agency shall provide the names and alternate of key personnel at the post award conference within fifteen (15) days of contract award. These individuals are required to attend an orientation at HQ Air Force Reserve Recruiting Service within thirty (30) days of contract award. The orientation may include, but not be limited to, a briefing and presentation of the Air Force Reserve, its organization, communication objectives, recruiting objectives, advertising objectives, retention program, and lead generating goals and objectives. Trips to selected Air Force Reserve bases and recruiting organizations will be arranged upon completion of the initial orientation.