PWS - Multimedia.docx

Performance Work Statement (PWS)

Multimedia Services for the

LeMay Public Affairs Base Multimedia Center

575 East Selfridge Street, Maxwell AFB, AL 36112

DESCRIPTION OF SERVICES

BACKGROUND

The LeMay Public Affairs (LeMay/PA) Base Multimedia Center (BMC) is a division of the LeMay/PA Directorate located on Maxwell Air Force Base (MAFB), Alabama. The BMC is managed by the LeMay/PA Base Multimedia Manager (BMM). The Functional Director (FD) for the contract is the LeMay/PAO. The multimedia contract is operated under the management of LeMay/PA, and the surveillance of the Contract Officer’s Representative (COR). The BMC is divided into six distinct functions:

1. Administration

1. Customer Service

1. Photography

1. Graphics

1. Self Help Services

1. Training

OBJECTIVE

The objective of this PWS is to obtain the necessary multimedia support to satisfy the needs of AU, the 42d Air Base Wing (42 ABW), and tenant units assigned to include: administration, customer service, photography, graphics and self-help services in support of the dynamic Air Force multimedia mission. This effort will include integrating the customers’ pre-prepared text and other content and direction, from vague concepts to fully developed plans, with photography, graphic design and illustration, into products and services that provide proactive and timely response to meeting Air Force commanders’ needs, to deliver a highly qualified, expeditionary-focused force, and champion the Air Force story.

SCOPE

The contractor shall provide comprehensive multimedia services and products in accordance with pertinent policies and directives, where they are applicable to the scope and intent of this PWS, and in turn to the Air Force (AF), Air Education and Training Command (AETC), Air University (AU) and 42 ABW mission. The contractor shall provide the managerial, administration, education and training, technical, equipment, material, and personnel resources necessary to support this effort. This scope of effort includes the requirement for the full range of intellectual resources required to analyze changing requirements, recommend, develop, and provide comprehensive solutions and products that meet the needs of a broad client base in a changing and dynamic multimedia development environment.

The contractor is encouraged and expected to use innovative and unique approaches to efficiently and effectively accomplish the requirements outlined in this statement in a timely manner while maximizing government benefit in a way that fosters pride in ownership of the work performed and promotes Air Force Core Values among the larger base and Air Force population they serve.

0. GENERAL

0. The contractor shall adhere to all applicable laws; Federal, State, and local, Department of Defense (DoD), AF, AETC, AU, 42 ABW instructions, policies, and directives governing Public Affairs and Multimedia support.

0. ADMINISTRATION

1. The contractor shall:

1.2.1.1. Attend Training Requirements. Attend government mandated training as required. Some military-related training may be required (such as computer security training). All military-related training will be conducted by the government. Transportation to and from training will be the responsibility of the contract staff. Contract staff must perform all training requirements in the time specified.

1.2.1.2. Appoint an onsite contract manager. The contract manager shall have full authority to act for the contractor on all matters relating to the daily operation of this contract. The contract manager or a designated alternate shall be available during normal duty hours within 30 minutes to meet on the installation with the government to discuss problem areas. After normal duty hours, the manager or alternate shall be available within one hour.

1.2.1.3. Update weekly staff meeting slides no later than 2 days prior to meeting and according to BMM specifications. Brief BMM on slide details no later than 1 day prior to weekly staff meetings.

1.2.1.4. Provide an additional duty Exercise Evaluation Team (EET) representative to support base exercise planning and responses. EET member must attend all required meeting and be part of the EET evaluation team during base exercises.

1.2.1.5. Appoint an additional duty Security Manager to ensure the contractor’s security program is within standards. Security Manger must maintain the required documents and training throughout the duration of the contract. Be present during periodic and annual inspections conducted on contract requirements by the Unit security representative and 42d ABW Security Forces Squadron.

1.2.1.6. Appoint an additional duty primary Information technology equipment (ITE) custodian to act as the primary for equipment maintained within the BMC. Representative will complete all required training and conduct an annual inventory to ensure all equipment maintained by contractor personnel is accounted for.

1.2.1.7. Appoint an additional duty primary building custodian. The building custodian will be responsible for overall building readiness and daily security in building 45. The assigned building custodian will:

1.2.1.7.1.1. Attend annual and subject matter training as required.

1.2.1.7.1.2. Advise the COR of property damage to the building as soon as possible.

1.2.1.7.1.3. Report any problems (i.e., a stuck door, electrical problem, etc.) with the building within their area of responsibility by calling the helpdesk (emergencies only), filling out an AF Form 332 (must be submitted to the COR), or filing claim at the MSD Facility Managers System as required by base policy.

1.2.1.7.1.4. Ensure proper conservation of utilities. The government will provide utilities in building 45. The contractor will use them in accordance with Air Force conservation practices.

1.2.1.7.1.5. Appoint contract personnel to carry out THREATCON exercises and real-world situations as directed by base policy and procedures for the entire building.

1.2.1.7.1.6. Ensure rooms are secured and all external doors are locked at the end of each day. Standard Form 701 will be used to create a checklist of all areas to be secured and will be filled out by appointed contract personnel at the end of each day prior to leaving the building.

1.2.1.7.1.7. Ensure custodial work is performed and that work and storage areas assigned to the contractor present a clean, professional appearance according to Air Force standards. Custodial duties include vacuuming, emptying trash, dusting, mopping, sweeping, glass cleaning, and proper storage of personal and company property. All kitchen utensils, dishes, products and food will be neatly stored. Dishes are to be cleaned and stored after use.

1.2.1.7.1.8. Ensure all recycle bins are place in the predetermined pickup areas for collection as determined by the scheduled pickup days and times.

1.2.1.7.1.9. Perform required monthly inspections as directed by DoD, Air Force, AU, and 42d ABW policies. Inspections include, but not limited to, Facility Manager checklist, Fire Extinguisher checklist and Emergency/Exit lighting checklist. Document inspection results on provided checklists. Checklists will be maintained by the contractor’s Facility Manger representative and will be made available to COR and Air Force personnel when needed.

1.2.1.8. Provide transportation to and from required off site work related activities. Some government transportation is available, but final responsibility for transportation rests with the contractor as well as arriving on time.

1.2.1.9. AF Form 833. The contractor will use AF Form 833 to receive and track all work request received by BMC. File complete, accurate, and legible paperwork. The contractor will do the following when processing AF Form 833:

1.2.1.9.1. Receiving work orders (AF Form 833).

1.2.1.9.1.1. Ensure all requests are legible and based on a valid and properly completed work order.

1.2.1.9.1.2. Contract will ensure block 18 of the 833 provides detailed description of how the product or service will be used. If not provided by the customer, contract personnel must contact the customer and obtain the required information.

1.2.1.9.1.3. Contractor will ensure block 22 of each work order is filled out as followed:

1.2.1.9.1.3.1. Studio Photography requests will have:

1.2.1.9.1.3.1.1. Name of person(s) being photographed

1.2.1.9.1.3.1.2. Size and amount of photographs

1.2.1.9.1.3.1.3. Color or B/W

1.2.1.9.1.3.1.4. Full length or Bust shot (with or without flag)

1.2.1.9.1.3.1.5. Any other special requirements

1.2.1.9.1.3.2. Location Photography request will have:

1.2.1.9.1.3.2.1. Location (building and room number) of event

1.2.1.9.1.3.2.2. Date and time of required shoot

1.2.1.9.1.3.2.3. Name of event being photographed

1.2.1.9.1.3.2.4. Any special requirements

1.2.1.9.1.3.3. Graphic Arts requests will have:

1.2.1.9.1.3.3.1. List product name being requested (display, paper output, etc.)

1.2.1.9.1.3.3.2. List size of each item being requested (if applicable)

1.2.1.9.1.3.3.3. List requested quantity of each item requested

1.2.1.9.1.3.3.4. List amount of original files/materials being provided (Example: 1- ppt file provided consisting of 3 slides)

1.2.1.9.1.3.3.5. Other details as needed.

1.2.1.9.1.4. Work orders must be logged in prior to work being performed (exception: Alert request can be entered after photo shoot).

1.2.1.9.1.5. Review each request thoroughly to ensure the work is for official purposes only and to ensure the customer has signed the work order for validity (copied signatures are not acceptable). Work orders can be electronically signed by customers via their government approved CAC cards. Contractor personnel are responsible of ensuring that all work orders are completely filled out. If the official purpose of a work order is questionable, it should be brought to the attention of the COR, BMM, or FD for resolution. The government will not be charged for unofficial work requests performed by contract personnel.

1.2.1.9.1.6. Work requests may be emailed to contract personnel. If the email does not contain an electronically signed AF Form 833, contract personnel must print out both the E-mail letter and the attachment containing the AF Form 833 (the originator of the E-mail must be the requestor on the AF Form 833). If the AF Form 833 is not supplied with the E-mail letter, contract personnel will use the information contained in the E-mail letter to properly fill out the AF Form 833 in the database. The E-mail print out will be considered an authorized signature since only the originator of the E-mail has access to his/her LAN account.

1.2.1.9.1.7. Products and services are divided into Tier 1 or Tier 2 requirements. When determining due date the date will be the number of days specified in Appendix E, based on the assigned Tier, not counting the day work was requested. Time-of-day submitted does not affect due date unless customer specifies a different date. Honor requestor’s due date unless overtime will be required to meet deadline. If this happens, request must be submitted to COR or BMM for review and overtime approval.

1.2.1.9.1.7.1. The PAO has the authority to move requirements from one Tier to the other to meet mission demands at no cost to the government. Any change to requirements between Tier 1 and Tier 2 will be provided to the contractor in writing.

1.2.1.9.1.8. Work orders containing several work requirements will count as one, with one due date and time based on the longest product completion time. The date covering the longest period of time will be used as the due date.

1.2.1.9.1.9. Work orders received from reimbursable organizations must be signed by the organization’s designated authorization official prior to contractor personnel performing the work. If the authorized signature is not on the work order, the government will not be charged for the service that has been provided.

1.2.1.9.2. Closing out work orders.

1.2.1.9.2.1. All products and tasks must be logged in the database as being completed and product data entered prior to customer being called for pick-up.

1.2.1.9.2.2. Work orders are considered complete when the customer has been notified that the work is ready for pick up as indicated by contractor personnel on the AF Form 833 in block 43.

1.2.1.9.2.3. Ensure all customers accepting products and services sign in section 26, Accepter Information; of the AF Form 833. Requests for electronic transfers (via LAN system) of products to customers: Contractor will fill out section 26 for the customer and print a copy of the E-mail showing the date and time the file was mailed to the customer (the E-mail copy will be attached to the AF Form 833).

1.2.1.9.2.4. All AF Forms 833 must be closed out within the government provided database no later than two duty days from the time customer has received requested products or services. After products have been picked up and all data has been entered into the government provided database and request is closed out, the AF Form 833 will be printed and set aside for COR review. All mistakes found by the COR will be corrected in the database and on the AF Form 833 and set aside for final review by COR. After being accepted by COR, file the AF Form 833 according to the PWS.

1.2.1.9.2.5. For billing purposes, products and services will be re-entered into the “materials” menu in the database (as specified by the COR) for cost comparisons prior to customer being contacted for pickup.

1.2.1.9.3. Filing work orders.

1.2.1.9.3.1. COR will review all 833s to ensure accuracy and initial when approved for filing. Mistakes found on any AF Form 833 will be corrected in a timely manner by contractor personnel at no cost to the government.

1.2.1.9.3.2. Once approved for storage all AF Forms 833 will be filed by the month the request was completed in and in numerical sequence by work order number.

1.2.1.10. Work Order Database. Use the government provided work order database system. Maintain a complete and up to date database according to COR standards. This system will provide for tracking all work orders (AF Forms 833). BMC Staff will be trained by the COR on the proper use of the government owned database and must enter data as specified by COR. Provide the COR access to the database generated by the computerized work order log system upon request.

1.2.1.10.1. Contract personnel will not add or change the following items within the database without prior approval from COR; Branch of service, organization names, rank/grade, Command/MAJCOM, or equipment items.

1.2.1.10.2. Contractor personnel will document reimbursement costs for all requests within the work order database system as directed by the COR.

1.2.1.10.3. Work order database will be backed up daily onto the Multimedia Server as directed by the COR.

1.2.1.11. Digital Filing System.

1.2.1.11.1. Contractor Files.

1.2.1.11.1.1. All products created by contract personnel are the property of the government.

1.2.1.11.1.2. All photography images and master artwork produced by contract personnel will be stored and maintained by contract personnel for the life of the contract. All imagery will be turned over to the COR at the end of the contract.

1.2.1.11.1.3. Required graphic master artwork to be stored will be determined by COR, BMM, or FD. All master artwork will be stored on the BMC internal storage system. Provide the COR access to the internal storage system database upon request.

1.2.1.11.1.4. All photographic and graphic images created by contract personnel shall be named by the appropriate VIRIN and according to AF standards.

1.2.1.11.1.5. Each image will be named by its VIRIN, be captioned and will contain within the metadata pertinent information to assists personnel in searching and retrieval of imagery. Contract representative will follow the DoD Captioning Style Guide when writing captions and assigning VIRINs to images.

1.2.1.11.1.6. Location Photography images will be placed in a folder that is named according to the date the event (YYYYMMDD) was photographed and the name of the event. Example: 20220625-Holm Center Change of Command. Contract personnel will create a Microsoft Word document that summarizes the event to include VIP attendees, location, date, etc. This document will be stored within the same folder as the location images. Each document will contain metadata according to COR standards for easy retrieval.

1.2.1.11.1.6.1. Location images will be copied onto archival DVDs and stored in a binder housed in DVD sleeves. Images will be stored in chronological order according to the folder name.

1.2.1.11.1.7. Work related imagery must be easily retrievable and available upon request to the Maxwell/Gunter community at no charge to the government.

1.2.1.11.1.8. All records are subject to review at the government’s discretion.

1.2.1.11.1.9. Contract personnel will provide necessary assistance in such reviews at no additional cost to the government.

1.2.1.11.2. BMC File Server. Use the government provided electronic data storage system to store historical images and customer images for easy retrieval.

1.2.1.11.2.1. The BMM controls the base multimedia server.

1.2.1.11.2.2. The provided partition on this server will be used by contract personnel to store commonly used images as well as temporary customer files.

1.2.1.11.2.3. A second partition will be used by contract personnel to store current working projects for customer review.

1.2.1.11.2.4. Folders created for customers will include the date (YYMMDD) the folder was created at the beginning of the folder’s name. These folders will be deleted one week after AF Form 833 close out date. Contractor employees must ensure they notify customers of the one week time limit to obtain their files.

1.2.1.12. Accessioning. Accession images of newsworthy and historical value, according to DoD guidelines and procedures, upon government request with COR approval. The contractor staff will:

1.2.1.12.1. Screen all photographic images accomplished each week for historical content.

1.2.1.12.2. Submit electronic images of subjects or events that may be considered of permanent interest to the Air Force to LeMay/PA’s security office via e-mail for public release approval. Email submitted will contain the following:

1.2.1.12.2.1. Subject line will have the words, “Public Release Approval: Historical Submission: Type name of the event(s) here.

1.2.1.12.2.2. Body of email will contain a request for public release approval and a list of VIRIN numbers for each image being submitted for approval.

1.2.1.12.3. Each image submitted for accessioning shall be captioned within the image metadata file according to DoD and Air Force instruction. Contract representative will follow the DoD Captioning Style Guide when writing captions.

1.2.1.12.4. Transmit images to the Defense Video Imagery Distribution System (DVIDS) in accordance with AFI 35-101. Submit images weekly and on a timely basis. Images should be submitted no later than one week after the event takes place. Should there be no images meeting DoD accessioning criteria during the prior week submit a negative report to the COR.

1.2.1.12.5. Submit copies every Friday, via email, of documents that were accessioned for the week prior to the COR. To submit the documents, contract personnel will convert the following documents into one PDF file and deliver to the COR. Send negative reports to the COR when no images have been accessioned for the week prior:

1.2.1.12.5.1. Copy of LeMay/PA Security office’s email approving the images for public release.

1.2.1.12.5.2. Contact sheet of all images listed in the LeMay/PA’s Security office approval email.

1.2.1.12.5.3. Copy of the screen capture showing the folder and its contents uploaded to DVIDS. The captured image of the files/folder should reflect all images listed in the approval email from LeMay/PA’s security office.

1.2.1.13. Monthly Production Report. The contractor will fill out the Monthly Production Report form provided by the COR no later than 5 days after the previous month. Contractor must ensure all AF Form 833s have been reviewed and approved for filing by the COR during the month being reported prior to submitting the production report.

1.3. CUSTOMER SERVICE

1.3.1. Contract personnel Customer Service Responsibilities. Contract personnel will display a working knowledge of current BMC products and services, and experience with current BMC equipment and procedures and provide customers with comprehensive solutions to multimedia issues. Contract personnel will:

1.3.1.1. Consult with the customer and recommend the best method for obtaining requested multimedia products and services. For large projects contract personnel will consult with the COR, BMM, or FD to ensure the best method for obtaining products have been achieved.

1.3.1.2. Retrieve imagery from multimedia databases upon customer request at no cost to the government.

1.3.1.3. Meet with the customer at designated locations for site surveys to determine project requirements.

1.3.1.4. Allow the customer to set deadlines. If the customer does not specify a completion date and time on the AF Form 833, a standard completion date must be assigned. Standard completion times are provided by the government in Appendix E.

1.3.1.5. Immediately notify the COR of any shortfalls that would impede mission completion, and propose solution options in order to expedite the mission.

1.4. PHOTOGRAPHY

1.4.1. Contract personnel Photography Responsibilities. Contract personnel will provide premier photographic services and products that exemplify the highest current industry and Air Force standards. Contract personnel will provide photography products according to customer requirements which meet customer expectations and COR approved quality standards Provide premier photographic services and products that exemplify the highest current industry and Air Force standards.

1.4.1.1. Photographic Products Standards

1.4.1.1.1. All photographic products delivered to customers will be clear, sharply focused, and free from surface defects such as dust streaks, dust spots, and stains.

1.4.1.1.2. The photographic products will have acceptable contrast density and sharpness, tone and tonal balance, and will be acceptably lighted and exposed.

1.4.1.1.3. Photographs may include text, and graphics within the background of the photo at no cost to the government.

1.4.1.1.4. Photographic work will be shot using electronic imaging equipment.

1.4.1.1.5. All images are to be delivered to customer on customer-furnished storage media, placed on the Multimedia Server for customer retrieval or emailed when requested at no cost to the government upon request.

1.4.1.2. Photography Personnel.

1.4.1.2.1. Provide three photographers to support all photography needs. Be able to support two different, simultaneous location photography assignments, while meeting studio or alert photography requirements. During times of peak demand, the studio can be closed or the use of cross trained contractor or government LeMay Public Affairs personnel can be utilized to meet Studio and Alert requirements. The LeMay PAO, FD, or BMM will determine which assignments are conducted by contractors or government personnel.

1.4.1.2.1.1. Photographers must have no less than five (5) years of experience in photography and be knowledgeable in proper composition and the use of both artificial and existing light source to produce well exposed and technically accurate photography that conveys desired message. Photographers must be able to work independently, based on both oral and written instructions, to produce photo feature and picture stories. Photographers must be able to use industry standard specialized software, furnished by the government; to process and produce photographic products.

1.4.1.2.1.2. One of the provided photographers must be highly skilled and provide oversight of contract photography requirements. Skills shall include the knowledge and use of various specialized cameras, lights, electronic timing and triggering devices, etc. Provide oversight during photo shoots requiring set up of specialized photographic equipment (lighting, portable backdrops, remote trigger devices, etc.). Be able to consult with customer on site, prior to event, and determine equipment needs

1.4.1.3. Location Photography. Provide location photography according to applicable standards. Location photography will be photographed by either contract or government Public Affairs personnel. The LeMay PAO will determine whether contractor or government personnel will provide support and will be based on effective use of PA resources. Tier 1 location support must be supported prior to Tier 2 events.

1.4.1.3.1. Photographer(s) must arrive at the location site no later than 10-minutes prior to scheduled shoot. Last minute requests submitted by customer will be supported. The government recognizes that for last minute requests the photographer may not be able to report to the requested location 10-minutes prior to the shoot. For these situations the 10-minute time frame is not mandated.

1.4.1.3.2. All location images are to be delivered to the customer electronically via the BMC file server, placed on customer furnished disc, or emailed unless prints are requested by MAJCOM or higher. Provide paper prints for Alert photography only when needed for legal proceedings.

1.4.1.3.3. When requested, contractor shall incorporate text or other electronic components such as shields and logos.

1.4.1.3.4. Photography Scheduling. Photographic service includes scheduling photography appointments. All Scheduled appointments (location and studio) will be posted within the VI Services Outlook and SharePoint calendars for government review at the time requested by the customer. Each entry will indicate the event, date/time of event, customer name, customer organization, location, and if Public Affairs (PA) has requested photography support. All PA requested events will be highlighted in RED within the Outlook Calendar. All other events will be highlighted differently.

1.4.1.3.5. Provide photography support for the following events:

1.4.1.3.5.1. Distinguished Visitor (DVs) tours hosted by a General Officer (GO), Base Commander, or AU and 42 ABW Protocol Offices. (Tier 1)

1.4.1.3.5.2. Group Photos containing visiting DVs who are being hosted by a GO or the 42 ABW Commander or as determined by the AU and 42 ABW Protocol Offices. (Tier 1)

1.4.1.3.5.3. Events determined to be historical in nature by the base Historian or PAO. (Tier 1)

1.4.1.3.5.4. As requested by AU/PA civic outreach office documenting military DVs interacting within the community. (Tier 1)

1.4.1.3.5.5. Promotion Ceremonies for those promoting to the rank of a GO or to Chief Master Sergeant (CMSgt). Includes monthly mass enlisted promotion ceremonies hosted by the wing commander. (Tier 1)

1.4.1.3.5.6. Individual promotion ceremonies for those other than GO or to CMSgt. (Tier 2)

1.4.1.3.5.7. Photograph retirement ceremonies for GOs or the 42 ABW/CC and CV. After duty hours may be used for this requirement. (Tier 1)

1.4.1.3.5.8. Photograph retirement ceremonies for those not listed in paragraph 1.4.1.3.5.7. Provide photography during normal duty hours. (Tier 2)

1.4.1.3.5.9. Change of command ceremonies for the 42 ABW Commander, Group and Center commanders, and General Officers. (Tier 1)

1.4.1.3.5.10. Change of command ceremonies for unit commanders (Tier 2)

1.4.1.3.5.11. Medal presentations. (Tier 1)

1.4.1.3.5.12. Commander’s Calls for the HQ AU Commander, 42 ABW Commander, Group Commanders and Centers commanders. (Tier 1)

1.4.1.3.5.13. Commander’s Calls for unit commanders (Tier 2)

1.4.1.3.5.14. Award ceremonies/luncheons that are a combination of the Maxwell-Gunter winners. Take photos of nominees and awardees. (Tier 1)

1.4.1.3.5.15. Unit award ceremonies and commander’s calls. (Tier 2)

1.4.1.3.5.16. Photograph individual award presentations that are being held by the HQ AU Commander or the 42 ABW Commander. (Tier 1)

1.4.1.3.5.17. Photograph events being coordinated by the 42 ABW Commander’s event coordinator (non-FSS events) for base populace attendance. (Tier 1)

1.4.1.3.5.18. Provide photography support to meet MAJCOM and higher requirements. (Tier 1)

1.4.1.3.5.19. Provide photography support for those events that require accessioning. (Tier 1)

1.4.1.3.5.20. Provide location support for tenant organizations that have active reimbursement accounts with AU/PA. The COR will provide the contractor with a list of tenant organizations with active reimbursement accounts and provide updates to this list as changes occur. (Tier 1)

1.4.1.3.5.21. All other location photography requests (Tier 2).

1.4.1.3.6. Provide PA photography according to DoD and AF standards and requirements of the PA Office (Tier 1). Contract personnel will provide professional photographic support (using photojournalism techniques) for LeMay/PA. The photographer will be required to have extensive knowledge and experience in photojournalistic techniques. Photographers providing public affairs support must be able to work independently and in conjunction with a public affairs specialist, to produce photo features and picture stories. Photographers must shoot a variety of shots including long and medium range as well as close-up. Photography may include both horizontals and verticals, and right-and left-facing shots. When requested by LeMay/PA, the photographer will obtain names of each individual appearing in the photograph(s). All LeMay/PA photo requests will be shot electronically and sent to the public affairs office via the local area network (LAN).

1.4.1.3.7. Alert Photography & Exercise Response (Tier 1). Provide alert photography according to DoD and Air Force standards and requesting agency requirements. Contract personnel will respond to base exercises and Alerts immediately upon being notified. Contract personnel will follow base procedures when responding to emergencies and exercises. Alert photography may be during duty or non-duty hours. The alert photographer will have, at a minimum, a contract-provided cellular phone. Personal cellular phones must not be used. The on call alert photographer will normally be contacted by the 42d Security Forces Squadron (SFS) who will provide details of the incident as well as the location. Ensure the alert photographer is present, unless otherwise directed, within fifteen (15) minutes of call during duty hours and within forty-five (45) minutes of call after duty hours. Alert photographer response time is calculated from the first attempt at notification/call to the actual arrival of the alert photographer at the required location. Attend all meetings as required by the Emergency Operations Center (EOC).

1.4.1.3.7.1. On-scene Requirements.

1.4.1.3.7.1.1. Upon arrival at the scene, the photographer will notify the on-scene commander or his/her representative they have arrived. The on-scene commander or his/her representative will direct the photographer to an EOC representative. The photographer will only take directions from the on-scene commander or his appointed representative. A list of required disaster photographs is contained in AFPAM 91-211, USAF Guide to Aviation Safety Investigation, (All). This AFP should be strictly followed. During exercises only, the photographer will carry a minimum of three large capacity memory cards. At the request of the on-scene commander or his representative the photographer will present the memory cards for immediate image download at the scene. Contract personnel will ensure retrieval of the memory cards prior to leaving the scene.

1.4.1.3.7.1.2. In the event additional photographs are requested by other agencies, the photographer will notify the on-scene commander or EOC representative to obtain permission; this includes requests from LeMay/PA. The photographer will not discuss the incident with civilian news media or anyone else that is not associated with the EOC. Requests for information or photographs received from any outside agency will be referred to LeMay/PA. The photographer(s) will remain at the scene until dismissed by the on-scene commander.

1.4.1.3.7.1.3. Photographer on-scene. Contract personnel are responsible for sustaining personnel in the field, i.e., food, water, and/or lodging. Support may be required for extended periods of time, may require more than one photographer, and may be a far distance from the base. Hazardous conditions involving heights, confined spaces, bad weather, and difficult terrain are often encountered in the course of location and alert photography. Photographers will wear safety equipment required in order to comply with location safety requirements.

1.4.1.3.7.1.4. The photographer will have adequate photographic equipment and supplies to photograph all Alert requirements. Appendix G lists mandatory equipment and supply items to be furnished and maintained by the contractor at start of the contract.

1.4.1.3.7.2. After Alert Photography.

1.4.1.3.7.2.1. If immediate image processing and printing is required, the alert photographer will notify the on-site Manager for processing and printing coordination. The EOC representative will be notified as soon as photos are ready for viewing. All images will be given to the EOC representative. The EOC representative may request contact proof sheets before initial photos are printed. A paper contact sheet of all images will be printed and given to the customer at no cost to the government. Customer may request a document indicating the date, time, location, incident type and name of photographer to be delivered with prints. If requested, contract personnel will provide a paper printout of the requested information at no charge to the government. Additional contract personnel may be required to be recalled to meet processing requirements.

1.4.1.3.8. Exercise Evaluation Team (EET) Photography (Tier 1). Provide EET photography according to local standards.

1.4.1.4. Studio Photography. Provide studio photography according to applicable standards. Hours of operation are Mondays, Wednesdays and Fridays from 7:30 a.m. through 4:00 p.m. Accommodations can be made during non-studio hours, for customers who have difficult schedules and cannot make it during normal hours. In such situations a scheduled studio appointment can be made as long as a photographer is available and all location shoots can be met. Should a location request come in and there’s a conflict with a studio appointment the LeMay PAO, FD, or BMM will determine how the studio and location request will be covered, by contractor or government personnel, or if the studio will be cancelled. Customers requesting scheduled appointments must be informed prior to scheduling that cancellations may be required without notice, however; all attempts must be made to contact customers of such cancellations.

1.4.1.4.1. Contract personnel will complete the studio shoot, review the images, make appropriate corrections to the images, produce the requested products, and deliver to the customer within the required turn-around time in Appendix E.

1.4.1.4.2. Studio photography will be made available to customers on a walk-in basis, first-come, first-served basis (Exception, General Officers [GOs]and base Commanders)

1.4.1.4.3. When GOs and commanders schedule appointments contract personnel should ensure the studio is free of walk-in customers prior to the scheduled appointment. Walk-ins arriving minutes before a scheduled appoint must be told to wait or come back at a later time if their photography requirement cannot be met before scheduled customer arrives (take in account studio setup time for scheduled shoots).

1.4.1.4.4. Images for printing will be selected by contract personnel and delivered to the customer as required. GOs, Commanders and VIP’s are allowed to select images to be printed. This will be done by e-mailing all images to the customer for selection at no cost to the government. Once selected, contract personnel will print/email the requested image for the customer.

1.4.1.4.5. If the customer requires a hard copy of all images for selection, a paper contact sheet of all studio images will be printed and given to the customer at no cost to the government.

1.4.1.4.6. Images for display purpose will be produced on cardstock paper and delivered to the customer. All other studio requests will be delivered electronically unless prints are required by MAJCOM or above, or unless otherwise indicated below.

1.4.1.4.7. When requested, contractor shall incorporate text or other electronic components such as shields and logos.

1.4.1.4.8. Provide Studio Support for the following:

1.4.1.4.8.1. Passports, VISA, ISO Prep and Citizenship (Tier 1).

1.4.1.4.8.2. Special Duty assignments and Air Force job applications (Tier 1).

1.4.1.4.8.3. Award Packages for members competing for MAJCOM and above awards (Tier 1). Deliver electronically unless award package specifies the need for prints.

1.4.1.4.8.4. Award portraits for overall Maxwell/Gunter award winners only (Tier 1). Provide one paper output each.

1.4.1.4.8.5. Portraits of unit award winners and nominees (Tier 2). Provide one paper output each.

1.4.1.4.8.6. Command/staff bio photos for the following personnel (Tier 1):

1.4.1.4.8.6.1. Unit CC, CV, CCC, Director, Superintendent, Dean, Chief, and 1st Shirt

1.4.1.4.8.6.2. Maxwell-Gunter-Montgomery (MGM) partners

1.4.1.4.8.6.3. Required by MAJCOM and above.

Produce one paper output of command/staff images.

1.4.1.4.8.7. Bio photos for individuals not listed in Tier 1 studio support (Tier 2). Provide electronic images only.

1.4.1.4.8.8. Non-Air Force promotion packages (Tier 1).

1.4.1.4.8.9. Produce portraits as required by Public Affairs (Tier 1).

1.4.1.4.8.10. Print customer files meeting Tier 1 requirements.

1.4.1.4.8.11. Provide studio photography for tenant organizations that have active reimbursement accounts with LeMay Public Affairs (Tier 1). The COR will provide the contractor with a list of tenant organizations with active reimbursement accounts and provide updates to this list as changes occur.

1.4.1.4.8.12. All other studio photography requests (Tier 2).

1.4.1.5. Paper output. Produce paper prints up to 11x17-inches of images produced in the BMC or furnished by customer. Paper prints will be limited to thirty (30) copies per image (11x17-inches or smaller). For print requests above 30 copies per image, contract personnel will refer the customer to DAPS. Paper prints are a government-furnished product and will not be counted towards product count, however; it will be documented as a product on the AF Form 833 for reporting purposes.

1.5. GRAPHIC ARTS

1.5.1. Graphic Personnel. Provide one Graphic artist to meet all graphic arts requirements listed in the PWS.

1.5.1.1. Graphic personnel must have five (5) years of experience in graphic arts. Must be able to receive vague concepts and interpret into fully developed graphic designs. Must be skillful in the use of graphic equipment required to produce all graphic art products listed in this PWS. Must be able to use industry standard specialized software, furnished by the government; to produce graphic products.

1.5.2. Design Services. Provide graphic design services as needed to meet mission requirements (Tier 1). Contract personnel will design and produce premier graphic arts products that exemplify the highest current industry and Air Force standards. The contractor will deliver products and services that include the combination of graphic design, 2D and 3D animation, illustration, and text layout. All products created by the contractor must meet the standard set by the COR’s quality control examples.

1.5.2.1. The design phase is not considered a product and will be documented in block 39 of the AF Form 833 as a task. Enter into the government-furnished database as directed by the COR. Product area of the database will be left blank if no other products were requested in conjunction with the request. Customers requesting new certificate designs or alterations must obtain a letter of approval (or signature on the AF Form 833) by the Base Forms Manager (AFI 33-360, Publications and Forms Management) prior to production.

1.5.3. Indoor Displays. Create indoor displays designed by contractor personnel or from files provided by customers meeting the requirements listed below. Indoor displays are produced on paper using large format printers, laminated and mounted on foam core board, and will be counted based on the size of the display (in square inches) requested by the customer on the AF Form 833. Indoor Displays will be laminated and mounted on foam board unless specified by the customer. Items 12x18-inches and under requiring print/lamination/mounting must be approved by COR or BMM prior to production otherwise print as a paper output. Displays are limited to five (5) copies (larger than 11x17-inches) per image.

1.5.3.1. Written Approval. Contract personnel will gain written customer approval for display designs before producing final products. A paper copy (legal or letter size) or an electronic file of each draft will be printed and given to the customer or e-mailed for approval at no cost to the government. If changes or corrections are required, contract personnel will produce a new paper copy of the rough draft for the customer’s approval. Once the customer approves the final draft, the requested items may be produced. Paper copies are considered to be a part of the design phase and are not counted towards product count. All items created or modified by contract personnel should be saved and delivered to the customer on customer-furnished media or stored on the Multimedia Server for customer retrieval as well as being filed in the BMC’s data storage system at no cost to the government.

1.5.3.2. Produce graphic displays for the following mission requirements:

1.5.3.2.1. For use in classroom instruction within Maxwell AFB Schools (Tier 1).

1.5.3.2.2. To aid Security Forces and Fire Department in maintaining and improving protection of mission resources and assets (Tier 1).

1.5.3.2.3. To aid flying and ground safety in improving the safety of mission resources (Tier 1).

1.5.3.2.4. To aid in investigative fact finding and documentation (Example: crime scene diagrams) (Tier 1).

1.5.3.2.5. Support the 42d ABW and HQ AU Commanders’ Action Group (CAG) and Protocol offices to meet mission requirements and DV visits (Tier 1). Includes support for Protocol offices within AU Centers and schools.

1.5.3.2.6. Support the Commander’s Inspection Program, Unit Effectiveness Inspections, Management Inspections, staff assistance visits and exercises (Tier 1). Assist Inspector General (IG) teams.

1.5.3.2.7. To meet MAJCOM and above regulation requirements (Tier 1).

1.5.3.2.8. Support official conferences (Tier 1).

1.5.3.2.9. Unit story boards (Tier 2).

1.5.3.2.10. Support organizations who provide the supplies (ink, foam board, lamination, and paper) needed to produce displays depicting relevant missions performed and esprit de corps themed materials. (Tier 2)

1.5.4. Paper output. Produce paper prints up to 12x18-inches of artwork produced in the BMC meeting mission requirements listed in paragraph 1.5.3.2. Only those items that cannot be produced using normal office automated printers will be produced by the BMC. Paper prints will be limited to thirty (30) copies per image (12x18-inches or smaller). For print requests above 30 copies per image, contract personnel will refer the customer to DAPS. Paper prints are a government-furnished product and will not be counted towards product count, however; it will be documented as a product on the AF Form 833 for reporting purposes.

1.5.5. Lamination. Laminate displays produced in the BMC or customer provided materials meeting mission requirements listed in paragraph 1.5.3.2. Lamination will be counted based on square inches of laminate as requested by customers on the AF Form 833. Lamination of displays produced by contractor personnel is counted towards the original “display” work count and not separately (even if requested at a later date).

1.5.6. Dry Mounting. Dry mount displays produced in the BMC or customer provided materials on standard foam core meeting mission requirements listed in paragraph 1.5.3.2. Dry Mount of displays produced by contractor personnel is counted towards the original “display” work count and not separately (even if requested at a later date). Dry Mount will be counted based on square inches of foam core as requested by customers on the AF Form 833. Products created elsewhere will not be mounted without prior COR approval.

1.6. SELF HELP SERVICES

1.6.1. Self Help Services Responsibilities. The BMC Staff will manage and operate a self-help center in the BMC. BMC Staff will provide orientation training to customers and answer questions concerning applications and equipment provided by the government. The BMC Staff will not complete self-help projects for the customer. The BMC Staff will:

1.6.1.1. Self-Help Work Center. Maintain two operational work stations for customer use in video editing, photography, scanning materials, and graphic design self help. The self-help work center will have a multimedia computer system, video capture device, image scanning devices, and specialized software. Customers have first priority to use equipment and software within the Self-help Center. Self Help services will be documented in the government provided data base and in block 39 of the AF Form 833. Customer must fill out a separate AF Form 833 for each visit. Equipment designated for the Self Help Center is for self help use only and may not be moved or used by the BMC Staff for any other purpose unless approved by the BMM.

1.6.1.2. Self-Help Portrait Studio. Maintain a low end easy to use self help studio where unit Self Help photographers can photograph portraits as needed. Studio set up should allow customers to photograph head and shoulder portraits. Provide beginner level studio photography training to assigned unit Self Help photographers.

1.6.1.3. Self Help Equipment Checkout. Manage and operate a self-help equipment checkout service in the BMC. The BMC Staff will store, maintain, and schedule the use of all self-help equipment listed in Appendix B. BMC Staff will ensure all self-help equipment is in working order prior to customer’s arrival and after its return.

1.6.1.3.1. Account for all self-help equipment, peripherals, and supplies used by customers through the use of an AF IMT Form 1297, Temporary Issue Receipt.

1.6.1.3.2. Contract personnel will fill out an AF IMT Form 1297 listing all equipment (including cables, documents, remotes, and misc equipment parts) the customer will be checking out.

1.6.1.3.3. Upon customer arrival, contract staff will perform a joint equipment inventory with the customer prior to the customer signing the AF IMT Form 1297 and leaving with the equipment and prior to the customer leaving the building upon returning equipment to ensure all items listed on the AF IMT Form 1297 are accounted for.

1.6.1.3.4. The BMC Staff must ensure customer signs the AF IMT Form 1297 documenting lost or damaged equipment prior to leaving. Failure to conduct these inventories will result in the BMC Staff paying for lost or damaged items without government reimbursement. The government will only pay for those items documented and initialed by customer as being lost or damaged by customer.

1.6.1.3.5. BMC Staff will report to the COR all equipment lost by customers immediately.

1.6.1.3.6. Self-help equipment is not allowed to be carried outside the Montgomery County area.

1.7. PUBLIC AFFAIRS PORTRAIT STUDIO TRAINING.

1.7.1. Contract personnel will provide training to government Public Affairs members on studio photography. Training will be as needed and could be conducted over several days. Training needs are to accomplish two requirements. First, the training will allow Airmen access and familiarity to equipment listed in their Air Force Specialty Code. Secondly, the training will allow government PA members to augment contractor support during peak work demands. Training will include the following:

1.7.1.1. Overview and proper use of each studio equipment (lights, background, camera, light meter, umbrellas, softboxes, radio slaves, etc.)

1.7.1.2. Lighting techniques

1.7.1.3. Setup of equipment and posing subjects for all studio support requirements (portraits, full lengths, passports, VISAs, etc.)

1.7.2. To ensure government PA members are proficient in studio photography they will be required to perform studio support for a period of time with oversight from contractor personnel. Period of performance will not exceed two weeks. When this is required the contract manager will be notified by the PAO or designated representative and a predetermined start and end date will be determined.

1.8. DELIVERABLES

1.8.1. The contractor shall:

1.8.1.1. Deliver a Quality Control Plan (QCP) with proposal. The contracting officer will notify the BMC Staff of acceptance or notify them if the plan requires modifications before the contract start date. Updates will be provided to the contracting officer and COR as changes in requirements occur. A current hard copy of any checklist or schedule listed within the QCP will be made available to the COR for review. Follow this plan to meet the requirements of the contract as specified. The QCP shall include:

1.8.1.1.1. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

1.8.1.1.2. A description of the records to be kept to document surveillances and corrective or preventive actions taken.

1.8.1.1.3. Onsite records of all surveillances conducted by the BMC Staff and necessary corrective action taken. This documentation will made available to the government throughout the contract performance period and for the period after the contract is completed, until final settlement is made for any claims under this contract.

1.8.1.1.4. A detailed contingency operation plan for personnel…