Attachment J-5 - SAMPLE NBF Event Execution order - Price Schedule 04292026.xlsx
XLSX spreadsheet 37 KB Posted
- Solicitation number
- 030ADV26R0033
- Issued by
-
Library of Congress
About this file
This is a price schedule template (Attachment J-5) for evaluation purposes only in response to the Library of Congress National Book Festival Event Management IDIQ solicitation (030ADV26R26). The schedule requires offerors to insert unit prices from their completed IDIQ price schedule and populate labor categories as needed, with explicit instructions not to add, remove, or manipulate any line items.
The price schedule encompasses comprehensive hybrid event services for a National Book Festival at the Walter E. Washington Convention Center on a Saturday from 8:30 a.m. to 8:00 p.m., with move-in beginning Tuesday at 7:00 a.m. and move-out concluding Sunday at 11:59 p.m. Services include meetings and coordination; 25 virtual and 10 physical exhibit booths; credentials, lanyards, and premium t-shirts; comprehensive event signage and wayfinding; book signing area setup with drape and linens; 5,000 pounds of drayage; a television-style broadcasting team including videographers, interviewers, and live event producers; audiovisual and lighting equipment for 440 seated attendees with accessibility features including CART support; stage furniture and scenic backdrops; a virtual event web application supporting 25,000 concurrent users across nine days with lobby, expo hall, presentation areas, data collection, and attendee customization features; operations center technician stations; virtual meet-and-greets; video recording and editing services for pre-recorded presentations; livestream services for both virtual and on-site presentations with graphics packages and audience engagement; accessibility support; and one-year climate-controlled storage for 1,000 square feet of Library materials. The Library will provide separate contracts for electricity, internet, medical services, police, radios, digital signage, sign language interpreting, additional CART services, and contract security.
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Price Schedule
| Attachment J-5 - Price Evaluation - Hybrid Model | |
| LIBRARY ASSUMPTIONS FOR COST PROPOSAL | |
| The prices in this schedule are for evaluation purposes only. An order will not be awarded based on this price schedule. |
| Instructions: |
| 1) Offeror shall insert prices for each item/service in the price schedule below using rates from the offeror's completed IDIQ price schedule at attachment J-1, including discounts if any. |
| 2) Offeror shall insert Labor Categories (if necessary) in any cell that has "[Insert Labor Category Here, As needed]." Offeror may insert additional labor categories, if necessary. |
| 3) Offeror shall insert number of units and unit prices where necessary. |
| 4) Offeror shall not add or remove any items listed below. |
| 5) Offeror shall review the assumptions on TAB 2 of this spreadsheet prior to completing. |
| 6) Offeror shall NOT PDF this price schedule. |
| IDIQ Ref | Description | Labor Category/Material/Item | Unit | Number of Units | Unit Price | Total | Total Price | |
| Meetings, Planning, and Overall Coordination | ||||||||
| C.4.1 | Participate in a kick-off meeting at the Library. All Contractor key personnel shall attend. | Not separately priced (NSP) | NSP | NSP | NSP | NSP | NSP | |
| C.4.1 | Schedule and/or participate in project meetings with the Library Team (staff and contractors) at least weekly, and more often as deemed necessary by the Contractor or the Library. | Not separately priced (NSP) | NSP | NSP | NSP | NSP | NSP | |
| C.4.2.2 | Provide comprehensive written report and attend a debrief meeting with Library staff. | Comprehensive Written Report | Each | 1 | $ - 0 | $ - 0 | ||
| C.3.3 | Overall Coordination of Hybrid NBF. | |||||||
| (1) Audiovisual services; (2) Web application creation; (3) Videography and webcasting; (4) Festival attendee needs; (5) Library staff-related logistics; (6) Videography; (7) Signage materials; (8) Festival attendee needs; and (9) Health and safety, (10) Warehousing; (11) Labor; (12) Furniture and other site-appropriate furnishings; (13) Transport of goods to the selected event site from various locations; (14) Library materials and Exhibitor materials to and from the event site; (15) Catering services; (16) Event crowd control planning including signage and wayfinding direction, line queuing, security; and (17) Overall logistical support and strategy to ensure crowds of various sizes are properly managed. | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | ||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| C.3.1.4.1(a) | Centralized Event Management platform. | |||||||
| The system shall manage and collaborate on documents and various other assets. System shall allow for file version control, link sharing and approval. This system could be used to provide for the storage of raw and edited audiovisual assets. | Centralized Event Management platform. | Seat | 25 | $ - 0 | $ - 0 | |||
| C.3.1.4.1(b) | Channel-based messaging platform. | |||||||
| The system shall be able to be utilized during the Festival for one-on-one and group communications. | Channel-based messaging platform. | Seat | 50 | $ - 0 | $ - 0 | |||
| C.3.1.4.1(c) | Electronic Storage and Content Management system. | |||||||
| The system shall be for the Contractor to manage content deliverables and files and store media assets, including ingesting and storing source files local, and uploading final edits to the Library’s cloud system. Contractor shall maintain all content until all content is transferred to the Library and the COR confirms in writing that the data is secured on Library servers. All content must be pre-approved by the COR for quality of content and presentation. | Electronic Storage and Content Management system. Up to 5 terabytes for 6 months of usage | Lot | 1 | $ - 0 | $ - 0 | |||
| C.3.1.4.2.1 | Marketing and Outreach Plan. |
The National marketing plan shall provide the Library the tools to promote the Festival and sponsors/donors in advance of the event. The plan shall also offer the Library the tools to broaden, deepen, and diversify the Library’s public audience reach and impact. The Library will execute the Contractor’s plan upon approval by the Library’s Contracting Officer Representative (COR).
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | ||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| Total - Price for Meetings, Planning and Overall Coordination | $ - 0 |
| Exhibitor Booth and Space Coordination | |
| C.3.2.4.1 | Coordination for 25 Virtual Exhibit Booths |
Each virtual space shall include the following functionality:
• Ability to link and interoperate with the Library website;
• Viewing and/or download of digital assets;
• Ability to embed and export images, videos, collection items, social media channels and sharable URLs;
• Provide live engagement with attendees; and
| • All coordination necessary. | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | |||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| C.3.3.13.1.1(d) | Coordination for Ten (10) Physical Exhibit Booths in the Library of Congress |
• Table linens (Priced separately)
• All coordination necessary.
• Up to 100 pounds of drayage per booth (Actual Drayage priced separately in drayage line of the price schedule and shall not be included here.)
• No carpet shall be included.
| • The Library will provide one table, two chairs, and one wastebasket per Exhibit Booth. | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | |||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||||
| C.3.3.4.f | Table Linens |
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| How many? | Table Linen | Each | 10 | $ - 0 | $ - 0 | |
| Total - Exhibitor Booth | $ - 0 |
| Festival Credentials, Lanyards and T-Shirts | ||||||
| C.3.3.7.a | Credentials (All Access) | Credential (Lot 50) | Lot | 5 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Author) | Credential (Lot 50) | Lot | 2 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Sponsors) | Credential (Lot 50) | Lot | 4 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Press) | Credential (Lot 50) | Lot | 1 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Author Escort) | Credential (Lot 50) | Lot | 2 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Media Partners) | Credential (Lot 50) | Lot | 1 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Booklover) | Credential (Lot 50) | Lot | 1 | $ - 0 | $ - 0 |
| C.3.3.7.a | Credentials (Guest) | Credential (Lot 50) | Lot | 4 | $ - 0 | $ - 0 |
| C.3.3.7.b | Emergency Contact Card | Emergency Contact Card (Lot 50) | Lot | 5 | $ - 0 | $ - 0 |
| C.3.3.7.c | Provide full-color, double-sided, 3/4" wide lanyards for use with the credentials. Design will be provided by the Library. | Lanyards (Lot 100) | Lot | 10 | $ - 0 | $ - 0 |
| C.3.3.6.b | Preimum T-shirts (based on artwork and design to be provided by the Library) ranging from size x-small to size XXX-large, single-screened and of a cotton base (or adequate substitute), for Library staff, volunteers, contractors, and other event personnel. Contractor shall deliver all T-shirts to the Library of Congress, and the Library will distribute to individuals. | Premimum T-shirts (Lot 100) | Lot | 10 | $ - 0 | $ - 0 |
| Total - Festival Credentials, Lanyards and T-Shirts | $ - 0 |
| Event Signage | |
| C.3.3.5 | Coordinate all signage and advise on content, placement, and additional needs. |
Based on Library-provided artwork and designs, create podium signage; book sales signage; banner stands; schedule signs; schedule signs for program stages, exhibitor signs, signs designating next and current authors at book-signing areas, table number signs at book-signing areas, author name signs, author signing schedule signs, stages schedule signs; and wayfinding signage.
| (Provide all shipping, printing and signage setup costs below) | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | ||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| C.3.3.5.b.i | Podium Signs | Podium Signs | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | 3' x 8' Schedule Signs for Program Stages (1/2" foamcore, includes base, single-sided) | 3' x 8' Schedule Signs for Program Stages (1/2" foamcore, includes base, single-sided) | Each | 4 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Exhibitor Signs (7" x 44") (1/8" sintra - single sided) | Exhibitor Signs (7" x 44") (1/8" sintra - single sided) | Each | 10 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Next and Current Author Signs (Triangular Flags) | Next and Current Author Signs (Triangular Flags) | Each | 4 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Signing Table Signs (7" x 44") - Front of Line (1/8" sintra - single sided) | Signing Table Signs (7" x 44") - Front of Line (1/8" sintra - single sided) | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Signing Table Signs (7" x 44") - Back of Line (1/8" sintra - single sided) | Signing Table Signs (7" x 44") - Back of Line (1/8" sintra - single sided) | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Signing Table Signs - End of Line attached to ground stakes (single sided summit sign with stand) | Signing Table Signs - End of Line attached to ground stakes (single sided summit sign with stand) | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Author Names (For Next Author) | Author Names (For Next Author) | Each | 100 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Author Names (For Current Author) | Author Names (For Current Author) | Each | 100 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | 3' x 8' Author Signing Schedules (1/2" foamcore, includes base) | 3' x 8' Author Signing Schedules (1/2" foamcore, includes base) | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.B.iv | Custom Poster Boards with Moveable Arrows and Easels (22" x 28") (1/8" foamcore with arrow and easel) | Custom Poster Boards with Moveable Arrows and Easels (22" x 28") (1/8" foamcore with arrow and easel) | Each | 5 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Free Standing 'Stage is full' Signs | Free Standing 'Stage is full' Signs | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Summit Table ID Signs for Book Sales (Free Standing Double sided summit sign) | Summit Table ID Signs for Book Sales (Free Standing Double sided summit sign) | Each | 1 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Meterboards with bases directory (1/2" foamcore, includes base) (single sided) | Meterboards with bases directory (1/2" foamcore, includes base) (single sided) | Each | 2 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | 3' x 8' Book Sales Signs (1/2" foamcore, includes base) (single sided) | 3' x 8' Book Sales Signs (1/2" foamcore, includes base) (single sided) | Each | 1 | $ - 0 | $ - 0 | ||
| C.3.3.5.b.iii | Summit Table ID Signs for Book Sales (double sided summit sign with stand) | Summit Table ID Signs for Book Sales (double sided summit sign with stand) | Each | 2 | $ - 0 | $ - 0 | ||
| Total - Event Signage | $ - 0 |
| Book Signing Area | |
| C.3.3.13.2 | Provide coordination and setup for complete book signing area including: |
• Masking Drape: 12'x3' per line (priced separately from coordination)
• Pipe & Drape: 12'x8' per line (priced separately from coordination)
• Linens for table: 1 per line (priced separately from coordination)
• Contractor does not provide staffing to operate book signing areas. Library to provide staff.
| • The Library will provide rope & stanchions, tables, chairs and wastebaskets. | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | ||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||||
| C.3.3.3.e | Masking Drape 12'x3' | Masking Drape | Linear Foot | 2 | $ - 0 | $ - 0 | ||
| C.3.3.3.d | Pipe & Drape 12'x8' | Pipe & Drape - Eight (8) foot | Linear Foot | 2 | $ - 0 | $ - 0 | ||
| C.3.3.4.f | Table Linens for Book signing area | Table Linen | Each | 2 | $ - 0 | $ - 0 | ||
| Total - Book Signing Area | $ - 0 |
| Drayage | ||||||
| C.3.3.11 | Provide 5,000 lbs. of drayage services. | Drayage Services (Lot is 100 lbs) | Lot | 50 | $ - 0 | $ - 0 |
| Total - Drayage | $ - 0 |
| Television-style Broadcasting Team | ||||
| C.3.6, C.5.4.3.a, C.5.4.3.b, C.5.4.4.a | Videographer shall travel around the Festival site with other members of broadcasting team, based on the Library's recommended schedule, to interact with and engage the audience. Team will be scheduled for all four weekend days, and one week day of the Festival. | |||
| Videographer | Hour | $ - 0 | $ - 0 | |
| Interviewer shall travel around the Festival site with other members of broadcasting team, based on the Library's recommended schedule, to interact with and engage the audience. Team will be scheduled for all four weekend days, and one week day of the Festival. | ||||
| Broadcast Interview | Hour | $ - 0 | ||
| Live Event producer shall travel around the Festival site with other members of broadcasting team, based on the Library's recommended schedule, to interact with and engage the audience. Team will be scheduled for all four weekend days, and one week day of the Festival. | ||||
| Live Event Producer | Hour | $ - 0 | ||
| Total - Television-style Broadcasting Team | $ - 0 |
| Audio Visual and Lighting Equipment | ||||||
| C.3.3.8, C.3.3.9 | Provide coordination and set up of Audio visual and lighting equipment for 440 seated attendees. Include staging-related goods, labor, and services, including power distribution and miscellaneous items to provide complete audiovisual services, Communication Access Realtime Translation (CART) equipment/labor, and support videography. | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 | |
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | ||||
| C.3.3.8.g.i | Lectern | Lectern | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.8.g.ii | Lectern Microphone | Lectern Microphone | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.8.a.i | Wired Microphone | Wired Microphone | Each | 2 | $ - 0 | $ - 0 |
| C.3.3.8.a.ii | Wired Microphone stand | Wired Microphone stand | Each | 2 | $ - 0 | $ - 0 |
| C.3.3.8.a.iii | Wired Lavs | Wired Lavs | Each | 2 | $ - 0 | $ - 0 |
| C.3.3.8.a.iv | Wireless Microphone | Off Stage Announcement Mic | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.8.a.v | Wireless Handheld Microphone | Wireless Handheld Microphone | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.8.a.viii | CD Player | CD Player | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.9.a | Ground supported Stage Lights | Ground supported Stage Lights | Each | 6 | $ - 0 | $ - 0 |
| C.3.3.8.a.x | Speakers | Speakers | Each | 4 | $ - 0 | $ - 0 |
| C.3.3.8.b.ii | Interpreter Monitor | Interpreter Monitor | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.8.b.iii | Downstage Monitor | Downstage Monitor | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.8.c | Assistive Listening Devices | Assistive Listening Devices | Each | 10 | $ - 0 | $ - 0 |
| C.3.3.8.b.viii | Large Format Screens | Large Format Screens | Each | 2 | $ - 0 | $ - 0 |
| C.3.3.8.e | CART Translation Support | CART Translation Support | Each | 1 | $ - 0 | $ - 0 |
| Total - Audio Visual and Lighting Equipment | $ - 0 |
| Furniture (Stages) | ||||||
| C.3.3.2.a.i | Sofa | Sofa (for up to 3 people) | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.2.a.ix | Coffee Table | Coffee Table | Each | 1 | $ - 0 | $ - 0 |
| C.3.3.2.a.v | Stage Chairs - with arms | Stage Chairs - with arms | Each | 3 | $ - 0 | $ - 0 |
| C.3.3.2.a.x | End Tables | End Tables | Each | 2 | $ - 0 | $ - 0 |
| C.3.3.2.b.iii | Potted plants | Potted plants | Each | 4 | $ - 0 | $ - 0 |
| Total - Furniture | $ - 0 |
| Stage Scenic | ||||||
| C.3.3.1.a.iv | 10' x 7' backdrop and drape | 5 quad x 3 quad (10' wide x 7' tall) Full Color Printed Backdrops for Performance Stages | Each | 1 | $ - 0 | $ - 0 |
| Total - Stage Scenic | $ - 0 |
| Virtual Event Web Application | |
| C.3.2.1.1.A - J | Application functions. |
A. Ability to fully integrate and coordinate between the loc.gov site and Application B. Ability to navigate across the Application, (e.g. tagging, filtering, and searching);
C. Ability to sort content, based on content metadata, (e.g. provide next-up or content recommendations);
D. Ability to support video playback with native closed captions;
E. Ability to link directly to videos, events or spaces from external locations;
F. Sponsorship opportunities throughout the Application;
G. Ability to broadcast live presentations and pre-recorded content;
H. Conform to Section 508 and WCAG 2.0 Level AA accessibility standards to ensure equal access for our diverse audience, as demonstrated through product testing and production of a Voluntary Product Accessibility Template (VPAT) upon request;
I. Ability to support live captioning through CART services in closed or open captions; and J. Fully responsive and compatible with mobile browsers.
| Application Functions | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.1.K | Technical and audience user support and help service. |
Help desk shall be open at least one hour prior to event start time and will close at the event end time, as listed on the assumptions tab. Contractor shall provide two technical help desk staff per hour.
| Technical and Audience user support and help service | Hour | 61 | $ - 0 | $ - 0 |
| C.3.2.1.1.L(a) | Lobby area. |
Lobby shall include Library-produced video, access to high level navigation across all aspects of the Web Application and navigation to sales areas.
| Lobby Area | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.1.L(c) | Expo Hall. |
The virtual Expo Hall space will support all contracted virtual exhibit booths.
| Price per virtual expo hall. | Expo Hall | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.1.L(e) | Presenter biographies and headshots. |
The presenter biographies and headshots shall be ingested, and located in the interactive presentation schedule and with associated presentations.
The Library will provide all content.
| Price per lot of 100 presenter biography/headshot combinations. | Ingest and Upload of presenter biographics and headshots | Each | 100 | $ - 0 | $ - 0 |
| C.3.2.1.1.L(f) | Presentation area. |
Provide one virtual stage to showcase all pre-recorded and live content. The virtual stage must offer sponsor branding opportunities and chat/Q&A functionality for attendees to connect with presenters during live presentations.
| Price per area. | Presentation Area | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.1.N | Attendee customized experience through an interactive presentation schedule: |
A. Save events to their personal calendars;
B. Share NBF-content through their linked Facebook and Instagram accounts;
C. Create a personalized playlist;
D. Create personalized bookmarks; and E. Link directly from schedule entries to author biographies, live presentations and pre-recorded content.
| Price for entire customized attendee experience. | Allow attendees to customize their experience | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.1.R | Book and merchandise sales via Library-provided links. |
Contractor will provide easy access from the Lobby and presentation areas for attendees to reach the book sales and merchandise sales merchants by utilizing Library-provided links.
| Price per Library-provided link. | Book and merchandise sales via Library provided link | Each | 2 | $ - 0 | $ - 0 |
| C.3.2.1.1.T | Donation area. |
Contractor will provide easy access from the Lobby and presentation areas for attendees to reach the Library's donation area by utilizing one Library-provided link.
| Price per donation area. | Donation Area | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.2 | Data collection. |
Contractor shall collect and provide the Library with real-time access and compiled reports to the following data:
A. Number of unique visitors;
B. Number of page visits;
C. Number of videos viewed in aggregate and by video;
D. Number of viewers from the beginning, middle, and end of each presentation, and average attendance of each presentation;
E. Presentation viewing duration;
F. Duration of attendee engagement;
G. Attendee feedback for individual presentations;
H. Number of handouts viewed and downloaded, in aggregate and by handout;
I. Record of written interactions, such as chat and Q&A modules;
K. Sponsor branding/recognition views;
L. Dwell time;
M. Average content and presenter ratings;
N. Clickthrough rates;
O. Usage of all Application features.
| Price per all data collection. | Data Collection | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.4 | Web Application Management. |
Contractor shall provide all Application management, development and deployment not covered above, including:
A. Enabling Application and modules necessary for ingest and upload;
B. Training and onboarding of Library staff, exhibitors and sponsors on all aspects of the web application, including site overview and recommendations for best practices to ensure Library staff are able to understand and utilize the Application to its fullest capabilities;
C. Live event day management;
D. All required Library IT approvals to meet the Library IT regulations described in contract clauses;
E. Provide administrative access to the Application to at least the COR and Library’s Project Manager.
| Web Application Management | Each | 1 | $ - 0 | $ - 0 |
| C.3.2.1.4 | Testing and Prototyping. |
Contractor shall submit a prototype of the Application to the COR, and conduct two-week rounds of pre-launch testing and prototyping. Contractor shall produce the prototype environment.
| Testing and Prototyping | Each | 2 | $ - 0 | $ - 0 | |
| Total - Virtual Web Application | $ - 0 |
| Operations Center and Administration | ||||||
| C.3.2.2.1 | The Library will provide space and internet in the Jefferson Building for the Operations Center Room. The Contractor shall provide one technician station including a laptop, screen, and technician for the entirety of the Festival. Contractor shall act in concurrence with all Center for Disease Control (CDC) recommended precautions. | Technician Stations | Day | 9 | $ - 0 | $ - 0 |
| Total - Operations Center and Administration | $ - 0 |
| Virtual Meet and Greets | ||||||
| C.3.2.3.4 | Host virtual meet and greets with an in person presenter and virtual audience. Each session will include video interaction between one presenter and multiple attendees. Attendees shall each have approximately five minutes to interact with the presenter. | Hour-long virtual meet and greet, with an in-person presenter and virtual audience. | Session | 10 | $ - 0 | $ - 0 |
| Total - Virtual Meet and Greets | $ - 0 |
| Recording Video Presentations: Virtual Studio | ||||||
| C.3.2.3.1, C.3.2.3.2 | Record presentations (up to 2 hours) | Recording video presentations: Virtual Studio (price per two hour block) | Block | 100 | $ - 0 | $ - 0 |
| C.3.2.3.1, C.3.2.3.2 | Record presentations (up to 4 hours) | Recording video presentations: Virtual Studio (price per four hour block) | Block | 10 | $ - 0 | $ - 0 |
| Total - Recording Video Presentations: Virtual Studio | $ - 0 |
| Editing - Pre-recorded Video Presentations | |
| C.3.2.3.2, C.3.2.3.2.1 | Provide video editing services for Contractor-recorded video presentations. All edited content must reflect a full and professional coverage of each event and activity. Provide the following: |
A. A producer for each presentation. The technical editing process must clear the video of stutters, unnecessary language, re-recorded/repeated answers, and sound bugs;
B. Fully edited video content (using Adobe Premier Pro or similar software), which must contain bumpers, Library branding, Library-provided graphics, author photos, book jackets, sponsor recognition, and Library-provided b-roll in an HD format in a resolution of 1920x1080 (HD) or higher;
C. Audio content shall be fully edited utilizing Adobe Audition, Pro Tools or similar software, containing bumpers and sponsor recognition in a WAV audio file format;
D. Voice-over services to introduce the presentations and/or provide background information;
| E. Presentations, which shall include at least two (2) rounds of edits. | Pre-recorded presentations between 0-15 minutes long (final edited length) | EACH | 20 | $ - 0 | $ - 0 | |||
| Pre-recorded presentations between 15:01-30 minutes long (final edited length) | EACH | 25 | $ - 0 | $ - 0 | ||||
| Pre-recorded presentations between 30:01-45 minutes long (final edited length) | EACH | 5 | $ - 0 | $ - 0 | ||||
| Voice-over introduction/descriptions (price per eight hour day) | DAY | $ - 0 | $ - 0 | |||||
| Total - Editing - Pre-recorded Video Presentations | $ - 0 |
| Livestream Presentations: Virtual Presenter | |
| C.3.2.3.3 | Provide livestreaming presentation services natively in a virtual setting. |
A. Strategy and planning: The Contractor shall attend planning meetings to discuss the framework and goals for live presentation services, including Run of Show creation and strategic planning around best available technology. All recommendations must be approved by the COR.
B. Design, Copy and Video Asset Creation: create full graphics packages for each live presentation, including (but not limited to) title cards, lower-thirds, teaser previews, branded “bug”; Dynamic transition media including video footage, using prior years’ footage and any video provided by Library or speakers; Supporting graphics for transition to audience at home while speaker is presenting; All creative provided includes two rounds of revision before final approval.
C. Coordination of Livestream: The Library will stream the same content on the Web Application and the Library's YouTube page.
D. Audience engagement opportunities: Offer audience engagement Q&A opportunities from an the audience located in both the Web Application and social media.
| E. Contractor shall support live captioning. | Live presentations: Virtual Presenters (price per four hour block) | BLOCK | 5 | $ - 0 | $ - 0 | |
| Total - Livestream Presentations: Virtual Presenter | $ - 0 |
| Livestream Presentations: On Site at the Library of Congress | |
| C.2.3.3.3 | Provide livestreaming presentation services from an in person location. All live presentations shall be recorded. |
A. Strategy and planning: The Contractor shall attend planning meetings to discuss the framework and goals for live presentation services, including Run of Show creation and strategic planning around best available technology. All recommendations must be approved by the COR.
B. Design, Copy and Video Asset Creation: create full graphics packages for each live presentation, including (but not limited to) title cards, lower-thirds, teaser previews, branded “bug”; Dynamic transition media including video footage, using prior years’ footage and any video provided by Library or speakers; Supporting graphics for transition to audience at home while speaker is presenting; All creative provided includes two rounds of revision before final approval.
C. On-site Coordination of Livestream: Contractor shall provide personnel and equipment for on-site coordination of livestreaming the event. Contractor shall manage the A/V testing, streaming speed on set-up, manage full run of the show and provide consultative services to the Library. Contractor’s onsite personnel shall deploy all creative assets and manage potential issues in real-time with technical support. The Library will stream the same content on the Web Application and the Library's YouTube page.
D. Audience engagement opportunities: Offer audience engagement Q&A opportunities from an the audience located in person, and video or written Q&A from audiences using the Web Application and social media.
E. Contractor shall support live captioning.
| Live presentations: In Person Presenters (price per four hour block) | 45 | $ - 0 | $ - 0 | ||
| Total - Livestream Presentations: On Site at the Library of Congress | $ - 0 |
| Accessibility Support | |||||
| C.3.5 | Provide and coordinate accessibility support needed to execute the Festival. | [Insert Labor Category Here, As needed] | Hour | $ - 0 | $ - 0 |
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||
| [Insert Labor Category Here, As needed] | Hour | $ - 0 | |||
| Total - Accessibility Support | $ - 0 |
| Inventory and Storage | ||||||
| C.3.3.14.f | Provide inventory and climate controlled storage for one calendar year for 1,000 sq ft of evergreen Library-owned NBF materials. | |||||
| Price per month. | Inventory/Storage: Up to 1,000 sq ft of storage and inventory of all materials stored | Month | 12 | $ - 0 | $ - 0 | |
| Total - Inventory and Storage | $ - 0 |
| Description | Total Amount |
| Meetings, Planning, and Overall Coordination | $ - 0 |
| Exhibitor Booth and Space Coordination | $ - 0 |
| Festival Credentials, Lanyards and T-Shirts | $ - 0 |
| Event Signage | $ - 0 |
| Book Signing Area | $ - 0 |
| Drayage | $ - 0 |
| Television-Style Broadcasting Team | $ - 0 |
| Audio Visual Equipment | $ - 0 |
| Furniture | $ - 0 |
| Stage Scenic | $ - 0 |
| Virtual Event Web Application | $ - 0 |
| Operations Center and Administration | $ - 0 |
| Virtual Meet and Greets | $ - 0 |
| Recording Video Presentations: Virtual Studio | $ - 0 |
| Editing Pre-recorded Video Presentations | $ - 0 |
| Livestream Presentations: Virtual Presenter | $ - 0 |
| Livestream Presentations: On Site at the Library of Congress | $ - 0 |
| Accessibility Support | $ - 0 |
| Inventory and Storage | $ - 0 |
| Total Evaluated Price (TEP) | $ - 0 |
How many?
Assumptions
| Attachment J-5 - Price Evaluation - Hybrid Model |
| LIBRARY ASSUMPTIONS FOR COST PROPOSAL |
| The prices in this schedule are for evaluation purposes only. An order will not be awarded based on this price schedule. |
| Additional Pricing Notes: |
| 1) Offeror shall not add or remove any items listed below. |
| 2) Offeror shall not manipulate this schedule in any way. Do not PDF this price schedule. |
| 3) Offeror shall provide a price for each item/service. If the price is included in another line, offeror shall state the line number. |
| EVENT LOCATION |
| Walter E. Washington Convention Center, Washington, DC (WCC) |
| EVENT INFORMATION | ||
| Event Day | Event Start Time | Event End Time |
| Saturday | 8:30am | 8:00pm |
| VENUE MOVE IN AND MOVE OUT | |||
| Move in Day | Move in Time | Move out Day | Move out Time |
| Tuesday | 7:00am | Sunday (+5 days) | 11:59pm |
| STAGE PRESENTATION GRID | |||||
| Room | Room Capacity | Slots for Presenting | Presentation Times | Presentation Length | Break Length |
| Expo Hall 1 | 5000 | 7 | 10:00am-8:00pm | 1 hour | 30 minutes |
| Expo Hall 2 | Theater: 350 |
Bean Bag:60 Lounge: 30 Standing: 100
| Total: 540 | 13 | 9:30am-5:00pm | 25 minutes | 15 minutes |
| Expo Hall 3 | Theater: 350 |
Bean Bag:60 Lounge: 30 Standing: 100
| Total: 540 | 13 | 9:30am-5:00pm | 25 minutes | 15 minutes | ||
| Ballroom 1 | 2250 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Ballroom 2 | 1250 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Salon 1 | 750 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Salon 2 | 750 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Meeting Room 1 | 1000 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Meeting Room 2 | 725 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Meeting Room 3 | 450 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Meeting Room 4 | 450 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes | |
| Meeting Room 5 | 450 | 10 | 10:00am-8:00pm | 45 minutes | 15 minutes |
| VIRTUAL EVENT WEB APPLICATION |
| Contractor shall support an expected traffic and hosting of up to 25,000 concurrent users for nine days. |
| GOVERNMENT CONTRACTING |
| The Library will contract for the following services directly: |
| Electricity |
| Internet |
| Medical Services |
| Metropolitan Police |
| Radios |
| Digital Signage |
| Sign Language Interpreting |
| Communication Access Realtime Translation (CART) services |
| Contract Security Services |
File details come from the government source that posted it. Updated .