RFI Video Performance Work Statement.docx

PERFORMANCE WORK STATEMENT (PWS)

Project Title: Production of a Clinical and Surgical Instructional Video Series for Advanced Vascular Repair Techniques

1.0 BACKGROUND

The Defense Health Agency (DHA) Research and Development (R&D) is executing the "Biologic Reconstruction for Operational Warfighter Needs" initiative to embed forward surgical capabilities within its operational units. This requires a standardized, scalable, and highly effective master training curriculum for surgeons on advanced vascular repair. The cornerstone of this curriculum will be a definitive instructional video series that combines live-action surgical detail with advanced educational graphics to support cognitive reinforcement and skills transfer. The sensitive and complex nature of the subject matter necessitates a production partner with proven experience in the sterile operating environment.

2.0 OBJECTIVE

The objective is to procure expert-level, end-to-end video production services from a contractor with demonstrated experience in filming live, open surgical procedures. The contractor will create a comprehensive instructional video series that masterfully teaches the procedure of vascular repair using a biologic conduit. The final product must be a clinically precise, pedagogically sophisticated, and broadcast-quality training asset suitable for a military surgical audience.

3.0 SCOPE

The contractor shall provide all personnel, services, materials, and equipment required to produce a complete video series in strict accordance with this PWS. The scope mandates the production of five (5) core surgical instructional videos and two (2) supplemental training platform overview videos. A critical, non-negotiable requirement of this effort is that a minimum of 40% of the total runtime of the five core surgical videos must consist of integrated, custom-built 2D and 3D educational motion graphics and animation overlays. The performance location will be at the United States Army Institute of Surgical Research (USAISR), 3698 Chambers Pass, JBSA Ft. Sam Houston, TX 78234.

4.0 SPECIFIC TASKS & MANDATORY REQUIREMENTS

4.1 Task 1: Pre-Production and Project Architecture

· 4.1.1 Project Management & Reporting: The contractor shall provide a dedicated Project Manager with at least five (5) years of experience managing complex medical media productions. The contractor must provide detailed weekly status reports via email, documenting progress against the established timeline, risk mitigation actions, and a summary of all client communications.

· 4.1.2 Development Process & Review Cycles: The contractor must adhere to a structured, four-phase development process: 1) Architecture, 2) Creative, 3) Production, and 4) Final Delivery. The contractor must provide a minimum of two (2) distinct Work-in-Progress (WIP) review sessions for Government feedback during each of the first three phases. Any changes requested by the Government that fall within the documented scope must be incorporated without requiring a change order. A phase will be considered "locked" only upon explicit written approval from the Government COR.

· 4.1.3 Architecture Phase Deliverables: The contractor shall develop and deliver for Government approval a comprehensive "Architecture Package" that includes:

· Detailed Storyboards: Visual, frame-by-frame outlines for each of the seven videos.

· Shot List: A detailed list specifying camera angles, shot types (macro, wide), and equipment for every scene.

· Animation Strategy Document: A document specifically outlining the plan for achieving the 30% animation requirement, detailing where and how animations will be used to explain concepts.

· 4.1.4 Creative Phase Deliverables: The contractor shall develop and deliver for Government approval a "Creative Package" demonstrating the visual language of the series, including proposed typography, color palettes, and 3D model texturing and lighting schemes ("look and feel").

4.2 Task 2: Live-Action Video Production

· 4.2.1 On-Site Production Team & Equipment: The contractor must deploy a production team consisting of, at minimum, a Producer and a Recording Assistant. The contractor must provide all equipment, which must meet or exceed the following specifications:

· Camera Package: A minimum of five (5) camera systems capable of simultaneous 4K UHD (3840x2160) capture. This package must include cameras suitable for capturing both traditional and macro-level surgical detail with exceptional clarity.

· Lighting: A professional, low-heat lighting package suitable for use in a sterile surgical environment that can produce high-quality, color-accurate images without interfering with the surgical team.

· Audio: Professional-grade audio recording devices, including both boom and lavalier microphones, to ensure pristine capture of narration and SME dialogue.

· 4.2.2 On-Site Filming: The production will take place over a period of three (3) consecutive days at a Government-provided facility in the Fort Sam Houston, TX area. The contractor’s day rate must cover up to nine (9) production hours per day.

4.3 Task 3: Post-Production, Animation, and Delivery

· 4.3.1 3D Animation and Motion Graphics: The contractor is required to produce and integrate custom 2D and 3D animations that constitute no less than 40% of the instructional video runtime. These animations are not generic assets; they must be created bespoke for this project to accurately visualize concepts as directed by Government SMEs.

· 4.3.1 3D Animation and Motion Graphics: The contractor is required to produce and integrate custom 2D and 3D animations that constitute no less than 40% of the instructional video runtime. These animations are not generic assets; they must be created bespoke for this project and accurately visualize the following specific concepts based on Government SME guidance:

· Anatomical callouts and vessel identification overlays.

· Instrument orientation and suture path animations.

· Dynamic visualizations of blood flow and conduit patency confirmation.

· Split-screen educational comparisons of correct vs. incorrect techniques.

· 4.3.2 Video Editing and Compositing: The contractor must demonstrate experience in compositing 3D animations and motion graphics directly into live-action surgical footage. The contractor shall be responsible for all editing, color correction, audio mixing, and integration of the Government-provided voiceover.

· 4.3.3 Final Draft / Delivery Phase: The contractor shall provide a final work-in-progress draft for Government review. This phase allows for minor tweaks and changes (e.g., timing adjustments, minor color correction) that do not constitute a change in scope or require significant re-rendering. One review cycle is budgeted for this phase.

4.4 Task 4: Contractor Experience and Qualification Requirements To be deemed technically acceptable, the bidding contractor must furnish verifiable proof of prior experience in filming live, open surgical procedures in a hospital or clinical setting.

· 4.4.1 Mandatory Past Performance: The proposal must include a description of at least two (2) and no more than four (4) projects completed within the last five (5) years that involved the filming of live, open surgery.

· 4.4.2 Verifiable Proof: Proof shall include, at a minimum, project descriptions, periods of performance, and client contact information for verification. Submission of non-verifiable or irrelevant past performance will result in the proposal being rejected.

· 4.4.3 Personnel Experience: The proposal must demonstrate that the proposed on-site production crew (as required in Section 4.2.1) has direct, hands-on experience operating video and lighting equipment within the physical constraints and sterile protocols of an active operating room.

5.0 DELIVERABLES, OWNERSHIP, AND DATA SECURITY

5.1 & 5.2 Video Deliverables & Project Documentation Seven (7) final videos as detailed in Section 3.0.

5.3 Technical Specifications

· Video Resolution: 4K UHD (3840x2160) minimum.

· File Format: .MP4, using H.264 codec.

· Ownership: The U.S. Government shall be granted unlimited rights to all final delivered video files (Export Files). The contractor shall retain ownership of their proprietary source files (.aep, .prproj, .max, etc.).

5.4 Ownership, Data Rights, and Usage Restrictions

· 5.4.1 Government Ownership: The U.S. Government shall be granted unlimited, perpetual, and irrevocable rights to all final delivered video files ("Export Files"). The Government may use, duplicate, distribute, and modify the final deliverables for any and all governmental purposes without restriction or additional cost.

· 5.4.2 Contractor Usage Prohibition: The contractor is expressly prohibited from using any raw footage, draft versions, or final deliverables produced under this PWS for any purpose outside of the direct execution of this contract. This prohibition includes, but is not limited to, use in marketing materials, company portfolios (public or private), case studies, social media, trade show displays, or any other form of public or private distribution.

· 5.4.3 Confidentiality and Data Handling: All materials related to this project, including raw footage and final videos, shall be handled as "For Official Use Only" (FOUO) at a minimum. The contractor's personnel involved in the project must sign a Non-Disclosure Agreement (NDA) provided by the Government prior to the commencement of any work.

· 5.4.4 Source Files: The contractor shall retain ownership of their proprietary, pre-existing source files (e.g., .aep, .prproj, .max). However, any source files created specifically for this project that contain Government-sensitive information must be delivered to the Government or securely destroyed upon contract completion, at the Government's direction.