Attachment_A_-_Standard_Specs_for_AV.docx

National Park Service Standard Specifications for Audiovisual Presentation Systems and Equipment Harpers Ferry Center

NATIONAL PARK SERVICE

STANDARD SPECIFICATIONS FOR AUDIOVISUAL PRESENTATION SYSTEMS AND EQUIPMENT

30 November 2020

Table of Contents

Section 1 Acronyms & Definitions

Section 2 Project Management

Section 3 Audiovisual Planning and Design

Section 1. ACRONYMS & DEFINITIONS

ACRONYMS

BD Blu-ray Disc

EIA Electronics Industries Association

XML Extensible Markup Language

DEFINITIONS

Amphitheater: An outdoor presentation space, typically used for live presentations with video and audio playback and voice reinforcement capability. All require assistive listening capability.

Assistive Listening 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, neckloops, and hearing aids. The amplified sound is transmitted via radio frequency, infrared, or induction loops to the user’s headset, earbuds, or hearing aid.

Audio Description: Audio description provides individuals who are visually impaired with a narration of visual content. Audio description is a separate audio track synchronized with a video program.

Audio Description Tour: Provides individuals who are visually impaired with information about the exhibits and facilities.

Audiovisual System: Including, but not limited to, any one of the following or combination thereof: audio and video playback equipment, recording equipment, processors, switchers, distribution amplifiers, video projectors, projection screens, video displays, audio mixers, audio amplifiers, microphones, loudspeakers, equipment controllers, control panels, touch screens, electronic cables, message displays, event timers, and assistive listening systems.

Auditorium: See Theater

Captions: See Subtitles for the Deaf and Hard of Hearing

Contracting Officer’s Representative: Contracting Officer’s Representative, or Contracting Officer’s Technical Representative, is the individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

Drawings, As-Built: Revised set of shop drawings submitted by a contractor upon completion of a project. They reflect all changes made in the construction process and show the exact dimensions, geometry, settings, and location of all elements of the work completed under the contract.

Drawings, Design: A simplified representation of a complex system showing the general arrangement of the parts or components and their interconnectivity.

Drawings, Shop: A complete drawing set showing exact arrangement and location of equipment. Also known as construction.

Equipment: Electronic devices used to play video, audio, or computer programs. Includes devices and systems that control multiple programs or that interface with other elements such as programmed lighting and electromechanical devices.

Government-Furnished Equipment: See Government-Furnished Property

Government-Furnished Property: Property in the possession of, or directly acquired by, the Government and subsequently furnished to the Contractor for performance of a contract.

Integrator: Provides audiovisual systems services either directly or through established subcontractors to meet the requirements of this contract.

Installer: Business specializing in the fabrication and installation of commercial audiovisual systems.

Maintenance Manual: A detailed document or set of documents that contains all pertinent information about each piece of equipment’s operation and describes all required service and maintenance.

Multi-Purpose Room: A room or facility that typically has a flat floor and moveable seating, used for a variety of purposes such as video presentations, meetings, lectures, and ceremonies. Frequently used for playback of movies, as well as simple playback of optical discs and/or computer presentations from wireless and/or hardwired inputs. All have assistive listening playback capability and may have audio description capability.

Operations Manual: A detailed document or set of documents aimed at providing park staff information necessary for the normal operation of all equipment and systems. The manual includes a troubleshooting guide.

Submittal: All samples, documents (i.e., drawings, schedules, facsimiles), electronic files, and other materials that meet a contractual requirement.

Subtitles: Text normally displayed at the bottom of a movie that translates foreign languages.

Subtitles for the Deaf and Hard of Hearing: Text normally displayed at the bottom of a movie or television screen that translate or transcribe the dialogue or narrative.

Theater: A room (sometimes called an auditorium,) primarily dedicated to playback of movies, typically from a digital media player via large screen projection, with the capability to play other programs from optical discs and computers, as well as live presentations. These rooms often have surround sound audio playback. All have assistive listening and audio description playback capability.

Universal Design: The design of products and environments to be usable by all people, to the greatest extent possible, without assistance, adaptation or specialized design.

Section 2. PROJECT MANAGEMENT

2.1 Introduction

The purpose of Project Management is to ensure that scheduling, coordination, oversight, and management is effectively accomplished for all work produced under this contract.

2.2 General Requirements

The contractor shall assign a Project Manager to oversee the contract and shall assign a Project Manager for each task order written under this contract.

2.3 Specific Requirements for the IDIQ Contract Project Management

The Project Manager shall be the primary point of contact between the National Park Service (NPS) Contracting Officer and COR for the contract. The Project Manager shall perform the following work:

A. Notify the Contracting Officer and COR of any changes to the contractor’s business operations that affect work under this contract, including but not limited to:

1. Changes to contractor’s address, phone, and other contact information.

2. Proposed changes to key personnel.

3. Workload or capacity issues affecting the ability of the contractor to accept additional work.

B. Communicate with the Contracting Officer and COR regarding major or broad issues affecting task orders, offered or awarded, under this contract, including but not limited to:

1. Clarification of work processes that are acceptable or unacceptable to the government under this contract.

2. Informing the Contracting Officer and COR of misunderstandings, inconsistencies, or conflicting instructions or requirements.

C. Prepare and submit an electronic status report every six months to the COR with a copy to the Contracting Officer which lists all active task orders by number. Report shall include, at a minimum, the name of the park and/or client, type of work being performed, and results achieved during the reporting period. Report shall also include an indication of any current problems that may impede performance, the proposed corrective action, and the completion date.

D. Shall verify and electronically submit all task order bid proposals that include the following:

The Project Manager shall be the primary point of contact between the contractor and COR for individual task orders and shall perform the following work:

A. The Project Manager shall have full authority to act for the contractor on all matters relating to a specific task order. The Project Manager shall maintain contact with the COR as necessary, and shall:

1. Be available to take or respond to telephone calls or electronic mail messages during normal hours of operation (8:30 am - 5:00 pm local time). Local time is considered the time wherever the Contractor is performing the work for the National Park Service.

2. Establish office procedures to ensure that messages are relayed to the Project Manager when out of the office or because of time zone differences.

3. Respond to emergency messages from the COR on the same day they are received. All non-urgent messages from the COR shall be responded to in no less than two days.

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

1. Provide routine inspections of ongoing work.

2. Inform the COR of any issues that could affect work quality or schedule.

3. Ensure that all work not acceptable or compliant with the specifications is corrected prior to review by the COR.

C. Track work progress to ensure that the project is completed according to the schedule. Coordinate and confirm the dates for all submittals, meetings, and installation with the COR. When requested by the COR the contractor shall provide progress reports containing, at a minimum, general information regarding project activity, any failures in the work and proposed solutions for those failures, project milestones achieved, project milestones delayed, and requirements for government provided materials and media.

D. Meet with the Contracting Officer and COR in accordance with Section 3, Audiovisual Planning and Design Process, and as specified in individual task orders.

E. Receive, inspect, and inventory all GFP and ensure that this material is forwarded to the appropriate unit or person within the contractor's organization for use in the project. The Project Manager shall notify the COR within seven days after receipt if GFP is missing, incorrect, inadequate, or damaged for their intended purpose. The Project Manager shall notify the COR as soon as possible if GFP is lost or damaged while in the contractor’s possession.

F. The Project Manager shall coordinate and ensure that all specifications for submittals are in accordance with Section 4, Submittals and Reviews, and as specified in individual task orders.

G. Inspect completed work prior to shipment or final inspection by the COR to ensure that the work meets the standards of quality specified in this contract and in accordance with reference materials identified in Section 10 Installation. Ensure that all the elements of the project are complete and ready for the final inspection. The Project Manager shall notify the COR if any elements of the work will not be ready for final inspection as scheduled.

H. Coordinate installation of the audiovisual system with both the COR and with the Project Manager at the job site. Additional contacts may include: Project Architect, Electrical Contractor, Building Contractor, and Film Production Team.

I. Ensure that all work is delivered and installed as scheduled. In the event problems are reported 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 COR for review and acceptance.

2. Ensure that corrections or repairs are completed and verified by the COR.

Section 3. AUDIOVISUAL PLANNING AND DESIGN PROCESS

3.1 Introduction

Planning and design requirements for this contract includes, but are not limited to, any one of the following or combination thereof: audio and video playback equipment, recording equipment, processors, switchers, distribution amplifiers, video projectors, projection screens, video displays, audio mixers, audio amplifiers, microphones, loudspeakers, equipment controllers, control panels, touch screens, electronic cables, message displays, event timers, and assistive listening systems.

Planning and design shall include full systems, upgrades, repair, or maintenance of existing systems as specified in the individual task orders.

3.2 General Requirements

The contractor shall be responsible for all travel necessary to address the project needs. The contractor shall meet with the COR or their designated representative, be oriented to the site, review available documents and drawings, and meet with park staff.

A. Travel to Site

1. The contractor shall coordinate all travel with the COR or designated representative.

2. The contractor’s workdays while on travel are eight-hour days.

3. The contractor shall bring all equipment they require while on travel and at the job site.

4. The contractor shall provide their own transportation while on travel.

B. Meetings and Presentations

1. The contractor shall develop and submit an agenda for review and acceptance by the COR.

2. The contractor shall facilitate meetings.

3. The Contractor shall document discussions and outcomes and provide to the COR for acceptance.

4. The COR shall determine which documents shall be submitted in advance or at the presentation meeting.

3.3 Specific Requirements

1. The Contractor shall attend a post award conference call within 21 calendar days after the contract award. This shall be conducted by the CO and COR to review contract specific rules and regulations. The post award site visit shall be scheduled during this call. Any immediate questions the contractor has can be discussed during this call.

2. The Contractor shall make a site visit after award of the contract. The Contractor shall verify all site conditions and become familiar with the physical constraints of the existing infrastructure. The Contractor shall submit to the COR a trip report identifying all concerns about aspects of the work and any conditions that pose a risk to performance of the contract. Any concerns about system performance and suggested remedies shall be included.

3. The Contractor’s staff involved with this project shall be thoroughly familiar with this document, each task order, and any accompanying drawings prior to performing the work.

4. The contractor shall bring to the attention of the COR any aspects of the designs and specifications included which the contractor anticipates or foresees will cause any problems, setbacks, or other undesirable results in delivery, fabrication, installation, operation, or other aspects of the systems described.

Section 4. SUBMITTALS AND REVIEWS

4.1 Introduction

Submittals and reviews are the key communication points between the contractor and the COR that document a project’s overall progress and any remedial actions necessary to produce complete and acceptable deliverables.

4.2 General 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 COR as scheduled for review and approval. Submittals shall be accompanied by a transmittal form describing all contents.

D. The contractor shall provide submittals electronically, unless specified otherwise in the individual task orders.

E. The contractor shall receive all review comments from the COR and take appropriate action as stated below:

1. Approved Submittals – The contractor shall ensure that all changes, revisions, additions, or omissions required by review comments are addressed and incorporated into future submittals or resubmitted if requested.

2. Rejected Submittals – When submittals are rejected, the COR will notify the contractor, in writing, identifying the reason(s) for rejection. The contractor shall ensure that the submittal is completed and/or revised as required and resubmitted within the time scheduled by the COR. Reasons for rejection 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 COR will approve the submittal.

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.

F. Review and Approval Times

Unless otherwise stated in the task order, the COR shall notify the contractor, in writing, of approval or rejection of the work within 15 business days. Any additions or corrections shall be completed within 15 business days. In the event the government delays comments beyond the period specified, the contractor shall be entitled to a day-to-day extension in the completion date.

4.3 Specific Requirements

A. The contractor shall provide systems drawings, including block and line diagrams, showing all components of the existing as well as the new equipment to be installed. Provide building drawings representing the basic facility layout as necessary to accomplish the new work. These shall be simple plans and elevations showing barriers, doorways, windows, equipment locations, etc. Existing drawings are not typically available.

B. The contractor shall provide a proposed schedule of work for the entire project. The schedule shall include significant milestones.

C. All drawings shall be produced and submitted to the COR as PDFs and Autodesk AutoCAD using a version no earlier than the last version prior to the most current available. Drawings shall be in black and white, without any reliance on color coding.

1. Within two weeks following the post award site visit or within 30 days following the award of a task order if no post award site visit is requested, the contractor shall submit to the COR:

At a minimum, the contractor shall indicate cable number, type of cable, source name with connector type, and destination name with connector type for all interconnecting cables.

Technical data is required for all cables that are not listed as pre-accepted in this specification or are not pre-accepted for the intended use. Under no circumstances shall the contractor begin installation of any of these cables until approval is granted by the COR.

Section 5. AUDIOVISUAL EQUIPMENT

5.1 Introduction

Equipment selection shall be based on the long-term requirements of the presentation program. The systems shall be easy to operate with minimal training and shall be designed for long life and minimal maintenance.

Equipment and software components shall be chosen to ensure that all design goals are met.

5.2 General Requirements

A. The contractor shall provide equipment and systems designed with ease of use, and which requires minimal maintenance.

B. The contractor shall work with the appropriate project team members to ensure that the electrical system will accommodate all specified equipment. This coordination shall begin at the earliest possible opportunity and continue through the duration of the project.

5.3 Specific Requirements for Design Phase

A. The contractor shall specify equipment and systems designed with ease of use, and which requires minimal maintenance.

1. Where specific equipment, or equivalent, is identified in individual task orders the contractor shall ensure the equipment meets the project needs, shall identify discrepancies or shortfalls, and shall augment systems as required to meet the contract specifications.

2. The contractor shall specify locations for all equipment, wiring paths, and power circuits/outlets.

3. The contractor shall propose start-up and shut-down procedures, and user interface(s) for the system. Start-up and shutdown shall be designed for convenient operation.

4. The contractor shall ensure that for systems that include projected images, the image shall be evenly distributed across the entire screen and shall geometrically even.

5. Unless specified in the individual task order retractable or motorized screens shall be tensioned.

B. 100% Design Package

The contractor shall provide detailed specifications for all audiovisual equipment in the system as follows:

1. Specify equipment make and model that are appropriate for the application. Industrial or commercial grade equipment shall be specified.

2. Specify all ancillary equipment required for a fully operational system, such as surge protectors, uninterruptible power supplies, push buttons, relays, and indicators.

4. For each product specified, provide the manufacturer’s technical information sheets, the manufacturer and/or supplier’s address, telephone number, and information regarding accessories and additional equipment.

5. Provide detailed wiring diagrams for the system(s). Wiring diagrams shall show the type and points of connection on each piece of equipment, and the interface between audiovisual components to lighting and electromechanical devices.

6. Special order items and items that are not normally available from a manufacturer’s stock shall be clearly identified as such and shall include lead time for procuring.

7. Architectural requirements including, but not limited to, the number and placement of electrical circuits, voltage and load requirements for each circuit, and the number, type and placement for high and low voltage conduit and device boxes and enclosures.

8. When previously specified equipment has been discontinued or is unavailable through normal means, the contractor shall specify replacement equipment by brand name and model number and shall provide cut sheets that show all product specifications.

Section 6. ANCILLARY CONSTRUCTION

6.1 Introduction

Ancillary construction may include, but not be limited to the design, work plan, specifications and installation as necessary for electric changes, acoustic treatments, carpentry, painting, patching, and rigging.

Section 7. INSTALLATION

7.1 Introduction

Installation includes but is not limited to assembly and testing of components in the contractor’s shop, travel to the site with contractor staff and tools, mount equipment and assemblies, connect, test, commission, and train staff.

A. General Requirements

1. The contractor shall provide all new equipment and installation materials.

2. The contractor shall not order equipment and materials until shop drawings have been reviewed and accepted by the COR.

3. The contractor shall guarantee all equipment and materials provided as well as installation practices for a period of one year from the date of acceptance by the COR.

5. Workers competent in the fabrication, installation, and implementation of professional audiovisual systems shall perform the work specified.

6. The contractor shall take precautions to guard against electromagnetic and electrostatic hum, spurious oscillation; provide for adequate ventilation and install the equipment to provide maximum safety to any user or operator.

7. The contractor shall exercise care in wiring the systems to avoid damage to cables and equipment. All joints and connections shall be made with rosin core solder or with mechanical connectors approved by the COR.

9. The contractor shall collect all information and photographs during the shop and on-site installation work to complete the closeout documentation of the system(s).

10. The contractor shall provide no less than two hours of onsite training and instruction to personnel designated by the COR.

B. Functions and Objectives

1. The contractor shall remove from service all existing audiovisual equipment, hardware, materials and supplies not intended for reuse in the new system and turn over all such apparatus and materials to the COR.

2. The contractor shall provide and install fully working audiovisual, audio, and video playback systems comprised of contractor supplied and GFP as specified in the individual task order.

3. The contractor shall provide the audiovisual system free of artifacts such as hum, noise, or distortion of any level above that specified by the manufacturers of the equipment specified and/or provided.

4. Acceptance testing by the COR with the contractor shall verify function and purpose of new and existing equipment. This testing shall include one business day (8 hours) of operation of all system functions with no issues requiring major contractor adjustments, to include but not limited to multiple full power on/off cycling and operation of all manual and automated control of all sources and shows.

C. Equipment

1. Government-Furnished Property shall be specified in the individual task order. Such equipment will be furnished to the contractor for integration into the audiovisual system. The contractor, at no additional cost to the government, shall replace equipment damaged while in the contractor’s possession. The contractor will not be held responsible for performance or warranty of existing equipment or conditions unless the degradation of performance is caused by contractor installed equipment or action.

2. Video playback requirements will be specified in the individual task order.

3. Audio requirements will be specified in the individual task order.

4. Control system requirements will be specified in the individual task order.

5. Equipment Racks will be specified in the individual task order.

6. Hardware, Cable, and Connections

a. All support hardware shall be of the highest grade of reliability and rated equal to at least four times the load weight of the equipment being supported.

b. Cabling and Connectors: Care shall be taken to bundle and secure all cables that interconnect electronic devices integral to the system with destinations outside the equipment rack. Strain relief, harnesses, and segregation of cables according to signal levels must be maintained throughout. Crimp type connections shall be accomplished with ratchet type crimping tools as recommended by the crimp connection device manufacturer. Use of adapters shall be avoided where practical and cabling intermediate connections kept to a minimum. Unused conductors, shields, or drain wires shall be dressed under heat shrink tubing not cut.

7. Cables as manufactured by Belden, West Penn, Alpha, Liberty, or other equivalent manufacturers of premium grade low voltage cables with appropriate UL listings for the application shall be utilized. All cabling outside the rack shall be plenum rated.

8. Connectors as manufactured by Switchcraft, ITT Cannon, Neutrik, Kings, Amphenol, Trompeter, Canare or other manufacturers of premium grade audio, video, RF, and signal connectors shall be utilized.

9. Switches and relays as manufactured by EAO, Switchcraft, Grayhill, Microswitch, Potter & Brumfield, Radio Design Labs or other manufacturers of premium grade switch and relay products shall be utilized.

10. The contractor shall provide to the COR one set of any specialized tools necessary for dismantling or servicing switches. Lighted switches shall be illuminated by LEDs.

D. Execution

1. As specified in the individual task order, the contractor shall calculate anticipated heat loads for equipment used in the audiovisual system and provide a detailed report to the COR. The contractor shall provide and install convection vents and/or cooling fans as necessary if required to prevent the equipment’s environment temperature from rising no more than 30ºF over the ambient temperature of the adjacent space. Fans, if used, shall be selected to provide the maximum amount of airflow with the minimum amount of noise contribution.

2. Persons trained and experienced in audiovisual, sound and video installation technology shall perform all assembly, fabrication, and installation work. All installation practices shall be adhered to as described in pertinent chapters of the following publications:

a. Audio Systems Design and Installation Author - Philip Giddings, Focal Press

b. Sound System Engineering – Fourth Edition; Authors Don Davis, Eugene Patronis, Pat Brown Focal Press

3. In addition to the above references, all requirements of the latest published edition, including but not limited to the following publications shall apply unless otherwise noted. In case of conflict between cited or referenced standards, the more stringent example or standard shall apply to the situation in question.

a. National Electrical Code (NEC).

b. Federal Communications Commission (FCC).

c. Society of Motion Picture and Television Engineers (S.M.P.T.E.).

d. American Society for Testing Materials (A.S.T.M.).

e. Electronic Industries Association (E.I.A.).

f. Handbook for Riggers 1977 Revised Edition, W.G. Newberry; Calgary, Alberta Canada.

g. Basic Principles for Suspended Loudspeaker Systems, Technical Notes Volume 1, Number 19, JBL Professional Division.

Section 8. ACCESSIBILITY

8.1 Introduction

All work performed under this contract shall be in accordance with the Programmatic Accessibility Guidelines for NPS Interpretive Media, available at www.nps.gov/hfc. The Guidelines combine laws, policies, and best practices to offer design and presentation solutions that are acceptable in most situations. Contractors are advised to understand that physical access is required for employees to operate and service equipment.

In addition to Universal Design principles, specific design requirements for accessibility are mandated by statute. Laws that apply to work performed under this contract include the Americans with Disabilities Act (for non-Federal buildings and facilities), the Architectural Barriers Act (for Federal Government buildings and facilities), and Section 508 of the Rehabilitation Act, for electronic and information technology purchased by the Federal Government. Detailed information on these statutes may be found at www.access-board.gov.

8.2 General Requirements

There are three main accessibility requirements for all audiovisual programs: captions, audio description, and assistive listening. The information here and in Section 9. MEDIA PRODUCTION augments information in Programmatic Accessibility Guidelines for NPS Interpretive Media. All should be referred to when addressing accessibility.

8.3 Audio Description Tours for Exhibits

Audio description shall include all exhibit elements. Exhibit elements include but are not limited to text, graphics, tactiles, interactives, and scenic elements, audio, video, and navigational instructions.

The proposed delivery system shall provide, integrate, and deliver audio description of all exhibit elements and audio description and assistive listening for all exhibit and theater AV programs.

A. Content: The audio description shall:

1. Follow the most current version of the Audio Description Core Concepts at https://www.nps.gov/subjects/hfc/accessibility.htm

2. Be segmented into sections no longer than three minutes or 450 words, unless approved in advance by the COR. Descriptions that require longer lengths shall be separated into shorter sub-segments.

3. The script shall include a Table of Contents (ToC) that includes the exhibit title of each segment and any individual sections, congruent with the Scenes and Content Groups specified in the exhibit design. Multiple sub- menus are acceptable. Additional sub menus shall contain no more than six segments, unless approved in advance by the COR. The script shall include audio signals (tones) at end to signal end of description segment.

4. Provide basic navigational information within the exhibit space, including dimensions, locations, and general layout of the exhibits, restrooms, theater, and any barriers or hazards.

5. The script shall include instruction geared to a general audience on how to use the handheld delivery device.

6. Describe the overall exhibit layout; artwork, illustrations, photos and other images; artifacts, models, and other display objects; and read the text. Explain where the text is located on the panel and include titles and short descriptions of their contents. For captioned images, describe both images and captions.

7. Provide instructions that allow users to understand tactile models, maps, or interactive exhibits.

8. All video programs used in the exhibit shall have synchronous audio description. Audio description for video programs shall be triggered and transmitted via a live feed onto the user’s device, unless otherwise approved by the COR.

9. For Electronic Programs, the contractor shall provide a basic overview of the program to include instructions for using the program via the touchscreen, push buttons, and the required redundant tactile equipment. Description shall include the overall visual style, creative concepts, interpretive messages, and functionality.

10. Synchronous description of Digital Interactive Programs shall be provided within the program and delivered to the user via technology to be approved by the COR.

B. Delivery Method: Audio Description for exhibits may be delivered through a variety of technical means.

1. The audio description system shall provide the user with the following capabilities:

a. Independent access to the description. This is achieved through systems capable of automatically triggering the description when the user enters a particular zone of the exhibit, unless otherwise specified in individual task order.

b. Drill down options for content that allows the user to select level of detail instead of a single linear tour, or lengthy segments.

c. Tours shall be designed, organized, and produced to minimize the hardware complexity. Button and navigation functionality shall be consistent; instructions shall be clear; and, returning to operational instructions shall be simple.

d. The proposed hardware and software shall have a demonstrated history of being developed for and used by the community of users. If it does not, the contractor shall demonstrate how the proposed hardware and development software was developed and/or modified and tested with the user group.

2. Delivery of Content: Unless specified in the individual task order, the contractor shall propose and provide a delivery system for automatic playback of descriptions that uses one of the following:

a. IR (Infrared) or RF (radio frequency) triggers, RF transmitters for live audio feeds, and a user interface that utilizes tactile buttons for program navigation;

b. Bluetooth triggers, Wi-Fi for live audio feeds, and a user interface that utilizes a touch screen for program navigation.

3. Delivery Systems: Equipment provided by the contractor shall meet the following requirements depending on which system is specified in the individual task order.

a. Tactile Button Delivery System shall provide the following:

1) A minimum of five receivers with multi-charger. If more receivers or chargers are required, quantity shall be designated in the individual task order.

2) Receivers that shall vibrate when a trigger emitter is detected.

3) One RF transmitter for each described video. For videos with sound, one additional RF transmitter is required to provide assistive listening. Existing park movie venues shall be included.

4) One trigger emitter for each designated activation zone.

5) Programming software and hardware required to program the receivers and emitters.

6) One single-sided wired headphones, one lanyard, and one audio splitter for each receiver, plus two spares of each.

7) One personal induction loop for every four receivers, a minimum of two required.

b. Mobile Application-based Delivery System:

1) Shall use the official NPS app framework, unless otherwise approved by the COR.

2) A minimum of five receivers with a charger for each. If more receivers or chargers are required, quantity shall be designated in the individual task order.

3) Receivers that shall vibrate when a trigger beacon is detected.

4) Wi-Fi transmission system with a single audio channel for each described video. For videos with sound, an additional channel is required to provide assistive listening. Existing park movie venues shall be included.

5) One trigger beacon for each exhibit zone.

6) Programming software and hardware required to program the receivers and triggers.

7) One single-sided wired headphones, and one audio splitter for each receiver, plus two spare of each. If the receiver does not have analog headphone jack, adapters for each receiver shall be provided.

8) One hard case and lanyard for each receiver, plus two spares of each.

9) The contractor shall test and verify all accessibility features of the receivers during installation.

Section 9. MEDIA PRODUCTION

9.1 Introduction

The contractor may be required to provide limited audiovisual production services and inter-format media transfers in order to fulfill the requirements of a task order. These services will typically be limited to captioning, audio describing, encoding, transferring, replicating and/or duplicating GFP audiovisual programs. Production requirements and specifications will be listed in each task order.

9.2 Captioning

The Department of the Interior (DOI) policy states that all training and informational video productions which support the agency’s mission, regardless of format, that contain speech or other audio information necessary for the comprehension of the content, shall be captioned. DOI policy also requires that captions shall always be displayed. Captions shall be displayed on-screen. All programs shall be captioned under this contract and shall be GFP, unless otherwise specified in individual task orders. The terms “captions” and “subtitles” are synonymous. The programs will typically be delivered to the contractor as digital files, either electronically, on a USB drive, or optical media.

A. SDHH Specifications

1. The contractor shall provide open captions, unless otherwise specified in the task order.

2. Captions are typically one line, with no fixed maximum line length. Lines shall be broken at sentences or prepositional phrases where practical, with each line typically 50 characters or less.

3. Captions shall be upper and lower case, sans-serif, single line, and centered. Typeface and positioning shall be determined in consultation with COR.

4. Captions shall be pop-on/pop-off versus roll-up.

5. Captions shall distinguish between narration and spoken dialogue and shall indicate the presence of music and sound effects (SDHH).

6. Captions shall be displayed at the bottom of the viewing area of the screen. When images or on-screen titles interfere with caption readability, the caption placement may temporarily switch from the bottom to the top of the screen.

B. Caption Review, Approval, and Deliverables

1. The contractor shall submit all captions electronically for review and approval by the COR. Each review shall be submitted on two USB flash drives, unless otherwise specified in the task order.

2. The contractor shall provide an open captioned video digital file and an electronic Microsoft Word or text file of the proposed caption script for review and approval by the COR. The contractor shall not proceed with the final deliverables until the captions are approved by the COR, which may require the submission of additional revised files and scripts.

3. Upon approval of the captions, the contractor shall deliver the final captioned programs in a format compatible with the playback equipment specified.

4. The contractor shall deliver an electronic Microsoft Word file with timing of the final approved caption script in the close out documents.

9.3 Audio Description

The NPS policy states that all training and informational video productions which support the agency’s mission, regardless of format, that contain visual information necessary for the comprehension of the content, shall be audio described. Audio description helps to ensure that people who are blind or have low vision enjoy equal access to film and video programs by providing additional descriptive narration of key visual elements. Audio description uses the natural pauses in the existing soundtrack to insert descriptions of essential visual elements such as actions, settings, appearance of characters, body language, costumes, lighting, on-screen text, etc., when such information is not offered in the existing soundtrack. This pre-recorded narration is delivered on a separate audio track that is synchronized with the program’s primary audio track.

In theater settings, audio description is typically not heard over the main loudspeaker(s). Visitors requesting audio description will typically receive a headset and receiver. The audio description track is then transmitted to the headset via a radio frequency or infrared signal. Only those visitors with headsets will hear the audio description track. In exhibit settings the playback method shall be specified in individual task orders.

All programs to be audio described under this contract will be GFP unless otherwise specified in the task order.

A. Audio Description Specifications

1. All audio description shall be written, narrated, and recorded by trained, professional audio description providers.

2. All audio description shall conform to accepted industry standards and practices. While there is not one set of national or international guidelines, only professionals within the field shall be referred to for guidance, standards, and practices.

3. All digital audio shall be created at a sampling rate of 48 KHz, unless otherwise specified in the task order. Audio Description files shall be delivered as .wav files and .mp3 files at 256kb/s.

B. Audio Description Review, Approval, and Deliverables

1. The contractor shall submit all audio description scripts electronically in Microsoft Word for review and approval by the COR.

2. Prior to recording the audio description soundtrack, the contractor shall provide an electronic Microsoft Word file of the proposed script to the COR for review and approval. Each block of text in the audio description script shall reference time from the beginning of the program, along with the preceding line from the program’s original narration track. The contractor shall not proceed with the final deliverables until the audio description script is approved by the COR, which may require additional script submittals before final approval. Each resubmission of the script shall include a clean revised script without any comments.

3. Upon approval of the audio description script, the contractor shall record the audio description soundtrack in a professional studio using a professional audio description narrator. The contractor shall then provide a check .wav or MP3 file of the edited audio description track for review and approval by the COR. The original program audio shall be on CH-1 (left), the audio description narration on CH-2 (right).

9.4 Media Duplication, Replication, Encoding, and Transfer Services

The contractor may be required to duplicate, replicate, encode and/or transfer GFP audiovisual programs. This shall occur in small quantities as needed to support an audiovisual systems installation. The government will typically furnish programs electronically, on a USB drive, or optical media. The contractor may be required to provide encoding services and/or transfer programs to disc-based servers or solid-state media players in order to complete an audiovisual systems installation. The contractor shall be responsible for ensuring the media provided plays without defect on the playback device. Production shall be in a format compatible with the playback equipment specified.

A. Final delivered show quality shall not be visibly degraded from the original.

C. Digital encodings shall include one second of black at the head and at the tail of the programs.

D. An encoding specification report for each audio and/or video show shall be provided to the COR and at a minimum shall include the following:

1. Park acronym and show name (e.g. – REDW “Land of the Giants”)

2. File size (e.g.- 688 MB)

3. Encoded by and date (e.g. - XYZStudios 10/1/09)

4. Container (e.g.-MPEG-4, Transport Stream, 1 vid, 1 aud, bitrate 21452 kb/s VBR)

5. Video dimensions and frame rate (e.g. - 1920 x 1080 x 29.97p)

6. Audio data (e.g. – MP2, 48 kHz, 384 kb/s, Stereo)

9.5 Labeling Requirements for Media

A. Full size memory cards shall be labeled on the top at a minimum with the four-letter park designation and NPS number of the show. MicroSD and similar size cards shall be furnished inside full size adapters, with the labels adhered to adapter.

B. Digital file naming shall be approved by the COR.

C. When the show is presented in a language other than English the two-letter country code shall be added. Country codes shall be in accordance with ISO 3166.

Section 10. CLOSEOUT PACKAGE

10.1 Introduction

At the conclusion of work, the contractor shall return all GFP and all other outstanding materials as specified in the individual task order. The government has exclusive rights to all material generated by the contractor in the process of completing a task order.

10.2 Specific Requirements for Closeout Package

Closeout Submittals - The contractor shall submit a draft electronic copy in Microsoft Word of the operations manual and all drawings as .pdf files for review and acceptance before printing and distribution. Upon approval, the contractor shall provide two hard copies of the operating manual and drawings, one hard copy of all manufacturers’ equipment manuals, and three duplicate electronic drives with the closeout submittals as specified below. All submittals shall be in the English language unless otherwise specified in the task order.

A. Hardware

a. USB Flash Drives: The flash drives shall be readable by Mac and PC. The size of flash drives shall have at least 50% extra space as required for all files. Flash drive USB port shall be sheathed.

b. Portable Hard Drives: The hard drives shall be readable by Mac and PC; 5400 rpm or current…