Attachment_A_-_Standard_Specs_for_AV_May_2024.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

May 2024

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. As-Built drawings 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 10 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 Brightsign digital media player being the most commonly used playback device, programming shall be in Brightscript rather than BrightAuthor.

C. 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 using the entire screen and 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. Diagrams shall include HxWxD measurements for screens and displays, and throw distances for projection systems.

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 FABRICATION

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.

4. The contractor shall install media on the equipment provided and ensure operational playback is achieved.

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 perform system adjustments with and under the direction of the COR. The adjustments shall take place after the systems are fully complete and operational in all aspects. During these adjustments there shall be no packing and loading of materials, equipment, and tools in the theater. The theater shall remain quiet during the procedures.

11. After the system is operational, and unless specified otherwise, the contractor provide one day (eight hours from 9 AM to 5 PM) of observation to assure the system is operating correctly. If there are any anomalies, they shall be corrected, and provide an additional day for each day where anomalies occur.

12. After one day of successful operation as accepted by the COR, the contractor shall provide a thorough two-hour training of Park staff in operation and simple trouble shooting of the system.

B. Testing 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. The contractor shall test all CAT cables using an analyzer with a current calibration certificate and deliver a report to the COR for review and acceptance that includes at a minimum; the cable number, length of cable, and insertion and return losses measured in db.

5. 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 found in Programmatic Accessibility Guidelines for NPS Interpretive Media. All should be referred to when addressing accessibility.

8.3 Audiovisual Accessibility in Exhibits

The contractor is responsible for installing all audiovisual and interactive media onto the specified audiovisual and computer equipment and ensure that all media operates as expected and meets the accessibility requirements as described in this section. Each audio, silent video, and audiovisual program in each exhibit is required to provide descriptive audio, hearing assistance, captions, and/or navigation buttons, as follows:

8.3.1 Audio-only Programs

Audio-only programs require hearing assist for the hard of hearing and captions for the deaf. The hearing assist requirement may be met using either sound wands with volume control and reset or a FM transmitter and handheld receiver. Captions for the deaf are displayed on a monitor synched with the audio or provided via a Connect Box or other Wi-fi enabled HTML delivery device.

8.3.2 Silent Video Programs

Silent videos require descriptive audio for people who are blind or have low vision, and notification, via on-screen caption or label adjacent to the monitor, for the deaf or hard of hearing that the video is silent. Delivery of descriptive audio is provided via a headset jack or a sound wand. Labels with raised symbols of the standard AD symbol and headset icon is required.

8.3.3 Audiovisual Programs

Audiovisual programs in exhibits require descriptive audio for people who are blind or have low vision, hearing assist for the hard of hearing, and captions for the deaf. Captions are to be displayed on the screen at all times, Hearing assist is delivered via a FM transmitter with receiver or a sound wand. Descriptive audio is delivered via headset jack or Wi-Fi.

8.3.4 Navigation Buttons

Touch screen user interfaces require external control navigation buttons for people who are blind or have low vision, or with limited mobility. Descriptive audio for the blind or people with low vision is delivered via a headset jack. A label with the raised AD symbol and headset icon is required.

8.4 Audio Description Tours for Exhibits

Audio Description Tours are provided to the visitor via the NPS app.

There are three phases required in order to successfully complete an ADT. Phase one is the creation and acceptance of the ADT script, phase two is separating and transferring the script to three spreadsheets, phase three is delivery, installation, testing, and verification of the app and required hardware.

Audio Description Tours for people who are blind or have low vision are arranged and grouped by proximity to better enable the user to self-guide through the space and to avoid long run-on descriptions. In large spaces each grouped area is sorted in the ADT App via Blue-tooth Low-Energy (BLE) iBeacons. When the visitor navigates into a new exhibit space the app will identify the iBeacon and resort main group titles so the one associated with that iBeacon rises to the top of the list. To facilitate this arrangement the contractor shall tour the space and set grouped sort locations to support script arrangement and exhibit flow.

Prior to finalizing sort locations, the contractor shall perform signal testing to ensure there is no interference from outside sources and to ensure iBeacon fidelity to the designated description group. Beacons shall be set in place at the post-award site visit. Due to the unavailability of stable public Wi-Fi in most parks, the contractor shall initialize and configure equipment that requires an internet connection at the contractor's facility. The ADT can be accessed without Wi-Fi but the park specific tour had to have been opened at least once for the content to download.

1. Include a Table of Contents (ToC) that includes the exhibit title of each segment and individual sections congruent with Scenes and Content Groups.

2. Include an overview description of each Scene and Content Group that, in general terms, describes the layout and content.

3. Provide basic navigational assistance within the exhibit space and the VC at large, such as the location of the restrooms and gift shop.

4. Tell the story as described in the exhibit text and images visually to enable visitors who are blind or have low vision to make connections to park resources through the same messages delivered to sighted visitors.

5. Be straightforward in its creative and technical approach.

6. Include vivid, succinct descriptions of exhibit panels, objects, maps, dioramas, tactile elements, interactive devices, computer interactive programs, exhibit audiovisual programs, and other elements as necessary.

7. Describe and identify the artifacts, models, and other objects on display in cases that cannot be touched by visitors.

8. Sections and subsections in the script belonging to different spreadsheets shall be readily identifiable using bold, color coding, etc. or any other consistent method to enable ease of transfer from the script to the spreadsheets.

9. Include instruction to access live streaming of audio if required.

8.4.2 Spreadsheets

The three spreadsheets are Exhibits, Rooms, and Details. The Exhibit spreadsheet contains the physical location of the exhibits. The Rooms spreadsheet contains content group titles, overviews, and iBeacon configuration information. The Details spreadsheet contains panel overviews, titles, and text.

Following script acceptance the script is transferred to spreadsheets that are then uploaded by the government to protected servers. Transfer of the script to the IEM spreadsheets is crucial to the success of the project. Data formatting shall meet the following criteria:

1. Every description shall begin with the word and paragraph counts of the description and end with "End of Description".

2. Every hard return translates into a different section when viewed on the App. This feature is especially useful to create the feel of drilldowns and to sectionalize long descriptions by topic. The accompanying overview shall state there are multiple paragraphs, the number of paragraphs, and instruction that it may be necessary to page down to hear the entire description.

3. Special characters do not transfer to the spreadsheets and shall not be used. Specifically, em dash (elongated hyphens) translate as question marks on the spreadsheets.

The spreadsheets are saved as .csv UTF8. Files names shall begin with IEM, files shall not include the attachment letter if present. The contractor shall populate the spreadsheets as follows:

1. IEM v2 - Exhibits.csv is the spreadsheet that is used to describe the separate physical locations within the IEM App. The contractor shall populate this spreadsheet based on locations identified during creation of the script as follows:

Spreadsheet "IEM v2 - Exhibits":

Fields for this spreadsheet are ID, TITLE, SUMMARY, and DESCRIPTION.

1. ID field is numbered 0 through the number of Visitor Centers or physical locations with 1 used as the General Description of how to use the app.

2. TITLE field is the name of the tour.

3. SUMMARY field is a purpose statement.

4. DESCRIPTION field is body text of the tour description.

2. IEM v2 - Rooms.csv is the spreadsheet that identifies and describes the separate content groups or sections associated with the locations named in the Exhibits spreadsheet. The contractor shall populate this spreadsheet based on groupings identified in the accepted script as follows:

Spreadsheet "IEM v2 - Rooms":

Fields for this spreadsheet are ID, EXHIBIT ID, SITE ID, BEACON MINOR, BEACON MAJOR, UUID, ACCURACY THRESHOLD, 3 FEET ZONE ACCURACY THRESHOLD, 10 FEET ACCURACY THRESHOLD, NOT BEACON ID, NEAR BEACON ID, AND OVERVIEW.

1. ID field is numbered starting with 1 through the total number of TITLEs. The ID is what the program uses to sort the information on screen. It is recommended that numbers are skipped throughout to enable additions to content were it ever needed.

2. TITLE field are the Main titles taken directly from the script.

3. EXHIBIT ID field is the corresponding ID number from the Exhibits spreadsheet.

4. SITE ID field is not programmable. Always set field as 5024.

5. BEACON MAJOR field is numbered sequentially starting with 1.

6. BEACON MINOR field is not currently programmable. Always set field as 1.

7. UUID field is a 28 alpha numeric code used by the content management system. It does not change. Always set field as “12345678-aaaa-bbbb-cccc-123456789012".

8. ACCURACY THRESHOLD, 3 FEET ZONE ACCURACY THRESHOLD, and 10 FEET ACCURACY THRESHOLD fields are designed to increase the accuracy of the activation zone of the individual iBeacons. Recommended starting point for all iBeacons are 0.6, 0.9, and 2.5 respectively.

9. NOT BEACON ID and NEAR BEACON ID fields are not used and are left blank.

10. OVERVIEW field is the description associated with the TITLE field. Content in this field is the first description for each main title.

3. IEM v2 - Details.csv is the spreadsheet that identifies and describes the panel content of the groups or sections named in the Rooms spreadsheet. The contractor shall populate this spreadsheet from the accepted script as follows:

Spreadsheet "IEM v2 - Details":

Fields for this spreadsheet are ROOM ID, TITLE, and DESCRIPTION

1. ROOM ID field value is the corresponding ID number from the ROOMS spreadsheet.

2. TITLE field is the subheading title from the script.

3. DESCRIPTION field is the description associated with the TITLE field.

When the spreadsheets are populated, the contractor shall perform the following: Create a folder and name it “Indoor Exhibition”. Move the three files (IEM v2 - Exhibits.csv, IEM v2 - Rooms.csv, IEM v2 - Details.csv) to the folder, Zip the folder and final script, and name the new file with the park acronym, an underscore, and IEM v2 (ex. PARK_IEM v2.zip). Email file to the COR.

When the file has been uploaded to the server and it is ready for the contractor to download and test, the COR will send a verification email to the contractor.

8.4.3 Equipment

Unless specified otherwise, the following equipment in the quantities identified are provided for each exhibit location identified:

1. Portable handheld device with Wi-Fi, Bluetooth, vibrate capability, and 6.1” screen size minimum (quantity 2)

2. Ruggedized case for handheld device. (quantity 2)

3. Hardened screen protector for handheld device (quantity 2)

4. Lanyard, 5/8", breakaway, cell phone loop / keyring, black (quantity 2)

5. Manufacturers charger and cable (quantity 2)

6. Lightning to 3.5 mm Headphone Jack Adapter (quantity 2)

7. Induction neckloop. (quantity 1)

8. Headphones, lightweight. (quantity 5)

9. Earbuds, disposable (quantity 20)

10. Location triggers, iBeacon. (quantity 20)

11. 2-channel Wi-Fi server, router, and associated cables and equipment (quantity 1)

Prior to delivery to the park the equipment must be assembled, configured, tested, and operationally verified. Test and verification at the park shall include the provided handheld devices.

The contractor shall provide a storage case that holds all equipment safely from physical and environmental damage. The case shall include an airtight seal and individual cutouts for the various equipment types.

8.4.4 Hardware & Software Configuration

During initial fielding of the ADT-IEM Apple products are the only compatible delivery devices. This is due to the application's internal programming. The contractor shall:

1. Delete all unnecessary apps from the delivery devices and move and group all others off the main page.

2. Place the National Park Service app on the shortcut bar.

3. Place the Wi-Fi manufacturers app on the shortcut bar.

iPhone Configuration in Settings:

1. Select the iPhone "Settings" icon.

2. Turn Bluetooth on. This will allow the "Order by Proximity" function of the app to resort the information when a beacon is sensed by the app.

3. Return to Settings main page.

4. Select Sounds & Haptics.

5. Ensure "Vibrate to Ring" and "Vibrate on Silent" are turned on. If not, slide to green. This allows the phone to vibrate when a beacon is near.

6. Return to Settings main page.

7. Select Accessibility.

8. On the Accessibility page, scroll to and select Accessibility Shortcut.

9. On the Accessibility Shortcut page select VoiceOver. A check will appear. This allows the user to triple-click the button on the right side of the iPhone or the home button for older iPhones or iPads.

10. At the top of the Accessibility Shortcut page select Back. VoiceOver should be shown for Accessibility Shortcut. In addition, once VoiceOver is turned on, the selected element on the screen will have a black outline around it.

11. Exit Settings.

Beacon Testing:

1. Open the AD Tours app.

2. Triple click the top right-side button on the iPhone to turn on Voiceover. A second triple click will turn Voiceover off.

3. Select your park.

4. Select the Exhibit to review.

5. Ensure "Order by Proximity" is turned on. If not, slide to green.

6. Walk the space slowly and verify that the titles re-sort when in the area of the appropriate beacon. When testing, always try to move at the slower pace of a visitor who is experiencing the AD for the exhibits. This allows the app the time necessary to identify new beacons as you move toward them.

New iPhone Setup - Options & Selections:

1. Finish Setting Up

2. Face ID – Set Up Later in Settings

3. Create a Passcode – Passcode Options – Don’t Use Passcode – Don’t Use Passcode

4. Apple ID – Cancel

5. Returns to Settings Main Menu - Close settings

Navigating using the Accessibility Features:

These are navigation methods used after enabling Voiceover by triple-clicking the upper right, side button on the phone.

8.4.5 ADT Manual

The contractor shall provide an electronic copy in Word and accessible .pdf formats and two hard copy sets of Operations Manuals in permanent 3-ring binders (no binder shall be larger than 2” thick) sectioned by tabs and labeled by section, and an electronic version on electronic drives.