PWS Photo images.docx

Wage & Investment (W&I) Customer Assistance, Relationships and Education (CARE) Media and Publications (M&P) Publishing / E-Publishing / Design Office

Performance Work Statement (PWS) for Photo House Subscription In Support of Downloadable Professional High-Quality Images, Video & Audio (including Music)

Revision: 1 06/17/2021

C.01.00. introduction

C.01.01. The IRS Design Office provides specialized industry-standard graphic services, as well as, affording a systemic streamline infrastructure support system for Publishing Specialists (PS), so they may provide all IRS product owners a “one-stop” publishing service. These products attribute for all IRS’ internal visuals, public documents and taxpayer publications, online information, employee’s training, as well as, various marketing communications.

C.01.02. This acquisition is for a photo-house subscription. It will provide a vehicle to attain downloadable high-quality images, illustrations, editorial content, audio (including music), and video for a selected small group of IRS employees in order to deliver the design services both internally for the agency and externally to the public & taxpayers.

C.02.00. background Overview

C.02.01. The IRS communicates internally and externally using various electronic and printed products. The IRS has more than 19,000+ published products in a wide range of formats, styles, and media.

C.02.02. Media and Publications (M&P) focuses on meeting customer needs through the development of plain language notices, forms, and publications, which facilitate tax administration and ease of compliance by taxpayers, and to supply media production services to customers.

C.02.03. Office of Publishing (P) plans, produces, or procures all IRS print and electronic communications products required for the public to comply with tax filing obligations, as well as, meeting internal requirements for IRS tax administration. This encompasses utilizing all print and electronic media and technology that is available for design in meeting the integrated production planning, writing specifications, acquisition, and delivery/distribution coordination required in providing the highest quality products and services.

C.02.04. e-Publishing Branch (e-P) partners with all IRS internal organizations’ business unit customers to create successfully strategic design solutions and products with measurable results.

C.02.05. Office of Design (D) meets these measurable results for all customers via visual communications.

C.02.06. The Design Office develops numerous core design projects within IRS for both the agency and the public. This team of design professionals is responsible for quality, expert design layout, illustrations and photo editing that is utilized in all multimedia graphic visuals, layout productions and publications, including online usage and video in meeting all requirements.

C.02.07. The Design Office must simultaneously meet the customers’ business aspirations effectively via the IRS Design brand standards.

C.02.08. The IRS Design Standards have been created to help meet the goals of the IRS by unifying the many different visual communications the Design Office produces daily. These design standards are based on considerable research, analysis, and study. The standards allow IRS to visually present the Service consistently as a single organization – "One IRS."

C.02.09. The Design Office understands and addresses business goals & requirements utilizing superior visual communication skills, expertise, institutional knowledge, and political sensitivity. In doing so, the Design Office must be in compliance with preserving the IRS brand in producing industry-standard design products.

C.03.00. OBJECTIVE

C.03.01. The goal of the Design Office is to be the Center of Excellence in providing the IRS brand with all visual communications, and to clearly convey design solutions when providing numerous marketing materials.

C.03.02. This contract vehicle will provide access to professionally high-quality photos, illustrations, editorial content, audio (including music), and video in meeting all design products.

C.04.00. APPROACH

C.04.01. It is the aim of the Office of Design to approach this acquisition via the process of “Best Value” to the IRS. This will provide a streamline method in attaining the most effective downloadable high-quality image, audio, and video.

C.04.02. In addition, to the most effective downloadable high-quality photos, illustrations, editorial content, audio (including music), and video, the Design Office values speed in searching for the right image, audio, and video.

C.04.03. The Office of Design does not have hours of research time to find the appropriate media. In order to avoid this scenario, great emphasis will be on a company’s internal search engine and filters for quickly attaining the correct media within a large library of photos, illustrations, editorial content, audio (including music), and video.

C.05.00. SCOPE OF WORK

C.05.01. Contractor shall be recognized as a leading Industry-Standard Photo House Company among the design, film, and arts world.

C.05.02. Via subscription contract, the Office of Design & a selected group of IRS employees (granted access at the Office of Design’s discretion) shall have online access to millions of professional high-quality photos, illustrations, editorial content, audio (including music), and video.

· Note: Company shall provide all art-directed shots, video, images, in one completed subscription plan.

C.05.03. All Collections shall be trend-researched, art-directed and shot by professional photographers and/or filmmakers and/or created by music/audio studios.

C.05.04. Images shall be contemporary photography, illustrations, and archival images. Video & audio shall follow the same.

C.05.05. All media shall be updated continuously throughout year.

C.06.00. Requirements

C.06.03. Features to manage and monitor access without worry of team downloading beyond the agreed upon license. Company should have method of tracking all downloads against the overall total number within the scope of contract to prevent employee from downloading beyond set limit.

C.06.04. No Seat Licenses.

· Unlimited seat‐holders (same legal entity within the IRS)

· Seat-holders outside of the Office of Design will be upon this office’s discretion

· IRS employees outside of the Office of Design will be a select limited few

C.06.05. If others within the team download the same item, it should only count once against the overall agreed-upon annual download limitation.

C.06.06. All downloads should count as one (1) download against the shared annual download cap licensing agreement. (This should include any media within the licensing agreement, regardless of file size and media type: image/vector/video clip/music track and/or audio clip).

C.06.07. One download count of any media (e.g., images, illustrations, audio [including music], videos and editorial content) should allow for easier tracking.

C.06.08. Images shall be for unlimited print runs and website usage with all media with rare exceptions.

C.06.09. Media downloaded that is utilized during the term of the subscription should be allowable for continued use after the subscription expires.

C.06.10. Selected company should provide Royalty-Free items, in their professional photos, illustrations, audio (including music), and video.

C.06.11. All Royalty-Free license should include global use rights, comprehensive protection, simple pricing with volume discounts

C.06.12. Royalty-Free should include model-released licensing in the company’s media selections.

C.06.13. Company should include a legal guarantee of a minimum of $250,000 indemnification per asset.

C.06.14. In rare instances, if Rights-Managed and/or Rights-Ready clearances are needed, the company should assist with clearing & attaining the needed item. (Including negotiating the licenses and handling the necessary permissions with providing full indemnification for the rights secured.)

C.06.15. Company should include a discount for any asset purchase outside the subscription of the contract.

C.06.16. Company should offer grouping and/or collections such as the following:

· General Images: Photos (bitmap), Vectors, Illustrations (both bitmap and/or vectors)

· Editorial Images: News, Archival

· Video: General Images and/or Editorial

C.06.17. Company should offer a well-defined advanced search engine & drill-down filters:

· Available 24 hours a day, seven days a week (24/7)

· Must have sophisticated search filters for drill-down within each search

· Filters must be included for each media type (photos, illustrations [including vector], editorial content, audio [including music], and video)

· A word search should breakdown into sub-categories. For example, the word “training”:

· Sub-categories could include: business training, learning, online training, training icon, virtual learning, and so forth

· Must have general filters shall include the bare minimum of the following:

· Orientation: vertical, horizontal, square, panoramic

· Image Resolution: up to 50 MB, including 4K HD video

· Images Resolution should be broken into groups for downloading: extra small, small, medium, large, extra-large, vector, and so forth

· Image Style (Type): abstract, portrait, close-up, sparse, cut out, full frame, copy space, macro, still life and so forth

· When searching for groups of people or individuals, filters must include the bare minimum of the following:

· Number of people (no people, group of people, one person and two people)

· Age (baby, child, teenager, young adult, adult, adults only, mature adult and senior adult)

· Composition (headshot, waist-up, three-quarter length, full length, looking directly at camera and candid)

· Ethnicity - Black, Caucasian, East Asian, Hispanic/Latino, Middle Eastern, Mixed Race, Multi-Ethnic, Native American, Pacific Islander, South Asian, Southeast Asian, and so forth

· Color wheel selection

· Locations (USA, USA’s individual states, UK, London, England, Spain, Ukraine, Kiev, Serbia, continents, and territories, and so forth)

· Photographers and Filmmakers (if a certain photographer and/or filmmaker is utilized, many times their style is throughout their portfolio to keep a consistent style with groups of images and/or video clips)

· For Video Clips, company filters should include the above, as well as, the following:

· Formats (i.e., 4K, High Definition)

· Frame Rate (i.e., 24 Frames Per Second (FPS), 60 FPS)

· Viewpoint (i.e., Panning, Aerial, Tilt, Angles)

· Image Technique (i.e., Real Time, Slow Motion, Animation, Black & White)

· Editorial collections should encompass all the above via image and/or video

· Music tracks and/or sound effects should include various filters as well

· Upon selection of media, other similar images should be provided for comparison, as well as, suggestions for other descripted words to search

· Each image and/or other media, should include a very good description of each image for providing a superior search engine C.06.18. Search engine results should include different images - not one image with 20 slightly different poses.

C.06.19. Search engine should offer the feature ability to turn on and off (e.g., exclude editorial use, exclude nudity)

C.06.20. Other filters should include the ability to sort (e.g., best match, newest, most popular)

C.06.21. Offering management tools and plug-ins for a more integrated workflow, as well as, utilizing boards for teams.

C.06.22. The IRS Design Office will be able to house up-to 100 images (annually) on internal website (intranet) which will be made available for other IRS employees to utilize.

C.07.00. DELIVERABLE(S) DESCRIPTIONS

C.07.01. Downloadable professional high-quality photos, illustrations (including vector), editorial content, audio (including music tracks/clips), and video.

C.07.02. High resolution images, illustrations (including vector), videos, and audio (including music tracks/clips) to include 4K and High Definition and vectors-based and MP3

C.08.00. PERIOD OF PERFORMANCE (POP)

C.09.00. CONTRACT TYPE

C.10.00. PROGRAM ADMINISTRATION METHOD OF DELIVERY

C.10.01. The Contractor shall assign a Program Manager (PM) to oversee this contract and be available as needed (e.g., billing issues, questions that may arise). A Backup Point-of-Contact (POC) shall be established if the PM is unavailable & when the need arises.

C.11.00. OTHER DIRECT COSTS (ODC)

C.11.01. In rare instances, if Rights-Managed and/or Rights-Ready clearances are needed, the CO will negotiate any additional costs/fees, according to Requirement Section C.06.14.

C.12.00. INSPECTION/ACCEPTANCE OF DELIVERABLES

C.13.00. PAYMENT SCHEDULE

C.13.01. Payment will be conducted once annually at the beginning of each 12-month cycle.

C.13.02. The Contractor shall submit each invoice for each 12-month cycle after receiving the Contract Officer’s signed award and/or 12-month modification cycle (if exercised).

C.13.03. The Contracting Officer's Representative (COR) will review each annual invoice and upon acceptance will complete the required Receipt & Acceptance (R&A) within IRS’ internal Procurement for Public Sector (PPS) database.

C.13.04. Upon the Contractor’s accepted IRS approval, invoice(s) submission may be completed in the Invoice Processing Platform (IPP) System and/or submission to Beckley Finance Center (BFC) in Beckley, West Virginia:

· IRS Beckley Finance Center P.O. Box 9002 Beckley, WV 25802

Note: For further payment and invoice questions, contact the Beckley Finance Center at (304) 254-3372 or via e-mail at cfo.bfc.ipp.customer.support@irs.gov.

C.13.05. Once the invoice has been received by the Beckley Finance Center (BFC), IRS shall do Receipt and Acceptance (R&A) in IFS-PPS (if not completed prior) and invoice must be paid within fifteen (15) to thirty (30) days after each accepted deliverable cycle.

C.14.00. IRS RESPONSIBLE PARTIES & CONTRACTOR PROJECT MANAGER

C.14.01. Contract Officer The Contracting Officer (CO), in accordance with Subpart 1.6 of the Federal Acquisition Regulation (FAR), is the only person authorized to make or approve any changes in any of the requirements of this contract, and notwithstanding any clauses contained elsewhere in this acquisition, the said authority remains solely with the CO.

The Contract Specialist (CS) is the liaison between the CO and the Contractor. The CS is the contact point for all issues relative under this acquisition and/or contract inclusive of invoices, reports, inquiries and clarifications. The CS processes, oversees and maintains the contract actions per the sole approval of the CO.

The COR will represent the CO in the administration of technical details within the scope under the contract.

The Contractor shall provide a Project Manager (PM) for this contract who shall have the authority to make any no cost technical clarification, or special arrangement regarding this contract.

· The PM shall be able to communicate to all involved parties.

· The PM shall be able to answer any questions or provide clarity, as needed throughout the Contract’s Life Cycle (CLC).

· The PM or designated representative shall respond within one (1) Business Day after notification of the existence of a problem.