75ACF122Q00071 Attachment 1 - Statement of Work - Videos.pdf

75ACF122Q00071 Attachment 1 – Statement of Work Administration for Children and Families (ACF)

Office of Community Services (OCS)

Title: Office of Community Services (OCS) – Voices from the Field Videos

I. BACKGROUND AND PURPOSE

Background The Department of Health and Human Services (HHS), Administration for Children and Families (ACF), Office of Community Services (OCS) is responsible for administering multiple complex blocks and discretionary programs that have an annual appropriation of approximately 6 billion dollars in grants for 50 states, five territories, 218 Indian Tribes, and numerous other entities. These funds are used to provide services and promote economic self-sufficiency for low-income individuals, families, and communities in every county of the United States. OCS’ mission-critical functions include all aspects of grant administration and financial management and oversight.

OCS is responsible for administrating the following blocks and discretionary programs:

a. Community Services Block Grant (CSBG) Program (CFDA 93.569)*. The

Community Service Block Grant Program makes grants to states, the District of Columbia, six territories, and 66 Native American tribes. Recipients work to ameliorate the causes of poverty by assisting low-income individuals with employment, education, and adequate housing. Recipients assist them to make better use of their income, solve problems that are blocking the achievement of self-sufficiency, and obtain emergency health services, food, housing, and employment-related assistance. However, one and one-half percent (1-½ %) of the funding is reserved for training, technical assistance, planning evaluation and performance measurement, to assist States in carrying out the subtitle. This 1-½% reserve is the discretionary portion of the CSBG program appropriation.

b. Community Economic Development (CED) Program (CDFA 93.570)*. The Community Economic Development program makes grants to private nonprofit, community development corporations located in disinvested communities for purposes of creating new jobs for low-income individuals, including Temporary Assistance for Needy Families (TANF) recipients. These grants serve as catalysts for attracting additional private and public dollars; a Recipient is able to leverage three to five dollars for every CED dollar awarded. Types of projects funded are business incubators, shopping centers, manufacturing businesses, and agriculture initiatives.

c. Rural Community Development (RCD) Program (CDFA 93.570)*. The Rural

Community Development program makes grants to private non-profit organizations that provide assist to low-income communities in developing affordable, safe water and wastewater treatment facilities. The philosophy of the program is to develop indigenous leadership so that the facilities will be sustained over the long term. While the program does not pay to construct or upgrade facilities, staffs of these programs assist communities in accessing funds for these purposes.

d. Low-Income Home Energy Assistance Program (LIHEAP) (CFDA 93.568). The Low-Income Home Energy Assistance program makes grants to States, the District of Columbia and other jurisdictions to assist eligible households in meeting the costs of home energy. Supplemental Leveraging Incentive funds may be awarded to reward States and other jurisdictions that provide additional benefits and services to LIHEAP– eligible households beyond what could be provided with Federal funds. The leveraging incentive funds may be set aside for LIHEAP Recipients that provide services through community-based nonprofit organizations to help LIHEAP–eligible households reduce their vulnerability under the Residential Energy Assistance Challenge Program (REACH). Training and Technical Assistance funds are authorized to provide training and technical to States and the other jurisdictions administering the LIHEAP block grant program.

e. Low-Income Household Water Assistance Program (LIHWAP). The Low- Income Household Water Assistance Program makes grants to states and tribes to assist low-income households, particularly those with the lowest incomes, that pay a high proportion of household income for drinking water and wastewater services, by providing funds to owners or operators of public water systems or treatment works to reduce arrearages of and rates charged to such households. (Consolidated Appropriations Act, 2021 (Public Law No: 116-260) and American Rescue Plan Act of 2021.)

f. Social Services Block Grant (SSBG) (CFDA 93.667) The Social Services Block Grant (SSBG) makes grants to states and territories to increase economic self-sufficiency, prevent or address neglect, abuse, or the exploitation of children and adults, prevent or reduce inappropriate institutionalization, and secure referrals for institutional care, where appropriate.

g. Diaper Distribution Demonstration and Research Pilot (DDDRP) (CFDA –

93.647) The purpose of the DDDRP is to evaluate the ability of CAAs, social services agencies, and/or other nonprofit community organizations to provide diapers and diapering supplies on a consistent basis through diaper distribution programs while also offering support services for families with low incomes. An evaluation study accompanying the program will measure the impact of additional funding for diapers on families, partnering organizations, and the greater community.

https://www.acf.hhs.gov/ocs/resource/ssbg-fact-sheet https://www.acf.hhs.gov/ocs/resource/ssbg-fact-sheet

* Note: These three (3) programs are appropriated under this legislation the Community Services Block Grant Act: Title VI, Subtitle B, of the Omnibus Budget Reconciliation Act of 1981, Public Law (P.L.) 97-35, as amended [42 U.S.C. 9901 et seq.]; and Title II of the Community Opportunities, Accountability, and Training and Educational Services (COATES) Human Services Reauthorization Act of 1998 (P.L.105- 285).

II. PURPOSE

The Office of Community Services requires contractor services for shooting, editing, and production of videos of lifting up grant recipient voices from the field to illustrate a variety of program components such as:

a. Depicting how grant recipients utilize federal funds to alleviate poverty.

b. Show how grant recipients utilize OCS program flexibilities to address issues surrounding climate change and environmental justice.

c. Illustrate how grant recipients utilize/braid and blend multiple OCS programs to provide wraparound services for vulnerable families.

d. Highlight how grant recipients utilize emergency supplemental funding during the pandemic to respond to both immediate and longer term needs for vulnerable families and communities, including newly eligible individuals and families.

The contractor shall provide videography services to produce and deliver to OCS seven (7) to ten (10) professional-quality videos, each one a multimedia presentation incorporating various audiovisual elements (infographics, overlays, photographs, interviews, stock footage, animations, etc.) no longer than 10 minutes in length preferably shorter.

Videos shall be created in a similar style to the following:

a. LIHEAP Virginia Spotlight https://www.youtube.com/watch?v=m2XY8TlJvCw&t=37s

b. LIHWAP North Carolina Spotlight https://www.youtube.com/watch?v=dIyEFK7xXd4&t=4s

c. LIHEAP White House Remarks https://www.youtube.com/watch?v=gv0YUUSdnnE&t=16s

d. Reducing Barriers to Employment for Formerly Incarcerated Individuals in Texas https://www.youtube.com/watch?v=gv0YUUSdnnE&t=16s

For each video produced, the contractor shall submit work product for OCS' review and approval in the following stages: (1) concept development (treatment/production guide feedback, visual approach/one-pager presenting the proposed visual style, shooting script, and/or storyboard), (2) rough cut, (3) fine cut, and (4) final cut.

The contractor shall produce each video in accordance with the ACF Digital Toolbox https://www.acf.hhs.gov/digital-toolbox. The contractor shall deliver all completed https://www.youtube.com/watch?v=m2XY8TlJvCw&t=37s https://www.youtube.com/watch?v=dIyEFK7xXd4&t=4s https://www.youtube.com/watch?v=gv0YUUSdnnE&t=16s https://www.youtube.com/watch?v=gv0YUUSdnnE&t=16s https://www.acf.hhs.gov/digital-toolbox videos produced hereunder closed-captioned in the English language, accompanied by full and accurate transcripts.

III. SCOPE OF WORK (SOW)

The Contractor shall furnish all of the necessary personnel, materials, services, facilities, (except as otherwise specified herein), and otherwise do all the things necessary for or incident to the performance of the work as set forth below.

All work under this SOW will be monitored by the Contracting Officer’s Representative (COR). All content developed through this task order will be reviewed and approved by OCS, and possibly by other federal offices or agencies, prior to implementation and dissemination.

Task 1. Project Planning and Management

Task 1.1 Project Planning

Task 1.1.1 Within 14 business days of award, the contractor shall hold a kick-off meeting with the COR and other OCS staff as determined by the COR to discuss roles, responsibilities, tasks, and schedules. This meeting will be held at virtually.

Task 1.1.2 Within 21 business days of award, the contractor shall provide a draft work plan and schedule for the base year of the contract.

Task 1.1.3 Within 30 business days of award, the contractor shall provide a final work plan and schedule for the base year of the contract that reflects the COR’s edits to the draft work plan and schedule.

Task 1.1.4 Within 30 business days of award, the contractor shall provide the contractor’s quality control plan.

Task 1.2 Project Management

Task 1.2.1 The contractor shall meet by conference call with COR and other OCS staff on a bi-weekly basis. Attendees at the weekly meeting will discuss the status of project tasks and address challenges and proposed solutions. At these meetings the contractor shall provide OCSA staff with the status of all contract activities.

Task 1.2.2 The contractor shall prepare and submit a monthly progress report by the 6th of each month that documents the status of project deliverables and identifies challenges and proposed solutions.

Task 1.2.3 The contractor shall submit an annual report that summarizes achievements, challenges, and lessons learned, and make recommendations for future work.

Task 1.2.4 The contractor shall notify the COR in writing of any circumstances or difficulties that cannot be resolved favorably by the contractor and do so in a timely manner.

Task 2 Video Production

Task 2.1 Pre-Production

Task 2.1.1 In consultation with the COR and other OCS staff identify grant recipients to spotlight. Identifying the topic/program to highlight and appropriate program contacts for each video.

Task 2.1.2 Coordinate with grant recipient/client/administrator to determine video location and talking points, interview questions, etc.

Task 2.1.3 Conduct pre-interview (virtually) to determine story arcs, interview set-up, and B-roll opportunities. Obtain permits, archival/photo/video assets as necessary.

Task 2.1.4 Complete production plan including materials such as storyboards, shooting script, shot list, etc.

Task 2.2 Production

Task 2.2.1 Produce a full 4K high-definition video on site with a production crew

Task 2.2.2 Ensure all completed videos produced are closed-captioned in the English language, accompanied by full and accurate transcripts.

IV. PERIOD OF PERFORMANCE

The period of performance for this contract is 12 months.

V. PLACE OF PERFORMANCE

Work will be performed at the Contractor’s primary place of performance, but the contractor is not prohibited from allowing its employees to telework in accordance with the contractor’s policies if the work and required level of performance can be completed successfully in accordance with the contract requirements.

VI. REPORT(S)/DELIVERABLES AND DELIVERY SCHEDULE

Contractor shall meet with the COR and Project Officer or SME on a biweekly to discuss project updates and challenges. Contractor shall submit draft and final reports, including deliverables, to the COR six weeks and three weeks, respectively, prior to the final day of contract. The office or the contractor shall not expend funds on the development of any specific communications project or campaign element until the ACF Office of Communications has given approval. The contractor shall submit all required report(s)/deliverables in accordance with the following schedule:

Task Deliverable Delivery Date Task 1: Planning and Project Management

1.1.1 Kick off meeting Within 14 business days of

award

1.1.2 Draft Work Plan Within 21 business days of

award

1.1.3 Final Work Plan Within 30 business days of

award

1.1.4 Quality Control Plan Within 30 business days of

award

1.2.1 Weekly Meetings Weekly

1.2.2 Monthly Progress Reports 6th of each month

1.2.3 Biannual Progress Meetings Twice a Year

Task 2: Video Production

2.1.1 Video location Schedule Within 30 business days of

award

2.1.2 Interview questions, Talking points On-going

2.1.4 Production plan including shooting script, storyboards, shot list, etc.

On-going

2.2.1 Rough Cut Due date determined by

workplan

2.2.1 Fine Cut Due date determined by

workplan

2.2.2 Final Cut, Closed Captioned, and Script Due date determined by workplan

VII GOVERNMENT FURNISHED PROPERTY

None.

VIII TRAVEL

Contractor will be required to travel CONUS and within the NCR during the performance of this contract. The contractor may be required to travel to off-site locations in support of this SOW. Contractor will be authorized travel expenses consistent with the substantive provisions of the Federal Travel Regulation (FTR) and the limitation of funds specified in this contract. All travel requires Government approval/authorization and notification to the COR.

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

The Government intends to utilize the performance requirements listed below to monitor the contractor’s performance. The oversight provided for in the contract will help to ensure that service levels reach and maintain the required levels throughout the contract term.

Performance Requirements Summary (PRS)

Required Services/Tasks

Performance Standards

Method of Surveillance (Quality Assurance)

Standard to be Met/ Allowable Deviation

Quality Assurance

Contractor maintains high level of quality assurance such that all work products delivered under this contract are of high-quality.

COR and Contracting Officer monitoring and review of activities and deliverables.

COR makes no more than two written complaints for the period of performance.

Timeliness Contractor meets agreed upon timeframes for project activities and deliverables.

COR and Contracting Officer monitoring and review of activities and deliverables.

No more than one-week delay unless agreed upon, in writing, by COR in advance of the deadline/due date.

Contract Management

Contractor appropriately manages the project, including informing the COR of any challenges or issues in a timely manner and not after the fact.

COR and Contracting Officer monitoring of monthly progress reports, COR participation in regular project communication calls, and other ad hoc communication with the Contractor.

No instances of issues or problems being raised to the COR after the fact or after such time that no remedies are available.

Written Products

Contractor provides high-quality written materials.

COR and other federal staff reviews of draft and final products.

Fewer than 2 rounds of revision with minimal rewriting, editing required. Product disseminated as planned.