National Institute of Corrections Solicitation – DVD for jail planning
30 April 2008
[Federal Register: April 30, 2008 (Volume 73, Number 84)][Notices]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
DEPARTMENT OF JUSTICE
National Institute of Corrections
Solicitation for a Cooperative Agreement--Video Production: New
AGENCY: National Institute of Corrections.
ACTION: Solicitation for a Cooperative Agreement.
SUMMARY: The National Institute of Corrections (NIC), Jails Division,
is seeking applications for the development and production of a
broadcast quality, educational DVD covering the five phases of new jail
DATES: Applications must be received by 4 p.m. on Friday, May 30, 2008.
ADDRESSES: Applications must be submitted in six copies to Director,
National Institute of Corrections, 320 First Street, NW., Room 5007,
Washington, DC 20534. Hand delivered applications should be brought to
500 First Street, NW., Washington, DC 20534. At the front desk, call
(202) 307-3106, extension 0 for pick up. Faxed applications will not be
accepted. Applications can also be submitted via www.grants.gov.
FOR FURTHER INFORMATION: A copy of this announcement and the required
application forms can be downloaded from the NIC Web page at http://
All technical or programmatic questions concerning this
announcement should be directed to Cheryl Paul at the NIC Jails
Division, 320 1st Street, NW., Washington, DC 20534, (800) 995-6423 x
69590, or firstname.lastname@example.org.
Background: Since the 1970's the NIC Jails Division has provided
services designed to assist public agencies in planning, building and
occupying new jail facilities. These services have been provided
through training courses (i.e. Planning of New Institutions and
Managing Jail Design and Construction); technical assistance (i.e. jail
and justice system assessments and How to Open New Institutions); and
numerous documents including: Jail Planning and Expansion Local
Officials and Their Roles, Resource Manual for Transition into a New
Jail, Jail Design and Operation and the Constitution, Jail Design
Review Handbook, Site Evaluation and Selection, Jail Design Guide, and
Building Community Support for Your Project. All of these services
focus on various aspects of the new jail planning and development
process and have, over the years, contributed to the success of
hundreds of counties in opening new jails that operate well and meet
the detention needs of the community.
Objectives: The awardee of this cooperative agreement will produce
a DVD that provides a comprehensive overview of the jail planning and
development process. The video will be used to educate jail
administrators, elected and appointed officials, county administrative
staff, project managers, sheriffs, jail staff, other justice agencies,
community members, citizen's groups, county boards, consultants,
technical advisors and professionals in corrections and related fields
on the activities that need to occur to ensure that the design,
construction and occupancy of a new facility meets the needs of the
county or other public agency. There are two primary goals: to clearly
illustrate the importance of the planning process to the success of a
new jail; and to provide viewers with basic information on each of the
nine phases of the new jail planning process.
The nine phases of new jail planning will provide the educational
basis for the DVD and they include: Project Recognition; Needs
Assessment, Master Plans and Economic Feasibility Study; Program
Development; Project Definition and Implementation Plan;
Design; Bidding and Negotiations; Construction; Occupancy; Post
Occupancy. By providing descriptions of the phases and how they fit in
the planning process the knowledge base of those involved in the
process will increase so informed decisions can be made during the
planning, construction and occupancy of their new facility.
Statement of Work: General Information.
Working Title: New Jail Planning: Taking Control of the Process.
Length of DVD: 20-30 minutes.
Deadline: Video production will begin upon award of this agreement
and must be completed within twelve months following the award date.
Intended Audience: Jail administrators; elected and appointed
officials; county administrative staff; project managers; sheriffs ;
jail transition teams; other justice agencies; community members;
citizen's groups; county boards; consultants; technical advisors;
professionals in corrections and related fields.
Project Description: The production company awarded this
cooperative agreement will see the video production through from
beginning to end. The company is expected to provide the staff,
equipment, and other resources necessary for script-writing, directing,
producing, filming, graphic design, off-line editing, on-line editing,
and all other activities necessary for video production. The company
will be expected to provide music, professional voice over narration,
and other talent as necessary for the complete production.
The awardee will assign one staff member to oversee the project and
work closely with NIC staff on all phases of production. NIC staff must
review and approve all aspects of the project, including the treatment,
scripting, creative ideas, filming sites, shooting days, persons
interviewed, music, graphics, editing, and screening dates.
This project will also require travel to up to five jail sites to
film facilities at different stages of completion and to interview
those involved in the planning process. Filming at each site may
require 2-3 days, not including travel time. NIC staff will accompany
the film crew to the filming sites.
In general, NIC staff will work closely with the production company
throughout the project to make sure personnel understand the jail
planning process and that it is portrayed accurately in every detail of
the video. NIC staff will be available to the production company to
assist with questions or problems that arise. It is important,
therefore, that the production company staff members are readily
available for in-person meetings with NIC staff when necessary. It is
anticipated that the production company will need to attend up to five,
in person, meetings at the NIC offices in Washington, DC or other
agreed upon location. Provisions can be made for telephone conferences
as appropriate and necessary.
Script Writing: Working with NIC staff and up to two subject matter
experts, chosen in conjunction with NIC following the award of the
cooperative agreement and paid by the awardee, the awardee will produce
a written script for the video (refer to Production Schedule).
Talent: The awardee will provide a professional voice over
narrator(s) for the video and other talent as deemed necessary during
the scripting process. NIC does not anticipate the need to hire
professional actors for filming and will arrange for individuals to
participate in filmed interviews and staged events, such as meetings.
Setting: Filming will take place at various locations throughout
the United States. The awardee will be required to film jail facilities
at various stages of completion. It is anticipated that filming will
also take place in conference rooms, board rooms, classrooms and other
settings related to the information presented in the video. NIC will be
responsible for locating all sites were filming will occur.
Quality: It is expected that the final version of this video will
be of high-end broadcast quality in a format consistent with that
quality, such as Betacam Digital. Once the video is completed, the
production company will provide NIC with one master suitable for
duplicating onto a DVD format. All videotape used in this production is
the property of the U.S. Government and is to be delivered to NIC upon
completion of this project.
Client Approval: NIC staff will be available for quality assurance
through all phases of the project (refer to Production Schedule). Each
step of the production process will require the approval of NIC staff.
Audio: The awardee will provide all music for the video as approved
Voice Over: The awardee will provide professional talent for voice
over narration of the video. It is anticipated that there will be one
male and one female voice used for the narration. It would be desirable
if commonly recognized voices would be used for this purpose. All
voices used in the narration of this video will be approved by NIC.
Graphics/Effects: NIC anticipates the extensive use of graphics,
artwork, lettering and backgrounds in this video, e.g. flow charts,
blueprints, tables, etc. The awardee will be expected to produce all
graphics for the video. NIC also anticipates of the use of digital
effects for the transition between elements in the film.
Videotape Distribution: NIC expects to widely distribute this DVD.
It will be made available, upon request and free of charge, through the
NIC Information Center. Local officials, detention practitioners,
professional corrections organizations, private corrections
consultants, and professionals in related fields will be able to
request a copy of the DVD. NIC will also distribute the DVD to
participants in our various training programs related to new jail
planning. The DVD will also be downloadable from our Web site.
Quantity: NIC will require, in addition to the master, 100 copies
in DVD format. Each DVD will be labeled with the seal of the United
States Department of Justice, National Institute of Corrections and an
appropriate graphic developed by the production company and approved by
NIC. All DVDs will be encased in a standard rigid DVD case with the
graphic from the DVD and additional information on the front.
Production Schedule: The list below shows the major activities
required to complete the project. Video production will begin upon
award of this agreement and must be completed twelve months after the
award date. The schedule for completion of activities should include
the following, at a minimum:
Awardee's kickoff meeting in Washington, DC with NIC staff for a
Awardee conducts research of the concepts of new jail planning
(materials provided by NIC) and hires up to two subject matter experts,
chosen in conjunction with and approved by NIC, as technical
NIC project staff develops an outline of key concepts to be
included in video with suggestions for illustrating concepts;
Working with NIC project staff, the awardee develops initial
treatment and/or story board for the film;
Awardee writes the script and presents to NIC staff for review;
Awardee completes script revisions and submits to NIC staff final
Awardee prepares complete shot list; Filming (locations) and
interviews scheduled and coordinated with sites by NIC staff;
Awardee completes filming at various locations around the United
States with assistance from NIC staff;
Awardee begins off-line editing; Screening of off-line edit and
selection of shots to be used completed by awardee and NIC staff;
Graphics created by awardee reviewed and approved by NIC staff;
On-line narration completed by professional talent hired by awardee
and approved by NIC;
On-line edit completed by awardee;
On-line screening by awardee and NIC staff;
Review and approval of final edit by NIC staff;
Final products delivered to NIC by awardee.
Applicants' Conference: An applicants' conference will be held on
Friday, May 16, 2008 from 1 p.m. to 3 p.m. (EDT) at the NIC office, 500
1st Street, NW., Washington, DC, 7th Floor. The conference will give
applicants the opportunity to meet with NIC project staff to ask
questions about the project and the application procedures. Attendance
at the conference is optional and provisions can be made for telephone
conferencing for those who will be unable to attend in person.
Applicants who plan to attend or who would like to participate via
telephone should call Cheryl Paul, NIC Jails Division, Correctional
Program Specialist, at (800) 995-6423 x 69590 by Wednesday, May 14,
2008 to confirm attendance.
Application Requirements: The application package must include OMB
Standard Form 424, Application for Federal Assistance and a cover
letter that identifies the audit agency responsible for the applicant's
financial accounts as well as the audit period or fiscal year that the
applicant operates under (e.g., July 1 through June 30); and an outline
of projected costs. The following additional forms must also be
included: OMB Standard Form 424A, Budget information--Non-Construction
Programs; OMB Standard Form 424B, Assurances--Non-Construction Programs
(available on www.grants.gov) and DOJ/NIC Certification Regarding
Lobbying; Debarment, Suspension and Other Responsibility Matters; and
the Drug-Free Workplace Requirements (available at http://
www.nicic.gov/Downloads/PDF/certif-frm.pdf.) The applications should be
concisely written, typed double spaced and referenced to the project by
the ``NIC Application Number'' and Title in this announcement.
Applications can be submitted in hard copy, or electronically via
www.grants.gov. If submitted in hard copy, there needs to be an
original and six copies of your full proposal (program and budget
narrative, application forms and assurances). The original should have
the applicant's signature in blue ink.
The narrative portion of the application should include, at a
minimum: a brief paragraph indicating the applicant(s understanding of
the purpose of the video and the issues to be addressed; a brief
paragraph that summarizes the project goals and objectives; a clear
description of the methodology that will be used to complete the
project and achieve its goals; a statement or chart of measurable
project milestones and time lines for the completion of each milestone;
a description of the staffing plan for the project, including the role
of each project staff, the time commitment for each, the relationship
among the staff (who reports to whom), and an indication that all
required staff will be available; a description of the qualifications
of the applicant organization and a r[eacute]sum[eacute] for the
principal and each staff member assigned to the project that documents
relevant knowledge, skills and ability to carry out the project; a
minimum of five references for which the applicant has provided a
similar service; a budget that details all costs for the project, shows
consideration for all contingencies for this project, and notes a
commitment to work within the proposed budget; and a brief sample of a
minimum of two video productions completed by the applicant. The
applicant organization must specify its role in the production of the
Authority: Public Law 93-415.
Funds Available: NIC is seeking the applicant's best ideas
regarding accomplishment of the scope of work and the related costs for
achieving the goals of this solicitation. The final budget and award
amount will be negotiated between NIC and the successful applicant.
Funds may only be used for the activities that are linked to the
desired outcome of the project. No funds are transferred to state or
Eligibility of Applicants: An eligible applicant is any agency,
educational institution, organization, individual or team with
expertise in video production to implement a project of this size and
Review Considerations: Applications will be reviewed by a team of
NIC staff. Among the criteria used to evaluate the applications are:
indication of a clear understanding of the project requirements;
background, experience, and expertise of the proposed project staff,
including any subcontractors; effectiveness of the creative approach to
the project; clear, concise description of all elements and tasks of
the project, with sufficient and realistic time frames necessary to
complete the tasks; technical soundness of project design and
methodology; financial and administrative integrity of the proposal,
including adherence to federal financial guidelines and processes; a
sufficiently detailed budget that shows consideration of all
contingencies for this project and commitment to work within the budget
proposed; indication of availability to meet with NIC staff, possibly
at short notice, at key points in videotape production (at a minimum,
those listed under ``Project Description'').
Number of Awards: One.
NIC Application Number: 08J63. This number should appear as a
reference line in the cover letter, in box 4a of Standard Form 424, and
outside of the envelope in which the application is sent.
Catalog of Federal Domestic Assistance Number: 16.601.
Executive Order 12372: This project is not subject to the
provisions of Executive Order 12372.
Morris L. Thigpen,
Director, National Institute of Corrections.
[FR Doc. E8-9448 Filed 4-29-08; 8:45 am]
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