Attachment B SOW - Branding and Final Materials.docx

Implementation - Branding and Graphics

STATEMENT OF WORK

1. Background of project

a. A recommendation in the Oregon Governor’s Resiliency 2025 report suggests that the Office of Emergency Management work with local governments, community groups, and the American Red Cross to ensure that 250,000 homes have 2-week ready supplies. This may seem to be a daunting task, but progress can be made if there is a coordinated effort.

b. The "Be 2 Weeks Ready" outreach project will be one of the tools used to help Oregonians become more resilient to all disasters and emergencies. The target completion date is fall of 2022 with a train-the-trainer sessions and a robust public outreach campaign.

c. "Be 2 Week Ready" is a self-directed activity-based public education program designed to create a population more prepared and resilient to natural and man-made disasters.

d. What does "Be 2 Weeks Ready" mean?

i. Past education and outreach efforts suggested that a person have a 72-hour emergency kit for sudden emergencies. As we learn more about the extent of impact from large regional disasters, like the Cascadia Subduction Zone, we know that while a 72-hour kit is a good start, it is not sufficient. We now know we need to be self-sufficient for at least two weeks, if not longer.

ii. "Be 2 Weeks Ready" is more about a process of learning about your family's specific needs than a prescription list of things to acquire. While participating in the program, an individual, family, or neighborhood will assess and better understand their specific needs. Activities in the program will be designed to be as equitable as possible with recommendations on adaptive strategies.

e. Goals of the new neighborhood preparedness program

i. Provide solutions for populations that have been previously invisible in the emergency preparedness space.

ii. Encouraging individuals with no prior interaction with emergency management to actively champion resilience.

iii. Encourage intersectionality between social networks.

iv. Encouraging non-English speakers to be program hosts.

v. All materials will be produced in English, Russian, Spanish, Chinese- Traditional, Vietnamese, and Tagalog.

vi. Program will envision beyond the standard “72 hours”.

vii. The program will help encourage the growth of new skills.

viii. Use assessment tools for program improvement.

ix. Materials will be licensed under Creative Commons

f. Program Outcomes:

i. Households and neighborhoods are more resilient to all-hazards.

ii. Households will understand how to be 2 Weeks Ready and have begun to make progress.

iii. Self-sustaining program with trained volunteers to help continue to educate.

iv. New tools to create robust social networks.

v. Recruit key neighborhood resilience champions.

vi. Assessment protocols in place

2. General Information

a. Brand style guide, Print ready publications and social media graphics for outreach campaigns leading to public release in 2022. These documents will form the basis of a new public education and outreach program to be used to create a more resilient populace.

b. By completing the B2WR modules and activities, whether as individuals or as a neighborhood, participants will learn how to be better prepared for most disaster events.

c. B2WR is unique in the emergency preparedness space in both its scope and adaptability. Using a self-directed activity-based learning model, the program is adaptable for use by individuals or neighborhoods. It is being published under Creative Commons licensing so that it can be modified for regional, state, or local use.

d. The ultimate audience are individuals and households who wish to become better prepared for disasters and to be able to be resilient with disaster strikes. A secondary audience is communities and neighborhoods that wish to take the train-the-trainer sessions in order to host the program.

e. The ultimate goal of this program is to give the public flexible, adaptable, and readily available educational and activity tools.

3. Work: Acceptance Criteria: Deliverables and Delivery Schedule

a. Oregon Emergency Management is contracting for personal services support.

b. The brand identity guideline will be completed by Dec 31, 2021. This product will be used in another project to develop training materials.

c. It is imperative that the entire project be completed no later than June 30, 2022.

d. Any adjustments or changes to the completion dates must be approved by OEM’s Contract Administrator.

4. Qualifications:

a. The Consultant, in general, must have:

i. Experience working with disaster preparedness outreach programs;

ii. Experience in developing brand identity design;

iii. Experience in publication design;

iv. Experience with motion graphics;

v. Experience with social media graphics and campaigns;

vi. Experience in developing graphics and branding that tells a positive narrative about disaster preparedness;

vii. Ability to personalize messaging to make it relatable;

viii. Has knowledge of the geography, cultures, and unique attributes of the PNW

ix. Exceptional written and oral communication skills, ability to utilize plain language for the general public;

x. Experience developing successful diverse, equitable, and inclusive programming; in culturally specific and appropriate contexts

xi. Ability to provide translations into the stated languages

b. The Consultant, in specific, must have:

i. Experience with developing branding and graphics for both a technical and general audience;

ii. Knowledge of the emergency preparedness environment and best practices;

5. Deliverables:

a. The Contractor shall submit draft electronic copies to the team leader or their designee at the 50 percent completion point for review and approval and then again at the 90 percent completion point for review and approval. Alterations to the schedule can be negotiated during the contracting period.

b. Upon completion of the project, the Contractor will provide all original electronic documents to the team leader. This includes any Photoshop, Illustrator, fonts, or other original files.

c. The Contractor shall on completion of project provide the following products:

i. Project Management

1. Coordination with OEM to complete tasks

2. Regular progress meetings and communication

ii. Brand Identity Design

1. Naming

2. Logo usage, using the logo developed by WA/OR

3. Tagline, and logo lock-up

4. Color usage

5. Typography options

6. Guidelines on illustration and photographic styles

7. Proper use of logos, taglines and fonts

8. Use of infographics

9. Fonts with non-commercial use rights

10. Guidelines for the developing of characters for a younger audience

11. Suite of icons/images expanding on previously developed icons

iii. Coordination with the Training contractor to complete the documents developed in that project.

iv. Print ready main module documents with graphics.

1. Set 1: Full Module with Activities and Checklists in a single file

2. Set 2: Modules, Individual activities, and checklists in separate files

3. Set 3: Set of 1-pgr for each module in separate files

4. Set 4: Social media graphics for each module

a. 3-5 individual illustrated graphics

i. These can be templated and design elements re-used

b. Sized to current standards for social media

c. Web compliant color

v. Social media graphics for pre-launch marketing campaign promotion prior to launch

1. 12-15 individual illustrated graphics

a. These can be templated and design elements re-used

2. Sized to current standards for social media

3. Web compliant colors

4. Branded with both Washington and Oregon EM logos

vi. Social Media Graphics for year long campaign

1. 24 individually themed and illustrated graphics

a. These can be templated and design elements re-used

2. Sized to current standards for social media

3. Web compliant colors

4. Translated

5. Branded with both Washington and Oregon EM logos

vii. Motion Graphics

1. 24 individual Animations

a. These can be templated and design elements re-used

2. 15-30 seconds

3. Translated and closed captioned

4. Style similar to previous animated videos

5. Positive and upbeat

6. End screen with both Washington and Oregon EM logos

a. Customizable for branding

viii. All materials will be translated into these languages

1. Russian

2. Spanish

3. Chinese- Traditional

4. Vietnamese

5. Tagalog

a. The original materials will need to be translated into this language.

ix. Identify and address any needs for oral and sign language interpreters and alternate methods of communication.

1. Provide alt text with all graphics.

2. Animations with audio

3. Guidance for how to provide accessibility options for social platforms

a. Facebook

b. Twitter

c. YouTube

6. Estimated Timeline for Completion:

a. Brand Identity Design

i. December 31, 2021 or 2 months after contract signing whichever is soonest

b. Digital and print ready materials and graphics

i. June 30, 2022

7. Payment Provisions

a. Payment for all work performed under this Contract shall be subject to the provisions of ORS 293.462 and shall not exceed $16,700.

b. Payment(s) shall be made to the Contractor following Agency's review and approval of the invoice(s) submitted by Contractor.

c. Contractor shall invoice OEM upon completion by July 30, 2022.

8. Rights, Disclosures,

a. The Contractor holds no copyrights to the materials created.

b. The completed publications will be held under Creative Commons licenses.

9. Travel and Other Expenses

a. Agency will not reimburse the Contractor for any expenses under this Contract.

10. Contract Amendments

a. The Agency reserves the right to amend the Contract for the Anticipated Amendments, listed below, in accordance with the rules of OAR 125-246-0560.

11. ANTICIPATED AMENDMENTS:

a. OEM reserves the right to amend the timelines of the contract if there are any delays beyond the State or the Contractor’s control, but any extension of timeline shall be within the original cost of the contract and be approved by the OEM’s Contract Administrator. All amendments will be in writing and signed by both parties before becoming effective.