HSHQDC-13-Q-00371_A00003_Part_II.docx

HSHQDC-13-Q-00371 A00003 SOW

PART II – STATEMENT OF WORK

U.S. Department of Homeland Security Science and Technology Directorate Cyber Security Division

Video and Webcasting Production Services for the 2013 Principal Investigators’ Meeting

I. Introduction

This is a Statement of Work (SOW) to provide filming, webcasting, and production services for the Department of Homeland Security (DHS) Science and Technology Directorate (S&T) Cyber Security Divisions (CSD) 2013 Principal Investigators’ (PI) Meeting. The PI Meeting will take place over September 16-18, 2013. The PI Meeting will take place at the Crystal Gateway Marriott, located at 1700 Jefferson Davis Highway, Arlington, VA 22202.

II. Background

The PI Meeting assembles contractors currently working on research projects for DHS S&T, aimed at improving security in both federal networks and the larger Internet from cyber-attacks. This is the second meeting of the principal investigators from each of these projects. The PI Meeting provides a unique opportunity for the principal investigators to collaborate and present their research and technologies to researchers and cyber security leadership from the federal government, international partners, the private sector, and academia. The PI Meeting allows them to share knowledge, work to improve existing deployed technologies, and transition their innovative research to safeguard cyberspace.

III. Scope

This SOW is to provide filming, webcasting, and production services only. The requirement is not to provide space for the PI Meeting itself, to provide audio-visual equipment, or to organize or facilitate the meeting. The requirement is not for third party planners.

The contractor shall work during the three days of the meeting (September 16-18, 2013) on-site at the Crystal Gateway Marriott. There is a setup day on September 15, 2013 when the webcasting contractor will need to be in place on-site to hook up and test equipment. During the PI Meeting the contractor will be working in a general session room holding approximately 200 people, two technical track sessions rooms holding approximately 100 people each (the general session room will be converted to hold the two technical track session spaces), and a technology demonstration room holding approximately 200 people.

The contractor shall perform the following specific tasks.

TASK 1: The contractor will provide a live webcasting portal website to support a maximum of 500 concurrent viewers on the following dates and times:

The setup day will be for testing purposes. Days 1-3 will be live during the meeting. The government will provide an agenda of the webcasting production event, broken down by day and topic.

TASK 2: The webcast portal shall include the following capabilities:

Viewing Capabilities:

· The webcasting portal will be made available via a personalized website link; will be offered in Flash or HTML5; and will stream live from the Internet with no additional plug-ins.

· The webcasted sessions shall have a minimum bit rate of 150 kb/second.

· The webcasting portal shall be viewable on a variety of desktop, laptop, smart phone and tablet devices.

· The webcast portal will offer a customized home event page, allowing viewers to view and select the times and links for all offered PI meeting presentation tracks; as well as allow viewers to register for the event.

· The webcasting portal will offer the viewer a test video/webcasting environment to test on their device. The contractor will also provide a technical support toll free phone number to help the viewer with troubleshooting questions and issues specific to their viewing device. A live chat technical support option is an acceptable alternative to a toll free phone number provided that the live chat technical support shall be accessible should the viewer not be able to access the event’s webcasting portal.

· Once the viewer has registered and enters the main portal, the portal shall allow the viewer to move from one presentation track to another seamlessly, without having to log out of the system.

· The webcasting engineer/production manager, government personnel and other viewers will be able to see which other viewers are in the same presentation track and will be notified of which viewers have entered each presentation track when they enter.

· The viewer will be able to view the presentation file and the presenter (picture in picture or side by side format) simultaneously, along with the audio content through their device.

· The viewer will be able to submit questions with or without attribution to the presenter or moderator during the question and answer portion of the presentation. Additionally, the webcasting portal will capture and archive all viewer questions from each presentation into a downloadable report for the government.

· The contractor shall provide Live Graphics Operation to embed name keys, lower thirds, and other graphics into the video stream during the webcasted sessions. Live/on-demand captioning of the webcasted sessions is not necessary.

· The webcasting portal and archived presentations will be available to viewers 60 days past the completion of the event to allow registered viewers to view archived video footage of the individual presenters (during the webcasted sessions of the general session and technical tracks) and their presentation files. Archived footage of the PI Meeting (including the general session and technical tracks) on the webcasting portal must be Section 508 compliant. The technology demonstrations will be filmed but will not be webcasted. The video files, when posted and hosted on the webcasting portal and when delivered to the government, must be transcribed so as to be 508-compliant. And archived presentations will be available to viewers 60 days past the completion of the event. The following website provides information on Section 508 compliance: http://www.howto.gov/web-content/accessibility/508-compliant-and-accessible-multimedia. Note that there is no need to caption or transcribe the raw video footage of the technology demonstrations. See also Task 8.

Presentation Format:

· The webcasting portal shall allow the presenter and/or government to upload presentations in Microsoft PowerPoint or PDF format prior to and during (if necessary) the live webcasting sessions.

Viewer Audits/Reporting:

· The webcasting portal shall capture and provide the following reports:

· Registration statistics;

· Number of viewers for each presentation;

· The length of time each viewer views each presentation;

· Total number of unique registered viewers for the entire webcasting event per day;

· Archived presentation viewer data.

Viewer Registration:

· The webcast portal will allow the government to customize the registration fields beyond the basic requirements (first name, last name, organization, email address, business phone number).

· The viewer will only need to register one time in order to attend one or more presentation tracks. Additionally, it is preferred that the viewer is able to create a customized user name and password, which can be remembered using a “remember me” option. It is acceptable if the user name is the attendee’s email address and acceptable if the attendee’s email address is used to allow access to the system instead of a user defined password.

Portal Communications:

· Customized registration confirmation, event updates, event reminders and thank you emails will be offered through the contractor’s webcasting portal. The government will have access to the webcasting portal or personnel to upload the preferred email communications. The government will determine the date and time the communications will be sent to the viewer.

· The webcasting portal will offer the viewers the ability to live chat with other viewers. Viewers will be able to conduct private chats with other viewers or chat in a community setting within the presentation portal.

Event Branding:

· The webcasting portal will be customizable with the government provided event branding and graphics, such as a web banner.

Furthermore, the contractor shall provide a webcasting portal URL for the government to include on the PI Meeting registration website that will be active during the event and for the duration of the archive period.

TASK 3: The contractor shall set up and test equipment the day prior to the event (September 15, 2013) from 3:00pm to 8:00pm. This will include a dry run of the first day’s presentations. The contractor, the government, and the hotel’s A/V lead will be present.

Each of the three days of the event, there will be a 20 minute break after the general session concludes and before the technical tracks begin. The general session room will be split into spaces for the technical tracks during this time. The contractor shall reset the webcasting equipment from the general session to the two technical tracks during these 20 minutes.

After each day’s webcasting production is completed, the contractor will prepare the next day’s presentation run of show with the government personnel and hotel A/V lead.

The contractor shall disconnect and remove webcasting production equipment at the completion of the event.

TASK 4: Below is a list of required equipment that the contractor shall provide for the general session room, the technical track sessions, which will occur simultaneously, and the technology demonstrations. Multiple technology demonstrations will occur simultaneously at individual banquet tables in a large room, separate from the general session and technical track space. During the technology demonstrations the contractor’s camera crews are expected to walk around the room recording the different demonstrations and capture the researchers describing their work.

· One encoding machine

· Laptop

· Video switcher (if applicable)

Technical Track Sessions 1 & 2

Note: Tracks will occur simultaneously

· One camera per track

· One encoding machine per track

· Laptop

· Video switcher (if applicable) per track

Technology Demonstration

Note: Technology Demonstrations will take place during Days 1 and 2 only

· Two cameras

Note: The general session room will be split into two spaces to hold the two technical track sessions.

Note: The laptop will be used to load the presentation slides for webcasting, in order to offer picture-in-picture format allowing the viewer to see the presentation and the presenter on the same screen. If the contractor can provide this capability without the use of a separate laptop, the contractor does not need to provide a laptop.

TASK 5: The contractor shall provide two camera crews, two groups of webcasting technicians, and a webcasting engineer/production manager on-site during the setup day and during the three days of the meeting. The camera crews and groups of webcasting technicians can consist of however many people the contractor believes is necessary to accomplish the work. In addition to the required support listed below, the webcasting technicians will provide troubleshooting support, such as network resolution and rebooting of the system. Any issues shall be responded to immediately and resolved as soon as possible after the issue is recognized/reported.

Webcasting Production Technician On-site Support Required

Setup Day (September 15, 2013)

· Test the webcasting portal. Make sure all webcasting equipment is working sufficiently with the A/V equipment provided by the facility.

· Dry run through of the general session and technical track sessions.

Webcasting Engineer/ Production Manager

Two groups of webcasting technicians

Day 1 (September 16, 2013)

Note: Technical tracks occur simultaneously in the converted general session space. The technology demonstrations will be taking place in a separate room from the general sessions/technical tracks.

tentatively 7:00am – 5:30pm

· View capture of the general session and then technical track 1

· Camera crew will capture video of the technology demonstrations and researcher interviews. The crew will move to the technology demonstration room following the completion of technical track 1.

Camera Crew 2

· View capture of the general session and then technical track 2

· Camera crew will capture video of the technology demonstrations and researcher interviews. The crew will move to the technology demonstration room following the completion of technical track 2.

Webcasting Engineer/ Production Manager

· Management of the entire webcasting event (general session, technical tracks 1 & 2) to make sure the event is running smoothly

Webcasting Technician(s) 1

· Management of the encoding machines for the general session and technical track 1

Day 2 (September 17, 2013)

tentatively 7:00am – 5:30pm

· View capture of the general session and then technical track 1

· Camera crew will capture video of the technology demonstrations and researcher interviews.

· The crew will move to the technology demonstration room following the completion of technical track 1.

Camera Crew 2

· View capture of the general session and then technical track 2

· Camera crew will capture video of the technology demonstrations and researcher interviews.

· The crew will move to the technology demonstration room following the completion of technical track 2.

Webcasting Engineer/ Production Manager

· Management of the entire webcasting event (general session, technical tracks 1 & 2) to make sure the event is running smoothly.

Webcasting Technician(s) 1

· Management of the encoding machines for the general session and technical track 1

tentatively 10:30am – 5:30pm

· Management of the encoding machines for technical track 2

Day 3 (September 18, 2013)

tentatively 7:00am – 1:00pm

· View capture of the general session and then technical track 1

Camera Crew 2

· View capture of the general session and then technical track 2

Webcasting Engineer/ Production Manager

· Management of the entire webcasting event (general session, technical tracks 1 & 2) to make sure the event is running smoothly.

Webcasting Technician(s) 1

· Management of the encoding machines for the general session and technical track 1

tentatively 9:00am – 1:00pm

· Management of the encoding machines for technical track 2

TASK 6: The contractor and the government shall hold a kick-off meeting within one week after the award. Additionally, twice a week, leading up to the webcasting event, the contractor and the government will hold planning meetings to discuss the planning progress.

TASK 7: The contractor shall conduct a final walkthrough at the Crystal Gateway Marriott with the government personnel and hotel conference planner and hotel A/V lead one to two weeks prior to the event. The specific date will be determined by the government.

TASK 8: After the completion of the PI Meeting, the contractor shall provide the individual resulting video file and the closed caption file (with time code), one video file and closed caption file per presenter, from the webcasted general sessions and technical tracks (estimated to be between 50-60 presentations). The video and closed caption files must be compatible with the video player on the portal hosting site (in .srt, .sub, SMIL, or equivalent formats, as appropriate for the particular portal hosting site). The contractor shall make available the individual webcasted video on the webcasting portal for 60 days after the completion of the event. Also, the contractor shall provide:

· the resulting video of the webcasted general session and technical tracks, including close captioning; and

· the raw video footage of the technology demonstrations on disks directly to the government. The video file type must be AVI, MPEG, or h.264 at 720p and at least 3.5 Mbps bitrate.

IV. In-house A/V Equipment

The Crystal Gateway Marriott, under a separate contract with the government, will provide all A/V equipment that will be used during the PI Meeting. The government will provide the hotel A/V lead’s contact information to the contractor. While the webcasting contractor will not be expected to operate the A/V equipment in the conduct of the PI Meeting, the contractor will need to coordinate with the hotel’s A/V lead to ensure all webcasting equipment is working smoothly with the in-house A/V equipment. The following is a list of the hotel’s A/V equipment:

General Session

· Dual LCD projector and screen (9 x 12 or larger)

· Laptop

· Slide advancer

· All cables and adapters to connect the laptop to the projector

· Small stage (at a minimum 4’wide x 12’ long) enough to accommodate 1 speaker and a panel of 5-6 people

· One speaker microphone with podium

· One wireless lavaliere microphone

· Two Q&A wireless microphones

· Three tabletop microphones (Day 1 only)

· Speaker timer

· Confidence monitor

· Extension cords, surge protectors, and power for all A/V equipment

· Sound system

· Audio mixer

· Basic stage lighting package

· 30’ pipe and drape behind the stage

Technical Track Sessions 1 & 2 Note: The general session room is being split to accommodate the two technical track sessions. The general session A/V equipment will be reused for Technical Track Session 1. The following A/V equipment will be used for Technical Track Session 2:

· Laptop

· Slide advancer

· One speaker microphone with podium

· One wireless lavaliere microphone

· Two Q&A wireless microphones

· Speaker timer

· Confidence monitor

· Sound system

· Audio mixer

· Basic stage lighting package

· 30’ pipe and drape behind the stage

Collaboration Breakout Sessions 1 & 2 (Per room)

· One projector and screen

· Two wireless lavaliere microphones

· One Q&A wireless microphones

· House sound

The Crystal Gateway Marriott, also under separate contract with the government, will provide the contractor with two dedicated T1 Internet connections for the general session room and technical track sessions. The general session room will be split to hold the two technical track sessions, thus only two T1 connections are needed. The contractor will need to use these T1 connections to perform its webcasting.