SOW - Virtual Reality Experiences for America 250 - 19BR2525Q0118.pdf

Statement of Work (SOW)

Virtual Reality Experiences for America 250

August 2025

Table of Contents

1. General

1.1. Background

1.2. Objective

1.3. Scope of Work

1.4. Period of Performance

1.5. Place of Performance

1.6. Pricing

2. Specific Requirements and Tasks

3. Deliverables

2. Branding, Copyright, and Permissions

3. Meetings and Coordination

4. Timeline and Milestones Appendix A – Deliverables Chart

1. General

1.1. Background

The Public Diplomacy (PD) Section of the U.S. Mission to Brazil requires contractor support to design, produce, and deliver innovative, technology-based products in recognition of the 250th anniversary of the signing of the U.S. Declaration of Independence (America 250).

Specifically, the contractor shall develop immersive Virtual Reality (VR) experiences that showcase U.S. policies, values, history, and culture, for use by the U.S. Mission in its outreach and engagement efforts.

1.2. Objective

The objective of this contract is to design and produce four immersive Virtual Reality (VR) experiences that highlight U.S. culture, history, landscapes, and innovation. The experiences will be showcased at American Spaces across Brazil to inspire audiences and strengthen understanding of U.S. values and achievements.

1.3. Scope of Work

The contractor shall provide all labor, equipment, materials, facilities, supervision, and management necessary to complete the tasks outlined in this SOW, including creative development, production, editing, branding, rights management, and secure delivery of the final

VR products.

1.4. Period of Performance

The period of performance shall begin on September 30th until March 1st, 2026, with final versions ideally delivered by February 1st, 2026.

1.5. Place of Performance

Production may take place at the vendor’s chosen facilities or on U.S. locations as required. Deliverables will be transferred to Mission Brazil through a secure, COR-approved file-sharing service.

1.6. Pricing

The contractor shall ensure that all branding, visibility, and participation elements are delivered in a professional manner consistent with U.S. Federal Government standards.

Note: The contractor shall ensure all costs associated with property, equipment, materials, and services required to fulfill this contract are incorporated into the CLIN pricing above

The U.S. Government will make payment in local currency (Brazilian Real). Payment shall be made after the satisfactory completion of the fair and upon government acceptance of all required deliverables, including the final report.

CLIN Description Unit of Measure

Rate

(BRL)

Est.

No

Total Amount

(BRL)

1 Storyboards + Scripts (Draft concepts for each VR experience)

Unit 2

2 Rough Cuts (4 VR) (Preliminary VR files for review)

Unit 4

3 Final Versions (4 VR) (Fully edited, branded VR experiences)

Unit 4

4 Final Delivery Package (Cleared VR files + license/copyright docs)

Unit 1

2. Specific Requirements and Tasks

• Produce four (4) VR experiences, each approximately three (3) minutes in length.

• The experiences shall include: Driving historic Route 66; Exploring a U.S. national park;

Visiting an iconic historic site (e.g., Independence Hall); Participating in a NASA-led space exploration experience.

• Ensure all productions are fully immersive, with a professional audio track that enhances the viewer’s experience.

• Provide narration and commentary in Brazilian Portuguese, with the script submitted for

COR approval.

• Source content from licensed VR/360° stock inventories or film original VR/360° content on location, securing all required rights and permissions.

• Incorporate Department of State branding requirements, including the U.S. flag, Mission

Seal, and America 250 logo (to be provided by Mission Brazil).

• Maintain open communication with Mission Brazil at all creative decision points, including storyboarding and rough cuts. Mission Brazil reserves the right to final cut.

• Deliver final productions that are compatible with all commercially available VR headsets and optimized for low-bandwidth environments to enable offline playback.

3. Deliverables

• Storyboard concepts (one per VR experience).

• Draft scripts in Portuguese with COR approval.

• Rough cuts of each VR experience.

• Final versions of four VR experiences (~3 minutes each).

• All files provided in VR-compatible and compressed low-bandwidth formats.

• Documentation confirming all rights, licenses, and permissions secured.

2. Branding, Copyright, and Permissions

Contractor must incorporate branding elements (U.S. flag, Mission Seal, America 250 logo) and must comply with Department of State branding standards.

All music, images, and footage must be either original or fully licensed.

Contractor must provide written confirmation that final products are royalty-free, copyright-cleared, and unrestricted for U.S. Government use.

3. Meetings and Coordination

• Kickoff Meeting – Virtual, within 10 business days of award.

• Monthly Progress Reviews – First week of each month (Oct–Feb).

• Ad-hoc Meetings – At COR request, with at least five (5) business days’ notice.

4. Timeline and Milestones

Task/Deliverable Responsible Party Estimated Date Kickoff Meeting U.S. Embassy & Vendor Oct 10, 2025

Storyboards + draft scripts (4 VR) Contractor Nov 7, 2025 Rough cuts (2 VR experiences) Contractor Dec 15, 2025 Rough cuts (remaining 2 VR) Contractor Jan 15, 2026

Final approved versions (all 4 VR) Contractor Feb 1, 2026 Final delivery package (rights + files) Contractor Mar 1, 2026

Appendix A – Deliverables Chart

Deliverable Description Due Date Format Recipient Storyboards + Scripts Draft concepts for each VR experience Nov 7th, 2025 PDF/Word COR

Rough Cuts (2 VR) Preliminary VR files for review Dec 15th, 2025 VR File COR Rough Cuts (2 VR) Preliminary VR files for review Jan 15th, 2026 VR File COR

Final Versions (4 VR) Fully edited, branded VR experiences

Feb 1st, 2026 VR File/Zip COR

Final Delivery Package

Cleared VR files + license/copyright docs

Mar 1st, 2026 VR File + Report COR