SOW_Webcast_Services.doc

SERVICES FOR THE UNITED STATES DEPARTMENT OF LABOR (DOL)

Webcasts services

STATEMENT OF WORK (SOW)

1.0 BACKGROUND

The Department of Labor (DOL), Employee Benefits Security Administration (EBSA) will conduct ten webcasts during September 25, 2017 – September 24, 2018.

1.1 SCOPE

Ten (10) webcasts

1.2 OBJECTIVES

The purpose of the webcasts is consistent with the U.S. Department of Labor Secretary’s priority to provide education on retirement and health benefits and the federal laws that apply.

2.0 CONTRACTOR PERSONNEL.

2.1 Contractor Technical Point of Contact. The Contractor shall provide a Contractor Technical Point of Contact (CTPOC) who shall be responsible for all Contractor work performed under this purchase order.

2.1.1 The CTPOC shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR). It is anticipated that the CTPOC shall be one of the senior level employees provided by the Contractor for this work effort. During any absence of the CTPOC, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this purchase order. The CTPOC and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the CTPOC without prior acknowledgement from the Contracting Officer.

2.1.2 The CTPOC shall be available to the Government via telephone between the hours of 9:00 AM and 5:30 PM ET and shall respond to a request for discussion or resolution of technical problems within one (1) hour or less of notification.

2.2 Qualified Personnel. The Contractor shall provide qualified personnel to provide all requirements specified in this Statement of Work (SOW). All Contractor employees supporting this SOW shall be citizens or legal residents of the United States.

3.0 SECURITY.

Contractor access to classified information is not required under this purchase order.

4.0 Period of Performance.

The base year period of performance is September 25, 2017 – September 24, 2018, plus four option years.

Base Year:

September 25, 2017 through September 24, 2018

Option Year 1:

September 25, 2018 through September 24, 2019

Option Year 2:

September 25, 2019 through September 24, 2020

Option Year 3:

September 25, 2020 through September 24, 2021

Option Year 4:

September 25, 2021 through September 24, 2022

5.0 PLACE OF PERFORMANCE.

The primary place of performance for the webcasts will be in Department of Labor National Offices at 200 Constitution Ave., NW, Washington, DC, with speakers joining by phone and computer from other locations. The webcast provider will link and provide support through telephone and Internet connection.

6.0 HOURS OF OPERATION.

Contractor employees shall generally perform all work between the hours of 9:00 AM and 5:30 PM ET to fulfill requirements under this purchase order.

7.0 GOVERNMENT FURNISHED RESOURCES.

The Department of Labor will generally provide telephones and computers with Internet connection for those involved in the webcast at the DOL/EBSA National Offices and Regional Offices. Other speakers will provide their own telephones and computers.

8.0 CONTRACTOR FURNISHED RESOURCES.

The Contractor shall furnish all additional facilities, materials, equipment and services necessary to fulfill the requirements of this purchase order (See SOW 9.0).

9.0 REQUIREMENTS

The contractor shall provide webcast services for 10 webcasts as described below. Please note that because of space limitations within the Purchase Order, the following is more detailed and inclusive.

· Audio-only webcast, 2 hours duration, live audio broadcast with PPT presentation, speaker photos on audience screen;

· Speakers speak on telephone in one or more locations and the webcast provider broadcasts or sends the voices by teleconference, webcast provider’s broadcast system, or other means to the webcast attendees who listen over their computer speakers;

· Webcast attendees log into the webcast to view and listen through a link provided by the webcast provider;

· 500 viewers is the baseline number of attendees for each of the webcasts.

· Segments of 250 additional attendees, for 9,500 additional viewers total in 10 webcasts.

· Additional segments of viewers above the baseline webcast for 9 webcasts: currently planning for 4 webcasts at 750 viewers, 2 at 1,000 viewers, 3 at 3,000 viewers.

· EBSA can choose to close registration at its discretion.

· EBSA requires flexibility in the number of viewers based on topics & demand, and is providing the above as an estimate.

· Each webcast archived for 1 year, with a website link to the archived webcast that EBSA can post. EBSA can view and track who and how many unique individuals view the archives.

· The provider will send the link for the archived webcast within 2 business days of the webcast.

· After EBSA reviews and approves the archive, the archive will be made live within 1 business day.

· If changes or edits need to be made to the archive, EBSA and the provider will discuss the changes/edits and agree to a timeframe in which they will be made.

· Webcast provider provides a registration feature, registers viewers online, notifies them how to join a webcast, and sends confirmation emails, reminder emails to be sent one to two days before the webcast, and a follow-up email notifying registrants within one to two days of when the archived webcast is available. EBSA may change, re-write, or add information to the confirmation, reminder, and archived webcast emails.

· The webcast registration page will be completed and posted within 3 working days of EBSA submitting all of the required information to the webcast provider.

· One or more webcast registration pages will be for two-part or three-part events (separate webcasts on two or three different days) and the individuals registering can choose to register for one or more parts of the event.

· The registration page includes the title of the webcast, the webcast date and time, and a short description of the content of the webcast. This information can be up to 36 lines of text (with an average of 16 words per line of text) and/or blank lines and be viewed without scrolling down using the Department of Labor’s baseline standards for Internet browsers, which is currently IE10. Vendor must be able to adjust to the Internet browser baseline if U.S. Department of Labor upgrades during contract life cycle. An example can be provided on request.

· Within the registration feature, provide the option of allowing each user to register only once.

· Webcast provider creates a template of the registration page, including U.S. Department logo or banner and required registration information that either the provider or EBSA can use in setting up subsequent webcasts.

· Several webcasts will include outside partners and their logos will be included on the registration page for those webcasts.

· Several webcasts will include different registration fields, such as student status, college or university, or other associations.

· Two or more webcasts will be in Spanish and will require a Spanish registration page. The Spanish language registration page will include accent marks and tildes as needed.

· Registration page must include a question about whether the individual wants to have their name and registration information shared should anyone request a list of registrants.

· Registration page may include a question about how the individual learned about the webcast with approximately 10 choices as responses.

· Custom creation of registration page in English for EBSA, resulting in a template that can be used for future webcasts. Registration page will include DOL banner on all webcasts and other organization logos will be added for most webcasts.

EBSA requires access to reports about each webcast, including:

· number of unique individuals registered including their registration information;

· an option that asks the registrant when logging in, how many individuals are viewing the webcast from that particular log-in;

· number of unique individuals attending & approximate length of attendance both for the live and archived webcasts;

· report of questions asked during the live webcast;

· a feature allowing an evaluation to be posted during the webcast;

· a report of evaluation responses;

· the ability to ask poll questions, to view poll responses during and after the webcast.

Technical support & trouble shooting provided during each webcast, including an assistant, sometimes called a Presenter’s Assistant available during the webcast to:

· respond to viewers’ technical questions;

· assist with providing information and reminders on an on-going basis to viewers;

· advance slides or provide other assistance if necessary for the speakers.

· Live closed captioning provided during each webcast.

F Following the webcast, the webcast provider will send the closed captioning transcript within 3 business days of the webcast for review. EBSA will review and edit the transcript and return it to the webcast provider.

Within 5 business days of receiving the edited transcript from EBSA, the edited final closed captioning transcript will be uploaded and

S synchronized with the archived webcast.

· Approximately 2 webcasts will be in Spanish and require Spanish closed captioning. Spanish closed captioning will be accurate and complete, including accent marks and tildes.

User-friendly attendee screen (contractor must notify CO & COR when there is a change in the system/interfaces within 30 business days and the Government has the right to cancel if not compatible to the below requirements), including:

· During each webcast, viewers listen through their computer speakers;

· Viewers have a user-friendly webcast screen to view the slide presentation, view speaker photos, ask questions, download and print the slides (all accessible from the viewing screen);

· Viewer webcast screen will fill the computer screen monitor for most or all viewers and not appear as a smaller pop-up screen;

· Viewer can click webcast console links to view speaker biographies and additional resources such as a toolkit of publications and other useful links.

User-friendly presenter’s screen (contractor must notify CO & COR when there is a change in the system/interfaces within 30 business days and the Government has the right to cancel if not compatible to the below requirements), including:

· Speakers and moderators must be able to read viewers’ questions during each live webcast. The questions should appear in a user-friendly format that is easy to read and does not jump or move as additional questions arrive, with the option of displaying questions in a full screen

· Speakers and moderators should be able to use the screen easily for presenting, reviewing questions, moving between slides, pushing out the survey, and switching between speakers.

· Presenters should be able to see the number attending, the list of current attendees, and the name and/or email addresses of the person asking a question during the webcast.

· Presenters should be able to move questions out of the main listing to folders to remove technical questions, irrelevant questions, questions to hold for later, etc. so the main listing contains those questions pertinent to the subject matter of the webcast.

· Presenters should have a way to “chat” or communicate non-publicly during the webcast separate from the Question screen.