Attachment J-5 - 030ADV25R0023 - Responses to Offeror Questions.pdf

030ADV25R0023 – Attachment J-5 Responses to Offeror Questions –

5/08/2025 – (14 Pages)

# Section & Page

Reference

Question Answer

1 L.3.E - Pg.52 Please confirm that Past Performance Questionnaires are due at noon on the date Proposals are due.

Past Performance Questionnaires are due on the date proposals are due.

2 L.3(I)(A)(ii) – Pg.51

Video clips are due noon April 22. Please revise the date video clip samples are due to noon 5 business days before date

Video Clip Submissions are due on the date and time proposals are due. See revised Section L.

3 L.3(I)(D)(i) – Pg.51

Please extend the years of past projects to 8 years as the Covid pandemic delayed and interrupted most museum operations and projects.

The solicitation has been amended. See Section L.

4 Pg.10 Pg.10 is blank. Is this intentional or an error? Is something missing? If so, please provide asap.

Blank page 10 is the result of formatting error.

No text is missing. Please disregard.

5 C.4.3.4.a. – Pg. 7

Please describe the level of complexity of anticipated animation (2D, 3D, motion control graphics).

The design is to be developed over the course of the contract in collaboration with the Library.

The focus will be on presenting collection materials from the Library of Congress.

6 C.4.3.3.b. – Pg. 7

For planning/budgeting purposes, please provide brief description of the type of location filming that may be needed, and estimate number of days vendors should budget to shoot on-site.

The exact amount of filming needed is to be determined after contract award. Previous exhibits required approximately three days.

7 C.4.3.3.d. – Pg. 7

Please describe what is anticipated for “informal focus group testing.”

The focus group requirement has been rescinded. See revised Section C.

8 C.4.3.4.b. – Pg. 8

Please confirm that on-screen open captioning is the appropriate accessibility guideline planned, and that Audio Description is not required.

Confirmed.

9 C.4.3.4 c. (i) –

(vii) – Pg. 8

Please provide a brief preliminary description of

This will be determined in collaboration with the Library after contract award.

5/08/2025 – (14 Pages) the 10 clips and 10 graphics that may require rights clearance and licensing as Third-Party source materials. Are clips from feature movies or TV shows anticipated to be needed?

10 C.4.3.3.d. – Pg. 8

Q 10.1 - Please confirm that the Library intends this AV to use the existing playback equipment currently installed and playing the Treasures exhibition AV.

Q 10.2 - Will that equipment be available to use during the completion approval scheduled for January 29, 2026?

A 10.1 - Confirmed.

A 10.2 - Yes.

11 C.4.3.4.c. – Pg. 8

Please confirm that vendor is to research and negotiate third party rights, but that the Library will approve and sign all licenses, and will pre-approve and pay of related use costs.

Confirmed.

12 N/A – General Question

Please confirm that Creative Treatments are not required or wanted at this initial RFP stage, and that the Creative Treatments will be a deliverable under Contract, after consultation and input from the Library’s exhibition team.

Confirmed.

13 N/A – General Question

Is this a brand-new contract is there an incumbent performing these services.

If not brand-new, could you please provide the current previous contract number?

This is a solicitation for a new requirement.

14 C.5.0 - Pg. 8 Q 15.1 - Can you share a preliminary artifact list for the exhibit and/or media so we can have a sense of what artifacts may be

A 15.1 - This will be shared after award.

A 15. 2 - Artifact list will be shared after award.

5/08/2025 – (14 Pages) included in this media and how many there may be?

Q 15.2 - How many of these artifacts have already been digitized?

Q 15.3 - Can you share a list of which of these artifacts are candidates to be filmed so we can get a sense of how many need to be filmed and potential shoot costs including how many shoot days?

Q 15.4 - Where in the Library would the shoot take place?

A 15.3 - This will be provided after contract award

A 15. 4 - To be determined after contract award.

15 C.4.3.4.c. – Pg. 8

Q 16.1 Are there any music tracks that need to be part of this film, and therefore sync/publishing licensing costs to be factored in – i.e.

song from the Hamilton musical?

Q 16.2 If needed, are the licensing costs considered a separate budget that will be paid for by the Library?

Q 16.3 Has the financing for this project already been secured?

A 16.1 - We do not have any defined tracks to be shared at this time, that will be determined in collaboration with the Library after award.

A 16.2 - Agreed upon licensing costs will be paid by the Library outside of this contract.

A16.3 - Yes

16 L.3(I)(A)(ii) – Pg.51

Can you clarify what date the video clips are due on?

Are video clips due on April 22 or May 9th?

Video Clip Submissions are due on the date and time proposals are due. See revised Section L.

17 C.4 – Pg.5 Is it expected that the screens on the East and

To be determined. The current exhibit has 5 channels of video.

5/08/2025 – (14 Pages)

West walls will mirror each other?

18 N/A Can you share the budget range within which you are entertaining proposals, so that we can propose the most appropriate solution for the project?

The Library is not sharing information on the budget at this time.

19 C.4 – Pg.5 Are the ten speakers listed able to be used in a surround sound configuration, gallery-wide?

Or does each speaker only play back the film’s soundtrack (in mirrored fashion) to the local area in front of its associated screen?

The speakers can be used to playback 10 independent channels of audio.

20 N/A – General Question

Given that the film’s primary theme is the Declaration of Independence, should we assume a desire for heavy animation in this piece?

The primary focus of the piece is to show off Library collection items. Visual treatments are to be developed in collaboration with the Library during the period of performance.

21 C.4 – Pg.6 Page 6 of the RFQ (second paragraph) seems to differentiate between “animated media pieces” and “looping media without sound”; each is listed as having separate requirements, however this contract is for a single media piece. Can you clarify the intent and meaning of this paragraph?

This contract is for a single multichannel audio visual piece.

22 C.4.3.2 - Pg.7 The RFQ states that the contractor would submit work documents “including cost estimates”. Given that this is a fixed-price contract, what would the cost estimates be for?

If there is any media that needs to be licensed for use in the production the Library will require a cost estimate for the license fees as they will be paid by the Library from monies outside of this contract.

23 N/A – General Question

Is it expected that this media piece will have an original music score?

Yes.

5/08/2025 – (14 Pages)

24 N/A – General Question

Should offerors plan and budget for narration for this film? Or is it envisioned to be more of an ambient piece?

This intended to be ambient, see revised Section C.4.

25 N/A – General Question

To this point, has development of story points been done for the linear media film beyond what is in the RFQ on page 5? If so, can you share them?

This will be shared at kickoff.

26 C.4.3.1 – Pg.7 Can you confirm that the kickoff meeting is required to be in-person?

The kickoff meeting is not required to be in person as per Section C.4.3.1.

27 C.4.2.2 – Pg. 6 Q 27.1 - Who is expected to be included in the focus groups used for rough cut feedback?

Q 27.2 - Will potential focus group participants be identified for the contractor, and will contact information be provided by the COR? Or are we expected to provide the focus groups?

The focus group requirement has been rescinded.

28 N/A – General Question

Are interim deliverables expected to be submitted electronically or shipped to the COR on physical hardware (i.e external hard drives)?

Interim deliverables can be delivered electronically.

29 C.4 - Pg. 6 -7 Could you provide more specific examples of how you envision existing audiovisual material from the Library's collections being "creatively edited" for looping media without sound? Are there any stylistic guidelines or examples we should follow?

This will be determined by the offeror in collaboration with the Library during the period of performance.

30 C.4.3.4 c. – Pg. 8

The Library anticipates needing permissions for "up-to ten (10) clips and ten

(10) graphics." Can you

Needed clips will be determined after project kick off in collaboration with the Library. License fees are to be paid by the exhibit office with monies separate from of this contract.

5/08/2025 – (14 Pages) clarify the nature or subject matter of these clips and graphics to help us estimate the complexity and cost of obtaining rights?

31 C.4.3.4 c.(v) – Pg. 8

Regarding the 5-year and "if possible, in perpetuity" rights, what is the Library's priority between these two? How should we balance the effort/cost of pursuing perpetuity versus securing the 5-year term?

The priority is for a 5 year term.

32 C.6.1 & C.6.2

– Pg.9

While you suggest the Smithsonian and NPS guidelines, is there a preferred guideline, or are they equally acceptable?

They are equally acceptable.

33 C.6.1 & C.6.2

– Pg.9

Can you provide more detail on the specific accessibility requirements for audio description and open captioning? Are there any technical specifications or file format preferences?

Open captions will be rendered into the video file. Audio description will be made available online.

34 C.4 & C.5 – Pg. 5 & Pg. 8

You mention the Library's existing equipment (7th Sense Delta Media Servers and Digital Projection E- Vision 11000 4K projectors). Can we get detailed technical specifications or documentation for these systems to ensure compatibility with our deliverables?

Media Player Spec sheet:

https://portal.7thsense.one/specifications/C428- 7%20Pico.pdf

Projector spec sheet:

https://www.digitalprojection.com/en-us/projectors/e-vision-laser-11000-4k-uhd/

See Attachments J-6 and J-7.

35 C.4.2.4 & C.4.3.5 – Pg. 7 & Pg. 8

Will the Library provide any on-site technical support or have specific personnel available to assist with testing and installation?

Yes

36 C.4.1 – Pg. 7 To ensure efficient feedback cycles, can you elaborate on the Library's review and approval process for deliverables? Who will be

Deliverables will be approved as stated in the solicitation.

https://portal.7thsense.one/specifications/C428-7%20Pico.pdf https://portal.7thsense.one/specifications/C428-7%20Pico.pdf https://www.digitalprojection.com/en-us/projectors/e-vision-laser-11000-4k-uhd/ https://www.digitalprojection.com/en-us/projectors/e-vision-laser-11000-4k-uhd/

5/08/2025 – (14 Pages) the primary reviewers, and what are their areas of focus?

37 F.2 – Pg. 13 The deliverables schedule (F.2) lists "Rough Cuts" and "Document on the results of the focus groups. " Could you provide more detail on the expected format and content of this "document?"

Section F has been revised to rescind the focus group requirement. See Section F in the Amendment.

38 C.4.2.2 – Pg. 6 For on-site location filming, are there any restrictions on equipment, crew size, or access to specific areas within the Library?

There will be restrictions based on filming location and objects to be filmed. This will be determined during the period of performance of the contract.

39 D.2 – Pg. 11-

The security protocols for deliveries (D.2) are detailed. Are there similar security protocols for personnel working on-site for extended periods?

See LC52.204-5 (Identification and Building Passes) on page 15 of the solicitation.

40 C.7.2 & H.6 – Pg. 9 & Pg. 20

Regarding the Key Personnel requirements, if a substitution becomes necessary due to unforeseen circumstances, what is the process for obtaining approval, and what qualifications will be essential for the replacement?

See LC52.237-1 (Key Personnel) on page 20 of the solicitation.

41 M.2 – Pg. 53 While price is an evaluation factor, can you provide more details on the relative importance of each factor (e.g., technical approach, past performance)?

Proposals received will be evaluated as stated in the solicitation.

42 C.4 – Pg. 5-6 Has the Library decided upon an intended narrative arc or message that the "Founding Phrases" media should convey (e.g., origins of democracy, ongoing civic struggle, cultural interpretations)? Or is will this be a collaborative

This will be a collaborative process with the Library upon award.

5/08/2025 – (14 Pages) process upon award with the selected contractor?

43 C.4 – Pg. 5-6 Is the media expected to be a single video mapped across 10 outputs, or are there 10 discrete synchronized channels we should treat as independent layers?

10 discrete channels.

44 C.4 – Pg. 5-6 How are the Delta Media Servers configured - do they support frame-accurate synchronization across all channels?

Yes.

45 C.4 – Pg. 5-6 How will audio be distributed - directional speakers, surround sound, or general ambient audio?

10 channels of audio.

46 C.4 – Pg. 5-6 Should contractors anticipate designing for spatial audio capabilities (e.g., different channels carrying different audio content)?

Yes.

47 C.4 – Pg. 5-6 Will visitors experience over-lapping sound from multiple channels if standing between screens?

If so, how should offerors plan for this in the sound mix?

Yes, visitors may experience overlapping audio.

Planning the sound mix is part of the offeror’s design approach and this is to be developed collaboratively with the Library during the period of performance.

48 C.4.2.1 – Pg. 6 Will the Library provide a narrative direction, key themes, or curatorial interpretation for this exhibit, or is narrative development fully open?

The Library, in collaboration with the Contractor, shall develop the direction after award.

49 C.4.2.1 – Pg. 6 Are there any internal guidelines contractors must follow for interpretive storytelling related to the Declaration or American history?

Creative direction will be developed by the Contractor in collaboration with the Exhibits Office during the period of performance.

50 C.4.2.1 – Pg. 6 Is the Library open to contractors featuring modern or interpretive visual material, such as

Creative direction will be developed by the Contractor in collaboration with the Exhibits Office during the period of performance.

5/08/2025 – (14 Pages) reenactments, motion graphics, or contemporary footage?

51 C.4.2.1 – Pg. 6 Would the Library like the video to include 1st person voiceover (historical, interpretive, or imagined)?

Or is the tone expected to be 3rd person/omniscient?

The Library will not require voiceover.

52 C.4.2.1 – Pg. 6 Does the Library require spoken narration, or could the piece be entirely visual with soundscape and text on screen?

The piece will not require spoken narration.

53 C.4.2.1 – Pg. 6 Who on the Library team will provide narrative, curatorial, or historical approvals?

The Exhibits Office staff.

54 C.4.2.2 – Pg. 6 Is the Library open to contractors proposing specific objects from the collection for filming or digital capture? If so, what is the anticipated approval timeline per object? If not, can you provide a list pre-defined objects from the collection that are to be captured (or maybe already have been) for the video?

Yes, the Library is open to proposed items for inclusion. The final list will be developed during the period of performance of the contract in collaboration with the Library.

55 C.4.2.2 – Pg. 6 Regarding onsite location production, what restrictions are there regarding times, spaces, or lighting in and around the collections during filming?

These vary and will be discussed after project kickoff.

56 C.4.2.2 – Pg. 6 Will the Library provide object handling, security, and curatorial access for new photography and/or videography?

Yes.

57 C.4.3.4 Pg. 7-8 Will the Library team provide accessibility or inclusion advisors for reviewing rough cuts, such as captioning, This will be reviewed by members of the Library staff.

5/08/2025 – (14 Pages) representation, or narrative framing?

58 C.4.3.4 Pg. 7-8 Will the Library curate or provide the 20 assets requiring rights clearance, is the contractor responsible for proposing specific items, or will this be a collaborative process between the Library and selected contractor?

This will be a collaborative process.

59 C.5.0 - Pg. 8 Will the Library provide a diagram of the projection surface layout, including physical dimensions and spacing between screens that contractors can review prior to submitting our proposals?

Please see Attachment J-8 and Attachment J-9.

60 N/A – General Question

How will the Library measure the success of your exhibit? Are there specific visitor metrics your team is seeking?

We do not have specific metrics to share at this time.

61 N/A – General Question

Style samples; has the Library of Congress identified media that you like the style, tone, and effectiveness of which you can share as reference samples?

Design approaches will be discussed after kick off meeting.

62 N/A – General Question

What is the expected visitor dwell time in the space?

How long would the Library expect visitors to engage with the media on average?

We do not have an accurate dwell time to share.

Visitors will engage ambiently with this piece throughout their visit to the gallery as it is viewable on the gallery walls from throughout the exhibit.

63 N/A – General Question

Will the gallery be fully darkened or will there be ambient light? Will this be a silent room or will there be competing audio sources nearby?

There will be ambient light. To protect exhibit objects the ambient light level is low. There are no competing audio sources in the gallery.

64 N/A – General Question

How many stakeholders are involved in the project engagement, review, and approval process of the

The Exhibits Office will handle these processes.

5/08/2025 – (14 Pages) tasks and deliverables under this contract?

65 N/A – General Question

Does the Library require multiple language versions to expand overall reach and audience engagement?

Please confirm which specific languages are required.

The Library only requires English language versions.

66 N/A – General Question

Who is the incumbent for the Library's previous media production exhibit services?

This is a new requirement. As the Library is not subject to FOIA, please send all requests for prior contracts via email to lcfoia@loc.gov or via mail to – Records Officer, Records Management (OCIO/QPM/RM), Library of Congress, 101 Independence Avenue, SE, Washington DC 20540.

67 C.5.0 - Pg. 8 Has the Library already selected the initial key artifacts (i.e., "treasures") for potential inclusion in the video, or will the selection process be part of the project's discovery or pre-production phase?

The Library has done some initial work selecting artifacts, but this will be shared after the contract award. Further object selection may be part of the pre-production phase.

68 C.4 – Pg. 5-8 Is the vendor responsible for primary source research in addition to the media treatments and scriptwriting to support the media piece?

Primary source research will not be required.

69 N/A – General Question

Will the 10 screens display unique, concurrent media synced to the same timecode, or will they show the same content across all screens? Alternatively, is this decision left to the vendor’s discretion?

The current exhibit utilizes 5 channels of video mirrored on opposite walls. The system is capable of 10 channels of unique video playback.

The exact design is to be determined in collaboration with the Exhibits office.

70 N/A – General Question

Will restoration of archival video be part of the project scope? In addition to color correction, this could include upscaling to high resolution, stabilization to reduce camera shake, removal of film artifacts (e.g., scratches or degraded

Design details are to be determined collaboratively after contract award. Extensive archival restoration is not required by this contract.

mailto:lcfoia@loc.gov

5/08/2025 – (14 Pages) footage), and potential colorization. Or would the Library prefer to present these materials in their original state? The same questions apply to archival 2D photography.

71 C.4 – Pg. 5 Could you clarify your definition of “soundscapes”? Are you envisioning ambient audio only, or could these include narration aligned with interpretive or educational goals?

Ambient audio only.

72 N/A – General Question

Can you provide examples of inspiration projects or animation styles that you feel are in line with your vision for this experience?

Design approaches will be discussed after contract award.

73 N/A – General Question

Can you provide more detail regarding the expectations for on-site media capture?

How many days on-site are expected? Are interviews part of the envisioned scope?

Interviews are not part of the scope. There will be no narrative audio included. The exact number of days required will be discussed after contract award. Previous media production for this system required approximately three days of shooting on site.

74 N/A – General Question

Is 3D digitization of key physical artifacts something that could be included in the scope of on-site media capture?

The Library is not opposed to this per se, but certain objects may have restrictive handling procedures.

75 C.4.3.4(c)(vii)

– Pg. 8

Should offerors include in their budget any costs associated with licensing archival content that cannot be secured through gratis permission? We have extensive experience obtaining rights for Library of Congress materials and would simply need to know where to allocate those costs. In such cases, would the COR take over rights acquisition discussions?

The Library will pay for agreed upon licensing fees from monies outside contract.

5/08/2025 – (14 Pages)

76 C.6.2 – Pg. 9 Can you provide more details about the Accessibility requirements?

Are open or closed captions both viable approaches? Is there a requirement for a descriptive audio track?

Open captions are required per Section C.4.3.4.b of the solicitation. Audio description track for online exhibit is required under the same section.

77 C.4 – Pg. 6 Could you clarify the statement: “looping media without sound will use existing audiovisual material from the Library’s collections, to be creatively edited by the Contractor”?

Our current understanding is that the project involves a 6-10-minute linear video with an accompanying soundscape. Are there additional looping or silent media components that we should account for?

There are no additional components to account for, the project is one multichannel audio-visual piece.

78 N/A – General Question

If known, could you confirm the preferred file format(s) for final video deliverables?

Native file format support for the 7th sense media players is available here:

https://portal.7thsense.one/user-guides/M084-delta-workflow-guide/index.html?dwf_native-movie-formats.html

See Attachment J-10.

79 C.4 – Pg. 6 Item C.4 of the Request for Proposals states that the contractor will be responsible for all digital assets used in the AV presentations “as necessary,” can the Library of Congress team share to what extent they expect visuals and auditory assets not licensed to the Library of Congress to be included/sourced for this media piece?

As per C.4.3.4.c “The library anticipates the need to obtain permissions for up to 10 clips”. Note that if gratis permissions are not available, the matter is to be referred to the COR and any agreed upon licensing fees will be paid directly by the Library outside of this contract.

80 D.2 – Pg. 11 What is the due date for the Contractor to register with

This question is not clear. Deliveries are as stated in the solicitation. If sending via email https://portal.7thsense.one/user-guides/M084-delta-workflow-guide/index.html?dwf_native-movie-formats.html https://portal.7thsense.one/user-guides/M084-delta-workflow-guide/index.html?dwf_native-movie-formats.html https://portal.7thsense.one/user-guides/M084-delta-workflow-guide/index.html?dwf_native-movie-formats.html

5/08/2025 – (14 Pages) the Capitol Police? And is this still necessary if the Contractor is delivering the Proposal via e-mail as requested?

offerors must follow the instructions for sending documents via email.

81 M.2 – Pg. 53 Can the Library of Congress team share how the Proposal Evaluation criteria will be weighted more specifically, outside of the provided rankings?

The proposals received will be evaluated as stated in the solicitation.