ATTACHMENT I STATEMENT OF WORK

HSFEHQ-10-R-0033

SECTION C: REQUEST FOR PROPOSAL (RFQ) STATEMENT OF WORK (SOW)

STATEMENT OF WORK

FEMA OFFICE OF EXTERNAL AFFAIRS – REMOTE BROADCAST TRANSMISSION,

ENGINEERING AND PRODUCTION SERVICES

C.1 BACKGROUND

The mission of the Federal Emergency Management Agency (FEMA) encompasses the centralized direction of emergency management in both peacetime and war, for emergencies ranging from natural to man-made disasters. FEMA executes its responsibilities via ten Regional Offices, five Federal Regional Centers, the Mt. Weather Emergency Assistance Center (MWEOC), the National Operations Training Center (NETC), the Olney Federal Support Center, Joint Field Offices and other fixed disaster sites.

C.2 GENERAL DESCRIPTION

The Office of External Affairs (OEA) is responsible for the effective dissemination of accurate information to the public via print, electronic media and the World Wide Web concerning FEMA’s Programs, missions and goals.

For many electronic reports, FEMA uses its headquarters television studio (a broadcast standard, live capable, production, recording and editing facility), on-site remote locations in disaster areas, Joint Information Centers, and other federal, state and local operations centers. The electronic media are relied upon to deliver information in a reliable, efficient and expeditious manner. Media access to senior staff, live briefings and other pre-recorded materials are distributed to the broadcast news and independent production media via satellite and broadcast fiber transmissions.

OEA’s responsibilities have expanded considerably over the past few years to include real-time delivery of vital pre- and post-event ground truth information to internal customers that include:

• FEMA Operations Directorate – NRCC; RRCCs; DHS NAC;

• DHS Partners and other federal partners and agencies;

• State and local Emergency Operation Centers (EOCs) in impact areas;

• The White House

C.3 OBJECTIVE

The purpose of this statement of work is to acquire professional broadcast remote transmission engineering and crew support throughout the contiguous United States, Alaska, Hawaii, the Virgin Islands, Guam, American Samoa, and the Commonwealths of Puerto Rico and the Northern Mariana Islands in support of the OEA’s mission. The contractor shall provide a reliable service that allows FEMA OEA to use a single point of contact for all its on–demand broadcast and video production support needs.

The Government intends to award to two (2) offerors with sufficient capacity and capability to cover events throughout the contiguous United States, Alaska, Hawaii, the Virgin Islands, Guam, American Samoa, and the Commonwealths of Puerto Rico and the Northern Mariana Islands. This requirement will be procured as a Small Business Set Aside. The contract type is an Indefinite Delivery/Indefinite Quantity (IDIQ).

Contractors will be selected and task orders will be issued based on the Government’s requirements (i.e., type of service provided), the contractors’ workload and its ability to perform the work within the required time, and geographic location. Award of individual task orders will be made based upon each contractor’s capacity or ability to perform the current requirement. As defined below in the scope of this SOW, the successful contractors shall have the means to provide professional, remote capable satellite broadcast equipment and services upon request along with standard knowledgeable and expert personnel to perform the services necessary.

C.4 SCOPE

GENERAL REQUIREMENTS

FEMA’s OEA requires on-demand services of a professional media services company with experience and reliability in the deployment and delivery of professional broadcast transmission equipment and crews to various locations throughout the contiguous United States, Alaska, Hawaii, the Virgin Islands, Guam, American Samoa, and the Commonwealths of Puerto Rico and the Northern Mariana Islands.

These services are used during pre- and post-declared federal disasters to support the OEA in its mission to prepare and disseminate information to the public.

This disaster broadcast engineering and support services contract shall call for the contractor to provide;

Services will include, but are not limited to:

Providing set up and lighting of a working broadcast press area (minimum of 20’ by 20’-subject to change), suitable for news briefings or other activities as directed by authorized FEMA personnel;

Providing audio and video connections to broadcast transmission equipment;

Providing access to and use of professional video editing equipment;

Providing professional news photography and editing at various locations and circumstances under the direction of authorized FEMA personnel.

Providing on-site and local (Washington, D.C.) engineering support, writers / producers, and broadcast coordinators for long format broadcast projects Providing an available representative by phone 24 hours a day, 7 days a week with a maximum one hour call back time.

Initial call response time If the contractor does not answer on the first call, FEMA will leave a detailed requirement message. The contractor shall be required to call back no later than two hours after FEMA’s initial message. After receipt of the request, the contractor will identify available resources and within 3 hours, provide the COTR with a cost estimate to perform the requested services over the defined time period.

Service availability The service (and hence the broadcast capability) shall be operational and available within 24 hours of placing a service request. The 24-hour requirement does not apply to areas outside of the contiguous United States.

Flexible service durations Contractors may be deployed for time periods ranging from one day to multiple weeks. The contractor shall be capable of supporting a request of any duration.

Personnel The contractor shall agree to provide knowledgeable and expert personnel as defined in Section C.5.b [Personnel Requirements and Duties] to perform the services necessary upon receiving 24 hours notice.

Short Notice Requests In the event that FEMA is unable to provide 24 hours notice, the contractor shall make every attempt to provide personnel and services within the requested time frame at the predetermined agreed upon rate.

However, the contractor should have a Point of Contact/Representative who can receive, manage and execute requests 24 hours a day, 365 days a year.

C.5 TASKS

C.5.a EQUIPMENT REQUIREMENTS

C.5.a.1 BROADCAST UPLINK TRUCKS– Minimum Requirement

Each broadcast truck/van supplied by the contractor shall possess the following equipment, technical, and personnel, capabilities:

Radio Frequency (RF) Equipment

Dual Path, Redundant Digital Ku Band Digital transmission, and reception with no polarity restrictions (Analog transmission optional)

Modulators and Phase stable Up converters Back-up antenna controllers Access to DSS Satellite downlink (i.e. Direct TV or Dish Network) Access to portable flyway transmission or production systems upon demand

Video Production Betacam SP; Mini-DV; DVCam Playback ability required Full Linear editing Suite preferred

(Analog Betacam SP and/or DVCAM capable) Graphics Generator preferred Minimum 1000 Ft. Audio/Video cabling

Communications Full intercom and IFB functionality;

Redundant Communication Paths (Cellular Phones & Satellite Telephones)

Personnel One qualified professional uplink engineer as defined in Section C.5.b.5

C.5.a.2 VIDEOGRAPHER MINIMUM EQUIPMENT REQUIREMENTS –

Each videographer supplied by the contractor shall possess the following minimum video recording equipment. Equipment rental costs will be considered a separate line item to be included on all estimates and rate tables as described in Section L of the RFP and provided as Attachment III.

• Professional 3CCD/CMOS Video Camera / Recorder – DVCam or Betacam SP format;

• Camera Top light

• Field Lighting Kit (Minimum 3 stands with balanced tungsten or daylight filters)

• Wireless Microphone (Lavaliere AND handheld transmitters and receiver)

• Handheld Microphone – i.e. EV 635A; RE50

• Camera Tripod

C.5.a.3 AUDIO TECHNICIAN – MINIMUM EQUIPMENT REQUIREMENTS

Each audio technician (when requested) must possess the following minimum equipment.

• Shotgun microphone and boom pole

• Portable audio mixer

• Wireless microphone receiver and transmitter

• Wired microphones – handheld and lavaliere

• Associated audio cables

C.5.a.4 ADDITIONAL EQUIPMENT REQUIREMENTS (PRESS CONFERENCE)

Optional equipment may be required to establish and operate a formal press / news conference facility to include:

• Additional lighting for press conference arrangement

• Sound mixers and distribution amplifiers

• Additional microphones – wireless and wired

• Audio distribution (multi) box

• Additional media (visual) display capabilities as required by FCO/JFO leadership

C.5.b. PERSONNEL REQUIREMENTS AND DUTIES

A Contracting Officer Technical Representative (COTR) will be identified as the primary point of contact responsible for the supervising and managing the contract’s responses..

C.5.b.1 Videographer: A qualified professional photographer (video) to perform video documentation and editing of FEMA operations within disaster areas and other facilities for immediate distribution and / or archival. Additionally, videographers will also provide technical support for live television operations as determined by FEMA staff. All videographers are required to have basic editing skills and possess a minimum of 3 years of media/broadcast video and editing experience. All videographers are required to provide or be equipped with equipment as defined in Section c.5.a.2.

C.5.b.2 Video Tape Editor: Personnel who receive and edit raw tape from press events and other locations as required. Video tape editors will log and assemble video tape for release to the media under the direction of the field producer and FEMA staff and provide assistance to videographers in technical set up of live events. Editors are required to have a minimum of 3 years broadcast editing experience.

C.5.b.3 Field Producers / Coordinators: Personnel responsible for working with OEA studio staff, senior staff, Press Secretary in determining logistics of events, satellite assets and crews, serves as a primary point of contact with network producers in coordinating technical logistics / access to the Director after confirmation of an availability by the Press Secretary or other senior staff as determined.

This person serves as the field coordinator of all field assets in determining video documentation opportunities, needs and logistics; serves as technical coordinator for live productions / events coordinated by the FEMA OEA or other facilities / locations; coordinates with FEMA OEA studio staff for other production requirements. Producers are required to have a minimum of 3 years of media/broadcast producing experience.

C.5.b.4 Audio Technicians: Personnel responsible for providing quality audio to any feed point along with supporting in-house audio during press events. Work with photographers in field to ensure quality audio capture during video documentation. Audio Technicians are required to have a minimum of 3 years of broadcast experience.

C.5.b.5 Broadcast Technical Engineer: Personnel responsible for the proper and safe operation of satellite uplink equipment in accordance with FCC Rules and Regulations. This person serves as the primary technical resource for the set up and operation of transmission equipment during live events.

Truck operators are qualified and capable of operating standalone broadcast satellite uplinks and uplink vehicles with efficiency and within established parameters with minimal technical supervision. Broadcast Technical Engineers are required to have a minimum of 3 years of broadcast experience.

C.5.c LEVELS OF RESPONSE - DEFINITIONS

C.5.c.1 RESPONSE LEVEL 1: Satellite uplink vehicle w/qualified operator

• Providing fully field deployable satellite production vehicle and operator to provide uplink and transmission services.

• Satellite uplink vehicle as defined in Section C.5.a.1.

• Personnel as defined in Section C.5.b.

C.5.c.2 RESPONSE LEVEL 2: Satellite uplink vehicle w/operator and Videographer

• Requires all services as defined in Section C.5.c.

• Provides the ability to video elements and events away from the fixed press area.

• Requires services of a Videographer as defined in Section C.5.b.1 with equipment as defined in C.5.a.1.

C.5.c.3 RESPONSE LEVEL 3 – Satellite uplink vehicle w/operator and (2) videographers

• Requires all services as defined in Section C.5.c.2.

• Requires services of (2) Videographers as defined in Section C.5.b.1 and equipment as defined in C.5.a.2

• Provides for optional services of Field Producer/Coordinator as defined in Section

C.5.b.3

• Provides for optional services of Video Tape Editor as defined in Section C.5.b.2

• Provides for optional services of Audio Technician as defined in Section C.5.b.4

C.5.c.4 RESPONSE LEVEL 4 – Full Press Conference Support

• Requires all services as defined in Section C.5.c.3

• Requires all equipment as defined in Section C.5.a

• Requires services of Audio Technician as defined in Section C.5.b.4

C.6 SECTION 508 COMPLIANCE REQUIREMENTS

Even though this requirement is for Professional services versus IT services, all electronic and information technology (EIT) provided by the contractor which Government employees will use as part of this IDIQ or a Task Order must meet the applicable accessibility standards at 36 CFR 1194, unless an agency exception to this requirement exists. 36 CFR 1194 implements Section 508 of the Rehabilitation Act of 1973, as amended, and is viewable at http://www.section508.gov.

Full details addressing or demonstrating compliance with Section 508 requirements shall be included in the applicable clauses of the IDIQ or Task Order.

C.7 PLACE OF PERFORMANCE

Location of performance will vary depending on operational needs. The Contractor shall provide FEMA professional broadcast remote transmission engineering and crew support throughout the contiguous United States, Alaska, Hawaii, the Virgin Islands, Guam, American Samoa, and the Commonwealths of Puerto Rico and the Northern Mariana Islands

C.8 PERIOD OF PERFORMANCE

The total Period of Performance will be for one base year from date of award and four, one-year Option Years (total five years), to be exercised at the discretion of the government.

C.9 KEY PERSONNEL

The Contractor shall notify the Contracting Officer in writing no less than 10 business days in advance if any personnel will be replaced. All personnel identified as key personnel herein are considered key personnel. The contractor shall submit a written justification for the replacement and provide the name(s) and qualification equal to or superior to those of key Personnel being replaced and be approved by the

COTR.

The Government has the unilateral right to approve and disapprove any contractor personnel being considered for work under this statement of work.

The Contractor shall designate a Program Manager (PM) for the duration of the task order issued hereunder. The PM shall be the main point of contact for technical issues and administrative issues related to the resulting task order. The PM shall provide technical advice, organize, plan, direct and manage all Contractor staff assigned to the contract. The PM shall ensure that: (1) the goal and objectives of the SOW and (2) problem resolution and customer satisfaction are accomplished within prescribed timeframes and funding parameters. In addition to the traditional duties (ensuring conformity to contractual obligations, establishing and maintaining technical and financial reports to show progress to projects, and performing day-to-day management of overall contract support operations) the Task Order

Base Period March 23, 2010- March 22, 2011 Option Period 1 March 23, 2011- March 22, 2012 Option Period 2 March 23, 2012- March 22, 2013 Option Period 3 March 23, 2013- March 22, 2014 Option Period 4 March 23, 2014- March 22, 2015

Program Manager’s primary responsibility and focus is to act as an advisor to the FEMA Acquisition Management Team (AMT) functioning as an integrated team member on activities in which the contractor has been engaged. The Program Manager shall be required to provide guidance, recommendations, status and updates on projects as well as attend meeting and respond to inquires as needed.

C.10 USE OF SUBCONTRACTORS

FEMA anticipates that the Contractors will likely team with subcontractors to provide the full range of support required in this IDIQ. In such cases, the Contractor shall be responsible for ensuring that the services provided by the team members are in compliance with FEMA’s desired service level and performance requirements under this IDIQ

C.11 TRAVEL

Required travel shall be reimbursed in accordance with Federal Travel Regulations (FTR).

Due to the last minute, emergency and disaster relief nature of requests by the Government, the contractor shall be reimbursed for actual travel costs related to coach class commercial airfare for flights, hotel rooms, and SUV rental vehicles. SUV rentals are justified due to equipment transportation requirements and road conditions in disaster areas.

All GSA lodging and per diem adjustments, waivers and extensions that apply to government personnel during disaster travel and deployment shall apply to contract personnel.

Reasonable living provisions and personal expenses incurred by contract personnel shall be fully reimbursable at times when events and circumstances limit the availability of commercial lodging.

C.12 GOVERNMENT-FURNISHED MATERIALS

Government-furnished property (materials, equipment, and/or information) will be provided in conjunction with required performance under this task order as determined by mutual agreement between the Government and the contractor. Contractor purchase of hardware or software tools are not anticipated as part of this contract, but if required by the contractor, must be pre-approved by the COTR.

At the written request of the Government, the contractor shall immediately return any property provided by the Government for the contractor’s use to complete the assigned subtasks under this BPA. If not requested, the contractor shall continue to abide by FAR Part 45 until completion of the contract.

C.13 TECHNICAL CONTACTS

Contracting Officer’s Technical Representative (COTR):

Primary: Myra Lopez-de-Victoria Public Affairs Officer Multilingual Office of External Affairs Federal Emergency Management Agency 500 C Street SW Washington, DC 20472

Alternate COTR:

Aaron Skolnik Office of External Affairs 500 C Street SW, Room M-29 Washington, DC 20472 Fax: 202-646-3370

C.14 CONFIDENTIALITY OF DATA AND INFORMATION

The contractor may have access to information in the possession of the Government for which the Government's right to use and disclose the data and information is restricted, or which may be of a nature that its dissemination or use, other than in the performance of this contract, would be adverse to the interests of the Government or other parties. Therefore, the contractor agrees to abide by any restrictive use conditions on such data and not to:

(1) Knowingly disclose such data and information to others without written authorization from the Contracting Officer, unless the Government has made the data and information available to the public;

(2) Use for any purpose other than the performance of this contract.

The contractor agrees to hold the Government harmless and indemnify the Government from any cost/loss resulting from the unauthorized use or disclosure of third party data or software by the contractor, its employees, Sub-Contractors, or agents. While subcontracts are not anticipated under this Statement of Work, if deemed appropriate by both the Government and the contractor, the contractor agrees to include the substance of this provision in all subcontracts awarded under this contract.

Except as the Contracting Officer specifically authorizes in writing, upon completion of all work under the contract, the contractor shall return all such data and information obtained from the Government, including all copies, modifications, adaptation, or combinations thereof, to the Contracting Officer. Any data obtained from another company shall be disposed of in accordance with the contractor's agreement with that company, or, if the agreement makes no provision for disposition, shall be returned to that company. The contractor shall further certify in writing to the Contracting Officer that all copies, modifications, adaptations or combinations of such data or information which cannot reasonably be returned to the Contracting Officer (or to a company), have been deleted from the contractor's (and any

Sub-Contractor's) records and destroyed.

C.15 ORGANIZATIONAL CONFLICT OF INTEREST

Limitation of Future Contracting (June 2004) (Deviation)

(a) The Contracting Officer has determined that this acquisition may give rise to a potential organizational conflict of interest. Accordingly, this attention of prospective offerors is invited to FAR Subpart 9.5- Organizational Conflicts of Interest.

(b) The nature of this conflict is the offeror may be in situations where performance under this BPA may put the offeror in a position to favor its own products or capabilities; access to pre-acquisition planning information, for services in which the offeor would be interested in submitting a bid; sharing source selection information with other vendors/clients as well as access to other contractor’s (or potential competitors) proprietary information.

The Organizational Conflict of Interest that could arise from allowing the selected contractor to participate is so great that the associated risk could not be diminished with any mitigation plan proposed.

Perspective vendors are advised to review this regulation prior to preparing their submission. It is determined, that in the aforementioned cases, the selected vendor shall be excluded from participating in future FEMA procurements in accordance with the requirements of Subpart 9.5 of the Federal Acquisition Regulations.

(c) The restrictions upon future contracting are as follows:

(1) If the Contractor, under the terms of this contract, or through the performance of tasks pursuant to this contract, is required to develop specifications or statements of work that are to be incorporated into a solicitation, the Contractor shall be ineligible to perform the work description in that solicitation as a prime or first-tier subcontractor under an existing FEMA contract. This restriction shall remain in effect for a reasonable time, as agreed to by the Contracting Officer and the Contractor, sufficient to avoid unfair competitive advantage or potential bias (this time shall in no case be less than duration of the initial production contract).

(2) To the extent that the work under this contract requires access to proprietary, business confidential, or financial data of other companies, and as long as these data remain proprietary or confidential, the Contractor shall protect these data from unauthorized use and disclosure and agrees not to use them to compete with those other companies.