B08_Solicitation_Attachment_1_-_Specifications_-_3D_Maps.pdf

ATTACHMENT 1

SPECIFICATIONS

3-D Maps of

First and Second Fort Smith

Fort Smith National Historic Site Fort Smith, Arkansas

A. BACKGROUND

1. Fort Smith National Historic Site (FOSM), located in downtown Fort Smith, Arkansas, is a unit of the National Park Service. It preserves, protects, and interprets the significant resources and stories associated with Federal Indian Policy that facilitated westward expansion, Indian Removal, the establishment of two on-site military forts, as well as shaping the early Federal Justice System. The history of the Fort Smith area abounds with tales of heroism, battles, and social justice. This site became an important and strategic location for keeping peace in the West during the 1800’s. Fort Smith National Historic Site receives approximately 163,000 visitors annually.

B. PURPOSE

1. The purpose of this project is to add a tactile element to educate and improve visitor understanding of the layout of the First Fort Smith and Second Fort Smith.

2. Fort Smith’s requirement is for the development and fabrication of two (2) three-dimensional (3D) maps; one of the First Fort Smith, and one of the Second Fort Smith. The primary audience for both maps are the blind and visually impaired; however, both maps should be able to be read and understood by sighted visitors as well.

C. ACRONYMS AND TERMS. Throughout this work statement:

1. Contracting Officer, also referred to as “CO” means a person who, by appointment in accordance with applicable regulations, has the authority to enter into, administer, make changes to, and/or terminate contracts and make related determinations and findings thereto.

2. Fort Smith National Historic Site is also referred to as “Fort Smith” or “FOSM.”

3. Where actions, approvals, receipt, submission, acknowledgments, etc… by the “Park” are so stated, “Park” means the government employee at Fort Smith who is designated by the Contracting Officer for the oversight and the monitoring of the quality of work performed under this contract.

D. SCOPE OF WORK

1. Independently, and not as an agent of the Government, the Contractor shall provide all labor, supervision, materials, equipment, tools, supplies, facilities, travel, and incidentals necessary to develop and fabricate two (2) tactile three-dimensional (3D) scale maps; one map will be of the First

Fort Smith and the second map will be of the Second Fort Smith. Utilizing government-furnished reference information, collectively with the Contractor’s own research, the Contractor shall develop and fabricate the 3-D scale maps. Each shall be between 24 inches square and 38 inches square, and the base thickness must able to firmly support surface features. The base thickness must be a minimum of one-half inch (0.5”) and should not exceed one inch (1.0”), excluding surface features, and be completed with hardware ready for stable and stationary table top style mounting. It is the Park’s intent to be able to display the maps on table top style foundations. The Park will construct the two (2) wooden foundations (tables), one table per map, upon which the maps will be mounted.

The dimensions of each table will be based on the scale of the Fort footprint. Because of the different size footprint of each fort it may be necessary for each table to be a different size so the scale of the structures/buildings is the same for both maps. Text, labeling the different structures/buildings and key geographic features, shall be incorporated into the maps. Contractor will collaborate with the Park to develop the appropriate list of structures/buildings legend (see paragraph 2., 2.a., and 2.b. below). The height and width of the tactile elements of the maps will be a scale relative to the footprint of the map. An example of the style for which FOSM is seeking is depicted in Exhibit B, which is from Castillo de San Marcos (CASA), St. Augustine FL. The available location for the maps are along a wall in the open cell (see Exhibit C). Contractor shall deliver or ship the completed maps and mounting hardware, with mounting instructions, to the Park for the Park to install. It is the Park’s intent to be able to display the maps on a table top style base.

2. The maps shall depict the structures/buildings for the First and Second Fort Smith based on plans and historic images. First Fort footprint on Google earth (Exhibit D) and Second Fort layout on Google earth (Exhibit E) in 3-D. All features shall be numbered and there shall be a Legend in both English and Braille. Exhibits A and F are provided for informational purposes.

Exhibit A shows each Fort’s location as situated on the Fort Smith grounds. Exhibit F (two images) is a 3-D tactile exhibit panel (with Braille) of the blueprints of the Second Jail at Fort Smith that was fabricated for Fort Smith earlier this year. The 3D maps shall be similar to those shown in Exhibit F.

a. The Legend for the first fort shall include: Poteau River and/or Arkansas River (depending on scale), Blockhouse (2), Officer’s Quarters, Enlisted men’s Barracks, Medical, and Workshops.

b. Legend for the second fort shall include Officer’s Quarters (2), Enlisted Men’s Barracks, Commissary, Quartermaster Office, Cistern, Guardhouse, Fort Wall, Powder Magazine, Bastion #4, Bastion #5, Flag Pole, and Horse Stables (2). Number of labels will be determined by the Park and Contractor during product development.

3. Colors – material color should be monochromatic with varying tones, tints or shades of a single hue so as to impart a visual contrast between the water, land and structures in First Fort map, and a visual contrast between the land and structures in Second Fort map. The structures do not have to be “colored” to match current or historic colors.

4. Topography

a. The first Fort Smith map should include a slope of 50-60 feet from the fort to both Arkansas and Poteau Rivers. The area around the fort structure is flat.

b. The foot print and immediate area around the second Fort Smith is flat.

5. Historic blueprints, photographs, government-furnished reference material, and Contractor’s research are to be used for design of the 3-D maps.

6. 3-D Map Exhibit Characteristics

a. Fully touchable.

b. Materials, colors, and finishes shall be selected for the most effective visual, tactile and realistic presentation, to reinforce the exhibition’s content, durability, and sustainability. In no case shall an exhibit’s visual appearance compete with or obscure its education, interpretive or informational messages.

c. Specify materials that are appropriate for the physical environment and for the particular use intended. Specify durable, heavy-duty materials that can withstand thousands of uses per year for a life cycle of no less than twenty (20) years. Anticipate aggressive use of the exhibit.

Current annual visitation to FOSM numbers 163,000.

d. Cast map as one piece, or in as few pieces as possible, to reduce seams and increase structural integrity. The visitor shall not be able to flex, wiggle, or shift any component of the map.

Reduce or eliminate design and fabrication applications where components of the map exhibit can potentially be pulled off by visitors.

e. Materials should be easy to clean and maintain in an indoor environment.

f. The text, its font type and size that are to be used on the map shall be as coordinated between the Contractor and the Park.

E. CONTRACTOR’S RESPONSIBILITIES

1. Project Manager. The Contractor may assign a Project Manager who shall be the single point of contact between the Contractor, the Contracting Officer, and the Park, and have the full authority to act on behalf of the Contractor on all matters relating to this contract.

2. Quality Control. Provide quality control to ensure that all elements of the project work meet the requirements of the contract specifications, to include the work of any subcontractors.

Ensure corrections are made to unacceptable or non-compliant work prior to inspection or review by the Park. Contractor shall have knowledge of, and familiarity with, Universal Design principles as described in Programmatic Accessibility Guidelines for National Park Service Interpretive Media and in accordance with National Park Service Standard Exhibit Planning, Design, and Fabrication Specifications.

3. Schedule. Coordinate, oversee, and manage work produced, meetings, reports, and research under this contract. Track work progress to ensure that the project is completed according to the deliverables schedule indicated in paragraph J. Coordinate and confirm the dates for shipment and delivery.

4. Travel

a. Coordinate travel for one (1) post award site visit to Fort Smith National Historic Site. The site visit date(s) is/are to be coordinated with the Park.

b. Contractor shall provide for his/her own travel/transportation arrangements.

c. The Contractor shall adhere to the Fiscal Year (FY) 2019 government per diem requirements while on travel. Government per diem information can be found at the following link:

https://www.gsa.gov/travel/plan-book/per-diem-rates/per-diem-rates-lookup

d. Contractor’s labor rate is one-half the hourly rate while in a travel status to and from the site.

e. The Contractor shall provide all equipment, tools, and supplies they require for the site visit (for example, measuring instruments, computer, camera, etc..)

5. Meetings and Progress Reports. Document all meetings, discussions and outcomes.

a. Within thirty (30) calendar days after contract award, travel to Fort Smith National Historic Site to meet with the Park, examine the sites that are the subject of this project, and to discuss the Park’s expectations and the conceptual development of the maps.

b. Within ten (10) calendar days from the Contractor’s post award site visit to FOSM, prepare a site visit report and email to the CO and the Park detailing issues, discussions and decisions made relative to the project.

c. By the fifth (5th) day of each month, prepare and email to the CO and the Park, a monthly progress report summarizing Contractor’s progress during the previous month.

d. Contractor shall immediately notify the CO and the Park when a Contractor’s deliverable is in jeopardy of not being delivered by the scheduled deliverable date.

6. Government-Furnished References/Materials. Receive all government-furnished references/materials. Inspect them to ensure that the quality is suitable for their intended use.

Bring noted deficiencies to the immediate attention of the Park for resolution. Upon completion of work, return all government-furnished references/materials to the Park unless otherwise indicated by the Park in writing.

7. Deliverables. Coordinate all deliverables and review them for legibility, accuracy, completeness, and compliance with contract requirements. Forward all deliverables to the Park for review and approval, with a copy to the CO. Receive all reviewed deliverables and take appropriate action according to the approval or rejection by the Park.

8. Final Inspection. Inspect completed work, including that of subcontractors, prior to submission and/or delivery to the Park to ensure all work is acceptable and compliant.

9. Delivery. Delivery terms are FOB DESTINATION.

a. At least three (3) calendar days prior to delivery/shipment, the Contractor shall notify the Park to inform of exact dates and arrangements made for delivery/shipment.

b. Deliver/ship completed maps to:

Michael Groomer, Chief of Interpretation & Education Fort Smith National Historic Site 301 Parker Avenue Fort Smith, AR 72901

c. In the event the Park reports problems during or after shipment/delivery, the Contractor shall:

(1) Determine the nature of the reported problem, damage, or design/fabrication error and provide a proposal for resolution to the CO and the Park for review and approval; and

(2) Ensure that approved corrections or repairs are made in a satisfactory manner within the time scheduled by the Park.

10. Closeout Package. Compile, prepare and forward a closeout package to the CO and the Park in accordance with Paragraph G.

F. WARRANTIES.

1. Contractor will provide a one-year warranty for defects in materials and workmanship, beginning upon delivery and the government’s acceptance of the map exhibit.

2. Provide a copy of any manufacturer warranty on products and materials used in the fabrication of the map exhibits should the manufacturer’s warranty extend beyond the one year Contractor-warranty.

G. CLOSEOUT PACKAGE. Upon completion of the project, submit one electronic file in .pdf format of the closeout information listed in G.1. thru G.4., and mail, ship, or hand deliver the items identified in G.5.

1. Warranties.

2. Materials and Finishes – Description of all materials and finishes used in the map exhibit.

Also provide brand name, number, color name and number, and the manufacturer's name, address, telephone number, and website address.

3. Cleaning Instructions - Provide instructions, techniques and intervals for cleaning the map exhibit. Include brand names of recommended cleaning materials and applicators to be used.

Provide the name, address, telephone number, and website (if applicable) of the manufacturers or distributors of the cleaning products/applicators. "Not to be Used" materials and techniques shall also be identified.

4. Repair Instructions - Describe specific techniques for repairing damage to exhibit surface materials such as: wood and painted finishes, screen printed areas, plastic laminates, faux finishes, fabric, metal, acrylic, polycarbonate, glass, etc…

5. Government-Furnished References/Materials - Return all government-furnished references/materials to the Park unless otherwise indicated by the Park in writing.

H. USE RIGHTS AND LICENSES

1. The 3-D Map Exhibits will be owned by Fort Smith National Historic Site.

2. Contractor shall obtain existing images and other third party intellectual property to be used in the interpretive media.

3. All content shall have the appropriate documentation of the associated use rights. Any content requiring a license or permission shall have the signed license agreement or grant of permission to use. If the same image is used for multiple purposes in the exhibition, then the contractor shall obtain the number and type of permissions required. All open source or public domain sources shall come with documentation reflecting the open nature of the content. Content from Internet sources, such as flickr or Wikipedia, require documentation that it is open source, or, if not, signed license agreements from the owner. Contractors shall not assume that government-furnished images or other project planning partners are copyright-free; contractors shall verify each source and it’s copyright status. For images showing children where they are clearly identifiable, the contractor shall obtain permission for their use.

I. DELIVERABLES. The Contractor shall:

1. Attend a post award site visit to FOSM to meet with the Park, examine the sites that are the subject of this project, and to discuss the Park’s expectations and the conceptual development of the map exhibit.

2. Submit Post Award Site Visit Report.

3. Submit Monthly Progress Reports.

4. Submit a written Concept Design Plan, for the Park’s approval.

5. Submit:

a. Three (3) DRAFT digital renderings of each map of the approved Concept Design Plan with identification and description of physical shape, dimensions, weight, components, and fabrication/construction details. One rendering will be a top/above, and the other two renderings will be one view from each longitudinal side of the map to depict their three dimensional aspect.

b. Mail/ship one sample board of each map of all paints, finishes, textures and materials proposed to be used in the fabrication. Label each sample and identify its use/purpose in the fabrication. Should Park disapprove any samples provided, Contractor shall submit new samples until the Park’s approval is received.

6. Submit three (3) FINAL digital renderings of each map of the approved Concept Design Plan with identification and description of physical shape, dimensions, weight, components, and fabrication/construction details. One rendering will be a top/above, and the other two renderings will be one view from each longitudinal side of the map to depict their three dimensional aspect.

7. Deliver/ship completed 3-D Maps to the Park.

8. Submit Closeout / Warranty Package / Government-furnished References/Materials.

J. DELIVERABLES SCHEDULE. All work/deliverables shall be completed by Contractor and received by the Park in accordance with the following schedule.

(Quoter is to complete the “not later than” information in the asterisked * fields below.

DESCRIPTION NOT LATER THAN

1. Attend post award site visit at Fort Smith 30 days after date of contract award National Historic Site and meet with Park (Reference: paragraphs E.5.a. and I.1.)

2. Submit post award site visit report 10 calendar days after FOSM Site visit (Reference: paragraphs E.5.b. and I.2.)

3. Submit monthly progress reports 5th calendar day of each month (Reference: paragraphs E.5.c. and I.3.)

4. Submit a written Concept Design Plan *_____________________________ (Reference: paragraphs D. and I.4.)

5. Submit three (3) DRAFT digital renderings *_____________________________ and Mail/Ship one Sample Board of each map (Reference: paragraphs D. and I.5.)

6. Submit three (3) FINAL digital renderings of *_____________________________ Each map (Reference: paragraphs D. and I.6.)

7. Deliver/ship completed 3-D Map Exhibits June 14, 2019 (Reference: paragraphs E.9. and I.7.)

8. Submit Closeout Package July 15, 2019 (Reference: paragraphs E.6., F., G., and I.8.)

K. REVIEW AND APPROVAL. The Park shall notify the contractor, in writing or via email, of approval or rejection of each deliverable within 14 calendar days. Contractor shall complete the corrections and resubmit to the Park within 14 calendar days.

(date submitted by Contractor for Park approval)

(date submitted by Contractor for Park approval)

(date submitted by Contractor for Park approval)

L. PAYMENTS TO CONTRACTOR. Upon the Government’s receipt, approval and acceptance of the deliverables from the Contractor and upon Contractor’s submission of a proper invoice in accordance with the contract, payment will be made to Contractor as per the following schedule: Percentages are in relation to the contract amount.

PAYMENT

DELIVERABLES AMOUNT

1. Post Award site visit and submission of 10% Post award site visit report

2. Concept Design Plan 15%

3. DRAFT digital renderings and Sample Board 20%

4. FINAL digital renderings 10%

5. 3-D Map Exhibits Received by FOSM 35%

6. Closeout Package 10%

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