U.S. FISH AND WILDLIFE SERVICE

Migratory Bird Program

Federal Duck Stamp Office

STATEMENT OF WORK

Audio-Visual System and Production for the Federal Duck Stamp Contest

Years 2026-2031

1.0 Title of Task: Audio-Visual System and Production for the Federal Duck Stamp

Contest

1.1 Introduction

The Federal Duck Stamp Contest plays a distinctive role in advancing conservation while reflecting the long-standing mission of the U.S. Fish and Wildlife Service (USFWS).

Established in 1934 alongside the creation of the Migratory Bird Hunting and Conservation Stamp, the program was designed to generate dedicated funding for the protection of wetlands and waterfowl habitat. Since its inception, proceeds from Federal Duck Stamp sales have helped conserve millions of acres of habitat within the National Wildlife Refuge System. The annual contest, in which artists compete to have their work featured on the stamp, serves not only as a celebration of wildlife art but also as a public-facing expression of the nation’s commitment to conserving migratory birds and their ecosystems.

1.2 Background

The Federal Duck Stamp Contest is a nationally significant event that supports wetland conservation and highlights the role of art in advancing wildlife stewardship. As an official program of the U.S. Department of the Interior, the contest requires a high level of operational precision, transparency, and public accessibility. The selected audiovisual (AV) contractor will play a critical role in ensuring that the event is executed seamlessly, both for in-person participants and for audiences engaging through live broadcast and digital platforms.

1.3 Objectives

This Statement of Work outlines the requirements for delivering comprehensive AV services to support the full scope of the contest, including live event production, multi-camera broadcast, real-time livestreaming, audio clarity, and reliable technical infrastructure. The objective is to provide a professional, accessible, and uninterrupted viewing experience that reflects the integrity of the judging process and the importance of the Federal Duck Stamp Program.

The AV contractor will be expected to demonstrate technical expertise, familiarity with live event production standards, and the capacity to operate within a federal environment that prioritizes accountability, accessibility (including compliance with Section 508 standards), and public engagement. Coordination with Department staff, contest officials, and venue personnel will be essential to ensure that all technical elements support the orderly conduct of the contest and the accurate communication of results to the public.

Through this effort, the Department seeks to enhance public visibility of the Federal Duck Stamp Contest while maintaining the highest standards of professionalism, reliability, and stewardship of this long-standing conservation program.

1.4 Scope

This responsibility extends beyond technical support to full-scale event production, including management of the contest floor, integration of judging visuals, and coordination of all audio and visual elements that support the integrity and transparency of the competition. For on-site participants, the contractor will provide clear audio, dynamic visual displays, and real-time content presentation that allows judges, officials, and attendees to follow each stage of the process without interruption.

Concurrently, the contractor will produce and manage a high-quality livestream that incorporates multi-camera coverage, live switching, and curated video vignettes that highlight the history of the Duck Stamp Program, conservation impacts, and artist contributions.

Through this integrated approach, the AV contractor will ensure that both audiences—on-site and virtual—experience a professional, engaging, and accessible broadcast that accurately represents the significance of the contest and supports public understanding of its role in conservation.

1.5 Contract Type: Fixed price service contract with a base year and 4 option years

1.6 Place of Performance/Hours of Operation

All elements of the Statement of Work (SOW), including detailed technical requirements, production expectations, and coordination protocols, must be fully developed and finalized in advance of the scheduled site visit on August 19. This ensures that the audiovisual contractor and U.S. Fish and Wildlife Service staff can use the visit to validate logistics, confirm equipment needs, and address any site-specific considerations. The 2026 Federal Duck Stamp Contest will be held on September 23 (setup), 24 and 25 (Contest) 2026, at the Ducks Unlimited Headquarters in Memphis, Tennessee. The locations for subsequent Contests (years 2027-2031) will be decided on an annual basis.

1.7 Period of Performance

Upon satisfactory completion of the 2026 Contest, the Duck Stamp Office is exercising modifications of this contract and requesting similar services for a total of up to five years (from 2026-2031) at other locations across the country. Wage Determination will be adjusted at the exercising of option year(s) as needed. All modifications for future years will depend on availability of government funding.

1.8 Privacy Act.

Work on this project will not require the AV Contractor to have access to Privacy Information.

1.9 Personal Service

The USFWS has determined that this order is not being used to procure personal services prohibited by the Federal Acquisition Regulation (FAR) Park 37.104 Titled “Personal services contract.” The contractor shall operate as an independent entity and shall be responsible for the management, direction, and supervision of its personnel, as well as the methods and means by which the work is accomplished. Nothing in this agreement shall be construed as creating an employer-employee relationship between the Government and the contractor’s personnel.

1.10 Security

The requirements of this Statement of Work are unclassified and there are no requirements for security certification on the part of the contractor.

1.11 Key Personnel and Points of Contact

Contracting Officer: Keith Rose, Contract Specialist Keith_rose@ios.doi.gov Phone 612-713-5423

Project Manager: Valerie Fellows, Program Manager

Federal Duck Stamp Office U.S. Fish and Wildlife Service

5275 Leesburg Pike Falls Church, VA 22041

Valerie_Fellows@fws.gov Phone 301-245-2848

2.0 Definitions and Acronyms

N/A

3.0 Government Furnished Items

The USFWS will select the location of the annual contest and will ensure that the AV Contractor can meet on-site approximately 4 weeks prior to the Contest to assess any technical needs or logistical concerns. USFWS will not provide equipment or supplies for the AV System or Production.

4.0 Contractor Furnished Items

The AV Contractor shall provide enhancements to the existing venue infrastructure to support a fully integrated, broadcast-grade production environment for the Federal Duck Stamp Contest, designed for single-day load-in, technical rehearsal, live execution, and mailto:Keith_rose@ios.doi.gov mailto:Valerie_Fellows@fws.gov strike.

Video Infrastructure and Signal Flow All video signal distribution within the production ecosystem shall utilize HD-SDI infrastructure exclusively (minimum 3G-SDI, 1080p/59.94). This includes all camera feeds, playback sources, graphics outputs, and program distribution. HDMI-based signal paths shall not be accepted within the primary signal chain, except where required for specific interface conversions, and must be immediately converted to HD-SDI using professional-grade hardware.

The Contractor shall provide a switching environment capable of accepting key and fill signals from the graphics system, with proper routing and synchronization to ensure broadcast-quality compositing.

Graphics Generation and Integration The Contractor shall provide and operate a computerized graphics generation system as the primary playback and graphics engine. The system must be configured to output true key/fill via dual synchronized SDI outputs into the production switcher, enabling real-time lower-third compositing and full-screen playback. The graphics system shall support:

• Real-time lower-third generation with key/fill transparency

• Full-screen playback of pre-produced media assets

• Dynamic, real-time updates to judging results during live execution

• Data-driven workflows, including CSV or equivalent structured data ingestion for scoring updates

• Multi-output routing for simultaneous program, confidence, and overflow displays

A dedicated operator with demonstrated live broadcast experience a computerized generation system shall be required.

The AV Contractor shall design and implement redundant signal paths for all critical video and audio systems, including:

• Primary and backup program outputs (A/B signal paths)

• Redundant graphics playback capability or rapid failover strategy

• Backup signal routing for critical display destinations

All critical systems shall be supported by uninterruptible power supply (UPS) or equivalent power conditioning to prevent interruption during live operation.

Projection, Monitoring, and Distribution The AV Contractor shall provide a digital video projection system and closed-circuit monitor distribution capable of receiving discrete SDI feeds, including:

• Program feed

• Graphics-only or clean feed (as required)

• Confidence monitoring for production personnel

Repeat projection to an overflow room shall be delivered via dedicated SDI distribution, ensuring frame-accurate synchronization with the primary room presentation.

Audio Integration The audio system shall support both in-room reinforcement and broadcast/streaming requirements, including:

• Separate audio mixes for room and stream (independent buses required)

• Integration of playback audio from the graphics system

• Redundant signal paths for critical audio sources

Streaming and Encoding The Contractor shall provide live-streaming capabilities via a dedicated hardware encoder receiving a program feed via SDI. The system must support:

• Minimum sustained upload bandwidth of 20 Mbps

• Secure or access-controlled streaming as required

• Redundant encoding or failover capability preferred

Operational Requirements The event shall be executed within a single-day production schedule, including load-in, full system integration, and a comprehensive technical rehearsal and system test prior to live operation. The AV Contractor must demonstrate the ability to fully deploy, test, and operate within this compressed timeline.

5.0 Specific Requirements

The purpose of the audio/visual system is to provide simultaneous viewing of the contest entries by the public in an auditorium setting, the judges located in voting carrels on stage, and by live-streaming to a remote audience. The AV Contractor shall coordinate installation of their equipment with the local venue and Duck Stamp Office Staff. The government desires an audio/visual system that will provide:

A. AV Contractor to still-store unlimited entries using a digital input for HD or better resolution. All image acquisition, storage, and playback shall be standardized to 1920x1080 resolution at 59.94Hz (1080p/59.94) and conform to Rec. 709 color space.

Images will be imported into a broadcast-grade still store system for random access retrieval and projection on-screen through a video projection system via 3G-SDI signal paths.

The still store and playback system must support:

• Frame-accurate recall of individual entries

• Indexed database or playlist-driven access by entry number

• Redundant or mirrored media storage

All images shall be organized using a standardized naming convention reflecting judging sequence, including:

• “Round One: Entry Number ___ of ___”

• Additional rounds or categories shall follow the same structured format

The system shall allow a single operator to instantly retrieve and display any entry via an indexed interface without manual file browsing. RGBHV or HDMI signal paths shall not be used in the primary workflow unless immediately converted to SDI using professional-grade conversion hardware.

B. Contractor will supply a laser-based digital video projection system capable of outputting a minimum of 12,000 ANSI lumens at the screen with a minimum contrast ratio of 7:1 under ambient lighting conditions.

The Projector shall:

• Accept native 3G-SDI input (directly or via integrated scaler/frame sync)

• Maintain consistent brightness and color uniformity across the full image plane

• Be free of convergence, rasterization, or color distortion artifacts

Projector model selection is at the contractor’s purview; however, only professional, large-venue projection systems will be accepted. Backup projection equipment must be provided at no additional charge.

C. The image on the screen in the auditorium must be clearly visible from all audience vantage points under ambient lighting conditions, including aisle lighting and active stage lighting. The AV Contractor shall be responsible for:

• Proper lens selection and throw calculations

• Image scaling, masking, and framing

• On-site calibration to ensure accurate color reproduction and sufficient contrast under ambient conditions

1. The bottom of the projected image shall be no less than 6 feet above the stage floor. The bottom image border shall be free of visual artifacts, including unintended raster or color spill. The projection system shall be properly masked and aligned to ensure clean image edges. That portion of the screen below the image shall be covered with black drapery by the staging contractor.

2. The Contractor must be flexible to site limitations, including restricted load-in, limited equipment staging areas, and constrained projection distances.

Projection system design must account for:

• Front projection as the primary method

• Limited stage depth preventing rear projection

• Compact equipment footprint

D. AV Contractor shall provide five (5) professional-grade color monitors (minimum 6" viewable image) for judges, each with tabletop stands.

Monitors shall:

• Accept SDI input (preferred) or HDMI converted to SDI

• Be calibrated to Rec. 709 color standards

• Maintain consistent color accuracy across all units, with a Delta-E v ariance of less than 3 preferred

Signal routing shall ensure that judges’ monitors display the artwork image and entry number only.

No artist name or identifying metadata shall be visible at any time.

E. The Federal Duck Stamp Office and/or Venue may provide additional equipment and videographers to record the event.

The AV Contractor shall:

• Coordinate all signal integration with third-party equipment

• Provide SDI distribution via DA’s or router-based outputs for external recording

• Ensure all distributed signals are properly synchronized and matched to the primary program feed

F. Contractor shall provide a broadcast-grade still store and playback system capable of storing unlimited entries with full-frame, full-color fidelity.

The system shall:

• Accept digital image ingestion at HD resolution or higher

• Maintain Rec. 709 color accuracy consistent with original scanned artwork

• Output via 3G-SDI to projection and switching systems

Each painting will be scanned and digitally stored by the Duck Stamp Office.

The AV Contractor shall:

• Ingest all provided media into the still store system

• Verify file integrity, color accuracy, and playback performance prior to the event

• Organize all entries according to the required naming and indexing convention Playback system must integrate seamlessly with the live production environment, including compatibility with the primary graphics system where applicable. The system shall support real-time recall of any entry within 2 seconds or less, and be operator-driven to manage the live program.

The final product will remain the property of the U.S. Government (USFWS), and all rights are conveyed to the same.

G. Contractor shall provide a computerized character generator and a qualified operator to display judges’ output in accordance with regulations found in 50 CFR

91. The system shall be fully integrated into a real-time, data-driven scoring and broadcast environment.

The graphics system shall be configured for data-linked template workflows and integrated into the production switcher via key and fill SDI outputs.

The system shall support real-time synchronization with the judges output, collecting data input directly via judges’ touchscreen tablets. Integration shall include live data ingest with real-time synchronization between the scoring system and on-screen graphics.

A double-verification workflow shall be implemented, requiring judge confirmation prior to publishing results to program output. All scoring data shall be previewed on a dedicated confidence display prior to broadcast.

The system must support real-time, judge-driven pacing, allowing entries to be recalled, scored, and displayed without interrupting or delaying program flow.

1. On-Screen Titles The Contractor shall enter and display the following titles at designated times:

• "WELCOME TO THE 2026 FEDERAL DUCK STAMP CONTEST"

• "Round One: Entry Number ____ of ____"

• "Round Two: Entry Number ____"

• "Round Three: Entry Number ____"

• "2026 FEDERAL DUCK STAMP CONTEST WINNER"

• "Current Entry Being Judged"

All titles and graphic elements shall be pre-built within a structured show file and dynamically populated via data-linked templates.

2. Scoring System Integration The Contractor shall establish connectivity with scoring system to record and duplicate judges’ voting results for real-time on-screen display.

a. First Round Display Requirements During the first round of judging, the system shall display:

• Number of Accepted (IN) entries progressing to the next round

• Number of Eliminated (OUT) entries

• Overall vote result (IN or OUT)

b. Subsequent Rounds Display Requirements During the second, third, and any subsequent rounds, the system shall display:

• Individual numerical scores from each judge

• Total cumulative score (sum of all five judges)

The system shall ensure data accuracy and synchronization from confirmed scoring input to on-screen display.

3. Camera and Switching Requirements The Contractor shall provide equipment and personnel necessary for live camera production of the judging for display on the main screen, including:

• Broadcast-quality camera systems

• A broadcast-class, multi-format video switcher with:

o Minimum eight (8) SDI inputs o Frame synchronization on all inputs o Integrated multi-view monitoring o Support for external key and fill graphics

4. Recording Requirements The AV Contractor shall record the event for archival purposes as follows:

• Continuous recording of the program output only

• No interruption or gaps during active judging

5. Streaming Requirements The AV Contractor shall provide an onsite streaming encoder capable of:

• Adaptive bitrate streaming

• Simultaneous archive recording of the stream feed

• Delivery to a specified content delivery network

The system shall:

• Receive program feed via SDI

• Maintain consistent audio levels compliant with broadcast loudness standards

• Operate within venue-provided bandwidth

6. Personnel and Pre-Event Requirements The AV Contractor shall provide all necessary labor and ensure all personnel are properly trained and experienced with the equipment and workflows they are assigned.

A mandatory annual pre-event site survey and system design submission shall be required. The Contractor shall submit a detailed technical plan outlining system architecture, signal flow, and operational workflow in advance of the event.

7. Additional Content Integration The Duck Stamp Office may provide additional digital materials for playback during breaks. The Contractor shall ensure seamless integration of such materials into the graphics and playback workflow.

H. AV Contractor shall provide all necessary supporting equipment, including but not limited to broadcast-grade switchers, signal distribution systems, amplifiers, lighting kits, interconnect cabling, and routing infrastructure required to support a fully redundant, SDI-based production environment.

I. AV Contractor shall be responsible for securing and protecting all cabling for safety and operational integrity. All cable runs shall be properly dressed, secured, and covered in accordance with venue safety standards and industry best practices.

J. In the event of equipment failure, the AV Contractor shall implement immediate failover procedures to ensure no interruption to active judging display, scoring visibility, or program output.

All critical systems, including graphics, switching, projection, and streaming, shall include redundant backup capability.

If physical repair or replacement is required, such action shall occur within a maximum of thirty (30) minutes. Replacement equipment shall be equal to or greater than originally specified equipment and shall be provided at no additional cost.

K. AV Contractor’s bid shall include all travel expenses if not a local contractor. All personnel expenses must comply with federal lodging and per diem limits.

L. The AV Contractor shall assess the existing venue audio system and provide enhancements as necessary to ensure clear, intelligible, and broadcast-quality audio for both in-room reinforcement and streaming.

The Contractor shall:

• Provide separate audio mixes for room and stream

• Ensure proper integration of audio into SDI signal paths

• Maintain consistent and compliant audio levels for broadcast and streaming

Installation Requirements: The entire audio/visual system shall be fully installed by 4:00 PM on Wednesday of contest week. All system calibration, testing, and validation shall be completed by 9:00 AM on Thursday.

A full end-to-end technical simulation shall be conducted prior to the event, including:

• Scoring input

• Graphics display

• Projection output

• Program recording

• Live streaming

AV Contractor shall be responsible for removal and disposal of any materials resulting from installation of the audio/visual system.

System removal shall be completed by Friday at 5:00 PM.

Examples of the broadcast and livestream from the 2025 Federal Duck Stamp Contest can be viewed on the USFWS YouTube Channel:

Day 1: https://www.youtube.com/watch?v=PZelqVg1R_I Day 2: https://www.youtube.com/watch?v=48olD4UMkMI

5.2 Proposal Submission. The USFWS will request proposals for this task. To receive an award as a result of a Request for Proposal (RFP) or Request for Quotes (RFQ), the potential offerors shall register their organization in the System for Award Management (SAM) at SAM.gov

The contractor shall submit a written cost and technical proposal for consideration before the due date and time for this RFP/RFQ. The contractor shall submit a payment schedule as part of the cost proposal. In addition, the contractor shall submit these proposals electronically.

5.2.1 Travel. As part of the Cost Proposal, the contractor shall provide any anticipated travel costs, if known, to include: origination; destination; number of trips;

number of persons; and a breakdown of lodging, meals, transportation and related costs. Actual expenses are limited by the Government Travel Regulations and must be pre-approved by the client.

5.2.2 (Un-priced CLINS). The contractor shall provide a breakdown of any other direct costs (ODCs) in the Cost Proposal. The breakdown shall include an identification of any “open market items" or the contracting vehicle used for the Un-priced CLINS.

5.3 Deliverables and Reports:

The AV Contractor shall provide final deliverables including:

• Clean program master (with no graphics)

• Program master with graphics

• Files delivered in broadcast master quality and distribution-ready format

All deliverables shall be provided in agreed-upon resolutions and frame rates consistent with the production standard (1080p/59.94 unless otherwise specified).

The AV Contractor shall provide permanent digital and hardcopy documentation of judging results, ensuring accurate synchronization with on-screen graphics and post-event archival integrity.

In addition to the requirements listed previously, the AV Contractor shall regularly meet https://www.youtube.com/watch?v=PZelqVg1R_I https://www.youtube.com/watch?v=48olD4UMkMI with the Project Officer (as needed) to ensure technical requirements are met on schedule for production.

The AV contractor shall bring problems or potential problems affecting performance to the attention of the Contracting Officer and Project Officer as soon as possible. Verbal reports will be followed up with written reports when directed by the Contracting Officer.

Additional reports may be required and negotiated.

5.4 Inspection and Acceptance.

In the absence of other agreements negotiated with respect to time provided for government review, deliverables will be inspected and the contractor notified of the Contracting Officer’s findings within 5 workdays of normally scheduled review.

5.5 Procedures for Payment.

Withing 30 days of the end of the Federal Duck Stamp Contest, the AV Contractor will submit an invoice to the Contracting Officer and Project Officer. The invoice will be certified by the Contracting Officer.