Sol_140P2124R0054.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number 140P2124R0054 is issued as a Request for Proposal (RFP) which constitutes the entire solicitation. Proposals with detailed breakdown are being requested. This acquisition will be conducted pursuant to FAR Part 13. This solicitation document incorporates all mandatory commercial item provisions and clauses in effect through Federal Acquisition Circular 2024-04, effective May 1st, 2024. This is a 100% small business set-aside. The North American Industry Classification System (NAICS) code is 512110, Motion Picture and Video Production, and the related small business size standard is $40M.

The government anticipates award of one (1), firm-fixed price contract.

REQUIREMENT: The purpose of this contract is to provide all audiovisual services to produce one 2- 4-minute silent exhibit video that shall continuously loop for Fort Larned NHS. The video shall be produced in 4K ultra-high-definition (UHD) video and shall have no program audio. The video shall be produced vertically and from one fixed location to replicate the view “through a window.” CGI shall also be utilized to recreate historic structures that are no longer at the site and to remove modern-day intrusions. The program shall also be produced with Audio Description (AD).

Due to space limitations, the complete commercial item specifications are contained in Solicitation Number 140P2124R0054. Interested contractors should download this document. The National Park Service is not responsible for locating or securing any information that is not identified in the quote.

The following Federal Acquisition Regulation (FAR) clauses and provisions are applicable to this announcement and are available at www.acquisition.gov.

52.212-1 Instructions to Offerors-Commercial Items; 52.212-2 Evaluation-Commercial Items;

52.212-3 Offeror Representations and Certifications-Commercial Items; 52.212-4 Contract Terms and Conditions-Commercial Items; 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Items; 52.232-33 Payment by Electronic Funds Transfer-Central Contractor Registration; 52.233-4 Applicable Law for Breach of Contract Claim; and 52.245-1 Government Property.

Questions shall be sent via email to tavis_salas@nps.gov by 12:00 pm ET, May 23rd, 2024. Questions submitted using any other method will not be entertained. The Point of Contact for this requirement is Tavis Salas, Contracting Officer. Offerors who contact anyone outside of the Office of Acquisition Management regarding this requirement, may automatically be excluded from competition.

All quote information shall be submitted for receipt no later than 12:00 pm ET, June 13th, 2024.

Offerors are hereby notified that if your quote is not received by the date/time and at the location specified in this announcement, that it will be considered late. The quote shall be submitted electronically via email to tavis_salas@nps.gov with the subject line clearly identifying “Solicitation Number 140P2124R0054 – “FOLS – Exhibit Video.” Offers by telephone, transmitted via facsimile (fax), or submitted using any other method will not be accepted.

All contractors must be registered in www.SAM.gov to be considered eligible for award.

http://www.sam.gov/ http://www.sam.gov/

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

PHF

Harpers Ferry WV 25425 IDC Building 67 Mather Place DOI, NPS, HFC - Acquisition Managem

0009060803 CODE 16. ADMINISTERED BYCODE

X

X

X

512110

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORPWA

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

06/13/2024 1200 ED

05/16/2024

2409975826Tavis Salas (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

140P2124R0054

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 70 0040659301OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Harpers Ferry WV 25425 IDC Building, 67 Mather Place NPS, Harpers Ferry Center

15. DELIVER TO

Denver CO 80225 P.O.Box 25287 MS WCP

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$40

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

NPS, WASO - WCP Contracting

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (EDWOSB)

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

The purpose of this contract is to provide all audiovisual services to produce one 2-4-minute silent exhibit video that shall continuously loop for Fort Larned NHS. The video shall be produced in 4K ultra-high-definition (UHD) video and shall have no program audio.

Delivery: 04/18/2025

00010 FOLS Exhibit Video Continued ...

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

Tavis Salas

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT: REFERENCE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Product/Service Code: T006

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- FILM/VIDEO TAPE

PRODUCTION

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

70 2 of

RFP 140P2124R0054

SCOPE OF WORK

EXHIBIT VIDEO FOR

FORT LARNED NATIONAL HISTORIC SITE

I. BACKGROUND AND PURPOSE

Fort Larned National Historic Site, in Larned, Kansas, preserves Fort Larned, a US Army cavalry post that protected traffic along the Santa Fe Trail, an important overland trade route between Independence, Missouri, and Santa Fe, in the 1860s and 1870s. The well-preserved sandstone fort shares a tumultuous history of the Indian Wars era and the settlement of the American West. The buildings sheltered troops who were known as the Guardians of the Santa Fe Trail. Additional information about the park is available at www.nps.gov/fols.

The purpose of this contract is to provide all audiovisual services to produce one 2-4 minute silent exhibit video that shall continuously loop for Fort Larned NHS. The video shall be produced in 4K ultra-high-definition (UHD) video and shall have no program audio. The video shall be produced vertically and from one fixed location to replicate the view “through a window.” CGI shall also be utilized to recreate historic structures that are no longer at the site and to remove modern-day intrusions. The program shall also be produced with Audio Description (AD).

II. SCOPE OF WORK

This project shall be for the production of one 2-4 minute silent exhibit video that shall continuously loop for Fort Larned NHS in Larned, KS. The video shall be produced in 4K ultra-high-definition (UHD) video and shall no program audio.

The video shall be produced vertically and from one fixed location to replicate the view “through a window.” CGI shall also be utilized to recreate three historic structures that are no longer at the site (Laundress Quarters (2) and Adobe Hospital) and to remove modern-day intrusions. Each program shall also be produced with Audio Description (AD).

The exhibit video shall present vignettes of historical reenactments of civilian life on the fort grounds as if seen through a window in the visitor center looking out on the fort grounds. The video shall include laundresses, children, animals, passers-by, etc. and illustrate the diversity of the civilian inhabitants and intersections of cultures at the fort. Reenactors and props shall be provided by the park.

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 SOW and its attachments.

1. Exhibit Video (NPS Project Number FOLS_AV0180):

Specification Overview:

a) Video Format: 4K Ultra-High-Definition (UHD) 2160 x 3840 resolution (vertical/portrait presentation)

b) Length: 2 to 4 minutes

c) Language(s): English

d) Audio: MOS. silent. No audio. No music. No narration.

e) Accessibility: Audio Description (AD) is required

f) Film shoot: Original 4K UHD footage is required. The shoot shall occur over one day (but is weather dependent and shall not occur during rain or snow). Filming shall occur between May – July when the grass around the visitor center is green. Filming shall be accomplished via one camera in a fixed location, as it would appear from the perspective of looking out one window in the visitor center. Care shall be taken to eliminate modern-day intrusions whenever possible. Additional location filming and/or stock footage is not required.

g) Small-scale historically accurate reenactments shall be filmed.

Historical reenactors and props shall be provided by the park.

h) Green screen technology or comparable shall be utilized during filming so that historic buildings can be incorporated in post-production via CGI technology. CGI shall also be utilized to remove modern-day intrusions in the viewshed such as the riparian area (see Attachment N_view from window).

i) As this program shall appear as a “scene through a window,” no on-screen graphics shall be incorporated.

j) As this is a continuously looping program, the first and last frames shall be produced to allow for seamless looping of the scene and actions.

III: 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, COR, and HFC Project Manager.

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

3) The contractor shall cc the HFC Contracting Officer and HFC Project Manager on all email communications with the COR.

f. Initiate, participate in, 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 or a link utilizing NPS-approved video conferencing software for the calls. The contractor shall submit meeting notes via email to the COR no later than five business days after each meeting.

2. Format and Method for Submitting Deliverable Documents and Film Edits

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

b. Unless otherwise specified, all documents shall be created in the latest version of Microsoft Word. Documents shall be dated and versioned, with headers and page numbers.

c. Document file names shall include the park alpha code (FOLS), AV program number (AV0180), deliverable description, version number, and date submitted. File names shall use CamelCase when needed. Per best practices, no spaces or punctuation other than underscores shall be used.

Example: FOLS_AV0180_ProductionPlan_v2_061524.

d. All film edits shall be submitted digitally via the Harpers Ferry Center Microsoft Teams site unless otherwise approved by the COR.

3. NPS Release Forms The contractor shall obtain completed release forms for all “talent” that appears in the program. The contractor shall also generate a Cast List that includes the names of all participants and the character they portrayed.

a. The use of the National Park Service Release Form is mandatory for all “Talent” (including interview subjects, actors, reenactors, narrators, musicians, and music composers) appearing in or providing content for all media produced. Refer to Attachment A_ NPSIndividualReleaseForm and Attachment B_ NPSMaterialsRelease Form.

i. Each release form shall include a note on it about the scene and/or location where the release form was collected.

b. The following use rights shall be required: All uses, all media, all locations, in perpetuity.

4. Accessibility

a. The completed films shall meet all NPS accessibility guidelines. Refer to Attachment E_NPSProgrammaticAccessibility.

i. Additional information can be found at:

https://www.nps.gov/subjects/hfc/accessibility.htm

b. Contractor shall produce Audio Description (AD) for the Exhibit Video.

c. Contractor shall pace all scripts and edits to accommodate an AD narration track. The AD track shall not be obscured by any dialogue or sound effects.

https://www.nps.gov/subjects/hfc/accessibility.htm

B. DEVELOPMENT AND PRE-PRODUCTION PHASE

Work performed during the Development Phase centers on ensuring that the project is logically structured, and its goals are understood and realistically attainable within the contractor’s budget, schedule, and other specified parameters. For each deliverable, multiple drafts may be required until approved by the COR. The contractor shall prepare and submit written response to COR review comments, including any questions or points for clarification.

Work in this phase shall include:

1. Post-Award Conference Call

The contractor (at a minimum, the Producer and Project Manager) shall participate in a one-hour post-award web-based video conference with the Contracting Officer, COR, and park staff. Time and date shall be determined between the COR and contractor after award.

a. The post-award conference call shall include:

1) Orientation to key team members,

2) Review of the Scope of Work, project schedule, and table of deliverables,

3) Review all accessibility requirements for the project,

4) Review requirements for use rights in relation to acquisition of materials.

b. Within five business days after the post-award call, the contractor shall submit detailed call notes to the COR via email.

2. Post-Award Site Meeting

The contractor shall attend a one-day On Site Post-Award Meeting at the park with the COR and park staff. The Post-Award Meeting shall be attended by a minimum of the Project Manager and Director of Photography listed as Key Personnel. Schedules and dates shall be determined by the COR, park, and contractor after award.

a. The on-site post-award meeting shall include:

1) A tour of the park visitor center and fort grounds and identifying potential filming location(s),

2) Review and discuss program content, goals, and objectives,

3) Review available Park resources and materials, including available historical reenactors,

4) Identify CGI requirements and resources for re-creating historic buildings that shall appear in the final program.

b. Within 10 business days after the meeting, the contractor shall submit a report to the COR. The report shall include:

1) Brief outline of what occurred (including participating people and locations).

2) Brief outline of information provided by any Subject Matter Experts

(SMEs).

3) Project brief summarizing the results and key decisions made during the meeting.

c. Prepare and submit written response to COR review comments.

3. Project Schedule Within 10 business days after the Site Meeting, the contractor shall produce a detailed, complete overall Project Schedule listing all submittals, review times, and final deliverables. Submittal and Review times shall account for multiple revisions. The goal of this schedule is to map out broad time windows for each stage of the process. The project schedule shall be submitted via email in the latest version of Microsoft Word or Excel to the COR for review and approval.

The contractor shall update the approved schedule and resubmit to the COR as needed over the life of the project.

4. Research The contractor shall be responsible for performing content research for historical accuracy. The contractor shall also be responsible for researching, acquiring, and licensing all elements used to create the final production.

This is not a separate submittal, but shall be required for successful completion of treatments, scripts, rough cuts, and other project submittals.

5. Treatment and Production Plan

The contractor shall prepare and submit a Treatment and a Production Plan for the Exhibit Video. The Production Plan for this project shall play a large role in the success of the project. The Treatment and Production Plan shall align and demonstrate an understanding of contract requirements. Care shall be taken in this stage to ensure a feasible plan to overcome any production challenges and risks identified during the post-award meeting. Multiple drafts may be required until approved by the COR.

The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

a. Broadly, the Treatment shall reflect the following:

1) The contract requirements, especially Section II.A. – General

Requirements.

2) The in-depth discussions between the contractor, COR, and any park staff, park partners, consultants, or advisors during the on-site post-award meeting.

3) The contractor’s research.

4) A creative approach that is appropriate for a broad range of viewers of all ages, ethnicities, and abilities.

5) A creative approach that is “evergreen” and does not include content or production techniques that date the film.

b. Specifically, the Treatment shall include the following:

1) Narrative overview of the proposed creative approach to the storyline and storyteller(s) and how this meets the project goals.

2) Description of the proposed visual highlights.

3) Description of any proposed on-screen participants (including the role each plays in the film’s narrative).

4) Proposed style of filming for original material.

5) Description of proposed scenes and location, with sufficient detail to provide a sense of the proposed production, including narrative on how this meets the content and location requirements.

c. The Production Plan shall include the following:

1) Proposed schedule for pre-production, production, and post-production (this shall be an expanded version of the Project Schedule).

2) Identification of all filming locations, including proposed production techniques and logistics and safety report for each location.

3) Description of proposed approach for reenactment filming.

4) Description of proposed approach for computer-generated imagery

(CGI).

5) Proposed production techniques.

6) Proposed camera(s) with specifications.

7) Acknowledgement and Safety Plan that addresses the approach to the unique production challenges, compliance requirements, and known risks specific to this project.

6. Draft Script(s)

a. The Contractor shall develop a draft script based on the approved treatment and production plan.

1) The first draft script shall demonstrate the proposed storyline, narrative arc, and pacing.

2) As there is no narration or voiceover in this program, the script shall focus on the scene(s) and characters portrayed and their actions during the sequence.

3) Subsequent drafts shall be fleshed out based on client feedback.

b. The contractor shall develop and submit all scripts in accordance with the following requirements:

1) The first draft script shall be in a two-column format.

2) During the production phase, all scripts shall be presented in a two-column format with numbered scenes, visual information, and cueing in the left column, and any suggested dialogue and sound effects in the right column.

3) Script shall be submitted in the latest version of Microsoft Word.

4) All pages shall be numbered.

5) The script cover shall contain the program title, AV production number, date, client organization and address, and the Contractor’s name, address, and telephone number.

c. Multiple drafts may be required until approved by the COR.

d. The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

7. Storyboards

a. The Contractor shall develop a storyboard for all reenactment sequences and CGI/visual effects sequences based on the approved script.

1) The storyboard shall consist of photos, illustrations, or drawings displayed in sequence for the purpose of pre-visualizing the film.

2) The storyboard shall convey any proposed camera shots, visual effects, and CGI/ animations as they are to appear in the final film.

3) Visuals are not expected to be final or full resolution in the first draft; placeholder images that convey the design intent are sufficient for the first draft.

4) Multiple drafts may be required until approved by the COR.

Subsequent drafts shall be fleshed out based on client feedback.

b. The contractor shall develop and submit all storyboards in accordance with the following requirements:

1) Storyboards shall be delivered as color PDF files in a standard storyboard template with no more than nine frames per page.

2) Each frame shall include the scene number, shot number, a narrative description of the action in the shot, and any proposed dialogue, or sound effects for that shot.

3) Printable page size shall be standard 8 ½ x 11”.

4) All pages shall be numbered.

5) The storyboard cover shall contain the program title, production number, date, client organization and address, and the Contractor’s name, address, and telephone number.

c. Multiple drafts may be required until approved by the COR.

d. The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

C. PRODUCTION PHASE

Work performed during the Production phase centers on the acquisition of media and other supporting material. The contractor shall propose a shoot window (between May and July) in which to accomplish the shoot as well as the timing and duration of the proposed shoot day. The use of a shoot window is intended to allow flexibility in the schedule, while providing a benchmark for submittals, approvals, and payments. Shooting shall be avoided during and directly adjacent to federal holidays due to increased visitation. The shoot schedule shall be submitted as part of the Project Schedule.

As reenactments are included, the contractor shall work with the Park’s Volunteer Coordinator to assist with planning, logistics, and recruitment.

All field shoots shall minimize the impact to natural and cultural resources, and this shall be reflected in the crew size and gear selection.

The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

For each task, multiple drafts may be required until approved by the COR.

1. Submittals during the Production Phase:

a. Updated Project Schedule based on approved Treatment and Production Plan.

b. Reenactment shoot: wardrobe and prop plan, Shooting Script, Filming Schedule, and Post-Shoot Deliverables.

i. At least 30 calendar days prior to the start of reenactment filming, the contractor shall submit a PDF document with photographs and descriptions of all costumes and accoutrement proposed for use by featured actors; and all major set pieces, props, and other items proposed for use in reenactments.

2. Specifications during the Production Phase:

a. Shooting Script and Filming Schedule Prior to each shoot the following submittals are required unless otherwise agreed to by the COR:

1) Develop and submit to the COR a Shooting Script and Filming

Schedule for each location shoot no later than 21 calendar days prior to the start of filming.

2) The Shooting Script shall include:

a) Scenes to be filmed at each location, with script references,

3) The Filming Schedule shall include:

a) Names, titles, and phone numbers for all film crew members,

b) Film crew travel and lodging information,

c) Daily crew call and wrap times,

d) Location(s) and time(s) for filming

e) Contractor’s emergency contact information,

f) Safety, contingency, and compliance plans,

g) General gear and equipment list.

b. Principal Photography Specifications are as follows, unless otherwise approved by the COR:

1) Footage shall originate in Ultra-High-Definition (4K UHD, 2160 x

3840 resolution, “portrait style”), 23.97P frame rate, using a professional camera and lenses pre-approved by the COR.

2) The contractor shall adjust camera exposure and white balance according to lighting, location, and time of day; ensure all footage is in sharp focus; provide camera moves that are smooth and at a speed that minimizes camera blur; and ensure lenses are free from dirt and dust.

3) Scenes shall be aesthetically framed; horizons shall be level; scenes shall be shot during ideal lighting conditions for the subject matter.

4) Special effects filters shall not be used unless pre-approved by the

COR.

5) All cameras shall be mounted on a sturdy tripod with fluid head or other stabilizing device.

6) ALL original footage shall be logged.

c. Sound Recording No sound is required for this program.

d. Reenactments

1) Historically accurate reenactments are required. Park staff shall participate in all planning and provide final approval regarding historic appropriateness.

2) Reenactment scenes shall shall portray realistic settings and characters.

3) The highest degree of historical accuracy and attention to detail is mandatory in reenactments. The contractor shall be responsible for ensuring that everything captured on camera —including actors, reenactors, costumes, accessories, props, sets— is historically accurate.

e. Post-Shoot Deliverables

The following submittals are required after each shoot unless otherwise agreed to by the COR. Submittals shall be delivered via hard drive. See section Section III.E.2 – Hard Drive Specifications for hard drive requirements.

1) Field Documentation (submit by digital file transfer, and include a copy on the hard drive):

a) The approved Shooting Script and Filming Schedule

b) PDF scans of signed release forms.

c) Footage logs, including:

i) date of filming

ii) location of filming

iii) description of scenes including any discrete scene numbers

iv) camera(s) used

v) other information pertinent to identifying the footage

vi) identification of anyone on screen

vii) thumbnails from each shot (using software such as Shotput Pro 6, TrueCheck, Foolcat, or equal)

2) Source Material (submit by hard drive only):

a) All video files shot in their native format with naming convention containing park alpha code (FOLS).

b) Look Up Tables (LUTs). If shooting raw, include the DP report to show what raw settings were intended to be used.

c) Proxy files at 1080p (produced synchronously in camera or using a post-process) for playback using standard office software.

d) Camera logs including:

i) Camera settings

ii) Take info

iii) File transfer info for post

iv) Other information pertinent to the files

D. POST-PRODUCTION PHASE

The following tasks shall be required during this phase. The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification. For each task, multiple drafts may be required until approved by the COR.

1. Rough-Cut Edits and Edit Scripts

Contractor shall submit First Rough-Cut Edits and corresponding Edit Scripts in accordance with the following requirements:

a. The First Rough-Cut Edits shall include enough of the structure and content to evaluate the validity of the approach and to determine if changes are needed to enhance the clarity and strengthen the goals and objectives of the program. Low-res footage is acceptable during this stage.

b. The First Rough Cut Edit Scripts shall be updated to match the edit and include any relevant notes or clarifications for elements to come.

2. Animation and Computer-Generated Imagery (CGI)

For each animation and CGI sequence, the contractor shall submit the following:

a. Work-In-Progress 1

Storyboards, graphic layouts, modeling, and sample demonstrations illustrating movement.

b. Work-in-Progress 2

All elements shall be incorporated into the animation or CGI sequence in accordance with the required, agreed upon changes from the Work- In-Progress 1 stage.

c. Final Animations/CGI Sequences

All animations and visual effects are finalized in accordance with required, agreed upon changes from the Work-In-Progress 2 stage.

For each stage, Contractor shall prepare and submit written response to COR review comments.

Multiple revisions incorporating all required, agreed upon changes may be required until approved by the COR.

3. First Fine-Cut Edit and Edit Script

Contractor shall submit the First Fine-Cut Edit and corresponding Edit Script in accordance with the following requirements:

a. First Fine-Cut Edit and Edit Script shall address comments and incorporate the required, agreed-upon changes from the final approved Rough-Cut.

b. First Fine-Cut shall include CGI and best resolution footage.

4. Second Fine-Cut Edit and Edit Script

Contractor shall submit Second Fine-Cut Edits and corresponding Edit Script in accordance with the following requirements:

a. Second Fine-Cut Edit and Edit Script shall address comments and incorporate the required, agreed-upon changes from the First Fine-Cut stage.

b. Final CGI shall be included.

5. Audio Description

Audio description describes visual content important to understanding the content and context of a program. People who are blind or have low vision are the primary audience, but audio description can also be used by people who have print disabilities or auditory learning styles. Audio description provides the viewer with information that further describes the visual content not provided in the primary audio track and is a separate audio track synchronized with the program’s primary audio track.

Audio Descriptions shall meet all recommendations in the NPS Accessibility Guidelines, which can be found at:

https://www.nps.gov/subjects/hfc/accessibility.htm

a. Submit audio description scripts for all programs to the COR via email in the latest version of Microsoft Word.

b. Scripts shall include timecode that sync the audio to the correct visuals.

c. Submit revised scripts reflecting COR requested changes prior to narration recording.

d. Submit a MP3 file electronically via email of the edited audio description tracks for review.

https://www.nps.gov/subjects/hfc/accessibility.htm

e. Upon approval by the COR, the contractor shall incorporate the final edited AD tracks into the approved Second Fine Cut or online mix and submit to COR for review.

f. The contractor shall prepare and submit written response to COR review comments.

6. On-Line Edit, Sound Design and Mix, and Color Correction Contractor shall submit On-Line Edits with corresponding edit scripts.

On-Line Edits shall have final color correction.

E. FINAL DELIVERABLES AND CLOSEOUT

1. FINAL DELIVERABLES

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

a. Three identical hard drives, each containing the Final Deliverables listed in the tables below:

i. Refer to Section III.E.2 Hard Drive Specifications for hard drive requirements.

ii. Final deliverables shall be organized into folders as shown on

Attachment J – Folder Structure.

iii. Files names shall include the park alpha code (FOLS), assigned program code, deliverable description, version #, and date submitted. File names shall use CamelCase when needed. Per best practices, no spaces or punctuation other than underscores shall be used. Example: FOLS_AV0180_ProductionPlan_v2_061524.

a. For additional guidance on labeling files, including language variations, refer to Attachment I – File Naming Conventions.

VIDEO, AUDIO, & CAPTION FILES –

Format Audio Mix

SDH/

Open Caption

AD Notes

A. No SDH or AD (“clean”):

a. UHD (4K) Apple HD ProRes422 (HQ)

b. UHD (4K) H.265 (HEVC), 4:2:0 subsampling with 10bits of depth (Main 10

MOS No No

Profile), .mp4, Constant Bit rate 40 Mbps, or current Bright Sign compatible

c. HD Apple HD ProRes422 (HQ)

d. High Definition (HD) H.264 encoded file

(25 megabits per second, Constant Bit Rate)

B. With AD:

a. UHD (4K) Apple HD ProRes422 (HQ)

b. UHD (4K) H.265 (HEVC), 4:2:0 subsampling with 10bits of depth (Main 10 Profile), .mp4, Constant Bit rate 40 Mbps, or current Bright Sign compatible

c. HD Apple HD ProRes422 (HQ)

d. High Definition (HD) H.264 encoded file

(25 megabits per second, Constant Bit Rate)

Stereo No Yes

C. Audio description tracks:

a. Audio Description-Only track .wav

b. Audio Description-Only track .mp3

Stereo Yes

PROJECT FILES

D. All project files, including editing project files, animation project files, and all original footage and linked files including archive of transcoded/uncompressed/color graded QuickTime footage.

E. All original artwork, CGI, graphics, photographs, slides, transparencies, and other source materials created for the production.

F. COMPLETION REPORT

See Attachment H –RequirementsForCompletionReport

CR_A Licenses/Release Forms, and Permission Letters CR_B Source Material List CR_C Credits CR_D Final Scripts CR_E Sequence Information CR_F Original Footage Logs

2. HARD DRIVE SPECIFICATIONS

Hard drives for Final Deliverables shall meet the following requirements:

1. Industry standard USB 3, USB C, or faster connection.

2. Spinning disk hard drives shall be 7200rpm (revolutions per minute) or higher.

3. Total space used shall not exceed 75% percent of the hard drive space (i.e. a 10TB drive shall only carry 7.5TB of data)

4. All power and connector cords shall be provided.

5. Two of the three hard drives (or hard drive sets) shall be formatted for

Apple File System (APFS).

6. One of the three hard drives (or hard drive sets) shall be formatted for

Microsoft NTFS.

7. Encryption is required on all hard drives.

a. Encryption software shall be approved by the COR prior to compiling the hard drives.

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

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

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

a. Park alpha code (FOLS)

b. AV Numbers (AV-0180)

c. Drive sequence number.

d. Description of contents.

IV. INVOICING & PAYMENT SCHEDULE

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 https://www.ipp.gov/ 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)

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.

Upon Completion and Acceptance of: Amount:

Pre-production Phase

1. Post-Award Site Meeting Report and Project Schedule $ __________

2. Treatment and Production Plan $ __________

3. 1st Draft Scripts and Storyboards $ __________

Production Phase

4. Post-Shoot Deliverables from Reenactment Shoot $ __________

5. Animation and CGI Work-in-Progress 1 $ __________

Post-Production Phase

6. First Rough-Cut Edits with Edit Scripts $ __________

7. Final CGI Animations $ __________

8. First Fine-Cut Edits with Edit Scripts $ __________

9. Final scripts for Audio Description $ __________

10. On-Line Edits with Sound Design, Mix, and Color Correction $ __________

Final Deliverables and Closeout

11. Final Deliverables and Closeout Package $ 10% of total firm-fixed price

* 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.

V. PERIOD OF PERFORMANCE (POP)

Anticipated start of performance is June, 2024 and shall be completed on or before April 18, 2025.

VI. REVIEW AND APPROVAL

All service and work performed under this contract shall be subject to inspection and acceptance by the designated Contracting Officer's Representative (COR) at any time during performance.

The COR shall notify the contractor, in writing, of approval or rejection of the work within 10 business days. For each deliverable, multiple drafts may be required until approved by the COR and shall be accounted for in the project schedule.

Any additions or corrections shall be completed within 10 business days. For each revised deliverable, the COR shall have 10 business days to approve or reject the new deliverable.

In the event the government delays comments beyond the period specified, the contractor shall be entitled to a day-to-day extension in the completion date.

VII.CONTRACT TYPE

The NPS anticipates awarding a firm fixed-price contract.

VIII.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.

IX. DELIVERABLES AND DESTINATION POINT

The contractor shall deliver the following, along with responses to COR comments:

1) Development and Pre-Production Phase

a) Post-Award Conference Call notes

b) Post-Award Site Meeting Report

c) Project Schedule

d) Treatment and Production Plan

e) Storyboards

f) First Draft Scripts

2) Production Phase

a) Updated Project Schedule

b) Shooting Script, Wardrobe & Prop Plan, and Filming Schedule for

Reenactment Shoot

c) Post-Shoot Deliverables from Reenactment Shoot

3) Post-Production Phase

a) Animation and Computer-Generated Imagery (CGI) Work-in-Progress 1

b) Animation and Computer-Generated Imagery (CGI) Work-in-Progress 2

c) Animation and Computer-Generated Imagery (CGI) Final Animations

d) First Rough-Cut Edit with Edit Script

e) Second Rough-Cut Edit with Edit Script

f) First Fine-Cut Edit with Edit Script

g) Second Fine-Cut Edit with Edit Script

h) Audio Description Scripts

i) Audio Description Recordings

j) On-Line Edit, Sound Design and Mix, Color Correction, and Edit Script

4) Final Deliverables and Closeout

a) Hard Drives containing all Final deliverables

The contractor shall ship the deliverables to the following destination:

[Attn: COR] NPS, Harpers Ferry Center

67 Mather Place Harpers Ferry, West Virginia 25425

X. GOVERNMENT-FURNISHED PROPERTY

There is no government furnished property associated with this contract.

XI. 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 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 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 Representatives may then provide comments in response to the evaluation, or return the evaluation without comment.

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 https://www.cpars.gov/ https://www.cpars.csd.disa.mil/ https://www.cpars.gov/ contractor neither signed nor offered comment in response to this assessment."

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

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.

Strictly control access to the evaluation within your organization. Ensure the evaluation is never released to persons or entities outside of your control.

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.

XII. ADDITIONAL WORK

Any additional work not detailed in this contract shall not performed without prior approval, in writing, by the Contracting Officer via a bilateral modification.

XIII. 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.

XIV. CONTRACT ADMINISTRATION

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

Attn: Contracting Officer National Park Service, Harpers Ferry Center, Office of…