SOW Photography FY 25 SS.pdf

PHOTOGRAPHY STATEMENT OF WORK

FEDRAL LAW ENFORCEMENT TRAINING CENTER

SOURCES SOUGHT

The purpose of the following Statement of Work is to provide the requirements for the Federal Law Enforcement Training Centers (FLETC) and the offer of photography products and services. The types of photography shoots will be divided into three main categories: (1) class photos, (2) graduation photos, and (3) administrative photos. There may be slightly different delivery requirements including locations, sizes of prints, and delivery timeframes associated with the three categories.

I. Class Photos (Group Shot)

Photographer will be notified of a shoot in writing via email, or telephone. Information for the shoot will include photo location, number of students to photograph, call number, time and date of shoot, and type(s) of photo needed. The minimum notification is 24 hours or 8 working hours. Class Group Photos are taken Monday through Thursday, between 11:00AM and 1:00 PM in approximately fifteen (15) minute increments where there are multiple classes scheduled on the same day. If notification is under 24 hours or 8 working hours, (workday is between 8:00AM – 5:00PM), the contractor can decline the shoot with no penalty. Should for some reason the contractor arrive for a schedule shoot and the class does not arrive at the designated time or the schedule changed and the photographer has no subjects to photograph;

the contractor is entitled to be paid a pre-negotiated fee for their travel time if FLETC failed to notify the contractor of the schedule change.

1. The following elements are to be considered to determine the price of a class group photo shoot:

• Camera Fee (Photographer Services): Camera fee, hourly rate, minimum charge for jobs requiring less than one hour.

• Photos: (1) 8”x 10”, with a digital file high resolution of (300 dpi or greater, 8x10 inches) class photo with banner (see banner info below) for each agency represented in the class and one for FLETC records. The number of agencies represented in the class makeup determines the quantity of photos needed. The banner should be constructed as noted (see 1.0 below).

• Digital file (disc or electronically delivered): Each job will require a disc or electronic delivery -- the successful offer will have the capability to create a disc or provide electronic delivery in a high-resolution useable format photo file. The Government will select the file type and format they require for each job and will notify the photographer in advance or in post processing prior to digital delivery via electronic messaging ie, email or internet. A class roster must accompany the file.

2. Class sizes are in typical ranges from 24 to 48 students, but some may have differing sizes.

3. The Federal Law Enforcement Training Centers (FLETC) is to receive the photos (regardless of format) within 5 working days of the shoot unless otherwise requested.

A printed banner (the banner reflects the exact language used to identify the class on the actual photo: photo time, call number, class number, class name, agency, facility, dates, city and state, seals or logos) is required for the 8" x 10". The 8" x 10" photo (landscape) bleeds to the left, right, and top of the print. At the bottom of the 8" x 10" area, there is a 'white space" created.

The photographer may be asked to insert the agency logo in this white space on the left, as well as, additional verbiage provided on a class-by- class basis and centered in this white space, in Times New Roman type. No banner information or logo/seals will be changed on a photo without written approval from the appropriate agency academy director.

Example 1.0:

11:30 14-226 CITP FEDERAL

LAW ENFORCEMENT TRAINING CENTER CRIMINAL

INVESTIGATOR TRAINING CLASS #CITP-032

SEPTEMBER 06 – NOVEMBER 23, 2015

GLYNCO, GEORGIA

1-DHS Seal

Total copy (logo and class copy) will be centered from left to right side and from bottom of photo to bottom of print. Logos/seals and their correct usage will be furnished by the FLETC.

4. Class photos are taken at Building 98 Game Room, unless an alternate location is specified by the Government point of contact (POC). The contractor will be set-up and ready to take photographs at least 15 minutes prior to the time of the class arriving. The contractor will only take photographs of classes listed on the official class photo schedule provided by the government point of contact.

The photographer will work with the FLETC or agency representative on site to meet aesthetic and positioning requirements of the group photo. In the absence of a representative, the photographer will position the group shot according to its size.

On some occasions, more than one photographer will be required. The government will not ask for more than three photographers simultaneously.

II. Graduation Photos

1. Photographer will be notified of a shoot in writing via email, fax or telephone.

Information for the shoot will include photo location, number of students to photograph, call number, time and date of shoot, and type(s) of photo needed. The minimum notification is 24 hours or 8 working hours (using a workday of 8am-5pm for dealing with hours that cross into a second day). If notification is under 24 hours or 8 working hours, the contractor can decline the shoot with no penalty.

2. The following elements are to be considered to determine the price of a shoot:

• Photos: An average class graduation requires one (1) 5”x 7”, individual photo of each student receiving their credential or badge pinning. Some graduating classes will also require an 8" x 10" class graduation group photo with banner (see banner info below - 5). The number of students photographed determines the quantity of photos needed. Print or digital delivery to students will be required based on agency needs and specified during time of order.

• Digital file (disc or electronically delivered): Each job will require a disc or electronic delivery -- the successful offer will have the capability to create a disc or provide electronic delivery in a high-resolution useable format photo file. The Government will select the file type and format they require for each job and will notify the photographer in advance or in post processing prior to digital delivery via electronic messaging ie, email or internet.

3. Class sizes are in typical ranges from 24 to 48 students, but some may have differing sizes.

4. The Federal Law Enforcement Training Centers (FLETC), agencies, and graduating students should receive the photos (regardless of format) within 5 working days of the shoot unless otherwise requested.

5. A printed banner is required for the 8" x 10" group graduation photo. The 8" x 10" photo (landscape) bleeds to the left, right, and top of the print. At the bottom of the 8" x 10" area, there is a “white space" created. The photographer may be asked to insert the agency logo in this white space on the left, as well as, additional verbiage provided on a class-by- class basis and centered in this white space, in Times New Roman type. Total copy (logo and class copy) will be centered in the banner area both: from left to right side and from top to bottom in banner area. See example of photo requirements attached. Logos and their correct usage will be furnished by the FLETC.

7. Normally, graduations are held in Bldg. 912, and the graduation group photos are taken in front of Bldg. 912. In other instances, notification will be given for other locations for graduation photos.

8. The photographer will work with the FLETC or agency representative on site to meet aesthetic and positioning requirements of the group or individual photos.

9. On some occasions, more than one photographer will be required. The government will not ask for more than three photographers simultaneously.

10. Graduation photos are to be delivered to students and agencies by the contractor.

III. Administrative Photo Services

1. The photographer will be notified of a shoot via a phone call, fax, or email request.

Information provided by the Government for the shoot will include the photo location, event type, time and date of shoot, and type(s) of administrative photos needed. The period of notice to the photographer for an administrative photo service may be as short as two hours and is subject to last minute changes. When there are particular types of administrative photographs to be taken (speakers, presentation of awards, various group positions, with or without certificates, awards, or otherwise), the order will contain as much specificity as possible.

2. The following elements are to be considered to determine the price of a shoot:

• Digital file (disc or electronically delivered): Each job will require a disc or electronic delivery -- the successful offer will have the capability to create a disc or provide electronic delivery in a high-resolution useable format photo file. The Government will select the file type and format they require for each job and will notify the photographer in advance or in post processing prior to digital delivery via electronic messaging ie, email or internet.

3. Photography services may include aerial photos of the FLETC, Award Presentations and other special ceremonies and visits by Federal, State or Local Political Leaders, Senior Executive Leadership from the Department of Homeland Security Headquarters Operations, The Secretary (S1), Deputy Secretary (S2), Diplomatic/Public Affairs visits, or others. These may or may not require custom banners as determined at the time of the request.

4. The Publishing Services Branch of the Federal Law Enforcement Training Centers (FLETC) is to receive the photos (prints and/or digital content, as requested/required), regardless of format, within 5 working days of the shoot. The Protocol & Communications Office (PCO) often requires a representative collection of the photos (photographer's choice) to be emailed to their office within the same day for use in publicizing visits and events. These photos may be taken indoors or outdoors, both on and off the Center, within the local Brunswick region. Email will also be provided to the Publishing Services Branch of the same photographs sent to PCO.

5. On some occasions more than one photographer will be required. The government will not ask for more than three photographers simultaneously.

6. OFFICIAL STAFF (Portrait) PHOTOS may be required and the vendor will utilize the MMD Portrait studio in bldg. 680 or other designated location to complete the official portraits requested. Staff members will arrive at the shoot location at agreed upon times.

Samples indicating proper setup and placement of US Flag and/or other items will be communicated at the time of placing the call/order for services. Sizes for deliverables will vary and could be (but not limited to) color prints and/or disc or electronic format.

GFE may not be comprehensive and meet the needs for each shoot. Contractor will furnish any camera equipment required and may need to provide additional items and supplies based on individual shoot requirements. .

7. Administrative photos may be requested in various formats and sizes when prints are ordered.

IV.CONFIDENTIALITY, GOVERNMENT OWNERSHIP, AND OPERATIONAL

SECURITY

1. The nature of some of the work on this contract will be sensitive and confidential. For example, a Dignitary/Senior Executive may be planning a trip to the FLETC and for security reasons (or otherwise) the visit will not to be made known to the general public.

In some cases, the entire event may be sensitive, and its occurrence will need to be held in strict confidence between the Government and the photography vendor.

2. The digital images and all associated files with this contract are the sole property of the FLETC and the Department of Homeland Security, and the FLETC will own the copyrights to all photos taken. There is to be no other use made of photos, logos of agencies, or of any of the photography work taken except with the express written consent of the Publishing Services Branch at the FLETC.

3. Furthermore, many of the photos will be of agents and officers who are graduating from the FLETC and returning to jobs in the field, which may include undercover work. For that reason, all photos and/or electronic files under this contract must be safeguarded (only authorized FLETC staff can view, copy, or have electronic/hardcopy access to photos) in such a way as to ensure that the identity of the agents and officers would not ever be compromised.

No release or sale of prints, negatives, or electronic files to individuals of the photography work on this contract is to be made without the written permission of the FLETC. All aspects of a job must be performed by the vendor and not outsourced to a third party for operational security. (No written permission is required from the FLETC, or the individual depicted in the photo, for the photographer to sell that individual their own photos). Note: This does not apply to photos identified as "For Official Use Only."

4. In view of the above, the FLETC may coordinate with the photography vendor and identify portions of work as "For Official Use Only." Within the FLETC, the caveat “For Official Use Only” is used to identify sensitive but unclassified information with the

Department of Homeland Security agencies that is not otherwise specifically described and governed by statute or regulation. The marking, use, protection and dissemination of photography deliverables identified by the FLETC as “For Official Use Only” will be in accordance with Department of Homeland Security Management Directive System MD Number 11042.1, Safeguarding Sensitive but Unclassified (For Official Use Only Information).

V. DRESS CODE

The dress code requirement of this contract will be based on the formality of the photography occasion/event. In most instances, "business casual" will be acceptable (i.e., khaki pants with polo shirt). Business casual is acceptable attire for class graduation shoots, demo shoots, and local award presentations. Formal ceremonies or dignitary visits will require "Business Professional Attire”: professional attire means dress shirts, suits and ties; for men. Business wear for women is very similar to what men are expected to wear. Wear a women's business suit in a dark color like navy, charcoal, black, dark brown, or gray. Your skirt should match your suit jacket. The skirt should be hemmed at mid-knee or below; avoid mini-skirts or skirts with deep slits at the front, back, or sides.

PERIOD OF PERFORMANCE 10/01/2024 TO 9/30/2025

PHOTOGRAPHY PRICING

Item No. Description Unit Unit Price

0001 CAMERA FEE HOUR

0002 PHOTO PRINT 5x7 EA 0003 PHOTO PRINT 8x10 EA 0004 PHOTO Print 16x20 EA

PRINTED BANNER ON PHOTO (TYPE SET)

PORTRAITS

Item No. Description Unit Unit Price

0005 CAMERA FEE HOUR

0006 5x7 EA 0007 8x10 EA

DIGITAL FILE CD/DVD

Item No. Description Unit Unit Price

0008 CAMERA FEE HOUR

0009 CD/DVD EA

0010 Website ordering EA

PERIOD OF PERFORMANCE 10/01/2025 TO 9/30/2026

Item No. Description Unit Unit Price

1001 CAMERA FEE HOUR

1002 PHOTO PRINT 5x7 EA 1003 PHOTO PRINT 8x7 EA 1004 PHOTO Print 16x20 EA

Item No. Description Unit Unit Price

1005 CAMERA FEE HOUR

1006 5x7 EA 1007 8x10 EA

1008 CAMERA FEE HOUR

1009 CD/DVD EA

1010 Website Ordering EA

PERIOD OF PERFORMANCE 10/01/2026 TO 9/30/2027

Item No. Description Unit Unit Price

2001 CAMERA FEE HOUR

2002 PHOTO PRINT 5x7 EA 2003 PHOTO PRINT 8x10 EA 2004 PHOTO Print 16x20 EA

Item No. Description Unit Unit Price

2005 CAMERA FEE HOUR

2006 5x7 EA 2007 8x10 EA

2008 CAMERA FEE HOUR

2009 CD/DVD EA

2010 Website Ordering EA

PERIOD OF PERFORMANCE 10/01/2027 TO 9/30/2028

Item No. Description Unit Unit Price

3001 CAMERA FEE HOUR

3002 PHOTO PRINT 5x7 EA 3003 PHOTO PRINT 8x10 EA 3004 PHOTO Print 16x20 EA

Item No. Description Unit Unit Price

3005 CAMERA FEE HOUR

3006 5x7 EA 3007 8x10 EA

3008 CAMERA FEE HOUR

3009 CD/DVD EA

3010 Website Ordering EA

PERIOD OF PERFORMANCE 10/01/2028 TO 9/30/2029

Item No. Description Unit Unit Price

4001 CAMERA FEE HOUR

4002 PHOTO PRINT 5x7 EA 4003 PHOTO PRINT 8x10 EA 4004 PHOTO Print 16x20 EA

Item No. Description Unit Unit Price

4005 CAMERA FEE HOUR

4006 5x7 EA 4007 8x10 EA

4008 CAMERA FEE HOUR

4009 CD/DVD EA

4010 Website Ordering EA