Draft DOT SOW for Content Creation and Media Services_Final.docx

U.S. Department of Transportation Office of the Secretary of Transportation Statement of Work

Department of Transportation Content Creation and Media Services Statement of Work

BACKGROUND

Introduction The U.S. Department of Transportation (USDOT)/Office of the Secretary of Transportation (OST) is currently requesting quotations for the services of qualified vendors to standardize and expand the Department’s multi-media capabilities. The objective is reimagining the Department’s media center into a more cohesive operation that can plan, program, and produce a wide range of video content for both the Office of the Secretary and the Department’s individual modes. Adopting this shared services model will create brand consistency and ensure all the Department’s initiatives are communicated in a way that fits a new digital age.

Federal government content creation and high-level media services involve producing professional video, film, and multimedia content that adheres to strict federal compliance standards, such as Section 508 accessibility, while engaging public or internal audiences. These services range in the field of videography, post-production editing, direct to camera explainer videos, livestream facilitation, podcast recording, audio/visual (AV) technical support for events, and 2D/3D animation.

This is a request for firm fixed pricing, and will be awarded to the lowest priced, technically acceptable offeror.

Project Objective DOT is seeking qualified vendors who can provide professional video production services to shoot and edit high-impact media that communicates the agency's mission.

SCOPE OF WORK

Qualified vendors shall be responsible for all phases of production, including:

· Pre-Production:

· Production planning and scheduling.

· Production:

· Principal videography using state-of-the-art HD/4K+ digital cinema cameras.

· Utilizing professional lighting, sound recording, and art direction.

· Frequent travel to on-location shoots or studio filming as required by the agency.

· Post-Production:

· Non-linear editing (e.g., Adobe Premiere) and color grading.

· Motion graphics, 2D/3D animation, and visual effects (VFX).

· Sound design, music composition or licensing, and final audio mixing.

A. Video Production & Capture

· Capture high-quality video and audio in a variety of environments, including office settings, field locations, public events, and studio-style productions.

· Set up and operate professional lighting and camera equipment to support studio and controlled production environments.

· Set up and monitor professional audio equipment, including microphones and field recording systems, to ensure high-quality sound capture.

· Provide video and livestream production support in both studio and on-location environments.

· Travel as needed to support video production for Department initiatives, events, and leadership engagements

· Coordinate with communications teams to ensure video coverage aligns with messaging priorities.

· Deliver all captured content that meets established production standards and supports effective visual storytelling.

B) Post-Production & Editing

· Edit and produce high-quality, polished video content for digital platforms, public engagement, and internal communications.

· Incorporate graphics, captions, and audio enhancements to support accessibility and audience engagement.

· Format, brand, and prepare all video content for distribution across platforms.

· Maintain consistent production quality and adhere to Department standards across all video products.

· Collaborate within a shared production workflow, picking up and completing edits initiated by other team members while maintaining consistency in quality and style.

C) Technical & Production Support

· Operate and maintain video production equipment, including cameras, lighting, audio systems, and livestream production equipment.

· Support the setup and maintenance of audiovisual systems, including PA systems and related equipment for events and productions.

· Manage media assets, including file organization, storage, and archival processes.

· Maintain organized and efficient production workflows to support timely content delivery.

· Ensure all production processes align with Department standards, branding, and technical requirements.

APPLICABLE DOCUMENTS

The Contractor shall ensure all deliverables and performance adhere to the following:

· Section 508 of the Rehabilitation Act (29 U.S.C. § 794d)

· The Plain Writing Act of 2010

· Government Publishing Office (GPO) Style Manual

· Agency Branding and Visual Identity Guidelines

· Joint Committee on Printing (JCP) Regulations

DELIVERABLES AND SCHEDULE

All deliverables must be submitted to the Contracting Officer Representative (COR) and Contracting Officer (CO) for review and approval.

Deliverables and Standards

· Final Master Files: Content delivered in industry-standard formats (e.g., ProRes, H.264) optimized for TV broadcast, social media, and web streaming.

· Accessibility: All video content must comply with Section 508 standards, including closed captioning and audio descriptions.

· Quality Assurance: All media must meet professional broadcast quality standards for frame rate, resolution, and color accuracy.

Government Furnished Information (GFI) The Government will provide brand guidelines, specific mission-related data, and access to necessary personnel or facilities for filming.

Contractor Requirements

· Experience: The Contractor must have at least 3-5 years of experience in high-level commercial or film production.

· Personnel: Key personnel must be proficient in video production tools and workflows, including camera operation, audio capture, lighting, and post-production editing, using industry-standard software such as Adobe Creative Suite (Premiere Pro, After Effects, Media Encoder) or similar tools.

· Portfolio: Submission of a digital reel or past performance samples demonstrating cinematic capability is required.

CONTRACTOR REQUIREMENTS & KEY PERSONNEL

Videographer/Editor (4 FTEs) The Contractor shall provide four (4) full-time on-site Multi-Media Specialists to provide videography and editing support.

Duties and Responsibilities:

1. Field Operations: Operate video cameras, sound systems, and AV equipment for studio and location shoots.

Minimum Qualifications:

· Demonstrated experience producing and editing professional-quality video content from capture through final delivery.

· Approximately 3–5 years of experience producing and editing video content in a professional, production, or broadcast environment.

· Proficiency in video production tools and workflows, including camera operation, audio capture, lighting, and post-production editing, using industry-standard software such as Adobe Creative Suite (Premiere Pro, After Effects, Media Encoder) or similar tools.

· Experience working in studio-style production environments, including professional lighting setups.

· Ability to manage multiple projects and meet deadlines within a structured production environment.

· Strong attention to detail and commitment to maintaining quality and consistency across all video products.

· Ability to collaborate effectively within a team-based production and communications environment.

· Ability to work independently and proactively within a structured production environment.

AVs Electronics Technicians (3 FTEs) The Contractor shall provide three (3) full-time on-site AV electronics technicians to provide technical and operation support.

Duties and Responsibilities:

· Technical Operations & Production Support

· Set up, operate, and troubleshoot audiovisual systems for studio and field productions, including livestreams, press events, and leadership engagements

· Operate production equipment, including video switchers, livestream platforms, audio systems, and signal routing equipment, to support live and recorded productions

· Configure and manage broadcast-quality audio systems, including microphones, mixers, and distribution feeds, ensuring clean and reliable audio for livestreams, recordings, and press outlets

· Provide and maintain reliable audio and video feeds for external media partners, including television networks and press organizations, during live events and press conferences

· Support remote and hybrid production needs, including live remote interviews, virtual guest integration, and external broadcast connection

· Studio & Field Production Support

· Maintain operational readiness of studio and field production environments, ensuring all equipment, connections, and systems are functional, tested, and ready for use

· Support on-location productions, including field livestream setups, portable AV systems, and troubleshooting in dynamic environments.

· Assist video production teams with lighting, audio setup, and technical execution during production

· Work closely with videographers and production staff to ensure seamless coordination between technical systems and content execution.

· Support Audiovisual Production Specialists (1071) during productions by assisting with setup and operation of technical equipment, including cameras, tripods, teleprompters, and related studio and field production systems, ensuring all equipment is properly connected, configured, and production-ready.

· Coordinate with internal teams and external stakeholders, including venue staff and partner organizations, to assess technical requirements and ensure appropriate equipment setup and system compatibility for on-site productions and leadership travel.

· Systems Maintenance & Improvement

· Perform routine maintenance, testing, and troubleshooting of audiovisual equipment and systems to ensure reliability and performance.

· Identify technical issues and implement timely solutions to minimize disruptions during live and recorded productions.

· Monitor and improve workflows related to livestream production, signal routing, and media handling to increase efficiency and reliability.

· Identify equipment needs and recommend improvements to support evolving production requirements, in coordination with leadership and available resources.

· Technical & Asset Management

· Operate and maintain video and photography production equipment, including cameras, lenses, lighting, and audio systems.

· Manage technical assets, including equipment inventory, configuration, and storage.

· Maintain organized workflows for storing, managing, and retrieving visual content and production assets.

· Ensure all technical and media assets are properly labeled, categorized, and accessible for internal use.

· Support development and maintenance of efficient media workflows, including file handling, storage, and content organization across production systems.

· Assist with management and organization of media storage systems, including shared drives, servers, and archival processes to ensure long-term accessibility and reliability of content.

· Support efficient production workflows and ensure equipment readiness for studio and field operations.

Minimum Requirements:

· Proficiency with audiovisual equipment and production systems, including cameras, audio systems (microphones, mixers, and signal routing), lighting systems, and livestream or video switching platforms.

· Strong understanding of audio systems and signal flow, with the ability to configure, troubleshoot, and maintain clean, reliable audio for live and recorded productions.

· Experience supporting livestream or live production environments, including real-time troubleshooting and system monitoring.

· Ability to operate video switchers and livestream platforms, including systems such as NewTek TriCaster, Blackmagic Design (ATEM switchers), vMix, OBS, Wirecast, or similar production platforms

· Familiarity with digital audio consoles or mixers (e.g., Yamaha, Behringer, or similar systems

· Ability to assess technical requirements and adapt equipment setups to different environments, including studio and on-location productions.

· Strong problem-solving skills and the ability to quickly identify and resolve technical issues in time-sensitive production environments.

· Ability to work in fast-paced, high-visibility settings and support live productions with minimal supervision

· Ability to collaborate effectively with production teams, communications staff, and external stakeholders.

· Ability to work independently and proactively while supporting team-based production operations.

· Demonstrated ability to support press events and provide broadcast-quality audio feeds for external media outlets.

Familiarity with media management workflows, file organization, and storage systems.

Graphic Designer (1 FTE) The Contractor shall provide one (1) full-time on-site Graphic Designer to manage visual communications and print procurement.

Duties and Responsibilities:

1. Visual Design: Design artwork for digital displays, social media, and hardcopy publications.

2. Print Management: Estimate costs for printing/graphics procurement; create bid specifications; and manage GPO contract regulations.

3. Technical Advisory: Provide guidance to agency customers on production methods, cost estimates, and delivery schedules.

4. Digital Display: Manage the agency’s digital display systems (monitors/signage) ensuring all files are formatted for proper playback.

5. Accessibility: Ensure all digital graphic assets are fully Section 508 compliant.

Minimum Qualifications:

· Knowledge: Advanced knowledge of printing/binding processes and Federal Procurement Regulations (Title 44).

· Software: Proficiency in Adobe Creative Cloud, Enfocus Pitstop Pro, and XMPie.

· Branding: Ability to develop visual media that complies with strict agency branding and graphic standards.

PERIOD OF PERFORMANCE

The period of performance shall be a Base Year of twelve (12) months from the time of award, with a maximum of four (4) one-year option periods, to be exercised at the discretion of the United States Federal Government.

PLACE OF PERFORMANCE

Work will primarily be performed at the Contactor’s facility (Remote). However, the Contractor may be required to attend on-site meetings or film at the Department’s headquarters in Washington, D.C. and as such, we are seeking vendors within a 50-mile radius of the Washington, D.C. Metropolitan area.

TRAVEL

The U.S. Department of Transportation (USDOT)/Office of the Secretary (OST) expects the contracted FTEs to be available for travel, as needed for on-site production with USDOT leadership. Travel is estimated at 60% for East Coast locations, 20% for Midwest locations, and 20% for West Coast locations.

GOVERNMENT FURNISHED EQUIPMENT (GFE)

The Government shall provide on-site workstations, cameras, lighting equipment, and necessary software licenses for use by the Contractor in the performance of this SOW. The Contractor shall maintain an inventory of GFE and report any maintenance needs to the COR and CO.