Statement of Work .docx

DESCRIPTION/SECIFICATIONS STATEMENT OF WORK

SECTION I – GENERAL

This is a non-personnel services contract to provide the production of specialized animated videos in varying lengths that illustrate subjects, services, or programs of the Office on Trafficking in Persons (OTIP) in the Administration for Children and Families (ACF) within the United States (U.S.) Department of Health and Human Services (HHS). The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

SECTION II – DESCRIPTION OF SERVICES/ INTRODUCTION

OTIP seeks services to develop specialized animated videos to complement its broader public awareness and outreach activities. The animated videos are to be trauma-informed, person-centered, culturally and linguistically appropriate, and reflect the diversity of the anti-trafficking community.

The goal of the videos developed within this series is to strategically educate and resource individuals who are at risk of or experiencing human trafficking—and the professionals who are likely to engage with them—so that every individual who experiences human trafficking receives the full protection and benefits offered by the Trafficking Victims Protection Act (TVPA) of 2000, as amended. The animated videos should be audience-specific and grounded in principles of effective health communications. OTIP’s principal audiences include but are not limited to:

· Adults who are at risk or experiencing human trafficking

· Children and youth who are at risk or experiencing human trafficking

· Parents, caregivers, and youth-serving professionals

· Federal, tribal, state, and local agencies serving individuals who are at-risk or experiencing human trafficking

· Private not-for-profit (including faith- and community-based organizations)

· Behavior health care providers

· Educators and other school-based professionals

· Health care providers

· Public health professionals

· Social services professionals

· General public

· Industries at risk of or with a history of intersecting with human trafficking

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to create, in full, specialized animated videos as defined in this Statement of Work (SOW). The Contractor shall perform to the standards in this contract.

SECTION III – BACKGROUND

Human trafficking is a crime involving the exploitation of a person for the purposes of compelled labor or a commercial sex act. In accordance with the TVPA of 2000, as amended, severe forms of trafficking in persons means:

· Sex trafficking (recruitment, harboring, transportation, provision, obtaining, patronizing, or soliciting) in which a commercial sex act is induced by force, fraud, or coercion, or in which the person induced to perform such act has not attained 18 years of age; or

· The recruitment, harboring, transportation, provision, or obtaining of a person for labor or services, through the use of force, fraud, or coercion for the purpose of subjection to involuntary servitude, peonage, debt bondage, or slavery.

When a person under the age of 18 is induced to perform a commercial sex act, it is a crime, regardless of whether there is any force, fraud, or coercion, or whether or not a third-party benefits from the exchange. As such, human trafficking is a violent crime often connected with the experience of or exposure to other forms of interpersonal and communal violence, including child abuse and neglect, intimate partner violence, sexual assault, and gang violence.

Human trafficking is a public health issue that impacts individuals, families, and entire communities across generations. OTIP advances a public health approach to human trafficking that focuses on defining and monitoring the problem, identifying risk and protective factors, developing and testing prevention strategies, and ensuring widespread dissemination.

OTIP develops anti-trafficking strategies, policies, and programs to prevent human trafficking, build health and human service capacity to respond to human trafficking, increase victim identification and access to services, and strengthen health and well-being outcomes of trafficking survivors. OTIP’s goals are to establish a cohesive national human trafficking victim service delivery system, develop a culture of data-informed anti-trafficking programming and policy, and integrate and institutionalize anti-trafficking efforts into existing HHS prevention strategies. OTIP accomplishes these efforts through grants, contracts, memoranda of understanding, and interagency agreements.

OTIP is committed to addressing the public health impact of human trafficking on individuals, families, and communities by supporting and leading systems that prevent trafficking and protect survivors, helping them rebuild their lives and become self-sufficient.

In addition to the TVPA of 2000, as amended, Federal laws authorizing OTIP programs and actions include the SOAR (Stop, Observe, Ask, and Respond) to Health and Wellness Act H.R. 767-2, Justice for Victims of Trafficking Act (JVTA) Pub. L. 114-22, Preventing Sex Trafficking and Strengthening Families Act Pub. L. 113-183, and the Frederick Douglass Trafficking Victims Prevention and Protection Reauthorization Act Pub. L. 115-425.

For more information on OTIP’s mission, values, and latest programs, refer to the OTIP website Office on Trafficking in Persons (OTIP) | The Administration for Children and Families (hhs.gov)

SECTION IV – SCOPE

OTIP seeks contractor support with knowledge, expertise, experience, and abilities to develop and deliver completed, 3-5 minutes specialized animated videos. To achieve the intended results, the Contractor shall perform the work outlined in this SOW.

Six guiding principles serve as the foundation for OTIP’s public awareness and outreach activities and are integrated throughout all deliverables:

1. Inclusive of All Types of Human Trafficking: Unless otherwise specified, resources must be inclusive of all forms of human trafficking.

2. Trauma-Informed and Person-Centered: The approach and resources must be trauma-informed and person-centered.

3. Culturally and Linguistically Appropriate: Human trafficking is a crime that affects people from all races, ethnicities, cultures, and social identities, and these individuals speak a variety of languages. As a result, resources must be culturally and linguistically appropriate and reflective of diversity, equity, inclusion, and accessibility principles.

4. Multidisciplinary: Efforts must be informed by subject matter experts, including those with lived experience. People who are at risk of trafficking or who have experienced trafficking will need the help of a multidisciplinary team of professionals. Deliverables must include efforts to educate a variety of different individuals, organizations, and communities to recognize and respond to human trafficking.

5. Evidence-Driven: The approach and resources must be grounded in research and evidence-based practices.

6. Public Health Lens: The approach and resources must be driven by a public health lens that understands how the social determinants of health place certain populations at higher risk for trafficking and include best practices for health promotion and behavioral- and norms-changing activities.

The Contractor shall perform the tasks outlined in Section 2 and shall propose an approach to each task, including any necessary protocols and procedures, to clearly indicate how the requirements and management of the tasks will be achieved. While the Contractor may propose enhancements and new services, they shall perform the services in Section 2, which are deemed critical to the success of this project.

SECTION V- TASKS

Task 1: Project Management The Contractor shall provide the following Project Management support services upon the issuance of this contract. Project Management support includes the management and oversight of all activities performed by contractor personnel, including subcontractors, to satisfy the requirements identified in this SOW. The Contractor shall provide management, direction, administration, quality assurance (QA), and leadership. The Contractor shall facilitate Government and contractor communications and all activities necessary to ensure timely and effective support. The Contractor shall use industry-best standards and proven methodologies to ensure all activities are identified, documented, and tracked.

The Contractor shall identify a Project Manager (PM) by name who shall serve as the primary interface and point of contact (POC) with the Government program authorities and representatives on technical program/project issues.

The Contractor shall continuously evaluate and monitor the project for timely and quality service. The Contractor shall notify the OTIP Project Manager (OTIP PM), Contracting Officer (CO), and Contracting Officer’s Representative (COR) in writing of any technical, financial, personnel, or general managerial problems encountered throughout the duration of the contract. Reports, memos, deliverables, and COR approvals are to be tracked by the Contractor in an information management system that the COR and other relevant Government representatives can access.

1.1 Subtask 1 – Coordinate Project Kick-Off Meeting

The Contractor shall schedule, coordinate, and host a Project Kick-off Meeting no later than (NLT) ten business days after contract award, at the location approved by the Government. The meeting shall provide the opportunity to discuss technical, management, and logistic issues and reporting procedures. At a minimum, the attendees to be invited shall include key Contractor personnel, key Government representatives, and the OTIP PM, CO, and COR. The Contractor shall provide a draft copy of the agenda for review and approval by the OTIP CO and COR NLT five business days after contract award. The agenda shall include but not be limited to the following:

· Introduction of personnel

· Overview of project tasks and Contractor’s ability to staff accordingly

· Overview of organization

· Discussion of draft Project Management Plan (PMP)

· Government-furnished information (GFI)

· Invoice procedures

· Reporting Requirements, e.g., Quarterly Status Report (QSR)

· POCs, including name, phone, email, and role

· Roles and Responsibilities

· Prioritization of Contractor activities

· Deliverable dates

· Other logistic issues

· Quality Assurance Surveillance Plan (QASP) The final agenda that incorporates OTIP feedback shall be submitted NLT 24 hours after receipt and integration of comments. The Contractor will provide the agenda and presentation slides to all attendees NLT 24 hours before the meeting. The Contractor shall submit a written summary of the meeting to the OTIP PM and COR within three business days of the meeting.

1.2 Subtask 2 – Quarterly Status Report (QSR)

The PM shall develop and deliver a QSR with year-to-date updates. The report shall briefly summarize, by task, the management and technical work conducted during the quarter. The Contractor shall provide at a minimum the following information:

· Major activities during the reporting period, including a brief description of the task, ongoing activities, activities completed, and deliverables submitted for that period

· Problems, issues, and/or concerns, along with proposed solutions to address them, including risk mitigation plans, and corrective actions taken

· Government actions required

· Schedule that shows major tasks, milestones, and deliverables and planned and actual start and completion dates for each

· Financial status, including cumulative (total-to-date) invoiced costs

· Quarterly Performance Reports prepared by the Contractor PM that demonstrates how the Contractor met the Acceptable Quality Levels (AQL) for each Performance Requirement in the QASP during the quarter, which will be used, in conjunction with feedback from COR, to assess the Contractor’s performance

· Any comparison data/quarterly performance reports The QSR shall be submitted to the OTIP PM and COR NLT 10 business days after the end of a quarter.

1.3 Subtask 3 – Technical Status Meetings

The Contractor shall host contract activity and status meetings with the OTIP PM, COR, and other key Government stakeholders. The purpose of technical status meetings is to inform all stakeholders of current activities and areas of concern, provide opportunities to identify other activities and establish priorities, and coordinate the resolution of identified problems or opportunities. The meetings shall provide an opportunity to discuss SOW requirements and respond to questions and inquiries from stakeholders. Technical status meetings occur no less than once per quarter. More frequent technical status meetings are to occur if requested by the OTIP PM or COR.

The Contractor shall provide minutes of these meetings, including attendance, issues discussed, decisions made, and action items assigned, to the COR NLT 24 hours after each meeting.

1.4 Subtask 4 – Project Management Plan (PMP)

End Product(s) of Value: An efficient PMP that supports the cost-effective and timely completion of contract deliverables. The PMP acts as the foundation for effective communication between the Contractor and the federal government, as coordinated through the OTIP PM and COR.

The Contractor shall develop and deliver a draft and final PMP for OTIP PM and COR approval based on the Contractor’s proposed solution outlining the proposed management approach, including the tasks and deliverables necessary to meet the objectives of this contract, such as milestones, tasks, and subtasks. The Contractor shall document all support requirements in the PMP. The PMP shall contain, at a minimum, the following for each task:

· Contractor decision-making processes, including how any potential areas of disagreement will be settled to avoid the unnecessary expenditure of government resources

· Processes governing how the Contractor will obtain approval from the OTIP PM and COR for specific tasks identified within the contract, including final approval of deliverables

· Schedule for check-ins and routine communication with the OTIP PM and COR

· Project management approach

· Risk management and quality assurance policies, including the application of diversity, equity, and inclusion principles

· Eligibility criteria for consultants

· Processes and procedures for vetting, working with, and paying consultants

· Contractor team organizational structure or personnel chart

· Documentation management, including ensuring information is stored in the appropriate ACF document repositories and configuration management tools The draft PMP shall be submitted to the OTIP PM and COR NLT five business days after the kick-off meeting. The final PMP shall be submitted to the OTIP PM and COR NLT ten business days after receiving feedback from the OTIP PM and COR.

PMP Updates The PMP is an evolving document that shall be updated bi-annually (twice per year) at a minimum on a schedule to be determined in the first PMP. When updates are made the Contractor shall provide the OTIP PM and COR a copy for review. The Contractor shall work from the latest Government-approved version of the PMP.

1.5 Subtask 5 – Meeting Reports

The Contractor shall submit meeting reports to document the results of meetings NLT three business days following the completion of each meeting when the Government has identified the need for a meeting report. The meeting reports shall include the following information:

· Attendees and their contact information, including organizations represented

· Dates

· Location

· Purpose

· Summary of events

· Meeting Minutes

· Agenda

1.6 Subtask 6 – Records Management and Retention

The Contractor shall maintain all information in accordance with Executive Order 13556—Controlled Unclassified Information, National Archives and Records Administration (NARA) records retention policies and schedules and HHS/ACF policies and shall not dispose of any records unless authorized by HHS/ACF.

If the Contractor accidentally disposes of or destroys a record without proper authorization, it shall be documented and reported as an incident in accordance with HHS/ACF incident response policies.

Task 2: Video Production End Product(s) of Value: Specialized animated videos that can be disseminated to illustrate OTIP subjects, services, or programs The Contractor shall:

· Provide detailed script templates and guidance on which templates may be most effective in achieving the objectives of a specific video.

· Advise on best practices.

· Host a planning meeting for each new video.

· Develop an individual project plan for each video.

· Review draft scripts and, where necessary, provide recommendations on how scripts can be improved to further align with best practices and effective health communication principles.

· Secure talent for voiceover recordings.

· Record voiceovers.

· Develop and submit draft storyboards to the OTIP PM and COR for review and approval. The storyboards that incorporate OTIP PM and COR feedback shall be submitted after receipt of OTIP PM and COR comments.

· Upon approval of the storyboard, develop and submit draft animations to the OTIP PM and COR for review and approval. The animations that incorporate OTIP PM and COR feedback shall be submitted after receipt of OTIP PM and COR comments.

· Draft storyboards, animations, and video content with internally consistent uses of terminology, phraseology, and visual content.

· Identify and mix music for each animated video.

· Deliver final animated video and accurate .SRT files for dissemination.

· Translate materials into Chinese, French, Hindi, K'iche, Korean, Portuguese, Spanish, Tagalog, Thai, Vietnamese, or other languages, as requested by the OTIP PM and COR.

The Contractor shall develop content for diverse audiences that adhere to principles of effective health communications, the National Standards for Culturally and Linguistically Appropriate Services (CLAS) (https://thinkculturalhealth.hhs.gov/clas), and diversity, equity, and inclusion principles, including Health Equity Guiding Principles for Inclusive Communication (https://www.cdc.gov/healthcommunication/Health_Equity.html). Content shall be developed in compliance with Federal standards for plain language, usability, ACF style guidelines, and Section 508 so content is accessible to all people to the greatest extent possible without the need for adaptation or specialized design. Any deliverables submitted to OTIP that do not adhere to these expectations will be returned to the Contractor for revision at no additional cost to the Government.

The Contractor is expected to manage release rights and fees for all relevant content, including but not limited to talent, music, images, and graphics. The Contractor shall also make OTIP aware of any limitations (e.g., talent rights, copyrights, etc.) that may impact the ability of OTIP to make subsequent use of any media produced under the Contract. If such limitations exist, the Contractor shall discuss with OTIP the ramifications of any such limitations before beginning any Contract work.

OTIP reserves the right to request that the Contractor submit contract deliverables for independent or external review. This request may come at the time of development of the materials or as materials are developed. If independent or external review of deliverables is requested by OTIP, the OTIP PM and COR will provide additional information about the structure and nature of this peer review.