Attachment 1- Studio Supplemental Crew and Support SOW 9.04.2025.pdf

9.04.2025

STATEMENT OF WORK

Studio Supplemental Crew and Support Contract

I. BACKGROUND

The Centers for Medicare and Medicaid Services (CMS), Division of Multimedia Services (DMS) supports CMS initiatives by developing and producing videos and multimedia products that both educate providers and beneficiaries, while also promoting CMS’ mission to create a high-quality health care system that ensures better care, access to coverage and improved health.

II. OBJECTIVE AND SCOPE

DMS requires a comprehensive range of production services including tasks such as writing, producing, directing, camera operation, graphics production, audio engineering, broadcast engineering, web streaming, video editing and mastering. DMS may also require the rental of studio and field production and streaming equipment. There may be requirements for Department level news conferences, Town Hall Meetings, executive video messages, media tours, live event coverage at the White House, special events, CMS training and informational conferences throughout the US. These conferences may require multiple satellite trucks and crews in multiple locations within the US at the same time. There are also productions of sophisticated training programs, Public Service Announcements (PSAs) and monthly production of news-magazine style TV programs.

Production services shall be required at the CMS studio location in the Baltimore metropolitan areas, and frequently at locations throughout the US. The normal business hours for the CMS studio are 7:00am to 5:00pm. On-location and/or remote shoots can be required from auditoriums, hotels, conferencing centers, offices and exterior/outdoor locations, or from locations at the many CMS partner links throughout the nation. The locations will be identified in the Production Request, which will be issued by the Contracting Officer’s Representative (COR) before each shoot. DMS operates under various time constraints that range from same day production to one week or more; therefore, the contractor shall be able to meet the crew demand of the CMS Production process. Production shall follow accepted broadcast industry technical standards of pre-production, production, and post-production practices.

Production services may be required at short notice in locations all over the country. A network of video production contacts from around the country is helpful to meet the needs of this contract at the lowest cost to CMS. These contacts can be notified of the project and be on location without the need to pay for travel. Generally we will have 1-2 weeks’ notice of a production, however there are times when we only have a few business day’s notice.

III. TASKS TO BE PERFORMED

Task 1 – Kick-Off Discussion:

The purpose of this discussion is to review project expectations and due dates.

Task 2 – Monthly Status Report:

A detailed status report shall be submitted each month to the COR and Contract Specialist. Each report shall:

• Review accomplishments to date, remaining activities to be completed and the status of the project compared with the delivery schedule;

• Discuss significant problems encountered or that are anticipated and their impact on the schedule of the project, or if severe enough, on the overall ability to accomplish the project’s goals;

• Include the Contractor’s plans to deal with any identified, significant problem and, if appropriate, new delivery or completion dates shall be proposed and revised resource estimates included;

• Include data on planned versus actual expenditures by major task area (discrepancies greater than 10% shall be noted); and,

• Include a brief discussion of substantive findings to date.

Task 3 – Contact List:

The Contractor shall provide a list which contains the telephone numbers and email addresses for its contractual and technical representatives who may be contacted at any time during regular working hours, and an emergency number at which the Contractor may be contacted in situations requiring immediate attention. This contractor representative shall have full power and authority to act on behalf of the Contractor.

Task 4 – Production Request for each shoot:

A production request form will be submitted by the COR to the Contractor for each shoot. The production request will include, but is not limited to:

• Date;

• COR name, phone and email;

• CMS Producer name, phone and email;

• Project Name;

• Production location;

• Date of shoot with estimated end time;

• Crew needed;

• Requirements for the Contractor; and,

• Any other information relating to that specific shoot.

The production request is to be signed by the COR and Contractor. Any changes issued against the production requests shall be approved by the COR and must be accepted by the Contractor before performance by the Contractor. In situations where the signatures of all the designated CMS staff approvals cannot be secured in time to meet the needs of the present, the missing signatures shall be provided no later than the following business day.

Task 5 – Broadcast Services:

Task 5.1 Local Broadcasts – DMS maintains one broadcast facility in Baltimore, MD.

The majority of live broadcasts will originate from this studio. The studio is a fully equipped HD studio with five cameras, a production switcher, and an audio booth.

The Contractor may be required to supply crew members for broadcasts at this location.

The crew members shall have the applicable knowledge and skills in accordance with the Attachment 2 Labor Categories and Performance Requirements.

Task 5.2 Remote Broadcasts - To accommodate the requirement to record or broadcast conferences and meetings on a live basis from remote locations, the Contractor may, as needed, supply crew, studio space and a field switcher pack, or web streaming equipment to consist of an equipment package similar to the following (see below) or a satellite truck with similar equipment.

The crew members shall have the applicable knowledge and skills in accordance with Attachment 2 Labor Categories and Performance Requirements.

• Mobile Broadcast Production Switcher

• 1-3 each Broadcast quality cameras with tripods and Camera Control Units (CCU's)

• 8 Channel Mixer, hard-wired and/or wireless microphones.

• Intercom System.

• Synchronizer to allow for a single non-synchronous video source.

• Cables and Connectors.

• Tape Stock.

• Field Lighting Equipment sufficient for location.

• Teleprompter Displays and related support equipment.

• Camera cables running 100’ or more.

• Fiber cable runs.

Task 5.2.A – Planning and Design Services:

Required services may include, but are not limited to, a site survey/location scout to determine equipment and construction requirements for new or modified systems. These services shall extend to all areas of service required for the operation of such facilities, including environmental, acoustic, ergonomic, and safety of personnel and equipment.

These services shall be performed by or under the supervision of a registered professional engineer (RPE) who shall certify the services. DMS will approve any RPE employed for specific tasks before services begin. The COR will advise the Contractor in writing of these requirements.

Task 5.2B – Video Production:

Required services may include, but are not limited to, the following video production process:

1. Pre-Production Phase

a. Programs may involve treatment of the possible script, research, script writing, location and studio production, casting for professional talent, set design and construction, scan conversion of computer-generated graphic files to video tape, developing timelines, careful logistical planning, site surveys, and frequent meetings with the DMS clients and the DMS producer (as determined by the DMS producer).

b. Prepare a program design outline for review and approval by the DMS

Producer.

c. Prepare and submit a budget (when requested) and a complete schedule for the program production phase for review and approval by the DMS Producer.

d. Secure permission and permits from the appropriate authorities for location shoots, when applicable.

e. Arrange to secure releases and rights, and appropriate licensing agreements relative to talent, sites, and materials, when applicable.

f. The Contractor shall need to make their own travel arrangements, including all transportation and hotel accommodations when providing production services for CMS/ DMS.

g. Work with local crews that are hired on offsite locations to schedule: times, locations, people, and security clearances for all production shooting.

2. Production Phase

a. Assemble all required elements determined from the pre-production phase for the production to successfully complete the project.

b. Provide a professional crew for videotaping, lighting, audio, graphics, web streaming, production services, and direction while providing all equipment as needed and required unless furnished by DMS. Some productions may be broadcast live, and others shall be recorded in various formats such as AVC-Intra, P2, Pro Res 422, or XDCAM HD, and other digital formats.

3. Post-Production Phase

a. Assemble and review all footage and other materials to be inserted in the final product and prepare a detailed plan for editing the finished product for approval by the CMS client and DMS Producer.

b. Schedule editing time at the DMS studio site or the Contractor Editing

Suites.

c. Prepare a “rough cut” edit of the program for review and revisions by the CMS client and the DMS Producer.

d. Prepare the final program master for review and approval by the CMS client and the DMS Producer.

e. Provide duplicate copies of the program master for distribution as required.

This may require a nationwide distribution to CMS Regional Offices (RO) and other CMS partners, of the taped programs. Specific production needs at each RO may require multiple tape format conversions.

f. Use defined CMS/ DMS established crediting standards for all programming credits. CMS will provide credit roll format at time of edit session.

IV. DELIVERABLES

The DMS staff shall provide guidance, oversight and have the ultimate authority for approval over all aspects of every component of each project. FAR 52.227-14, Rights in Data - General and FAR 52.227-17, Rights in Data - Special Works, apply to all deliverables.

The Contractor is restricted from marketing its business products or services to CMS personnel.

Contractor credit (corporate or individual), company logos or stamps, shall not appear in multimedia product deliverables.

Any rework to eliminate any Contractor stamps, credits, or logos, shall be performed by the Contractor at no expense to the Government.

The Contractor shall not purchase any artwork that has copyright restrictions. Any deliverable with purchased material that has copyright restrictions which prevents CMS from distributing will not be accepted. Any copyright restrictions discovered after acceptance of the final deliverable will be considered latent defects.

CMS will be the sole owner of all media, images and audio which is captured for CMS use or stock imagery purchased for their productions unless otherwise approved by CMS.

Schedule of Deliverables Base Year and Option Years

Deliverable Description Date

1. Deliverable 1: Kick Off Discussion

Discussion to review project expectations and due dates.

Within one week of task order award; However, no later than September 30.

2. Deliverable 2: Monthly Status Report

Monthly, due no later than the 15th of every month

3. Deliverable 3: List of contacts

Within two weeks of task order award

4. Deliverable 4: Signed Production Requests

Provides details for each shoot (see Attachment 6 for draft)

Ongoing; within 3 days after production request is submitted to Contractor by

COR

5. Deliverable 5: Site Survey Report

Only on request by DMS. Give a physical description of area where shoot will take place.

1 week from request by

DMS

6. Deliverable 6, Pre Production: Program design outline

Only on request by DMS. Outline of the production timetable and description of the program design.

1 week before shooting starts

7. Deliverable 7, Pre Production: Schedule and budget for program production phase

Estimated Budget detail 1 week before shooting starts

8. Deliverable 8, Pre Production: Permission and permits

As applicable

9. Deliverable 9, Pre Production: Releases and rights and Licensing agreements

As applicable

10. Deliverable 10, Post Production: Plan for editing finished product

Timetable plan for deliverable 10, 11 12, In accordance with production request.

11. Deliverable 11 Post Production: Rough cut edit of program

See deliverable 10 In accordance with production request.

12. Deliverable 12, Post Production: Final program master

See deliverable 10 In accordance with production request.

13. Deliverable 13, Post Production: Duplicate copies of program master for distribution

See deliverable 10 In accordance with production request.

Budget Assumptions for Quote Preparation

Please consider the following budgeting assumptions.

• 16 total broadcasts (both local and remote) each year.

• 8 hours is a full day, 4 hours is a half day.

• Rental costs for equipment or hard drives to be shipped to CMS should be considered other direct costs.

The anticipated needs each year for this task order are as follows:

Position Qty Baltimore Area In House Broadcasts Local Make Up 1/2 Day 5 Local Make Up Full Day Baltimore 5 Remote Broadcast Remote Los Angeles Full Day 2 Remote Seattle Full Day 1 Remote Dallas Full Day 2 Remote Chicago Full Day 1

Remote Broadcast Breakdown

Los Angeles, CA Seattle, WA Dallas, TX Chicago, IL

Positions for the Remote Broadcasts could include but are not limited to the following:

Audio Engineer Audio Technician(s) Camera Operator(s) Project Manager Makeup Artist(s)