3333020RF0010040 full RFP w attachments.pdf

SOLICITATION, OFFER,

AND AWARD

2. TYPE OF SOLICITATION

6. PROJECT NO. 4. CONTRACT NO. 5. REQUISITION/PURCHASE REQUEST NO.

PAGE OF PAGES

7. ISSUED BY CODE 8. ADDRESS OFFER TO

SOLICITATION

(Construction, Alteration, or Repair)

1. SOLICITATION NO. 3. DATE ISSUED

IMPORTANT -- The "offer" section on the reverse must be fully completed by offeror.

9.

INFORMATION

a. NAME b. TELEPHONE NO. (Include area code) (NO COLLECT CALLS)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder."

CALL:

FOR

SEALED BID (IFB)

NEGOTIATED (RFP)

SMITHSONIAN INSTITUTION

P.O. BOX 37012

MRC 1200

Washington DC 20013-7012

OCON

Eve Errickson

Smithsonian Institution Office of Contracting 600 Maryland Avenue Suite 5001 Washington DC 20024

Eve Errickson 202-633-5214

1x 07/09/2020

3333020RF0010040

10. THE GOVERNMENT REQUIRES PERFORMANCE OF THE WORK DESCRIBED IN THESE DOCUMENTS (Title, identifying no., date)

1) This RFP, including SF 1442, and the attached Schedule; and

Attachment A Control System Hardware Requirements

Attachment B Control System Software Requirements

Attachment C Database Model

Attachment D Interaction Design Requirements

Attachment E UX Software Requirements

Attachment F Scheduling Software Requirements

Attachment G Fixture Specifications and Protocols

Attachment H Commissioning Terms

Attachment I Smithsonian Directive 606 (Research Involving Human Subjects)

Attachment J Control System Configuration Requirements

Attachment K Smithsonian Directive 119 (Privacy Breach)

Attachment L Smithsonian Directive 931 (Use of Computers, Telecommunications Devices and Networks)

Attachment M Control System Glossary

Attachment N DWRC Zone Layout

11. The Contractor shall begin performance

12a. THE CONTRACTOR MUST FURNISH ANY REQUIRED PERFORMANCE AND PAYMENT BONDS?

award, notice to proceed. The performance period is mandatory negotiable. (See ________________________________________________.)

13. ADDITIONAL SOLICITATION REQUIREMENTS:

a. Sealed offers in original and is not required.is, b. An offer guarantee

c. All offers are subject to the (1) work requirements, and (2) other provisions and clauses incorporated in the solicitation in full text or by reference.

(date). If this is a sealed bid solicitation, offers will be publicly opened at that time. Sealed envelopes containing offers shall be marked to show the offeror's name and address, the solicitation number, and the date and time offers are due.

d. Offers providing less than

12b. CALENDAR DAYSYES NO

(If "YES", indicate within how many calendar days after award in Item 12b.)

10 365 calendar days and complete it within ________________ ________________ calendar days after receiving

Part I- Schedule,ss B & C

08/07/2020

NSN 7540-01-155-3212

x x x x copies to perform the work required are due at the place specified in Item 8 by _____________ ___________________ (hour) local time calendar days for Government acceptance after the date offers are due will not be considered and will be rejected . _________________

STANDARD FORM 1442 (Rev. 4-85)

Prescribed by GSA

FAR(48 CFR) 53.236-1(d)

17. The offeror agrees to perform the work required at the prices specified below in strict accordance with the terms of this solicitation, if this offer is accepted by the Government in writing within ____________________ calendar days after the date offers are due. (Insert any number equal to or greater than the minimum requirement stated in item 13d. Failure to insert any number means the offeror accepts the minimum in item 13d.)

14. NAME AND ADDRESS OF OFFEROR (Include ZIP Code) 15. TELEPHONE NO. (Include area code)

16. REMITTANCE ADDRESS (Include only if different than item 14.)

CODE FACILITY CODE

AMOUNTS

18. The offeror agrees to furnish any required performance and payment bonds.

19. ACKNOWLEDGEMENT OF AMENDMENTS

OFFER (Must be fully completed by offeror)

(The offeror acknowledges receipt of amendments to the solicitation -- give number and date of each)

AMENDMENT NO.

DATE.

20a. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER (Type or print) 20b. SIGNATURE 20c. OFFER DATE

AWARD (To be completed by Government)

21. ITEMS ACCEPTED:

22. AMOUNT 23. ACCOUNTING AND APPROPRIATION DATA

24. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM 25. OTHER THAN FULL AND OPEN COMPETITION PURSUANT TO

26. ADMINISTERED BY CODE 27. PAYMENT WILL BE MADE BY

CONTRACTING OFFICER WILL COMPLETE ITEM 28 OR 29 AS APPLICABLE

(Contractor is required to sign this document and return (Contractor is not required to sign this document.)

Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the contract, which consists of (a) the Government solicitation and your offer, and (b) this contract award.

No further contractual document is necessary.

30a. NAME AND TITLE OF CONTRACTOR OR PERSON AUTHORIZED TO SIGN (Type or print) 31a. NAME OF CONTRACTING OFFICER (Type or print)

30b. SIGNATURE 30c. DATE 31b. UNITED STATES OF AMERICA 31c. DATE

BY

2PAGE OF

OCON

P.O. BOX 37012

MRC 1200

Washington DC 20013-7012

OCON

Thomas Dempsey

28. NEGOTIATED AGREEMENT 29. AWARD

Contractor agrees to furnish and deliver all items or perform all work requirements identified on this form and any continuation sheets for the consideration stated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this contract award, (b) the solicitation, and (c) the clauses, representations, copies to issuing office.)

10 U.S.C. 2304(c) 41 U.S.C. 253(c)

STANDARD FORM 1442 (REV. 4-85) BACK

Continued...

ITEM NO.

(A)

SUPPLIES/SERVICES

(B)

QUANTITY

(C)

UNIT

(D)

UNIT PRICE

(E)

AMOUNT

(F)

NAME OF OFFEROR OR CONTRACTOR

3 3

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

3333020RF0010040

The Smithsonian seeks qualified firms to provide a control system and interface for its specialized museum lighting system at the Donald

W. Reynolds Center for American Art &

Portraiture, including software and hardware meeting the requirements in this solicitation.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Smithsonian Institution Solicitation No.: F20R010040

Smithsonian Facilities

Control System Design for DWRC Museum Exhibit Lighting Control System

PART 1 – THE SCHEDULE

SECTION B - SERVICES AND PRICES/COSTS

B.1 Services

The user experience, interaction design and software development firm (hereinafter referred to as the

“Contractor” or “Offeror”) will provide all professional, technical, and non-personal services to provide media and technology based interaction design, control system user experience software (herein referred to as the Ux Software), control system scheduling software (herein referred to as the Scheduling

Software), control system Software implementation and integration services (hereinafter referred to as

“Integration”), and User Testing (all herein, the “Services”) for the museum exhibit lighting control system (hereinafter referred to as “Project” or “Control System”) at the Donald W. Reynolds Center for

American Art and Portraiture (“DWRC”). The Smithsonian Institution (“Smithsonian”) desires to create an interactive lighting Control System via a series of web-browser based interactive screens that together present the Smithsonian staff (hereinafter referred to as “Users”) with the ability to commission, configure, manage, schedule, and override exhibit lighting and exhibit audio-visual elements using the software and configurations as set forth herein. All Services will be conducted in accordance with the requirements of Section C below, and as otherwise specified in this Contract and any attachments hereto, as applicable. The Services and the Project are in no way limited by the descriptions of this solicitation.

The Attachments to the RFP, taken with this solicitation, constitute the Services and Project, and are integrated by reference into this solicitation as if expressly included.

B.2 Prices/Costs

The Contractor will perform the Project in accordance with the requirements of this Contract for the firm-fixed price below. This firm-fixed price will include all direct labor, materials, communication, production, and other direct costs, as well as all indirect costs, commissions, and any other profit and expenses for which the Contractor expects payment. The firm-fixed price will be inclusive of transportation costs and travel allowances for Smithsonian required or authorized travel.

Firm-Fixed Price: Contractor will provide all Services to complete the Contract (as described in

Section C and elsewhere specified here) for the firm-fixed price amount set forth below:

_____________________________________________________ $__________________USD

Express in Words and Figures

The Services are comprised of the base services, including all services to provide Interaction

Design, Ux Software, Scheduling Software, Software Integration, and User Testing The Services may be comprised of 2 (2) priced options for additional, Control System software development

(individually “Priced Option” and collectively “Priced Options”). The Base Services and the

Priced Options are summarized below:

Base Services – all Interaction Design, Ux Software, Scheduling Software, Software Integration, and User Testing

Priced Option 1 – Control System Database Implementation and Optimization

Priced Option 2 – Control Server Base-Image Configuration

Priced Options

The Priced Options may be exercised by the Smithsonian, in its sole discretion. Contractor will not provide the Priced Options unless and until there is additional funding available for such purpose and Contractor has received notification in writing from the Smithsonian’s Contracting

Officer that the Smithsonian has exercised a Priced Option. Any Priced Option exercised by

Smithsonian shall be governed by the terms and conditions of this Contract. Contractor agrees to perform the Priced Options for the following prices:

Priced Option 1: Firm-Fixed Price for Control System Database Implementation and

Optimization. If the Smithsonian Institution exercises Priced Option 1 hereunder, Contractor will provide all services to complete the work described in Priced Option 1 (as described in

Section C.3.5 herein) for the firm-fixed price of:

Priced Option 2: Control Server Base-Image Configuration. If the Smithsonian Institution exercises Priced Option 1 hereunder, Contractor shall provide all services to complete the work described in Priced Option 1 (as described in C.3.5 herein) for the firm-fixed price of:

B.3. Travel and Per Diem

B.3.1. Contractor will be required to meet with Smithsonian staff in person, or through remote session, a minimum of two (2) times, additional meetings to be as directed by the COTR (as defined in Section G.1.2) consistent with Contractor’s proposed schedule. Contractor will travel to Smithsonian for at least the initial meeting, which will take place approximately one (1) week following the commencement of this Contract, at the Smithsonian Facilities offices in

Washington, D.C., at a time to be mutually agreed upon by the parties after Contract award.

B.3.2. Contractor’s firm-fixed price will include transportation costs and travel allowances (per diem) of personnel authorized to undertake out-of-town, overnight travel under this Contract, if applicable. Such transportation costs WILL NOT be reimbursed separately and will be in accordance with federal travel regulations (a copy of which can be found at http://www.gsa.gov/portal/content/102886).

B.3.3. No profit or fee shall be included on travel and per diem expenses included in the firm-fixed price.

SECTION C- DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 Introduction

INTRODUCTION

The Donald W. Reynolds Center for American Art and Portraiture is home to the Smithsonian American

Art Museum, and the National Portrait Gallery. As part of the Smithsonian Institution, the mission of the

National Portrait Gallery is to tell the story of America by portraying the people who shape the nation’s history, development and culture. The Portrait Gallery was authorized and founded by Congress in 1962 with the mission to acquire and display portraits of “men and women who have made significant contributions to the history, development, and culture of the people of the United States.” Today, the

Smithsonian’s Portrait Gallery continues to narrate the multi-faceted and ever-changing story of America through the individuals who have shaped its culture. Through the visual arts, performing arts, and new media, the Portrait Gallery presents poets and presidents, visionaries and villains, actors and activists whose lives form our national identity.

The Smithsonian American Art Museum (commonly known as SAAM, and formerly the National

Museum of American Art) is part of the Smithsonian Institution. Together with its branch museum, the Renwick Gallery, SAAM holds one of the world's largest and most inclusive collections of art, from the colonial period to the present, made in the United States. The museum has more than 7,000 artists represented in the collection. The museum provides electronic resources to schools and the public through its national education program.

C.2. Services Overview

The Smithsonian is soliciting a proposal, with quote (individually, “Proposal” and together, “Proposals”) as defined in greater detail in Section L.1.1 herein, for technical professional, non-personal services to provide Interaction Design, Ux Software, Scheduling Software, Integration services, and User Testing for a lighting control system at the Donald W. Reynolds Center for American Art and Portraiture as set forth in this Section C and the Attachments to this RFP. The Smithsonian will create this interactive experience via a series of web-browser based interactive screens, and other touchless technology, that together present the Smithsonian staff with the ability to commission, configure, manage, schedule and override exhibit lighting and exhibit audio-visual elements. The system will comply with all relevant

Smithsonian Directives, including but not limited to) Smithsonian Directives on Research Involving

Human Subjects (SD 606), Privacy Breach (SD 119) , and Use of Computers, Telecommunications

Devices, and Networks (SD 931), which are Attachments I, K and L, respectively. Proposals that do not integrate the requirements of Smithsonian Directives may be disqualified.

Contractor will create and execute an Interaction Design concept and then carry out the plans to create and Integrate the Ux Software and Scheduling Software and User Testing necessary to create an interface for the museum’s exhibit lighting control system as detailed herein.

Contractor will itemize the firm-fixed price for providing programming services to provide a Control

System Database Integration and optimization requested in the Scope of Work. Smithsonian will have the

Priced Options to request these additional software design and implementation services.

Contractor will itemize the firm-fixed price for programming services to create a Control Server Base

Image configuration requested in the Scope of Work. Smithsonian will have the Priced Options to request these additional software design and implementation services.

https://en.wikipedia.org/wiki/Smithsonian_Institution https://en.wikipedia.org/wiki/Renwick_Gallery https://en.wikipedia.org/wiki/United_States

C.3. Scope of Work

At a minimum, the Contractor will do the following:

A. Work with Smithsonian staff, as directed by the COTR (as defined in Section G.1.2), to complete the four phases of the project, to include all Services defined in Section B.1, Deliverables defined in Section C.3., and Work Product defined in Section I.1 (“Project”):

(1) The Discovery Phase (“Phase 1”) – The Contractor will work with Smithsonian staff to create an Interactive Design which will include a user experience concept; provide a graphic wireframe of all required control system interactive features and presentation elements;

evaluate all project requirements as defined in Section C.4., and as deemed necessary and acceptable to the Smithsonian, provide alternate specifications and Project requirements.

(2) The Initial Design Phase (“Phase 2”) – The Contractor will provide and Integrate a public beta-release version of all Ux and Scheduling Software necessary to meet the project requirements as defined in Section C.4.

(3) The User Testing Phase (“Phase 3”) – The Contractor will provide a User Testing plan, and schedule, as well as organize and implement user testing, and provide a User Testing summary report of User findings which will include recommendations for enhancements to the beta-version Software based upon findings in the summary report. The Contractor will work with Smithsonian staff to create revised Project requirements using recommendations provided in the summary report, as well as observations of the user testing process from

Smithsonian staff. Any revisions to project requirements will be at the sole discretion of the

Smithsonian.

(4) The Final Design and Implementation (“Phase 4”) –The Contractor will provide and Integrate a final version of all Ux and Scheduling Software necessary to meet the requirements defined in Section C.4., as well as the revised Project requirements identified in Phase 3. The

Contractor will also provide control system training and final project deliverables to

Smithsonian staff as defined in C4.13. Final Deliverable Requirements.

B. Complete all work on this Contract between September 1, 2020 and September 1, 2021.

Contractor should provide in its Proposal a tentative schedule of events to complete the work, including approximately 4 weeks of float. The Smithsonian shall submit all proposed deliverables to its Technical Review Board for approval. Delays caused by the Smithsonian shall be subject to adjustments of the schedule, as mutually agreed by both parties.

C.3.1. Discovery Phase 1

During the Discovery Phase 1 the Contractor will refine Project objectives and strategies and assess all Project requirements as described in Section C.4. in order to create an Interactive

Design and provide recommendations for alternate Project specifications, if necessary. Working with the Smithsonian the Contractor will define the control system functionality specifications, as well as the interactive methods for implementing and presenting the control system functionality to Users.

At the conclusion of the Discovery Phase 1 the Contractor will submit the following to the

Smithsonian:

1. A User-experience design concept, which will include: an experience narrative and an interaction design concept statement.

2. A graphic wireframe portfolio that indicates how all control system interactive software will be visually presented and organized to Users.

3. A proposal for changes to any preferred Project requirements, if deemed necessary by the Contractor.

C.3.2. Initial Design Phase 2

During the Design Phase 2, the Contractor will develop Integrate a public beta-release version of all Ux and Scheduling Software necessary to meet the Project requirements as defined in section

C.4. The public beta-release Software will meet all functionality requirements described in section C.4., however it may not be fully implemented throughout the control system and it may contain unknown bugs and require User-experience optimization. The Contractor may implement and integrate the beta-release software either on-site or via remote session according to requirements described in section C.4.7. Control Server Configuration Requirements and section

H.10. Access to Smithsonian’s Computer / Data Network.

At the conclusion of the Initial Design Phase 2 the Contractor will provide Smithsonian COTR with a demonstration of all installed interactive control system software components and configuration settings.

C.3.3. User Testing Phase 3

During the User Testing Phase 3 the Contractor will plan and conduct User Testing sessions designed to measure and evaluate the effectiveness the user experience provided by the public beta-release Software in delivering the Interaction Design requirements to Users. Working with the Smithsonian, the Contractor will create a User experience testing plan which will define the methods and metrics to be used to evaluate the User experience. The User experience testing plan will provide individual assessment and evaluation metrics for each User Role as defined in section C.4.1. Interaction Design Requirements. The Contractor will conduct User testing according to requirements defined in section C.4.5. User Testing Requirements.

At the conclusion of the User testing Phase 3 the Contractor will provide the Smithsonian with a complete User testing summary report, which will include recommendations for enhancements to the public beta-version software and associated Project requirements. Any revisions to Project requirements will be at the sole discretion of the Smithsonian.

C.3.4 Final Design and Implementation Phase 4

During Final Design and Implementation Phase 4 the Contractor will revise the public beta-release software version as necessary to meet the requirements defined in Section C.4., as well as any revised Project requirements identified in Phase 3.

At the conclusion of the Final Design and Implementation Phase 4 the Contractor will provide and Integrate a final stable release version of all interactive Control System Software. The stable release Software will be fully optimized Integrated with the other components of the Control system and contain no bugs or other operational deficiencies. The Contractor will provide up to

16 hours of interactive User training at a time mutually agreeable to the Contractor and the

Smithsonian, but no later than 30 days after the final version of the software is provided. The

Contractor will submit a package of final deliverables as described in Section C.4.13. Final

Deliverable Requirements.

C.3.5. Optional Services Phase 5

The Smithsonian reserves the sole option to exercise the optional services set forth herein. The awarded Contractor shall not commence work on the following optional services without first receiving authorization from the Contracting Officer in the form of a written amendment to the

Contract as signed by the Contracting Officer.

C.3.4.1 Exercise of Priced Options. Any election by the Smithsonian to exercise any

Priced Options herein shall be subject to the following conditions: 1) acceptance and approval by the Contracting Officer’s Technical Representative; 2) Smithsonian’s continued requirement for these services; and 3) availability of funding from which payment for Contract purposes can be made.

C.3.4.2 Availability of Funding. Funds are not presently available for the Priced Options set forth below. The Smithsonian’s obligation under this Contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Smithsonian for any payment may arise until funds are made available to the Contracting Officer for this Contract and until Contractor receives notice of such availability, to be confirmed in writing signed by the Contracting

Officer.

C.3.5. Priced Option 1: Database Implementation

Working with the Smithsonian the Contractor will provide 160 hours of programming support to implement, integrate, configure, and optimize the Control System Database according to requirements described in section C.4.6. Database Implementation and Optimization. Specific

Database programming tasks will be determined by the Smithsonian at the time Priced Option 1 is authorized by the Smithsonian.

C.3.5. Priced Option 2: Control Server Implementation

Working with the Smithsonian the Contractor will provide 160 hours of programming support to implement, integrate and configure the Control Server base-image according to requirements described in section C.4.7. Control Server Implementation Requirements. Specific control-server programming tasks will be determined by the Smithsonian at the time Priced Option 2 is authorized by the Smithsonian.

C.4. Project Requirements

C.4.1. Interaction Design Requirements

The purpose of the Control System is to provide Users who possess varying levels of technical and design expertise with both high-level and granular control of lighting fixtures, AV devices and other Control System Devices (all herein the “Control System Objects”) at the DWRC.

Control System Users will interact, control and configure Control System Objects through interaction with a computer interface. The Interaction Design concept will define the nature and structure of this human-computer interaction by articulating the necessary Control System organizational structures, User features, User Roles, and User experience requirements. The

Interaction Design provided by the Contractor will include all features and functionality described in Appendix D Interaction Design Requirements. All feature and functionality requirements of the Interaction Design will be capable of extensible implementation to all Smithsonian Facilities, although the scope of this Project is limited to the DWRC and surrounding areas.

The complexity and breadth of features and functionality available to each User (hereinafter referred to as “User Privileges”) will be determined by their User Role. User Roles are defined by each User’s Institutional duties and overall level of responsibility as they relate to exhibit lighting systems at the DWRC. The Interaction Design provided by the Contractor will include separate considerations for each User Role and describe features specific to each User Role according to requirements described in Appendix D.2 User Type Definitions and Roles.

C.4.2. Ux Software Requirements

The Ux Software is a computer interface capable of providing Users with all conceptual features, functionality, and requirements described by the Interaction Design. The Ux Software provided by the Contractor will include two parallel engagement layers of User interaction. The first and primary layer will be through a series of web-browser based Graphic User Interfaces (“GUI”).

The second interaction layer will be a touchless interaction design approach (e.g. hand tracking or equivalent technology). Each interaction layer will offer equivalent features and functionality.

The Graphic User Interface of the Control System is the primary interactive engagement layer available to Users. The Contractor will implement the GUI on a Virtual Machine (“VM”) as describe by Attachment B - Control System Software Architecture. The Contractor will provide and Integrate both the GUI and touchless engagement layers according to requirements described in Attachment D Interaction Design Requirements , Attachment E Ux Software Requirements, and C.4.4 Control System Software Integration & Implementation. All Ux Software provided by

Contractor will be capable of Implementation on the hardware architecture described by:

Attachment A - Control System Hardware Architecture.

C.4.3. Scheduling Software Requirements

The Control System Scheduling Software manages and executes Control System events stored in the Control System Database. The Contractor will provide and Integrate the Scheduling Software on a Virtual Machine as describe by Attachment B - Control System Software Architecture and

C4.4 Control System Software Integration & Implementation. The Contractor will provide and

Integrate the Scheduling Software according to requirements described in Attachment F-

Scheduling Software Requirements. All Scheduling Software provided by Contractor will be capable of Implementation on the hardware architecture described by: Attachment A - Control

System Hardware Architecture.

C.4.4. Software Implementation Requirements

Implementation is the process of installing and configuring software components within the

Control System hardware architecture. Integration is the process of establishing and verifying communication between Control System Software components. The contractor will fully

Implement and Integrate all Contractor-provided Software. Implementation and Integration work may be completed via remote session according to requirements described in section H.10.

Access to Smithsonian’s Computer / Data Network.

C.4.5. User Testing Requirements

User Testing is an empirical evaluation of the effectiveness of the Ux Software by measuring the interactions of a small, representative test pool of Users with an initial beta-release version of the

Ux Software. The Contractor will conduct User Testing sessions according to the following requirements:

1. User testing may be held onsite or via remote session according to requirements described in section H.10. Access to Smithsonian’s Computer / Data Network.

2. User Testing will include at least three subjects for each User Role type described in

Attachment D Interaction Design Requirements.

3. Contractor will provide the Smithsonian with a written User experience testing plan which will include:

An Abstract & Testing Methodology

Test Subject Questions

The Testing Apparatus and Layout Schematic

The Testing Schedule

4. Each element of the User experience testing plan will independently assess each of the User

Role types described in Attachment D Interaction Design Requirements.

5. User testing will adhere requirements described in Attachment G Smithsonian Directive

SD606 Research Involving Human Subjects.

6. All User Testing must be held at a Time and Location mutually agreeable to Smithsonian and

The Contractor

7. The Contractor will provide the Smithsonian with a written Summary Report 2 weeks following the conclusion of User Testing. The Summary Report will include:

1. A Summary of Testing Results with independent analysis for each User Role Type described in Attachment D Interactive Design Requirements

2. Recommendations for changes to Project requirements

3. Recommendations for changes to the Beta-version Software.

C.4.6. Database Implementation, and Optimization Requirements

The Control System Database (hereinafter referred to as “Database”) stores and manages information required by each Control system Software Components. The Contractor will provide

160 hours of programming support to assist the Smithsonian with the following tasks:

1. Creation of Database Tables

2. Initial Data Ingest to Database tables

3. Creation of Database data management scripts

4. Database Optimization to minimize latency at full Production load.

All Database table definition, configuration and optimization work provided by the contractor will provide features and functionality as defined in Attachment C Database Model

C4.7. Control Server Implementation

The Medialon Control Server Base Image (hereinafter referred to as “Control Server”) is a software configuration image shared by all instances of the Medialon Control Server in the

Control System. The Contractor will provide 160 hours of programming support to assist the

Smithsonian with creating variables, devices and tasks within the Medialon programming environment according to requirements described in Attachment J Control Server API and

Configuration Requirements.

C.4.8. Control System Hardware Architecture Requirements

All Control System hardware will be provided by the Smithsonian. All Software provided by the

Contractor will be capable of Implementation on the hardware architecture described by:

Attachment A - Control System Hardware Architecture.

C.4.9. Content Requirements

The Smithsonian will provide to the Contractor only the original digital content required to create the Ux and Scheduling Software that is available, which may include Computer Aided Design symbols and 3D models, and architectural floorplans of the DWRC. The Contractor will provide any original digital content required to create the Ux and Scheduling Software not provided by the Smithsonian. All original digital content used to create the Ux and Scheduling Software will have pixel dimensions suitable for use on displays ranging from 96 pixels per inch to 280 pixels per inch.

C.4.10. Software Extensibility

All software provided by the Contractor will allow the Smithsonian direct access to backend configurations, layout templates and any other modifiable features for the purpose of changing layouts, inserting new content and modifying existing content.

C.4.11. Software Guidelines.

In addition to other requirements contained herein, the Contractor will use its best efforts to ensure that the software conforms to the guidelines listed in this Section C.4.11.

C.4.11.A. Artistic Control. Smithsonian will have exclusive artistic and editorial control over the software including without limitation, integration of all content; the design; and the look and feel of the software. Except as provided herein, the Contractor will not publish, or otherwise display the software or any portion thereof without Smithsonian’s prior written approval.

C.4.11.B. Limitations. Contractor will not, without the Smithsonian’s prior written consent, permit the software to contain or include: (i) software that collects personally identifiable information from users (“PII” as defined in Attachment I herein) or (ii) the capability to sell products or services directly or indirectly through the software.

C.4.11.C. Current Technology. Throughout the Term as defined in Section F.1 herein, and the Warranty Period as defined in Section I.2.2 herein, Contractor shall continually use and integrate the most current and up to date technology commercially available subject to Smithsonian’s prior, written, approval.

C.4.11.D. Source Files/Source Code. Contractor will provide Smithsonian with all source files including high-resolution (non-derivative) master-image files. Contractor will also furnish Smithsonian with three (3) complete and accurate machine readable

USB-storage devices or digital download copies of: (i) the source code (including the compiler and assembler utilities, to the extent permitted by law), object code, machine language and assembly language forms of the software; (ii) all original photoshop, illustrator or other graphics files, xthml, dhtml, CSS, cfm, html files, complete java or javascript code, flash, director, animation or other scripts and production files, if any; and

(iii) all other Work Product as defined in Section I.1 below. If Contractor corrects any defects in, or revises all or any portion of the software, Contractor will simultaneously furnish Smithsonian with three (3) corrected or revised copies of the source code

(including the compiler and assembler utilities, to the extent permitted by law), object code, machine language and assembly language forms of the software along with three

(3) machine readable USB-storage devices or digital download copies of the software.

C.4.12. Smithsonian Guidelines for Accessibility in Exhibition Design

All software and kiosk design provided by the Contractor will comply with the Smithsonian

Guidelines for Accessible Exhibition Design.

http://accessible.si.edu/pdf/Smithsonian%20Guidelines%20for%20accessible%20design.pdf

C.4.13 Warranty

For the duration of the warranty period the Contractor will eliminate any defects in the operation or Integration of the Ux or Scheduling Software within 30 days of notice by the Smithsonian.

The Warranty period will extend for 1 year beyond the completion of The Final Design and

Implementation Phase 4.

http://accessible.si.edu/pdf/Smithsonian%20Guidelines%20for%20accessible%20design.pdf

C4.14 Final Deliverable Package Requirements

The Contractor will provide the Smithsonian with a final deliverable package that will include:

1. Source code for all Software Components provided by Contractor.

2. All Digital Content used by the Software provided by Contractor.

3. A User Manual describing the configuration and integration settings used for all the

Software Components provided by Contractor.

SECTION D – PACKAGING AND MARKING. Intentionally omitted.

SECTION E – INSPECTION AND ACCEPTANCE.

E.1. Inspection. Upon proper notice and during normal working hours, the Smithsonian Institution reserves the right to perform any inspections and tests as deemed necessary to assure that the Contractor is performing in accordance with the terms and conditions set forth herein. Inspection may be at the

Contractor’s place of business or at any location where work is being performed in conjunction with this

Contract. Inspection by the Smithsonian Institution shall not relieve the Contractor of responsibility for any or all quality control aspects during the Term of the Contract.

E.2. Acceptance.

E.2.1. The Product and all services provided hereunder are subject to the Smithsonian’s review and approval. All Deliverables required hereunder must be submitted to the Smithsonian’s

COTR for review, approval and acceptance. Such approval, if given, will indicate acceptability to the Smithsonian Institution of performance in accordance with the terms and conditions of this

Contract and will be subject to applicable warranties. The Smithsonian Institution reserves the right to reject work not meeting intended performance requirements prescribed under this

Contract.

E.2.2. Deliverables shall be of an acceptable quality addressing the requirements clearly and professionally. Deliverables, will be accepted when all discrepancies, errors, or other deficiencies have been resolved to the COTR’s satisfaction. All notifications of rejection will be accompanied by specific justification or substantiation of the reason(s) for rejection. Acceptance hereunder shall be based on the following criteria completed to the satisfaction of the Smithsonian:

a) Delivery of the complete, accepted Product and documentation sent to the

Smithsonian as required hereunder. All work shall be completed in a timely manner in accordance to the Development Schedule.

b) Deliverables shall all be held to current museum and technology advances and standards. Successful tests of all required and proposed functions hereunder.

c) Contractor shall have clear and direct communication with the COTR regarding any questions or discrepancies that may arise during the Term and Warranty Period.

E.2.3. Neither the Smithsonian Institution’s reviews, approval, or acceptance of services and/or supplies, nor payment for any of the services or supplies required under this Contract shall be construed to operate as a waiver of action arising out of the performance of this Contract.

Furthermore, the Contractor shall be and remain liable to the Smithsonian Institution in accordance with applicable law for all damages to the Smithsonian Institution caused by the

Contractor’s negligent performance of any of the services or supplies furnished under this

Contract. Acceptance by the Smithsonian Institution does not relieve the Contractor of responsibility for correction of errors or omissions that may arise after such acceptance if the errors and omissions are clearly a fault in Contractor performance.

SECTION F - DELIVERIES OR PERFORMANCE

F.1. Period of Performance

This Contract will become effective upon full execution by both parties. Execution by both parties will constitute Contractor’s Notice to Proceed. Contractor will deliver the final Work Product and will complete the Project to the satisfaction of the Smithsonian by no later than September 1, 2021, or as mutually agreed to by the parties in writing (“Term”).

Contractor will participate, in person when possible, or remote meeting software, in progress meetings to be scheduled periodically during the Term of this Contract. Two (2) half day meetings with Smithsonian in Washington, D.C. will be required as part of this Contract and will be scheduled at the start and midpoint of the Contract Term. Contractor will be responsible for all travel expenses. Documents will be shared electronically via e-mail and/or another mutually agreeable method. Any and all appropriate additional Exhibition research documents and the Exhibition script will be made available to the

Contractor.

F.2. Schedule of Submissions. The deliverable and payment schedule will be finalized based on award date and discussions with the Contract COTR. The development of the concept will be collaborative and iterative within the scope of the allotted hours dedicated in Contractor’s Proposal. Below is a proposed schedule:

F.2.1. Discovery Phase 1

a) Contractor will attend a kick-off meeting on September 19, 2020, to start the

Discovery Phase 1. At the meeting, Contractor will discuss its proposed

Development Schedule to be included in the Plan of Accomplishment detailed in

Section L.4 below.

b) By no later than the October 30, 2020, Contractor, in consultation with the

Smithsonian shall finalize the Discovery Phase 1. By no later than November 30, 2020, Contractor will submit to the COTR for Smithsonian review and approval all

Phase 1 deliverables.

c) Upon submission of proper invoice as detailed in Section G.2. herein, and upon delivery and acceptance by Smithsonian of Contractor’s Phase 1 Deliverables, Smithsonian will pay Contractor twenty percent (20%) of the Contract Price.

F.2.2. Initial Design Phase 2

a) The Design Phase 2 will occur from December 1, 2020 to March 1, 2021. Contractor shall attend a mid-Project meeting with Smithsonian staff on January 17, 2021.

b) By no later than March 1, 2021, Contractor will provide all Phase 2 deliverables..

delivery and acceptance by Smithsonian of Contractor’s Phase 2 deliverables, Smithsonian will pay Contractor thirty percent (30%) of the Contract Price.

F.2.3. User Testing Phase 3

a) The User Testing Phase 3 will take place from April 1, 2021 to May 1, 2021.

b) By no later than June 1, 2021, Contractor will submit to the COTR for Smithsonian review and approval all Phase 3 deliverables.

delivery and acceptance by Smithsonian of all Phase 3 deliverables, Smithsonian will pay Contractor twenty percent (20%) of the Contract Price.

F.2.3. Final Design and Implementation Phase 4

a) The Final Design and Implementation Phase 4 will take place from May 1, 2021 to

September 1, 2021.

b) By no later than September 1, 2021, Contractor will submit to the COTR for

Smithsonian review and approval all Phase 4 deliverables.

delivery and acceptance by Smithsonian of the final Deliverables to the address listed in this Section F.2.3(b), Smithsonian will pay Contractor thirty percent (30%) of the

Contract Price.

SECTION G - CONTRACT ADMINISTRATION

G.1. Contract Management. Notwithstanding the Contractor’s responsibility for total management during the performance of this Contract, the administration of the Contract will require maximum coordination between the Smithsonian Institution and the Contractor. The following individuals will be the

Smithsonian points of contact during the performance of the Contract:

G.1.1. Contracting Officer. The Contracting Officer will effect all contract administration.

Communications pertaining to contractual administrative matters shall be addressed to the

Contracting Officer. No changes in or deviation from the Scope of Work shall be undertaken without a written modification to the Contract executed by the Contracting Officer and authorizing such changes.

G.1.2. Contracting Officer’s Technical Representative (“COTR”). The Contracting Officer’s

Technical Representative at the Smithsonian, _________________ or his/her authorized representative, shall act on behalf of the Contracting Officer in the administration of this Contract with respect to the following: resolution of issues that may arise between the Contractor and the

Smithsonian Institution in connection with such matters as acceptability of workmanship and other technical requirements; evaluation on an overall basis of the acceptability of workmanship and Contractor’s compliance with technical requirements; and the approval and acceptance of

Services performed under this Contract.

G.1.2.1. This delegation does not authorize the modification of any of this Contract’s provisions, terms or conditions. All authorities not herein delegated are reserved to the

Contracting Officer.

G.1.2.2. The Contractor shall make available such records, reports and facilities as may be required to carry out this assignment.

G.1.2.3. The Contractor is advised that only the Contracting Officer may change or modify the terms of this Contract, or take any other action that obligates the Smithsonian

Institution, and then such action must be set forth in a formal modification to the

Contract. The authority of the COTR is strictly limited to the specific duties set forth in her letter of appointment, a copy of which will be furnished to the Contractor.

Contractors who rely on direction from persons other than the Contracting Officer (or a

COTR acting within the strict limits of her responsibilities, as set forth in her letter of appointment) do so at their own risk and expense, as such actions do not bind the

Smithsonian Institution contractually. All questions concerning the authority of a

Smithsonian employee to direct the Contractor with regards to the Contract should be referred to the Contracting Officer.

G.2 Invoices

G.2.1. The Smithsonian Institution reserves the right to verify the amount of Services rendered on any invoice by review of the Contractor’s records. Such review may be made by appropriate

Smithsonian institution personnel or an outside audit firm, at the election of the Contracting

Officer. The Contractor shall make such records available to such audit personnel at any reasonable time. Invoices must reflect costs as shown in Contractor’s Business Proposal referenced herein.

G.2.2. Progress Payments. The Contractor may submit invoice(s) for Deliverables submitted and accepted in accordance with Section F. The Contractor shall submit invoices for payment identifying the Smithsonian Institution Contract number (provided at Contract award), and summary of Services performed. The Contractor may submit invoices only for Services and

Deliverables performed, completed, delivered and accepted by the COTR. All payments shall be made only upon Smithsonian’s receipt and approval or said invoice submitted by Contractor.

NOTE: The Prompt Payment Act, P.L. 97-177 (31 U.S.C. Section 3901), is not applicable to the

Smithsonian Institution. The Smithsonian Institution will take all reasonable measures to ensure that payment for invoice(s) properly documented and submitted will be paid within thirty (30) days from receipt of an approved, proper invoice by the COTR.

G.3. Key Personnel

G.3.1. Contractor shall include among the personnel to be assigned under this Contract those persons listed below (add additional pages, as necessary):

Name Labor Category/Job Title

G.3.2. The person(s) named in the Proposal are considered key personnel. The Contractor shall give at least fourteen (14) calendar days advance written notice if any of these persons are to be removed or diverted from this Contract. The Contractor shall supply written justification in said notice, and shall name the proposed substitute or replacement;

however, the Contractor shall not remove or divert such person unless so authorized, in writing, by the Contracting Officer.

G.3.3. All Contractor personnel assigned to this Contract are subject to Smithsonian review in accordance with the defined labor categories/job titles listed herein. Contractor personnel deemed unacceptable by the Smithsonian at any time shall be removed from performing under this Contract within fourteen (14) calendar days of receipt of written notification from the Smithsonian of unacceptability. Such notification shall be in writing and delivered by the Contracting Officer to the Contractor.

SECTION H – ADDITIONAL TERMS AND CONDITIONS

H.1 Indemnification

H.1.1. The Contractor agrees to indemnify and hold harmless the Smithsonian Institution, its

Board of Regents, officers, agents, employees, and the United States of America from and against any and all liabilities, claims, suits, damages, expenses, or losses caused by, or arising from, any act or omission of Contractor, or any employee, agent, or representative of the Contractor including injury to employees or agents, or to a third party, arising out of the Contractor’s activities under this Contract.

H.1.2. The Contractor assumes full responsibility for and shall indemnify and hold the

Smithsonian Institution harmless from any and all loss or damage of whatsoever kind and nature to any and all Smithsonian Institution property, or other property on Smithsonian premises, including any equipment, supplies, accessories, or materials furnished to

Contractor while in its custody and care for Services to be performed under the terms of this Contract, caused by or arising from, in whole or in part, any act or omission of the

Contractor, or any employee, agent, or representative of the Contractor.

H.1.3. The indemnifications set forth herein shall survive the expiration or earlier termination of this Contract.

H.2. Specific Insurance Requirements

H.2.1. General:

c) Contractor shall maintain the insurance policies set forth below, covering the Term of the Contract, with carriers that are acceptable to the Smithsonian Institution. If policies are on a “claims made” basis, Contractor must continue coverage for at least three (3) years after it completes all activities related to this Contract. Contractor shall provide the Smithsonian Institution with a Certificate of Insurance evidencing the required coverage, within seven (7) days of commencement of this Contract.

Contractor agrees that it shall notify the Smithsonian Institution, in writing, at least thirty (30) days in advance of any material change to the scope or limits of insurance required by this provision.

b) Contractor shall name the Smithsonian Institution and the United States of America as ADDITIONAL INSUREDS to the Commercial General Liability and Automobile

Liability policies only for liabilities arising out of the Contractor’s activities related to this Contract. Contractor shall provide Smithsonian Institution with evidence of this Additional Insured requirement to the COTR immediately upon execution of this Agreement.

c) Commercial General Liability: Contractor shall maintain Commercial General

Liability coverage including standard (ISO Form) coverage for (a) bodily injury, property…