12 Apr 2017


Type of document: Contract Notice
Country: United States


Department of the Air Force

Official Address:
8110 Industrial Drive
Suite 200 USAF Academy CO 80840-2315

Zip Code:

Christian A. Cornell, Phone 7193335599, Email christian.cornell@us.af.mil


Date Posted:


Contract Description:

This is a SOURCES SOUGHT (SS) and REQUST FOR INFORMATION (RFI) for the upcoming USAFA Creative Services acquisition.  This SS/RFI is for information and planning purposes only and does not constitute a solicitation. DO NOT submit a quote or proposal in response to this SS/RFI.

Information provided in response to this SS/RFI is strictly voluntary. There will be no compensation from the Government for the information provided.  A formal solicitation may be executed at a future date. 

Please respond to the sources sought below. The DRAFT PWS is included below for your review as well.

Point of Contact:

Christian Cornell

Contract Specialist

Phone: 719-333-5599

Email: christian.cornell@us.af.mil


Requirement Description:



This is a SOURCES SOUGHT (SS) and REQUST FOR INFORMATION (RFI) for the upcoming USAFA Creative Services acquisition.  This SS/RFI is for information and planning purposes only and does not constitute a solicitation. DO NOT submit a quote or proposal in response to this SS/RFI.


Information provided in response to this SS/RFI is strictly voluntary. There will be no compensation from the Government for the information provided.  A formal solicitation may be executed at a future date. 


The planned North American Industry Classification System (NAICS) code is 519190 All Other Information Services.


All potential offerors are reminded, in accordance with Federal Acquisition Regulations (FAR) 52.204-7, System for Award Management (SAM), lack of registration in the SAM will make an offeror ineligible for contract award. 


All businesses capable of providing the services identified in the PWS are invited to respond with the following information:

a.       Company name, address, Cage Code, DUNS Number, name of point of contact, telephone number and e-mail address;

b.      NAICS codes your company operates under.

c.       Small business status (service disabled veteran owned small business, HUB Zone, 8(a), minority business enterprise, etc.).

d.      A capabilities brief (no more than 5 pages).

Interested parties may also provide the following information concerning the PWS:

a.       Are there any requirements that are vague and/or difficult to propose to?

b.      Please identify any significant cost drivers that the Government may not be anticipating?

c.       Are there any aspects of this requirement which are not consistent with current industry practices?

d.      The Place of performance is USAFA, CO 80840 and service requires onsite personnel, how will your organization meet these requirements if you are not local?

Please provide responses not later than 4:00 pm Mountain Daylight Time on 28 April 2017.


Questions and responses should be addressed to the primary contact, Christian Cornell, Contracting Specialist, at 719-333-5599 or christian.cornell@us.af.mil.


For information on Small Business Administration programs, please contact the USAFA Director of Small Business, Bill Wolski at 719-333-4561.





03 April 2017






8110 Industrial Drive, Suite 200

United States Air Force Academy, CO 80840-2315













Background. The United States Air Force Academy (USAFA) is a world-class institution providing a comprehensive developmental experience to graduate innovative, resilient and committed airpower leaders of character. It provides an intensive immersion in leadership training and officer development founded on integrity, built on the pillars of academic, military and athletic excellence and which inculcates in our cadets a spirit of selfless service to our Nation. USAFA fosters a culture of commitment and climate of respect focusing future leaders on innovation and continual improvement. It produces innovative leaders and career officers with the character, critical thinking skills and strategic agility to lead our Nation’s Air Force today and into the future.


The Communications and Outreach Directorate originated out of the need to bolster traditional military Public Affairs capability with the strategic, proactive communications and public relations capability necessary for any institution of higher education with a national reputation. As an institution that is mandated by law to recruit nationally, we enjoy national attention and our communication and outreach efforts shall meet that expectation. In an effort to elevate our reputation and improve brand awareness, it’s essential that all marketing collateral is innovative, accurate and consistent. From videos and photography to infographics, brochures, and slide decks, consistency in voice and visual language will ensure our brand is strong and all elements are unified across channels.


1.1. Scope of Work. The Contractor shall provide the United States Air Force Academy (USAFA) with Creative Agency Services via an onsite team that provides graphics support, photography, videography, design and visual information subject matter expertise.  Requirements are defined in specific detail within the contents of this PWS, attachments and appendices.

1.2. Program Manager. The Contractor shall provide an on-site program manager with a professional background appropriate for the work to be performed to monitor contract performance.  An alternate program manager shall act on behalf of the subject matter expert 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. Key Personnel. The contractor shall submit and maintain current during the duration of the contract a Personnel Roster. The roster shall contain a listing of all personnel working under the PWS. The roster shall show names, work phone number and building(s)/area assigned and submitted to the COR and CO at time of award and as updated.


1.4. Office Hours. USAFA core operating hours are Monday through Friday, 0730-1630. All PWS work centers shall be staffed during core hours of operation.  During core operating hours, the program manager or alternate shall be available within thirty (30) minutes to meet on the installation with Government personnel to discuss important program issues.

1.5. Outside Core Operating Hours. Support required outside core hours of operation include, graphics, photography and video services. See Attachment 2, Workload Data, for an estimate of work outside of core operating hours.

1.6. USAFA Critical Activities. Critical activities are identified in Attachment 5, Critical Activities List.  They are recurring, special interest, high visibility activities that require heightened management awareness and support.  Contractor personnel shall be required to attend planning meetings as required by the Contracting Officer Representative (COR) and provide, upon request, after action reports for these activities.

1.7. Dress code. Contractor personnel shall be professional in appearance and suitable for the occasion and environment. Furthermore, the contractor employees are expected to behave in a professional manner and provide courteous customer service at all times.  Professional business attire is the standard and unapproved deviations will not be tolerated.

1.8. Miscellaneous Training. Contractor personnel shall be required to accomplish initial and annual Government provided Computer Based Training to include but not limited to; Information Protection, Information Assurance, Anti- terrorism, OPSEC, COMSEC, FPCON, Records Management, and other training as identified and provided by the Government at no additional cost.

1.9. Guidance/Instruction Changes. The Contractor shall immediately implement all changes to an Government identified guidance/instruction which does not result in additional cost.  If additional cost is anticipated, the Contractor shall notify the Contracting Officer (CO) and provide an estimate of the cost, stating the change due to the appropriate guide/instruction.  If the Contractor does not notify the CO of anticipated additional costs 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.

1.10. For Official Use Only (FOUO) Material. If the Contractor determines that unauthorized personnel have access to FOUO material, the contract manager shall immediately notify the COR and fully cooperate with any investigation.  Contractor shall comply with DoD 5400.7-R, Chapter 4, DoD Freedom of Information Act (FOIA) Program, and requirements.  This regulation establishes policy and procedures for the disclosure of records to the public and for marking, handling, transmitting, and safeguarding FOUO material.

1.11. Work Environment. The Contractor may be required to support base mission changes and other support requirements necessary for USAFA to meet mission requirements.  Missions are frequently interrupted by base exercises or actual ongoing base security events.  The Contractor is required to participate in all exercises as required.

1.12. 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 non-recurrence of defective services. The QCP shall be submitted to the Contracting Officer Representative (COR) and Contracting Officer (CO) at time of award and as updated. The QCP shall consist of the below:

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

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

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

1.14. Contractor Generated Information. All information (i.e. text documents, video, photos, artwork) generated and maintained under this contract, to include Government-furnished information, shall be available for Government review upon request.  All information collected as a result of efforts under the task order is the property of the US 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 AFI 33-322 paragraphs 6.5., 6.6. and coordinate all decisions with the Government designated FARM.

1.15. Data Collection and Documentation. The Contractor shall establish and develop data collection methods to record data ensuring work orders meet performance and technical standards.  The data shall identify trends, potential and actual problem areas, and any required corrective action by the Contractor or the Government.  Upon request, the Contractor shall participate in periodic quality assurance reviews and validation meetings with the COR or CO. 

1.16. Performance Metrics. The Contractor shall develop and provide monthly metrics to the Government IAW section 3.0 below that address as a minimum each of the service areas identified in the Service Delivery Summary (SDS) and Attachment 6 – Monthly Metrics.  The Contractor shall use these metrics to monitor their performance levels.  Data shall be kept current by the Contractor and shall be made available to the Government upon request.  During the contract period, the COR may request changes to the metrics.  Such changes will be reviewed by the COR in consultation with the Contractor and with final acceptance by the Government. 

1.16.1. Periodic Metric Reviews. The Contractor shall attend periodic performance meetings to evaluate metrics data and trends. The Contractor shall submit minutes of meetings to USAFA CM for review.  Prior meeting minutes will be accepted at the succeeding meeting.

1.17. Customer Feedback Process. Customer feedback is an important gauge of the Contractor’s performance.  The Contractor shall make available a customer feedback process that is available to the Government for review, normally annotated on Attachment 7 – AF IMT 833, Block 25 Customer Critique.

1.18. Contracting Officer Representative (COR).  The Government will evaluate the Contractor’s performance under this contract.  The COR will be appointed by the CO with the authority to monitor contract performance and to inspect and accept services.  The Contractor is encouraged to partner with the Government COR in meeting the performance expectations for the service areas within the PWS.

1.19. Threats to General Well Being. The Contractor shall not employ people for work on this contract who are potential threats to the health, safety, security, general well-being, or operational mission of the installation and its population.  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 total performance of the program tasks specified herein.

1.20. Contractor Personnel Identification. IAW FAR clause 52.204-9, the Contractor personnel shall identify themselves as contractor employees.  The Contractor employees shall wear a Government issued badge at all times to identify themselves as a Contractor employee.  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 obvious 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.

1.21. 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) in regard to 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 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.

1.22. Maintaining Clean Work Areas. Contractor personnel shall ensure that all work areas assigned under the PWS are maintained in a neat and clean manner at all times and immediately report any facility and safety discrepancies to the Government.

1.23. 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 for this Task order. All documentation provided to the Contractor shall remain the property of the Government and shall be returned upon completion of this contract.

1.24. Network Access. The Government will provide “Official Use Only” network Internet/intranet access through the Government network for approved systems and workstations required for accomplishment of work in support of this PWS.  Network access for Contractor employees requires a Common Access Card (CAC) provided by the Government.

1.25. Reimbursable Travel. The Government will reimburse at cost (no profit), travel necessary in the performance of the contract outside the local area.  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 appropriate COR.  Local area travel is defined in USAFAI 65-103 Financial Management Policy paragraph 3.  See Section 2.0 Description of Services for travel requirements pertaining to each functional area.


1.26. Client Systems Technician (CST). The Contractor shall identify personnel to perform the role of CST for Contractor utilized Information Technology Assets.  This person(s) shall maintain education and training requirements as outlined in DoD 8570.01-M, Information Assurance Workforce Improvement Program, Section AP3.2 certification requirements.


1.27. Information Technology Asset Custodian (ITEC). The Contractor shall identify primary and alternate personnel to perform ITEC duties for Government Furnished Information Technology Resources. These persons shall maintain the CM ITEC accounts IAW AFMAN 33-153, IT Asset Management, paragraph 1.2.14 and coordinate with the Government ITEC (COR) for any decisions/changes.

1.28. Federal Holidays. The following Federal Holidays are observed by this installation, but may not always be observed by the Contractor due to mission needs.


New Year’s Day, January 1st or the Friday preceding or Monday following

Martin Luther King’s Birthday, 3rd Monday in January

President’s Day, 3rd Monday in February

Memorial Day, Last Monday in May

Independence Day, July 4th or the Friday preceding or Monday following

Labor Day, 1st Monday in September

Columbus Day, 2nd Monday in October

Veteran’s Day, November 11th or the Friday preceding or Monday following

Thanksgiving Day, 4th Thursday in November

Christmas Day, December 25th or the Friday preceding or Monday following


1.29. Adverse Weather Conditions. During adverse weather conditions, Contractor personnel shall continue to provide services for USAFA events or processes that have not been cancelled due to weather.  Delayed-reporting or early release (for Government employees) in and of itself does not constitute cancellation of requirements or relieve the Contractor of PWS responsibilities.  Contractor is responsible to contact the COR or requesting customer to confirm service requirement.

1.30. Incident/Mishap Reporting. In the event of a safety incident/mishap, the Contractor shall take reasonable and prudent action to establish control of the scene, prevent further damage to persons or property and preserve evidence until released by the investigative authority.  Immediately report the incident to the COR and the USAFA Safety Office.  If the Government elects to conduct an investigation, the Contractor shall cooperate fully and assist Government personnel until completed.

1.31. Contractor Software and Hardware.  The contractor shall obtain approval from the Designated Approval Authority (DAA) prior to purchasing software and computer hardware for use on the USAFA network. The contractor shall maintain all licenses for contractor software connected to the USAFA network IAW AFI 33-114, Software Management, Section B, paragraph 8.2. When software use is no longer required, the contractor shall remove the software from both Government and contractor computer systems connected to the USAFA network. If Government provided software is no longer available, the contractor shall responsible for ensuring that software to perform the duties required under this PWS is provided and available to their employees.

1.32. Government Provided Site Licensed Software. The Contractor shall install and upgrade software that the Government has acquired site licenses for.  The Government will keep current and pay any annual licensing fees for site-licensed software when possible.  When Government provided software is no longer maintained under site license use the Contractor shall remove the Government provided software from all computer systems under its control as required.

1.33. Contractor Furnished Software. Upon completion or termination of the contract, the contractor shall leave 1 copy (their most current version) of any production software in use at contract end. This allows the Government to access files created during the term of this contract.

1.34. Fire Prevention and Protection. The Contractor shall comply with all local, state and federal laws required in the performance of the contract.  Base fire prevention personnel may make periodic Government provided facility inspections for regulation compliance.

1.35. Custodial Services. The Government will provide custodial services for occupied Government-provided facilities at the same level provided to Government employees.  All other services shall be the responsibility of the Contractor.

1.36. Refuse Collection. The Government will make available refuse collection and disposal services for the Contractor at Government expense in direct support of the PWS.  Emptying of individual trash receptacles into Government-provided dumpsters is the responsibility of Contractor employees.  Dumpsters are available for Contractor use for the disposal of items.  The Contractor shall follow guidelines established by the base regarding proper disposal of refuse.  The Contractor shall not dump prohibited items in dumpsters.  The Contractor shall comply with all base-recycling programs.

1.37. Telephone Services. The Government will provide local and Defense Switched Network (DSN) telephone service.  The Government will provide all maintenance service on Government-provided phone lines and instruments and will relocate subject service when the relocation is approved by the Government.  Government provided telephone service shall be used for official calls necessary in the performance of the PWS.  All commercial long distance expenses shall be the Contractor’s responsibility.  The COR, at his/her discretion, may grant certain Contractor personnel access to Government long distance service.  Otherwise, the Contractor shall provide his or her own non-Government telephone service through off-base switching equipment for personal or unofficial business.

1.38. Contractor/Personal Furnished Vehicles. All Contractor furnished vehicles and personal vehicles shall meet local, state, federal and installation safety and insurance requirements, at no additional cost to the Government.  Vehicle state licensing shall be the responsibility of the Contractor.

1.39. Operator License Requirements. All Contractor vehicle operators shall possess a valid state driver’s license.  This license shall meet the federal, state and local highway system requirements for the type of licenses required for the activity being performed to include specialty license and/or commercial driver’s license.  This licensing requirement is the responsibility of the Contractor.

1.40. Phase In Period. The first two weeks of the contract period of performance will be considered a phase in period. The Contractor shall utilize this time to gain access to USAFA base and facilities, setup equipment, and prepare operations. The Contractor shall be fully operational at the end of the two week phase in period.


Creative Agency

2.1. Creative Agency. The following sub-paragraphs outline the daily duties and common expectations for Creative Agency team.

2.2. Goals/Focus Area.  The objectives of the integrated communication and outreach strategy
include raising the profile and stature of USAFA nationally in order to:

a) Grow public and private support of the United States Air Force Academy
b) Continue to attract the best students (from both in and outofstate)
c) Continue to attract and retain world class faculty and researchers
d) Improve internal communication mechanisms and culture

2.3. Research/Analysis. Contractor is responsible for familiarity and adherence to brand architecture, style guides, and visual regulations. Contractor will shall perform timely research and analysis of existing “marketplace” as tasked from USAFA CM, using all available DoD and commercial sources. Products produced as a result of this information will take many forms and will be directed by the customer.

2.4. Consumer Response Data. Contractor shall accurately compile and evaluate societal response to the marketing collateral to determine success levels. Corrections and adjustments will shall be made, in conjunction with the customer, as necessary. All data shall be the property of the USAF and all rights shall remain with the USAF.

2.5. Logistics coordination. Customer


2.6. Work Orders. The contractor shall adhere to the below work order processes and requirements to provide videography, photography and graphics design services to USAFA. The contractor shall:

2.6.1.  Monitor the Government provided e-mail Org box and designated “in person” drop off locations for work orders. HQ USAFA CMMC (Creative Services Work Orders), Address: usafa.cmmc@usafa.edu HQ USAFA CMMP  (Photography Work Orders), Address: usafa.cmmp@usafa.edu HQ USAFA CMMV  (Video Work Orders), Address: usafa.cmmv@usafa.edu HQ USAFA CMMG  (Graphics Work Orders), Address: usafa.cmmg@usafa.edu

2.6.2. Utilize AF IMT 833 to perform work order process IAW AFI 35-109.

2.6.3. Review submitted work order for completeness.

2.6.4. Contact/coordinate with customers to resolve all work order questions/issues and confirm scope.

2.6.5. Reject any work order that is outside of the scope of the PWS, not allowed by DoDI 5040.2, or AFI 35-101, 35-109 or incomplete.

2.6.6. Notify COR of all rejected work orders via email.

2.6.7. Perform, track, and prioritize all work orders IAW Appendix 3, Prioritization Matrix.

2.6.8. Format products IAW the individual work order and the formats listed in PWS section 4.6.

2.6.9. Request extensions to the due date identified on each work order prior to the completion date if an extension is required to perform work due to unseen foreseen circumstances. Prior to work order completion (AFIMT 833 or DD1995) all Creative Services work order products, (photo, video, and graphic design) shall be coordinated for approval through the USAFA Public Affairs Office for Security and Policy review as required IAW AFI 35-102.

2.6.10. Work Order Completion and Closeout After work order performance, contact customer for review and pickup. Resolve any work order discrepancies/issues with customer. If additional work is required coordinate due date extension with customer and COR for approval. Upon customer acceptance complete back of AF IMT 833.

2.6.11. Track and document metrics in government approved database. Capturing at a minimum items identified in (Attachment 6) and stored in a location accessible to the COR and monthly totals available by the 3rd business day of each month.


2.7. Weekly Creative Services Coordination Meetings (WCSCM). The Contractor shall Attend weekly meetings and:

2.7.1. Provide videography, photography and graphics design subject matter expertise.

2.7.2. Identify and describe Contractor visual information capabilities for new and complex work orders.

2.7.3.  Take meeting minutes of the items discussed and distribute to the attendees within two days for action.

The Contractor Program Manager (PM) or alternate shall attend all (WCSCM).


2.8. Photography. The Contractor shall provide all equipment, supplies, and services required to perform professional quality photography for official events, group photos, public affairs, classroom, portraits in accordance with the work order process. The Contractor shall ensure all photography services are IAW AFI 35-101 Public Affairs Responsibilities and Management, AFI 35-109 Visual Information.

2.8.1. Photo Printing. Provide printing equipment, supplies, and services up to 10”x13” on industry standard photo papers to meet work order requirements.

2.8.2. Photo Editing. Provide photo editing capabilities required to meet work order requirements (sharpness, crop, color correct, etc.).

2.8.3. Studio Photography. The Contractor shall utilize Government provided studio facilities to perform professional/official photography services.

2.8.4. On Location Photography. The Contractor shall provide on location photography services within the USAFA local area as defined by HQ United States Air Force Academy Instruction 65-103, page 17. Travel outside of the local area (approximately 10 times a year) will be reimbursed in accordance with the Joint Travel Regulation. Contractor shall provide all transportation required for contractor personnel to perform on location photography services.

2.8.5. Alert Photography. USAFA PA requires alert photography services to aid in fact finding, providing time-sensitive documentation of natural disasters, mishaps, crime scenes, material deficiency reports, and other investigations requiring immediate response. The contractor shall adhere to the guidance in Attachment 1, Alert Photography OI and the below: Provide twenty-four (24) hour a day, seven (7) day a week alert photography services within the USAFA and approved local area IAW HQ United States Air Force Academy Instruction 65-103, page 17. On-Call /Alert Roster. Contractor shall develop and maintain an on-call alert photographer roster, scheduled at a minimum three months in advance. This roster shall be provided to and used by the Command Post, Security Forces, Fire Department, Public Affairs, base telephone operators, Base Civil Engineer (BCE), and COR.  The roster shall be used to contact the contractor for all alert photography work orders. The roster shall be updated when personnel changes occur and include the photographers’ name, contact numbers and period of time each photographer is assigned alert photo duties. Once contacted, by one of the organizations listed above, the contractor shall arrive on the scene within forty-five (45) minutes to begin documentation. The contractor shall coordinate with the requesting agency to perform alert photographic services. Remain on the scene of the event until released by the requesting agency. Work orders for alert photography support will normally be initiated after the actual event. Coordinate all alert photography duties, products and closeout alert photography work orders IAW Attachment 1, Alert Photography OI procedures.

2.9. Archiving/Accessioning: Contractor shall accession an average of fifty (50) photographic images IAW DOD 5040.6-M-1, and AFI35-109 Attachment 8. The Contractor shall coordinate all photographic images for approval through USAFA/PA, the public affair office, IAW the work order process.

2.10. Captioning: Cut-line and Caption Requests. If identified on the AF Form 833, the Contractor shall gather and document journalistic information for photographic cut-lines and captions IAW AFI 35-109, 8.9 Captions.

2.11. Contractor shall maintain a Government accessible database of photo media that is current, readily available & searchable by the date of event, location of event, name of event, activity and personnel involved, enabling expedient access and retrieval of archived media



3.0. Videography. The Contractor shall provide all equipment, supplies, and services required to perform  professional quality onsite and studio videography services (day-to-day videography and historical documentation of USAFA events, i.e. classroom teaching, BCT, in processing, graduation, experiments, research activities, etc.) IAW AFI 35-101 Public Affairs Responsibilities and Management, AFI 35-109 Visual Information and the work order process. The Contractor shall:

3.1. Ensure all video work orders are on a valid and properly approved request form AF IMT833 or DD Form 1995 as required by AFI 35-109 6.2 Visual Information Production Types.

3.2. The AF IMT 833 shall be used normally for non-scripted, non-storyboarded videography requirements.

3.3. The DD Form 1995 shall be used for scripted, storyboarded productions as required by AFI 35-109 6.2.

3.4. Accomplish title, subject searches, and comply with the records life-cycle management program for proposed new productions IAW AFI 35-109 Chapter 6, Managing Visual Information Productions and Chapter 8, Records Life-Cycle Management Program.

3.5. Ensure all video products are Section 508 compliant. 


3.6. Production Folder Documentation. For each production, the Contractor shall ensure completion and maintain, in a project file, a copy of the work request (DD Form 1995), final script, talent release, copyright, 508 compliance documentation, status reports and related correspondence IAW AFI 35-109, Chapter 6, Managing Visual Information Productions.

3.7. Video Production Labeling and Archiving. The Contractor shall ensure master versions of all media acquired is properly identified and contains the following:

3.7.1. Short caption of event or activity
Date of event

3.7.2. Location of event

3.7.3. Name of event or Activity

3.7.4. Personnel involved

3.7.5. All files shall be numbered and labeled

3.8. Video Database. Contractor shall maintain a Government accessible database of video media that is current, readily available & searchable by the date of event, location of event, name of event, activity and personnel involved, enabling expedient access and retrieval of archived media. 

3.9. Video Currency Reviews. Contractor shall conduct currency reviews quarterly of master materials to determine which are obsolete.  Obsolete materials shall be coordinated with the COR and USAFA Archivist or Historian prior to removal.

3.10. Accessioning. All completed productions shall be accessioned and archived in a Government approved system or network drive IAW AFI 35-109, Chapter 6, Managing Visual Information Productions and Chapter 8, Records Life-Cycle Management Program.

3.11. Video Broadcasting. The Contractor shall set up, operate live cameras, microphones, and broadcast audio/video signals in real time to various locations (not a normal occurrence, i.e. Graduation ceremony, high level visiting speaker).  The Contractor shall ensure content is broadcast to various locations and coordinate with other Contractor personnel, vendors and Government personnel as necessary..

3.12. Short-form Videos. The Contractor shall create short video products from a variety of source material or captured for the requirement that meet the information and education requirements of USAFA CM & USAFA PA. Products are typically created and provided to the requestor within one (1) to three (3) days after documentation of a requirement dependent on requestors needs.  Source material includes historical B-roll, location videography, studio interviews, and audio recordings, used singularly or in combination, to provide a focused message to civilian and military audiences.  Potential distribution of products includes local, national and international commercial news agencies; military news outlets; and various web distribution sites, such as YouTube and Facebook.  These products can be produced using motion graphics animation, ambient or miked audio documented during a location shoot or interview, or a voice-over script that narrates the video. 


3.13. Music Inventory. The Contractor shall provide an inventory of copyright cleared production music and sound effects, appropriate for USAFA productions.  The Contractor shall maintain appropriate licensing for this inventory.

3.14. Video Compliance. The Contractor shall meet all Federal Communications Commission (FCC) standards in place at the time of production and shall meet, or exceed current industry trends for video production.  Video productions shall be delivered in the most current accepted industry formats for professional HD broadcast grade at the time of production.  The contractor shall comply with copyright, trademark laws and Title 10 United States Code, Section 508 of the Rehabilitation Act providing captioning (open or closed) where required and when requested.

3.15. Copyright & Trademark. All video products created in the performance of this contract shall comply with copyright, trademark laws.  The customer/organization will be liable for the cost of obtaining copyrighted material if it does not fall under fair use / educational use guidelines.  The contractor shall educate the customer in:

3.15.1. The procedures for obtaining copyright approval/documentation.

3.15.2. What Section 508 captioning requirements are and when they are used. 

3.15.3. The contractor shall ensure that customers obtain and provide signed talent release statements, if required, preferably prior capturing imagery (still or motion) or before the release of images or productions. 

3.15.4. The contractor shall keep all copyright documentation and releases on file with the associated work order.  All products produced under the PWS shall become the property of the US Government to include copyright interest. 

3.15.5. The contractor shall not create any products that may discredit the USAF or the USAFA.  All media shall be identified as a product of the USAFA and shall be identified with the words “Product of the United States Air Force Academy.”

3.16. Video Support for Center for Character and Leadership Development, Polaris Hall. The contractor shall provide dedicated onsite videographer support for the CCLD in Polaris Hall.  The contractor shall capture/document multiple events sequentially and up to 3 events at a time; these events may include classes, seminars, conferences, workshops, keynote speakers, and other official events. 

3.16.1. Contractor shall provide onsite training for equipment and software located in the Fox Media room to cadets.

3.16.2. Archiving/Accessioning. Contractor shall accession an average of five videos products per month. Accessioning shall be performed in accordance with DOD 5040.6-M-1, and AFI35-109 Attachment 5 and shall be approved by the PA office prior to accessioning.

4.0. Design / Graphics. Provide creative design, engaging visual content, infographics, presentations and products providing brand-based processes and services. Products are created for print and/or digital distribution services, products and support shall be provided IAW AFI 35-109, 2.2 Official Visual Information Products and Services; 4.1.2, and 4.3; Chapter 8, Records Life-Cycle Management Program; and Attachment 8 Records Life-Cycle Management Program, Procedures for Accessioning Electronic Images into the Air Force Media Center.

4.1. Contractor shall provide day-to-day design / graphics art products in support of USAFA, i.e. classroom teaching, BCT, in processing, graduation, experiments, research activities, etc.

4.2. File Management (local archiving). The Contractor shall input and label media, to include master or layered source files to appropriate system or network drives.  Contractor shall maintain a database of said media that is current, readily available & searchable with a minimum of five descriptive identifiers as searchable metadata for each file created and stored.  No file shall be erased nor otherwise destroyed without written consent from the COR.

4.3. Archiving/Accessioning: Contractor shall accession an average of five graphic design products per month. Accessioning shall be performed in accordance with DOD 5040.6-M-1, and AFI35-109 Attachment 5 and shall be approved by the PA office prior to accessioning.


4.4. Government Furnished Facilities. Contractor shall utilize Government furnished facilities (photo studio, workrooms) to perform photo editing, studio photography IAW AFI 35-101 Public Affairs Responsibilities and Management, AFI 35-109 Visual Information, AFI 36-2110, Assignments, special duty assignments, official passports, and citizenship applications.

4.5.   Stock Imagery. The contractor shall provide an inventory of royalty-free stock images, appropriate for USAFA products. The contractor shall maintain appropriate licensing for this inventory.


5.0. Product Formats. The Contractor shall deliver photography, videography and graphic design products to the customer IAW the work order process and in the following formats dependent upon the request and how the product will be used. The following are the most common formats but not limited to:






Graphic Design




6.1. Work Load and Service Deliverables. Attachment 2, lists types of services typically supported and deliverables.  Averages are reflective of historical data; contractor should expect a fluctuation of +/- 10% per year for future or expected workload. This data is not intended to be a complete representation of every requirement within the PWS.  The contractor should plan for fluctuation in workload within the bounds of the PWS.


6.2. Performance Objectives and Standards. The contractor shall adhere to the following objectives and standards of performance throughout the duration of the contract.

Performance Objectives

PWS Reference

Performance Thresholds

Assessment Method

Office hours

1.4, 1.5

Not more than one 30-minute deviation for reporting for scheduled work. No more than one unapproved absence per year.

Periodic assessment, customer complaint

Ancillary requirements


Not more than one late or incomplete event/year. Delays caused by the Government will not be held against the contractor.

Periodic assessment, customer complaint

Compliance with directives


Not more than one final product in noncompliance per quarter

Periodic assessment, customer complaint

ITEC / CACRL inventories


Not more than one missed, late, or incomplete per year


Periodic assessment, customer complaint

Office tidiness, Dress code

1.22, 1.7

Not more than one violation per quarter

Periodic assessment, customer complaint

Alert photography support


No missed, late or incomplete

Periodic assessment, customer complaint

7.0. Government Furnished Resources

7.1. Government Furnished Resources. The Government will provide equipment, facilities, furniture as outlined Attachment 4, Government Furnished Facilities and Equipment.  The Contractor shall designate primary and alternate equipment custodians, in writing, to maintain Information Technology Asset IAW AFMAN 17-1203 and Supply accounts IAW AFI 23-101 and AFMAN 23-122.


7.2. Physical Security. The Contractor shall safeguard all Government property and any controlled forms or products. At the close of each work day/period, facilities, support equipment and materials shall be secured. The Contractor shall designate a custodian(s) and alternate(s) to receive and account for Government-furnished facilities and equipment.  Submit notification of designations to the COR. Contractor shall immediately report all thefts, vandalism or destruction of property and/or equipment (Government or Contractor owned) to the Security Forces and COR upon discovery.


7.3. Key Control. The Contractor shall establish and implement methods of making sure all keys provided to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.  The Contractor shall not duplicate any keys issued by the Government.  The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry.  The Contractor shall immediately report to the COR or CO any occurrences of lost, unauthorized uses or unauthorized duplication of keys, badges or lock combinations.

7.4. Distribution of Keys. The Contractor shall prohibit the use of keys issued by the Government by any persons other than the Contractor’s employees and the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in performance of contract work requirements in those areas.

7.5. Lock Combinations. The Contractor shall control access to all Government provided lock combinations to preclude unauthorized entry.

7.5.1. In the event keys, other than master keys, are lost or duplicated, the Contractor may be required, upon written direction of the CO, to rekey or replace the affected lock or locks without cost to the Government. 

7.5.2. The Government may, however, at its option, replace the affected lock or locks or perform rekeying and deduct the cost of such from the monthly payment due the Contractor. 

7.5.3. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.


7.6. Government Furnished Facilities. The Government retains the authority to modify or realign facilities and space provided to the Contractor based on current AF guidelines for space utilization, mission and personnel requirements of the Contractor. All facilities and personnel shall only be used in performance of this contract.  Government facilities have been inspected for compliance with OSHA and environmental regulations and are provided “as is”.  No hazards have been identified which would prevent normal use of the facilities.  The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that work-around procedures will not be necessary.  Within 30 days of full assumption date, the Contractor may perform a survey and environmental site assessment of Government-furnished facilities and storage locations in coordination with 10 CES to assess and document any safety and environmental conditions that may exist.  Refer to AFI 32-7066 Environmental Baseline Surveys in Real Estate Transactions for helpful general guidance in conducting the survey.  Provide a copy of any identified deficiencies to the COR not later than 10 days after survey.  Should a hazard be identified, the Government will correct the OSHA or environmental hazard(s) according to base-wide developed and Government approved plans.  A higher priority for correction will not be assigned to the facilities provided merely because of this contracting initiative.  Should the Contractor cause the OSHA or environmental hazard (negligence, misuse of space, non-compliance, disturbing of materials includes asbestos, lead based paint) the Contractor, at their expense, shall remediate the hazard and any other consequences of such action.  Compliance with OSHA and other applicable laws and regulations for the protection of employees is exclusively the obligation of the Contractor.  Further, the Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such requirements, except, for the aforementioned requirement to make corrections according to approved plans of abatement subject to base-wide priorities.  Before any modification of any Government provided facility is performed, the Contractor shall, at the Contractor’s expense, furnish the COR documentation describing, in detail, the modification requested.  The Contractor shall return the facilities to the Government in the same condition as received less fair wear and tear and approved modifications.  The Government will accomplish a survey and site assessment at the completion of this contract.  The Contractor shall be liable for all corrective actions arising from the deficiencies not documented in their initial survey.

7.7. Joint Inventory. The contractor shall conduct an initial joint inventory of all Government property with the current Contractor and COR. The contractor shall ensure shortages and excesses are identified prior to assuming property accounts from the Government. Contractor physical inventories shall be conducted as necessary by the contractor. Submit results of inventories to COR. The service provider shall conduct a final joint inventory at the close of the contract.

7.8. Reports of Survey. The Contractor shall provide information to Government employees in the event of a Report of Survey to investigate missing Government asset(s).

7.9. New/Replaced Government-Furnished Equipment (GFE). New or replaced GFE shall be added to the Contractor’s Information Technology Asset and Supply accounts when appropriate.  The Contractor shall utilize appropriate Air Force processes noted within the PWS to add, modify or remove equipment from these accounts. Equipment remains the property of the Government.

7.10. Government-Furnished Furniture. Office/shop furniture may be made available to the Contractor as specified.  All maintenance, repair or replacement cost shall be the responsibility of the Contractor.  Removal of any furniture shall be coordinated with the COR and turned in to Base Supply.  Replacement furniture shall comply with USAFA standards, be coordinated for approval with the Base Interior Designer and approved by the COR. Furniture remains the property of the Government.


7.11. Government-Furnished Utilities. The Government shall furnish utilities on the installation.  The Contractor shall make sure employees practice utility conservation and operate under conditions that prevent the waste of utilities.


Response Date:

Sol Number: