Virtual_Tour_PWS_DRAFT.docx

FA7000-18-C-0013 Virtual Tour

DRAFT

USAFA VIRTUAL TOURS

PERFORMANCE WORK STATEMENT (PWS)

February 2023

UNITED STATES AIR FORCE ACADEMY

2304 Cadet Drive, Suite 3100 United States Air Force Academy, CO 80840-2315

I. REQUIREMENTS

1. GENERAL REQUIREMENTS:

1.1. Scope of Work. The United States Air Force Academy (USAFA) requires a web-based virtual reality (VR) and 360-degree spherical photography and videography capability that includes the design, production, and hosting of interactive 360-degree walking tours that enable interaction at multiple interest points and independent 360-degree video vignettes.

1.2. Point of Contact (POC). The Contractor shall provide a POC to act on behalf of the contractor and respond to questions regarding creative details/designs, work order issues and deadlines. An alternate POC shall act on behalf of the primary when he/she is absent. Both individuals shall be designated in writing and submitted to the Contracting Officer Representative (COR) and Contracting Officer (CO) at time of award and as updated.

1.3. Office Hours. USAFA core operating hours are Monday through Friday, 0730-1630 MST. Contractor shall be available via telephone during core hours of operation.

1.4. Contractor Manpower Reporting for Contract Performance Work Statements. The Contractor shall report ALL contract labor hours (including subcontractor labor hours) required for the performance of services provided under this contract for the U.S. Air Force. The Contractor shall fill in all required data fields at https://afcmra.dmdc.osd.mil.

1.4.1. Reporting inputs shall be for the labor executed during the period of performance during each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported at any time during the FY, all data shall be reported by 31 October of each calendar year. Contractors may direct questions to the Contractor Manpower Reporting Application (CMRA) help desk.

1.4.2. Uses and Safeguarding of Information. Information from the secure website is considered proprietary when the contract number and Contractor identity are associated with the direct labor hours and direct labor dollars. No data will be released to the public with the Contractor's name and contract number associated with the data. User manuals for Government personnel and Contractors are available at the CMRA link at http://www.ecmra.mil.

1.5. Guidance/Instruction Changes. The Contractor shall immediately implement all changes to a Government identified guidance/instruction which does not result in additional cost. If additional cost is anticipated, the Contractor shall notify the Contracting Officer (CO) within thirty (30) calendar days of the change. If the Contractor does not notify the CO that changes will lead to a cost impact within thirty (30) calendar days of being informed of the change in writing by the COR or CO, the Contractor shall implement the change at no additional cost to the Government. The Contractor shall not implement a change that affects the cost of the contract without written approval from the CO.

1.6. Controlled Unclassified Information (CUI) Material. If the Contractor determines that unauthorized personnel have access to CUI material, the contract manager shall immediately notify the COR and fully cooperate with any investigation. Contractor shall comply with DoD Manual 5400.07 Freedom of Information Act (FOIA) Program regarding the disclosure of records to the public, as well as DoD Manual 5200.01, Vol 3 & Vol 4 regarding the marking, handling, transmitting, and safeguarding CUI material.

1.7. Quality Control Plan (QCP). The Contractor is required to manage the quality of the services delivered using their internal management structure and is encouraged to use innovative and creative processes and continuous quality improvement in the performance of the PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure the non-recurrence of defective services. The QCP shall be submitted to the Contracting Officer Representative (COR) and Contracting Officer (CO) for review within 30 days of award and as updated. The QCP shall consist of the following:

1.7.1. Methods. A description of the methods to be used by the Contractor for identifying and preventing defects in the quality of service.

1.7.2. QCP Materials. A description of the records to be kept to document inspections and corrective or preventative actions taken.

1.7.3. QCP Management Program. A comprehensive management program that addresses customer service and corrective actions when contractor fails to meet service quality standards.

1.8. Contractor Generated Information. All information (i.e., text documents, video, photos, and artwork) generated and maintained under this contract, including Government-furnished information, shall be available for Government review upon request. All information collected because of efforts under the task order is the property of the U.S. Government and shall not be released either formally or informally without the consent of the Government. Any Contractor produced documentation that could be considered Government official records shall be maintained In Accordance With (IAW) AFI 33-322, Records Management Program paragraph 1.1. and 5. and the AF Records Management System. The Contractor shall perform all Records Custodian duties and coordinate all decisions with the Government designated Functional Area Records Managers.

1.9. Contracting Officer Representative (COR). The Government will evaluate the Contractor’s performance under this contract. The COR will be appointed by the CO with authority to monitor contract performance and to inspect and accept services.

1.10. Threats to General Well-Being. The Government reserves the right to direct the removal of Contractor personnel for misconduct or security reasons. This action does not relieve the Contractor from the total performance of the program tasks specified herein.

1.11. Contractor Personnel Identification. The Contractor shall always wear a Government-issued badge to identify themselves as a Contractor employee while on USAFA. Contractor employees shall identify themselves as being a Contractor when attending meetings, answering Government telephones, and working in other situations where their Contractor status is not apparent to third parties (e.g., clients, vendors, customers, public contacts, etc.) to avoid creating an impression that they are Government officials. The Contractor shall also ensure that all documents or reports produced by the Contractor are suitably marked as Contractor products or that Contractor participation is appropriately disclosed.

1.12. Hiring of U.S. Government Employees. The Contractor shall not employ any person who is an employee of the US Government if employing that person would create a conflict of interest or the appearance of a conflict of interest. The Contractor shall comply with the Joint Ethics Regulation (JER) regarding the employment of current and/or former Government employees. The Contractor shall not employ any person who is an employee of the Department of the Air Force, either military or civilian, unless the such person seeks and receives proper approval. The Contractor shall not employ any person who is an employee of the Department of the Air Force if such employment would be contrary to the policies in AFI 64-106 Air Force Industrial Labor Relations Activities paragraph 3. The Contractor is prohibited from employing off-duty Government COR(s) who are managing any contracts or subcontracts awarded to the Contractor. The abrupt absence of any Contractor personnel does not at any time constitute an excuse for nonperformance under this contract.

1.13. Information Resources. The Government will provide access to Government staff and pertinent information for this contract. The Government will provide the Contractor copies of, or access to, all required directives, publications, and documents. All documentation provided to the Contractor shall remain the Government's property and be returned upon completion of this contract.

1.14. Network Access. The Government will provide “Official Use Only” network Internet/intranet access through the Government network for approved systems and workstations as required to accomplish work supporting this PWS while the contractor is on USAFA. Network access for Contractor employees, if required, requires a common access card (CAC) provided by the Government. Special permission requests for access to the HQ USAFA Strategic Communications’ commercial internet must be submitted prior to arriving on station and approved by the COR.

1.15. Reimbursable Travel. The Government will reimburse, at cost (no profit), travel necessary in the performance of the contract. However, receipts are required, and reimbursement shall not exceed current rates in the Joint Federal Travel Regulations (JFTR). The Contractor shall not travel unless funds are available and only when the travel is pre-approved by the COR.

1.16. Federal Holidays. The following Federal Holidays are observed by USAFA.

1.17. Contractor/Personal Furnished Vehicles. The Contractor shall furnish all transportation required to perform the services identified in this PWS.

2. SPECIFIC REQUIREMENTS

2.1. Hosting/Maintenance. The Contractor shall:

2.1.1. Host on an external server web-based, high-resolution 360-degree tours of USAFA that allows a user to explore the campus virtually by visually simulating walking through various physical locations indoors and outdoors at eye level.

2.1.2. Maintain a USAFA-branded mobile application available for download from the Apple App Store on iOS and the Google Play Store on Android. Application will NOT include in-app purchases.

2.1.3. Maintain hosting capability and ensure web-based accessibility to the industry standard 99% uptime and will coordinate and obtain approval from the COR prior to performing site maintenance that may result in downtime or inoperability.

2.1.4. Notify the Government immediately if there is a degradation of services being provided, an explanation of the malfunction and adverse effects, actions being taken to remedy the issue, and updates at least once every 24 hours until services are fully restored.

2.1.5. Ensure content is accessible, fully functional, and adapted in standard mobile and web browsers, including Google Chrome, Google Android, Microsoft Edge, Apple Safari, Mozilla Firefox, Samsung Internet, and Opera.

2.1.6. Ensure content is accessible, fully functional, and adapted for display on computers, smartphones, tablets, televisions, head-mounted virtual reality displays and the 360-degree planetarium dome.

2.1.7. Capture and provide detailed visitor traffic analytics to include demographics, geographic location, behavior, duration, end-to-end user experience tracking, trigger and hotspot engagement, devices and browsers used to access the content, and conversion rates. Analytics are to be available on demand, or a report is to be provided to USAFA/CM monthly.

2.1.8. Ensure specific locations within the tours have a distinct URL and the capability to be shared and integrated across web-based platforms and marketing channels, including email, social media, and websites.

2.1.9. Apply up to four (4) updates to the interactive tours per month, including modifying and injecting Government produced photography, videography, audio, and copy.

2.1.10. Provide all equipment, supplies and services to ensure all content and the platform complies with Title 10 United States Code, Section 508 of the Rehabilitation Act and the Americans with Disabilities Act (ADA). This compliance must include the following: browser support, operating systems, screen resolutions including responsiveness for mobile, assistive technologies, text sizing, and whether the video will be open or closed-captioned.

2.1.11. Hosting should continue/begin on June 30, 2023.

2.2. Development. The Contractor shall host:

2.2.1. Interactive Tours. For the Base Period, the Contractor shall capture 360-degree photography and videography on location, edit, stitch, and layer interactive elements together.

2.2.1.1. Interior and exterior filming will occur at forty (40) locations across the installation.

2.2.1.2. The Contractor shall receive from USAFA/CM Government produced photography, videography, audio and copy to augment the interactive tours.

2.2.1.3. The Contractor shall position and map seventy-five (75) photos and videos using positional media, hotspots, and triggers to initiate targeted interactions.

2.2.1.4. The Contractor shall provide products to USAFA/CM for testing, review, and approval upon completion. USAFA/CM will be permitted up to three rounds of feedback/revisions before final approval and delivery by the Contractor.

2.2.1.5. Beginning with Option Period One and each option period thereafter, the Contractor shall capture, edit and stitch together up to twenty (20) interior and/or exterior locations using 360-degree photography and videography per option year. These locations shall be integrated into the interactive tours.

2.2.2. Video Vignettes. For the Base Period, the Contractor shall create two (2) independent 360-degree video vignettes of scenes across USAFA to be integrated into the interactive tours and other marketing channels, including websites, social media, and the 360-degree planetarium dome. The vignettes will range from one (1) to three(3) minutes in length.

2.2.2.1. The Contractor shall coordinate with USAFA/CM to identify and storyboard each scene before production. The Government COR or COR-designated representative will coordinate USAFA access/events to complete the required vignettes. Filming for these will occur within the base period and each subsequent option year.

2.2.2.2. The Contractor shall integrate video vignettes within the Interactive Tours that can be activated using positional media, hotspots, and triggers.

2.2.2.3. The Contractor shall provide all vignettes for review and approval by USAFA/CM before delivery and integration into the interactive tours. USAFA/CM will be permitted three rounds of feedback per vignette prior to final approval and delivery by the Contractor.

2.2.2.4. The Contractor shall deliver all vignettes in 360-degree compatible file formats accessible and optimized for computers, mobile devices, and web-based platforms, including websites, social media, and the 360-degree planetarium dome.

2.2.2.5. Beginning with Option Period One, the Contractor shall capture, edit and stitch together two (2) video vignettes per year ranging from one (1) to three (3) minutes in length. These vignettes shall be integrated into the interactive tours and provided to USAFA/CM as independent 360-degree compatible file formats.

2.3. Mobile Application. The Contractor/WD/A shall provide all equipment, supplies, and services to perform hosting, design, and maintenance of a USAFA-branded mobile application that is available for download from the Apple App Store on iOS and the Google Play Store on Android. This application will be updated at least every three (3) months.

2.3.1. Capture and provide detailed analytics to include crash reporting and monthly downloads. Analytics are to be available on-demand, and a report will be provided to the COR and USAFA/CM.

2.4. Interactive Map. For the Base Period, the Contractor shall create a Standard Map using a client-provided map or a commercially available map (i.e., Google Maps or Apple Maps) to show the Academy campus layout. The map will contain location pin icons or other markers that link to the tour stop destinations from the Virtual Tour.

2.4.1. In Option Year One (1), the Contractor shall enhance the Standard Map with Interactive Map features, including advanced media layering, easily accessible map flexibility, and ADA compliance. In each Option Year, the Contractor shall add seven (7) points of interest to the Interactive Map and coordinate with the COR and USAFA CM prior to publishing and give USAFA CM administrative control to edit and remove as necessary.

2.4.1.1. Advanced Media Layering. Contractor will customize the USAFA map by layering information and digital content such as text, photos, videos, and audio to help visitors learn more about locations.

2.4.1.2. Easily Accessible. The Contractor will create links to the USAFA map for use on the www.usafa.edu Virtual Tour website for easy access while on campus.

2.4.1.3. Map Flexibility and ADA Compliance. The Contractor will use a commercially available map (i.e., Google Maps or Apple Maps) or a custom rendering as the foundation of the Interactive Map. The Contractor will ensure the map is ADA-compliant.

2.5. Specialty Tours. For each Option Year, the Contractor shall add two (2) Specialty Tours consisting of ten (10) tour stops encompassing three (3) areas of interest. These Specialty Tours may include Academic Programs, Cadet Life, and Athletics Programs, among others.

2.6. File Management. The Contractor shall create and maintain a Government accessible catalog of all current, readily available content and searchable by date of the tour, location of the tour, name of the tour, activity and personnel involved, enabling expedient access and retrieval of archived media. Microsoft Excel with embedded links is an acceptable format for the catalog. Must include all previously recorded content and share it in a manner compatible with all mobile and desktop operating systems. Content must be in the designated USAFA CM Strategic Communications O365 Marketing folder.

2.7. Talent Release / Copyright. The Contractor shall obtain and provide signed talent release (DD Forms 2537, 2830, 2832, 2833) statements as appropriate prior to capturing content. The Contractor shall keep all copyright documentation and releases on file with the associated content in the designated O365 folder.

2.8. Brand Guidelines. All media shall be identified as a product of the United States Air Force Academy or be branded with the approved logos and marks as directed by the USAFA CM Directorate and adhere to the USAFA Brand Guide website at www.usafa.edu/brand.

2.9. Subject Matter Expertise. The Contractor shall provide up to seven (7) hours advising how to utilize and increase engagement within the interactive tours and maximize a web-based virtual reality (VR) and 360-degree spherical photography and videography capability for the Base Period and each Option Year thereafter.

2.10. Security, Accreditation and Privacy. The Contractor shall:

2.10.1. Immediately report any security issues discovered on the hardware or software to the Government Contracting Officer’s Representative (COR). The contractor and any subs shall not openly disclose USAFA vulnerabilities to anyone outside the Government. The servers and data in this system shall be secured in accordance with the latest Defense Information Systems Agency (DISA) web server Security Technical Implementation Guide (STIG). The Contractor shall utilize the STIG checklist to mitigate all identified vulnerabilities or note the inability to mitigate the threats in a Plan of Actions and Milestones (POA&M) and provide this documentation to the USAFA CyberSecurity office with a clear way forward. The STIG is located at http://iase.disa.mil/stigs.

2.10.2. The Contractor shall coordinate with USAFA information technology personnel to resolve network access issues.

2.10.3. The Contractor shall provide all required documentation for the Government to perform accreditation of the system. This documentation shall include a continuity of operation procedures, incident response plan, basic network diagram, and basic vulnerability management plan detailing scan frequency and patch frequency including metrics.

2.11. Government Furnished Property: N/A.

2.12. Service Delivery Summary (SDS). The Contractor service requirements are summarized into performance objectives that relate directly to essential items. The performance threshold briefly describes the minimum acceptable level of service. These thresholds are critical to mission success.

Periodic assessment, customer complaint

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