Attachment_F__Specifications_AV_Prod-MM_Plan_Design_Prod_0001.pdf

Harpers Ferry Center

NATIONAL PARK SERVICE

STANDARD SPECIFICATIONS FOR

AUDIOVISUAL PRODUCTION AND MULTIMEDIA

PLANNING, DESIGN AND PRODUCTION

SERVICES WITH INSTALLATION

AUGUST 26, 2008

P.O. Box 50

Harpers Ferry, WV

25425-0050

National Park Service U.S. Department of the Interior

STANDARD SPECIFICATIONS FOR

AUDIOVISUAL PRODUCTION AND MULTIMEDIA

PLANNING, DESIGN AND PRODUCTION

SERVICES WITH INSTALLATION

Harpers Ferry Center Harpers Ferry, West Virginia

Table of Contents

Section 1 Definitions

Section 2 Project Management

Section 3 Video and Audio Production Process

Section 4 Multimedia Planning, Design and Production Services With Installation Process

Section 5 Travel, Meetings, and Presentations

Section 6 Submittals and Reviews

Section 7 Acquisition of Materials

Section 8 Accessibility

Section 9 Technical Specifications for Video and Audio Production

Section 10 Technical Specifications for Multimedia Production

Section 11 Installation, Training and Maintenance for Multimedia Programs

Section 12 Completion Report and Final Deliverables

Standard Specifications for Audiovisual Production and Multimedia Planning, Design and Production Services with Installation

SECTION 1. DEFINITIONS

ABAAS: Architectural Barriers Act Accessibility Standards are the accessibility standards which pertain to the Federal sector. The ABA, or Architectural Barriers Act of 1968, requires access to facilities designed, built, altered, or leased with federal funds.

Assistive Listening Systems: Assistive listening uses various devices that amplify volume for persons with mild to profound hearing loss who may or may not use a hearing aid. Assistive listening devices (ALDS) include headsets, ear buds, and hearing aids. The amplified sound is transmitted via radio frequency, infrared, or induction loops to the user’s headset, ear buds, or hearing aid.

Audio Description: Audio description describes the visual content of video or multimedia programs. It provides individuals who are visually impaired with information that further describes the visual content not provided in the primary audio track. Audio description is a separate audio track synchronized with the program’s primary audio track.

Captions: Captions display spoken dialogue as printed words on television screens, computer monitors, projection screens, caption boards and other visual displays. Captions are specifically designed for viewers with hearing loss to enable their full participation when viewing video or multimedia productions. They include information regarding on- and off-screen sound effects such as music or laughter. Captions also hold secondary benefits for people who are learning a foreign language, learning how to read, or watching a program in a noisy area, as well as those who understand best by processing visual information. Captions are typically displayed on-screen as white letters within a black box.

Closed Captions: Closed captions normally do not appear on screen unless the viewer has selected them to appear. The presentation venue must use closed caption decoder technology. The decoder will allow the otherwise-hidden data within the television signal to be displayed on the user’s TV screen or computer monitor. Many newer television models allow viewers to toggle captions on or off with ease.

Conceptual Design: A general narrative of the program describing the creative approach to be used in developing the content, graphic elements, titles, fonts, help screens, credits, animation (2D or 3D) user interface, virtual reality, navigational devices and behavior, including attract screens and closing sequences, and the operating platform of the program.

Contracting Officer (CO): An official with the delegated authority to enter into, administer, and/or terminate contracts, and make related determinations and findings.

Contracting Officer’s Representative (COR): A Contracting Officer’s representative (COR) is the individual responsible for (1) monitoring the contractor’s technical process including the surveillance and assessment of performance and recommending to the Contracting Officer changes and requirements; (2) interpreting the scope of work; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; (5) assisting the Contracting Officer in the resolution of technical problems encountered during performance.

Day: The word ―day,‖ as referred to herein, shall be considered to consist of a standard ten-hour working day, including travel.

Design Alternatives: Distinct approaches to the multimedia program that requires creative design, and/or artistic development and execution by artists, graphic designers and/or 2 or 3-D animators and computer programmers.

Equipment: Electronic devices used to play video, audio, or computer programs. It also includes devices and systems that control multiple programs, or that interface with other elements such as programmed lighting and electromechanical devices.

Evaluation: The process for better understanding the audience by using social science methods, and using this information to produce effective exhibits, programs, and products.

Exhibition: The overall interpretive presentation which may consist of several exhibit areas. Each exhibit area may consist of several related exhibits. Each exhibit may consist of several individual related exhibit elements. When audiovisual programs are produced in conjunction with exhibitions, they are typically exhibit elements within the exhibit.

Exhibit Design: Development of the physical organization of the exhibit space, integration of all exhibit elements into a cohesive presentation, functional characteristics and visual appearance of exhibit elements, and development of technical details for fabrication.

Fine Cut: A working draft of an audiovisual program which contains the final narration, music and sound effects tracks, as well as all still, moving, and graphic images and production credits.

Government-Furnished Property: Property in the possession of, or directly acquired by, the government and subsequently furnished to the contractor for performance of a contract.

Interpretive Writing: A writing approach that draws from technical, informational, scientific, historical, and cultural sources. It incorporates creative techniques and seeks to connect readers emotionally and intellectually to the meanings and significance of the resource(s).

Indefinite Delivery Indefinite Quantity Contract: A contract established for the purpose of awarding multiple individual projects over an extended period of time. The IDIQ contract establishes basic parameters for the type of work to be performed, pricing, contractor capabilities, and performance standards. Task Orders are negotiated under the IDIQ contract for individual projects and include a detailed scope of work describing the project’s technical requirements and schedule.

Maintenance Manual: A detailed document or set of documents that contains all pertinent information about each piece of equipment and describes all required service and maintenance.

Multi-Purpose Room: A room or facility that is used for a variety of purposes such as video presentations, meetings, lectures, and ceremonies. The room typically has a flat floor and moveable seating. To this end, simple playback of DVD, VHS, and computer presentations from a portable lectern are customary.

Open Captions: Open captions are displayed on the screen automatically as part of the video, without having to be selected by the user.

Original Content: All elements created specifically for the project, including original illustrations, photography, maps, sound and video recordings, and animations.

Production Plan: A document which presents the major categories of work to be performed in the planning, production, and post-production phases of the program. The Production Plan shall describe all of the elements required to produce the program as outlined in the Treatment and/or

Scope of Work, including, but not limited to: production personnel (including the use and identification of sub-contractors, consultants, and other salaried employees of the firm), equipment, post-production facilities, personnel, travel, transportation, and an estimate of all materials expenses such as tape/film stock, archival images, and associated costs. Within the

Production Plan, the contractor shall confirm that they understand the ―Rights in Data – Special

Works‖ requirements of the contract, including rights for music, stock footage, and other elements.

Request for Proposal: An invitation for offerors to submit a proposal on a specific commodity or service.

Request for Quotations: A request for a quote to perform work. This may also include a proposal to perform the work.

Rough Cut: A working draft of an audiovisual program which contains enough of the structure and content to evaluate the validity of the approach and to determine if changes or modifications are needed to meet the project objectives. This may mean changes to the final script or proposed visuals. Changes are made for clarity and to strengthen the goals and objectives of the program.

Script: A document which contains the program’s narration and other dialogue, and provides visual cues to specific footage and imagery to be used, as well as other technical direction such as sound effects, special effects, and music cues.

Section 504: Section 504 of the Rehabilitation Act of 1973 states (in part) that ―no otherwise qualified individual with a disability in the United States, as defined in section 7(20), shall, solely by reason of her or his disability, be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance or under any program or activity conducted by any Executive agency or by the United

States Postal Service.‖ For more information see http://www.section508.gov/.

Section 508: Section 508 of the Rehabilitation Act as amended requires that ―when Federal agencies develop, procure, maintain, or use electronic and information technology, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Section 508 also requires that individuals with disabilities, who are members of the public seeking information or services from a Federal agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities, unless an undue burden would be imposed on the agency.‖ For more information see http://www.section508.gov/.

Submittal: All samples, documents (i.e., drawings, schedules, facsimiles), electronic files, and other materials that together represent the level of development of work at a given time.

Subtitles: Subtitles are used to translate dialogue into a different language. Subtitles rarely convey nonverbal sounds such as music or sound effects. Subtitles are generally not displayed within a black box and do not have standardized font requirements. They are primarily intended for hearing audiences. Subtitles, unless produced with captioning guidelines such as identifying speakers and sound effects, are not considered a suitable accessibility alternative to captions.

Talent/Actors: ―Professional talent‖ is defined as an individual whose primary source of income is derived by appearing in entertainment productions produced by a profit-making company, who has appeared in one or more similar roles in a professionally produced film, videotape or television production.

Treatment: A narrative overview of the proposed production’s creative approach and storyline; a description of the proposed talent for the production (i.e. actors, reenactors, interviewees, narrator(s) and/or other participants), to include a description of the roles they will play and the general dialogue, narration and/or commentary they will provide; and a general description of the scenes, locations, graphics, artwork, and animation to be used in the production with sufficient detail to provide a sense of the proposed production. In addition, the Treatment shall include, but not be limited to: an estimated percentage of the program that will be comprised of original live action footage versus stock footage, still images or artwork; the number of days of live action photography; an estimated percentage of the program that will be comprised of historic and archival images and motion picture or video footage, and the proposed source(s) for such materials; and a description of the proposed musical score, to include whether it will be comprised of original or stock music. The AV Treatment provides the basis of the production plan and script.

Universal Design: The design of products and environments to be usable by all people, to the greatest extent possible, without assistance, adaptation or specialized design applicable to the

Accessibility Guidelines outlined in Section 8, Accessibility.

SECTION 2. PROJECT MANAGEMENT

2.1 Introduction

The purpose of the following Project Management tasks are to insure that scheduling, coordination, overseeing, and managing are effectively accomplished for all work produced under this contract.

2.2 General Requirements

The contractor shall assign a Project Manager to oversee the contract and shall also assign a Project Manager for each task order written under this contract.

2.3 Specific Requirements for Contract Project Management

The Project Manager shall be the primary point of contact between the National Park

Service (NPS) Contracting Officer and COR for the contract. The Project Manager shall perform the following work:

A. Notify the Contracting Officer and COR of any changes to the contractor’s business operations that affect work under this contract, including but not limited to:

1. Changes to contractor’s address, phone and other contact information.

2. Proposed changes to key personnel.

3. Workload or capacity issues affecting the ability of the contractor to accept additional work.

B. Communicate with the Contracting Officer and COR regarding major or broad issues affecting task orders written under this contract, including but not limited to:

1. Clarification of work processes that are acceptable or unacceptable to the government under this contract.

2. Informing the Contracting Officer and COR of misunderstandings, inconsistencies, or conflicting instructions encountered when working with different parks and different task order CORs.

3. Participate in an annual teleconference when and if the option years are renewed. Time and date will be determined at that time. A minimum of two hours is required for the call.

C. Prepare and submit an electronic status report every six months to the COR with a copy to the Contracting Officer which lists all active task orders by number. It shall include, at a minimum, the name of the park and/or client, a brief description of the type of work being performed, and results achieved during the reporting period. It shall also include an indication of any current problems that may impede performance, the proposed corrective action, and the anticipated completion date.

D. Update resumes for Key Personnel on an annual basis and submit them to the

Contracting Officer electronically and in hard copy.

E. Submit demo reels on an annual basis that illustrate the contractor’s most current work that best represents projects of a similar nature. If the contractor has this information on their website, please provide the link. Otherwise, submit five DVDs.

2.4 Specific Requirements for Task Order Project Management

The Project Manager shall be the primary point of contact between the contractor and

COR for individual task orders and shall perform the following work:

A. The Project Manager shall have full authority to act for the contractor on all matters relating to a specific task order. The Project Manager shall maintain contact with the COR as necessary, and shall:

1. Be available to take or respond to telephone calls or electronic mail messages during normal hours of operation (8:30 am - 5:00 pm local time).

2. Establish office procedures to ensure that messages are relayed to the Project

Manager when out of the office or because of time zone differences.

3. Respond to emergency messages from the COR on the same day they are received. All non-urgent messages from the COR shall be responded to in no less than two days.

B. Provide quality control to ensure that all elements of project work meet the requirements of the contract specifications as follows:

1. Provide routine inspections of ongoing work.

2. Inform the COR of any issues that could affect work quality or schedule.

3. Ensure that all work not acceptable or compliant with the specifications is corrected prior to review by the COR.

C. Track work progress to ensure that the project is completed according to the schedule. Coordinate and confirm the dates for all submittals, meetings, and installation with the COR.

D. Meet with the Contracting Officer and COR in accordance with Section 5, Travel, Meetings, Presentation, and as specified in individual task orders.

E. Receive, inspect, and inventory all GFP and ensure that this material is forwarded to the appropriate unit or person within the contractor's organization for use in the project. The Project Manager shall notify the COR within seven days after receipt if GFP is missing, incorrect, inadequate, or damaged for their intended purpose.

The Project Manager shall notify the COR as soon as possible if GFP is lost or damaged while in the contractor’s possession.

F. Coordinate and ensure that all specifications for submittals are in accordance with

Section 6, Submittals and Reviews, and as specified in individual task orders.

G. Inspect completed work, including that of subcontractors, prior to shipment or final inspection by the COR to ensure that the work meets the standards of quality specified in this contract. Ensure that all the elements of the project are complete and ready for the final inspection. The Project Manager shall notify the COR if any elements of the work will not be ready for final inspection as scheduled.

H. For Multimedia Products, specifically:

1. Coordinate installation of the multimedia software and/or hardware with the COR. Additional contacts may include: the designated National Park

Service or Harpers Ferry Center Project Manager for the project, the

Project Manager at the job site, Project Architect, Electrical Contractor, Building Contractor, Exhibit Fabrication Team and Park Staff.

2. Ensure that all work is delivered and installed as scheduled. In the event that the COR reports problems during or after shipment, delivery, and/or installation, the Project Manager shall:

a. Determine the nature of the reported problem, damage, or error and provide a proposal for resolution to the COR for review and approval.

b. Ensure that approved corrections or repairs are made in a satisfactory manner and within the time scheduled by the COR.

3. Provide onsite support and training at the park for the initial use of the system(s) during the time of installation if required per individual task orders.

4. Provide oversight and ensure that the final deliverables, including the closeout package, are prepared in accordance with Section 12, Completion

Report and Final Deliverables.

SECTION 3. VIDEO AND AUDIO PRODUCTION PROCESS

3.1 Introduction

The Video and Audio Production Process followed in this contract is organized into phases of work and outlined below in sub-sections 3.2 through 3.4. While task orders may be issued for complete productions, they may also be issued for the performance of discreet services and tasks. The following phases are based on the standard work processes performed during pre-production through post production in prior National Park

Service audiovisual IDIQ contracts and task orders. The stages of work follow:

3.2 Pre-Production Planning and Research

Work performed during the Pre-Production Planning and Research phase creates the foundation for all work to follow. During this phase, the contractor shall gain a clear understanding of the history and requirements of the project, learn about and meet the team members and stakeholders, ensure that the schedule and deliverables are logically structured, and confirm that realistic expectations based on the budget and requirements as stated in the task order have been set.

The following outline further defines the work and required submittals during this phase

(unless otherwise specified in the task order):

A. Review Government-Furnished Property

B. Travel to Site: (or through conference calls) (see Section 5 Travel, Meetings, and

Presentations)

(1) Orientation to team members, the park experience and specific resource(s) to be addressed in the project.

(2) Conduct development and pre-production meeting.

(3) Review and/or discuss themes, goals, and objectives.

(4) Review and/or discuss program content.

(5) Review all accessibility requirements for the project.

(6) Review use rights in relation to acquisition of materials.

(7) Scout locations for video and still photography if required by the task order.

(8) Review park resources and materials for possible inclusion in the program(s) or for background research.

(9) Identify additional sources for research and materials to be included in the program.

(10) Document in a memorandum the results and principle agreements reached during the meeting.

C. Conduct Research: Research may include locating stock footage and specific images to be used in the program, finding additional subject matter expertise, identifying additional locations and/or objects for video and still photography shoots, and conducting subject matter research in preparation for writing and production.

D. Production Plan: (See Section 1, Definitions) The Production Plan shall also describe how requirements for accessibility will be met. Include the name of the

Audio Description and Caption vendor(s).

E. Treatment: (See Section 1, Definitions) If video or audio content—either standalone or as a part of a multimedia presentation—is specified, a treatment is required.

F. Scripts: (See Section 1, Definitions) At a minimum, one draft script and two revised draft scripts shall be submitted to the COR and designated park contact.

Upon review and approval of the revisions, the final script shall be submitted to the

COR and designated park contact. Scripts shall be presented in the standard two-column format. Each scene in the script shall be numbered within the left column along with other visual information and cueing. The right column shall depict narration and dialogue. The script shall be prepared on 8-1/2 x 11-inch paper and shall be submitted for review electronically in the latest version of Microsoft

Word.

G. Shot and Interview Lists: A list identifying specific shots and interviews shall be submitted for approval. At a minimum, one revision shall be provided in response to the review unless otherwise specified in the task order.

H. Animation: If animation is required, a treatment shall be submitted.

3.3 Production

Work performed during the Production phase centers on the acquisition of media and other supporting material. The following outline further defines the work and required submittals during this phase (unless otherwise specified in the task order):

A. Shooting Script and Schedule: No later than seven calendar days prior to the proposed start of shooting, the contractor shall submit a shooting script based on the final approved script listing specific shots to be acquired and scheduled interviews. At the same time, a shooting schedule shall be submitted that includes crew travel and lodging information, daily crew call times, talent hired for the shoot, emergency contact information, government contact requirements, and anticipated location(s) for shooting. When shooting in restricted locations, the contractor shall specify clearance needs or fee requirements.

B. Interviews: If interviews are required, a list identifying potential interviewees shall be submitted to the COR for approval prior to the interview taking place. At a minimum, one revision shall be provided in response to the review.

The use of the National Park Service Release Form is required for all interviews.

Release forms drafted by the contractor will not be accepted. See Attachment B.

Proposed Talent: All talent used in the performance of work under this contract shall be appropriately and accurately costumed and equipped by the contractor.

Contractor personnel shall not appear in any scenes of the production. The contractor shall give the COR prior notification of the time and place of the casting session. Casting shall be accomplished at a city or location where there is sufficient supply of professional talent to provide at least three choices for each major role. In addition to or in lieu of an in-person casting session, sample reels, videotaped and/or audio recorded readings from excerpted scripts or text may be submitted if approved by the COR in advance.

C. Principal Photography: Each task order will specify a required format for footage acquisition. Deviations require approval from the COR. Copies of footage shot on location shall be submitted for review and approval on DVD with window timecode corresponding to camera original footage unless otherwise specified in the task order. For additional information see Section 9, Technical Specifications for Video and Audio Production.

D. Field Tape Logs: See Section 9, Technical Specifications for Video and Audio

Production

E. Interview Transcriptions: Electronic transcriptions of all interviews shall be submitted to the COR for review and approval during rough cut phase of post production.

F. Animation: If animation is required, storyboards, graphic layouts, modeling, and sample demonstrations illustrating movement, shall be submitted as a part of the review process before the final execution of the animation occurs.

G. Graphics: A list of proposed graphics shall be submitted to the COR for review and approval.

H. NPS Graphic Identity: The National Park Service has a corporate identity program that includes guidelines for all public communications media. However, exhibitions and multimedia programs, including video programs, often maintain their own graphic approach. Requirements for specific audiovisual programs shall be described in the task order. If there are not specifications, the only requirement is the use of the National Park Service Arrowhead and a short text at the end of the program. The Contracting Officer will furnish both the Arrowhead and text at time of contract award. The National Park Service approved typefaces are NPS

Rawlinson OT and Adobe Frutiger Std. The NPS Rawlinson OT will be furnished at the time of contract award. The contractor shall purchase Adobe Frutiger Std, if required in individual task orders. Both typefaces are OpenType fonts.

3.4 Post Production

Work performed during the Post Production phase occurs after all media elements have been acquired through the submittal of Final Deliverables (See Section 12, Completion

Report and Final Deliverables). The following outline further defines the work and required submittals during this phase (unless otherwise specified in the task order):

A. Rough Cuts: (See Section 1, Definitions) The contractor shall submit a rough cut for review. At a minimum, two revisions shall be submitted unless otherwise specified in the schedule of deliverables for the task order.

B. Editing Script: If changes are made to edited cuts in response to government reviews, each subsequent rough cut or fine cut shall be submitted with a revised script that corresponds to the most current edited version of the program.

C. License Agreements: (See Section 7, Acquisition of Materials and Section G, Rights in Data) The contractor shall submit a narrative description that accounts for the copyright sources of all audiovisual elements (images, video or film footage, artwork, graphics, animations, music, sound effects, interviews, etc.)

proposed for use in the program—including public domain materials, purchased stock materials and government-furnished materials—before the final project is produced. For those materials that are restricted, license agreements shall be submitted. Upon review and approval of the license agreements by the COR, any license that fails to meet the requirements as specified in the contract or the task order, will be returned to the contractor for revision. If the specified rights cannot be obtained, the contractor must replace the element unless written approval for a deviation is furnished by the Contracting Officer.

D. Narrator and Music Samples: (See Section 7, Acquisition of Materials and

Section G, Rights in Data) A selection of narrator samples shall be submitted for review and selection. Music samples from various composers, selected composer, or library music sources shall be submitted for review and approval.

E. Animation: Conceptual and revised conceptual designs for all animation elements shall be submitted for review and approval.

F. Fine Cuts: (See Section 1, Definitions) The contractor shall submit a fine cut for review and approval prior to the final on-line edit and sound mix. At a minimum, one revision shall be submitted unless otherwise specified in the schedule of deliverables for the task order.

G. On-Line Edit, Sound Design and Mix, and Color Correction: The contractor shall submit the final edited version of the program with sound design and mix for review and approval. Unless otherwise specified in the task order, the final edited program shall be color corrected.

H. Accessibility: (See Section 8, Accessibility) Captions, audio description, and other accessibility features shall be submitted for review before final deliverables are produced.

I. Final Deliverables: Upon completion of the project, all elements shall be submitted to the COR in accordance with Section 12, Completion Report and Final

Deliverables.

SECTION 4. MULTIMEDIA PLANNING, DESIGN AND PRODUCTION SERVICES

WITH INSTALLATION PROCESS

4.1 Introduction

The multimedia process followed in this contract is organized into several phases of work.

While task orders may be issued for turn-key projects, they may also be issued for the performance of individual services and tasks.

4.2 Planning and Research

Work performed during the planning and research phase creates the foundation for all work to follow. During this phase, the contractor shall gain a clear understanding of the history and requirements of the project, learn about and meet the team members and stakeholders, ensure that the schedule and deliverables are logically structured, and confirm that realistic expectations based on the budget and requirements as stated in task order have been set.

Many multimedia projects are the result of already proposed and detailed exhibit elements within visitor centers. In these cases, flowcharts, graphic approach, images, and text may have already been proposed, approved and detailed within the final exhibit design package. The amount of GFP provided to the contractor will in turn affect the level of effort required by the contractor for services and tasks such as original research, graphic design, equipment and user interface proposals, writing and editing, and image, footage and sound acquisition required by the contractor. In some instances the contractor may be required to revise GFPs or may propose their own revisions based on their expertise in the production of multimedia programs. The following outline further defines the work during this stage.

A. Review Government-Furnished Property

B. Travel to Site: (or through conference calls) (see Section 5, Travel, Meetings, and

Presentations)

(1) Orientation to team members, the park experience and specific resource(s) to be addressed in the project.

(2) Conduct multimedia planning meeting

(a) Review existing documents.

(b) Review and/or discuss themes, goals, and objectives.

(c) Review and/or discuss design criteria.

(d) Review and/or discuss organizational structure and flow of

(e) Review and/or discuss proposed equipment.

(f) Review accessibility requirements.

(g) Review use rights in relation to acquisition of materials.

(h) Scout locations for video and still photography, if specified in the task order.

(i) Review park resources and materials for possible inclusion in the program(s) or for background research.

(j) Identify additional sources for research and materials to be included in the program.

(k) Document in a written electronic memorandum the results and principle agreements reached during the meeting

C. Conduct Research: Research may include locating repositories and specific images to be used in the program, finding additional subject matter expertise, and identifying additional locations and/or objects for video and still photography shoots. An in-depth familiarization of the subject matter may be required in preparation for text writing, editing and content organization.

4.3 Design and Production

Work in this phase requires a series of submittals, each built upon the other and resulting from the planning phase. The design, flow, and content shall be finalized during this phase. The user interface shall be confirmed and sample sections of the program(s) shall be produced. Finally, the full program shall be produced.

A. Conceptual Design Deliverables:

(1) Flowchart: Develop and submit a flowchart that outlines the structure and content and visually demonstrates the logical progression and connections between, to and from elements within the program.

(2) Graphic Design Approach: For visually driven multimedia programs, such as touch screen interactives and websites, provide a minimum of two graphic approaches to the program. Each approach shall include the main page as well as a sampling of additional pages and/or critical elements that demonstrate the visual approach and graphic design, including typography, color selections, consistent operational features, such as back and home bars and other selectable features, illustrative features, and the incorporation of other materials such as photographs and video if applicable.

NPS Graphic Identity: The National Park Service has a corporate identity program that includes guidelines for all public communications media.

However, exhibitions and multimedia programs, including video programs, often maintain their own graphic approach. Requirements for specific multimedia programs shall be described in the task order. If there are not specifications, the only requirement is the use of the National Park Service

Arrowhead and a short text at the end of the program.

The Contracting Officer will supply both the Arrowhead and text at time of contract award. The National Park Service approved typefaces are NPS

Rawlinson OT and Adobe Frutiger Std. The NPS Rawlinson OT will be provided at the time of contract award. The contractor shall purchase

Adobe Frutiger Std, if required in individual task orders. Both typefaces are OpenType fonts.

(3) User Interface: If not already specified, or if a revision to an existing proposed interface is requested, the contractor shall describe whether a touch screen, track ball, mouse, button(s) or other device(s) are to be used in the operation of the program. New and emerging methods may also be proposed, such as Wii controllers and video motion capture. The contractor shall provide model names, numbers, and manufacturer specification sheets of all recommended equipment needed for operation of the program.

(4) Navigation: The contractor shall describe the use of buttons, bars, icons, time outs, menus, pulldowns, or other navigational aids in detail. Attract sequences, time outs and default settings shall also be described.

(5) Internet Requirements: The contractor shall inform the COR of all proposed systems and programs that require network or Internet connectivity. Plans for such systems will require additional review and approval by the NPS to insure compliance with all network security requirements and Information Technology policies in effect at the time of submittal. Computers connected to DOI/NPS LAN/WAN will have their keyboards/mouse secured from public access. Ethernet connections will be secured from public access. 802.11x wireless protocol is not permitted in

NPS facilities. Touch screen programs shall be constructed so that users will not be able to reach a command level prompt or Windows applications window. All DOI/NPS security software and Active Directory settings shall be adhered to.

(6) Treatment: (See Section 1, Definitions) If video or audio content is specified within the multimedia program, a treatment is required.

(7) Shot, Talent, Interviewee Lists: If original photography, video, interviews, reenactments, or professional actors are required, a list identifying specific shots and interviews shall be submitted for approval. At a minimum, one revision shall be provided in response to the review.

The use of the National Park Service Release Form is required for all interviews. Release forms drafted by the contractor will not be accepted.

See Attachment B.

(8) Animation: If animation is required, a treatment shall be submitted.

B. Work-in-Progress Review I: Enough of the structure and content should be completed in this phase to evaluate the validity of the approach and to determine if changes or modifications are needed to meet the project objectives.

(1) Interpretive Text: Based on the task order and GFP, the contractor may be required to incorporate, rewrite, edit, and/or write and edit original text. At a minimum, two revised text documents shall be submitted to the COR and designated park contract. Upon review and approval of the revisions, the final text shall be submitted.

(2) Scripts: (See Section 1, Definitions) If video or audio is specified as a part of the multimedia program, a script is required unless provided as GFP. At a minimum, one draft script and two revised draft scripts shall be submitted to the COR and designated park contact. Upon review and approval of the revisions, the final script shall be submitted to the COR and designated park contact. Scripts shall be presented in the standard two-column format.

Each scene in the script shall be numbered within the left column along with other visual information and cueing. The right column shall depict narrative and dialogue. The script shall be prepared on 8-1/2 x 11-inch paper and shall be submitted for review electronically in the latest version of Microsoft Word.

(3) Fully Executed Section: The contractor shall submit one fully functioning representative section based on the flow chart for review to the COR and designated park contact. If the program is complex and has numerous unique sections, multiple representative sections shall be submitted.

(4) Graphics: In addition to the graphics presented in the fully functioning sections, a list of proposed graphics shall be submitted for review and approval.

(5) Location Footage: Still or video footage, including interviews, shall be submitted for review and approval.

(6) Animation: Storyboards, graphic layouts, modeling, and sample demonstrations illustrating movement, shall be submitted as a part of the review process before the final execution of the animation occurs.

(7) Rough Cuts: (See Section 1, Definitions) The contractor shall submit a rough cut for review. At a minimum, two revisions shall be submitted.

(8) Proposed Talent: All talent used in the performance of work under this contract shall be appropriately and accurately costumed and equipped by the contractor. Contractor personnel shall not appear in any scenes of the production.

The contractor shall give the COR prior notification of the time and place of the casting session. Casting shall be accomplished at a city or location where there is sufficient supply of professional talent to provide at least three choices for each major role. In addition to or in lieu of an in-person casting session, sample reels, videotaped and/or audio recorded readings from excerpted scripts or text may be submitted if approved by the COR in advance.

C. Work-in-Progress Review II:

(1) License Agreements: (See Section 7, Acquisition of Materials and Section

G, Rights in Data) The contractor shall submit a narrative description that accounts for the copyright sources of all audiovisual elements (images, video or film footage, artwork, graphics, animations, music, sound effects, interviews, etc.) proposed for use in the program—including public domain materials, purchased stock materials, and government-furnished materials—before the final project is produced. For those materials that are restricted, license agreements shall be submitted. Upon review and approval of the license agreements by the COR, any license that fails to meet the requirements as specified in the contract or the task order, will be returned to the contractor for revision. If the specified rights cannot be obtained, the contractor must replace the element unless written approval for a deviation is provided by the Contracting Officer.

(2) Fine Cuts: (See Section 1, Definitions) If video and/or audio content is required, the contractor shall submit a fine cut for review. At a minimum, one revision shall be submitted

(3) Fully Executed Program(s): All elements shall be incorporated into all sections of the program for review. At a minimum, two revisions shall be made.

(4) Accessibility: (See Section 8, Accessibility) A comprehensive document detailing all accessibility features shall be submitted for review and approval. Following the approval of this document, captions, audio description, and other accessibility features shall be submitted for review before final production. At a minimum, two revisions shall be submitted leading to the final accessibility feature.

D. Final Deliverables: Upon completion of the project, all elements shall be submitted to the COR in accordance with Section 12, Completion Report and Final

Deliverables.

E. Installation and Training: (See Section 11, Installation, Training and

Maintenance for Multimedia Programs) Each task order shall require the contractor to either deliver the final equipment and/or programs for installation by others, or travel to the specified location to install the equipment and/or programs.

Regardless, the contractor shall provide basic training to the park staff in the operation of the equipment and/or program. If travel is not required, this could take place in the form of a conference call. In all cases, a Maintenance Manual shall be required.

SECTION 5. TRAVEL, MEETINGS, AND PRESENTATIONS

5.1 Introduction

The contractor shall travel to the park or other locations to participate in review and development work sessions, conduct research, conduct location shoots, meet and/or interview subject matter experts, partners, and stakeholders, present submittals, conduct site visits, install equipment and/or programs, and conduct staff training for multimedia programs. The contractor shall be responsible for all travel necessary to conduct all pertinent activities required.

Because of the special nature of our parks, contractors are expected to exercise the highest degree of sensitivity to the resources and to minimize interference with visitors, wildlife, park resources, and park operations. All contractors are expected to comply with all rules and regulations and to acquire appropriate permits as needed.

5.2 General Requirements

A. Travel to Site

(1) The contractor shall coordinate all travel with the COR and designated park point of contact.

(2) The contractor shall bring all equipment they require while on travel and at the job site (for example, camera equipment and mounts, audio equipment, measuring instruments, computers, projectors, etc.).

(3) The contractor shall provide for their own transportation while on travel.

(4) The contractor’s work days while on travel are 10-hour days.

B. Meetings and Presentations

(1) The contractor shall develop an agenda in coordination with the COR.

(2) The contractor shall discuss with the COR expectations for work to be presented and identify the key participants.

(3) The contractor shall determine along with COR whether documents, if any, will be submitted in advance or at the meeting.

(4) The contractor shall facilitate meetings.

(5) The contractor shall submit a written electronic trip report that documents discussions and outcomes.

SECTION 6. SUBMITTALS AND REVIEWS

6.1 Introduction

Submittals and reviews are the key communication points between the contractor and the

COR which document a project’s overall progress and any remedial actions necessary to produce complete and acceptable deliverables. At a minimum, submittals shall be provided to the COR and designated park point of contact for review and approval.

Submittals to additional reviewers shall be specified in the task order. At any point in the video and audio production process or multimedia planning design, production, installation, training, and maintenance process, the COR may require informal submittals of the contractor’s work-in-progress to document the current status, level of development, and response to revisions of the project.

6.2 General Requirements

A. The contractor shall coordinate all submittals and review them for legibility, accuracy, completeness, and compliance with contract requirements.

B. The contractor shall cross-reference all details that occur multiple times in a single or in multiple documents for consistency and accuracy.

C. The contractor shall ensure that all submittals are delivered to the COR and park point of contact as scheduled for review and approval. Submittals shall be accompanied by a transmittal form describing all contents and the focus of the review.

D. The contractor shall provide the following for each submittal to the COR and designated park point of contact:

(1) Two hard copies of each document and two copies of all electronic files on

CD.

(2) Text documents, such as treatments, scripts, and draft text, shall be sent electronically for review.

(3) For video submittals, DVDs with window timecode shall be submitted.

One DVD shall be sent to the COR and two DVDs shall be sent to the park point of contact.

(4) For audio submittals, CDs or electronic audio files shall be submitted. One

CD or electronic audio files shall be sent to the COR and two CDs or electronic audio files shall be sent to the park point of contact.

(5) Other submittals that may be reviewed electronically, such as samples of animation, storyboards, and design alternatives placed on the contractor’s website for secured client review, shall be submitted in addition to or in lieu of hard copies and copies of electronic files if proposed and approved by the COR.

E. The contractor shall receive all review comments from the COR and take appropriate action as stated below:

(1) Approved Submittals – The contractor shall ensure that all changes, revisions, additions, or omissions required by review comments are addressed and incorporated into future submittals.

(2) Rejected Submittals – When submittals are rejected, the COR will notify the contractor, in writing, identifying the reasons for rejection. The contractor shall ensure that the submittal is completed and/or revised as required and resubmitted within the time scheduled by the COR. Reasons for rejections include:

a. Incomplete Submittals – Approval of the submittal is delayed because required elements are missing. The contractor shall submit all missing elements. When all elements are received and accepted, the COR will approve the submittal.

b. Unacceptable Submittals – The submittal is rejected due to poor quality of work or work that does not otherwise meet the established project goals. The contractor shall submit new material.

6.3 Review and Approval Times for Audio and Video Production

Unless otherwise stated in the task order, the following times for review and approval of contract submittals applies:

ITEM DESCRIPTION APPROVAL

REQUIRED

WORKING DAYS

REQUIRED FOR

APPROVAL

1 Pre-production conference Yes 5 days

2 Treatment(s) Yes 10 days

3 Production plan and schedule Yes 10 days

4 Scriptwriting:

a. First draft script

b. Second draft script

c. Final script

Yes

21 days

15 days

10 days

5 Shooting script and schedule; interview list

5 days

6 Screening of principal photography Yes 10 days

7 Off-line edit rough cut(s) Yes 10 days

8 Narrator and music samples Yes 5 days

9 Animation work-in-progress; graphic selection

10 days

10 Off-line edit fine cut(s) Yes 10 days

11 License agreements/release forms Yes 5 days

12 On-line edit and mix Yes 5 days

13 Caption check disc and audio description script

7 days

14 Screening of color corrected captioned and audio described master

5 days

15 Final deliverables Yes 15 days

6.4 Review and Approval Times for Multimedia Production

ITEM DESCRIPTION APPROVAL

REQUIRED

WORKING DAYS

REQUIRED FOR

APPROVAL

1 Conceptual work in progress review Yes 10 days

2 Fully operational review Yes 10 days

3 Final deliverables Yes 15 days

6.5 SPECIFIC REQUIREMENTS FOR COMPLETION REPORT AND FINAL

DELIVERABLES SUBMITTALS (See Section 12, Completion Report and Final

Deliverables)

SECTION 7. ACQUISITION OF MATERIALS

7.1 Introduction

While the creation of original materials is typical for many programs, contractors must also typically procure existing materials. The contractor shall research, procure and obtain all materials to be included as content for each program. This includes, but is not limited to still images, film or video footage, artwork, music, sound effects, and professional talent. Because most products produced by the National Park Service have secondary functions and become a part of the public domain, unless otherwise noted in the task order, the contractor is strongly encouraged to seek existing material from open source or public domain resources whenever possible.