Attachment J-1 - Virtual Events IDIQ Contract 03182022.pdf

Attachment J-1 | 030ADV22R0031

IDIQ STATEMENT OF WORK

2022-2027 Library of Congress Literature and Educational Virtual Events

Section C: Statement of Work

C.1 Background The Library of Congress (“Library”) is the world’s largest library. Its mission is to engage, inspire and inform Congress and the American people with a universal and enduring source of knowledge and creativity. More information about the Library can be found on the website www.loc.gov.

The Library produces and hosts hundreds of virtual events each year, available on Library websites and channels.

Events may also be produced as webcasts and webinars on current and emergent popular forms of media and social media. Library events include the annual National Book Festival; a long-running concert series; programs to showcase collections that range from photographs, historical manuscripts and maps to films and audio recordings; discussions on literature; and conversations about some of the leading issues of the day. The Library intends to broaden its national reach by utilizing targeted approaches to diverse audiences.

C.2 Scope

Contractor shall produce, host, distribute, and publicize audience-focused virtual events (“Events”) for the Library of Congress.

C.3 Requirements

Contractor shall provide operations, management, and logistics services for virtual Library Events. The Library will select the type of Event (e.g. author presentation, Library collections and services presentation), length of Event (e.g. 15 minutes, 30 minutes), style of Event (e.g. webcast, webinar), platform(s) to host Events on (e.g. YouTube, Facebook), whether the Event is an individual or series of Events, and provide details in each order. The requirements will be further defined in each order.

Contractor shall furnish all labor, supervision, materials, equipment and tools necessary to provide services under this contract, except where Government Furnished Property is specifically identified.

C.3.1 Event Parameters

Contractor shall be responsible for all Event parameters. The Library will further define Event Parameters in orders placed under this contract.

C.3.1.1 Content of Events

The Library may contract for a variety of Events throughout the Period of Performance of this contract. Events may be live or pre-recorded. Event types could include single presenter presentations, multiple presenter conversations, Library collections and services presentations, literature-based programming, educational webinars, concerts, performances, film discussions, or other ways to feature the wide breadth of Library collections. Events may range from one (1) minute to one-hundred and twenty (120) minutes in length. Events may be ordered individually or in series, and the Library may release one or multiple in a day.

http://www.loc.gov/

Contractor shall provide Events that include the following:

a) Multiple on-air presenters;

b) Play videos;

c) Show images;

d) Allow for audience questions, either live or pre-solicited; and

e) Sponsor requirements as listed in C.3.5.

Events must be recorded and made available on Contractor platforms (as described in Section C.3.1.4) for at least sixty (60) days after the Event. Contractor must submit archive quality (1920x1080 or higher HD resolution) Event files within fifteen (15) days of Event execution for incorporation into the Library’s website and archives. When the Event has been deemed as newsworthy by the COR, the Library may request same-day submission of video files for immediate use.

The Library retains all rights to all Contractor-produced content that is created as part of this contract as further described in LC52.227-1 (Assignment of Copyright to the Library of Congress).

C.3.1.2 Targeted Markets and Segments

The Contractor shall work with the Library to create a shared content development model for orders placed under this contract that makes good on Contractor’s knowledge of and connections to local markets and segments, ensuring that diverse audiences remain a high priority. Targeted viewership markets, which will be specified in the order, are subject to mutual adjustment after award, and shall be based on Event content and current Library priorities.

The Library also prioritizes library, book-related, and educator audiences, therefore the Contractor shall provide an established user base in those sectors.

C.3.1.3 Event Staffing and Support

Contractor shall execute and complete all Events. As defined below and further defined in the orders, the Contractor shall provide Event participants such as:

a) Event emcee;

b) Moderator; and

c) Producer.

Contractor shall provide the following Event support, as defined below and further defined in orders:

a) Event graphics and pre-roll slide decks;

b) Event outline;

c) Fully-developed run of show;

d) Technology requirements and instructions for on-air participation;

e) Open or closed captioning; and

f) All necessary audio visual support.

The Library will provide Talent, Library staff, and other on-air individuals to participate in Events. The Library will review Contractor proposed Event participants as described in Section C.4.

C.3.1.4 Platform(s)

The Contractor must stream the Events on at least two platforms simultaneously. At least one of the platforms must not require log in credentials. For live programming, at least one platform must accept questions that allow audience engagement. The Contractor shall use the following Event platforms:

a) YouTube;

b) Facebook;

c) Instagram;

d) Existing Contractor website; and

e) New emerging platforms as discussed and mutually agreed upon throughout period of performance of this contract.

The Library will identify and further define platforms in the orders.

C.3.2 Event Toolkits

The Contractor shall create Event toolkits (“Toolkits”) which correspond to Events described in the orders, either individually or as a series of Events. The Toolkits shall be shared with both the Library’s and Contractor’s professional networks. As further defined in the orders, at a minimum the Toolkits shall contain the following information:

a) Information about the Event(s);

b) Information about the participant(s);

c) Library-provided information;

d) Library branding;

e) Marketing information;

f) Visuals for social media promotion; and

g) Sponsor recognition.

Toolkits must be approved by the COR in advance. The Library will review toolkits as described in Section C.4.

C.3.3 Marketing and Publicity

C.3.3.1 Outreach to Contractor Audience

Contractor shall propose and provide a marketing and outreach plan (“Plan”) for orders to broaden, deepen, and diversify the audience. The Plan shall include coordination with talent and partner organizations to promote and amplify the content. At a minimum and further described in the orders, the Plan shall include social media marketing and outreach to Contractor audience and promoted posts to help reach target audiences and boost the signal in a meaningful way. One Plan may be requested per individual ordered Event or per series of ordered Events.

All aspects of Contractor marketing plan must be approved in advance by the COR.

C.3.3.2 Publicity

Contractor shall support publicizing Events through earned media, publicity or exposure gained from other than paid adversiting,in coordination with the Library.

C.3.3.3 Promotional and Highlight Reels

Contractor shall create promotional and highlight reels of Events as further described in the orders. All reels must include Library-branding, and as further defined in the order, may include Sponsor branding, Event series branding, or other Library-provided content.

a) Promotional reels contain content from one individual Event, and their length may vary from fifteen (15) seconds to thirty (30) seconds in length.

b) Highlight reels shall contain content from multiple Events, and their length may vary from thirty (30) seconds to three (3) minutes in length.

The Library will review reels as described in Section C.4.

C.3.4 Sponsors

Contractor shall recognize and incorporate all Library-identified and provided sponsors into the Events. The

Library may provide multiple sponsors, an individual sponsor or no sponsor for Events. Contractor shall include the following sponsor items, as further defined in the orders:

a) Logos;

b) Pre-recorded video content; and

c) Live sponsor participation.

C.4 Library of Congress Consultation and Approval

Contractor shall consult regularly with the Contracting Officer’s Representative (“COR”) during the planning and execution phases of each Event. Contractor shall provide the COR with the outline and fully developed run of show as specified in the order. The COR will review and supply notes to Contractor, within five (5) business days or as specified in the order, and Contractor shall incorporate such notes into the documents, within five (5) business days, or as specified in the order.

Contractor shall obtain the prior written approval of the COR for all Event content, including but not limited to Toolkits, promotional and highlight reels, marketing, Contractor’s on-air Event participants, platform use, and graphics.

C.5 Government Furnished Property The Library will provide the following items, as further defined in orders:

a) Library marketing materials;

b) Library’s style guide;

c) Logos and other branded materials to ensure proper recognition for the Library;

d) Event Sponsors, and

e) Library-centric footage for inclusion in the Events.

C.6 Meetings and Reporting

C.6.1 Meetings The Contractor shall participate in meetings requested and coordinated by the COR. Meetings will be held in person at the Library or via Zoom or another video-conferencing system as specified by the COR. The Contractor shall:

a) Participate in a kick-off meeting within five (5) days of the Period of Performance start date. All

Contractor Key Personnel shall attend.

b) As requested by the COR and/or defined in the order, participate in project meetings with the Library

Team.

c) Participate in a debrief meetings as defined in orders.

C.6.2 Reports Contractor shall:

a) Provide written status update reports via email, as requested by the COR or defined in the order.

b) Provide the COR with a post-Event written report, in a common file format, including, at a minimum:

a. Viewership numbers from Contractor’s digital platform(s);

b. Audience information as available, such as demographics, engagement, and average watch time;

c. Metrics related to social media marketing; and

d. Suggestions for future Events based on experience, including logistics, enhancements, what worked well, what did not work well, and lessons learned.

Post-Event written reports shall be submitted in a professional format, intended for Library leadership.

C.7 Key Personnel

Contractor shall furnish an experienced Project Manager for the contract. The Project Manager shall be identified within the contract as “Key Personnel.”

C.7.1 Project Manager The Project Manager must:

Have more than 5 years of experience in virtual event management and execution; and

Have experience managing and executing virtual events for large cultural, educational, governmental or non-profit organizations.

C.8 Deliverables Task Order deliverables will be specified in each order. All reports and deliverables shall be delivered to the COR.

The order will identify deadlines and milestones for the required work.