A10 RFI 15PVCD23N00000001.pdf

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T

OVC National Crime Victims’ Rights Week Videos

20531

15PVCD23N00000001

03-14-2023

N

Y

541820

US Department of Justice DOJ, Office of Justice Programs Acquisition Management Division 810 7th Street, N.W.

Washington DC 20531

Debashis Nag, Contract Specialist USDOJ Office of Justice Programs 810 7th Street, NW Room 3610 Washington, DC 20531 (202)616-1705 Direct | (202)354-4154 Fax debashis.nag@usdoj.gov

US Department of Justice Office of Justice Programs Office for Victims of Crime 810 7th Street, NW Washington, DC

20531

USA

http://ojp.gov

US Department of Justice, Office of Justice Programs debashis.nag@usdoj.gov

US DEPARTMENT OF JUSTICE

OFFICE OF JUSTICE PROGRAMS (OJP)

OFFICE FOR VICTIMS OF CRIME (OVC)

NATIONAL CRIME VICTIMS’ RIGHTS WEEK VIDEOS (NCVRW)

This Request for Information (RFI) is being released pursuant to the Federal Acquisition Regulations (FAR) Part 10 Market Research. The information collected through the process is considered to be market research as described by FAR 2.101 and in accordance with FAR 10.002. This is NOT a Request for Proposals (RFP), and nothing shall be construed herein or through the Sources Sought process to commit or obligate the Government to further action. In addition, vendors responding to this RFI shall bear all risks and expenses of any resources used to provide the requested information. The submission of capability information in response to this market survey is purely voluntary.

The Department of Justice (DOJ), the Office of Justice Programs (OJP) is issuing this RFI to identify qualified and responsible small business vendors (e.g., 8(a); Service-Disabled Veteran Owned Small Business; Historically Underutilized Business Zone (HUBZone) Small Business; Small Disadvantaged Business; Veteran-Owned Small Business, Women-Owned Small Business and Economically Disadvantaged Women-Owned Small Business) having an interest in and possessing the resources and expertise to provide support for the Office for Victims of Crime (OVC) National Crime Victim’s Rights Week Videos task.

The applicable North American Industry Classification System (NAICS) code assigned to these proposed services is 541820. The anticipated contract type is Time & Material. The anticipated period of performance is a base year plus four

(4) option years commencing July 1, 2023. The anticipated place of performance is off-site, or at the Contractor’s facility, which shall be in or near the Washington, DC Metropolitan Area. Each video project may require travel to alternate locations to film and conduct interviews. Meetings to discuss strategy and review progress shall take place at both the Contractor’s facilities and OVC, located at 810 Seventh Street, NW, Washington, DC 20531.

1. INTRODUCTION

The Office for Victims of Crime (OVC) is a component of the Office of Justice Programs (OJP) within the U.S. Department of Justice. Established in 1988 through an amendment to the Victims of Crime Act (VOCA) of 1984, OVC is charged by Congress with administering the Crime Victims Fund (the Fund). Through OVC, the Fund supports a broad array of programs and services that focus on helping victims in the immediate aftermath of crime and continuing to support them as they rebuild their lives. Millions of dollars are invested annually in victim compensation and assistance in every U.S.

state and territory, as well as for training, technical assistance, and other capacity-building programs designed to enhance service providers’ ability to support victims of crime in communities across the Nation. OVC enhances the Nation’s capacity to assist crime victims and to provide leadership in changing attitudes, policies, and practices to promote justice for all crime victims. OVC provides public awareness, training, and education resources for diverse professionals who work with victims; develops and disseminates publications; supports projects to enhance victims’ rights and services; and educates the public about victims’ issues.

The information presented in this Statement of Work (SOW) provides an overview of the OVC requirement for the National Crime Victims’ Rights Week Videos (NCVRW) task.

1.1. BACKGROUND

The services provided under this requirement shall support the training of crime victim assistance programs as authorized by the Victims of Crime Act (VOCA) of 1984, P.L. 98-473, as amended. The production of multimedia videos has been an integral part of OVC’s efforts to develop training, education, and special event video productions that instruct and inform victims’ assistance, criminal justice, and allied professional communities about crime victims’ issues and enhance public awareness efforts related to crime victims’ issues, victims’ rights and services.

In 1981, President Reagan proclaimed the first Victims’ Rights Week, calling for a “renewed emphasis on, and an enhanced sensitivity to, the rights of victims.” Each April since, communities across the Nation have held public rallies, candlelight vigils, and a host of commemorative activities to promote awareness of victims’ rights and needs. OVC supports the development and dissemination of an annual NCVRW Resource Guide, which contains materials such as statistical overviews, landmarks, tips for commemorating NCVRW, camera-ready artwork, and an annual theme video that is utilized and viewed by victim assistance programs across the country to support the planning of national, state, and local community awareness events and activities. OVC also organizes and hosts an annual awards ceremony to honor individuals and programs for their outstanding efforts on behalf of crimes. For more information about NCVRW, the respondent can visit https://ovc.ojp.gov/program/national-crime-victims-rights-week/overview.

1.2. APPLICABLE DOCUMENTS

OVC Library and Multimedia – The Office for Victims of Crime develops publications and products on emerging victim issues, promising practices, policy development, training and technical assistance, and skill- building tools. Examples of OVC video production and multimedia products may be viewed at https://ovc.ojp.gov/library/multimedia/list.

OVC YouTube Channel – OVC participates in open, un-moderated forums offered by commercial social networks sites in order to increase government transparency, promote public participation and encourage collaboration. OVC’s YouTube Channel offers online access to many of OVC’s video productions. It may be accessed online at https://www.youtube.com/user/OJPOVC.

OVC Publishing Guidelines Third Edition – This guide outlines OVC publishing policies and submission requirements, effective writing principles, and video production tips that will help navigate the OVC publishing process to provide products to the crime victim assistance field. The guidelines are not intended to be exhaustive and are subject to change as requirements and best practices change. The OVC Publishing Guidelines may be accessed at https://ovc.ojp.gov/sites/g/files/xyckuh226/files/publications/infores/pubguidelines/welcome.html.

1.3. SCOPE

The Contractor shall produce and deliver to OVC special event video production services as identified by OVC to support National Crime Victims’ Rights Week (NCVRW) projects, including, but not limited to, an annual theme video disseminated to the crime victims field as part of an online public awareness resource toolkit; memorable individual or group award recipient tributes for presentation at the annual National Crime Victims’ Service Awards Ceremony; and a collection of recorded victim impact statements to amplify survivor voices each April and throughout the year.

2. PERFORMANCE REQUIREMENTS

Task Description

Task 1 Develop and Produce Multimedia Deliverables

Task 2 Working with Victims and Survivors of Crime

To fulfill the outlined responsibilities, the Contractor shall provide all personnel, facilities, equipment, tools, materials, supervision and other items and services necessary to perform the following tasks.

2.1 Task 1: Develop and Produce Multimedia Deliverables

The Contractor shall develop, produce, and deliver high-quality multimedia deliverables, including, but not limited to, the NCVRW Theme Video, National Crime Victims’ Service Awards Ceremony tribute videos, web clips, media compilation reels, award recipient portraits, recorded victim impact statements to support annual NCVRW projects. Production services will promote and enhance the general public’s awareness of crime victims’ rights and services.

Coordination with OVC: Each year OVC identifies a theme for NCVRW. The Contractor will work closely with OVC, and other OVC Contractors supporting NCVRW activities, to provide special event multimedia production services to create outstanding videos to support NCVRW, in addition to other high-quality multimedia video-based deliverables to support NCVRW activities. Deliverables are listed below and are intended to support all NCVRW-related productions, including, but not limited to the development and production of memorable individual and group award recipient tribute videos for presentation at the National Crime Victims’ Service Awards Ceremony; an annual NCVRW Theme video; and a collection of recorded victim impact statements to amplify survivor voices each April and throughout the year.

The Contractor will collaborate with OVC to develop creative plans, identify key people and events to interview and videotape, explore additional resources for images and sound (such as news footage, radio reports, still photographs, victim impact statements, etc.), and produce compelling NCVRW-related videos that succinctly capture the importance of victims’ rights and services, amplify survivors’ voices through impact statements, and highlight each award recipient’s https://ovc.ojp.gov/program/national-crime-victims-rights-week/overview contributions to the victims’ field. Based on past experience, it is important that the Contractor be aware that there can be a short turnaround time to complete the videos due to internal OVC/OJP approval processes, and the Contractor will need to be prepared to develop, produce, and deliver the videos according to the short timeline established by OVC.

Number of Videos: The number of videos to be produced will vary, particularly with respect to the tribute videos and the victim impact statements. There may be as many as 10–25 award recipients (the number of award recipients varies per year and could be more or less than the approximate number included). The Contractor should assume 15-20 victim impact statements. These can be filmed in conjunction with, or separate from, the productions for the Theme Video or tribute videos.

Production/Travel Days: The Contractor will need to ensure that the quotation and budget reflect sufficient video production days to secure appropriate footage for the videos. It is recommended that at least 18–20 filming days for the tribute videos are included in the budget. Past video projects have included extensive travel (possibly in remote areas) across the United States, including Indian Country and Alaska Native Villages. Additionally, it is important that the Contractor ensures that there will be fully executed consent forms on record for all individuals who appear in new or existing stock footage and any stock images are licensed for the broadest use and dissemination by the Government.

Deliverables: Deliverables for this task will include the following:

A creative outline, draft, and final scripts to produce the videos for review and approval by OVC. Agreed upon messages will be developed in collaboration with OVC subject matter experts.

A detailed time-task line with steps for video production development and production staff responsibility for task implementation.

A detailed budget that includes key labor categories and other related production costs, including travel, if applicable.

Conduct background research on victim issue(s), as appropriate, and develop creative outlines, message development, and cast recommendations to meet the needs of the identified target audience for each video.

Contact individuals and programs to be featured in the videos to discuss production plans and to schedule photography, filming, and interviewing schedules.

Ensure that all individuals who appear in new or existing footage have fully executed consent forms.

Coordinate and carry out filming, including commissioning photographers or video crews to shoot new photographs and footage and collect existing photographs and licensed stock footage.

Digital photographs of individuals and groups being honored in all current award categories at the National Crime

Victims’ Service Awards Ceremony for inclusion in the print and online materials being created by OVC.

Digital photographs of individuals providing impact statements.

One TBD format compliant with OVC standards and based on the current technology needs of OVC for duplication, approximately 20–25 minutes in length (tribute videos) that is a composite of approximately 10–25 tribute videos highlighting the achievements of individuals, agencies, and groups being honored in all current award categories at the National Crime Victims’ Service Awards Ceremony.

Two presentation copies of the NCVRW Theme Video and National Crime Victims’ Service Awards Ceremony tribute videos in a TBD format compatible with playback technology available at the National Crime Victims’ Service Awards Ceremony.

One TBD format compliant with OVC standards and based on the current technology needs of OVC (compilation reel of tribute videos for the media) that will include the NCVRW Theme Video and tribute videos that can be used to make media dubs for dissemination at the National Crime Victims’ Service Awards Ceremony.

▫ Camera-ready artwork (NCVRW packaging artwork) for the compilation TBD product.

▫ 20–50 copies in a TBD format of the compilation reel.

TBD format compliant with OVC standards and based on the current technology needs of OVC of all NCVRW-related videos with captioning/subtitles and visual narrative descriptions for the OVC website and YouTube (or other social platforms as identified by OVC during the contract period).

Acceptance Criteria: The following acceptance criteria will be used for this task.

The creative approach for the theme video reflects the spirit of the annual NCVRW theme and conveys a message that is appealing to the target audience identified by OVC.

The execution of the theme video includes high production values and is no longer than 5–6 minutes.

The creative approach for the individual, organization, or group tribute videos is consistent with the style and tone created for the theme video. The individual or group stories will reflect the spirit of the NCVRW theme and connect to the intention of the award category for which they are being honored in addition to the nature of the work and proposed scripts will be modified, if needed, based on OVC input. Cutting scripts for Tribute videos shall be provided to OVC for review, comment, and approval before editing.

The musical score supports the overall theme of NCVRW as well as the spirit of the National Crime Victims’ Service Awards Ceremony tribute videos.

The videos incorporate graphics from the NCVRW Resource Guide being developed by other sources under a separate funding mechanism. OVC will work with the Contractor to coordinate the sharing of graphics.

The tribute videos succinctly capture the essence of the individuals’ or programs’ contribution to the field (in addition to the nature of the award).

For all individuals who appear in new or existing stock footage, fully executed consent forms will be obtained.

All videos provide accessibility for Deaf, hard-of-hearing, and limited English proficient individuals.

All videos are professionally and accurately encoded with closed captioning/subtitles. Format is subject to change as technology changes.

All deliverables for use on the OVC website are Section 508 compliant and include visual narrative descriptions.

All deliverables outlined in the Contractor’s response, or modified by OVC and agreed to by the selected Contractor, must be produced.

All deliverables outlined in the Contractor’s response must be provided in a format that is compatible and utilized by

OVC at the time of project completion. Format is subject to change as technology changes.

2.2 Task 2: Trauma-Informed Correspondence

In support of Task 1, the Contractor shall:

Work with victims and survivors of crime during video production and is required to do so in a manner that does not cause further harm. All correspondence, written and in-person, and filming must be conducted sensitively and with an understanding of the impact of trauma.

3. PERSONNEL

The Contractor shall provide qualified personnel for all under this contract. The Contractor shall ensure that all positions possess the skills, knowledge, training, and certification(s) required to perform all services required by the contract satisfactorily.

The following are the key personnel for this task order:

Key Personnel

Labor Category Labor Category Description Minimum Qualifications

Film Director

The Film Director is a strong leader that provides overall project direction and management with an understanding of design, copy and film/video production best practices. Able to transform ideas and concepts into creative briefs, scripts, budgets, and production schedules.

Provides executive leadership on all projects.

There are no substitutions for any of the following qualifications. The listed experience can be concurrent:

Bachelor’s degree in any field At least fifteen (15) years of experience creating and developing content for documentaries, training, teaching, or educational videos, special events, ceremonies, web and social videos, and public service announcements.

Field Producer

The Field Producer works with Contractor and Government personnel to ensure that the video is produced in accordance with

Bachelor’s degree in Media or Communications the creative brief, video production program plan, and script. Establishes and revises (as necessary) the project expectations and management to direct supportive contracting activities. Supports the Film Director to achieve a high-level video production.

At least five (5) years of experience in TV/Film/Radio or an equivalent field.

Video Production Editor

The Video Production Editor performs comprehensive services as an editor on non-linear editing systems. Digitizes footage. Performs audio and visual editing to help produce a rough cut, a fine cut, and master video for OVC. Organizes, modifies, and completes material for OVC approval. Performs color correction, and prepares audio files.

Bachelor’s degree in any field At least five (5) years of experience with editing film and videos.

There are following are preferred qualifications:

Experience working with the AVID editing system.

During the first 90 calendar days of performance, the Contractor shall make no substitutions of key personnel without the approval of the Contracting Officer, unless illness, death, or termination of employment necessitates the substitution. The Contractor shall notify the Contracting Officer as soon as possible after the occurrence of any of these events and provide the information required below.

After the initial 90 calendar day period, the Contractor may propose a substitution. The Contractor shall notify the Contracting Officer in writing of any proposed substitution at least thirty (30) days in advance of the proposed substitution.

The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. The Contractor shall, prior to making any substitution permanent, demonstrate to the satisfaction of the Contracting Officer that the qualifications of the proposed substitute personnel are equal to or better than the qualifications of the personnel originally identified for the position. The Contracting Officer will notify the Contractor within fifteen (15) calendar days after receipt of all required information of the decision on proposed substitutions.

4. DELIVERABLES

Deliverables are provided to the COR in electronic form (one copy). The deliverable items shall be specified and delivered, pursuant to the task order placed hereunder.

The Contractor shall provide deliverables and work products in an electronic format compatible with the Government’s current Microsoft Office 2013, when applicable. All deliverables and work products shall be considered Government Property.

Non-Conforming Products or Services:

Non-conforming products or services shall be rejected. Deficiencies shall be corrected, by the Contractor, within ten (10) business days of the rejection notice. If the deficiencies cannot be corrected within ten (10) business days, the Contractor shall immediately notify the COR of the reason for the delay and provide a proposed corrective action plan within ten (10) business days.

Ownership:

All deliverables, work products, documents, code, and other artifacts developed are the sole property of the Government.

This includes email or other electronically stored information. The Government retains ownership of software procured by the Contractor on behalf of the Government.

5. STATUS MEETINGS

The Contractor must meet periodically with the COR and OVC Subject Matter Experts, at the COR’s discretion, at intervals and locations as designated by the COR. These meetings must be used to review reports and budgets, and to discuss new capabilities. Meeting minutes to document topics covered and action items will be performed by the Contractor and provided within 3 business days.

At these meetings, the Contractor must prepare reports and be ready to discuss all, but not limited to, the following items:

Progress on all projects since the last status meeting including services performed and video project status;

Issues or problems affecting service and the production of contracted projects plus alternatives and recommended solutions;

Emerging issues, new or enhanced methods to improve projects and services, and any other items for COR considerations; and Recommendations for policy changes or revisions to current practices that could improve video production and multimedia production services while maintaining or reducing cost.

Respondents to this RFI shall provide the following information:

a) Vendor background summary including, contractor name, address, DUNS, point of contact information, email, phone, website address, small business designation, and any currently active GSA schedule number or other available Federal Supply Schedule.

b) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements.

c) Past Performance - Provide a list of previous contracts where similar services were provided. Provide customer/Government Agency contact information where these services were provided including: contact name and organization, telephone number, and email address.

The Government will evaluate market information to ascertain potential market capacity to provide services consistent in scope with what is described in this notice and otherwise anticipated.

Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions. Interested vendors should monitor a government point of entry site for further information.

Submission Instructions: Interested small business vendors who consider themselves qualified to perform the above-listed services are invited to submit a response to this RFI Notice by Friday, March 14, 2023 at 1:00PM Eastern Time.

All responses under this RFI Notice must be emailed to debashis.nag@usdoj.gov.

Respondents to this RFI shall provide the following information: