Draft SOW - Strategic Communications.pdf

STATEMENT OF WORK (SOW)

DHS Center for Countering Human Trafficking

Strategic Communications Contract July 9, 2024

1.0 General

The mission of the Department of Homeland Security’s (DHS) Center for Countering Human Trafficking (CCHT) is to advance counter human trafficking law enforcement operations, protect victims, and enhance prevention efforts by aligning DHS’ capabilities and expertise. The CCHT is a DHS-wide effort comprised of 16 supporting offices and components and is led by U.S.

Immigration and Customs Enforcement (ICE) Homeland Security Investigations (HSI). The CCHT is the first unified, inter-component coordination center for countering human trafficking and the importation of goods produced by forced labor.

CCHT integrates the efforts of every component within DHS involved in combating human trafficking. DHS efforts range across criminal investigations, victim assistance, identifying and reporting human trafficking, external outreach, intelligence, and training. The CCHT better equips and positions DHS to accomplish and improve every aspect of its counter human trafficking efforts.

1.1 Background and Purpose

DHS conducts considerable training for its employees worldwide as well as partners in local, state, federal, tribal, territorial, and foreign law enforcement. The training ranges from general awareness and identification to advanced enforcement and protection sessions. DHS, through the HSI-led CCHT, also administers the Blue Campaign, the federal government’s flagship human trafficking public awareness campaign, with free printed materials, public service announcements, social media, and industry-specific toolkits, all with the goal of increasing identification and reporting to law enforcement. As counter-trafficking is most effective when undertaken with partners, the CCHT conducts extensive engagement within government, the private sector, corporations, Non-Government Organizations (NGOs), academia, and with trafficking survivors.

This contract’s main focus will be to:

• Conduct, review, and assist with a standardized DHS human trafficking training resource to include creative and editorial direction.

• Operate the Blue Campaign's nationwide public awareness effort and any other awareness efforts needed to encourage victim identification, reporting to law enforcement and to prevent human trafficking.

• Coordinate CCHT external and internal engagement/communications, training, and events, regarding human trafficking with federal government agencies and critical partners, including survivors, NGOs, corporations, multilateral entities, other law enforcement agencies, and other interested parties.

1.2 Scope

The purpose of this requirement is to obtain support to generate and implement strategic plans, educational and instructional product design and development, partnership approaches, and technical requirements for CCHT. The requirement shall consist of a collection of services designed to develop and implement educational awareness training and tools. The Contractor shall have the ability to effectively measure efficacy for the CCHT. It is imperative to the success of the program that outcome measures be built into each marketing outreach and awareness tactic to demonstrate the viability of each approach.

2.0 SPECIFIC TASKS

The Contractor shall support the program office in generating and implementing strategic plans, product design, partnership approaches, and technical requirements. The Contractor shall remain readily available to answer phone calls and respond to e-mails as they relate to performance of any task throughout performance of this requirement. Resolution to any inquiry or concern shall be provided within one business day. If the matter cannot be fully resolved within one business day, the response shall offer immediate acknowledgement and provide a date and time that resolution will be achieved, not more than five business days unless an exception is approved in writing by the COR. The Contractor shall provide qualified personnel to perform all requirements specified in this Statement of Work.

2.1 TASK ONE. Project Strategy and Implementation

2.1.1 The Contractor shall assist the Government in defining and updating CCHT strategies, background, purpose, and intended outcomes of CCHT Strategic Communications efforts including:

• Primary (i.e. the focus of the campaign) and secondary (i.e. those that might influence the primary’s audience’s response) audience(s).

• Desired audience outcome(s).

• Key messaging and resonance for each audience group.

• Communication channels for each audience group.

• A timeline for campaign implementation including key milestones to assess campaign efficacy.

• Monitor for any new outcomes or priorities from leadership er to assist with updating campaign strategies such as Secretary or White House priorities.

2.1.2 The Contractor shall execute product design strategies for CCHT. The design strategy includes the purpose for each product, the intended result, and measures of effectiveness for each product. This includes but is not limited to generating technical requirements for campaign activities such as strategic communications, marketing, and training development.

2.1.3 The Contractor shall execute partnership strategies. The partnership strategies include priorities for key partnerships necessary to implement the campaign. This includes the following activities:

2.1.3.1 The Contractor shall create a partnership process and support elements such as outreach materials, draft communication, and tracking documents.

2.1.3.2 The Contractor shall identify and propose a list of potential partners to assist with delivery of educational messages and materials. International organizations and partners may be included.

2.1.4 The Contractor shall support the Government by delivering up-to-date, relevant, and meaningful means to communicate with the public. Public engagement and outreach support will facilitate the Government’s mission to generate awareness and combat human trafficking. Outreach for this task shall engage multiple stakeholders including, but not limited to, internal Government staff, internal contracted staff, nongovernmental organizations, private sector, state/local law enforcement and government representatives, interagency partners, White House administration, and the public.

Strategic outreach shall include, but is not limited to, the following:

• The Contractor shall draft communications for delivery to audiences via email, blog, social media, and printed content regarding anything managed by the Government, or related to the work conducted by this BPA.

• Provide input and assist with edits to congressional responses.

• Create talking points for events and senior leader presentations.

• Deliver informational sessions for improving public speaking and media relations.

• Provide professional editing for written documents.

• Develop professional layouts for posters, publications, or handouts.

• Develop content for graphic designs, icons, images, or infographics.

• Develop language for media releases, fact sheets, and other products that communicate about the campaign.

• Manage mailing and distribution lists (i.e. newsletter distribution).

• Facilitate media engagement (e.g., satellite media tours, press conferences, news releases) as well as community engagement (e.g., social media town halls).

• Manage responses to multiple campaign mailbox inquires; draft responses shall be provided by the COR.

• Collect data/metrics from stakeholders as applicable.

• The Contractor shall complete necessary steps according to DHS and HSI for legally branding messaging. DHS and HSI branding and trade-marking rules and regulations apply.

• The Contractor shall provide support for identifying strategic conferences and other public speaking engagements. The Contract will also create supporting products to include background research, abstract development, submission tracking, and presentation materials and talking points.

2.1.5 The Contractor shall create new messaging based on existing and new research findings to increase public awareness and drive individuals and organizations, at various stages in behavior-based profiles, to combat human trafficking. General messaging (national message for general public) and tailored messaging (based on demographics and hazards) shall be developed and tested. The Contractor shall evaluate existing resources to determine consistency in language and branding.

2.1.6 The Contractor shall provide support for engaging with lived experience experts on items assigned by the Program Manager or COR. This includes, but is not limited to, the following:

• Screen all potential survivors to be added to the consultant network as outlined in the

Campaign’s Standard Operating Procedure for Blue Campaign not to exceed five (5) screens per month.

• Arrange travel and lodging accommodations for in-person events.

• Execute compensation coordination for participation in activities.

• Coordinate content review as requested by CCHT.

• Manage the consultant network tracking documents.

TASK TWO. Project Management

2.2.1 The Contractor shall assist the Government using project management tools and systems such as using several software platforms which require platform-specific expertise (e.g., Drupal, Diamond, Salesforce, Google Analytics, Hootsuite, X, Facebook, Instagram, SharePoint, etc.).

2.2.2 The Contractor shall provide ad-hoc reports as it relates to specific initiatives and projects.

2.2.3 The Contractor shall provide monthly status reports including detailed descriptions of all work completed and categorized by CLIN.

2.2.4 The Contractor shall provide ad-hoc on-site support at various awareness events and trainings.

2.2.5 The Contractor shall support the CCHT with maintaining all warehouse resources to include monitoring inventory levels and web-form requests. The Contractor shall track information about CCHT resources (e.g., physical location, AI image use, publication number, number of distributions, etc.) and report back to the Government monthly and on an ad-hoc basis.

TASK THREE. Social Media

2.3.1 In addition to the creative content, outreach messaging, and content development that will occur under the base tasks of this contract, this task shall expand those responsibilities to include the administrative support and maintenance for various communication platforms, such as:

• Develop, schedule, and host social media events on various campaign or partner platforms including, but not limited to X, Facebook, or Instagram.

• Coordinate with internal and external stakeholders to amplify social media messaging.

• Monitor daily postings to the website discussion boards.

• Monitor social media activity (e.g., hashtag mentions) regarding the campaign or related topics.

• Track Google Analytics data.

• Provide monthly and ad-hoc social media content.

• Provide weekly postings averaging 15 entries.

• Provide monthly reports on the effectiveness of social media activity.

TASK FOUR. Product Creative Development and Training

2.4.1 The Contractor shall provide commercial art (custom or stock), graphic design, infographics, and special effects that educate the public or partners on various program content as needed.

2.4.1.2 The Contractor shall update, rewrite and/or edit existing materials and products as necessary. Types of services may include, but are not limited to, developing conceptual design and layouts, sketches, drawings, publication designs, typographic layouts, artwork including electronic artwork, infographics, mapping, and co-branding.

2.4.2 The Contractor shall brand all material consistently and, when needed, work with campaign stakeholder organizations to co-brand materials as appropriate and in accordance with DHS standards and protocols.

2.4.3 The Contractor shall develop outreach and training tools that will be approved by the Government and COR that will, in turn, be used for national, regional, state, local, tribal and territorial, non-governmental and private sector organizations to support education on key national security issues. Tools will support efforts to effectively reach audiences and provide examples and activities for outreach engagement. Outreach tools may include online widgets and social media how-to, templates for promoting preparedness, and events, videos, activity how-tos, toolkits, indicator cards, pamphlets and brochures, infographics, webinars, etc.

2.4.4 The Contractor shall, as directed by the COR, develop radio and television public service announcements and programming to promote public awareness of key national security issues. Types of services may include the development of radio or television announcements, creative development of draft scripts and storyboards, TV monitoring, instantaneous satellite services, news clipping services, and ad tracking services.

2.4.5 The Contractor shall, as directed by the COR, design and develop, scenario videos, infographics and/or animations for use in public and private transmissions. Video and film production include writing, directing, shooting, arranging for talent, narration, music and sound effects, duplication, distribution, video scoring and editing. The Contractor may be required to film in studios, on location, live shows, or events. In all instances, full ownership rights for Audio/Visual products belong to the Government. Audio/Visual material must meet DHS 508 compliance.

2.4.6 The Contractor shall, as directed by the COR, plan and execute photoshoots to obtain propriety photos for CCHT’s use. This includes, but is not limited to, location scouting, talent procurement, props and staging needs, planning and day-of scheduling documents, studio rental, etc. Full ownership rights for Audio/Visual products belong to the Government. Visual material must meet DHS 508 compliance.

2.4.7 The Contractor shall obtain all talent and required talent releases for use, direct mail, brochures, videos, and any other media authorized and used under this task.

2.4.7.1 The Contractor shall obtain usage rights for videos, photos, music, and any other media used in connection with communications efforts/projects.

2.4.7.2 The Contractor shall provide written documentation to the COR demonstrating the fulfillment of this requirement for each individual effort.

2.4.8 The Contractor shall employ creative design tools and programs/software to develop concept treatments and ideas for the Government to use to educate the media, organizations, communities, and the public. Multiple concepts shall be provided with options for a range of formats, including print, video, on-line formats, to be used in various media outlets.

TASK FIVE. Website Development

2.5.1 The Contractor shall create new web pages, upload news stories and images, manage and moderate website forums, resolve user account issues, and run reports as needed.

Additional functions required, but are not limited to, the following:

2.5.1.1 The Contractor shall conduct functional and aesthetic enhancements to the existing websites currently maintained by DHS and ICE to support robust, user-friendly websites.

2.5.1.2 The Contractor shall provide design services for website wireframes, mockups, and creative layouts including CSS and HTML files to ensure efficient and effective web-based communications to include social media components, video, and user experience assessments and web-based training modules. Design services shall also include requirements gathering and tracking.

2.5.1.3 The Contractor shall conduct usability and functionality assessment of website(s) and systems to ensure that users can effectively find and share information. The assessment must also ensure that CCHT is receiving the most accurate data and reports to promote preparedness efforts.

2.5.1.4 The Contractor shall provide a website designer, as needed, to design and build new webpages as well as build in testing and development environments for review and should ensure functionality and consistency on both computers and mobile devices.

2.5.1.5 The Contractor shall ensure proficiency in Drupal software, SharePoint, and text parser capability.

2.5.2 In addition to the development of digital content, this task includes the administrative maintenance of the online and physical repositories.

2.5.2.1 The Contractor shall support posting of CCHT resources to appropriate websites, ensuring active links throughout the Blue Campaign and CCHT landing pages, and ensuring compliance with government and DHS-specific requirements.

TASK SIX. Research and Testing, Reporting and Metrics

2.6.1 The Contractor shall perform analyses on CCHT internal and external human trafficking awareness materials and activities to determine the effectiveness of their efforts. As part of the research to generate these analyses, the Contractor may use a variety of tools and techniques, such as surveys, focus groups, verbal outreach, and data collection.

2.6.1.1 In collaboration with CCHT, the Contractor shall establish a list of metrics that will be tracked during this fiscal year. This will include a definition for the measurement of success.

2.6.2 The Contractor shall provide cognitive testing capabilities to test the impact of outreach messaging, training, exercises, and/or other user experiences.

2.6.2.1 Cognitive testing groups shall have a minimum of 20 respondents, unless otherwise required by the Paperwork Reduction Act (PRA).

2.6.3 The Contractor shall provide targeted surveys and focus group capabilities to assess the impact of outreach messaging, training, exercises, and/or other user experiences.

2.6.3.1 Focus groups shall have a minimum of 20 respondents, unless otherwise required by the Paperwork Reduction Act (PRA).

2.6.4 The Contractor shall deliver reporting and metrics through the following methods:

• Deliver monthly reports outlined in each CLIN.

• Deliver ad-hoc status reports on various campaign projects.

• Conduct ad-hoc collection and analysis of survey results from trainings and events to include after action reports.

• Conduct an end of year analysis report on performance of goals along with recommendations for improvement and/or refinement for the next fiscal year.

TASK SEVEN. Order Level Materials (OLMs) The Contractor shall provide OLMs in accordance with their approved procurement system and the instructions outlined below. In accordance with 52.244-2, the Contractor shall obtain consent on any subcontract agreements prior to incurring an expense for subcontracting costs in order to be reimbursed under this award.

2.7.1 The Contractor shall identify and procure placement opportunities for CCHT promotional materials, such as posters, videos, radio ads, and web ads. Placements may include, but are not limited to, the internet, airports, transportation hubs (such as bus stops and metro stations), and other high traffic public locations. Placements should take into account performance measures and ability to capture outcome metrics to demonstrate the success of ad placements in varying locations.

2.7.2 The Contractor will secure third-party vendors for various placements, creative materials, or other identified needs as approved by the Program Manager and COR. All terms will be agreed upon by the Contractor and Government and the vendor will conduct market research and offer suitable options ensuring cost savings for the government. Any violations of the terms that incur additional fees will be at the cost of the Government. Any changes to third-party vendor terms that are violated will be provided in writing with corresponding timelines and cost implications.

2.7.3 In the course of their normal work and communication, should a campaign partner or stakeholder approach the vendor with free/donated placement opportunities, the vendor will convey such opportunities to the Program Manager and COR for review.

2.7.4 The Contractor shall execute media buys for both its video and audio assets in both

English and Spanish markets. These buys shall include, but are not limited to, the existing PSA, any new PSA(s) developed and infographic video. In the course of their normal work and communication, should a campaign partner or stakeholder approach the vendor with free/donated media opportunities, the vendor will convey such opportunities to the Program Manager and COR for review.

2.7.5 The Contractor shall provide translation services for CCHT related material (print and digital) as provided. The goal for the CCHT is to provide all relevant material in dual languages of English and Spanish. Additional languages may be requested based on the product and demand. The language goals for Blue Campaign are outlined in its Language Access Plan, which can be provided at the kickoff meeting. Translators must be native speakers to ensure translations are culturally and grammatically aligned with the respective language. Translations should have dual party review to ensure accuracy. A second party (not the translator) should review the product prior to submitting to CCHT.

2.7.6 The Contractor shall provide and will be reimbursed for actual costs associated with shipping materials to stakeholders, partners, for events, etc. Ship and print materials or other tools and resources to stakeholders via an international carrier (FedEx, UPS, etc.).

2.7.6.1 The Contractor shall provide shipping capability, and all associated costs will be reimbursed for actual shipping costs.

2.7.6.2 The Contractor shall also provide the government visibility into expenses with account access and via monthly and ad-hoc reports at the request of the Government.

2.7.7 The Contractor shall support and coordinate official consultation with subject matter experts (SME) related to CCHT initiatives, materials, and/or events. This may include recruiting and working with survivors to implement their feedback into any and all deliverables. SMEs can work remotely but may be required to attend in-person meetings and events as stated in task instructions. It is the responsibility of the Contractor to pay for all travel, expenses, and incidentals for the SMEs. All SME consultations must be pre-approved by the COR.

2.7.8 TRAVEL: The contractor shall provide a pre-trip request prior to incurring any expense in order to be considered for reimbursement under this award. Approved travel will be followed up with a post-trip report for any travel that occurred within the previous 30 days as part of the Monthly Status Report for all Government-approved travel. All travel outside this timeframe must be approved in advance by the Contracting Officer’s Representative (COR). All contractor personnel may be required to travel on commercial and/or government provided transportation. Travel, if required, shall primarily occur in the North American continent. Other travel destinations may include Hawaii, Alaska, Puerto Rico and any U.S. Territory. When authorized as part of the scope of work and as approved by the COR, travel expenses incurred in performance of this SOW shall be reimbursed in accordance with the Federal Travel Regulations (FTR) in effect at the time of travel. Travel requests must be submitted in sufficient time for the COR to give prior approval and must identify (i) the name of the traveler, (ii) origin, (iii) destination(s), including itinerary, (iv) purpose of the travel, (v) dates of travel and duration of trip, (vi) mode of transportation and (vii) estimated cost breakdown demonstrating consistency with GSA approved travel rates for per diem and lodging and FTR authorized travel expenses. To be reimbursed, invoices, including travel expenses, must provide a detailed breakdown of the actual expenditures invoiced. The contractor shall maintain the original or legible copy of receipts for all travel expenses invoiced. The Government reserves the right to request evidence of any travel expense incurred by the contractor in order to consider reimbursement. Travel shall not include any profit. Reasonable indirect rates (G&A) may be applied, provided they are consistent with your companies disclosed accounting practiced.

2.7.9 Costs for local travel and commuting expenses are not allowable; therefore, they will not be reimbursed for this task order. No local travel shall be reimbursed within a 50-mile radius of the worksite. Reimbursement for travel for any contractor employee to get from a location outside the local commuting area to a location within the national capital region (NCR) in order to support this requirement is not authorized. This includes virtual contractor employees who may be based outside of the local commuting area considering the place of performance identified in the underlying BPA.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this

SOW.

The Contractor shall provide a Project Manager who shall be responsible for all contractor work performed under this contract. The Project Manager is further designated as Key by the government. The Project Manager shall be a single point of contact for the Contracting Officer and the Contracting Officer’s Representative (COR). It is anticipated that the Project Manager shall be one of the senior level employees provided by the Contractor for this work effort. The Project Manager and all designated alternates shall be able to fluently read, write, speak and understand English.

The Project Manager shall be available to the Federal Program Manager and COR via telephone or e-mail five days a week between the hours of 9:00 AM and 5:00 PM ET and shall respond to a request for discussion or resolution of technical problems within one hour of notification. If the Project Manager is scheduled to be out of the office, DHS requests at least three (3) days’ notice and a designated point of contact during the PM’s absence. The Project Manager is responsible developing and managing project plans and schedules based on assigned tasks as well as conducting weekly status updates meetings with the Government. The Contractor is responsible for capturing and reporting notes from all meetings. Meeting notes will be provided to the COR and Program Manager within forty-eight hours (48) of the meeting.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is always maintained. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Telecommuting

Telecommuting by contractor personnel, with CCHT authorized or issued equipment, is authorized on a case-by-case basis when requested and approved in advance and in writing by the COR. (i.e. working outside a government or contractor facility)

3.4 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement.

• Project Manager

3.5 Government Furnished Resources/Information

The Contractor shall use Government furnished information, data and documents only for the performance of work under this contract and shall be responsible for returning all Government furnished information, data, and documents to the Government at the end of the performance period. The Contractor shall not release Government furnished information data, and documents to outside parties without the prior and explicit consent of the Contracting Officer.

All materials developed by the Contractor for use during the performance of this contract, that use Government provided data, shall become sole property of the Government. Materials include but are not limited to: Standard Operating Procedures; database programs; database products; spreadsheet programs; spreadsheet products; search programs and products;

Government business related training materials (e.g. training videos, orientation programs, manuals, etc.); studies; reports (e.g. on productivity, accuracy, etc.); quality analysis and data gathered. All such materials shall be delivered to the COR within 5 business days of the end of the period of performance.

3.6 Employee Identification

3.6.1 The contractor shall comply with the requirements for Employment Eligibility

Verification (Jan 2009), FAR 52.222-54.

Contractor employees visiting Government facilities shall wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.6.2 Contractor employees working on-site at Government facilities shall wear a Government issued identification badge. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and always display the Government issued badge in plain view above the waist.

3.7 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Contractor shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.8 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 PERFORMANCE

4.1 PERIOD OF PERFORMANCE: The period of performance for this requirement is for 60 months, from September 30, 2024, through September 29, 2029, each with a performance period of 12 months.

4.2 PLACE OF PERFORMANCE

e The primary place of performance will be at the contractor headquarters in Washington D.C. On occasion, however, there may be a need for performance to be conducted at Government site to attend meetings, perform services and/or inspections.

DHS/ICE/HSI/CCHT

1800 G Street, NW, Suite 2210

MS-5127

Washington, DC 20536 Parking facilities are not provided at Federal Government Facilities.

4.3 HOURS OF OPERATION

The contractor shall perform routine tasks in this performance work statement during normal business hours, which are 8:30 a.m. – 5:00 p.m. EST. Times may be adjusted if operating in a different time zone or based on field requirements, only with prior COR approval. Provisions may be made for after hour’s activities, including week-ends and holidays, associated with the normal business of CCHT with COR approval.

Services will generally not be required on the following Federal holidays (or any other holidays declared by the Government); however the Contractor may be required to provide services on these days in support of mission critical situations.

• New Year's Day - 1 January

• Martin Luther King's Birthday - Third Monday in January

• Inauguration Day – January 20 (or 21st if the 20th is a Sunday)

• Washington’s Birthday - Third Monday in February

• Memorial Day - Last Monday in May

• Juneteenth National Independence Day – 19 June (or as observed)

• Independence Day - 4 July

• Labor Day - First Monday in September

• Columbus Day - Second Monday in October

• Veterans Day - 11 November (or as observed)

• Thanksgiving Day - 4th Thursday in November

• Christmas Day - 25 December

Overtime is not approved on this task order. No work shall be performed by Contractor personnel on Government facilities on Federal holidays or other non-workdays without prior written approval of the COR.

4.4 DELIVERABLES AND DELIVERY SCHEDULE

Where a deliverable is required in draft form, the Contractor shall have 5 business days to deliver content. Where adjudication of comments and edits is required, the Contractor shall fully adjudicate the review within the timeframe specified on the Government’s request for adjudication and present the revised deliverable for Government acceptance. There shall be no assumption of approval of any materials, regardless of timeline.

The contractor shall be responsible for an effective quality assurance/control program for all deliverables, work products, and services performed under this contract. The contractor shall institute policies, procedures, and processes that will ensure all products meet contract requirements and will promote “continuous improvement” of the products and processes.

All deliverables shall be delivered to the Contracting Officer Representative (COR) and Government Program Manager (PM). The PM and COR will attend all meetings and briefings where deliverables or the execution of this contract will be discussed. The Contractor shall include the PM and COR in all communications related to this contract. All documents must be stored on the Government network or other location that has been expressly approved by the COR and Government PM.

Deliverable CLIN Due Date Recipient Format

Task Order Kickoff Brief through Due 10 business days after award

CO, CCHT POC

& COR

Microsoft Power Point, Adobe .pdf or other format mutually

Deliverable CLIN Due Date Recipient Format 0007 agreed upon.

Monthly Report: Summary of work completed that ties completed tasks to monthly invoice, current status and projected requirements to completion.

through

Due the 15th business day of each month

CCHT POC &

COR

Electronic format in mutually agreed upon format

Project Management Plan:

Quality control procedures, Resource management, Timeline for completion of projects based on SOW and deliverables.

Due one week after signing contract and every 30 calendar days thereafter.

CCHT POC &

COR

Electronic format in mutually agreed upon format

Ad-hoc calls for duration of project: The Contractor shall draft meeting minutes from all substantiative meetings attended, which shall include information regarding the discussion, decisions made, risks, action items, and next steps. The meeting minutes shall be routed electronically via e-mail for approval within 48 hours after the meeting. After approval, the minutes shall be distributed to all attendees and recipients identified herein

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format

Bi-annual briefings on presentations and best practices when interacting with the media

First session due by 31 December of each year.

Second session due no later than 31 August of each year.

CCHT POC &

COR Webinar or in-person format

Up to twenty media prep sessions with CCHT staff 0001

On-going activity as defined by written task instruction

CCHT POC &

COR Webinar or in-person format

Develop overall strategy for Strategic Communications Unit

0001 and

Due No Later than 30 November of each year

CCHT POC &

COR

Electronic format in mutually agreed upon format

Develop a product, partnership, and paid media strategy for Strategic Communications Unit

0001 and

Due No Later than 30 November of each year

CCHT POC &

COR

Electronic format in mutually agreed upon format

Ad-hoc strategic communications and data collection support

0001and

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format

Monthly report of events for possible CCHT participation to include proactive event recommendations CCHT could host.

0001 and

Due the 5th business day of each month

CCHT POC &

COR

Electronic format in mutually agreed upon format

Maintain all warehouse resources to include monitoring inventory levels, and web-form requests.

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format

Provide monthly and ad-hoc material request reports. Vendor should have capacity to process at least 70 orders per week.

0002 and

On-going activity as defined by written task instruction.

Monthly reports due the 5th of each month.

CCHT POC &

COR

Electronic format in mutually agreed upon format

Provide ad-hoc reports as it relates to specific initiatives and projects

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format, Microsoft word, PDF, etc.

Provide ad-hoc on-site support at various awareness events and trainings

On-going activity as defined by written task instruction

CCHT POC &

COR In-person support

Orchestrate Ad-hoc social media events 0003 On-going activity as

CCHT POC &

COR

Electronic format in mutually agreed upon format, on various defined by written task instruction social media channels.

Provide monthly and ad-hoc social media content

Monthly social media content due 15th business day of each month.

CCHT POC &

COR

Electronic format in mutually agreed upon format

Provide monthly reports on the effectiveness of social media activity

0003 and

Due the 15th business day of each month.

CCHT POC &

COR

Electronic format in mutually agreed upon format

Three survivor videos specific to the Uyger Genocide and Forced Labor in the Supply Chain

0004 Due no later than 31 August of each year

CCHT POC &

COR

Electronic format in mutually agreed upon format

Three sets of tailored outreach campaign awareness materials for unaccompanied children, recognizing forced labor in the workforce/supplychain, and forced labor in maritime environments

0004 Due no later than 31 August of each year

CCHT POC &

COR

Electronic format in mutually agreed upon format

A human trafficking awareness infographic video

Due no later than 31 August of each year

CCHT POC &

COR

Electronic format in mutually agreed upon formal, easily utilized by the DHS’s various social media channels.

Victim interviewing role playing training video

0004 Due no later than 31 August of each year

CCHT POC &

COR

Electronic format in mutually agreed upon format

Ad-hoc cobranding material development 0004

On-going activity as defined by written task instruction.

CCHT POC &

COR

Production ready, high resolution files (e.g., Adobe Suite, PDF) with all assets embedded (e.g., font outlines).

Source files in native format (e.g. Adobe Suite, stock imagery, fonts, etc)

Production of new and/or refresh of existing CCHT materials, products, and training module.

On-going activity as defined by written task instruction.

CCHT POC &

COR

All relevant materials will be in English and Spanish (other languages as requested). All digital materials must be 508 compliant per DHS standards.

Web Site Asset Assistance

– Content, Imagery, and 0005 On-going activity as

CCHT POC &

COR

Electronic asset files (e.g., PNG, JPG, SVG, Microsoft

Media defined by written task instruction

Word, etc). Web assets must adhere to industry best standards and best practices as defined by the W3C, WCAG 2.0, and Section 508.

Web Site Assistance 0005

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic asset files (e.g., PNG, JPG, SVG, Microsoft Word, etc). Web assets must adhere to industry best standards and best practices as defined by the W3C, WCAG 2.0, and Section 508.

Ad-hoc website data reports: The Government may request a variety of ad hoc reports. The Contractor shall create and run routine and non-routine ad hoc reports, as requested.

0005 and

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic asset files (e.g., PNG, JPG, SVG, Microsoft Word, etc). Web assets must adhere to industry best standards and best practices as defined by the W3C, WCAG 2.0, and Section 508.

Conduct research analyses on CCHT outreach activities to include ongoing analysis of pre/post questionnaires and support of DHS lead focus group sessions.

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic asset files (e.g., PNG, JPG, SVG, Microsoft Word, etc). Web assets must adhere to industry best standards and best practices as defined by the W3C, WCAG 2.0, and Section 508.

Conduct/lead quarterly CCHT Survivor focus group sessions.

Due no later than 15 September of each year

CCHT POC &

COR

Electronic asset files (e.g., PNG, JPG, SVG, Microsoft Word, etc). Web assets must adhere to industry best standards and best practices as defined by the W3C, WCAG 2.0, and Section 508.

List of metrics that will be tracked throughout performance to demonstrate quality performance.

0006 Due NLT 10/20/2024

CCHT POC &

COR

Electronic format in mutually agreed upon format

Ad-hoc Status Reports on various projects. 0006

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format

Ad-hoc collection and analysis of survey results from trainings and events to include after action reports.

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format

End of year analysis report.

Due no later than 29 September of each year

CCHT POC &

COR

Electronic format in mutually agreed upon format

Product Placement- digital and at-home Other Direct Costs (ODC)

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format, on various social media channels.

Ad-hoc event support

(ODC) 0007

On-going activity as defined by written task instruction

CCHT POC &

COR

Format varies dependent on task.

Ad-hoc travel requests

(ODC) 0007

On-going activity as defined by written task instruction

CCHT POC &

COR Mutually agreed upon format

Ad-hoc translations (ODC) 0007

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format, Microsoft word, PDF, etc.

Shipping (ODC) 0007

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format, Microsoft word, PDF, etc.

Monthly and ad-hoc shipping expenses report

0007 and

Due 5th business day of each month.

CCHT POC &

COR

Electronic format in mutually agreed upon format, Microsoft word, PDF, etc.

Stakeholder consultation

(OLM) 0007

On-going activity as defined by written task instruction

CCHT POC &

COR

Electronic format in mutually agreed upon format, Microsoft word, PDF, etc.

5.0 POST AWARD CONFERENCE AND TASK ORDER KICKOFF MEETING

The Contractor shall present a Task Order Kickoff Brief after award to include an overview of the project team, project plan, scope of work, deliverables, transition activities, communication approach, initial risks, and next steps. This Kickoff Brief can be presented in conjunction with the Governments Post Award Conference. The Contractor shall attend a Post Award Conference and Task Order Kickoff meeting, hosted by the Contracting Officer, the COR, and Federal Program Manager, no later than 10 business days after the date of award. The purpose of the Post Award Conference and Task Order Kickoff, which will be chaired by the COR, is to discuss technical objectives and contracting obligations of this contract and review the Contractor's Draft Project Management Plan. The Post Award Conference and Task Order kickoff will be held at the Government’s facility, located in Washington, DC. The specific date and time, as well as the address for the location of the meeting will be provided shortly after task order award.

6.0 PROGRESS MEETINGS

The Contractor shall be available to meet with the COR and Federal Program Manager upon request to discuss progress, exchange information and resolve emergent technical problems and issues. These meetings shall take place in person at the Government or Contractor’s facility.

7.0 Government Furnished Equipment (GFE)/Government Furnished Property

(GFP)

The Government will provide the Contractor with basic equipment/property (e.g., laptops, desktops, PIV Cards, and mobile smart phones, etc.). The Government will also provide access to ICE mandated tools, such as SharePoint, and other applications as needed for this effort. ICE reserves the right to add, delete, or modify at its discretion any hardware or software at any time during contract performance, based upon what in ICE’s judgment is necessary to most effectively and efficiently perform the mission.

The Contractor shall keep an inventory of all received GFE/GFP, which shall be made available to the COR or CO upon request. All GFE/GFP shall be entered into ICE’s Property Inventory System within 48 hours of receipt. The Contractor shall ensure that all GFE/GFP provided for its use is continuously secured. The Contractor shall manage, maintain, and control all GFE/GFP in support of this contract and subsequent Orders in accordance with the clause at FAR 52.245-1. All GFE/GFP provided to the Contractor to perform work under this Order shall be returned to the COR at the end of the period of performance.

7.1 Accountability of Government Property

All property furnished by the Government under this contract will remain the property of the Government. Upon termination or conclusion of the Contract, the Contractor will render an accounting of all such property that has come into their possession during the course of the Contract. A Government property receipt form will be used for the Contractor to acknowledge the receipt of all Government-issued property.

7.1.1 Any property furnished by the Government to fulfill contract requirements, which is lost or damaged resulting from improper use or negligence by the Contractor's employees, will be repaired or replaced by the Government. The cost of all repairs or replacement will be deducted from the Contractor's payment. Additionally, the Contractor will remunerate the Government for expenses associated with the misuse of telephones or other Government furnished office equipment by the Contractor's employees who misuse willfully, willfully damage, or willfully destroy Government property may be removed from the contract and may face further penalties as deemed necessary by the Government.

7.1.2 Unless otherwise specified, the Government is responsible for the repair and maintenance of Government furnished property. The Contractor is responsible for the timely reporting, as identified herein, to the COR of any property deficiencies or losses. The Contractor will identify loss or damage to Government-furnished property to the COR as soon as possible, but not later than 24 hours after discovery by the Contractor. The Contractor must also obtain a police report identifying the specifications of the incident and provide a copy to the COR within 72 hours after discovery. To ensure timely discovery and reporting, the Contractor will perform monthly inventories of all Government-furnished property. Inventory reports will be in writing using a government form or format approved by the COR. The Contractor will certify in writing all licenses and permits issued to the Contractor or Contractor employees required by law for the use and operation of Government furnished property or equipment.

7.2 Government Furnished Information (GFI)

The Government will provide Government Furnished Information (GFI) (e.g., technical data, applicable documents, plans, regulations, specifications, etc.) in support of this Order. ICE expressly reserves the right to add, delete, or modify at its exclusive discretion any access rights at any time during contract performance, based upon what in ICE’s judgment is necessary to most effectively and efficiently perform the mission.

The Government will provide the Contractor with access to all computer and network hardware and software necessary to fulfill the requirements of this SOW. The Contractor shall ensure that all GFI provided for its use shall be continuously secured. All training materials, policies, procedures, timelines, electronic work products and/or other documentation, created in support of this PWS and/or provided by the Government are the property of the Government.

8.0 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

The Contracting Officer will designate a Contracting Officer’s Representative (COR) to assist in monitoring the work under this task order. The COR is responsible for the technical administration of the task order and technical liaison with the Contractor. The COR is not authorized to change the scope of work or specifications as stated in the task order, to make any commitments or otherwise obligate the Government or authorize any changes which affect the task order price, delivery schedule, period of performance, or other terms or conditions.

The COR is: Shauna Burnett

9.0 SECURITY REQUIREMENTS

GENERAL

ICE has determined that performance of the tasks as described in this Contract requires that the Contractor, subcontractor(s), vendor(s), etc.