74330223R0026 Livestreaming PWS.pdf

PERFORMANCE WORK STATEMENT (PWS)

LIVESTREAMING SERVICES

19 April 2023

A. BACKGROUND

The American Battle Monuments Commission (ABMC), guardian of America’s overseas commemorative cemeteries and memorials, honors the service, achievements, and sacrifice of U.S. armed forces.

Established by Congress on March 4, 1923, ABMC administers, operates, and maintains 26 permanent American burial grounds overseas, and 32 separate memorials, monuments, and markers, 4 of which reside in the United States.

This contract involves the planning and production of two livestream events at ABMC cemeteries in Belgium and France. ABMC is commemorating its centennial throughout 2023. This historic moment presents the agency with a unique opportunity to promote the existence of these sites and perpetuate the memories of those it honors. The livestreams will serve as a major component of a broader agency-wide communication effort to highlight this momentous occasion in ABMC and American history.

Additional information about ABMC can be found at:

ABMC Website

Examples of ABMC livestream events can be found at:

ABMC YouTube

B. CONFIDENTIALITY

The information provided in this document is strictly confidential and is provided solely for the purpose of requesting a proposal. The contents of this document must not be disclosed to any third party without the prior written consent of ABMC. Please delete all copies of this document if your organization decides not to submit a proposal.

C. GENERAL DESCRIPTION OF SERVICES

The contractor shall provide all labor, equipment, materials, services, transportation, facilities, and supervision required to conduct a high-definition multicamera livestream of the Flanders Field American Cemetery (FFAC) Memorial Day ceremony and Oise-Aisne American Cemetery (OAAC) burial of a World War I unknown soldier. ABMC will hold the FFAC Memorial Day ceremony on May 29, 2023, and the OAAC burial ceremony on June 7, 2023.

The contractor shall reference the attached draft ceremony layouts and event schedules to determine the resources required to capture a comprehensive multicamera livestream of each event (See Attachment 1).

The contractor shall also note that the FFAC Memorial Day ceremony is a static event at one location https://www.abmc.gov/ https://www.youtube.com/channel/UCDtoVZwMfUXRYYvrb6LKMIg within the cemetery while the OAAC burial will involve live shots from three separate locations within the site.

The contractor shall perform this work in accordance with the requirements defined in this Performance Work Statement (PWS). Any proposal submitted must include a pricing volume that breaks down all costs by line item, including all applicable direct and indirect rates.

D. REQUIREMENTS

1. Project Management: The contractor’s project manager shall act as the primary point of contact between the ABMC Contracting Officer and COR for the contract. The Project Manager shall perform the following work:

• Shall have full authority to act for the Contractor on all matters relating to the contract

• Respond to phone messages and emails within one business day of receipt

• Virtually meet with ABMC points of contact regularly to track work progress and ensure that the project is completed according to the schedule

• Communicate with the Contracting Officer and COR to identify and resolve any issues negatively impacting this contract

• Receive, inspect, and inventory all Government Furnished Property (GFP) and ensure that this material is forwarded to the appropriate personnel for use in the livestream

• Inspect completed deliverables. Coordinate and ensure that all submittals are sent per the specifications detailed in Section G: Deliverables

2. Personnel: The contractor must provide a sufficient number of staff who can perform the functional responsibilities and meet the requirements as identified in the PWS. All key personnel should have a minimum of five years of professional experience in their respective discipline.

3. Facilities: The contractor shall maintain responsibility for providing the following facilities and services during performance of this contract:

• Supply a satellite truck and link up with all additional production vehicles deemed necessary

• Responsible for providing all power sources (i.e. – generators) required to run the production

• Responsible for securing all required tentage to safeguard equipment from inclement weather prior to and during each ceremony

• Accountable for 24-hour equipment security following setup to prevent theft and tampering

• Must safely secure all cabling to eliminate tripping hazards for attendees

• Responsible for providing catering services for livestream crew. Please note that catering services must be setup outside of the cemetery property

4. Video: The contractor shall only use broadcast quality Ultra High-Definition (UHD or greater) capable camera systems for the livestream events. The contractor’s proposal needs to include specific information about the camera model(s) they plan to employ. Please see Section G:

Deliverables for information on required capture and delivery specifications.

5. Audio: The contractor maintains responsibility for providing the sound system and microphones necessary to ensure comprehensive audio capture for each event. This includes a mult box to provide attending media with access to all sound elements recorded for the livestream.

The contractor shall assume in their proposal that these requirements include, but are not limited to, audio capture of the following:

• Two podiums (no stage) – One for the master of ceremonies (MC) and the second for each speaker (to be determined)

• Band or choir

• Military firing party

• Bugler

• Military burial detail

6. Livestream Specifications: The contractor shall produce and distribute a high-definition livestream to ABMC’s four livestream platforms, YouTube, Facebook, Instagram, and Twitter. ABMC requires that the contractor use the highest quality high-definition settings per each platforms’ recommended specifications. The contractor shall further maintain a contingency plan and conduct field testing before each event to ensure a professional broadcast free of technical difficulties and disruptions.

E. GOVERNMENT FURNISHED PROPERTY

ABMC will submit lower thirds, holding screens, and an opening video loop at least one business week in advance of the first livestream event. ABMC will send these files in a .png (graphics) or .mp4 (HD video loop) format unless otherwise specified by the contractor. ABMC will provide these files via Microsoft OneDrive and a backup hard drive.

F. TIMELINES & PERIOD OF PERFORMANCE

ABMC will provide the contractor with access to the cemetery sites for setup and livestream testing in the days preceding each event. ABMC requires the contractor to perform these tasks following the timelines detailed below. Please note, livestream testing must be performed during production rehearsals occurring the day prior to each ceremony.

FFAC Timeline:

- Setup Complete: NLT 1600 26 May 2023

- Testing Complete: NLT 1200 27 May 2023

- Tear Down Complete NLT 1700 28 May 2023

OAAC Timeline:

- Setup Complete: NLT 1600 5 June 2023

- Testing Complete: NLT 1200 6 June 2023

- Tear Down Complete NLT 1900 7 June 2023

Unless otherwise directed by ABMC’s contracting officer or COR, all work to produce these livestream programs and submit the specified final deliverables shall be completed by June 8, 2023.

G. DELIVERABLES:

All works performed and created under this contract become the property of the U.S. Government.

Following completion of each event, the Contractor shall submit the deliverables listed below on high-capacity solid state drives. The contractor shall coordinate delivery of these files to ABMC within 24 hours of each event concluding.

• Ultra High-Definition source video files for each camera stream. File codec and wrapper used determined by contractor

• High-Definition program master of final livestream. File codec and wrapper used determined by contractor

• Program audio in format determined by contractor

H. QUALITY CONTROL:

The contractor shall develop and maintain an effective quality control program to ensure their services are performed in accordance with this PWS and that the contractor performance is compliant with the requirements of the contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of services below an acceptable level.

I. PLACE OF PERFORMANCE: Flanders Field American Cemetery in Waregem, Belgium and Oise-Aisne American Cemetery in Seringes-et-Nesles, France

J. PERIOD OF PERFORMANCE: Contract award to June 8, 2023

K. POINTS OF CONTACT:

• Contracting Officer – Anna Nereng nerenga@abmc.gov

• Contracting Officer Representative – Mike Shipman shipmanm@abmc.gov

• Chief of Public Affairs – Ali Bettencourt bettencourta@abmc.gov mailto:nerenga@abmc.gov mailto:shipmanm@abmc.gov mailto:bettencourta@abmc.gov