Attachment_3-Performance_Work_Statement_(A002).pdf

UNCLASSIFIED//FOR OFFICIAL USE ONLY

Attachment 3 – Performance Work Statement

RFQ – SFSIAQ17R0005

AV

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DOS/FSI/EX/ACQ

United States Department of State

Foreign Service Institute Audiovisual Facility: Support Services

Draft Performance Work Statement for Audiovisual Support Services

Proposed base year + 4 year ordering period Indefinite Delivery/Indefinite Quantity (IDIQ)

05/30/2017

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Foreign Service Institute

Audiovisual Facility

Audiovisual Support Services

Performance Work Statement

Background

The Audiovisual Facility (AVF) supports the mission of the Foreign Service Institute (FSI) by providing a wide range of instructional support services. These services include graphics, still photography, video production, classroom Audiovisual (AV) technical support, electronic publishing, TechLab and Immersive Training support, and printing and document reproduction services. The Audiovisual Facility is comprised of a professional staff of graphic artists, AV technicians, videographers, photographers and other technical specialists. The facility has a television studio, editing suites and a videoconferencing studio with the latest digital and analog equipment. The campus closed-circuit television system originates from this facility. AVF also manages, maintains and supports the projects and resources that require the eLearning and Innovation Lab located on campus. The eLearning and Innovation Lab is a forward-thinking space for instructors to experiment with 21st century technologies, push creativity with new software/hardware, cultivate pilot projects, and lead the way in designing new technology- enabled instructional activities and practices.

AVF supports the mission of FSI by providing the following services:

a. Video Production Services

The Audiovisual Facility provides a range of video production services from simple classroom tapings and coverage of live events, to sophisticated studio or location productions.

b. Media Duplication

The Audiovisual Facility provides duplication and standards/format conversion of legacy VHS tapes and DVD’s. This includes a strict adherence to copyright law and the “Fair Use” provisions for instructional purposes.

c. Photography

The Audiovisual Facility provides still photographers for special events and instructional projects, using both digital and film-based equipment and materials.

d. Digital Video Conferences

The Audiovisual Facility provides digital videoconferencing to connect with many posts around the world. Training with distant sites, bringing guest speakers to FSI, language tests, and meetings are all possible via videoconferencing.

e. Printing and Reproduction Services

The AV printing and reproduction division handles the copying of large yield jobs of classroom materials that require tape binding, tabs and three-hole punching or

Page | 3 of 13 industrial staple-bound books. These projects often include, but are not limited to, instructor created textbooks, demonstration binders and informational books.

f. Graphics

AVF graphics specialists create a variety of instructional visual information products for instructional purposes. They also provide consultation and design on high quality print projects and facilitate production of the final product. Graphics products cover a multitude of areas of classroom and institutional support, including posters, flip charts, plaques (engraving), laminating and dry mounting, exhibits and displays, hard copy book layout and design, and other materials as required.

g. Equipment Loans/Classroom Support/Installations

The Audiovisual Facility installs and maintains the AV equipment needed for classroom and facility support. This includes touch panel technology (SMART panels/boards), projectors, VCRs/DVD/Blu-Ray Players, set-top boxes, televisions, and other AV-related equipment. AVF is responsible for evaluating the systems that are in place and making recommendations for upgrades in order to stay current with emerging AV technologies.

h. MATV Distribution

The Audiovisual Facility operates a closed circuit television system within the

Foreign Service Institute. This system carries a variety of foreign language broadcasts and news channels and is available in most classrooms.

i. FSI’s eLearning and Innovation Lab (TechLab)

AVF manages, operates and supports the FSI eLearning and Innovation Lab located on campus. This support includes monitoring and testing advanced technologies and evaluating how they could benefit the mission of FSI, as well as supporting and maintaining existing technologies within the eLearning Lab. Existing lab capabilities include 3D printing, an Immersive Learning Environment (ILE

Simulation room), Microsoft HoloLens, SMART interactive panel technologies and other virtual environment learning tools. AVF also works with and supports instructors in the creation, technical implementation and support of TechLab driven projects.

j. ePublishing

AVF manages the digital publishing program for FSI. This includes the development, design and creation of new electronic-only “ePublications” and the conversion of existing materials to a digital format. ePublishing products range from static PDFs to interactive eBooks and materials with embedded audio or visual components as well as other interactive elements.

Period of Performance and Contract Type

The Government anticipates awarding a single fully loaded Firm Fixed Price Indefinite

Delivery/Indefinite Quantity (IDIQ) contract from this solicitation. The IDIQ will consist of a base period (effective date of award for one year) and four (4) one (1) year option periods.

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The period of performance will commence on or about 08/02/2017. Actual orders for services may be issued any time from 08/02/2017 through 08/01/2022 should all option years be exercised. This IDIQ is not for United States Government Civil Service jobs. Performance of the contracted services will only occur as authorized by specific orders detailing dates, tasks, and schedules. There will be no limit to the number of orders issued under the IDIQ. The

Government may issue orders requiring services at multiple locations (see Place of

Performance).

Assumptions

The Contractor shall provide staff (referred to in this Performance Work Statement as

Contractor staff) that is fully trained, experienced, and capable of performing all tasks stated in this Performance Work Statement. The Government may provide training for any required tasks that will be unique to the Department of State. The company must ensure that all of their staff remains abreast of market trends for certifications and up to date on all certifications required by this contract.

The Government will evaluate the Contractor annually based on performance metrics specified in Attachment 5.

The Government will not sponsor any facility or individual security clearances. Work requirements for all contractor staff will be determined by the Contracting Officer

Representative (COR)/General Technical Monitor (GTM) and the needs of the Department of

State (DOS).

Contractor staff shall adhere to all DOS, FSI, and AVF regulations and procedures. The awarded contractor company will adhere to all written Standard Operating Procedures (SOPs) and policies, both presently in place and those which may be identified as necessary to clarify the FSI mission and do not unduly add to the scope of the contract. Current SOPs, if applicable, will be made available at the post-award orientation. Products developed under this contract shall be the property of the Government in accordance with the Rights in Data

Clause, 52.227-14.

Contractor shall provide qualified personnel for positions listed below in Attachment C. The contractor company shall also ensure proper orientation to the FSI location and that AVF requirements are provided to newly added contractor staff, as part of their on-boarding process for their employees.

The Contractor shall not use government facilities, property or time to conduct private business. As an example, all-hands meetings or other contractor meetings pertaining to non-government business must be conducted off site and at no cost to the Government.

Additionally, the contractor shall not use government facilities, property or time to train its

Page | 5 of 13 staff for training not tasked by the Government or not needed for government-specific programs.

The Contractor shall ensure that all products and materials are Section 508 compliant and accessible. DOS/FSI is required, by Section 508 of the Rehabilitation Act of 1973 as amended in 29 U.S.C. 794d, to procure, develop, maintain, or use electronic and information technology (EIT) products/services that are comparable in usability and accessibility, for

DOS and other federal employees with disabilities and for members of the public with disabilities seeking information and services, to the usability and accessibility that is afforded individuals without disabilities. The EIT Accessibility Standards for complying with Section

508 are prescribed by the Architectural and Transportation Barriers Compliance Board (“The

Access Board”) at 36 CFR 1194, particularly under Subparts B, C, & D and any updates.

Contractors shall ensure that all EIT products/services delivered via this contract (e.g., courses, products, materials, and support) meet/exceed all applicable Section 508 requirements and thus are comparable in usability and accessibility (i.e., hereafter, referred to as “full compliance”). Contractors’ proposals in response to this solicitation shall contain documentation of their relevant experience, specific product testing, checklists, and standard operational procedures used to ensure full compliance with Section 508 of the Rehabilitation

Act of 1973 as amended in U.S.C. 794d and any updates. All final EIT deliverables must include DOS-acceptable verification of compliance, to include WCAG 2.0 Priority Levels A and AA. In the event of a dispute between the selected Contractor and the DOS, then the

DOS assessment will prevail, and the Contractor shall need to make any additional changes required to conform with the DOS assessment and at no extra charge to the DOS.

Scope

This contract shall provide direct labor-hour contractor support for support roles which require specialized skill sets in the emerging and evolving Audiovisual and eLearning Development sector. The desired outcome of this contract is to establish a reliable contract vehicle to obtain and provide needed contractor support in order to manage and maintain the various FSI

Audiovisual programs which currently exist. The broad pillars of this program are as follows:

a. Audio Visual Technical Support – Perform research, support, plan, and maintain existing products and infrastructures. Provide hands-on technical support to service, repair, install and consult, and develop technical solutions to initiatives requested by instructional staff. Provide technical consultation and monitoring of FSI audio visual systems and audio visual related projects. Perform system upgrades as directed by the

Department of State (DoS) or FSI.

b. eLearning and Blended Learning Development – Develop, design, test eBook and eBook related material. Working closely with FSI schools and instructors in the planning. Design and implement procedures and project work flows.

Provide technical consultation for eLearning materials. Provide eLearning and

Innovation Lab support (as described previously). Provide planning and

Page | 6 of 13 technical support. Provide instructional design support for Audio Visual-led projects that are developed for both ePublishing and eLearning. Produce, develop and build gaming simulations and programming. Understand and implement accessibility features (Section 508 compliance) with any products developed to support the FSI mission.

c. Audio Visual Project Services – Video production, editing, script writing, storyboarding, and related services. Provide communications with clients and staff on projects. Estimate timelines, support project workflow, implement digital asset management, photography, photo editing, and project management at the direction of the Government, for any AV related projects.

Contractor Responsibilities

The Contractor shall deliver Technical Specialist professionals to provide skills in the below, but not limited to, following functions:

1. Audio Visual Technical Support

Needs Assessment and Analysis

Classroom/Institutional/Facility Technical Support

Property Tracking and Monitoring

Technical Assessments

Product Installations

2. Audio Visual Project Services

Needs Assessment and Analysis

Project Management

Project Development

Video/Photography Services

3. eLearning and Blended Learning Development eBook Development

Graphic Design eLearning Innovation Lab Services

Gaming/Programming

4. Program/Contract Management Services and Support

Monthly timesheets delivered along with invoices each month.

Weekly Reporting

Provide administrative assistance as needed to support the AVF mission (e.g., assistance with presentations or program support tasks related to AVF’s mission).

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The Contractor must provide all of their staff with company lanyards to attach to the contractor staff member’s badge holder and must also provide a company badge. All contractor staff will be required to wear their company lanyard, company badge, and

Government badge at all times. Failure to do so will result in a conduct deficiency which will be reported to the company KPM.

Pre-service Orientation

The Contractor shall provide an in-depth orientation course prior to contract staff working onsite at FSI. The pre-service orientation must, at a minimum, provide the contractor staff with an assimilation to the DOS mission and Agency structure, FSI’s mission, FSI organizational structure, AV’s SOPs, AV’s structure (to include identification of the Division Director, the CO, the COR, and any GTMs), types of AV technology used throughout FSI that they will be working with, type of work their position will be encompassing specific to FSI’s AV program, reporting guidelines (e.g. contractor staff should go directly to their KPM for any issues who will then address issues with the COR), a company chain of communication, the Government chain of communication, and all DOS and FSI policies.

Pre-service orientations have no mandatory timeframe but must be performed by the contractor company offsite and prior to the contractor beginning work at FSI.

Government Responsibilities

The Government will provide:

1. Training on processes and products specific to the DOS or FSI that are not industry standard.

2. Access to hardware, software, and networks (production and development networks) as necessary to perform the duties in this Performance Work

Statement.

3. Workspace onsite in Arlington at SA-42. Alternate workspace at Wilson Blvd will be provided only if required by Government.

4. Appropriate access to FSI management, staff, buildings, data center facilities, and resources identified as essential to complete work activities.

5. Contracting Officer Representative/Alternate Contracting

Representative (COR/ACOR) will approve and sign invoices.

6. Government Technical Monitor/s (GTMs) and COR/ACOR will monitor and inspect work.

7. The FSI/EX Office of Acquisitions will manage the contract and the FSI/EX

Budget Office will allocate contract funding.

8. The COR/ACOR will provide SOPs and general FSI orientation materials.

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Clearance and Building Access

To gain initial entrance into the building of the National Foreign Affairs Training Center

(NFATC), Rosslyn Campus at 1200 Wilson Boulevard, Pomponio Plaza East at 1800 N. Kent

Street (SA-15) or HST 2201 C. Street N.W., the Contractor Company and/or Contractor will be required to go to the Visitor's Center (NFATC) or the DS Front Desk (Rosslyn Campus), SA-15 or HST for access into the building. The Contractor will be required to complete questionnaires to obtain security approval and a DOS badge that will allow access to the building during normal working hours. All security forms must be completed and submitted before starting work. The process of obtaining a DOS badge is at the sole expense of the

Contractor. Time, travel and expenses will not be reimbursed. Upon leaving/removal from the FSI contract, contractors are required to turn in their DOS badge to the COR/ACOR, along with any other Government issued equipment.

*Contractors cannot perform services under the CLIN they are supporting until they are fully badged and provided access to DOS facilities in accordance with Diplomatic Security guidelines and procedures.

Quality Assurance/Control Plan

The Offeror shall develop, implement and maintain an effective Quality Assurance/Control system which includes a written Quality Assurance/Control Plan (QCP). The QCP shall implement standardized procedure and methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Offeror shall provide a monthly report, to include but not limited to, the number of positions within AV, the position titles being filled, the contractor’s name holding the position, and turnover for all positions.

The QCP is to be implemented within thirty (30) days after contract award. The contractor shall submit copies of the QCP within five (5) business days when any changes are made. Any proposed changes by the government to the QCP, after acceptance, shall be submitted to the

Offeror in writing by the Contracting Officer (CO). The Offeror shall ensure services are performed in accordance with this PWS.

Technical Direction

Guidance and specific direction in carrying out the stated requirements within the context of the

Agency will be provided by the COR (to be identified when the orders are placed) on an ongoing basis.

Methods of Surveillance

Offeror performance shall be evaluated using periodic, random, and 100% inspection methods of surveillance. Contractor staff performance, to include customer feedback from external program

Page | 9 of 13 offices will be utilized for contractor performance surveillance. Should contractor performance be deficient, the company will be required to take appropriate action to correct the deficiency.

Hours of Operation and Location of Work

All Contractor staff shall support the activities specified during a standard week (Monday –

Friday), including AVF core hours of 0900 - 1530 pm ET. Total daily operational hours will span from 0730 to 1745 ET, Monday through Friday with a 45-minute mandatory lunch. A 45-minute lunch break is required for all contractors working five hours or more during the work day. The 45-minute lunch break must be taken between the hours of 1030 ET and 1400 ET and cannot be taken at the beginning or end of the Contractor’s tour of duty. Any changes to this policy will follow 3 FAM 2333.1-3 “Regular Basic Workweek for State-Washington, DC”.

In addition, the Contractor shall ensure that the staff is available to handle after hour emergencies and planned maintenance activities as directed on a case-by-case basis

(infrequent) by the Government. The overtime hours completed should be billed at the standard hourly rate(s) unless required to provide premium compensation per the Fair Labor

Standards Act (FLSA) or should any position fall under the Service Contract Labor Standards

(SCLS); after- hour emergencies are generally supported on-site.

This means: No contractor staff that has a regularly scheduled 8 hour day shall have a schedule that begins before 0700 ET or ends later than 1800 ET, Monday through Friday, with the exception of approved “Overtime” for extended projects. Additionally all schedules must be approved by the COR. Any changes to schedules will require an approval from the COR.

*All contract staff that has a regularly scheduled 8 hour day must provide services during the core operational hours of 0900 ET and 1530 ET regardless of schedule variations.

This means: All contractor staff that has a regularly scheduled 8 hour day should begin work no later than 0900 ET and end work no earlier than 1530 ET, Monday through Friday

The Contractor must be flexible in order to meet the ongoing, daily demands of the unit of assignment. Assignments and schedules will be provided, in writing, by the COR or ACOR in accordance with the programmatic needs of AVF. Should any assignments or schedules be changed, the COR or ACOR must provide written approval for the change and the

Contractor Company’s PM must also provide written approval. Changes to work schedules are not to be habitual nor should schedules change to accommodate personal schedule demands. Schedules will only change at the request of the Government and to conform to the Government’s needs.

All work shall be performed onsite at SA-42, SA-15, at the Wilson Blvd FSI location in

Arlington, at State Department Headquarters in Washington DC, or all four, using

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Government-provided equipment. Occasional attendance at the request of the Government for meetings, Government-required training or other events off-site in the local Washington

DC metro area may be required. The Government will not provide transportation costs or per diem unless the tasks requested are unique to the Department of State and the expense is approved by the COR. The addresses for the onsite work are:

Primary location: U.S. Department of State, Building Annex SA-42

George P. Shultz National Foreign Affairs Training Center

4000 Arlington Boulevard

Arlington, VA 22204

Secondary location: U.S. Department of State

1200 Wilson Blvd

Arlington, VA 22209

Tertiary location: U.S. Department of State, Building Annex SA-15

Pomponio Plaza

East 1800 N. Kent

Street Arlington, VA 22209

State Department: Harry S. Truman Building (HST)

2201 C St NW

Washington, DC 20520

The Government will not provide nor reimburse for transportation to and from work or parking expenses.

Status Reports and Meetings

The Contractor Company shall submit the following reports to the COR/ACOR:

1. Monthly Status Report within five (5) business days at the beginning of each subsequent month including:

• Summary of work by CLIN and remaining funds on each CLIN.

• A list of all current employees by name, by CLIN

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• Summary of Contractor schedules reflecting the times each contractor is working and flagging any changes from the previous month (any changes must be COR and company

KPM approved).

• Summary of positions filled and positions remaining to be filled.

• Summary of action taken for any requests from the CO, COR, ACOR, or GTM. For actions in-process include remaining steps and deadline and/or estimated date of completion.

• Outstanding issues pending.

• Anticipated problems during the upcoming month.

2. Financial Reports (semi-monthly, monthly, quarterly, yearly, and on demand) that detail the costs accrued by contract personnel. These financial reports must provide the following metrics at a minimum: employee name, employee labor category and billing rate, start and end date of current Task Order, employment authorization and expiration date (if applicable), date of issue and date of expiration of their DOS badge.

3. Quarterly staffing report by CLIN. At the end of each quarter, the Contractor Company shall detail the previous quarter’s staffing for each CLIN, including turnover rates, and the

Contractor’s success in meeting, succeeding or failing to meet the specified performance objectives. The Contractor Company shall participate in periodic status and planning meetings with the Government. The KPM and AKPM shall meet at a minimum weekly with the

COR/ACOR.

Unexpected Government Closures

Contractors will be allowed to invoice a full work day for unexpected Government closures such as, but not limited to; terrorist threats, facility malfunctions, inclement weather, etc.

Exceptions to unexpected closures that cannot be invoiced for are issues such as, but not limited to, Government shut downs due to budgetary issues, preplanned leave, etc.

Contractors shall only invoice for the regularly scheduled hours of contractor staff that are impacted by the unexpected Government closure.

Scheduled absences by contractor staff shall be submitted in writing by the Key Personnel to the

COR/ACOR and GTM no later than five (5) business days prior to the expected absence.

Problem Notification

The Contractor shall notify the FSI Contracting Officer and COR immediately of all problems that impact or potentially affect the contract, deliverable(s), or project schedule. Such notifications shall be made verbally during normal work hours or at the beginning of the next

Government workday. For each problem encountered, the Contractor shall follow verbal notification with a written report to the COR within 24 hours after the identification of the problem. If potential problems impact the contract, please contact the Contracting Officer (CO) within 24 hours after the identification of the problem.

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In case of dispute, the Contractor must consult with the CO/COR, citing conditions of the Performance Work Statement.

Incorporation of Contractor’s Technical Proposal

The contractor shall provide the AV support services in accordance with its technical proposal and any revisions submitted in response to this solicitation prior to contract award. The final version of the contractor’s technical proposal is incorporated into the awarded IDIQ by reference.

Management Communication Plan

The Contractor shall implement the Management and Communication Plan developed as part of its proposal. Administrative approach and activities of managing the contractor staff located on the client site (whether management resides onsite or offsite) must be clearly defined in the

Management and Communication Plan. If partially staffed by a sub-contracting company, the

Plan will detail how the contract will be managed vis-à-vis the Sub-Contractor. Plan will specify processes for communicating with program personnel and the status of deliverables.

Training

The Contractor shall provide staff training to maintain up-to-date technology skills at their own expense. The Contractor shall provide company specific orientation to their staff at their own cost. The training cannot occur on government property. The Government will not allow costs, nor reimburse costs associated with the Contractor training employees in an effort to attain and/or maintain minimum personnel qualification requirements of this TO.

Other training may be approved on a case-by-case basis by the CO. The Contractor shall fund all training unless it is State-specific in nature, such as due to a DOS FSI change in software, hardware, change in programs, or procedures out of scope of market trends. When authorized travel/training is required on behalf of FSI, the Contractor will be reimbursed for pre-approved training expenses.

Attendance at workshops or a symposium is considered training for purposes of this clause.

Rate Refreshment

The labor rates are fixed for all contract year periods, however, the Contractor may submit a proposal reducing the fixed labor rates at any time during the life of this contract. The proposed labor rates for the out years for Option 1 to Option 4 should be all inclusive of any escalations. The Government will review these proposals and determine if the revised rates are realistic and in the best interest of the Government. If the rates are accepted, the

Government will modify the contract by incorporating the new rates into the contract. At any

Page | 13 of 13 time and throughout the life of the contract, at the request of either the Contractor or the

Government, the Contractor may propose additional labor categories, rates and descriptions in addition to the Government labor categories. These additional labor categories, rates and descriptions will be negotiated on a case-by-case basis. The additional categories, rates and descriptions proposed, upon determination by the Government that they are fair and reasonable, will be incorporated by modification into the contract.