Virtual Event Support SOW - Final.docx

Contract TBD Attachment A

Virtual Event Webcasting Statement of Work

Base Requirements:

The U.S. Department of Education (ED), Office of the Secretary (OS), Conference and Events Management Services (CEMS) division requires virtual webcasting and production support for Department-hosted events and conferences. The period of performance shall be a twelve (12) month base period with two (2) two (12) month option periods. The option periods shall be exercised at the discretion of the Department. The expected attendance for each event or conference is 500 to 10,000 attendees. Sessions may include videos, graphic presentations, and panel discussions with some presenters onsite and others remote. Virtual events will typically be no more than three (3) hours each.

For any event, ED may require any number of the services identified below. The events may be produced within ED facilities in Washington, D.C. or at off-site venues as deemed appropriate by ED. ED will manage pre-planning with its internal constituents, run of show, and project management requirements for each event.

For each event or conference, ED will provide a task order request for proposal that includes desired date(s), event times, and event location at least 21 days prior to the event start date. The contractor shall provide all personnel, materials, services, and facilities necessary to perform the requirements set forth in this SOW to provide virtual event webcasting.

Specific services required include:

Event Webcasting Platform

· Webcasting stream delivery must be up to 1080p 1.5mbps and no less than 720p 1.5mbps.

· The platform must include a customizable landing/streaming page.

· Q&A, chat functionality, and polling capabilities.

· Vendor shall have the ability to encrypt access to the site, when requested.

· Site builds shall be completed no later than five business days before the event start date.

· Solution must have the capacity to allow ED virtual production staff access to produce the event on the platform.

Production Support Services

· On-site (or as deemed appropriate by ED, remote) production staff support to produce ED’s virtual events and conferences.

· Support will include pre-event planning meetings, primarily remote but could be in-person (not to exceed 10), pre-event setup & testing, coordination & event set up, and technical execution.

· Since requirements for each event may vary, the vendor is required to provide what is requested, including the capacity to provide all the event’s virtual production equipment and services. This may include all or partial equipment and services to execute the event, at the discretion of ED.

· Vendor shall be able to produce the event broadcast with at least a three-shot view in which 3 video feeds appear concurrently in the frame within its video player e.g., ED-provided American Sign Language (ASL) interpreter, moderator, and panelist simultaneously.

· Vendor must have the capacity to deliver and incorporate teleprompter services onsite or remotely as necessary.

· The contractor is required to provide all virtual production equipment such as switchers, laptops/computers, encoders, and all necessary audio/visual needs to facilitate requirements of the event.

· ED has a Zoom for Government Large Meeting and Webinar license. The licenses may be used to create a virtual stage for event production; however, vendor staff would still manage and produce the event as “Co-host,” if necessary. ED also produces events in Microsoft Teams and Live and Cvent Attendee Hub.

Accessibility Services

· Computer generated (AI) live captioning coverage (including testing).

· Live captioning coverage with a Communication Access Realtime Translation (CART) service.

· Event transcript(s) provided to ED within 24 hours of event ending.

· Available files types must include Microsoft Word Document (.doc or .docx) and Plain Text (.txt)

· Caption file(s) provided to ED within 24 hours of event ending.

· Available files types must include SubRip Subtitle file (.srt), Web Video Text Tracks Format (.vtt), and Microsoft Word Document (.doc or .docx).

· All electronic files sent to the department must be scanned for malware before delivery.

· Vendor shall be able to produce the event broadcast with a dedicated and concurrent video feed of an ED provided American Sign Language (ASL) interpreter.

Post-event reporting

· Reporting must include attendance, Geo data, Q&A, and polling data.

Broadcast Channels

· Simul-Stream to social media e.g., Facebook Live and YouTube Live (Vendor provided)

· Simul-Stream to social media – YouTube or Facebook Live (ED provided channel)

Recording and Archiving

· The contractor shall record each event and provide the Department with an unedited, high-resolution copy within 24 hours after the event ends.

· Vendor is responsible for the file transfer process. ED will assist at its discretion.

· All electronic files sent to the department must be scanned for malware before delivery.

· The contractor shall archive each program-out stream for video-on-demand (VOD) access for a minimum of 90 days.

Connectivity When requested, the vendor must have the capacity to provide its own internet or cellular connectivity for the purpose of broadcasting the event. If the event is broadcasted from an ED facility, only “Guest” wireless access that requires all devices to authenticate on the network shall be made available.

Additional Capacity When necessary, the contractor must have the ability to add additional capacity on the day of the event should it be required if the event 1) extends beyond the planned timeframe or 2) exceeds the expected attendance. Therefore, for any single event, when necessary and at the Department’s discretion, the contractor shall be able to add:

· Additional Streaming hours

· Additional Streaming capacity - the contractor shall be able to scale streaming capacity in increments of 2.5K viewers.

Enclosure 1

U.S. DEPARTMENT OF EDUCATION

“INFORMATION MANAGEMENT CONTRACT REQUIREMENTS”

The purpose of this document is to impart requirements for managing and ensuring accessibility to Federal records (on any medium such as paper, systems, applications, etc.) that is made or received in connection with the transaction of Department business as part of a contract. The following requirements are divided into two sections, which are mandatory: (1) Records and CUI, (2) Accessibility requirements related to Section 508 of the Rehabilitation Act.

RECORDS AND CONTROLLED UNCLASSIFIED INFORMATION (CUI)

· "Federal record" as defined in 44 U.S.C. § 3301, includes all information, made or received by a Federal agency in connection with the transaction of public business. ED owns rights to all records produced as part of this contract. Any Contractor rights must be identified as required by FAR 52.227-11 through FAR 52.227-20.

· Federal records must be managed according to the applicable records management laws and regulations, to include the Federal Records Act (44 U.S.C. chs. 21, 29, 31, 33), 36 CFR Chapter XII Subchapter B, and the Privacy Act of 1974 (5 U.S.C. 552a).

· Federal records which are CUI must additionally be managed in accordance with any applicable laws, regulations and government-wide policies (LRGWP) to include EO 13556, 32 CFR Part 2002, ED Directive OCIO 3-113, and NIST-800-171 Revision 2 (or current version).

· Applicability: This clause applies to all Contractors and sub-contractors (hereafter referred to as “Contractors”) and must be incorporated into all subcontracts.

· Training Requirements: All Contractors are required to take the annual Information Management Requirements training. If the contract includes CUI the CUI Identification and Marking Training is required. Additional Category or POC specific trainings may be assigned. Contractor will maintain completion certificates and provide upon request.

· Electronic Information System Requirements: Any electronic information system should address at minimum the following regulations in 36 CFR 1236.10. Agencies must incorporate controls into the system or integrate them into a recordkeeping system that is external to the information system itself (see 36 CFR 1236.20 for recordkeeping system functionalities). Information systems that process, store, or transmit CUI must fulfill the requirements outlined in 32 CFR 2002.14(g).

· Marking Requirements: The Contractor will mark CUI as outlined in Department training.

· Handling and Safeguarding Requirements: The Contractor will ensure that CUI is managed appropriately. The requirements include safeguarding, controlled environments, shipping and mailing or transporting protections, and reproduction protections (see 32 CFR 2002.14(a-e)).

· Contract Completion Requirements: Removal or destruction of records must be in accordance with assigned ED records schedule and must include written concurrence from the CO/COR. If records are removed or destroyed the Contractor must report the incident to ED immediately. Destruction or removal of records without the above requirements is subject to fines and penalties imposed by 18 U.S.C. 2701.

· Compliance with Information Protection Requirements: ED reserves the right to verify compliance with information security requirements established by this contract. The Contractor will fully comply with all ED-initiated inspections as permissible by law.

· Information Security Incidents (ISI) Requirements: Contractors must immediately report any and all suspected security incidents, breaches, and events involving ED information to ED’s Computer Incident Response Center (EDCIRC) email: edcirc@ed.gov, and ED’s Security Operations Center (EDSOC) email: edsoc@ed.gov; voice: 202-243-6550, regardless of whether the ISI is suspected, known, or determined to involve IT systems operated in support of this contract. In the event of an ISI, ED must be provided immediate access to all IT systems used in support of this contract for inspection and analysis.

IT ACCESSIBILITY REQUIREMENTS (SECTION 508 OF THE REHABILITATION ACT)

· Section 508 of the Rehabilitation Act, as amended by P.L. 105-220, requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Products, platforms and services delivered as part of this work statement that are or contain ICT, must conform to the Revised 508 Standards, at 36 C.F.R. § 1194.1 & Apps. A, C & D.

· Applicable Functional Performance Criteria: When using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards, or when Chapters 4-6 do not address one or more functions of ICT. – All requirements apply

· Applicable requirements for software features and components: All WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, 503 Application – Applies if client server software (installed on a computer) is a part of the procurement.

· Applicable requirements to Webpage and Web Applications: All WCAG Level AA Success Criteria – Applies if websites or a web-based application (browser based) is part of the procurement.

· Applicable requirements for hardware features and components: Applies if hardware is part of the procurement. (e.g. copiers, fax machines, phones, scanner etc.)

· Applicable support services and documentation: All requirements apply.

· Instructions to Offerors: Provide an Accessibility Conformance Report (ACR) for each commercially available ICT item offered through this contract. Create the ACR using the Voluntary Product Accessibility Template. Complete each ACR in accordance with the instructions provided in the VPAT template. Each ACR must address the applicable Section 508 requirements referenced in the Work Statement. Each ACR shall state exactly how the ICT meets the applicable standards in the remarks/explanation’s column, or through additional narrative.

· Acceptance Criteria: Prior to acceptance, the government reserves the right to perform testing on required ICT items to validate the offeror’s Section 508 conformance claims. If the government determines that Section 508 conformance claims provided by the offeror represent a higher level of conformance than what is actually provided to the agency, the government shall, at its option, require the offeror to remediate the item to align with the offeror’s original Section 508 conformance claims prior to acceptance.

Information Assurance Requirements The Contractor shall follow all requirements outlined in “Security Requirements for Contractors Doing Business with the Department of Education”, as amended, with exception of, and in addition to:

1. The Contractor shall comply with Title 15 of the Code of Federal Regulations (CFR) Part 7, “Securing the Information and Communications Technology and Services (ICTS) Supply Chain”. Specifically, 15 CFR Part 7 prohibits ICTS Transactions from foreign adversaries and establishes a framework for rapidly responding to supply chain risk incidents. Per 15 CFR Part 7, the current prohibited list of foreign adversaries includes:

· The People’s Republic of China including the Hong Kong Special Administrative Region (China).

· Republic of Cuba (Cuba).

· Islamic Republic of Iran (Iran).

· Democratic People’s Republic of Korea (North Korea).

· Russian Federation (Russia); and

· Venezuelan politician Nicolas Maduro (Maduro Regime)

ICTS Transactions are defined by 15 CFR Part 7 as any acquisition, importation, transfer, installation, dealing in, or use of any information and communications technology or service, including ongoing activities, such as managed services, data transmission, software updates, repairs, or the platforming or data hosting of applications for consumer download.

1. From a scorecard perspective ED will need the external system to periodically (quarterly in alignment with OSA) to provide:

· System categorization (L/M/H)

· Authority to Operate (ATO) dates and any triggers that would be pertinent to ED (Major upgrade, migration, etc. that changes the initial ATO status and conditions, potentially changing sys cat)

· ATO memo provided and uploaded in CSAM

· Does the external agency consider the system a High Value Asset

· High level Plan of Action and Milestone (POA&M) information: Create Date, Scheduled completion date, POA&M description, Mapping to NIST SP 800-53 control(s), etc.

· Dates and testing result for the last IRPT, CPT and DRPT

· Level of testing/ participation needed from ED. while activating the DRP CP and IRP

· Any CRM to show the customer responsible controls and the offered controls.

· ATO memo provided and uploaded in CSAM with the ATO dates reflected.