AMENDMENT 0002 - 030ADV24Q0117.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 13

Contracts and Grants Directorate Library of Congress

101 Independence Ave. SE LA 325 Washington DC 20540-9411

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411

To all Offerors/Bidders

030ADV24Q0117

04-03-2024

X

X X

See CONTINUATION Page

X 1

See BLOCK 14 ADDENDUM

Samuel, Ramon

BLOCK 14 ADDENDUM

The purpose of Amendment 0002 is as follows:

1. To amend Section C DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK as indicated in strikethrough deletions and red text additions.

2. To amend and Section L INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS as indicated in strikethrough deletions and red text additions.

3. To provide Attachment J-6 - 030ADV24Q0117 - Responses to Offeror Questions.

4. To amend the Offer Due Date. The Offer Due Date is extended from 12:00 PM EST on 04/24/2024 to 12:00 PM EST on 04/26/2024.

030ADV24Q0117 0002 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

The Two Georges Audio Visual Program Development and Production

C.1 OVERVIEW / BACKGROUND:

The Library of Congress [“Library”], in association with the Royal Collection Trust in Great Britain and the Science Museum, London, will open a landmark exhibition in March 2025 in the Library’s Thomas Jefferson Building. The exhibition traces the lives and contributions of two globally significant figures of the late eighteenth century: King George III and George Washington.

The Two Georges exhibition [“the exhibition”] is directed at a broad audience, which prior to the COVID-19 pandemic numbered 1.9M visitors a year. The exhibition, in the Library’s SW Curtain Gallery (approximately 3,600 square feet), will draw from the George Washington Papers and related collections at the Library of Congress; the newly available papers of King George III at the Royal Archives; and objects and artworks loaned from other important collections.

The exhibition will begin with an audiovisual (AV) presentation that introduces visitors to the exhibition. This presentation will explore the representations of both George Washington and George III created from the time of George Washington’s death in 1799 and George III’s descent into madness in 1810, to the present day. It will capture appropriation—from the sublime to the silly—of George Washington, from his death to the present juxtaposed with commemorative likenesses of George III and as well as the king’s starring role in Hamilton and a theatrical revival of The Madness of King George. The presentation will confront visitors with what they think they know about these two figures and set up a gateway to explore the more nuanced portrait of the two Georges in their own time.

The AV presentation will be shown on a large monitor (expected to be 65”) with speakers, embedded in an introductory wall located at the entrance to the exhibition. Casework and wall components design and fabrication, as well as the purchase of AV equipment and media integration will be provided by the Library.

The AV program produced for the exhibition must conform to museum quality design standards, conservation and security standards, and applicable accessibility standards.

C.2 SCOPE:

Contractor shall provide comprehensive exhibition audio visual (AV) design services for the Library’s The Two Georges Exhibition and produce AV presentations.

C.3 REQUIREMENTS:

The Contractor shall produce a single introductory AV presentation of about 2-3 minutes but not-to-exceed 5 minutes in length. The contractor shall produce a single introductory AV presentation for a length not-to-exceed 5 minutes. Contractor shall work closely with the in-house Library exhibition team led by the Director of the Center for Exhibits and Interpretation (CEI), with in-house Exhibits Office (EO) staff, and curatorial experts from the Library to further develop and produce an AV presentation that amplifies how, over time, George Washington has become so encased in myth that the flesh and blood Washington has become impossible to know and further, how Americans have similarly reduced George III to just two attributes: tyranny and madness, while in Britain he has been nearly forgotten. The Library will review and provide feedback for each stage of development of the AV presentation, including script text and clips.

C.3.1.1 The work to be performed under this contract shall include design development of all AV pre-production, production, and postproduction. Contractor shall provide up to 3 (three) versions of iterative design development presentations and deliverables for all services; pre-production, production, and post-production for AV presentations; rights and clearances and associated documentation of all digital assets used in AV presentations as necessary. Upon submission, the Library will review the designs, select one

(1) design and provide feedback within 5 business days.

C.3.1.2 All changes required by the Contracting Officer Representative (COR) to the design of the exhibition and associated material shall be made by the Contractor within 14 business days and the Library will provide feedback/approval within 5 business days. The Contractor’s Key Personnel shall meet, as required by the COR, either onsite at the Library or via a mutually agreed upon video conference platform to present deliverables and interim design development, as well as to conduct working meetings with the Library team to review AV content and structure, collateral requirements, and production details. All travel undertaken under this contract is non-reimbursable.

C.3.1.3

The Contractor’s Key Personnel shall be available for planning, design, and review meetings with the Library team and the exhibition designers. The Contractor shall provide advice and guidance throughout the AV design development and production phases of the exhibition and shall advise and assist in the resolution of any fabrication/installation related to AV hardware contingencies until the exhibition and its component parts are completed and opened to the public.

C.3.2 Production Phases:

C.3.2.1 Research and Design Development:

The Contractor shall develop the visual character of the AV presentation (including whether narration, animation, etc. will further its interpretive goals), conduct pre- production for the AV presentation, and consult on related display elements and graphics needed for the AV presentation.

Contractor shall provide technology/hardware consultation. The purchase of hardware, technology integration and installation are outside the scope of this contract.

Contractor shall develop an asset list with the Library team that includes in-house materials, materials held in other collections, and footage commercially available. Contractor shall assess and organize all assets and create storyboards and a script for the AV presentation.

C.3.2.2 Pre-Production Phase:

The Contractor, working with the Library team, shall obtain high resolution scans, to be reproduced in 4K video, from Library collections, external collections, and commercially available footage. The Library will furnish scans of exhibit items.

C.3.2.3 Production and Postproduction Phase:

a. Production: The Contractor shall create rough cuts and conduct informal focus group testing on those rough cuts; complete high 4K resolution moving image production (editing, moving graphic production, animation, soundtrack, color grading, narration, etc., where applicable) and undertake digital assets rights and clearances.

(i) Conduct informal focus group testing on rough cuts. Informal focus groups must consist of feedback provided from the perspective of a visitor or visitors to the Two Georges exhibit.

This feedback should be used to guide the offeror’s design approach.

b. Post-Production: The Contractor shall make final edits, color corrections and refine sound mixing, as necessary for final delivery. The Contractor shall further complete work for accessibility requirements described in this contract to include open captioning and comprehensive audio description.

(i) Equipment for in-studio mixing and testing of produced content to include a 4K reference monitor and stereo speakers shall be furnished by Contractor, the Library will not provide hardware samples for this purpose.

C.3.2.4 Onsite Installation: The Contractor shall deliver final high definition of rendered and encoded presentation files to the COR for onsite installation and integration led by Library of Congress Exhibits Office staff. The Contractor shall be available remotely during the AV installation phase and respond to problems related to installation within 2 days to the COR to ensure timely and successful installation and opening. The installation will be managed by the Library. The Contractor shall also deliver a comprehensive audio description of the final presentation as a separate audio file to the COR.

All contract deliverables shall comply with accessibility standards set forth in the Architectural and Transportation Barriers Compliance Board Electronic and Information Technology (EIT) Accessibility Standards (36 CFR part 1194).

C.4 DELIVERABLES

C.4.1 Planning Meetings: As requested by the COR, Contractor shall attend a minimum of three (3) in-person meetings onsite at the Library’s offices and in addition, Contractor shall attend all virtual meetings as requested by the COR. Contractor shall consult with the COR to determine which Key Personnel will attend the meetings.

C.4.2 Research and Design Development:

The Contractor shall:

a) Research and develop structure of all AV presentations, incorporating feedback from the Library and COR;

b) Determine (with the COR and LOC team) which assets to acquire for further development;

c) Create storyboards presentations;

d) Develop shooting script;

e) Submit work documents (including production schedules); and

f) Outline all technical requirements.

C.4.3 Pre-Production Phase:

The Contractor shall:

a. Conduct pre-production tasks including screening, logging, digitizing, duplication, and continued design;

b. Identify potential hardware needs (to be installed and purchased under a separate contract).

C.4.4 Production and Post-Production Phase:

The Contractor shall:

a. Create and complete rough cuts.

b. Convene informal focus groups for testing rough cuts and incorporate feedback from the Library.

c. Complete high 4K resolution moving image production for the AV presentation, which includes editing, moving graphic production, animation, soundtrack, color grading, narration, etc., where applicable.

d. Undertake production work that includes open captioning, and comprehensive audio description, that must meet museum accessibility guidelines described in this contract.

e. The Contractor shall describe how it will meet the Library’s accessibility requirements described in this contract. The Contractor shall obtain clearances, permissions, and releases for all rights for all material used in the AV presentation, including, without limitation, copyrights. (The Library is not the rights holder for many collections in its custody).

The Contractor shall:

i. Provide the Library with a plan to secure rights and permission clearances;

ii. Identify rights holders for each clip or graphic and make initial contact;

iii. Contact rights holders and then follow up in writing to obtain their signed permission for use of the materials. The Library anticipates the need to obtain permissions for up-to ten

(10) clips and ten (10) graphics;

iv. Attempt to obtain gratis permissions. If the Contractor is unable to obtain gratis permission, the Contractor shall refer the matter to the COR. The Contractor shall obtain all necessary paperwork to secure rights, permissions and clearances from the rights holders and give to the COR. The COR will process and finalize all paperwork to secure the rights, permissions and clearances for the Library. The Contractor shall not enter into any licensing agreements on behalf of the Library for this project. Licensing costs approved by the COR will be paid for directly by the Library.

v. obtain the right to use materials in the Two Georges exhibition, in the Two Georges online exhibition, Library of Congress publications, and social media promotion, for a period of at least five (5) years, and, if possible, in perpetuity;

vi. Submit periodic status reports on copyright clearance to the COR; and

vii. Provide all final signed agreements to the COR, and all paperwork used to seek rights regardless of whether permissions were granted.

f. Complete all work related to post-production, including finalizing edits and color corrections and refining sound mixing, as necessary.

C.4.5 Onsite Installation:

The Contractor shall deliver final high definition rendered and encoded presentation files and comprehensive audio description files of the final presentation for onsite installation and integration led by Library of Congress Exhibits Office staff. The Contractor shall be available remotely during the AV installation phase and respond to problems related to installation to ensure timely and successful installation and opening. The installation of the entire exhibition will be managed by the Library.

C.5 ADDITIONAL REQURIEMENTS

Place of Performance: Contractor’s Facility.

The overall period of performance shall be as stated in section B.

The contractor is responsible for determining its hours of operation in fulfilling the requirements of this contract. The Library’s standard operating hours are from 8:30 AM through 5:30 PM, Monday through Friday, excluding Federal holidays. The contractor shall coordinate with the COR for any work to be conducted at Library facilities.

C.5.1 Government Furnished Property A draft floor plan of the Two Georges exhibition, in the SW Curtain Gallery, second floor of the Thomas Jefferson Building. Preliminary recommendations for ambient lighting and acoustic control, a full object list, a list of potential AV assets with descriptions and or/image links, if available, will be made available at the contract kickoff.

The Library of Congress will provide the following: drawings or documentation of exhibition layouts, plans of the exhibition space; exhibition object list, lists of potential items for moving image presentations a list of image research and digital assets relevant to the AV production, an exhibition outline and related texts.

C.5.2 Accessibility Requirements

C.5.2.1 All deliverables must comply with the Americans With Disabilities Act (ADA), Architectural Barriers Act (ABA), and Section 508 of the Rehabilitation Act of 1973.

Accessibility Requirements: All deliverables must comply with the Americans With Disabilities Act (ADA), Architectural Barriers Act (ABA), and Section 508 of the Rehabilitation Act of 1973. The Contractor shall describe how it will meet the Library’s accessibility requirements.

Smithsonian Guidelines & Programmatic Accessibility Guidelines for National Park Service Interpretive Media.

The Smithsonian Guidelines (https://www.sifacilities.si.edu/sites/default/files/Files/Accessibility/accessible-exhibitiondesign1.pdf)) are based in part on standards established by the ABA, Rehabilitation Act of 1973, and the ADA. The Programmatic Accessibility Guidelines for National Park Service Interpretive Media provide guidance about how to apply regulations, standards and best practices to comply with Federal law and National Park Service (NPS) policy that requires the NPS to offer media accessible to a wide range of abilities (Attachment J-8).

Contractor may use the Smithsonian Guidelines, NPS Programmatic Accessibility Guidelines or other alternatives to submit a design that meets the Library’s accessibility requirements.

C.6 PERSONNEL

Contractor’s team shall have skills that include, but are not limited to filmmaking, graphic design, audio engineering, animation, audio description services, and other moving image production skills with experience creating innovative AV experiences for museum-quality exhibitions in cultural institutions comparable to the Library of Congress and its collections.

The following position is designated as a Key Personnel under this contract:

C.6.1. Principal/Creative Director. The Contractor shall provide a Principal and/or Senior Creative Director with five (5) years of experience leading a firm and a demonstrated track record of designing creative AV experiences in cultural institutions comparable to the Library of Congress and its collections.

Section C.7 – TRAVEL

All travel undertaken under this contract is non-reimbursable.

030ADV24Q0117 0002 Section J

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

Identifier Title Date Pages

1 J-6 - 030ADV24Q0117 - Responses to Offeror Questions

April 17, 2024 6

030ADV24Q0117 0002 Section L

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

Section L - Instructions to Offerors

L.1 Clarifications and Questions Inquiries concerning any areas that require clarification or correction must be submitted in writing via email to Olexiy Levchuk at olevchuk@loc.gov with a copy to Ramon Samuel at rsamuel@loc.gov no later than, 12:00:00 (Noon) EST on April 9, 2024. Questions received after this time may not be answered. Answers to questions of a substantive nature will be posted as an amendment to the solicitation.

L.2 Submission of Proposals All proposals must be submitted electronically via email to Olexiy Levchuk at olevchuk@loc.gov with a copy to Ramon Samuel at rsamuel@loc.gov, no later than the response date specified in this solicitation. Offerors must comply with the submission instructions in this solicitation. If the proposal does not comply materially with the submission instructions, the Library reserves the right at its discretion to determine that the offeror is ineligible for award.

Email Submission Requirements: The email must include the solicitation number 030ADV24Q0117 in the subject line.

The maximum file size allowed through the Library’s email system is 20MB. In addition, certain files might need to undergo a conversion to be accepted by the Library’s servers. This conversion increases the file size by 30% to 40%, therefore, please take this into consideration, when determining file sizes. The Library’s email system cannot accept files greater than 20MB. If needed offeror may send the proposals in multiple emails but must ensure they are all clearly identified.

Offeror must not submit zipped or locked files.

L.3 Content of Proposals

Offeror must submit a proposal package that includes two separate electronic files as described below. Each file must include the solicitation number and UEI number. The Technical Proposal must not refer to pricing.

Volume 1 - Technical Proposal Volume 2 - Price Proposal

I) Technical Proposal The Technical Proposal shall address all requirements of the solicitation and must not refer to or include price. Offeror shall provide the following information for this section:

A. Minimum Requirements:

The offeror shall demonstrate a proven track record producing audiovisual presentations for at least three (3) no more than five (5) creative and engaging exhibitions in major museums or cultural institutions within the last five (5) seven (7) years.

i) For each described project above offeror shall provide a list of projects, descriptions and photographs of the projects, describe the specific types of services provided, date(s) of performance and total dollar amount of the contract and the information must be clear as to whether the work was performed as the prime or subcontractor. Offeror must demonstrate how offeror’s experience providing the services described for each effort shows offeror is capable of providing the services identified in this solicitation.

ii) In addition, offeror must provide at least three (3), and no more than five (5) video clips of their work (up to 2 minutes each) that are related to or associated with offeror's project examples.

Video Clip Submission Instructions: Each video clip must not be more than 2GB and the runtime must not exceed two (2) minutes. For video clip uploading instructions, Offeror shall send an email to Olexiy Levchuk at olevchuk@loc.gov with a copy to Ramon Samuel at rsamuel@loc.gov no later than 12:00:00 (Noon) EST on April 12, 2024 12:00:00 (Noon) EST on April 19, 2024. The email must include the subject line: "Solicitation 030ADV24Q0117 - Video Clip Submission Instructions Request". Emails that do not include this subject may not receive a response. The Library will respond to the email and provide instructions on how to upload the video clip(s) to the Library’s space on box.com and file names.

Offeror must use the file names provided and shall not use its company’s name in naming the files uploaded. Offeror must not view other files uploaded. Offeror must upload the video clip by the response due date specified in this solicitation (see Submission of Proposals above). The Library will not return the video clips.

The examples offeror provides in response to this section must be used for the Corporate Experience section as well.

However, offeror’s must provide information for both sections of the (Minimum Requirement and Corporate Experience) in offeror’s Technical Proposal.

B. Technical Approach:

i) Offeror shall describe with text and visuals offeror’s approach for fulfilling the requirements in the statement of work (Section C of this solicitation).

ii) Offeror shall provide a work plan on how offeror will provide all services required in this solicitation.

Offeror must show a thorough understanding of the requirements of this solicitation. Offeror must not simply restate the Statement of Work. Offeror’s proposal may be determined unacceptable if offeror simply restates the Statement of Work.

C. Management Staffing Approach:

i) Offeror shall provide a management and staffing plan, which includes an organizational chart that includes all personnel that will provide services under this contract (including titles). The management and staffing plan shall show the quality aspects for the execution of the contract, line of authority and relationships with subcontractors, if applicable. The management and staffing plan must clearly describe proposed staff and how the contract will be effectively managed.

ii) Offeror shall provide the resume for the Key Personnel, described in Section C. The resume must highlight experience providing services similar to the requirements of this solicitation.

iii) If subcontracting is contemplated, offeror shall provide information for all work that will be subcontracted under this contract and provide information on how offeror will manage the subcontractors. Offeror shall provide examples of projects offeror completed with the subcontractor, as applicable.

D. Corporate Experience:

(i) Offeror shall provide a narrative summary (NTE 1,000 words) and visuals of completed work for at least three (3) no more than five (5), successfully completed exhibitions of comparable size and scope. The projects must have been completed within the last five (5) years of the issuance of this solicitation. If possible, offeror should include concept design rendering(s) and final photograph(s) for each project. The information must be clear as to whether the work was performed as the prime or subcontractor.

The narrative must include the following for each project:

(a) Project name and description of services provided;

(b) Customer name and address;

(c) Contract number, period of performance and total dollar amount;

(d) A narrative description of how the experience on the project demonstrates offeror has the experience to provide services described in the Statement of Work in Section C of this solicitation and for projects of similar size as being solicited under this solicitation;

(ii) If offeror is proposing subcontracting offeror shall provide the relevant and recent experience that the subcontractor(s) completed within the last five (5) years, for the services that will be provided by the subcontractor.

(iii) Offeror shall describe its experience managing subcontractor(s) and how the relationship provided quality services to the customer.

(iv) Offeror shall provide a narrative on how offeror will handle multiple commitments of staff, offeror’s approach to handling challenges that may be encountered while providing services under this contract, and guarantee quality assurance.

E. Past Performance Offeror shall send the Past Performance Questionnaire attached at J-3 to all the customers described in the Corporate Experience section. It is the offeror’s responsibility to ensure that the form is completed and returned by the customers directly to Olexiy Levchuk at olevchuk@loc.gov with a copy to Ramon Samuel at rsamuel@loc.gov by the response date and time specified in this solicitation.

Forms received late or submitted by offerors directly to the Library will not satisfy the requirement for blind customer information and will not be accepted. References must not copy offeror or offeror’s agents on the past performance questionnaire email as the requirement is for blind customer information.

II) Price Proposal

1. Price Schedule: Offeror shall provide a firm fixed price in CLIN 001 in Section B and provide prices for each deliverable in the Attachment J-2. Proposals that do not provide prices for each deliverable (excluding the deliverable marked as Not Separately Priced (NSP) will not be accepted.

2. Offeror shall provide a signed copy of the SF 1449 form and the first page of all amendments.

End of Document