Revised_-_HOOVER_SECTION_03_02_00_DIGITAL_MEDIA_-_PRODUCTION_0003.pdf

SECTION 03 02 00

DIGITAL MEDIA - PRODUCTION

PART 1 GENERAL

1.1 SUMMARY OF WORK

A. The work includes the research, development, production and installation of electronic programs as listed in Part 2.

1.2 SPECIFIC REQUIREMENTS

A. TRAVEL:

1. The Contractor shall travel to the project site or other locations to participate in review and development work sessions, conduct research, conduct location shoots, meet and/or interview subject matter experts, partners, and stakeholders, present submittals, conduct site visits, install equipment and/or programs, and conduct staff training for multimedia programs. The Contractor shall be responsible for all travel necessary to conduct all pertinent activities required. All Contractors are expected to comply with all rules and regulations and to acquire appropriate permits as needed.

2. The Contractor shall coordinate all travel with the Design Authority and designated project point of contact. The Contractor shall bring all equipment they require while on travel and at the job site (for example, camera equipment and mounts, audio equipment, measuring instruments, computers, projectors, etc.). The Contractor shall provide for their own transportation while on travel.

B. MEETINGS AND PRESENTATIONS:

1. The Contractor shall develop an agenda in coordination with the Design Authority that guides meetings and presentations of the work. The Contractor shall discuss with the Design Authority expectations for work to be presented and identify the key participants. The Contractor shall determine along with the Design Authority whether documents, if any, will be submitted in advance or at the meeting. The Contractor shall facilitate meetings. The Contractor shall submit a written electronic trip report (meeting minutes) that documents discussions and outcomes.

C. SUBMITTALS AND REVIEWS:

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1. At a minimum, submittals shall be provided to the Design Authority and Government for review and approval. Submittals to additional reviewers shall be specified in the contract. At any point in the design, production, installation, training, and maintenance process, the Design Authority may require informal submittals of the Contractor’s work-in-progress to document the current status, level of development,and response to revisions of the project.

1.3 SUBMITTAL REQUIREMENTS

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

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

C. The Contractor shall ensure that all submittals are delivered to the Design Authority as scheduled for review and approval. Submittals shall be accompanied by a transmittal form describing all contents and the focus of the review.

D. The Contractor shall provide the following for each submittal to the Design Authority:

1. It is preferred that the Contractor use an agreed cloud-based system and web-based links to expedite the approvals process.

2. Text documents, such as treatments, scripts, and draft text.

3. Video submittals with window timecode.

4. Electronic audio files shall be submitted.

5. Other submittals that may be reviewed electronically, such as samples of animation, storyboards, and design alternatives placed on the Contractor’s website or cloud-based drive for review, shall be submitted in addition to or in lieu of hard copies and copies of electronic files if proposed and approved by the Design Authority.

a. The Contractor shall receive all review comments from the Design Authority and take appropriate action as stated below:

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

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7. Rejected Submittals – When submittals are rejected, the Design Authority will notify the Contractor, in writing, identifying the reasons for rejection.

The Contractor shall ensure that the submittal is completed and/or revised as required and resubmitted within the time scheduled by the Design Authority. Reasons for rejections include:

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

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

1.4 QUALITY ASSURANCE

A. GENERAL:

1. Coordinate as necessary to ensure proper integration of electronic hardware components into the exhibitry.

2. Coordinate delivery, access and installation requirements of electronic programs and systems with other trades to ensure that there is adequate time for commissioning and training, and that the Delivery and Installation Schedule is maintained.

3. The electronic programs are not separate from the exhibit program but rather are an essential part of it.

a. They were all conceived and planned as part and parcel of the whole interpretive visitor experience.

b. The balance between content and media — the balance between all the media, objects, graphics,

c. Interactive exhibits, and shows — has been created to provide an appropriate mix of styles of engagement

d. and learning for the audience range expected to interact with all media. The video and multimedia

e. Contractor should be familiar with the exhibit drawings, construction specification (for AV systems) and text and graphics document.

B. ALL PROGRAMS SHALL:

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1. Be in the following language(s): English

2. Accurately portray and convey the subjects covered.

3. Have an "interpretive" rather than a "commercial" quality.

4. Have the highest level of visual and sound quality.

5. Be appropriate for the intended audience.

6. Employ a graphic approach for screen graphics that complements the graphic approach to exhibits and graphic panels.

7. Any stock (third party) images or footage used shall meet the basic criteria above.

1.5 DEFINITION OF TERMS

A. The following terms and abbreviations may be used within this specification and in the drawings:

1. ELECTRONIC PROGRAMS: Electronic Programs may include Audiovisual (linear) programs, Digital Interactive (non-linear) programs, and electromechanical programs. “Programs” refers to the media content, as well as the software and control code used to run them.

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

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

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

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

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

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

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

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

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

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

14. ORIGINAL CONTENT: All elements created specifically for the project, including original illustrations, photographs, maps, sound and video recordings, and animations.

15. PRODUCTION PLAN: A document which presents the major categories of work to be performed in the planning, production, and post-production phases of the program. The Production Plan shall describe all of the elements required to produce the program as outlined in the Treatment and/or Scope of Work, including, but not limited to: production personnel (including the use and identification of sub-Contractors, consultants, and other salaried employees of the firm), equipment, post-production facilities, personnel, travel, transportation, and an estimate of all materials expenses such as tape/film stock, archival images, and associated costs.

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

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

18. STORYBOARD: a sequence of drawings, typically with some directions and dialogue, representing the shots planned for a video production.

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

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

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22. TALENT/ACTORS: ‘Professional talent’ is defined as an individual whose primary source of income is derived by appearing in entertainment productions produced by a profit-making company, who has appeared in one or more similar roles in a professionally produced film, video or television production.

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

PART 2 - PRODUCTS

2.0 GENERAL

A. List of Productions

0.1 ACCESSIBLE AUDIO DESCRIPTION

1.1.1 FLOWING WATERS FEATURE WALL

2.2.1 HARNESSING THE RIVER

3.1.2 PASSAGEWAY IMMERSIVE AV

3.1.3 CONSTRUCTION AUDIOSCAPE

4.1.3 DESIGN AND ENGINEERING VIDEO

4.1.6 SURVEYOR / TRANSIT VIEWS

4.2.4 CONSTRUCTION MODEL INTERACTIVE

4.2.5 DAM WALL TIMELINE PROJECTION

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4.2.7 A DAY ON THE JOB AUDIO STORIES

4.3.2 RAGTOWN AUDIO STORIES

4.3.4 BOULDER CITY DOORWAY

5.2.2 WATER MANAGEMENT

B. Please refer to the Production Reference Document; Division 03 Digital Media, Section 03 02 AV Production Document.

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PART 3 - EXECUTION

3.1 PROJECT MANAGEMENT AND ORGANIZATION

A. The Contractor shall assign a Project Manager to oversee the work and to provide a single point of contact.

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

C. Create and maintain a Production Schedule that conforms to the overall Project Schedule. This schedule shall minimally include:

1. All submittals

2. Review periods

3. Deadlines for approval

4. Deadlines for Government-supplied content and/or assets

D. Track progress to ensure that the work is completed according to the Project Schedule. Coordinate and confirm the dates for all submittals, meetings, and installation with the Design Authority.

E. Coordinate and ensure that all specifications for submittals are in accordance with Part Five, Submittals and Reviews (see below), and as specified in the scope of work.

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

G. For Multimedia Products, specifically: Coordinate installation of the software onto electronic equipment.

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

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

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

b. Provide on-site support and training for the initial use of the system(s) during the time of installation if required per the scope of work.

3.2 PRODUCTION PROCESS PHASES

A. The Electronic Programs production process followed in this contract is organized into phases of work and outlined below. The following phases are based on the standard work processes performed during pre-production through post-production phases.

3.3 PRE-PRODUCTION PLANNING AND RESEARCH

A. Work performed during the Pre-Production Planning and Research phase creates the foundation for all work to follow. During this phase, the Contractor shall gain a clear understanding of the requirements of the project and ensure that the schedule and deliverables are logically structured. The following outline further defines the work and required submittals during this phase (unless otherwise specified in the contract):

B. Resources: Conduct review of available resources, including Government furnished resources.

C. Travel to Location (or through conference calls) to conduct orientation to team members and a pre-production meeting, discuss goals and objectives.

D. Content: Review and discuss program content.

E. Use Rights: Review use rights in relation to acquisition of materials.

F Additional Research: Identify additional sources for research and materials to be included in the program.

G. Start-up Meeting: Document in a memorandum the results and principle agreements reached during the meeting.

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

I Production Plan: The Production Plan shall also describe how requirements for accessibility will be met. Include the name of the Audio Description and Caption vendor(s).

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J Production Schedule: A production schedule shall be created and submitted to the Design Authority and Government for review. See General Requirements above.

K. Creative Treatment: If video or audio content—either standalone or as a part of other digital media —is specified, a treatment is required.

L. Draft Scripts: A draft script and revised draft scripts shall be submitted to the Design Authority for review. Upon review and approval of the revisions, the final script shall be submitted. Scripts shall be based on content guidelines, outline text and quotations provided by the Design Authority.

M. Storyboards: in parallel with script development the Contractor will prepare and submit storyboards.

N. Shot and Interview Lists: A list identifying specific shots and interviews shall be submitted for approval.

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

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

Q. Navigation: The Contractor shall describe the use of buttons, bars, icons, timeouts, menus, pull downs, or other navigational aids in detail. Attract sequences, time-outs and default settings shall also be described.

R. Internet Requirements: The Contractor shall inform the Design Authority and Government of all proposed systems and programs that require network or Internet connectivity. Plans for such systems will require additional review and approval by the Government to ensure compliance with all network security requirements and Information Technology policies in effect at the time of submission.

3.4 PRE-PRODUCTION COORDINATION

A. AV-Scenic-Exhibit Fabrication Coordination - areas of specific importance for testing and review of production prototypes/mockups:

1. 2.2.1 HARNESSING THE RIVER: coordination required to ensure video projection works with “folded” faceted screen surface. Screen facets are intended to resemble an unfolded map. See mockups below.

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2. 3.1.2 PASSAGEWAY IMMERSIVE AV: coordination required to ensure scenic AV production (canyon and blasting scenes) mesh with the structural setting of the scaffold exhibit, specifically in position of monitors and masking of edges by scaffold structure. Additionally, configuration and effect of blasting rumblers and soundscape speakers within the Passageway.

3. 4.1.3 DESIGN AND ENGINEERING VIDEO: coordination required to ensure AV production is closely integrated into tabletop and wall setting replicating designers office. Includes testing for size, height/angle (ie. visibility by visitors), and location of 3D props on wall and tabletop (to add relief to scenes).

4. 5.2.2 WATER MANAGEMENT: Coordination required between AV production and graphic design/production to ensure alignment between AV and wall imagery, specifically where video-mapping effects are required.

3.5 PRODUCTION

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

1. Shooting/Recording Script and Schedule: Prior to the proposed start of shooting/recording, the Contractor shall submit a script based on the final approved script listing specific media to be acquired and scheduled interviews. At the same time, a schedule shall be submitted that includes crew travel and lodging information, daily crew call times, talent hired for the shoot, and anticipated location(s) for shooting. When shooting in restricted locations, the Contractor shall specify clearance needs or fee requirements

2. Interviews: If interviews are required, a list identifying potential interviewees shall be submitted to the Design Authority and Government for approval prior to the interview taking place.

3. Principal Photography: Each task order will specify a required format for footage acquisition. Deviations require approval from the Design Authority and Government. Copies of footage shot on location shall be submitted for review and approval on DVD with window timecode corresponding to camera original footage unless otherwise specified in the contract.

4. Interview Transcriptions: transcriptions of all interviews shall be submitted to the Design Authority and Government for review and approval during the rough cut phase of post-production.

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

6. Graphics: A list of proposed graphics shall be submitted to the Design Authority for review and approval.

7. Still Images: The Contractor shall provide still images, taken as part of the production process, that will be used to produce full-size cut-out figures ( refer to the Production Reference Document; Division 03 Digital Media, Section 03 02 AV Production Document). Figure images shall be submitted to the Design Authority for review and approval.

8. Demos, Mock-Ups and Prototypes: Where preliminary testing of interactives, interfaces and user experiences is required as part of the production process, the Contractor shall create prototypes using beta software and, where relevant, appropriate demo hardware to prototype media scenarios, animations, interfaces, graphic screen layouts, and other salient features as part of the ongoing approvals process. Materials may be posted electronically for online testing and approval by the Design Authority and Government.

List of Mockups:

i. 2.2.1 HARNESSING THE RIVER: mock-up faceted wall surface and test projection. Coordinate with exhibit fabrication (adjust facets as necessary to facilitate projection).

ii. 3.1.2 PASSAGEWAY IMMERSIVE AV: Workers in tunnel - test and document scale/movement/effect of characters on screens

iii. 3.1.2 PASSAGEWAY IMMERSIVE AV: Outer wall video landscape -test and document the scale and visibility of elements/overall effect on screen and in tunnel setting, in coordination w/ physical mock-ups for this area

ivi. 4.1.3 DESIGN AND ENGINEERING VIDEO: Test and document screen configuration for visibility inside structure, coordinate with use of props on screen surface

v. 4.2.5 DAM WALL TIMELINE PROJECTION: Test and document projection onto upper Dam surface for coverage and visibility

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vi. 4.3.4 BOULDER CITY DOORWAY: Test and document doorway video within door frame/house setting to test effect and scale of character

vii. 5.2.2 WATER MANAGEMENT: Test and document light projection onto wall with existing map and icon graphics for effect and to test scale and visibility

9. Software Development: Design and coding of control programs and interactive interfaces.

3.6 POST-PRODUCTION

A. Work performed during the post-production phase occurs after all media elements have been acquired through the submission of final deliverables.

B. The following outline further defines the work and required submittals during this phase (unless otherwise specified):

1. Rough Cuts: (See Section 1, Definitions) The Contractor shall submit a rough cut for review. At a minimum, two revisions shall be submitted unless otherwise specified in the Production Schedule.

2. Editing Script: If changes are made to edited cuts in response to the Design Authority and Government reviews, each subsequent rough cut or fine cut shall be submitted with a revised script that corresponds to the most currently edited version of the program.

3. Beta Program Submittals: Where required, the Contractor shall provide periodic review of programs and software during the post-production stage for review and approval by the Design Authority. Submittals shall be used to confirm and refine graphic, user interface, user experience and content for individual programs and interactives, including confirmation of all animations, layering, levels and pop-up features. Where relevant, submittals may be viewed at the Contractor’s facility, or provided online/electronically.

4. License Agreements: The Contractor shall submit a narrative description that accounts for the copyright sources of all media elements (images, video or film footage, artwork, graphics, animations, music, sound effects, interviews, etc.) proposed for use in the program—including public domain materials, purchased stock materials and Government-furnished materials—before the final project is produced.

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For those materials that are restricted, license agreements shall be submitted. Upon review and approval of the license agreements by the Design Authority, any license that fails to meet the requirements as specified in the contract or the task order, will be returned to the Contractor for revision. If the specified rights cannot be obtained, the Contractor must replace the element unless written approval for a deviation is furnished by the Design Authority.

5. Narrator Samples: A selection of narrator samples shall be submitted for review and selection. Narrator language and dialects must be confirmed and may include French, English and Indigenous languages where specified.

6. Music samples: Music samples from various composers, selected composers, or library music sources shall be submitted for review and approval.

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

8. Fine Cuts: (See Section 1, Definitions) The Contractor shall submit a fine cut for review and approval prior to the final online edit and sound mix. At a minimum, one revision shall be submitted unless otherwise specified in the Production Schedule.

9. Online Edit, Sound Design and Mix, and Color Correction: The Contractor shall submit the final edited version of the program with sound design and mix for review and approval. Unless otherwise specified the final edited program shall be color corrected.

10. Accessibility: Captions, audio description, and other accessibility features shall be submitted for review before final deliverables are produced.

11. Final Deliverables: Upon completion of the project, all elements shall be submitted to the Design Authority.

3.7 INSTALLATION AND CLOSE-OUT

A. Installation: The Contractor shall either deliver the final equipment and/or programs for installation by others, or travel to the specified location to install the equipment and/or programs. Where electronic programs are installed and integrated by the Contractor, the Contractor will provide technical support services during the installation period to ensure a smooth transition. This also applies to any post-installation review periods required by the Government.

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B. Maintenance Manual: Operation and maintenance information relevant to these electronic programs shall be included in the Operation and Maintenance Manual described in detail in Division 01 Section 13. Information shall include:

1. Media installation instructions

2. Media asset license documentation that shall minimally include:

a. a license form that describes the asset being licensed and

b. indicates the terms of the license agreement including duration and use limitations and

c. indicates that the license is transferred to the Government

C. Training: The Contractor shall provide basic training to the staff in the operation of the equipment and/or program. If travel is not required, this could take place in the form of a conference call.

D. Closeout Materials: The Contractor shall provide the Government with installation-ready copies of all software and media as well as any licensed assets in their original form.

END OF SECTION

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