STATEMENT OF WORK.pdf

STATEMENT OF WORK (SOW)

Recruitment Video Production Services

Jicarilla Service Unit (JSU)

Indian Health Service (IHS)

U.S. Department of Health and Human Services (HHS)

BACKGROUND

The Indian Health Service (IHS), Jicarilla Service Unit (JSU), located in Dulce, New Mexico, provides comprehensive healthcare services to the Jicarilla Apache Nation and surrounding communities. As a rural and tribal healthcare facility, JSU experiences recruitment challenges in attracting qualified clinical and administrative professionals.

To support workforce recruitment and retention efforts, JSU requires the production of a professionally developed recruitment video that highlights:

• Professional opportunities within the Service Unit

• Federal employment benefits and incentives

• Workplace culture and team environment

• The impact of serving the local tribal community

• The surrounding area and quality of life

The resulting video will be used as a strategic recruitment tool across digital platforms, career fairs, conferences, and official government websites.

OBJECTIVE

The objective of this requirement is to procure professional video production services to develop, produce, and deliver a high-quality recruitment video (approximately 3–5 minutes in length), including supplemental short-form content, that promotes the Jicarilla Service Unit as an employer of choice.

SCOPE OF WORK

The Contractor shall provide all personnel, supervision, labor, materials, equipment, transportation, and incidentals necessary to produce and deliver the required recruitment video in accordance with this Statement of Work.

The work shall include pre-production, production, post-production, editing, captioning, and final delivery services.

TASK REQUIREMENTS

Task 1 – Project Management and Pre-Production

The Contractor shall:

1. Conduct a kickoff meeting with the Contracting Officer’s Representative (COR) and JSU leadership within ten (10) business days of award.

2. Develop and submit a written Production Plan that includes:

o Creative concept and messaging approach o Script outline and interview framework o Storyboard o Proposed filming schedule o Shot list (facility, staff, community, landscape)

3. Coordinate all on-site filming logistics with the COR.

4. Ensure compliance with all federal privacy, HIPAA, and security requirements.

5. Obtain appropriate release forms for all individuals appearing on camera (as required by the Government).

Deliverables:

• Production Plan

• Script outline

• Storyboard

• Filming schedule

All pre-production materials require COR/POC/CEO review and written approval prior to filming.

Task 2 – On-Site Production (Filming)

The Contractor shall conduct on-site filming at the Jicarilla Service Unit and surrounding community locations.

Production shall include:

1. Professionally recorded interviews with:

o Clinical providers o Nursing staff o Administrative/support staff o Leadership representatives (as designated by JSU)

2. B-roll footage of:

o Facility exterior and interior (non-patient identifiable areas only) o Staff collaboration and workplace environment o Community settings and landscapes o Local amenities and recreational opportunities

3. Use of professional-grade video, lighting, and audio equipment capable of producing broadcast-quality HD video (minimum 1080p resolution).

Drone footage may be included only if:

• The operator is FAA compliant.

• All federal and tribal permissions are obtained in advance.

• Approved by the COR/POC/CEO

Task 3 – Post-Production and Editing

The Contractor shall:

1. Edit footage into a cohesive recruitment video approximately 3–5 minutes in duration.

2. Incorporate:

o Professional-quality graphics and titles o Licensed background music o Narration (if approved by the Government) o Agency-approved branding elements

3. Provide a draft version for Government review.

4. Incorporate up to two (2) rounds of consolidated Government revisions.

5. Produce a final approved version.

Additionally, the Contractor shall provide:

• One (1) shortened 30–60 second version optimized for social media platforms.

• Closed captioning compliant with Section 508 accessibility requirements.

• Web-optimized and high-resolution master files.

CONTENT REQUIREMENTS

The final video shall address the following thematic areas:

Professional Opportunities

• Clinical and non-clinical career pathways

• Interdisciplinary team model

• Professional growth and leadership opportunities

Federal Employment Benefits

• Federal retirement and health benefits

• Leave accrual

• Loan repayment and IHS scholarship opportunities (if applicable)

• Continuing education support

Workplace Culture

• Staff testimonials

• Team collaboration

• Mission-driven service

• Commitment to culturally responsive care

Community Impact

• Service to the Jicarilla Apache Nation

• Public health and outreach initiatives

• Meaningful impact on community wellness

Lifestyle and Surrounding Area

• Scenic landscapes

• Outdoor recreation

• Community amenities

• Quality of life highlights

DELIVERABLES

The Contractor shall provide the following deliverables:

1. Production Plan and Storyboard

2. Draft Recruitment Video (3–5 minutes)

3. Final Recruitment Video (3–5 minutes)

4. One (1) 30–60 second social media cut

5. Section 508-compliant captioned version

6. High-resolution master file (MP4 format)

7. Web-optimized file suitable for online posting

All deliverables shall be submitted electronically unless otherwise directed by the COR.

PERIOD OF PERFORMANCE

The anticipated Period of Performance shall be ninety (90) calendar days from date of award.

Estimated schedule:

• Pre-Production: 15–30 days

• Production: 2–4 on-site filming days

• Post-Production and Final Delivery: Within 45 days following filming completion

GOVERNMENT RESPONSIBILITIES

The Government shall:

• Appoint a Contracting Officer (CO) and Contracting Officer’s Representative (COR).

• Provide facility access and coordinate staff availability.

• Review and provide consolidated feedback within ten (10) business days of submission of draft materials.

• Ensure necessary internal approvals and tribal coordination.

CONTRACTOR QUALIFICATIONS

The Contractor shall demonstrate:

• Experience producing professional recruitment or promotional videos.

• Experience working with healthcare organizations or government entities (preferred).

• Knowledge of federal accessibility standards (Section 508).

• Ability to comply with HIPAA and federal privacy requirements.

ACCEPTANCE CRITERIA

Deliverables will be considered acceptable upon:

• Compliance with technical specifications outlined in this SOW.

• Incorporation of Government-approved revisions.

• Confirmation of Section 508 accessibility compliance.

SECURITY AND PRIVACY REQUIREMENTS

The Contractor shall:

• Comply with all applicable HHS, IHS, and HIPAA privacy regulations.

• Ensure no patient-identifiable information is captured without explicit written authorization.

• Protect all Government-furnished information.

• Return or destroy any sensitive materials upon project completion.

RIGHTS IN DATA

All final products, raw footage, edited materials, graphics, and associated media produced under this contract shall become the property of the U.S. Government. The Government shall retain unlimited rights to reproduce, distribute, and modify the materials.