Amendment 0001- N0018922T0001.pdf

N0016122RC00CA5

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of the amendment to the solicitation is to modify the PWS to included Juneteenth as a federal holiday and change 1920 productive hours per year to 1912 productive hours per year.

1. CONTRACT ID CODE PAGE OF PAGES

J 1 37

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 26-May-2022

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street , County, State and Zip Code) X N0018922T0001

X 9B. DATED (SEE ITEM 11)

18-May-2022

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

26-May-2022

CODE

NAVSUP FLC NORFOLK CONTRACTING

NORFOLK OFFICE

ATTN: C ELLIS

1968 GILBERT STREET STE 600

NORFOLK VA 23511-3392

N00189 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

N0018922T0001

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

The following have been modified:

PERFORMANCE WORK STATEMENT

SECTION ONE

GENERAL

1.0 BACKGROUND.

The Multimedia Support Center (MSC) is the audiovisual/multimedia/classroom support activity for the academic mission of the United States Naval Academy (USNA). The primary responsibility of the Multimedia Support Center (MSC) is to support the faculty and staff in the education and training of midshipmen. Additionally, the facilities and services of the Multimedia Support Center are used, insofar as the primary responsibility is not impacted, to support USNA research activities and to serve as a vehicle to disseminate information, improve morale, and to train personnel in supporting the academic mission of the Naval Academy.

1.2 PURPOSE

The Contractor shall provide audiovisual/multimedia support to the Naval Academy through the Multimedia Support Center (MSC). In general, this support includes assistance in the creation of multimedia presentations, classroom audio-visual (AV) equipment support, large venue AV equipment support, staffing a self-help graphics/media lab, and other related activities.

1.3 SCOPE OF WORK

Except as specified herein as Government property, equipment and/or services, the Contractor shall provide all labor, supervision and other items or services necessary to perform the work described in this Performance Work Statement (PWS) at the United States Naval Academy (USNA).

1.4 MINIMUM MANNING

The Contractor shall provide a minimum of 10 full-time equivalent (FTE) personnel to provide the services detailed within the Performance Work Statement. A FTE is defined as 1912 productive hours per year. The following is a breakdown of the FTE personnel by job description as described in Section 1.6.

Personnel FTE Project Manager 1 Lead Engineer 1 Graphic Artist 2 Lead Videographer 1 Videographer 1 Engineering Assistant 4

Total 10

A. Two FTEs are dedicated to Video Production (Lead Videographer and Editor/Videographer – Section 2.4 Production Support)

B. Two FTEs are dedicated to Graphics (Graphic Artist – Section 2.2 Graphics/Multimedia Support) C. Five FTSs are dedicated to Engineering (Lead Engineer and Engineering Assistant – Section 2.3 Engineering

Support) D. One FTE is dedicated to the Project Manager.

If, at any time during this contract, the Contractor does not provide personnel equivalent to the minimum FTE, the Contractor shall be responsible for back filling positions so as to meet the minimum or monthly invoices will be prorated according to the actual FTE personnel that are provided.

1.5 PERSONNEL

The Contractor shall furnish adequate numbers of qualified personnel to assure satisfactory performance of this contract. The Contractor shall ensure that all its employees are familiar with this contract. Contractor employees shall also make themselves aware of general Naval Academy knowledge such as the location of USNA’s facilities, ongoing activities, and organizational structure. The following paragraphs provide descriptions of personnel the Government deem necessary for the successful operation of this contract.

A. PROJECT MANAGER

The Project Manager is responsible for the overall management and coordination of this contract and shall act as the Contractor’s central point of contact. The Project Manager shall have full authority to act for the Contractor at the U.S. Naval Academy.

The Project Manager ensures contract compliance of Contractor personnel, makes all manpower decisions from the Contractor’s position and approves all figures for reports before submission to the Contracting Officer’s Representative (COR) and/or MSC Director. The Project Manager shall also take care of all quality control measures to help make the contract run smoothly as well as ensure that the Contractor’s quality control plan is met. The Project Manager is responsible for monitoring the maintenance and repair of classroom equipment and supervising the inventory of MSC equipment. The Project Manager is also responsible for maintaining the MSC work request database and for serving as the Information Technology Services Division (ITSD) point of contact on issues relating to computer networking and maintenance for equipment in MSC custody.

The name of this person, and the alternate who can act for the Contractor when the Project Manager is absent, shall be designated in writing to the COR. The Project Manager or alternate shall be on-site full-time during normal duty hours (see Section 1.14) and provide a method of contact, email or phone number, during non-duty hours. Whenever it is deemed necessary by the Government to discuss contract problem areas, the Project Manager or alternate shall meet with the COR and/or MSC Director virtually or in person per the Government’s discretion.

Qualifications The Project Manager must have a bachelor’s degree from an accredited college or university and have at least four years of specialized experience working in educational audio-visual support or a multimedia support field at an accredited, post-secondary institution. The Project Manager must have a graduate degree in the field of mass communications, information services, educational technology, or related field. Two years of specialized experience in management in a college or university media center may be substituted for this graduate degree.

Specialized management experience consists of management and supervision of personnel in multimedia services in an educational environment. Specialized audiovisual experience consists of experience in the fields of multimedia authoring, video production, classroom equipment support or audiovisual communication, or experience in any combination of these fields that demonstrates an ability to perform the duties of the position.

B. LEAD ENGINEER

The Lead Engineer is responsible for all engineering matters related to audiovisual engineering, classroom design, and must be knowledgeable in digital video distribution systems.

Qualifications The Lead Engineer shall be the MSC engineering employee with the most experience in audio-visual technology on site at USNA. The Lead Engineer shall have at least two years of experience in any of the following areas: audiovisual hardware, video distribution, or classroom equipment maintenance, or have a bachelor’s degree from an accredited college or university in instructional design or educational technology or related field. (experience not required to have occurred at USNA)

C. LEAD VIDEOGRAPHER

The Lead Videographer is responsible for the overall creative and technical aspects of all audio-visual/multimedia projects. This requires the ability to translate customer requests into dynamic multimedia or video projects or educational multimedia products. The Lead Videographer is also responsible for managing and supervising all elements of the multimedia production department, which includes scheduling, scripting, directing, taping, editing, and producing. The Lead Editor/Videographer, along with the Project Manager, shall be the primary contact between the Contractor and the MSC government staff in matters concerning the delivery of MSC created/authored multimedia products.

Qualifications The Lead Videographer must have a bachelor’s degree from an accredited college or university in multimedia production, film production, mass communications, or a related field. The Lead Videographer will have at least four years of specialized experience in academic multimedia production, commercial video production or experience in any combination of those fields that demonstrate the ability to perform the duties of the position. In lieu of a bachelor’s degree, the Lead Videographer can substitute at least three years of specialized experience (at least two years in management and one year non-concurrently in audiovisual related work), a total of 7 years of specialized experience required. A graduate degree in the field of multimedia production, video production or educational technology or related field may be substituted for two years of specialized experience.

D. GRAPHIC ARTIST

The Graphic Artist is responsible for providing professional graphic arts instruction to USNA faculty, staff, and midshipmen and producing graphic arts products required for MSC-produced products. The Graphic Artist shall work with the cutting edge computer presentation software. The Graphic Artist shall be familiar with peripheral hardware such as scanners, digitizers, large color printers, etc. The Graphic Artist shall provide assistance to midshipmen, faculty, and staff in the use of the self-help equipment, offering creative suggestions and constructive advice for presentations; coordinates the use of the graphics department computer assets; ensures an adequate stockpile of project materials; and maintains records of services provided and project materials expended.

Qualifications The Graphic Artist must have a bachelor’s degree from an accredited college or university in commercial art or multimedia design or a related field and at least two years of specialized graphic arts experience. In lieu of a bachelor’s degree, the Graphic Artist can substitute at least three years of graphics support experience, or a requirement of 5 years of specialized experience at a college or university. The experience should include specialized audiovisual graphics arts, multimedia creation, and presentation authoring experience.

E. VIDEOGRAPHER

The Videographer is responsible for operating video cameras and editing equipment in MSC. The Videographer offers clients suggestions on the most economical use of audiovisual communication to meet the needs of the project. Once the client specifies, these staff members determine the requirements for requested shoots, pack necessary equipment, arrange for proper lighting and sound recording in the studio or on-location, evaluate and select scenes in terms of values and continuity, trim segments to the specified length, match the scenes with the appropriate audio, reassemble segments in a sequence that provides the customer with the requested product, and label/deliver tapes of completed projects to the service librarian to inclusion in the USNA audiovisual library. The Videographer must be able to operate video editing equipment, both linear and nonlinear systems, and maintain records to document all materials and services expended in their area of responsibility.

F. ENGINEERING ASSISTANT

Engineering Assistant is responsible for maintaining the MSC’s audiovisual equipment in inventory. The primary duty is to support USNA equipment deployed to classrooms, academic conference rooms, academic auditoriums and other building areas within the USNA academic mission where audiovisual equipment is installed. The Engineering Assistant delivers and installs equipment for permanent and temporary installations as needed. These staff members serve as the first-called personnel to troubleshoot multimedia display problems in classrooms and other academic USNA spaces. In addition, these individuals assist the Lead Engineer in the design of engineering systems, work with customers to plan event support, coordinate and install audiovisual equipment at sites around the Naval Academy complex, coordinating with Public Works and its Contractor for transportation, when required. They work with the MSC production staff to prepare cameras and control room equipment for studio or on-location shoots. These staff members serve as additional camera operators for designated events, and maintain records to document all materials and services expended in their area of responsibility.

1.6 OTHER ASSIGNMENTS OF CONTRACT PERSONNEL

At least one individual must be certified to program the modern audio-visual control system in use at USNA (currently an Extron system). Working through the ASDP life-cycle purchasing process, MSC shall assist in upgrading these systems at USNA as needed. The Contractor is responsible for re-programming current operational systems to add new components, such as projectors, screens, etc.

1.7 HIRING RESTRICTIONS

The Contractor may not hire any person who is an employee of the United States Government, either military or civilian, unless such person seeks and receives approval in accordance with applicable Navy and Department of Defense (DOD) directives. The Contractor is prohibited from hiring any off-duty Quality Assurance Evaluators or any other person whose employment would result in a conflict with DOD Directive 5500.7 (series), Standards of Conduct.

1.8 ASSIGNMENTS, REASSIGNMENTS, TRANSFERS, AND REMOVALS

With the exception of the Project Manager, Lead Videographer, and Lead Engineer, assignments, reassignments, and transfer of Contractor employees shall be the prerogative of the Contractor. However, when the Procuring Contracting Officer (PCO) directs, the Contractor shall remove from MSC any person for misconduct (for which a Government civilian employee would be dismissed) or any person who endangers life, property, or national security. When the Contractor needs to assign, reassign, or transfer key personnel, the Contractor shall recommend the action in writing to the PCO via the MSC Director.

1.9 PROPER ATTIRE

The Contractor shall ensure that MSC personnel are appropriately attired in accordance with standard industry practices at all times. The military uniform required for personnel working at the same function, normally published 2-3 weeks prior to the event, should be used as a guide to ascertain appropriate attire. Normally, shorts, utility work clothes, sandals, or t-shirts are not considered appropriate attire to yard activities.

1.10 TRANSITION PERIOD BETWEEN DIFFERENT CONTRACTORS

To provide continuity of services, both at the beginning and the end of the contract period, the following provisions shall be made:

A. Pre-Contract and Post-Contract Inventory Requirements Pre-Purchase Order Effective with the start of this contract, the incoming Contractor shall assume shared responsibility along with the COR and technical POC for all MSC Government provided equipment. The classroom Government provided equipment is tracked, installed and maintained for use by Government employees (professors and instructors). MSC does not use this equipment as part of this contract. This equipment is specifically acquired for the use of academic instruction by USNA faculty. Government provided equipment used in the Graphics Laboratory for the purpose of posters is intended to be used by MSC in support of printing posters for faculty and midshipmen. Fifteen days prior to this contract's commencement, the incoming Contractor, accompanied by the COR and the outgoing Contractor, shall conduct a turnover inventory and shall sight all equipment listed. After the inventory check, the outgoing Contractor shall pass the inventory over to the new Contractor who will also be given a certificate of maintainability. In the event that the new Contractor does not participate in the initial turnover inventory (e.g., default by the outgoing Contractor), responsibility for the inventoried items will still be passed to the incoming Contractor at the beginning of the contract period. The outgoing Contractor shall assist in a reasonable search to find any missing items and shall file Missing, Lost or Stolen reports with USNA security for items not found at the time of the turnover.

Post-Purchase Order As a minimum requirement at the termination of this contract, the Contractor and the COR shall perform a turnover inventory and sight all equipment listed. If the outgoing inventory is not completed or any equipment is not located, the COR shall hold back the monthly voucher payment from the outgoing Contractor until equipment is found or replaced.

B. Continuity During Start-Up Period The incoming Contractor shall be prepared to provide all of the services addressed in this performance work statement on the contract start date. In order to successfully meet this deadline, the incoming Contractor may have personnel on board at MSC during the fifteen workdays prior to the actual start date of the contract to become familiar with the location, capabilities, and operation of systems associated with or integral to MSC and to become familiar with work to be accomplished during the opening days of the contract. There shall be no separate payments to the Contractor for this observation period.

C. MSC Government Staff Accessibility During Start-Up During the thirty-day period that begins fifteen days prior to contract start date, the MSC Government staff will be accessible for questions in the areas of non-technical operational procedures, contents of available databases, and other information pertaining to the day-to-day operation. After this thirty-day period, the incoming Contractor then assumes the responsibility to pass this information on to new or replacement employees.

D. Staffing Changes Employees of the outgoing Contractor must be offered first right of refusal for their current positions with the new Contractor. In the case that this contract falls below the required FTEs, the Contractor has 30 days to recruit and hire a replacement.

E. Project Carryover On the contract start date a number of open work requests and projects (in varying stages of development) will be provided to the Contractor for completion.

F. Continuity During End of Contract Period If the government elects not to exercise the next option year or if there are no option years remaining, the outgoing Contractor shall provide transitional assistance during the final thirty days of the contract period to individuals specified by the MSC Government staff to ensure continuity of MSC services.

1.11 CONTRACTOR QUALITY CONTROL

The Contractor shall establish and maintain a complete Quality Control Plan to assure the requirements of the contract are provided as specified. One copy of the Contractor’s Quality Control Plan shall be provided to the COR on the contract starting date and as changes occur.

A. Methods of Identification & Correction The Contractor shall provide their methods for identification and correction of deficiencies in the quality of services performed.

B. Inspection Files

Files of all inspections conducted by the Contractor and the corrective actions taken shall be made available to the COR upon request and kept in a clearly labeled and accessible file at the MSC.

C. Performance Evaluation Meetings The Project Manager shall meet with the COR and/or the MSC Director as often as necessary as determined by the COR or the MSC Director. A meeting shall be held whenever a Contract Discrepancy Report (CDR) is issued. In these cases, a mutual effort will be made to resolve all problems identified.

D. Preventative Maintenance Schedule The Contractor shall provide a one-year preventive maintenance schedule to the COR. This schedule shall cover every item in the audiovisual equipment inventory and shall outline the scheduling plan and resultant records.

E. Annual Inventory Requirements

The Contractor shall perform a complete sight inventory annually during June-July and the start of the Fall semester (mid- August) and provide the MSC Director with written results including a list which shows an estimated value and cost-to-replace figure for all missing equipment. The list must include a description of the missing item, the last known location and the last time the item was inventoried.

F. Safety

The Contractor shall comply with all OSHA, DOD, Navy, and USNA Safety requirements and procedures with regard to equipment use, personnel protection, training, use and storage of hazardous materials, and storage of equipment, supplies, furniture, audiovisual equipment, carts and other items not in use. The Contractor shall ensure a safe environment in all Contractor spaces. If needed, the Contractor shall have procedures in place for hazardous waste disposal and spill response in conformance with Federal, state, and local policy. OPNAVINST 5100.23G and all changes and revisions apply.

1.12 EMERGENCY NOTIFICATION PROCEDURES

If an emergency occurs during normal working hours, the Contractor shall notify the MSC Government personnel. If the emergency occurs outside of normal working hours, the Contractor shall call the Public Works Emergency Service Desk 410-293-3598 or the Fire Department at 410-293-3333.

1.13 PHYSICAL SECURITY

The Contractor is responsible for safeguarding all MSC government property in the MSC work area. The Contractor shall conform to the provisions of applicable Government, Navy, and DOD regulations for safeguarding the Government provided facilities, equipment, and material contained therein.

At the close of each work period, facilities, equipment and materials must be secured. The front and rear doors into the facility must be locked at all times except during normal working hours. Access by Contractor personnel outside their normal working hours must be documented to the COR, in advance when possible, with name(s), date, time and reason for access.

A. Key Control and Replacement

The Contractor shall establish and implement methods of ensuring that all keys issued by the MSC Government staff to the Contractor are not lost or misplaced and shall include procedures covering key control in the Contractor's Quality Control Plan. The Contractor shall ensure that the keys issued by the MSC Government staff are used only by Contractor employees and no other persons. The Contractor shall report any lost key immediately to the COR. No keys issued to the Contractor may be duplicated. The Contractor is required to replace, re-key, or reimburse the Government for replacement of locks or re-keying as a result of Contractor personnel losing keys. In the event the master key is lost or duplicated, all locks and keys for that portion of the security system shall be replaced by the Contractor and the total cost will be deducted from the monthly payment due the Contractor.

B. Lock Combinations/Replacement

The Contractor shall establish and implement methods of ensuring that all MSC Government lock combinations and access pass codes are not revealed to unauthorized persons. These procedures shall be included in the Contractor's Quality Control Plan. In the event that the Contractor personnel reveal an MSC government lock combination and access pass codes to unauthorized persons and the lock must be replaced, the system shall be replaced by the Government and the total cost will be deducted from the monthly payment due on the contract.

1.14 USNA INSTRUCTIONS AND REGULATIONS.

The USNA Yard rules and regulations apply to Contractor employees while on the premises. All identification and vehicle passes specific to USNA must be returned or destroyed as applicable when an employee leaves the Contractor's service at USNA or this contract is terminated.

1.15 HOURS OF OPERATION

Normal working hours are 0730-1600, Monday through Friday. A Graphics Artist shall be in the MSC Graphics Laboratory from 0730-1600 Monday through Friday, except during the last three weeks of each semester (as described below in the MSC Graphics Laboratory Facility paragraph in Section 1.15).

1.16 WORK PERFORMED OUTSIDE NORMAL OPERATIONAL HOURS

Staffing events may take place outside of normal operational hours. In such an event, the contractor is responsible for making sure adequate staff is present to maintain operations during normal working hours while also staffing the events taking place outside of normal operational hours. Work performed outside of normal working hours, but between 1600 and 2000 can be approved by the COR and/or the MSC Director. Approval is required prior to the work being performed and approval is contingent upon funding being available. This type of non-working hours work is separate from the end-of-semester poster session Graphics Laboratory support described below.

A. Engineering and Videography After Hours Support The contractor shall provide extended on-call, after-hours operational assistant support for major USNA events with at least 72 hours prior notice to the event. This after-hours support is limited to Monday through Friday from 1600 – 2000. Prior approval from the COR and/or MSC Director is required and will only be granted if funding is available. The use of compensatory time and/or flexible scheduling may be used to fulfill this responsibility.

B. MSC Graphics Laboratory Facility During a three-week block at the end of each academic semester (fall and spring), the Contractor shall staff the Graphics Lab of MSC for the extended hours of 0730-2000 Monday through Thursday and 0730-1700 Friday. These extended hours are to support the end of semester poster sessions. The exact date of the extended hours will be posted in front of the Graphics Lab at least three weeks prior so as to inform patrons.

The use of compensatory time and/or flexible scheduling may be used to fulfill this responsibility. The Contractor shall coordinate with the COR and/or MSC Director to ensure the use of compensatory time and/or flexible scheduling will not negatively impact operations.

1.17 HAZARDOUS WEATHER POLICY

USNA/AACINST 12610.4 (series) covers the Naval Academy's policy regarding inclement weather.

1.18 COPYRIGHT OF WORKS PRODUCED BY THIS CONTRACT

The Contractor may not copyright or otherwise own, have any rights to or financial interest in any products, inventions, discoveries, or any other results of this contract. All such rights will accrue to the exclusive ownership and control of the Government.

1.19 LOCAL TRANSPORTATION FOR CREW/EQUIPMENT

Movement of personnel and equipment within the Naval Academy complex in support of approved production, maintenance, or installation work requests shall be provided by the Contractor using a Government sedan, van, station wagon, or truck. Each request to Public Works must be fully documented on the appropriate forms with a copy furnished to the COR. (Note: The actual scheduling, ordering, pickup, and delivery of the vehicles are to be done by the Contractor.) Contractor is liable for any damages when using Government supplied vehicles.

SECTION TWO

WORK REQUIREMENTS

2.0 INTRODUCTION.

To operate the Multimedia Support Center (MSC) effectively and efficiently, the Contractor shall execute the operations and services listed in this Performance Work Statement. The work is divided into Management (Section 2.1), Graphics/Multimedia Support (Section 2.2), Engineering/Audiovisual Support (Section 2.3), Video Production Support (Section 2.4), and Other Services and Facilities Support (Section 2.5). The Contractor is provided Government-furnished equipment (GFE) to perform these operations and funding to provide maintenance and support of the GFE.

2.1 MANAGEMENT.

The Contractor shall provide services required to manage all aspects of MSC. This includes the supervision of contract employees and contract compliance. It also includes the daily capability to review and act upon incoming correspondence, directives, and other communications related to the management and provision of services in MSC.

A. Planning The management of MSC includes the day-to-day provision of MSC services, the weekly and monthly scheduling of requested services and the anticipation of possible service requirements.

i. Operational

Any changes to the operation of MSC, such as planned shutdowns or other matters that will affect scheduling, shall first be communicated to the Contracting Officer’s Representative (COR) with a minimum of two weeks lead time and shall not proceed without COR approval. System failures shall be reported to the COR and/or MSC Director within one half working day of the time of the failure along with the evaluation of status and anticipated resolution of the problem.

Once a month (and additionally as needed) the Project Manager shall meet with the COR and/or MSC Director to discuss the operational status of MSC.

ii. Live Broadcast Advising The Contractor shall provide recommendations for providing additional broadcast capabilities such as live-streaming classes, lectures, events, live productions, and videos.

iii. Facility The Contractor is provided with offices, storage spaces, and work spaces to meet the needs of this contract. If the Contractor wants to make any changes to currently used systems, equipment, or physical spaces they must provide the COR and/or MSC Director with a written plan detailing those proposed changes. The Contractor may also submit a facility planning memoranda, at his/her discretion.

iv. Advisory Services The Contractor shall provide advice, guidance, and direction on various audio-visual and computer matters such as media presentations, materials, graphics, computer graphics, presentation software, equipment maintenance, equipment purchase, system installation and design, radio frequency, cable extensions, classroom design, technology, etc. The Contractor shall maintain awareness of advances in audio-visual technology, and presentation software for the purpose of making recommendations when requested by authorized MSC customers. If the requestor desires a more formal discussion, the Contractor shall ensure the correct work request is filled out and schedule the necessary meeting.

The Contractor shall attend meetings scheduled by the USNA Architect with regards to major Renovation Office staff as consultation on AV issues regarding new and renovated buildings at the Naval Academy.

B. Reports The Contractor shall professionally prepare reports, memos, and files called for in this contract. All such documentation shall be the property of the U.S. Government and shall remain with the MSC government staff at the end of the contract period. Required reports include:

i. Monthly Status Report

The Contractor shall provide the Monthly Status Report (MSR) to the COR within five working days at the beginning of each month, to include statistics from the previous month. The MSR must include the statistical AV reports for jobs and services completed during the previous month. The information should be divided by cost center. The MSR list also include a review of any major event, such as I-Day, Plebe Summer, Commissioning Week, and Poster Sessions. If requested, a separate “Lessons Learned” memo can be requested to be shared beyond the COR and MSC Director.

ii. Concept Conference Report A Concept Conference occurs when a video production is requested. The purpose of the Concept Conference is to discuss the production and determine the requestor’s detailed outline. Upon request, the Contractor shall provide the COR or MSC Director with a summary of the “work request” generated as a result of the Concept Conference.

iii. Slippage Report The Contractor shall provide a Slippage Report to the COR or MSC Director within one working day of the realization of slippage for any project. This report shall detail the reason for the slippage and provide a new time for completion.

iv. Outstanding Loan Report The Contractor shall provide a list of all outstanding loans at the end of each academic semester (fall, spring, and summer).

v. Annual Operations Report Every July, the Contractor shall provide a summary of the activities and accomplishments from the previous year (July 1 - June 30) to be included in the USNA Command Operations Report. This summary shall be submitted to the MSC Director. At a minimum this report shall include the number of completed productions, significant classroom support activities, and major accomplishments by Graphics.

C. Materials The Contractor is required to keep a sufficient stock of materials on hand to support the day-to-day operations of MSC. Materials include, but are not limited to, graphic art supplies, projector lamps, AV cables (HDMI, VGA, speaker cable, CAT6, etc.), AV connectors, and shop supplies.

Prior to any material expenditure the Contractor shall present the COR and/or MSC Director with a proposed order, showing the source and total amount required. The COR and/or MSC Director will determine whether to place the order through the Contractor or have USNA place the order, based on timeliness and cost. If any repair part with a manufacturer’s price of $1,000 or greater is required, the Contractor shall provide a materials documentation memorandum that the part involved could not be repaired by the Contractor and should be replaced.

Once authorized by the COR and/or MSC Director, the Contractor shall procure and pay for the materials.

On a monthly basis, the Contractor shall submit a reimbursement claim to the U.S. Government. It will include a copy of each authorized purchase order (P.O.) to substantiate the monthly claim.

See PWS Attachment 0002 Frequently Ordered Materials (Informational Purposes Only).

D. Work Requests

Authorized individuals seeking assistance from MSC must complete a work request either in person or via email. Phone work requests can be honored for urgent matters. The Contractor shall receive and process all work requests, ensuring that the purpose of the product or service and cost center are recorded. The Contractor shall respond by email confirming the work request was received within 8 hours of receipt of the request.

Normal delivery times shall be documented. If the timing of a work request fails to meet these documented standards, the Contractor shall notify the COR. The Contractor shall advise if the work can be accomplished and if it will require additional expenses. The COR can authorize the work and, if required, the additional expenses. If the requested deadline cannot be met, the COR or MSC Director will be responsible for advising the customer.

There must be an MSC employee available to receive emergency trouble calls and other requests requiring immediate attention.

The Contractor shall keep a current list of MSC Authorized Users available for all Contractor employees to reference.

Each month the Contractor shall file closed work requests as follows: as work requests are completed, all related statistical data (labor, materials, etc.) should be noted and closed out in the work request database.

The database shall be kept current for inspection by the COR.

E. Verification of Copyright and other Restrictions

The Contractor shall be aware of all regulations and restrictions (e.g. copyright) that may apply to the use or copying of any film/tape/disk material, including music and sound effects. The Contractor shall ensure that any and all of the necessary releases or permissions are obtained by the service requestor in writing and these releases/permissions are on file with a copy of the work request before the service is rendered. Copies of all releases/permissions shall be furnished to the COR or MSC Director by the Contractor upon request.

F. Equipment Loans The Contractor shall make over-the-counter loans to authorized users. The Contractor shall ensure that all equipment is operational and that all returned equipment is checked prior to reissue. When loaning cameras, the MSC staff shall demonstrate to the customer that the equipment is operational at the point of the loan and the return of the same. The Contractor shall demonstrate/train authorized users on all “loan pool” equipment, if requested.

The Contractor shall maintain a database which tracks all hardware loans issued from MSC. This database shall identify the requestor’s name, department or company identity, equipment and number, date of issue, and date of expected return (due-in). This collection of hardware is a separate and distinct collection from items permanently assigned to classrooms and labs.

i. Damaged Equipment or Incomplete Returns The Contractor shall notify any borrower that the returned equipment was damaged or that there are missing items. This notification shall be made via email and the COR shall be copied on the notification. The Contractor shall include a copy of missing items with the Monthly Status Report

(MSR).

The Contractor shall evaluate any damaged equipment and provide an estimate of the cost to fix the item. If an item is missing, the Contractor shall provide a cost estimate to replace the item, within three working days of the identification of the problem.

ii. Overdue Loans The Contractor shall follow-up and request the return of all overdue items to MSC. The Contractor shall issue a first and second delinquency notice via email to authorized users one and three working days after the due-in date. If not returned within 7 days of the due date, the Contractor shall notify the COR who will take action with the head of the user’s organization. The COR shall be notified within four hours of the occurrence if any delinquent loan prevents another authorized user from a scheduled pickup or installation.

At least three times each year (after each fall, spring, and summer semesters), the Contractor shall issue outstanding loan reports for all equipment on loan from MSC. These reports must be sent to each department. The Commandant will receive a separate list containing data on outstanding loans to midshipmen or Commandant’s staff.

G. Videotape and Film Library

The Contractor shall continually maintain the MSC’s Videotape Library and Listing. This includes, but is not limited to, Camera Masters and Edit Masters. The Contractor shall store all programs on a server provided for that purpose (GFE). Programs must be stored in a manner that provides for rapid retrieval based on the MSC Videotape Listing.

If requested by the MSC Director, the Contractor shall supply the Nimitz Library with (1) copy of MSC-produced programs. Each program shall be accompanied with a printed label to include at least the title of the program, date of the program, names of narrators, and the length of the program. If requested, the Contractor shall provide a brief written abstract/synopsis of the program.

Under the direction of the MSC Director, the Contractor shall do an annual “pull” of audiovisual materials that, based on the age of the programs or usage data, appear to be no longer useful to MSC customers. After verification by the COR or MSC Director, the Contractor shall remove the program from the MSC listing and deliver the material to the Naval Academy Archivist for possible inclusion in the collection. If the archivist does not wish to maintain the material, the programs shall be erased or the physical item discarded.

H. Life-Cycle Planning and Preparation of ASDP The Project Manager shall advise MSC management on life-cycle costs of MSC equipment and assist in Abbreviated System Decision Paper (ASDP) planning. The Contractor shall assist in documenting all investment projects in MSC including: staff work stations, graphics lab, video distribution and duplication, multimedia production, and equipment for short-term loan. The Contractor shall recommend a life-cycle for each item purchased and make written recommendations and plans within the Life Cycle Management guidance each year. The Contractor is responsible for ASDP life-cycle planning of classroom AV equipment (details on classroom AV equipment is covered in detail in that part of Section 2.3 - Engineering Support).

I. Administrative Requirements The Contractor shall be proficient in the execution of all USNA standard computer programs for word processing, spreadsheets, databases, and other software required for the successful operation of the contract.

Computer software and hardware to accomplish these tasks will be provided by the U.S. Government and remain the property of the U.S. Government.

Databases furnished by the Government to the Contractor may be modified, with prior written approval by the COR and/or MSC Director, as long as the existing capabilities are maintained and those changes are documented in writing to the COR. Databases, as modified, remain MSC government property and shall be turned over to the COR with appropriate documentation at the conclusion of the contract period.

J. Educational Video Operation At least one individual shall be responsible for coordinating the use of the Naval Academy video distribution system in support of Academic uses and some special events. The vendor takes requests for distribution, determines the best way to meet the need, converts files to digital programming as needed and informs faculty and others as to where to access the programming. Typically, this programming is made available in the Naval Academy’s Video-On-Demand system although email file sharing is also an option. The vendor maintains records to document all materials and services expended in his/her area of responsibility.

K. Quality-Control Coordination The Contractor shall work with a quality control plan and coordinate with the Government's quality assurance surveillance plan as set forth in Section 4 (Quality Assurance Surveillance Plan) of this performance work statement. The Contractor shall maintain records to document all materials and services expended in each of the three main MSC departments (Graphics, Engineering, and Video Production).

L. Equipment Custodian Coordination The Contractor shall appoint an MSC contract employee to be the primary custodian for all Government provided equipment provided with this contract. This Contractor employee, who is responsible for all inventory requirements associated with the performance of this contract, shall be appointed in writing by the Contractor and a copy of that letter shall be provided to the COR and MSC Director. If the Contractor deems it necessary to reappoint the equipment custodian, the Contractor shall secure prior approval in writing from the COR and/or MSC Director and conduct a change-of-custodian inventory. The Contractor shall collect and maintain detailed lists of installed display and sound equipment by location including make, model, serial number, USNA barcode (if applicable) and date of installation. The Contractor shall maintain records to document all materials and services expended.

2.2 GRAPHICS/MULTIMEDIA SUPPORT.

The Contractor shall provide self-help training and assistance for graphic arts and computer presentation services to authorized users. The Contractor is responsible for the installation, upgrades, and maintenance of all equipment in the Graphics Department and Graphics Multimedia Lab.

A. Supplies The Contractor shall order graphics supplies/materials in advance of events on the yard, such as end of semester Poster Sessions, the Naval Academy Science and Engineering Conference (NASEC), the Naval Academy Foreign Affairs Conference (NAFAC), the Naval History Symposium (McMullen History Conference), the Michelson Lecture, the Bancroft Lecture, the Naval Academy Leadership Conference, Parent’s Weekend, etc. This will allow for heavy use at different intervals through the year without depleting graphics supplies. The Graphics Department shall have a 30-day supply of materials for use at all times.

B. Graphics Laboratory Hardware and Software

i. The MSC facilities includes a Graphics/Multimedia Laboratory that includes microcomputers that are available for patron use in the Graphics Lab as well as:

i. Laminators

ii. Mat Cutting

iii. Dry mounting

iv. Vinyl Printing

v. Sign Making with vinyl lettering

vi. Video digitizing & editing

vii. Audio digitizing & editing

viii. High Quality color printing

ix. Large format color printing

x. Multiple page scanners

xi. DVD/CD Burners

xii. Digital video devices

xiii. Software to include but not limited to:

- Up to date MacOS

- MS Office Suites version 2008 and newer versions

- Professional Grade Graphics Design Software

- Acrobat Pro

ii. Selection and upgrades of the software and hardware needed in the Graphics area shall be controlled by the COR and MSC Director. The Contractor is required to make recommendations on upgrades on an annual basis as part of the ASDP Life-Cycle Management process.

C. Self-Help Services The Contractor shall provide graphic services to authorized users by the self-help method. The Contractor’s Graphic Artist(s) shall initially work with the customer, giving advice and instruction on the graphic equipment and computer hardware/software as needed before allowing the customer to finish the project themselves. To operate the area, the Contractor shall provide sufficient personnel to provide assistance for self-help without interfering with other graphic projects.

D. Graphic Production The Contractor shall provide advice, consultation, and technical assistance to authorized users of MSC on the best graphic art presentation of their ideas, e.g. charts, drawings, graphs, maps, presentations, and posters.

This advice includes computer presentations involving scanning, video digitization, multimedia editing, html creation, and materials for web page creation.

E. Graphics and Multimedia Training Classes Upon request from USNA faculty, the Contractor shall provide formal classes to USNA midshipmen in the use of the Graphics Multimedia Lab. These classes, not to exceed 40 one-hour sessions per academic semester, shall be taught during the normal MSC working hours. The focus of these classes is towards the use of the Multimedia Lab equipment to create classroom presentations and posters.

i. Plebe Tours In conjunction with the Nimitz Library, the Contractor shall conduct tours of the MSC facilities (specifically the Graphics Lab) to USNA Plebes as long as other services are not denied. These tours shall take place in early August of each year. There shall be as many as 60 sessions of these tours per year.

F. Production Services Produced graphic art productions include originals of certificates, charts, drawings, graphs, maps, binding, sign-making, posters, illustrative art works, computer presentations and video programs. Graphic art production services are only available to the Superintendent, Architect of the Naval Academy, Academic Provost, and MSC Director. All other staff requesting production services must make arrangements with and have the approval of the COR and/or MSC Director. Not to exceed 100 items per year.

i. Duplication restrictions Whereas MSC is not a reproduction/replication service, MSC is responsible to produce only one original print production that is suitable as a “camera ready” master copy for printing or photocopying.

ii. Color printing

The Contractor shall provide assistance to patrons in the creation of color computer printing. The Graphics lab is currently supplied with four color printers, of differing capabilities. The Contractor shall assist patrons in making cost-efficient use of this capability. MSC Graphics does not support the production of multiple copies.

iii. Academic Posters The Contractor shall provide priority assistance to midshipmen…