2. SOW - 359999.pdf

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Scope of Work Professional services for LBNF video/photo survey documentation

June 18, 2024

Objective Fermilab is seeking a subcontractor to provide video and photography services to document the construction of the Long Baseline Neutrino Facility in Lead, South Dakota.

Period of service This contract will be for a period of one year beginning TBD, with a unilateral option to exercise an extra

(4) four yearly options. The subcontractor is expected to be able to commence production within 30 days of the execution of the contract.

Scope Fermilab is currently constructing the Long Baseline Neutrino Facility one mile underground at Sanford Underground Research Facility (SURF), Lead, South Dakota. We are looking for video and photo documentation of progress on a regular basis.

At minimum, video and photo documentation should be performed every 3 months, with the potential for additional intervals should a project milestone be hit. Vendor will additionally compile video surveys into a short, 5-10 minute edited video, creating versions both with and without titles and narration.

Considerations Access to the site at SURF requires proper coordination and training. Vendor is expected to complete all training prior to gaining supervised access to the site. Vendor is expected to adhere to all safety protocol deemed necessary.

When traveling to the underground work site, the vendor must only bring essential equipment that can be carried, using a strap or small bag, for the survey at hand. Equipment must be carried with the person at all times.

Each visit will consist of ten (10) hours on site (surface and/or underground) filming project progress.

Delivery Subcontractor will deliver RAW 4K video and photo files as well as summary videos on a quarterly basis.

RAW and edited files will be uploaded to Fermilab internal servers for use in various communication plans.

Requirements and Assumptions The requirements and assumptions of this work are as follows, however if some aspect cannot be met, it should be called out along with any suggested alternative(s) or mitigation(s):

• Master video, including all raw footage and photos, will be uploaded to Fermilab Creative Services archive and all information will be entered into the Fermilab Creative Services database and sole ownership will be retained by Fermilab.

• The deliverables produced, as part of this engagement, will be submitted to the Fermilab technical contact that will then be responsible for accepting and approving the work product(s).

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Additional requirements Subcontractor shall provide a current Certificate of Insurance prior to start of any work on the Fermilab site. Subcontractor shall perform all work in accordance with Fermilab Environment, Safety and Health (ES&H) safety requirements contained in Exhibit A, which is attached. All video shooting onsite must be coordinated through Fermilab Creative Services.

All intellectual property and raw photos and videos shall be owned by Fermilab.

Presentation and interview

Top candidates will be asked to give a 15-minute presentation via Zoom, followed by Q&A

Pricing Pricing will be used in evaluating your response to the requirements of this solicitation to help determine “Best Value”.

Proposals must include pricing for all expenses necessary for listed services.

Each event will consist of 10 hours on site (surface and/or underground) filming project progress. The vendor shall use the footage to produce a 5-10 minute video both with and without narration and titles. Pricing shall be provided per event and including all labor, equipment, materials, supplies, and travel for production and post-production.

Proposals should include:

1. Rate for each event

2. Hourly production charge for if event is longer than 10 hours on site