SEMO_RFP_SOW_-_Rev_8-18-2021_0001.pdf

Solicitation Number 140P2121R0053

SCOPE OF WORK

100 ORAL HISTORY INTERVIEWS

SELMA TO MONTGOMERY NATIONAL HISTORIC TRAIL

I. BACKGROUND AND PURPOSE

Selma to Montgomery National Historic Trail was established by Congress in 1996 to commemorate the events, people, and route of the Selma to Montgomery Voting

Rights March of 1965. The 54-mile march from Selma, Alabama, to the state capitol in Montgomery culminated a journey of a hundred years by African

Americans to gain one of the most fundamental of American freedoms: the right to vote. Events associated with the march, and from what came to be known as

“Bloody Sunday,” sent shock waves around the world, raised the nation’s consciousness, and convinced political leaders that the time had come for voting rights legislation. The march was the major catalyst for passage of the Voting

Rights Act of 1965, which prohibited racial discrimination in voting. This act changed and continues to change the political, economic, and social fabric of

American society, and the march that inspired it remains one of the most significant civil rights protests in American history.

The National Historic Trail follows the actual march route, which began at Brown

Chapel African Methodist Episcopal Church near downtown Selma. From there, the trail crosses the historic Edmund Pettus Bridge—site of the event known as

“Bloody Sunday”—and follows US Highway 80 through Lowndes County to the steps of the Alabama State Capitol in Montgomery. The park has three visitor centers: the Selma Interpretive Center in Selma, the Lowndes Interpretive Center in White Hall, and the Montgomery Interpretive Center in Montgomery.

Since its establishment in 1996, the park has been engaged in an ongoing effort to document and record accounts of the Selma to Montgomery Voting Rights March from multiple perspectives—most importantly from people who directly participated in the march and the struggle for voting rights. The park has an existing collection of oral history interviews in a variety of formats, both audio and video.

The park seeks to conduct 100 new oral history interviews—primarily with individuals who were directly involved in or eyewitness to the 1965 march—to supplement that collection. The interviews shall become part of the park’s permanent archives and shall be used in future interpretive and educational efforts.

Additional information about the park is available at www.nps.gov/semo.

The purpose of this contract is to provide all audiovisual services to produce 100 ultra-high-definition (UHD) video interviews for Selma to Montgomery National

Historic Trail in Selma, Alabama.

II. SCOPE AND OBJECTIVES

II.1 SCOPE OF WORK

The project shall be the production of 100 ultra-high-definition (UHD) video interviews for Selma to Montgomery National Historic Trail in Selma, Alabama.

A. General Requirements

The contractor shall provide all services, including labor, materials, equipment, facilities, fees, research, licensing, and travel necessary to produce all audiovisual media in accordance with the specifications as detailed in this contract and its attachments.

B. Specific Requirements

The contractor shall:

1. Provide the following personnel. Specific duties are listed in Section

II.2.B, Personnel.

a. One Project Manager

b. One Interviewer

c. One Cinematographer

d. One Sound Recordist

e. One Makeup Artist

2. Contact all interviewees and schedule all interviews as described in

Section II.2.C, Production Process and Section II.2.D, Technical

Specifications. The government shall furnish a list of interview candidates with contact information at the Post-Award

Videoconference.

3. Provide all equipment and supplies necessary for acquisition of required video footage, including professional grade 4K UHD video camera, lens, tripod, video monitor, audio equipment, lighting equipment, and backdrop. Equipment requirements are listed in Section II.2.D, Technical Specifications.

4. Provide a venue to shoot the interviews in each of the five Alabama cities listed below. The contractor shall secure a suitable space such as a hotel suite, conference facility, or studio in each city to conduct the interviews. The government shall furnish a list of potential venues at the

Post-Award Videoconference, but the contractor shall be responsible for booking the venues and paying all associated expenses. Requirements for the venues are listed in Section II.2.D, Technical Specifications.

5. Conduct and film a total of 100 interviews as described in Section II.2.C, Production Process and Section II.2.D, Technical Specifications.

a. The contractor shall shoot the interviews during four separate trips to Alabama. The number of shooting days and interviews per shoot shall vary depending on availability of interviewees in each location, but for budgeting purposes, bidders shall assume the following:

i. Selma, AL. This trip shall consist of seven 10-hour days, during which the contractor shall shoot approximately 25 interviews at a single location.

ii. Montgomery, AL. This shoot shall consist of seven 10-hour days, during which the contractor shall shoot approximately

25 interviews at a single location.

iii. Lowndes County, AL. This shoot shall consist of seven 10-hour days, during which the contractor shall shoot approximately 25 interviews at a single location.

iv. Marion and Camden, AL. This shoot shall consist of seven

10-hour days, during which the contractor shall shoot approximately 13 interviews at a single location in Marion, and approximately 12 interviews at a single location in

Camden.

b. The order and dates of the shoots shall be determined during the

Post-Award Videoconference (see Section II.2.C, Production

Process).

c. Each interview shall be approximately 60 to 90 minutes in duration, depending on the comfort level of the interviewee.

6. Pay an honorarium in the amount of $250 to each interviewee. Payment shall be made by cash or check at the time of the interview session.

7. Provide accurate written transcriptions of each interview as described in

Section II.2.D, Technical Specifications.

8. Submit all deliverables to the Contracting Officer’s Representative

(COR) as described in Section II.2.D, Technical Specifications.

II.2: SPECIFICATIONS AND SUBMITTALS

This contract includes the following specifications and required submittals as detailed below:

A. OVERALL SPECIFICATIONS:

1. Project Management

The contractor shall assign a Project Manager to oversee the contract. The

Project Manager shall:

a. Be the primary point of contact between the contractor and the

Contracting Officer (CO) and the Contracting Officer’s Representative

(COR).

b. Have full authority to act for the contractor on all matters.

c. 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.

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

e. Ensure that contractor staff adhere to the communication protocol set forth by the Contracting Officer (CO), as follows:

1) The contactor shall only communicate with the Contracting Officer and COR.

2) Unless otherwise specified by the COR, no direct contractor-to-park communication is permitted except during phone calls, meetings, or site visits arranged and attended by the COR.

f. Initiate, participate, and provide the agenda for monthly telephone conference progress meetings with the COR and, as needed, other

National Park Service (NPS) and contractor staff. The contractor shall provide a toll-free conference number for the calls. The contractor shall submit meeting notes to the COR no later than five business days after each meeting.

2. Format and Method for Submitting Deliverable Documents

a. All documents shall be submitted to the COR electronically via email, unless otherwise approved by the COR.

b. All documents shall be created in the latest version of Microsoft Word.

Documents shall be dated, with headers and page numbers.

c. Document file names shall include the park alpha code (SEMO), deliverable description, version number, and date submitted. File names shall use camel case when needed. Per best practices, no spaces or punctuation other than underscores shall be used.

Example: SEMO_ProductionPlan_v1_date.

3. NPS Release Form

The contractor shall obtain a signed release form from each interviewee at the time of the interview using Attachment A, NPS Release Form.

B. PERSONNEL

1. Project Manager and Interviewer

The Project Manager shall ensure that scheduling, coordination, overseeing, and managing are effectively accomplished for all work produced under this contract. The Interviewer shall conduct research on each interviewee, write interview questions, and conduct the interviews. One person can serve as both Project Manager and Interviewer if they meet the required minimum qualifications for both roles as described in Section XX.B(2), Factor B:

Proposed Personnel. In addition to the duties describe above in Section

II.2.A.1, Project Management, the Project Manager and Interviewer shall perform the following work:

a. Participate in the Post-Award Videoconference as described in Section

II.2.C, Production Process.

b. Develop a Production Plan as described in Section II.2.C, Production

Process.

c. Contact all individuals on the government-furnished list of prospective interviewees to confirm their interest in participating and to schedule a date and time for their interview as described in Section II.2.C, Production Process. (NOTE: Prior to developing the list of interviewees, the government shall send an invitation to prospective candidates to explain the project and solicit their participation. Those who accept the invitation will be included on the government-furnished list.)

d. Conduct research on each interviewee prior to each shoot to become familiar with their role and connection to the Selma to Montgomery

March.

e. Develop a list of questions for each interview. The government shall furnish a preliminary list of interview questions at the Post-Award

Videoconference. The contractor shall refine these questions in order to capture the unique experiences and perspectives of each interviewee, based on the contractor’s independent research.

f. Scout and book the interview venues.

g. Schedule and coordinate video production personnel to ensure that all work is performed in accordance with contract requirements.

h. Coordinate the payment of honoraria to interviewees.

i. Obtain a signed release form from each interviewee at the time of the interview using Attachment A, NPS Release Form.

j. Conduct a total of 100 interviews as described below in Section II.2.C, Production Process and Section II.2.D, Technical Specifications.

k. Oversee the preparation of interview transcripts and proofread all transcripts for accuracy prior to delivery to the COR.

l. Oversee the preparation of deliverables. Inspect completed work prior to shipment or final inspection by the COR to ensure that the work meets the standards of quality specified in this contract.

2. Cinematographer

The Cinematographer shall perform the following duties:

a. Set up and operate a professional 4K ultra-high-definition camera system to record 100 interviews over the course of the project. Each interview shall be approximately 60-90 minutes in length.

b. Set-up and adjust 3-point lighting and backdrop for all interviews to match government-furnished interview samples.

c. Correctly adjust camera exposure and white balance according to lighting; ensure all footage is in sharp focus; consult with COR on framing prior to recording; adjust camera angle and framing between responses as directed by COR; avoid pans, zooms, and camera movements during interview responses except as needed to keep interviewee in focus and within frame; ensure lens is free from dirt and dust; avoid lens flares; use a tripod at all times.

d. Coordinate with the COR regarding color management settings and desired aesthetics and style of the production.

3. Sound Recordist

The Sound Recordist shall perform the following duties:

a. Record synchronous audio for 100 interviews over the course of the project. Each interview shall be approximately 60-90 minutes in length.

b. Set up and operate all audio equipment including wireless lavaliere microphones, shotgun microphones, microphone stands, cables, and field mixer.

4. Makeup Artist

The Makeup Artist shall perform the following duties:

a. Apply makeup to 100 interviewees over the course of the project.

Makeup shall be applied as needed to reduce shininess and to complement the natural appearance of each interviewee.

b. Provide makeup supplies appropriate for a variety of races, ethnicities, genders, and ages, including African Americans and senior citizens.

c. The Makeup Artist can be hired locally as needed to minimize travel costs.

C. PRODUCTION PROCESS

1. Post-Award Videoconference

a. The contractor shall participate in a two-hour post-award videoconference with the Contracting Officer, COR, and park staff.

Date and time shall be determined between the COR and contractor after award. At a minimum, the Project Manager and Interviewer shall participate in the call.

b. The contractor shall provide a toll-free videoconferencing service for the meeting.

c. The agenda shall include:

i. Orientation to key team members and the park.

ii. Review the Scope of Work, project schedule, and deliverables.

iii. Review and discuss interview themes, goals, and objectives.

iv. Review and discuss government-furnished list of prospective interviewees.

v. Review and discuss government-furnished list of preliminary interview questions.

vi. Discuss possible sources for background research.

vii. Review and discuss protocols for scheduling and conducting interviews, obtaining release forms, and paying honoraria.

viii. Review and discuss COVID-19 filming protocols.

ix. Review and discuss production and technical parameters.

x. Discuss potential filming venues and dates.

2. Production Plan

Within 30 calendar days after the Post-Award Videoconference, the contractor shall submit a Production Plan to the COR via email in the latest version of Microsoft Word. The contractor shall revise the

Production Plan as needed in response to comments by the COR. The

Production Plan shall include the following:

a. A summary the key points shared and decisions reached during the

Post-Award Videoconference.

b. A description of the contractor’s proposed approach and timeline for contacting prospective interviewees and scheduling the interviews.

c. A description of the proposed approach for conducting research on the interviewees, revising the interview questions, and conducting the interviews.

d. A description of the proposed technical approach for filming the interviews, observing COVID-19 filming protocols, paying honoraria to interviewees, and obtaining release forms.

e. Names and locations of proposed venues, to include photos of interview rooms and greenrooms.

f. Name(s) and qualifications of proposed Makeup Artist(s) for each location shoot.

g. List of all proposed production equipment.

h. A description of the proposed approach for transcribing the interviews and preparing the interim and final deliverables.

i. A production schedule with proposed dates for the four location shoots.

3. Research

The contractor shall be responsible for researching the topics to be discussed in the oral history interviews. The contractor shall acquire sufficient knowledge of the Selma to Montgomery Voting Rights March of 1965, and of the biographies and accomplishments of each interviewee, to conduct in-depth interviews that elicit detailed, candid accounts of their personal experiences and reflections. The park has a limited collection of reference materials that shall be made available to the contractor upon request, but the contractor shall conduct independent research as necessary to prepare for the interviews.

4. Interview Scheduling

Upon approval of the Production Plan, the contractor shall:

a. Contact each person on the government-furnished list of interviewees to confirm their interest in participating, and to schedule a date and time for their interview. This process shall be accomplished in four phases to coincide with the four location shoots.

b. If an interview candidate declines or cannot be reached, the contractor shall immediately notify the COR, and the COR shall work with the park to identify a suitable replacement.

c. The contractor shall follow up with each interviewee at least one week but not more than 10 calendar days before the shoot to remind them of their appointment.

5. Interview Schedule and Questions

At least 30 calendar days prior to each location shoot, the contractor shall submit the following documents via email in the latest version of

Microsoft Word to the COR for review and approval. The contractor shall revise the documents as needed in response to comments by the

COR.

a. Interview Schedule. The Interview Schedule shall provide the date, time, and location for each interview; the name of each person to be interviewed; and a brief (100-word maximum) biography of each interviewee that describes their connection to the Selma-to-

Montgomery story.

b. Interview Questions. The interview questions shall reflect the unique experiences and perspectives of each interviewee, based on the contractor’s independent research.

c. Crew Info. Travel and lodging information for all crew members, daily crew call times, and emergency contact numbers for crew members.

6. Interview Shoots

a. The contractor shall shoot the interviews during four separate trips to

Alabama. The contractor shall propose the dates, locations, and venues for each shoot as part of the Production Plan. The number of shooting days and interviews per shoot shall vary depending on availability of interviewees in each location, but for budgeting purposes, bidders shall assume the following:

i. Selma, AL. This trip shall consist of seven 10-hour days, during which the contractor shall shoot approximately 25 interviews at a single location.

ii. Montgomery, AL. This shoot shall consist of seven 10-hour days, during which the contractor shall shoot approximately

25 interviews at a single location.

iii. Lowndes County, AL. This shoot shall consist of seven 10-hour days, during which the contractor shall shoot approximately 25 interviews at a single location.

iv. Marion and Camden, AL. This shoot shall consist of seven 10-hour days, during which the contractor shall shoot approximately 13 interviews at a single location in Marion, and approximately 12 interviews at a single location in

Camden.

b. The contractor shall obtain a signed release form from each interviewee at the time of the interview, using Attachment A, NPS

Release Form. The contractor shall digitally scan each signed release form as a PDF file for delivery on hard drive as per Section II.2.E, Post-Shoot Deliverables. The contractor shall deliver the original signed release forms to the COR with the hard copy of the Completion

Report as described in Section II.2.F, Final Deliverables and Closeout.

c. The contractor shall observe current Centers for Disease Control

(CDC), state, and local COVID-19 guidelines and protocols at all times while on location for this project. Refer to CDC guidelines at https://www.cdc.gov/coronavirus/2019-ncov/communication/guidance.html, and Alabama state guidelines at https://www.alabamapublichealth.gov/covid19/. At a minimum, the following protocols shall be observed throughout the project:

https://www.cdc.gov/coronavirus/2019-ncov/communication/guidance.html https://www.cdc.gov/coronavirus/2019-ncov/communication/guidance.html https://www.alabamapublichealth.gov/covid19/

i. The contractor shall notify the COR immediately upon potential exposure and/or a positive COVID-19 test result for any crew member.

ii. The contractor shall designate backup crew member(s) should any crew member(s) test positive prior to travel to set.

iii. If a crew member tests positive for COVID-19, they may not report to set until they have received two negative test results and are cleared by their healthcare provider.

iv. Crew members shall wash hands or sanitize upon arriving on set, and after breaks and meals.

v. Crew members shall remain six feet apart from each other and from interviewees and government personnel except as approved by the COR.

vi. Crew members shall wear KN95 or N95 masks at all times while inside, and while directly interacting with other crew and/or talent.

vii. The contractor shall provide hand sanitizer, cleaning wipes, gloves, and spare masks for all crew members and interviewees.

viii. The contractor shall ensure that filming sites are cleaned and sanitized at the end of each day.

ix. Each piece of equipment shall be handled, assembled, and set up by only one crew member whenever possible.

x. Each time equipment changes hands, it shall be freshly sanitized.

Equipment shall be periodically sanitized during each day on set.

xi. Filming venues shall be large enough to accommodate social distancing and shall have good ventilation and easy access to the outdoors.

xii. Camera, camera operator, and interviewer shall be positioned a minimum of six feet away from the interview subject when filming interviews.

xiii. Field monitor shall be positioned so that COR can view the monitor while maintaining a six-foot distance from interviewees and crew members.

xiv. Sound recordist shall disinfect lavalier microphones before the shooting day and between interviews, sealing them in new plastic baggies. The sound recordist shall give the baggies to interviewees through a contactless transfer whenever possible, and shall verbally instruct interviewees on the positioning of the microphones.

xv. Equipment shall be sanitized after each talent use.

xvi. Makeup artist shall wear KN95 or N95 masks and disposable gloves when interacting with interviewees. Face shields may also be worn but not as a replacement for masks. Gloves shall be replaced between interviews.

xvii. Makeup and supplies shall not be shared among interviewees.

7. Interim Deliverables

Within 30 calendar days of each shoot, the contractor shall provide one hard drive to the COR per the requirements in Section II.2.D, Technical

Specifications. The hard drive shall contain the following:

a. Original unedited, uncompressed 4K UHD footage of all interviews from that shoot

b. High-definition (1080p) MP4 proxy files of all interviews from that shoot

c. Transcripts of all interviews in the latest version of Microsoft Word

d. Scanned NPS Release Form for each interviewee in the latest version of Adobe PDF

e. Footage logs in Microsoft Word, Excel, or PDF format

D. TECHNICAL SPECIFICATIONS

1. Each interview shall be approximately 60-90 minutes in length, depending on the comfort level of the interviewee.

2. All interview questions shall be approved in advance by the COR. The interviewer shall ask open-ended questions designed to elicit detailed, candid, personal responses.

3. The interviewer shall not interrupt or talk over the interviewee in a way that would prevent their responses from being used as standalone soundbites in a documentary film.

4. The interviewer shall adhere to best practices for conducting oral history interviews as established by the Oral History Association

(http://www.oralhistory.org/about/principles-and-practices/), the

Smithsonian Institution (http://www.folklife.si.edu/the-smithsonian-folklife-and-oral-history-interviewing-guide/smithsonian), and the

Library of Congress American Folklife Center

(https://www.loc.gov/folklife/familyfolklife/oralhistory.html)

5. All footage shall originate in Ultra-High-Definition (4K UHD, 3840 x

2160 resolution) using a professional camera and lens pre-approved by the COR.

a. Minimum of 13 stops of dynamic range http://www.oralhistory.org/about/principles-and-practices/ http://www.folklife.si.edu/the-smithsonian-folklife-and-oral-history-interviewing-guide/smithsonian http://www.folklife.si.edu/the-smithsonian-folklife-and-oral-history-interviewing-guide/smithsonian https://www.loc.gov/folklife/familyfolklife/oralhistory.html

b. Minimum sensor size of “Super 35” or 35mm Full Frame

c. Camera raw file format

6. The contractor shall produce lower-resolution (high definition 1080p)

MP4 proxy files—either synchronous in camera or by using a post-production process—that can be played using the latest version of

QuickTime Player.

7. The frame rate shall be 23.97P.

8. The camera shall be mounted on a sturdy tripod with fluid head at all times.

9. All interviews shall be professionally lit using three-point soft lighting against a solid black backdrop to match the look of the government-furnished interview sample. No furniture shall appear in the shots, including the chair that the interviewee sits in. The contractor shall provide a black director’s chair or similar for interviewees if a suitable chair is not available at the venue.

10. Audio shall be recorded using a lavaliere microphone on the interviewee

(but not visible in the shot) and a boom shotgun microphone aimed at the interviewee. Audio from the two microphones shall be recorded on separate channels. Audio from the interviewer shall be clearly audible from the shotgun mic and/or the lavaliere for transcription purposes.

11. The equipment package for each shoot shall include:

a. One professional 4K ultra-high-definition camera

b. Media cards and batteries (sufficient quantity for ten hours of filming and sound recording per day); battery charger(s); cables

c. Laptop computer for downloading footage with capability to review dailies

d. External hard drive(s) for footage backup

e. One professional tripod with fluid head

f. Zoom lens to accommodate medium to close-up shots

g. One high-definition field monitor

h. Dimmable LED (Light Emitting Diode) lighting kit with stands, reflectors, flags, and diffusion material.

i. Lavaliere and shotgun microphones; microphone stands; cables; field mixer.

j. Solid black backdrop with stands.

12. All interview venues shall be quiet and acoustically “dead” (i.e. with carpeting, drapes, and/or other sound-absorbing materials), with adjustable temperature and lighting controls. The venue shall be large enough to accommodate social distancing and shall have good ventilation and easy access to the outdoors. The venue shall have an adjacent or nearby greenroom where arriving interviewees can await their recording session. The venue and greenroom shall be accessible for people with mobility impairments, including those who use wheelchairs. The venue and greenroom shall be sufficiently separated or acoustically isolated so that chatter from the greenroom is not audible during interview recording.

13. Approval or rejection of the contractor’s work shall first occur on-site during location filming. The COR shall be present during the film shoots and shall review the footage on-location to ensure that the government’s requirements are being met.

14. Interview transcripts shall be produced in the latest version of Microsoft

Word. Transcripts shall include the full name of the interviewee and interviewer, the date and location of the interview, and timecode reference numbers at the beginning of each question and each response. Word files shall be labeled as follows:

SEMO_Lastname_Firstname_Transcript.docx

E. POST-SHOOT DELIVERABLES

1. The contractor shall back up all digital files on a minimum of three redundant hard drives for each shoot.

a. Hard drives shall be industry-standard USB-3, USB-C or faster connection.

b. Hard drives shall be 7200rpm (revolutions per minute) or higher.

c. Total space used shall not exceed 75% percent of the hard drive space

(for example, a 10TB drive shall only carry 7.5TB of data)

d. All power and connector cords shall be provided.

e. Two of the three hard drives shall be formatted for Apple File System

(HFS+).

f. One of the three hard drives shall be formatted for Microsoft NTFS.

g. Encryption is required on all hard drives. Encryption software shall be approved by the COR prior to compiling the hard drives.

h. Two of the three hard drives shall be encrypted for Mac (FileVault).

i. One of the three hard drives shall be encrypted for PC (Bitlocker).

j. Hard drives and boxes shall be physically labeled as follows:

i. Park alpha code (SEMO)

ii. Project Number (AV-0099)

iii. Drive sequence number (i.e. Drive 1 of 3)

iv. Description of contents

2. The contractor shall ship one of the Mac-formatted hard drives to the

COR for review and approval no later than 30 calendar days after completion of each shoot.

3. The contractor shall deliver the remaining two hard drives as part of the final deliverable package.

4. In addition to the three required hard drives, the contractor shall back up all digital files to a minimum of two physical locations and shall ensure the safety of all assets until the final deliverables are submitted and accepted.

5. After each shoot, the contractor shall deliver the following files to the

COR on one of the Mac-formatted hard drives:

a. Original unedited 4K UHD video files in native camera file format or uncompressed QuickTime ProRes. All files shall have unique file names, and the file name shall include the park alpha code (SEMO).

b. MP4 proxy files at 1080p (produced synchronously in camera or using a post-process) for playback using standard office software such as Quicktime Media Player.

c. Interview transcripts in the latest version of Microsoft Word

d. Scanned NPS Release Form for each interviewee in the latest version of Adobe PDF

e. Footage logs in Microsoft Word, Excel, or PDF format to include the following information:

i. Date of filming

ii. Location of filming

iii. File name

iv. Brief description of each file (i.e. “Interview with Jane Doe, part 1 of 3”)

v. Duration of each file

vi. Camera used

vii. Type of audio recorded

viii. Other information pertinent to identifying the footage

ix. Identification of interviewees and interviewer

x. Thumbnail image of each interviewee

F. FINAL DELIVERABLES AND CLOSEOUT

Upon completion of the project, the following Final Deliverables shall be submitted to the COR:

1. Four Mac-formatted hard drives (one from each shoot) containing the files listed in Section II.2.E, Post-Shoot Deliverables.

2. Four PC-formatted hard drives (one from each shoot) containing the files listed in Section II.2.E, Post-Shoot Deliverables.

3. Completion Report (See Attachment B – Requirements for Completion

Report)

a. The contractor shall deliver one hard copy of the Completion Report in a three-ring binder which shall include all original signed release forms.

b. The contractor shall deliver one digital copy of the Completion Report to the COR via email or electronic file transfer in the latest version of

Microsoft Word. File formats for attachments are specified below.

c. The descriptions of the required attachments are revised as follows:

i. Attachment A: Release Forms. All original signed release forms shall be provided in the hard-copy binder. All scanned release forms shall be included in the digital copy as individual PDF files.

ii. Attachment B: Source Material List. Not required

iii. Attachment C: Credits. Not required

iv. Attachment D: Final Scripts. This attachment shall include all interview transcripts, in alphabetical order by last name. Digital copies of transcripts shall be provided as Microsoft Word documents.

v. Attachment E: Sequence Information. Not required

vi. Attachment F: Original Footage and Sound Logs. This attachment shall include the footage logs from each of the four shoots as described in Section II.2.E, Post-Shoot Deliverables.

Digital copies of footage logs shall be provided in Microsoft

Word, Excel, or PDF format.

vii. Attachment G: Music Cue Sheet. Not required

III. INVOICING

Electronic Invoicing and Payment Requirements - Invoice Processing

Platform (IPP) (May 2016)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4 Contract Terms and

Conditions - Commercial Items included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: none

The Contractor must use the IPP website to register access and use IPP for submitting requests for payment. The Contractor Government Business Point of

Contact (as listed in SAM) will receive enrollment instructions via email from the

Federal Reserve Bank of Boston (FRBB) prior to the contract award date, but no more than 3 - 5 business days of the contract award date. Contractor assistance with enrollment can be obtained by contacting the IPP Production Helpdesk via email IPPCustomerSupport@fiscal.treasury.gov or phone (866) 973-3131.

If the Contractor is unable to comply with the requirement to use IPP for submitting invoices for payment, the Contractor must submit a waiver request in writing to the Contracting Officer with its proposal or quotation.

(End of Local Clause)

IV. PERIOD OF PERFORMANCE (POP)

All work, including review and approval, shall be completed on or before October

1, 2023.

V. REVIEW AND APPROVAL

The COR shall notify the contractor, in writing, of approval or rejection of the work within 20 business days. For each deliverable, multiple drafts may be required https://www.ipp.gov/ until approved by the COR and shall be accounted for in the project schedule.

Any additions or corrections shall be completed within 15 business days. For each revised deliverable, the COR shall have 20 business days to approve or reject the new deliverable.

VI. CONTRACT TYPE

The NPS anticipates awarding a firm fixed price contract.

VII. TRAVEL

In accordance with Public Law 99-234, "Federal Civilian Employee and Contractor

Travel Expense Act of 1985", travel-related expenditures for Contractor's personnel are restricted to the limits established for federal employees. This includes mileage for company-owned vehicles.

The Contractor shall travel as required to support program tasks. All travel arrangements are to be made by the Contractor. Payment for transportation, per diem, mileage, parking, and other fair and reasonable travel expenses will be paid in accordance with the effective Federal Travel Regulations as amended and supplemented by the Department of the Interior travel regulations where applicable.

No Federal travel authorizations are to be issued. The Contractor shall make every effort to keep travel costs to a minimum. No reimbursement will be made for parking at a Contractor's normal place of work. No overhead, profit or G&A shall be allowed on travel costs.

Travel costs shall be reimbursed in accordance with the Federal Travel

Regulations. Travel is only funded to the extent specified within the travel

CLIN. The contractor shall not incur any travel costs in excess of the amount funded within the travel CLIN. The Government shall not be liable for any travel related costs incurred by the contractor which are in excess of the total amount funded within the travel CLIN.

If the contractor has reason to believe they may exceed the amount funded on the travel CLIN, they shall notify the Government Contracting Office immediately. Additional funding may only be added to the travel CLIN through a formal signed modification issued by a Government Contracting Officer. Profit, fee, G&A or overhead may not be incurred on travel costs.

VIII. DELIVERABLES AND DESTINATION POINT

1. The contractor shall deliver the following:

A. Production Plan, and Response to COR comments

B. Interview Schedule and Questions for Shoot #1, and Response to COR comments

C. Post-Shoot Deliverables for Shoot #1, and Response to COR comments

D. Interview Schedule and Questions for Shoot #2, and Response to COR comments

E. Post-Shoot Deliverables for Shoot #2, and Response to COR comments

F. Interview Schedule and Questions for Shoot #3, and Response to COR comments

G. Post-Shoot Deliverables for Shoot #3, and Response to COR comments

H. Interview Schedule and Questions for Shoot #4, and Response to COR comments

I. Post-Shoot Deliverables for Shoot #4, and Response to COR comments

J. Final Deliverables, and Response to COR comments

1) Four Mac-formatted hard drives (one per shoot)

2) Four PC-formatted hard drives (one per shoot)

3) Completion Report

2. The contractor shall ship the deliverables to the following destination:

National Park Service

[Name of COR]

Harpers Ferry Center

IDC Building

P.O. Box 50 / 67 Mather Place

Harpers Ferry, West Virginia 25425

IX. GOVERNMENT-FURNISHED PROPERTY

The government shall furnish the following items to the contractor via encrypted hard drive prior to the Post-Award Videoconference. The contractor shall return the hard drive to the COR within 30 calendar days of receipt.

1. List of interview candidates with contact information

2. List of potential filming venues

3. Oral history interview samples

X. CONTRACTOR PERFORMANCE ASSESSMENT REPORTING SYSTEM

NOTICE TO CONTRACTORS

Contractor Performance Assessment Reporting System (December 2015)

A. FAR 42.1502 directs all Federal agencies to collect past performance information on contracts. The Department of the Interior (DOI) has implemented the Contractor Performance Assessment Reporting System

(CPARS) to comply with this regulation. One or more past performance evaluations will be conducted in order to record your contract performance as required by FAR 42.15.

B. The past performance evaluation process is a totally paperless process using

CPARS. CPARS is a web-based system that allows for electronic processing of the performance evaluation report. Once the report is processed, it is available in the Past Performance Information Retrieval

System (PPIRS) for Government use in evaluating past performance as part of a source selection action.

C. We request that you furnish the Contracting Officer (CO) with the name, position title, phone number, and email address for each person designated to have access to your firm's past performance evaluation(s) for the contract no later than 30 calendar days after award. Each person granted access will have the ability to provide comments in the Contractor portion of the report and state whether or not the Contractor agrees with the evaluation, before returning the report to the Assessing Official (AO). Information in the report must be protected as source selection sensitive information not releasable to the public.

D. When your Contractor Representative(s) are registered in CPARS, they will receive an automatically generated email with detailed login instructions.

Further details, systems requirements, and training information for CPARS is available at https://www.cpars.gov/.

E. Within 60 days after the end of a performance period, the AO will complete an interim or final past performance evaluation, and the report will be accessible at https://www.cpars.gov/.

1. Contractor resentatives may then provide comments in response to the evaluation, or return the evaluation without comment.

https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2042_15.html https://www.acquisition.gov/sites/default/files/current/far/html/Subpart%2042_15.html https://www.cpars.gov/ https://www.cpars.csd.disa.mil/ https://www.cpars.gov/

2. Your comments should focus on objective facts in the AO's narrative and should provide your views on the causes and ramifications of the assessed performance.

3. All information provided should be reviewed for accuracy prior to submission.

4. If you elect not to provide comments, please acknowledge receipt of the evaluation by indicating "No comment" in the space provided, and then selecting “Accept the Ratings and

Close the Evaluation”.

5. Your response is due within 60 calendar days after receipt of the

CPAR. On day 15, the evaluation will become available in

PPIRS-RC marked as “Pending” with or without comments and whether or not it has been closed.

6. If you do not sign and submit the CPAR within 60 days, it will automatically be returned to the Government and will be annotated: "The report was delivered/received by the contractor on (date). The contractor neither signed nor offered comment in response to this assessment."

F. The following guidelines apply concerning your use of the past performance evaluation:

a. Protect the evaluation as source selection information. After review, transmit the evaluation by completing and submitting the form through CPARS. If for some reason you are unable to view and/or submit the form through CPARS, contact the CO for instructions.

b. Strictly control access to the evaluation within your organization.

Ensure the evaluation is never released to persons or entities outside of your control.

c. Prohibit the use of or reference to evaluation data for advertising, promotional material, pre-award surveys, responsibility determinations, production readiness reviews, or other similar purposes.

G. If you wish to discuss a past performance evaluation, you should request a meeting in writing to the CO no later than seven days following your receipt of the evaluation. The meeting will be held in person or via telephone or other means during your 60-day review period.

H. A copy of the completed past performance evaluation will be available in

CPARS for your viewing and for Government use supporting source selection actions after it has been finalized.

XI. ADDITIONAL WORK

Any additional work not detailed in this contract shall be approved, in writing, by the

Contracting Officer via a bilateral modification.

XII. LOSS OR DAMAGE

The contractor shall be liable for any loss or damage to any government property caused by negligence, theft, or willful misconduct of the contractor, his agents, servants, and employees, and shall indemnify and save the government harmless against all actions, proceedings, claims, demands, costs, damages, and expenses, including attorney’s fees, by reason of any suit or action brought for any actual or alleged injury to or resulting from the performance of this contract. The contractor shall submit a full written report to the Contracting Officer within 24 hours following the occurrence of such damage, loss, or injury.

If due to fault, neglect, dishonesty of the contractor, his agency or employees, loss or damage to government property is incurred during the performance of this contract, the contractor shall be responsible for same. The government, at its option, may in lieu of repayment, require the contractor to replace at his own expense, all such property as directed by the Contracting Officer. Until the equipment is repaired or replaced, the contractor shall furnish similar, adequate replacement property and/or equipment at no charge to the government, within two working days of the date the equipment has been lost, stolen, or damaged.

XIII. CONTRACT ADMINISTRATION

A. The National Park Service, Contract Specialist / Contracting Officer address is:

National Park Service, Harpers Ferry Center, Office of Acquisition Management

P.O. Box 50

67 Mather Place

Harpers Ferry, West Virginia 25425-0050

The contractor shall use the Contracting Officer as a point of contact on all business and administrative matters concerning this contract. All correspondence, other than that of a technical nature, shall be addressed to the

Contracting Officer, with information copies of the basic correspondence to the COR.

B. The National Park Service, COR address is:

National Park Service, Harpers Ferry Center, Office of Acquisition Management

P.O. Box 50

67 Mather Place

Harpers Ferry, West Virginia 25425-0050

The contractor shall use the COR as the point of contact for all technical matters under the contract. Technical correspondence shall be addressed to the NPS

COR, with an information copy of the basic correspondence to the Contracting

Officer.

XIV. FACILITY SECURITY POLICY

Contractors attending meetings or accomplishing work within the buildings or real property of the National Park Service shall adhere to the security policy of each office.

It shall be the responsibility of the contractor to contact the office before work begins for a briefing on security policies.

XV. INQUIRIES

Inquiries and all correspondence concerning this solicitation document shall be submitted via e-mail to the Contracting Officer.

All technical questions shall be submitted via email to Lauren Brauer, Contracting Officer, at Lauren_Brauer@nps.gov no later than 10:00 am ED on

August 17, 2021. A response shall not be furnished on questions received after the cutoff date and time. Oral communication/telephone communication is unacceptable.

All questions submitted shall reference specific parts of the solicitation including page numbers.

XVI. SITE VISITS

The government may conduct site visits during the period of performance of this acquisition. No formal pre-award site visit will be held for this project.

XVII. TECHNICAL DATA CONFIDENTIALITY

The quote submitted in response to this Request for Quote may contain technical data that the offeror or his subcontractor (s) does not want used or disclosed for any purpose other than for evaluation of the quote. The use and disclosure of any such technical data may be restricted, provided that the offeror marks the cover sheet of the quote with the following legend:

“Technical data contained in pages _______ of this quote shall not be used or disclosed, except for evaluation purposes.”

If a contract is awarded as a result of or in connection with the submission of this quote, the government shall have the right to use or disclose this technical data to the extent provided in the contract. This restriction does not limit the government’s right to use or disclose technical data obtained from another source without restrictions.

The government assumes no liability for disclosure or use of unmarked technical data and may use or disclose the data for any purpose and may consider that the quote was not submitted in confidence and therefore releasable under the Freedom of

Information Act (5 USC 552).

XVIII. LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

The following listed documents are attached and incorporated into this contract:

A. Attachment A – NPS Release Form, one page

B. Attachment B –Requirements for Completion Report, five pages

C. Attachment C – SEMO Contract Pricing Form, four pages

D. Attachment D - Wage Determinations, twenty-two pages

E. Attachment E – Past Performance Questionnaire, four pages

XIX. PAYMENT SCHEDULE

Upon completion and acceptance of all work, the contractor shall be paid a firm-fixed price of $______ in accordance with the following schedule:

A. Upon completion and acceptance of Production Plan

B. Upon completion and acceptance of Interview Schedule and Questions for Shoot #1

C. Upon completion and acceptance of Post-Shoot Deliverables for Shoot #1

D. Upon completion and acceptance of Interview Schedule and Questions for Shoot #2

E. Upon completion and acceptance of Post-Shoot Deliverables for Shoot #2

F. Upon completion and acceptance of Interview Schedule and Questions for Shoot #3

G. Upon completion and acceptance of Post-Shoot Deliverables for Shoot #3

H. Upon completion and acceptance of Interview Schedule and Questions for Shoot #4

I. Upon completion and acceptance of Post-Shoot Deliverables for Shoot #4

J. Upon completion and acceptance of Final Deliverables (Final 10% of total firm fixed price)

* Alternate quotes will not be accepted.

** All pricing shall be rounded to the nearest dollar.

*** The contractor shall propose as part of their quote. All deliverables shall be reviewed and approved by the COR prior to payment.

TOTAL FIXED PRICE: $______________

TRAVEL COSTS (FFP) $______________

PROJECT TOTAL: $______________

XX. INSTRUCTIONS FOR THE PREPARATION OF QUOTES

1. General. In this acquisition, “Offeror” refers to the proposed prime contractor and all proposed contractor team members, including subcontractors where a potential prime contractor agrees with one (1) or more other companies to have them act as its subcontractors under a specified Government contract or acquisition program (see FAR 44).

2. Preparation. The proposal shall be prepared clearly and concisely to demonstrate the Offeror has a complete understanding of the requirements. Offerors shall prepare proposals on the presumption that the

Government has no previous knowledge of the Offeror’s capabilities. Proposals will be evaluated only on the information specifically presented within the proposal, with the exception of the Past Performance evaluations as explained in the solicitation.

3. Handling of Proposals. See FAR 52.212-1 for rules concerning submission of offers and late proposals. Proposals will not be returned (except for proposals which are withdrawn in a timely manner).

4. Submission of Proposals. Failure to submit a response that is received by the stated time and date may result in the proposal not being considered. By submitting a proposal, the Offeror agrees to comply with all terms and conditions as set forth in this solicitation.

Submittal Format: All volumes shall be submitted via email to the

Contracting Officer, Lauren Brauer, at Lauren_Brauer@nps.gov. Links to

URLs shall not be considered.

Offerors are responsible for submitting proposals, and any modifications or revisions, so as to reach the Government office designated in the solicitation by the time specified in the solicitation.

In the event files are over 10MB, offerors shall submit a single, multi-platform

Universal Serial Bus (USB) Flash Drive. All files on the USB flash drive shall be readable on both a Windows PC and a Mac using standard office software.

The USB flash drive shall be encrypted and the Contractor shall submit a…