Attachment_I_-_2017_Cyber_Security_RD_Showcase_and_Technical_Workshop_Video_Production_SOW.docx

HSHQDC-17-Q-00000

2017 Cyber Security Division R&D Showcase & Technical Workshop-Video Production

ATTACHMENT II.1 – STATEMENT OF WORK

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

2017 Cyber Security Division R&D Showcase & Technical Workshop— Video Production

I. Introduction

The Department of Homeland Security (DHS) Science and Technology Directorate (S&T) Cyber Security Division (CSD) will hold its 2017 Cyber Security R&D Showcase and Technical Workshop. The three-day event will be held July 11-13, 2017 at the Mayflower Hotel in Washington, D.C.

The R&D Showcase will be held on July 11 and will be open to the public. The Showcase will feature 10 innovative technologies from the CSD portfolio that address today’s complex cybersecurity challenges.

The Technical Workshop will be held on July 12 and 13 and will be open to the public. The Workshop will feature CSD funded performers presenting their research and technologies to researchers and cybersecurity leadership from the government, international partners, the private sector, and academia.

This Statement of Work (SOW) is for video production services detailed in Section II Scope of Work. This SOW does not include any other aspect of organizing, hosting, or running the event. This requirement is not for third-party conference planners. Offers from third-party planners will not be considered.

II. Scope of Work The contractor will provide video production services for the three-day R&D Showcase and Technical Workshop, set for July 11-13, 2017. This includes pre- and post-production work.

The contactor is required to provide video production services the day prior to the event (set-up) and during the three days of the event:

The contractor shall provide video production services based upon the frame rate of NTSC 1080 30p. The video content captured will be used in final presentation videos to be placed onto DHS.gov and YouTube and future government project videos. For additional information on the final presentation videos, refer to Task 3 Post Production Video Support.

The contactor will provide video production services in the R&D Showcase and Technical Workshop general sessions, located in the Grand Ballroom. Camera set-up for this room shall be as follows.

Camera Set-up Requirement

July 12, 2017 (8:30 a.m. – 10:30 a.m.)

July 13, 2017 (1:00 p.m. – 2:00 p.m.)

One camera angle (back of the room) and an additional camera to the side of the stage.

Below is a detailed description of the video production service areas. Specific facility conference layout will be provided by the government prior to the event.

R&D Showcase and Technical Workshop General Session Room

Distance from camera riser to presenter

For specific video production tasks, refer to Task 2 On-site Video Production Support.

Set-up/Tear-down and Storage:

The government’s planning office will be locked during off-hours. The contractor may keep equipment in the planning office during this time period as long as it is coordinated with the government personnel.

III. Tasks All deliverables shall be provided in accordance with Section IV, Deliverables, below.

TASK 1: Pre-production Support

Task 1.1: The contractor shall provide a production lead to assist the government personnel who will plan and organize the video production logistics of the event.

Task 1.2: The contractor shall conduct an in-person or teleconference kick-off meeting with the government within three days after the award.

Task 1.3: The contractor shall provide proof of insurance to include coverage not less than $1 million and conforms to the requirement of Part I Terms and Conditions and Clauses, Section 8 Insurance. The contractor shall send the insurance certificate to the government and Mayflower Hotel no later than June 30, 2017.

Task 1.4: The contractor shall conduct a final walkthrough at the Mayflower Hotel with the government personnel, facility conference planner, and conference A/V lead(s) two week prior to the event (week of June 26, 2017) , as scheduled by the government.

Task 1.5: The contractor shall provide the government with a video production project schedule (as submitted with their proposal) in Word, Excel or PDF to include all subtasks for Task 1, Pre-production Support, Task 2, On-site Video Production Support, Task 3, Post-production Video Support, and final deliverables per Section IV, Deliverables. The draft schedule submitted with the proposal will be reviewed during the kick-off meeting (Task 1.2). The government will recommend changes as necessary, if any, and the contractor shall submit a revision no later than three days after the kick-off meeting. Next, the contractor shall provide an updated schedule, including finalized logistics and outstanding tasks, before the first day of the event. Subsequently, the contractor shall update the schedule weekly, due by the close of business each Friday, until all deliverables have been received and accepted.

Task 1.6: The contractor shall work with the government to gather presenter information for the video lower thirds and to develop the video format and brand prior to the event. For additional information, refer to Task 3.3.

TASK 2: On-site Video Production Support The contactor shall provide all on-site video production support during the event. The contractor will determine the appropriate video production equipment and staff to meet the deliverables.

Task 2.1: On July 10, 2017, the contractor shall set up, test, and perform a dry run for the government. The contractor shall be available for set-up between 12:00pm and 5:00pm. The government will set the specific time and notify the contractor a two week prior, based on room availability at the facility.

Task 2.2: On July 11, 2017 the contractor shall capture each presentation, panel session, and all Q&A portions of the R&D Showcase and on July 12 – 13, 2017 capture the Technical Workshop general session. Audience members will be provided a microphone to ask questions at their seat. If the audience member cannot be captured on camera, the audio of the question must be captured and provided in the final produced presentation video (refer to Task 3.3 “Audience Questions”). The detailed three-day agenda can be found at: http://www.cvent.com/d/95qj3r

Video Capture Requirement

2 videos will be an estimated 30 minutes

1 video will be an estimated 60 minutes

1 video will be an estimated 60 minutes

1 video will be an estimated 40 minutes

Total: 17

As part of the government’s contract with the procured facility, the following list of audio/visual equipment will be used for this event. The contractor will be allowed to plug into the audio equipment to capture the event sound.

General Session Set-up: July 10, 2017 Event: July 11–13, 2017

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

· Two 60” or larger monitors to be placed toward the back of the room. The monitors will also present the presentation brief.

· 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

· Two Q&A wireless microphones

· Eight wireless lavaliere microphones (Eight wireless lavaliere mics will be used for days 1 and 2. Two lavaliere wireless mics will be used on day 3)

· Two speaker timers (one to face the presenter, the other to face the audience)

· 42” or larger Confidence monitor

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

· Sound system

· Audio mixer

· Two lighting trees to face the stage, with a minimum of four lights per tree and 750 watt cans or 6,000 watts total

· Velour Pipe and drape behind the stage and from screen to screen (estimated 20-30 feet)

· Two small risers (6’ x 8’ long) enough to fit the client’s video production camera equipment. One riser will be placed in the back center and another on the side.

· Power for all classroom seating (estimated 48 seats)

TASK 3: Post-production Video Support

The contactor shall provide all post-production video support deliverables to the government between 30 and 60 days after of the completion of the event. The final deliverable due dates have been laid out in the deliverable section (IV Deliverables). The contractor will determine the appropriate video production equipment and staff to meet the deliverables.

Task 3.1: The contractor shall provide the below captured video content as individual RAW camera files (h.264 in at least 1080p) to the government. The contractor will deliver the video footage two weeks after the event.

Task 3.2: The contractor shall provide individual transcription files in Microsoft Word for the R&D Showcase and Technical Workshop general session video footage captured. The transcription will have an accompanying time code every 30 seconds.

Task 3.3: The contractor shall provide a final produced presentation video for each R&D Showcase and Technical Workshop general session presentation listed in Task 2.2. The final produced video will include the presenter and the technical brief (picture in picture), if a brief is provided. For presentations that didn’t provide a brief, the video will only include the presenter. For a picture reference refer to Figure 1. Each video file will be named based upon the presentation date, topic area and presenter’s name provided by the government.

The individual video files must be made 508 compliant (have a closed caption option to be turned on/off).

The following video branding shall be used:

· Lower Thirds: The contractor shall create the lower thirds to include the presenter’s name and organization. The information for the lower thirds will be provided by the government.

· Video Branding: The contractor shall create customized video branding, using the DHS S&T event brand, to include the lower third graphic, event banner, introduction, and end-tag. The government will provide the source files of the stock imagery and DHS S&T logo.

Produced Video Format:

· Final produced videos must be provided in the following format: MPEG-4/ h.264 in at least 1080p resolution and at least 7 Mbps bitrate files.

· The brief and presenter must be synced. The brief must follow what was presented on stage by the presenter. The brief will be provided by the government.

· Audience questions: Each video must include any Q&A session during or following each presentation. The final produced video should provide a video shot of the audience member asking the question and the presenter responding to the question. If visually this is less than ideal, only the audio of the question is also acceptable.

· Pre-introduction: Each video will have a legal notification included prior to the intro. This notification will be provided by the government.

· Introduction: Each video will have an introduction to include: event title, speaker name, organization, and presentation title. The intro will be synced with music. The contractor shall provide music options for the government to choose from. All produced videos will have the same music. The contractor must provide proof of purchase of purchased music.

· End-Tag: Each video will have an end-tag to include the government’s website (dhs.gov/cyber-research) and tag line: DHS S&T Cyber Security Division, Securing Your Cyber Future.

Figure 1.

The government will provide the final briefs in Microsoft PowerPoint or PDF to the contractor by July 21, 2017 as each brief will need to be cleared through public release. As the briefs are cleared the government will provide the files to the contractor.

These videos will be posted on DHS S&T’s YouTube channel to help engage cybersecurity professionals. To review the 2016 R&D Showcase and Technical Workshop videos, visit: https://www.youtube.com/playlist?list=PLPaVPPbYHq_hOoi-KjQrvXOVnkHP4ws2X

Task 3.4: The contractor shall provide individual closed caption files for each final produced video. Completed closed caption (CC) “sidecar” files for each video must be provided in Scenarist Closed Caption (.scc) format.

Task 3.5: The contractor will provide a graphic per video to be used as the still image on YouTube and DHS.gov video platforms. The graphic must be 1280x720 pixels, no more than 2 MB and in a JPG or PNG format. The graphic can be an image of the presenter, which includes the of the presentation topic. The graphic should be branded with the DHS S&T conference brand.

IV. Deliverables Review of each draft presentation video will be provided via a private YouTube link to the government.

Updated prior to first day of event;

Subsequent updates every Friday by 5:00pm Submit via email to COR; COR will provide feedback as necessary, and acceptance in writing via email

The government will determine the file priority

Final review is due September 6, 2017

Final deliverable will be delivered at an in-person meeting on a portable external hard drive. COR will provide feedback and acceptance in-person

The government will determine the file priority

Task 3.4

Individual closed caption files for each final produced video files 1-17

The government will determine the file priority

V. Security

This Statement of Work involves information that is UNCLASSIFIED. It is not expected to involve information that is SENSITIVE BUT UNCLASSIFIED or FOR OFFICIAL USE ONLY (FOUO). All work should be considered unclassified unless specified otherwise.

VI. Accessibility Requirements (Section 508)

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220), requires that when Federal agencies develop, procure, maintain, or use electronic and information technology (EIT), they must ensure that it is accessible to people with disabilities. Federal employees and members of the public who have disabilities must have equal access to and use of information and data that is comparable to that enjoyed by non-disabled Federal employees and members of the public.

All EIT deliverables within this work statement shall comply with the applicable technical and functional performance criteria of Section 508 unless exempt. Specifically, the following applicable EIT accessibility standards have been identified:

1. Section 508 Applicable EIT Accessibility Standards

36 CFR 1194.21 Software Applications and Operating Systems, applies to all EIT software applications and operating systems procured or developed under this work statement including but not limited to GOTS and COTS software. In addition, this standard is to be applied to Web-based applications when needed to fulfill the functional performance criteria. This standard also applies to some Web based applications as described within 36 CFR 1194.22.

36 CFR 1194.22 Web-based Intranet and Internet Information and Applications, applies to all Web-based deliverables, including documentation and reports procured or developed under this work statement. When any Web application uses a dynamic (non-static) interface, embeds custom user control(s), embeds video or multimedia, uses proprietary or technical approaches such as, but not limited to, Flash or Asynchronous Javascript and XML (AJAX) then 1194.21 Software standards also apply to fulfill functional performance criteria.

36 CFR 1194.24 Video and Multimedia Products, applies to all video and multimedia products that are procured or developed under this work statement. Any video or multimedia presentation shall also comply with the software standards (1194.21) when the presentation is through the use of a Web or Software application interface having user controls available.

36 CFR 1194.31 Functional Performance Criteria, applies to all EIT deliverables regardless of delivery method. All EIT deliverable shall use technical standards, regardless of technology, to fulfill the functional performance criteria.

36 CFR 1194.41 Information Documentation and Support, applies to all documents, reports, as well as help and support services. To ensure that documents and reports fulfill the required 1194.31 Functional Performance Criteria, they shall comply with the technical standard associated with Web-based Intranet and Internet Information and Applications at a minimum. In addition, any help or support provided in this work statement that offer telephone support, such as, but not limited to, a help desk shall have the ability to transmit and receive messages using TTY.

2. Section 508 Applicable Exceptions

Exceptions for this work statement have been determined by DHS and only the exceptions described herein may be applied. Any request for additional exceptions shall be sent to the COTR and determination will be made in accordance with DHS MD 4010.2. DHS has identified the following exceptions that may apply: 36 CFR 1194.3(b) Incidental to Contract, all EIT that is exclusively owned and used by the contractor to fulfill this work statement does not require compliance with Section 508. This exception does not apply to any EIT deliverable, service or item that will be used by any Federal employee(s) or member(s) of the public. This exception only applies to those contractors assigned to fulfill the obligations of this work statement and for the purposes of this requirement, are not considered members of the public.

3. Section 508 Compliance Requirements

36 CFR 1194.2(b) (COTS/GOTS products), When procuring a product, each agency shall procure products which comply with the provisions in this part when such products are available in the commercial marketplace or when such products are developed in response to a Government solicitation. Agencies cannot claim a product as a whole is not commercially available because no product in the marketplace meets all the standards. If products are commercially available that meet some but not all of the standards, the agency must procure the product that best meets the standards. When applying this standard, all procurements of EIT shall have documentation of market research that identify a list of products or services that first meet the agency business needs, and from that list of products or services, an analysis that the selected product met more of the accessibility requirements than the non-selected products as required by FAR 39.2. Any selection of a product or service that meets less accessibility standards due to a significant difficulty or expense shall only be permitted under an undue burden claim and requires authorization from the DHS Office of Accessible Systems and Technology (OAST) in accordance with DHS MD 4010.2.

VI. Other Terms and Conditions

a) Evaluation criteria: The government will award a purchase order resulting from this solicitation to the responsible quoter whose quote meets all technical requirements and provides the lowest price. The following factor shall be used to evaluate quotes:

i. Technical Factor: The government will evaluate the extent to which the quote provides all of the services enumerated in the Statement of Work (Part II, Attachment 1) as indicated in the quoter’s completed checklist (Part II, Attachment 2). The government will evaluate the extent to which the quoter’s previous work, as demonstrated in provided previous work examples, are relevant to the Statement of Work. To be considered relevant, the examples or previous work should include the following: conference presentations (include picture-in-picture of briefing) with audience capture and digital branding/post production.

b) Response to the Technical Factor: The quote must include web links to two examples of the quoter’s previous work that is similar to the scope of video production described. Any additional files beyond the two requested will not be reviewed or considered. Examples should be picture in picture presentation videos and include capture of Q&A session. The purpose of these examples is to demonstrate the quoter’s capabilities performing the tasks. The videos should be provided via links to YouTube. Non-working YouTube links will not be considered and Quoters who do not provide two working YouTube links will not be considered for award.

ii. Technical Factor: The government will evaluate the extent to which the quote includes a reasonable draft project schedule based on statement of work tasks and section 4 deliverables.

c) Response to the Technical Factor: The quote must include a draft project schedule to include all tasks from pre-production to post-production. The draft schedule will account for all tasks of the statement of work and all deliverables and deadlines included in section 4. The draft schedule will be submitted in chorological order and will demonstrate an understanding of the statement of work and project management/time required to meet all deliverable dates.

d) Period of Performance. The period of performance is the date of award through September 29, 2017.

e) Place of Performance. The contractor shall perform the work at the conference facility (July 10-13, 2017) and at its own facility.

f) Parking and Meals: All transportation, parking, and meals during performance of the contract (including planning, at the event, and post-production) are the contractor’s responsibility and will not be paid by the government.

g) Insurance: The contractor shall carry general liability insurance with coverage not less than $1 million. The purpose of this requirement is to cover any damages caused by the contractor to the conference facility while performing this contract at the conference facility.

h) Contracting Officer’s Representative.

(1) The Contracting Officer’s Representative (COR) for this contract is designated in accordance with Homeland Security Acquisition Regulation (HSAR) 3052.242-72 Contracting Officer’s Technical Representative (DEC 2003).

i) Contracting Officer

(1) The contracting officer is the only person authorized to approve changes to any of the terms and conditions of this task order. In the event the contractor effects any changes at the direction of any person other than the contracting officer, the changes will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. The contracting officer shall be the only individual authorized to accept nonconforming work, waive any requirement of the contract, or to modify any term or condition of the contract. The contracting officer is the only individual who can legally obligate government funds. No cost chargeable to the proposed contract can be incurred before receipt of a fully executed contract, which includes any subsequent contract modifications or other specific written authorization from the contracting officer.

(2) The contractor shall not comply with any order, direction or request of government personnel unless it is issued in writing and signed by the contracting officer, or is pursuant to specific authority otherwise included as a part of this contract. No order, statement, or conduct of government personnel, other than the contracting officer, who visit the contractor’s facilities or in any other manner communicate with contractor personnel during the performance of this contract shall constitute a change under the Changes clause of this contract.

(3) The procuring and administering contracting officer for this task order is:

l) Advertisements, Publicizing Awards, and News Releases. All press releases or announcements about agency programs, projects, and contract awards need to be cleared by the contracting officer. Under no circumstances shall the contractor, or anyone acting on behalf of the contractor, refer to the supplies, services, or equipment furnished pursuant to the provisions of this contract in any publicity news release or commercial advertising without first obtaining explicit written consent to do so from the contracting officer. The contractor agrees not to refer to awards in commercial advertising in such a manner as to state or imply that the product or service provided is endorsed or preferred by the federal government or is considered by the government to be superior to other products or services.

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