Resources for Sexual Assault Response Teams Educational Video Production
Requesting Proposals for the Creation and Development of series of Educational Videos related to Sexual Assault Response Teams
The National Sexual Violence Resource Center (NSVRC) serves as the principle information and resource center regarding all aspects of sexual violence in the United States. It works to address the causes and impact of sexual violence through collaboration, prevention efforts and the distribution of resources. The NSVRC provides national leadership, consultation and technical assistance by generating and facilitating the development and flow of information on sexual violence intervention and prevention strategies.
NSVRC partnered to develop the SART Toolkit: Resources for Sexual Assault Response Teams (SART Toolkit) funded by the Department of Justice, Office of Justice Programs, Office for Victims of Crime (OVC). The SART Toolkit assists in efforts to build, sustain, and enhance Sexual Assault Response Teams (SART) nationwide. The SART Toolkit was initially published in 2011 and has received more than 1.4 million page views and is an invaluable resource to the field as a “one-stop shop” for information and tools to establish, strengthen, and sustain SARTs in a variety of settings.
As part of this project, NSVRC is tasked with designing and creating 10 videos that can help raise awareness and educate the users of the SART Toolkit. See the SANE Development Guide for examples.
The SART Toolkit 2.0 project is to update the SART Toolkit so that professionals will continue to have easy access to the most current research, practices, and information to support sexual assault victims, particularly in underserved populations. The audience for the SART Toolkit 2.0 includes, but is not limited to, victim service professionals such as victim advocates, medical professionals, law enforcement, prosecutors, and criminalists. The SART Toolkit is a resource both for communities considering a SART response and those that want to improve an existing coordinated response. People who have experienced sexual violence may also access the Toolkit. These videos will include informational content, interviews, graphics and animation content. These videos will range in topics such as public awareness, explanation of victim’s rights, team dynamics, explanations of roles and responsibilities for team members, and culturally specific content.
Develop 10 short, high-quality educational/public awareness videos to add multi-media components to the SART Toolkit. Each video will be 2-3 minutes in length.
Final videos will be delivered to OVC in May, 2017.
It is expected that this work will be completed between September 1, 2016 and September 30, 2017, with first drafts completed in early 2017 for pilot testing in February 2017.
Final revisions are schedule to take place between May and September 2017.
Deliverables include developing no fewer than 10 short, high quality videos; 2-3 minutes in length each.
Each video will have learning objectives, to be determined collaboratively by NSVRC and OVC.
The structure of the videos will be scripted by the SART Toolkit Project Coordinator in collaboration OVC and informed by the video production company, with the possibility of utilizing a variety of formats, including interview or animation.
The total budget should not exceed $50,050.00
Deliverables include completed videos that are compliant with standards established by OVC:
All deliverables must:
Follow OVC Publishing Guidelines (http://www.ovc.gov/publications/infores/pubguidelines/video.html).
Execution of multimedia must include high production values such as high definition, high sound quality, professional graphics and sounds, etc.
Musical score (if used) and graphics must support the overall theme of the videos.
Fully executed consent forms must be obtained for all individuals who appear in new or existing stock footage.
Copyrighted material – Follow the OVC Publishing Guidelines specific to Copyright & Policy Requirements (http://www.ovc.gov/publications/infores/pubguidelines/issues.html)
Images used to develop this video project must be owned, or licensed in perpetuity for DOJ use. If an image is copyrighted, the copyright © symbol should be placed in a small, but readable font in the lower right hand corner of the image with attribution.
Upon final delivery, the vendor must provide a contact sheet of copyrighted images used with the appropriate background and support information documenting the license to use the material.
Meet 508 Compliance specifications, including a visual narrative description and the include the following:
Be provided in a format that is compatible and utilized by OVC at the time of project completions. Format is subject to change as technology changes. NSVRC will work with OVC and the selected vendor to confirm required specifications prior to submitting final deliverables.
Applicants will be expected to meet all deadlines as determined by NSVRC and OVC and participate in extensive review and editing.
The following files will be required with submission of content, but may be subject to change based on technology changes:
QuickTime . MOV in HD 1920 x 1080 ProRes 4:2:2 format
MPEG 4 .MP4 in 1920 x 1080 H.264 format
Closed Caption file in .SRT format for posting on YouTube
Transcript files in .TXT format
Youtube compliant file with captioning
Successful proposals will have experience developing content in both English and Spanish.
RFP Submissions should include the following information
- Applicant name and/or agency and contact information.
- Describe your:
- relevant expertise and experience related to production of educational videos
- experience with the social justice topics including sexual violence and multidisciplinary response.
- familiarity with 508 compliance and accessibility.
- familiarity with developing content for a diverse audience, of various cultures and socioeconomic backgrounds.
- Familiarly with utilizing plain language- using the same words and phrases that people use in their everyday life.
- A suggested process for:
- developing the videos, considering the above expectations;
- including specific recommendations based on your experience;
- collaborative video development process.
- Provide names and contact information of three professional references;
- Three samples of relevant work, which must be from separate campaigns or projects.
- Outline the time frame needed to complete this process.
- Detail the estimated cost for development.
Experience with adult learning principles, social justice issues, and sexual violence preferred.
Proposals are to be submitted electronically to the following: email@example.com
To be considered, proposals must be received by close of business, October 14, 2016. Selected proposals will be notified by October 21, 2016.
What style of videos do you think will be used?
We are open to suggestions, from the video production companies, on how you think the information will be represented best, given the budgetary and time limitations that we have set forth. An example of a video used in the past for this project is available at http://ovc.ncjrs.gov/sartkit/about-video.html
Who will use the videos?
The videos are accessible by the general public. We anticipate the primary users to be professionals in the field of Sexual Assault Response (law enforcement, prosecutors, medical nurses, doctors etc.), sexual assault victims, advocates, and centers that interact directly with individuals who are victims of sexual assault.
How many days of filming?
We anticipate 2-3 days of filming
Where are we going to film? Do we need to travel?
This is dependent on the location of the successful applicant and related costs. We anticipate it will be most cost effective to bring the subjects to the video producer’s location, however, travel within the US may be required. Please include your daily travel rate and how many staff you expect to travel.
Are closed captions/ transcripts in English?
We will need CC for all videos in English along with a text version of each transcript. Additionally, if it is decided to use Spanish subtitles (vs. Spanish Dubbing) for our Spanish video renditions we will need those transcripts as well.
Your RFP says, "insert text from RFP here" about Spanish language. Can you please elaborate?
Our expectation around accommodating Spanish is that we would receive an additional copy of each of the videos with the Spanish subtitles, or dubbing, placed in it. We would like to see the pricing of the Spanish portion included in two different ways. This will allow us to compare them to see which of the two ways is more cost effective & culturally relevant. Please include estimations for the Spanish being done in following ways:
1) transcribed/CC’d in Spanish 2) dubbed in Spanish
** Additionally we may shoot one of the 10 videos in Spanish with English subtitles.
How strict is this budget?
We are hopeful to stay at or within this budget. Exceeding the budget may require us to seek additional funding. If selected to move forward in this process, we will have additional discussions about the budget to ensure the best utilization of resources towards adding the maximum value to the project goals.
How will you select the successful applicant?
The successful application will demonstrate an ability to develop culturally appropriate videos, ensure accessibility (508 compliance), timeliness in deliverables, and offer high quality videos according to the technical guidelines. These are KEY in our decision making process for choosing the producer for this project. While these are important pieces of our decision making, our final selection will be made by weighing the overall best candidate for the task judging by all aspects of their qualifications. Limited experience with our subject matter does not disqualify an applicant from consideration.
In addition, we do not have a lowest-bid selection criteria for this contract. We will select the applicant that provides the best value for the money. Also, the budgeted amount for this contract is fully committed. There is no advantage to under-bidding.
Enhanced Audio: The enhanced audio track with required scripting and production. Should those both be included? What format should the enhanced audio track be? Is it required to be voice synthesized or can it be an additional voice?
The Enhanced Audio track combines the audio portion of a video with a narrative description that interprets what is happening in the video and identifies the individuals who appear in it. Scripting and production of this track should be included in the proposal. The format of the Enhanced Audio Track should be .wav file format, Bit-rate: 24-bit, Sample rate: 48 kHz.
Audio Navigation: this is mentioned in the RFP, but applies only to DVDs. DVD is not one of the required delivery formats. Should this instruction be disregarded?
We are not creating DVDs so this portion is not applicable to this proposal.
Style: The format is undetermined, but interviews appear to be key to the updated videos. Will NSVRC/OVC identify and provide the interviewees?
NSVRC will identify and provide the interviewees.
Footage: Is there any existing video footage that can be repurposed or is everything required to be created new for this project?
We will not be using any repurposed footage. All footage will be filmed for this project.
Travel: Locations for the shoot and project meetings are not mentioned in the RFP. Is travel to be included in the proposal? If so, what are the parameters (number of trips, locations, etc)?
Assume that travelers will be brought to the location of the producers, at the expense of NSVRC, separate from the budgeted amount allowed for this RFP. Please include your travel costs in the proposal, if that becomes necessary.
Scripting: Should script writing be included, or just editing and refining?
Scripts used by the interviewees and interviewers will be provided by NSVRC, however, we will need the script-writing for the enhanced audio track to be included in the proposal.
Graphics: If animations are used, will NSVRC/OVC provide the graphic elements or should this be included in the proposal?
We will provide the NSVRC Logo and the OVC logo, other graphic elements will need to be made and included in the proposal.
This project was supported by grant number 2015-VF-GX-K003 awarded by the Office for Victims of Crime, Office of Justice Programs, U.S. Department of Justice. Points of view in this document are those of the author and do not necessarily represent the official position of the U. S. Department of Justice