SOW Video Facility Engineering Support - 2025 - Clean.pdf

DLA PUBLIC AFFAIRS (VIDEO TEAM)

“VIDEO FACILITY ENGINEERING SUPPORT”

FOR DLA VIDEO FACILITY, FORT BELVOIR, VIRGINIA

STATEMENT OF WORK

1. BACKGROUND

1.1 The Defense Logistics Agency located at Fort Belvoir, Virginia, has a video team and a video production facility located in its Headquarters. The video team produces complex video productions and broadcasts live events to the global DLA workforce. This requirement is for specialized technical video support services for the DLA video facility located at Ft.

Belvoir.

2. SCOPE OF WORK

2.1 Contract period of performance will be for one (1) year from date of contract award and four (4), 12 month options (if funding is available). This contract requires the following:

SPECIALIZED VIDEO ENGINEERING SERVICES: (not to exceed 144 person-hours in a 12-month period. DLA will only pay for the actual services received. This will be a fixed price per hour contract with a Not To Exceed (NTE) amount of 144 billed hours per year.

• Vendor will provide a video engineer to participate in an initial assessment meeting with DLA Contract Officer Representative (COR). The assessment meeting will cover DLA’s current video capabilities to include live switched and streaming, current workflow, and near term and future technical needs.

• The vendor will provide recommendations for replacing failing and inadequate equipment that does not meet new requirements for High Definition or Ultra High Definition video production. Under current consideration are new robotic cameras for the DLA auditorium, equipment to streamline captioning process, relocating the core equipment room and installing an insert studio, and other needs as they become requirements. Full understanding and experience with audio/video patch bays and routers, wiring and connections, plus network server communications and wiring is required.

DLA is not obligated to follow equipment recommendations made by contractor.

• Vendor will perform two (2) scheduled equipment inspections for proper performance and safe installation at six-month intervals. Vendor will make service calls when equipment malfunctions on existing DLA equipment during the contract’s period of performance. This includes:

o One on-site equipment inspection within 30 days of contract start-up or renewal (in October) and a second on-site equipment inspection six months later (in April) +or -15 days, to meet with COR, to inspect all power supplies, cabling and connections on equipment and to ensure equipment is operating properly and efficiently.

• Equipment list attached. Excel spreadsheet: “Video Equipment Inventory 2- 2024”

• Routine equipment check will occur at the DLA Fort Belvoir video facility during normal working hours 8:00am to 4:30pm

• Vendor shall respond within 24 hours of a service call as requested by the COR for phone, online, or in-person support. A technician or video engineer will provide a technical assessment on the issue and options for solutions.

• DLA personnel will send out equipment for repair and purchase new equipment based in-part on vendor recommendations, but the final equipment decision is DLAs to make.

• Vendor will uninstall equipment as COR deems necessary.

• DLA team will dispose equipment.

• Vendor will provide on-site engineering, system integration and testing of any newly purchased video equipment. Whether the purpose is for, repair of failing equipment or the COR deems a change to the video production system is needed, the vendor will support the installation.

o Installations include:

1. all basic parts, cable running and testing of equipment

2. labeling of cables, patch bays and equipment

3. expendable parts (additional items to be procured by DLA)

• Vendor will provide qualified video engineer for installation of new equipment and to update the current audio/video wiring diagrams, incorporating new equipment and workflow.

Work Scheduling and Duties

• While on-site, Vendor shall make every effort to avoid any interruption of the work environment. If it is necessary to interrupt work, Vendor shall notify the COR at least two business days in advance so video team’s work schedules can be adjusted.

• After work is completed, Vendor shall perform final testing and make any necessary adjustments to the completed system.

• Vendor shall provide basic orientation training on any new hardware for up to four participants. Basic means turning equipment on and off, basic commands to start up software, etc.

• Vendor shall identify points-of-contact responsible for contracted work.

• No overtime or travel reimbursement is allowed on this contract.

Task Management

• The COR shall ensure that access to the facility is available to the vendor during business hours, stated previously.

• The COR shall be available to assist the contractor during business hours.

• The COR shall provide the contractor with access to the areas required during the installation.

3. VIDEO ENGINEER EXPERIENCE

3.1.1 DLA requires:

• Vendor personnel to have 15 years experience in Video Systems Engineering and maintenance of video broadcast equipment. Show system design and build experience.

3.1.2 Vendors must be U.S. citizens.

4. WORKMANSHIP:

4.1.1 Work will be executed in a careful and professional manner.

4.1.2 If contractor fails to meet any of the requirements or has equipment problems it will be the contractor’s responsibility to take care of the problem with NO CHARGE to DLA.

5. ACCEPTANCE & INSPECTION:

5.1 Upon completion of work, the COR shall perform acceptance and inspection.

Inspections shall occur within 1 hour after completion and shall include a full demonstration by the vendor to show full equipment serviceability.

6. SECURITY REQUIREMENTS:

6.1 Vendor personnel shall be escorted in the required areas and will be required to sign in and sign out of specific areas. The Vendor shall follow local procedures.

Contractor Personnel must be U.S. citizens, have a valid U.S. driver’s license and up-to-date vehicle registration and inspection documents.

7. VENDOR REFERENCES:

7.1 Vendor personnel shall provide at least two references and three points of contact at locations where vendor has provided video support services specifically in the areas of engineering and installation of a video production facility where live broadcasts are the core mission.

7.2 Vendor will provide resumes of the video engineer that will support this contract.

8. PERIOD OF PERFORMANCE:

8.1 The period of performance for this contract will be for one (1) year from date of Contract award plus four (4), 12-month option periods if COR chooses to renew each option year and if funding is available.

9. WORK/PAYMENT STRUCTURE:

9.1.1 For the 12-month period, the work performed will not exceed 144 person-hours.

9.1.2 Vendor will provide an hours estimate for each proposed and authorized work/job/project. Once the COR has approved for the Contractor to perform the required work and the Contractor has successfully completed the work, the Contractor will invoice for the actual hours worked. The Contractor should only invoice when services are rendered and not more often than once per month.

9.1.3 This is a fixed hourly price contract with a Not To Exceed (NTE) number of hours (144 person) on a yearly basis. DLA will only pay for actual hours of services received related to the scope of the specific project.

9.1.4 The annual contract funding amount may not be fully executed and will not to be exceeded.

9.1.5 Vendor will provide an hourly billing rate for the video engineer.

10. HOLIDAYS

10.1.1 Recognized Holidays No work shall be performed on the following eleven (11) Federal holidays observed at Fort Belvoir.

• New Year's Day (January 1).

• Birthday of Martin Luther King, Jr. (Third Monday in January).

• Washington's Birthday (Third Monday in February).

• Memorial Day (Last Monday in May).

• Juneteenth National Independence Day (June 19).

• Independence Day (July 4).

• Labor Day (First Monday in September).

• Columbus Day (Second Monday in October).

• Veterans Day (November 11).

• Thanksgiving Day (Fourth Thursday in November).

• Christmas Day (December 25).

The contractor shall not be required to work when the Federal Government is closed for inclement weather. If the Government is on any amount of an hour delay or closes early, the Contractor will be under the same schedule.

11.0 WORK OUTSIDE REGULAR WORKING HOURS

11.1 Unless otherwise specified, all work shall be performed during the Government’s regular working hours. If the Contractor desires to work after regular working hours, Saturdays, Sundays, or holidays, the Contractor shall submit a request to the COR for approval five (5) working days before performing the work.

Any work that will cause safety concerns or will disrupt the productivity of DLA HQC tenant personnel (including Emergency and Urgent Maintenance or Repair and Preventive Maintenance Service Orders) shall be performed after normal working hours.

Point of Contact:

Mr. William J. Miller

Producer/Director/Editor william.j.miller@dla.mil Office: 571-767-1810 Cell: 703-728-2133 DLA Headquarters Public Affairs Office 8725 John J. Kingman Rd.

Fort Belvoir, VA 22060

12. BILLING RATES:

12.1 As part of the response, the vendor will provide an hourly price rate for video engineer services.

13. PLACE OF PERFORMANCE

13.1 Defense Logistics Agency

DLA-DP

8725 John Kingman Road Fort Belvoir, VA 22060

14. DLA EQUIPMENT/SOFTWARE

14.1 See attached Excel spreadsheet: “Video Equipment Inventory 2-2024”

14.2 See attached wiring diagrams of video facility.

15. POINT-OF-CONTACT FOR REQUIREMENT

15.1 All questions relating to this Statement of Work (SOW) will be directed to:

Mr. William J. Miller Audio/Visual Specialist Public Affairs Division Office Phone:571-767-1810 Email: william.j.miller@dla.mil mailto:william.j.miller@dla.mil