ESBD_553484_1787692420270_Exbt A 26-011 Scope of Work.pdf

SCOPE OF WORK

TRAVEL TRAINING AND RIDER EDUCATION VIDEO DEVELOPMENT SERVICES

FOR CONCHO VALLEY TRANSIT DISTRICT

1. Purpose Concho Valley Transit District (CVTD), a program of the Concho Valley Council of

Governments (CVCOG), is seeking professional services to develop, produce, and deliver a program of travel training and rider education videos intended to increase public awareness, accessibility, and utilization of public transportation services throughout the Concho Valley region. The project is intended to support older adults, children ages 12 and older, individuals with disabilities, low-income populations, first-time transit users, and other members of the public who may benefit from clear and accessible instruction regarding the use of public transportation services.

The purpose of this project is to create engaging, easy-to-understand, and accessible training materials that remove barriers to transportation and encourage increased mobility and independence among target populations. The selected Contractor shall provide all labor, supervision, equipment, materials, creative services, production services, and related resources necessary to plan, develop, film, edit, and deliver professional-quality educational videos that promote safe, confident, and independent use of transit services.

2. Background

CVTD provides public transportation services throughout a thirteen-county region in West Texas, including demand response transportation, fixed-route services, and specialized transportation services designed to meet the mobility needs of the region's residents. These transit services are vital for connecting residents to daily necessities, including commuting to work, attending medical appointments, running errands, and accessing education or community resources. Information regarding CVTD can be located at www.cvtd.org.

Many individuals who could benefit from public transportation may be unfamiliar with available services, uncertain about how to access transportation, or require additional guidance regarding trip planning, scheduling, boarding procedures, accessibility accommodations, rider responsibilities, and safety practices.

3. Scope of Services

The Contractor shall collaborate with CVTD staff to develop a comprehensive video education program that communicates how to access and utilize CVTD services. The Contractor shall be responsible for all aspects of project planning, content development, production, post-production, accessibility compliance, and final delivery.

http://www.cvtd.org/

The Contractor shall conduct project kickoff meetings with CVTD staff to gain an understanding of available transportation services, operational procedures, target audiences, and project objectives. Based upon information gathered, the Contractor shall develop scripts, storyboards, filming plans, and production schedules for review and approval by CVTD.

Video content should be presented in a clear, welcoming, and user-friendly manner and should be designed for audiences with varying levels of literacy, technological familiarity, and transportation experience. Materials should emphasize practical instruction while promoting confidence and independence among riders.

The Contractor shall develop content with long-term usability in mind and shall make reasonable efforts to create videos that remain accurate and relevant for multiple years. To the maximum extent practical, videos should avoid references to specific software platforms, scheduling vendors, technology providers, branding elements, website interfaces, telephone numbers, forms, or other operational details that may change over time unless such references are essential to the instructional purpose of the video. When discussing processes such as trip scheduling, trip requests, customer service, fare payment, or rider communications, the Contractor should emphasize general procedures and concepts rather than vendor-specific systems. The Contractor may recommend production approaches, graphics, narration, or modular content structures that facilitate future updates while minimizing the need for complete video replacement.

At a minimum, the video series should address the following topics:

• Introduction to CVTD: An overview of CVTD's mission, the transportation services offered, the communities served, and the benefits of using public transportation.

• Understanding Available Services: An explanation of the various transportation services available through CVTD, including Demand Response, Fixed Route, Rural Service, and any specialized routes or services such as ASU routes, Goodfellow Air Force Base (GAFB) routes, or other designated transit services, as applicable.

• Eligibility and Trip Planning: Guidance on determining eligibility for services, planning a trip, understanding bus routes and service areas, locating schedules, utilizing transit applications or trip-planning tools, and accessing customer service for assistance.

• Scheduling and Booking Transportation: Step-by-step instruction on how to schedule or request transportation for Demand Response and Rural Route services, including what information riders should have available when booking a trip.

• Preparing for and Taking a Trip: Information regarding what riders should expect before, during, and after their trip, including arrival procedures, boarding and exiting vehicles safely, fare payment methods, vehicle rules, rider responsibilities, and general transit etiquette.

• Safety and Emergency Awareness: Guidance on personal safety while using public transportation, including stranger awareness, safely crossing streets, handling unexpected situations or emergencies, procedures for riders who become lost or separated from their destination, and other practices that promote safe travel.

• Accessibility and Inclusive Transportation: Demonstrations of accessibility features and accommodations available to riders with disabilities, including wheelchair lifts, ramps, securement systems, priority seating, and other accessible equipment. Video content should also incorporate accessibility features such as closed captioning, audio narration, audio description where appropriate, sign language interpretation (if required), and formats suitable for individuals with visual or hearing impairments.

• Specialized Training for Target Audiences: Content tailored to the needs of specific audiences, which may include older adults, individuals with disabilities, first-time transit users, children, caregivers, teachers, and other populations identified by CVTD.

• Demonstration Videos: The Contractor should incorporate realistic demonstrations of the rider experience, including mock bus rides or real-world scenarios that illustrate common transit activities and build rider confidence through visual instruction.

The Contractor may recommend additional topics that would enhance the effectiveness of the training program.

4. Accessibility Requirements Because the intended audience includes individuals with disabilities and older adults, accessibility shall be a primary consideration throughout the project.

All video content shall comply with applicable accessibility standards and best practices. The

Contractor shall incorporate accessibility features that promote equal access to information, including, at a minimum:

• Closed captioning for all spoken dialogue.

• Accurate subtitles synchronized with video content.

• High-contrast graphics and readable text.

• Visual presentations designed for individuals with limited vision.

• Audio narration sufficient to explain visual content.

• Accessibility features consistent with ADA requirements and recognized industry standards.

To the greatest extent practicable, all digital deliverables, including videos, captions, transcripts, graphics, controls, and any associated web-based content, shall be designed and produced in accordance with the current version of the Web Content Accessibility Guidelines (WCAG), at a minimum meeting Level AA standards. The Contractor shall ensure that all materials are accessible to individuals with visual, auditory, cognitive, and other disabilities and shall identify any limitations or exceptions to compliance in its proposal or deliverables.

CVTD reserves the right to require additional accessibility enhancements if determined necessary to serve the intended audience.

5. Language Requirements The Contractor shall provide all video content in English. The Contractor shall also provide Spanish-language versions of all final videos, including translated narration, subtitles, graphics, and supporting materials. Additionally, the Contractor shall provide professionally completed, culturally appropriate closed captioning and subtitle files for at least the top 50 languages to ensure broad accessibility for diverse populations. All translations and subtitle files shall be professionally completed, synchronized with the video content, and culturally appropriate for the intended audience.

6. Stakeholder Engagement and User Testing The Contractor shall facilitate a minimum of two (2) stakeholder engagement sessions for the purpose of gathering feedback and incorporating rider input into the travel training materials. At least one session shall occur during the content development phase and at least one session shall occur after draft materials have been prepared. Participants should, to the greatest extent practicable, include representatives of the target populations, including older adults, individuals with disabilities, first-time riders, low-income individuals, caregivers, and other stakeholders identified by CVTD. The Contractor shall summarize participant feedback and describe how such feedback was incorporated into the final deliverables.

7. Production Requirements

The Contractor shall conduct on-site filming at locations designated by CVTD, which may include transit vehicles, transit facilities, bus stops, customer service locations, community destinations, and other operational environments.

The Contractor shall furnish all production equipment necessary to complete filming, including cameras, lighting, audio equipment, microphones, editing software, and related resources.

The Contractor shall be responsible for coordinating filming schedules, obtaining any necessary releases, and minimizing disruption to transit operations during production activities.

Whenever practical, videos should feature actual CVTD vehicles, facilities, operators, staff, and riders to provide realistic demonstrations and increase viewer familiarity with transit services. The Contractor may incorporate aerial drone footage appropriate to enhance production quality. All drone operations shall comply with all FAA regulations.

8. Deployment Assets

To support the successful implementation, promotion, and long-term utilization of the travel training materials, the Contractor shall develop and deliver a package of deployment assets designed to facilitate distribution to riders, partner organizations, and the public. Deployment assets shall be suitable for use across digital, print, and in-person outreach efforts and shall be tailored to the needs of older adults, individuals with disabilities, low-income populations, first-time riders, caregivers, educators, and other stakeholders identified by CVTD.

The Contractor shall collaborate with CVTD to identify the most effective methods for disseminating the training materials throughout the service area and shall recommend strategies to encourage ongoing use and public engagement.

At a minimum, the deployment assets shall include:

• Social media-ready video clips, graphics, and promotional content suitable for distribution through CVTD's digital platforms.

• Flyer, poster, and handout templates that may be used by transit facilities, community partners, schools, senior centers, healthcare providers, and other organizations.

• QR codes or other tools linking users to training materials and related transit resources.

• Web-ready graphics and digital content suitable for inclusion on CVTD's website and mobile applications.

• Presentation materials and visual aids that may be incorporated into travel training sessions, rider orientations, and community outreach events.

• Downloadable and printable rider guides or informational materials summarizing key concepts addressed in the training videos.

• Recommendations regarding the placement and use of deployment assets to maximize awareness and accessibility among target populations.

All deployment assets shall be delivered in editable electronic formats compatible with commonly used software applications. Upon acceptance by CVTD, all deployment assets, source files, artwork, templates, and associated materials developed under the contract shall become the property of CVTD and may be reproduced, modified, distributed, or repurposed without restriction.

9. Outreach and Implementation Plan

The Contractor shall develop and submit a comprehensive outreach and implementation plan designed to maximize awareness and utilization of the travel training materials among the intended audiences.

The plan shall identify recommended methods for distributing and promoting the materials to older adults, individuals with disabilities, low-income populations, first-time riders, caregivers, educators, and other stakeholders served by CVTD. At a minimum, the plan should address strategies for dissemination through community partners, social media, transit facilities, educational institutions, senior centers, healthcare providers, local governments, and other organizations serving the target populations. The plan shall also identify opportunities for integrating the materials into rider orientation programs, travel training sessions, and ongoing public outreach efforts.

10. Deliverables The Contractor shall provide the following deliverables:

1. Project work plan and production schedule.

2. Draft scripts and storyboards for CVTD review and approval.

3. Preliminary video drafts for stakeholder review.

4. Revised video drafts incorporating comments and feedback.

5. Final approved video files in formats suitable for:

• Website publication;

• Social media platforms;

• Public presentations;

• Classroom or group travel training sessions; and

• Electronic distribution.

6. Spanish-language versions of all final videos.

7. Closed-caption files and subtitle files for English, Spanish, and rest of the top 50 languages

(delivered as industry-standard .SRT or .VTT files).

8. All source files, project files, graphics, audio files, and editable production materials utilized in the development of the final products.

9. Deployment Assets.

10. Targeted Outreach Plan.

11. Review and Approval Process CVTD shall have the opportunity to review and comment on scripts, storyboards, draft videos, graphics, narration, translations, and other project materials prior to final production.

The Contractor shall incorporate reasonable revisions requested by CVTD and shall not release final products without written approval from CVTD.

The proposal should clearly identify the number of revision cycles included within the proposed cost.

12. Project Management The Contractor shall designate a Project Manager who will serve as the primary point of contact throughout the project. The Project Manager shall be responsible for coordinating activities, maintaining schedules, facilitating communication, and ensuring timely completion of all deliverables.

Monthly status meetings are required throughout the duration of the project.

13. Schedule

The Contractor shall submit a proposed project schedule that identifies major milestones, review periods, filming activities, draft deliverables, and final delivery dates.

CVTD anticipates completion of the project within approximately six (6) to twelve (12) months following contract execution, although alternative schedules may be proposed if adequately justified.

14. Budget

CVTD anticipates awarding a contract within an estimated budget range of $110,000.00 to $120,000.00. This range is provided for planning purposes only and does not represent a guarantee of funding. CVTD reserves the right to increase or decrease the available funding, negotiate the scope of services, or award all or part of the project in a manner determined to be in the best interest of the agency.

Proposers shall submit a comprehensive, turnkey proposal that satisfies the requirements of this Scope of Work, including all labor, project management, stakeholder engagement activities, script development, filming, editing, accessibility accommodations, translation services, deployment assets, travel, equipment, licensing, and all other costs necessary to successfully complete the project.

Recognizing that the optimal number, length, and format of the training materials may vary, proposers are encouraged to recommend the package of services they believe will most effectively achieve the project objectives within the available budget. Proposals should clearly describe the proposed approach, identify all deliverables, and explain how the recommended scope will maximize the value of the investment and the long-term usability of the training materials.

CVTD may, at its sole discretion, negotiate with the selected Contractor to refine the scope of services, prioritize deliverables, or incorporate additional services that further the goals of the project while remaining within the available funding.

15. Music Licensing and Intellectual Property Indemnification

The Contractor represents and warrants that all music, audio tracks, sound effects, and voiceovers utilized in the videos are original, in the public domain, or properly licensed for unrestricted, perpetual, worldwide use by CVCOG and CVTD across all media platforms, including website publication and social media.

The Contractor shall secure all necessary synchronization, mechanical, and performance licenses at no additional cost to CVTD. The Contractor agrees to indemnify, defend, and hold harmless CVCOG, CVTD, and their officers, employees, and agents from and against any and all claims, damages, liabilities, costs, or expenses (including reasonable attorneys' fees) arising out of or resulting from any actual or alleged copyright infringement related to the music or audio materials provided under this contract.

16. Contractor Qualifications

The Contractor should demonstrate experience in developing educational, instructional, public outreach, or transportation-related video content. Experience working with public transit agencies, mobility management programs, government agencies, older adults, and individuals with disabilities is highly desirable.

Proposals should include examples of similar projects completed within the past five years and references from comparable clients.

17. Ownership of Work Product All videos, graphics, scripts, photographs, audio recordings, translations, captions, project files, and other materials developed under this contract shall become the property of CVCOG and CVTD upon final acceptance and payment. The Contractor shall grant CVCOG and CVTD unrestricted rights to reproduce, distribute, modify, publish, and utilize the materials for any governmental or public transportation purpose without additional compensation.