N0018919QG051_Performance_Work_Statement.docx

Performance Work Statement Visual Information Service Center (VISC) Naval Submarine Support Facility New London, Groton, CT

1.0 Introduction

Photographic, video, imaging, artistic, digital processing, and graphic design support services are required for the VISC located at the Naval Submarine Support Facility (NSSF) New London, Groton, CT. The purpose of this Performance Work Statement (PWS) is to acquire support services in the production and development of local requirements such as: diagrams, charts, and lettering; electronic presentations, studio photography, official portraits, passport photography, location photography and video, digital photography, non-duty hours photography, photo sublimation, miscellaneous photography, other photographic-related requirements, and minor photographic equipment maintenance requests from authorized users within the Department of the Navy (DoN) and other federal agencies.

1.1 Statement of Objectives (Scope of Work)

The contractor shall professionally staff, manage, and operate the VISC facility located on the lower base of Naval Submarine Base New London, Groton, CT. The contractor shall provide all work-related labor, equipment, software, supplies, management, and other items or services necessary to perform the visual work as defined in the PWS, except as listed in Technical Exhibits 1 (VISC Equipment Inventory List), at NSSF. See Technical Exhibit 2, Annual Workload Estimates for estimated quantities and periodicities of work.

1.2 Personnel

1.2.1 The contractor shall provide onsite managerial support services for the VISC and shall be responsible for the competent performance of the work. Roles and responsibilities shall be designated in writing and submitted to the Contracting Officer’s Representative (COR) within 10 working days of the contract release (or effective date, whichever comes first).

1.2.1.1 Individuals designated by the contractor shall have full authority to act for the contractor on all matters relating to the day-to-day performance of this PWS.

1.2.1.2 All contractor employees designated to perform under the PWS shall be able to read, write, speak, and understand English fluently.

1.2.1.3 Work Environment/Physical Demands: Due to the nature of the mission support required under this PWS, the contractor may be required to drive to a specific location within and outside NSSF to perform the visual support needed by the customer. This limited location support (on very rare occasions) shall normally be within 25-miles of NSSF and must be approved on a case-by-case basis by the COR. Additionally, the contractor may be required to walk up and down the stairs of a building or use the ladder of an afloat unit and/or maneuver between tight spaces with all the necessary camera gear and related equipment to provide the visual support needed. Occasionally, the contractor may be required to perform visual support for other non-handicap accessible industrial-areas/spaces within the NSSF.

1.2.1.4 All contractor employees designated to perform under the contract shall have a current and valid motor vehicle operator/driver’s license.

1.2.1.5 Prior to commencement of the contract, the contractor shall obtain the necessary badges and vehicle passes for contractor personnel. If there is an instance when an employee will no longer perform his/her duty under the contract, the contractor shall ensure the employee’s pass and badge is returned to the contract COR within 48 hours.

1.2.1.6 Security Requirements:

1.2.1.6.1 Unless otherwise indicated, all contractor personnel must possess a Defense Security Service issued SECRET clearance with a current single scope background investigation, which must be maintained during the performance of this contract. It is the vendor’s responsibility to obtain and provide proof of personnel security clearance to the government prior to the performance of the contract.

1.2.1.6.2 Contractor shall conform to the provisions of OPNAVINST 55.10.1 (series) and Department of the Navy Information and Personnel Security Program regulation. A DD Form 254 “Department of Defense Contract Security Classification Specification” will be provided at the time of award.

1.2.1.6.3 The Contractor shall comply with all Automated Information System (AIS) security requirements in accordance with OPNAV 5239.1 (Series). In addition, any ADP product (disk, tape or hard copy) prepared by the contractor for the government (whether produced on government or Contractor-owned equipment) will be the property of the government. The Contractor shall be required to adhere to command policies on the handling of all AIS materials.

1.2.1.6.4 The government will issue all contractor employees working under this contract a government Common Access Card (CAC). This card authorizes the contractor computer and facility access during the performance of this contract. The contractor shall provide all required information and ensure that employees are capable of obtaining a CAC card prior to start of the contract.

1.2.1.6.5 The contractor shall adhere to all access requirements as established by the government facility to obtain access. The contractor shall provide all required information and ensure that employees are capable of obtaining a CAC card prior to the start of the contract.

1.2.1.6.6 The contractor shall advise the COR on contractor personnel who become an employee or ex-employee. The contractor shall contact the COR whenever a contracted employee resigns, is dismissed, laid-off, or if a change to his/her personnel security clearance status occurs. Additionally, the contractor shall ensure all ex-employee security access badges are returned to the appropriate military authority. The contractor shall replace all non-eligible employees.

1.2.1.6.7 The contractor shall ensure contracted personnel complete Navy e-Learning courses or training as directed by the government regarding security.

1.2.1.6.8 All contractor personnel designated to perform under the PWS shall be citizens of the United States of America (no exceptions).

1.2.1.6.9 Personnel Substitutions: After the award of the contract, substitution of contractor personnel will not be permitted without the express authorization (oral or written) of the Contracting Officer.

1.2.2 Required Outcomes

1.2.2.1 Managerial Support: The Contractor shall provide onsite managerial support services during the performance of the work that is specified under the PWS. The contractor shall provide professional visual information services and recommendations to all authorized users, work with the latest visual information technology equipment such as cameras, scanners, printers, etc., provide assistance to authorized users, offering creative suggestions and constructive advice for presentations; ensure adequate stockpile of project-related materials; and, maintains records of services provided and project materials expended. In addition, the contractor shall be well-versed in the proper photographic techniques for a wide range of events that may occur during unpredictable situations and lighting conditions, and with limited opportunities for retakes. Additionally, it is the responsibility of the contractor to propose and implement technically sound solutions to resolve various visual-information-related (photographic) issues associated with the performance of this contract. Remain up-to-date on industry standards and procedures, equipment usage, technology digital processing, print production, military relations, communications law and ethical standards, public affairs policy, security issues, and sensitive material handling critical in the proper performance of this contract. Train, assist, cover assignments for, and/or give advisement and instruction to VISC personnel. The contractor will provide input and assistance in the development of large scale photographic prints, posters and presentations and generate a digital file for the customer to take for printing, all other products will be generated by the contractor. The contractor will setup the VISC to provide files to the customers via a commercial internet carrier.

As the top technical expert, the contractor shall utilize industry-insights and available resources in response to photography situations requiring creative and innovative solutions. Typically one or more of the following assignments will be required simultaneously: (1) developing and adapting photographic equipment or processes to meet new and unprecedented situations; (2) planning and organizing the overall technical photographic coverage for a variety of events and projects; or (3) creating desired illusions or emotional effects by developing solutions or special effects photography for unique situations requiring a high degree of ingenuity and imaginative camera work to enhance, inspire, and/or alter reality to meet the customers’ needs; or (4) creating training videos of in-process work.

The contractor shall develop, plan, and organize the overall technical photographic aspects of assignments in collaboration with operating officials who are responsible for project substance. The contractor shall utilize creativity and innovation to successfully implement objectives within the capabilities and limitations of the available cameras and related equipment, shall exercise limited control over the substance of events to be photographed by staging actions, suggesting behavior of the participants, and rehearsing activities before photographs are taken.

1.2.2.1.1 Qualifications

The contracted employee(s) shall have a minimum of four years of specialized experience in photography and two years specialized visual information services management experience.

1.2.2.1.2 Specialized Experience Definition: Specialized experience is defined as a demonstrated background that shall include four years of either supervisory, and independent photographic experience providing visual information services to an organization of over 200 personnel, and two years of work experience in an art-related field which demonstrates knowledge of visual graphic product characteristics and applicable quality requirements.

1.2.2.2 Photography Services: The contractor shall have the ability to select from available standard photographic equipment/resources and utilize them for assignments demanding exact renditions (normally without opportunity for later retakes) which may or may not be under ideal photographic conditions with regards to lighting, exposure time, color, background, artistry, etc. The contractor shall discuss technical requirements with (on-scene) operating officials or supervisors to customize the approach for each situation according to a detailed request, various camera processes and techniques, and use the settings and background to produce esthetically sound, as well as accurate and informative pictures. Typically, standard equipment shall be utilized; however, “specialized” photography may be performed using some special-purpose equipment under closer supervision.

1.2.2.2.1 Qualifications

The contracted employee(s) shall have a minimum three years of general experience in commercial art and two years specialized audiovisual graphic arts, multimedia creation, presentation authoring experience.

1.2.2.2.2 Specialized Experience Definition: Specialized experience shall include two years in an art-related field with demonstrated hands-on knowledge of visual graphic production, product characteristics, and quality requirements development and application.

1.2.2.3 Graphic Arts Services: The contractor shall provide professional graphic arts recommendations, and produce graphic art products as required by authorized users. The contractor shall have the working knowledge of utilizing the latest Commercial-Off-The-Shelf (COTS) computer presentation software packages, hands-on familiarity in various peripheral hardware such as: scanners, large color printers, etc., provide assistance to authorized users, by offering creative suggestions and constructive advice for presentations, ensure that an adequate stockpile of project-related materials, and maintain records of services provided and project materials expended. The contracted employee shall not be assigned to other duties (outside of graphic arts) which would interfere with the proper mission execution of the NSSF VISC facility.

Common assignments shall include: (1) personnel photographs for official government presentation, military service jackets, and passports; (2) machine or motor parts to show wear or corrosion in minute wires or gears; (3) work, repair sites, or workers in prescribed detail for organizational presentations; (4) official events; and, (5) other related projects with artistic or technical design layouts requiring precise equipment settings. The contracted employee(s) shall be able to work independently, but may at times be required to consult with more experienced photographers, if available, or through reference sources.

1.2.2.3.1 Qualifications

The contracted employee(s) shall have a minimum of three years specialized experience in photography and two years of general visual information services experience.

1.2.2.3.2 Specialized Experience Definition: Specialized experience for this task is defined as work experience that shall include two years of supervised or independent photographic experience providing visual information services, and two years of work experience in an art-related field which demonstrates knowledge of audiovisual graphic product characteristics and applicable quality requirements.

1.3 Quality Assurance

See separate attachments “Quality Assurance and Surveillance Plan (QASP)” and “QASP Matrix” for details and additional descriptions.

1.4 Physical Security

The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, facilities and all equipment shall be secured.

1.4.1 Key Control

1.4.1.1 The contractor shall be liable for the cost of key(s) replacement, re-keying, and/or replacement of locks or other related re-keying services as a result of contractor misuse/misplacement (or lost) of keys issued by the government. In the event a master key is lost or duplicated, all locks and keys for that key/lock-system-set shall be replaced at the contractor’s expense. This applies only to keys issued to the contractor for access to the VISC facilities and related areas in Bldg. 89-1 of NSSF.

1.4.1.2 The contractor shall report all instances of lost keys to the COR, who will notify the NSSF Command Duty Officer (CDO) and NSSF Physical Security Manager within 24-hours of discovery.

1.4.1.3 The contractor shall be responsible for the proper management and accountability of all keys issued by the government. The contractor shall not loan, issue, and/or duplicate any government-issued keys to any persons other than its current employees who will provide support for the purposes of performing their duties in support of the NSSF VISC facility.

1.4.1.4 The COR will have and is responsible for one complete set of keys and a master key to all the government furnished spaces and equipment listed.

1.5 Hours of Operation

The hours of operation at the NSSF VISC are 7:30 a.m. to 4:00 p.m. Eastern Standard Time, Monday through Friday. The contractor shall not make adjustments to the NSSF VISC shop business hours or office closures without prior consent/permission from the contract COR, or designated representative.

1.5.1 Contingencies: In the event of unusual, special and emergency situations (i.e. fires, incidents of sabotage, accidents, law enforcement investigations, broken machinery, urgent photographic printing requests, etc.) the contractor may be required to operate and perform work on an extended temporarily basis. The man-hours required to support this unscheduled (and infrequent) event may necessitate working outside of normal business hours of operation. Note: During fiscal years 2013 and 2018, less than twenty man hours outside of normal business hours were performed for contingencies.

The contractor shall respond and provide these special and/or emergency services within one (1) hour (or less) of the request/notice from the Contracting Officer. Contractor personnel shall be physically capable of responding to these service requests with all the camera gear and related equipment necessary to perform the services within the allocated time frame.

In the event the contractor is unable to respond within the time frame requested by the Government, the contractor shall notify the requestor immediately so that other arrangements may be scheduled to use other resources. The contractor shall provide the COR, the NSSF Security Department, and the Navy Criminal Investigative Service (NCIS) with a complete Contractor Personnel Roster which shall include cellular phone numbers and home phone numbers of each contractor employee who will perform in accordance with the PWS. The contact phone information shall be accurate and updated (via e-mail or written memorandum format) semi-annually, or as required.

The contractor may be required (on occasions) to perform services for the NCIS detachment located aboard NSSF. These localized visual support services may be required in support of ongoing missions, investigations, research, and/or other projects within the NCIS operational commitments. Note: In the prior fiscal years (2013-2018) all NCIS-related VISC services were performed during normal business hours.

1.5.3 Conflict of Interest and Non-Disclosure Requirement: The contractor and all contractor personnel shall sign a Conflict of Interest and Non-Disclosure Statement within 10-business days of the contract effective date.

1.6 Legal Holidays

The following days have been established as legal public holidays in the Federal Service. Services will not be required on the following holidays:

Martin Luther King’s Day President’s Day Memorial Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day New Year’s Day

1.6.1 Inclement Weather

The contractor will not be required if NSSF is closed due to inclement weather. The contractor is responsible for calling the NSSF Command Duty Officer for status.

1.7 Availability of Utilities

All utilities will be furnished by the government at no cost to the contractor.

1.8 Conservation of Resources

All contractor personnel shall exercise prudence and frugality in utilizing water, electricity, and other resources. Faucets, spigots and showerheads shall be turned off completely after use. Defective and/or leaky faucets and toilet fixtures shall be reported immediately to the COR. Contractor personnel shall ensure lights are turned off when not in use, and the thermostat (if applicable) shall be kept at the minimum acceptable setting agreed upon by the COR and the contractor. The concept of Conservation of Resources also applies to all government furnished supplies and consumables.

1.9 Government Observations/Monitoring

The COR will monitor the contractor’s performance.

1.9.1 The COR information is as follows:

Mark Tuohy

860-694-3203

1.10 Safety Requirements

The contractor shall comply with all Department of the Navy, local, state, and federal safety requirements. These shall include (but not limited to) the Occupational Safety and Health Administration (OSHA) requirements and guidelines, NSSF Instructions, etc. The requirements are outlined in the NSSF NLON Safety Manual that will be provided by the government within 10-business days of contract start date.

2.0 Definitions

2.1 Authorized Users

Naval activities and commands within the Groton, CT, New London area who are authorized to use the services of the VISC. See Technical Exhibit 4 for the current authorized users list. The Contracting Officer may authorize use by an activity not listed in Technical Exhibit 4 by issuing a modification to the PWS.

2.2 Project Manager

Any contracted individual designated by the contractor who is responsible for the performance of a specific work package and for meeting with government representatives regarding any problems with the project requirements.

2.3 Contracting Officer’s Representative (COR)

An individual who is appointed in writing by the Procuring Contracting Officer (PCO), and whose primary duty is to serve as technical liaison between the Contractor and the Contracting Officer. COR duties include (but are not limited to) monitoring cost/price, delivery, and performance of the contract.

2.4 Quality Assurance Surveillance Plan (QASP)

Government developed and applied document used to make sure that systematic quality assurance methods are used in the administration of the PWS standards.

2.5 Performance Work Statement

Structuring all aspects of an acquisition around the purpose of the work to be performed with the requirements/outcomes set forth in clear, specific, and objective terms with measurable outcomes, as opposed to the manner by which the work is to be performed or broad and imprecise statements of work.

2.6 Government Furnished Equipment (GFE)

A listing of any required Government Furnished Property and/or equipment along with their time and place of delivery, disposition instructions, value/purchase price, etc. (See Technical Exhibit 1).

2.7 Government Furnished Supplies (GFS)

The government will provide all necessary supplies for the operation of the NMCI computers and printer. The contractor will provide all other supplies.

2.8 Archiving Images

The preserving of images on recordable electronic media for historic, illustrative, and public affairs purposes and in order to establish an image bank for future use.

2.9 Photo Engraving

A process of placing of images on metal plates by creating graphics, type, and half tones through digital means and transferring them to a computer generated transfer sheet. The sheet is then placed on the ink transferable metal, heated, and processed through the lab as a work order.

2.10 Quality Assurance (QA)

Actions taken by the government to check the quality of services or goods provided by the contractor. Quality refers to the end-product (deliverables) appearance, completeness, consistency, and conformity to appropriate standards, specifications, and military instructions.

2.11 Requests for Visual Services

See Technical Exhibit 7.

2.12 Workday

Throughout this PWS, “workday” refers to a normal duty day, Monday through Friday, except Federal holidays, 7:30 a.m. to 4:00 p.m. Eastern Standard Time.

2.13 Mass Communication Specialist (MC): is a United States Navy occupational rating.

2.13.1 MC’s are Navy military personnel primarily concerned with public affairs and visual communication. Their role is to present the US Navy to Naval and civilian audiences, through a variety of media. MCs write and produce both print and broadcast journalism, including news and feature stories for military and civilian newspapers, magazines, television, and radio stations. They record still and video photography of military operations, exercises, and other Navy events. NSSF organization may include a number of MC personnel attached on a temporary and/or permanent basis.

2.14 Quality Control Definitions

2.14.1 Acceptable Quality Level (AQL)

The maximum acceptable percentage resulting from dividing the number of defective end-products (submitted by the contractor) by the total number of products completed (by the contractor) within a specified period as defined by the QASP.

The AQL thresholds shall not be utilized by the contractor to knowingly offer defective services and/or used a cost-saving tool, but as a baseline for quality in the performance of the contract.

2.15 Random Sample

A sampling method where each service output is in a lot and has an equal chance of being selected for quality assurance evaluation.

2.16 Reject

An end-product produced under a controlled condition which does not meet the professional industrial standards, intended use, and/or outside of the predetermined specifications.

2.17 Sample

A sample is defined as one or more completed service outputs (photographs or other products produced by the contractor) drawn from a lot. The sample(s) selected from a lot is the sample size.

3.0 Government Furnished Property and Services

3.1 Property General

The government will provide without cost to the contractor, the facilities, materials, equipment and/or services listed below.

3.1.1 The government will furnish the contractor facilities in Bldg. 89 that comprise of approximately 1,723 square feet. This is the area that is outlined in Technical Exhibit 5. No alterations to the facilities shall be made without specific written permission from the NSSF Commanding Officer. The contractor shall return the facilities to the government in the same condition as received, normal wear and tear expected. The contractor may submit a request for painting services from the government at no charge, to help maintain the VISC shop. The request shall be submitted to the COR in writing, the COR will then make a determination whether the painting service is necessary.

3.1.2.1 Within 5-business days of the contract start date, the contractor shall conduct a joint wall-to-wall inventory with the government representative of the equipment provided under the PWS. The Contractor and the government shall jointly determine the working order of all equipment. Items not in working condition or with deterioration of physical condition beyond normal wear and tear shall be noted accordingly. The government reserves the right to repair, replace, or remove the said equipment from the list of GFE (Exhibit 1) at its discretion. The contractor and the government shall certify their agreement in writing, with all notes on equipment working order and discrepancies. The contractor may choose not to participate in the inventory; however, the contractor shall then accept the equipment listing provided by the government as accurate and complete. The inventory shall be updated semiannually or upon any changes (repairs, upgrades, or deletions). One month prior to the completion of the contract (or end of the current contract period of performance), using the original inventory as updated; a joint wall-to-wall inventory of the equipment shall be completed, signed and dated. Results of this wall-to-wall inventory shall be maintained in the field contract file by the COR.

3.1.2.3 The contractor shall reimburse the government for any missing or lost equipment at the current replacement value of the item as determined by the Contracting Officer.

3.1.2.4 The contractor shall reimburse the government for the replacement cost of damaged equipment (or its repair – if practicable) as a result of proven contractor negligence and/or misuse of the said equipment.

3.1.3 The government will furnish to the contractor an initial inventory of Computer Media and photographic supplies. This will be approximately a 30-day stock level with the exception of metal plates for which the contractor will be provided a 60-day supply. Only this initial supply shall be furnished by the Government and the Contractor is responsible for all additional supplies necessary for the performance of the services. These supplies will be jointly inventoried at the start of the contract, by the contractor and the government representative. At the end of the contract, the contractor shall return the same (or equal) type, kind, quality, and quantity of supplies as originally furnished. A list of Government Furnished Supplies is contained in Technical Exhibit 2.

All required Navy and DoD publication regulations, instructions, and forms shall be provided by the government at no expense to the contractor. Additional requests for forms shall be made by the contractor to the government using the Navy’s (NSSF) requisitioning procedures. The aforementioned items provided to the contractor shall be returned to the government at the end of the contract. In addition, the government will provide to the contractor its collection of books and manuals on photography. Note: These aforementioned books and manuals are only a loose collection of dated equipment manuals and other miscellaneous photographic books located in the VISC Shop with no current official list or inventory. Updated equipment owner manuals can be obtained from the Internet if necessary.

3.2 Services

3.2.1 Utilities: The government will provide electricity, water, and sewage, heating and cooling.

3.2.2 Telephone: The government will provide local telephone service to include access to the DSN Line. Commercial long distance calls shall be at the contractor’s expense. The local service is limited to use for government business only.

3.2.3 Police and Fire Protection Applicable phone numbers will be provided to the contractor upon commencement of the services.

4.0 Contractor Furnished Items

4.1 General

The contractor shall furnish all necessary supplies, parts, materials, tools, equipment, and clothing required to perform all operations required by the PWS except those listed in the Technical Exhibits.

4.2 Equipment

If during the performance of the services, the contractor considers that the procurement of an additional high cost/limited use item/equipment will materially improve the quality of services being provided herein, he/she shall make the request for the additional equipment in writing and submit it to the COR for recommendation to the NSSF CO. If it is determined that the procurement of the item/equipment requested is in the best interest of the Government, the COR will direct the contractor to fill out the necessary request documents for procurement by the Government. The contractor shall be responsible for all VISC personnel training costs as a result of the new GFE. All new equipment purchased by the Government will be added to the list of GFE (Exhibit 1) and retained by the Government upon completion of performance.

4.3 Facilities Alterations

No physical, material and/or major aesthetical facility changes, modifications, and/or additions (walls, plumbing, electrical circuits, etc.) are permitted without prior written approval from the COR.

4.4 Other Contractor Responsibilities

The contractor shall furnish the following:

4.4.1 Photographic camera and related accessories not furnished by the government necessary to fulfill the requirements of the PWS.

4.4.2 Office supplies and equipment not furnished by the government. All hardware, software and peripheral equipment necessary to deliver the product required by the PWS will be owned and furnished by the contractor. To ensure the quality of the delivered product, we have listed the minimum equipment requirements in Technical Exhibit 3. The contractor will be required to maintain this equipment throughout the contract and all personnel will need to be proficient with the equipment and software. Any deviations from this requirement will need to be approved by the COR.

4.4.3 Any safety equipment such as aprons, hard hats, gloves, goggles, etc. not provided by the government.

4.5 Transportation

The contractor shall provide the necessary transportation to fulfill the requirements of the PWS. Contractor vehicle(s) shall have a current registration and be in compliance with all state and local mandates for the operation of a motor vehicle.

5.0 Performance Objectives (Specific Tasks)

5.1 Administrative Services

5.1.1 The contractor shall provide all reports and forms at the time and frequency indicated in Technical Exhibit 6 unless otherwise specified by the COR in writing.

5.1.2 The contractor shall retain all original work requests and reports for 24 months.

5.1.3 The contractor shall maintain, in latest edition/form, all regulations, manuals, and instructions as listed in Technical Exhibit 6.

5.1.4 The contractor shall make recommendations and advise the government on current visual support services industry materials and methodologies.

5.2 Work Control: All work performed by the contractor shall be based on a work request. The contractor shall maintain a work control log (electronic and manual printout) to collect the information needed for periodic reports. This system shall provide for logging all work requests, numbering them and showing the status of all work orders including those completed and delivered to customers.

5.3 Customers shall be advised of specified turn-around time frames (upon submission of work request) for the various types of assignments requested. All customers will responsible for end-product pick-up. The COR and/or contractor employees may sign for any unclassified jobs in cases where they were submitted/requested by mail, e-mailed, or are otherwise claimed by the requestor.

5.4 Equipment Maintenance/Repair

5.4.1 Minor Maintenance: The contractor shall perform minor maintenance on the equipment listed in the GFE (Exhibit 1) to include cleaning, adjusting, ordinary lubrication, tightening of nuts and bolts and other minor parts replacement/repairs.

5.4.2 Major Maintenance/Repair: The contractor shall be responsible for any major maintenance/repair on the equipment listed in the GFE (Exhibit 1) when the repair required is due to the contractor’s misuse or gross negligence. Any equipment requiring maintenance/repair shall be reported to the COR immediately.

5.4.3 The contractor shall maintain and manage a file (to the maximum extent practicable) of all manufacturers’ specifications, technical orders, and service advisories on all equipment listed in Technical Exhibit 1. When no Preventative Maintenance Schedule exists, the contractor shall abide by the manufacturer’s specifications regarding the scheduled cleaning and maintenance of the said equipment.

5.5 Replacement Parts

The contractor shall furnish all replacement parts when the repair services are necessary due to the contractor’s misuse or gross negligence. Parts shall be equal to or better than the parts in the equipment when the equipment was turned over by the government. The contractor shall maintain a record and provide a copy of all repair documents to the COR on a semi-annual basis.

5.5.1 Equipment Replacement by Government: The government shall have the option of replacing any item of equipment listed in Technical Exhibit 1, GFE. The replacement items shall automatically become covered for maintenance and repair by the Contractor.

5.5.2 New Equipment: The contractor shall be responsible for the receipt, cataloging, set-up/assembly, testing, stowage, installation, trash removal, and maintenance of additional/new visual support service equipment and supplies for the VISC facility. The contractor shall be responsible for any training needed for the new equipment or replacement equipment. The contractor shall be responsible for each repair on any single piece of equipment if the repair is required because of contractor misuse or gross negligence. The COR may survey/evaluate the subject equipment at their discretion. The government reserves the right to procure the subject equipment if deemed critical to the services and proper functionality of the VISC shop. However, the contractor shall be responsible to fulfill the contractual requirements listed herein until the government replacement for this equipment has been received and installed. The COR will make an evaluation on whether it is more economical to make a repair or total replacement of the equipment. Equipment may be cannibalized with the approval of the COR.

5.6 Facilities Maintenance

The contractor shall utilize and maintain the VISC facilities in a neat, orderly, and professional condition and shall be financially responsible for the cost of any repairs or damages (beyond normal wear and tear) caused by the contractor, its employees its representatives.

5.7 Hazardous Materials (Stowage/Disposal)

The contractor shall be responsible for the proper stowage and management of work-related-hazardous materials and proper disposal of all work-related-hazardous waste materials in accordance with existing federal, state, and local regulations and guidelines. The government (NSSF Environmental Staff) reserves the right to inspect the Contractor’s Hazardous Materials during normal working hours without notice.

5.8 Graphic Services

The contractor shall provide art support for all authorized users as requested on a properly authorized work order. Graphic support often requires the contractor to contact the requestor of the services one or more times in the development and preparation of visual material. The contractor shall provide artistic expertise to authorized users to assist in graphic arts development as part of graphic services. Graphic services may be time-consuming and labor-intensive at times and may require support from one or more staff members for an extended period.

5.8.1 Graphic Design Products: The contractor shall prepare authorized requested graphic products such as displays depicting military programs, themes, and graphs.

5.8.2 Diagrams, Charts and Lettering: The contractor shall design and produce graphic charts as requested by the customers. The contractor shall utilize command-authorized computer programs and applications for these projects. The computer designing and reproduction of schematics, sketches or layouts is anticipated to be time consuming and the contractor shall defer the priority (of these types of requests) to the COR if the VISC Shop’s workload cannot support the tasking. The contractor is not required to produce permanent exterior signs. The contractor is not responsible for mounting. These services are not considered an extension of graphic services.

5.9 Presentation Requirements

The contractor shall design and produce electronic computer presentations upon request from authorized users. The presentations produced may include photographs, charts, graphs, and text and may require an advanced understanding of aesthetic designs and abstract concepts. These presentations shall be recorded onto electronic media for ease of use and archived onto CDs or DVDs. These services are considered an extension of graphic services.

5.10 Photographic Services

The contractor shall provide digital photographic services. Photographic and computer generated work completed at the VISC shall be archived digitally.

5.10.1 Studio Photography: The contractor shall provide studio photographic services as listed below.

5.10.1.1 Official Portraits: The contractor shall ensure that the size, pose, and number of photos taken are in accordance with the applicable Navy instruction the customer requests. The contractor will normally select the image to be printed, unless the customer requests otherwise. If the portraits are disapproved/rejected, the contractor shall grant one additional sitting upon further authorization on the same request. If specified by the customer on the work request, the contractor shall mail the prints to a location designated by the individual. All official mail will be processed through the command mailroom.

5.10.1.2 Passport Photography: Passport photographs shall be provided with a valid work request form. The contractor shall photograph individuals in accordance with the Navy/DoD and other Federal passport photography requirements.

5.10.2 Location Photography: The contractor shall schedule appointments for location photography and ensure that the photographers are present for appointments at the time indicated on the request. The Government will notify the contractor of the requirement for Location Photography at least 24 hours in advance. The contractor shall maintain the capability to service a minimum of two different simultaneous location appointments. The contractor shall be responsible for his own transportation unless the requester volunteers to provide them with transportation. The contractor shall provide location photography work at other Naval activities/locations in the Groton, Mystic, and New London county areas. Location Photography services may require the contractor to board U.S. Navy Vessels or visiting military vessels from other countries. Typically, Location Photography requires a high level of photographic ability in order to adapt equipment, lighting, and exposure to the situations at hand, in which approximately 90% will not provide the opportunity for retakes and approximately 50% will require multiple lighting sources.

5.10.3 Digital Photography: Digital photography imagery shall be utilized for all photographic assignments.

5.10.4 Non-Duty Hours Photography: The contractor shall provide VISC facility services after working hours when an appropriate work order has been submitted within the proper time constraints. These work orders shall have written approval from the COR. These additional hours shall not exceed 125 hours/year for the contractor staff as a whole.

5.10.5.1 Contingency Support: The contractor shall provide additional personnel support (and supplies) to the duty photographer in order to satisfy the requirements of an approved assignment (if needed). In instances where additional personnel is required, the support shall be provided at no additional cost to the Government.

5.10.5.2 Miscellaneous Photography: The contractor shall provide photography services of exhibits for reports, defective equipment, and other materials not previously mentioned which will require special setups to properly light and portray the subject material through exact renderings and precise exposures. Detail and exact color reproduction is usually of paramount importance in this type of photography.

5.10.6 Photo Sublimation Service: The contractor shall provide photoengraving services to authorized customers. The contractor is not responsible for poor quality originals submitted by authorized users. However, the contractor shall request clean and clear originals (to the maximum extent practicable) from the customer in order to provide a better end product.

5.11 Camera Repair

The contractor shall be responsible for all the repair/maintenance of GFE (cameras). There is no annual repair cost limit. Note: Total cost of routine adjustments and cleanings for the past fiscal years (2011-2016) has amounted to zero. Additionally, the contractor shall be financially responsible (replacement value) for any damage to GFE brought upon by the contractor’s own miss-use or neglect.

5.12 Contractor Personnel Dress Code

Appropriate attire shall be utilized for the event that is being photographed so as to present a professional appearance. The contractor employees shall wear the civilian equivalent of the military attire worn for the event. While in the studio or reception area, the contractor shall present the appropriate professional attire and appearance.

5.13 Additional Information

5.13.1 Contractor’s Approximate Response Times (based on an average workload in accordance with Technical Exhibit 3 and Complexity of Project)

5.13.2 Work-Order/Appointment Cancellations: Customers may cancel work orders within 24 hours but no less than 4 hours of the scheduled appointment. Customers who cancel appointments within 4 hours of the scheduled appointment will be considered delinquent and shall be reported to the COR. The contractor shall maintain a log of delinquent customers and the report shall be submitted to the COR on a semi-annual basis.

5.13.3 The VISC facility customers will fill out the work order themselves. Contracted employees are not authorized to complete this form for the customer. The work order shall be complete, legible, and received within the acceptable time frames listed herein via fax or personally delivered. Exception: Electronic mail (e-mail) could be used if and when proper details were provided ahead of time and with prior consent from the VISC Supervisor.

5.13.4 Product Limitations and Guidelines

5.13.4.1 Film Processing: No film processing will be performed under this PWS.

5.13.4.2 Plate Processing: Plates range between 1 to 11 x 17 inches. Plates can only be cut in boxes. Any holes necessary or reshaping must be done at another NSSF shop will be the responsibility of the requestor upon pick-up.

Any requests that originate from NSSF or any boat command shall be examined, approved, stamped, and signed by the proper ship superintendent of that command.

Plates shall be requested at least one week in advance.

Plates shall only be used for official Navy business and any questionable requests for plate services shall be forwarded to and determined by the COR (or designated representative) before the request is accepted as valid.

All plates that involve a great deal of text will be provided to the contractor on disk (electronic format) to avoid the contractor staff from having to re-type the content. All requests and illustrations will be typed or printed neatly. The contractor (at his/her discretion) shall not accept a job or project until the work orders are adequately legible and the illustrations requested are accurately described and listed in the form.

End-product errors attributable on the behalf of the requestor shall be resubmitted for re-work. End-product errors attributable on the behalf of the contractor staff shall be corrected as a priority requirement.

5.13.4.3 Digital Processing: One CD or Disk will be given per event, project, or service, including studios and graphic projects. Copies are the responsibility of the customer.

5.13.4.4 Posters: Posters designed within the VISC facility will be provided digitally and the customer will obtain printing services for their own use. Any exceptions shall require prior written approval from the COR.

Posters are processed and printed for official Navy business only. Any exceptions shall require prior written approval from the COR.

Quantities are limited. Quantities may be added given their further purpose remains strictly for official Navy business and limitations allow for it. Typically, no more than 10 posters shall be printed per work request.

In the event that the posters must be printed elsewhere, a CD with the poster shall be provided to the customer for outside printing.

5.13.4.5 Graphic Presentations: Graphic presentations shall be processed on a case-by-case basis. Some may involve poster design; others maybe in the form of flyers, brochures, digital presentations, books, business cards, etc. Typically, no more than 10 copies shall be printed per design. Any exceptions shall require prior written approval from the COR.

The quantities and qualities shall be discussed between the customer and the VISC contractor staff to be ultimately determined by the VISC contracted personnel. Quantities shall be analyzed based on need, use, presentation, and contract allowances.

Work order disputes shall be settled between the contractor and COR.

5.13.4.6 Jobs Mailed: The VISC shall not mail out products unless there is an exceptional need. The contractor shall make the determination on a case-by-case basis. In the event a product requires mail delivery to the customer; the customer will sign the work order prior to leaving the VISC shop, and the product shall be mailed via the NSSF Administrative Department. The contractor is not liable for product defects after it has been accepted by the customer and/or defects caused by shipping to the customer’s address. In the event the customer is unable to sign for the work order, the contractor is authorized to sign designating its completion (this includes use of electronic-mail/e-mail). Acceptable exceptions include Navy Reserve requests; memorials; Navy family emergencies; Navy news events; and, immediate unexpected Navy personnel transfers. These exceptions “do not” require prior written approval by the COR.

5.14 Events

5.14.1 Reenlistments: A contact sheet shall be provided for each event. One (1) CD shall be provided upon request.

The contractor shall provide a maximum of eight (8) 4x5” glossy quality prints for personal use and a maximum of eight (8) 4x5” laser quality prints for official Navy use per event.

Either quality prints may be exchanged for two (2) 8x10” or four (4) 5x7” of equal quality.

5.14.2 Awards: A contact sheet shall be provided for each event. One (1) CD shall be provided upon request.

The contractor shall provide a maximum of eight (8) 4x5” glossy quality prints for personal use and a maximum of eight (8) 4x5” laser quality prints for official Navy use per event.

Either quality prints may be exchanged for two (2) 8x10” or four (4) 5x7” of equal quality.

5.14.2.1 In the event there are multiple recipients, each recipient must request reprints with the proper reprint-request-form based on the master contact sheet given to the requestor by VISC staff upon completion of the project. The same limitations on printing quantities apply to each requestor.

5.14.3 Retirements: A contact sheet shall be provided for each event. One (1) CD shall be provided upon request.

The contractor shall provide a maximum of 16 4x5” glossy quality prints for personal use and a maximum of eight 16 4x5” laser quality prints for official Navy use per event.

Either quality prints may be exchanged for four (4) 8x10” or eight (8) 5x7” of equal quality.

5.14.4 Ceremonies and Miscellaneous Events: A contact sheet shall be provided for each event. One (1) CD shall be provided upon request.

The contractor shall provide a maximum of 16 4x5” glossy quality prints for personal use and a maximum of eight 16 4x5” laser quality prints for official Navy use per event.

Either quality prints may be exchanged for four (4) 8x10” or eight (8) 5x7” of equal quality.

5.14.4.1 In the event there are multiple recipients, each recipient must request reprints with the proper reprint-request-form based on the master contact sheet given to the requestor by VISC staff upon completion of the project. The same limitations on printing quantities apply to each requestor.

5.14.5 Group Photo Events: Editing shall be done by the photography staff. One (1) CD shall be provided upon request.

The contractor shall provide a maximum of two (2) 8x10” and 10 5x7” glossy quality…