Attachment1_Exhibit Planning Design and Fabrication Specifications.pdf

National Park Service | Harpers Ferry Center

Exhibit Planning, Design, and Fabrication Specifications

ATTACHMENT 1

April 2020

Attachment 1 HAVO Design Build Contract

Contents

1. Definitions 3

2. Project Management 12

3. Exhibit Planning, Design, and Fabrication Process 15

4. Travel, Meetings, and Presentations 32

5. Submittals and Reviews 37

6. Accessibility 39

7. Exhibit Evaluation 42

8. Production Cost Estimates 45

9. Exhibit Visualization 50

10. Resource Packages 52

11. Content Management 54

12. Text 60

13. Exhibit Drawings 65

14. Materials, Colors, and Finishes 72

15. Two-Dimensional Exhibit Graphics 76

16. Content Specialties 99

17. Use Rights and Licenses 111

18. Object Preservation and Protection 113

19. Electronic Programs 122

20. Electronic Equipment 127

21. Tactile Exhibit Elements and Mechanical Interactives 139

22. Design Guidelines for Exhibit Structures 144

23. Exhibit Lighting 146

24. Mock-Ups and Prototypes 150

25. Planning & Design Support During Fabrication 152

26. Maps 155

27. Quality Standards and Safety for Fabrication 160

28. Shop Inspections and Installation 166

29. Operational Training and References 173

30. Closeout 181

31. Audio Description 186

1. Definitions

ABAAS: Architectural Barriers Act Accessibility Standards are the accessibility standards which per-tain to the Federal sector. The ABA, or Architectural Barriers Act of 1968, requires access to facilities designed, built, altered, or leased with federal funds. (See also “Accessible,” “ADA,” and “Rehabilita-tion Act.”)

Accessible: In context with the requirements of this contract, accessible is defined as in compliance with accessibility standards as specified in the Programmatic Accessibility Guidelines for National Park Service Interpretive Media. Federal laws, including the Architectural Barriers Act Accessibility Standards (ABAAS) and Sections 504 and 508 of the Rehabilitation Act, shall be followed. Universal Design and its seven principles shall be applied as a part of the NPS definition and requirements.

Accessioned Objects (AO): Objects accessioned into the park collection, or objects on loan from other institutions. These items require the highest level of preservation and security criteria. Historic objects also include original period items acquired as part of the exhibit project to enhance interpre-tation. Park staff determines whether to accession these objects on a case by case basis.

ADA: Americans with Disabilities Act of 1990. This law prohibits discrimination against individuals on the basis of disability. It applies to state and local governments, and public accommodations oper-ated by the private sector. While there are exceptions, it does not generally apply to media and exhibi-tions that are federally funded and installed in federal facilities. Therefore, the term “ADA” or “ADA compliant” should not be used when referring to accessibility compliance in Federal Government owned and operated facilities. (See also “ABAAS” and “Rehabilitation Act.”)

Artifacts: See “Accessioned Objects.”

As-Built AV Drawings: Final design and detail drawings updated by the contractor to reflect all changes that occur during installation and provide a record of the “as-built” condition of the AV, or Electronic Equipment, systems. Drawings include all equipment, cables, connectors, connections points, and devices.

As-Built Exhibit Plan: The fabrication contractor updates exhibition content data (e.g., text, con-tent schedules, technical data, etc.) to reflect all changes that occur during fabrication and installation, and provides a record of the “as-built” condition of the exhibits, which may vary from the final design documents prepared by the exhibit planning & design contractor.

As-Built Exhibit Drawings: Final design and detail drawings updated by the fabrication contrac-tor to reflect all changes that occur during fabrication and installation and provide a record of the “as-built” condition of the exhibits, which may vary from the final design documents prepared by the exhibit planning & design contractor.

As-Built Lighting Plan: A final plan drawing for the installed exhibit lighting system showing fix-ture placement, focusing information, and itemized lists detailing fixture, accessory, and lamp data.

Assistive Listening Systems: Assistive listening is used by persons with mild to profound hearing loss who may or may not use a hearing aid. These systems are a suite of equipment used to deliver sound directly from its source to the person receiving it. The receiving person can also amplify the sound based on their needs. The amplified sound is transmitted via radio frequency or infrared to a receiver connected to the person’s headset, ear buds, or an induction loop that transmits the sound to the person’s hearing aid.

Audience-Centered Experience (ACE): Audience Centered Experiences are the practice of elicit-ing participation and contribution from an audience and community.

Audience-centered interpretation can infuse any and all park experiences by providing opportunities for audience members to contribute to the meaning-making process, engage with each other, and

April, 2020

Definitions | 3

National Park Service | Standard Exhibit Planning, Design, and Fabrication Specifications

4 | Definitions explore the current social context of national park resources.

AV Program Concept Treatment: A narrative overview of the proposed production’s creative approach and storyline prepared during the exhibit planning and design process. AV Concept Treat-ments typically include a description of the actors and/or participants, their roles and general dia-logue or narration, and a general description of the scenes, locations, graphics, artwork, and anima-tion to be used in the production with sufficient detail to provide a sense of the proposed production;

the basis of the production plan and script.

Audio Description (AD): Through words, AD describes visual content essential for understanding the content of a program. Audio description is used for a variety of media, including video, digital interactive programs and exhibits. People who are blind or have low vision are the primary audience, but audio description can also be used by people who have print disabilities or auditory learning styles. AD is typically scripted and recorded by a professional. In some cases, AD text may be read by a screen reader and synthesized voice. Specific delivery systems and techniques vary based on the media and venue. AD is also referred to as video description, verbal description, descriptive video and descriptive audio.

AV Program Production Plan: A document which presents the major categories of work to be performed in the planning, production, and post-production phases of the program. The Production Plan shall describe all of the elements required to produce the program as outlined in the Treatment and/or Scope of Work, including, but not limited to: production personnel (including the use and identification of sub-contractors, consultants, and other salaried employees of the firm), equipment, post-production facilities, travel, transportation, and a cost estimate of all materials expenses such as capture and storage media, and archival images. Within the Production Plan, the contractor shall con-firm that they understand the “Rights in Data—Special Works” requirements of the contract, includ-ing rights for music, stock footage, and other elements.

AV Program Production Treatment: A narrative description of the proposed production ele-ments to include an estimated percentage of the program that will be comprised of original, archival, or stock materials (including footage, photographs, or audio); reenactments; interviews; animation;

graphics; and illustrations; and the proposed source(s) for such materials. It shall also include a description of the narration, sound effects, and musical score, to include whether the score shall be comprised of original or stock music. The AV Production Treatment provides the basis of the AV Pro-duction Plan and script.

Audiovisual (AV) program: One type of Electronic Program (EP). AV programs include linear programs with fixed running times. Through the use and/or integration of numerous elements such as sound effects, music, voice-overs, interviews, moving and historic images, AV programs can be innate-ly dynamic. They are especially effective in eliciting emotional responses, telling stories, and conveying concepts where motion and/or sound are important or particularly effective. Throughout these spec-ifications “AV” is also used an as umbrella term to refer collectively to Audiovisual Programs, Digital Interactive Programs, and Electromechanical Programs.

Bubble Diagrams: Diagrams that use labeled shapes (bubbles) identifying exhibit themes and con-cepts to show how they relate to each other and/or to their location on the exhibit floor plan.

Captions: Captions are designed for persons who are deaf or have hearing loss. The terms “cap-tions” and “Subtitles for the Deaf and Hard of Hearing” (SDH) are used interchangeably in these specifications. They display spoken dialogue and non-speech information as printed words on tele-vision screens, computer monitors, projection screens, caption boards and other visual displays.

Non-speech information is audible information essential to understanding the content. Examples of non-speech information include speaker identification, sound effects, music, manner of speaking (whispering, word emphasis, emotion, etc.) and audience reactions (laughing, booing, etc.) Captions may hold secondary benefits for people who are learning a foreign language, learning how to read, Definitions | 5 watching a program in a noisy area, or understand best by processing visual information. While used as a catch-all term, different types of “captions” have their own unique technical production, pro-gramming, coding, playback, and/or decoding processes. Captions are either closed or open:

Closed Captions (CC): Closed captions do not appear on screen unless the viewer has selected them to appear. They require decoding technology. Closed captions are generally produced for online videos and DVD/BluRay discs. Closed captions shall not be used for audiovisual programs shown in NPS venues.

Open Captions (OC): Open captions are displayed on the screen at all times automatically as part of the video. There is no option to turn the captions on or off. They are “burned” into the picture. All audiovisual programs shown within NPS venues must display captions on-screen at all times. For NPS productions requiring open captions, contractors shall use a pro-duction process which allows control of font selection, size, color, edging, and other design parameters.

Charette: A meeting to brainstorm and fully explore all possible design directions for presentation and communication of content in the exhibition. Differs from the Exhibit Planning Workshop in that it is more focused on design solutions.

Class A Production Cost Estimate: Detailed cost estimate which includes an itemized break-down, at a minimum, of labor hours and rates, material costs, shipping, and travel, based on specifica-tions for all exhibit elements found in the Production Documents.

Class B Production Cost Estimate: An intermediate level cost estimate based on allocating an overall cost for each exhibit Scene or Content Group in the exhibition plan, and including allowances for all high-cost exhibit elements currently identified, contingency, shipping, and installation. Class B Production Cost Allowances/Estimates are used during the Schematic and Design Development phases of work, and become increasingly detailed as the design progresses.

Class C Production Cost Estimate: An initial cost estimate based on the cost of the exhibition per square foot. Class C estimates are used during the Pre-Design phase of work.

Closed Captions: See “Captions”

Comprehensive Exhibit Plan: A report from a Content Management Database that includes a comprehensive list of all exhibit elements, including AOs, CAs, CEs, EEs, EPs, GLs, IMs, and LAs.

Content Development: See Exhibit Planning.

Content Group: A discrete thematic story or information set within an exhibition that, together with adjacent related Content Groups, is part of a larger Scene. A Content Group tells one aspect of the larger story or information presented in the overall Scene.

Content Management: A system to organize and track all media elements to be featured in the exhibition, organized by unique exhibit element number.

Content Management Numbering System: A system that identifies each exhibit element with a unique number (the Element Identification Number) made up of three parts, separated by hyphens, as follows: Element Type - Scene - Content Group Number - Item Number. For example, IM-02-04-

Content Specialties: Any exhibit element that requires detailed subject matter, creative, technical, and/or artistic input to inform and direct its production by a creative or technical specialist. These elements include, but are not limited to, original artwork, sculptures, models, reproductions, objects, dioramas, life-sized figures, and electronic programs.

Content Specialties Reference Package: A document consisting of written descriptions and graphic depictions that together provide the background information and design intent needed for

6 | Definitions an artist, craftsman, or technical specialist to produce a custom element. Prepared during the Design Development and Production Design phases of exhibit planning and design.

Contracting Officer’s Representative (COR): For Federal Government contracts, an authorized representative of the Contracting Officer responsible for monitoring the quality and performance of work performed under individual contracts.

Custom Element (CE): General category for three-dimensional content in an exhibition that is not otherwise categorized. Custom Elements may be commercially available items, but more often are specifically created for the exhibition, requiring creative design, and/or artistic development and execution. Examples include sculptures, architectural models, natural history models, reproduction historic objects, dioramas, manipulatives, electrical and mechanical interactive devices, mannequins, and topographic maps. Custom Elements are tracked in the Content Management Numbering Sys-tem, and are inventoried in FMSS where they are designated as “Custom Three-Dimensional Exhibit Elements.”

Custom Three-Dimensional Exhibit Element: Term used for FMSS inventory. See Custom Element.

Design Alternatives: Distinct approaches to the exhibit content, its organization and presentation in the given exhibition space. Multiple Design Alternatives (usually three) are developed in the Sche-matic Design 1 phase of work as part of the process used to arrive at a Preferred Design Alternative.

Design Development: The phase of the exhibit development process in which all major content and design details of the project are completed. Technical details required for Production are not included in this phase of work.

Digital Interactive program: One type of Electronic Program (EP), which is often non-linear.

These programs encourage users to become engaged through interaction, exploration, and learning at their own pace and may include multiple layers of information.

Electromechanical program: One type of Electronic Program (EP). Electromechanical programs include but are not limited to electronic programming such as LED lights within a map, diorama, or other exhibit element; lighting programmed to be synchronous or otherwise function in concert with exhibits or exhibit elements; and motion sensors programmed to trigger lighting, audiovisual, digital interactive, or mechanical exhibit elements.

Electronic Equipment (EE): All electronic and ancillary equipment required to present or support the presentation of Electronic Programs, Assistive Listening, and Audio Description, in an exhibition, including any programmed lighting and electromechanical devices. Electronic Equipment is tracked in the Content Management Numbering System, and is inventoried in FMSS where it is designated as “Exhibit Audiovisual System.”

Electronic Program (EP): Electronic Programs may include Audiovisual (linear) programs, Digital Interactive (non-linear) programs, and electromechanical programs. “Programs” refers to the media content, as well as the software and control code used to run them.

Exhibition: The overall interpretive presentation which may consist of several Scenes. Each Scene may consist of several Content Groups. Each Content Group may consist of a number of individual exhibit elements such as graphic panels, manipulative devices, AV programs and equipment, cases, etc.

Exhibit Audiovisual System: Term used for FMSS inventory. See “Electronic Equipment.”

Exhibit Case: Term used for FMSS inventory. An exhibit component used for display of three-di-mensional objects that require controlled environmental conditions and/or additional security. They typically include a transparent window or enclosure called a vitrine, and a base or other support

Definitions | 7 structure. Exhibit Cases are detailed in the exhibit drawings. They are tracked in the Content Manage-ment Numbering System, and are inventoried in FMSS.

Exhibit Design: Development of the physical organization of the exhibit space, integration of all ex-hibit elements into a cohesive presentation, functional characteristics and visual appearance of exhibit elements, and development of technical details for fabrication.

Exhibit Designer: The person who typically takes the lead with design tasks.

Exhibit Developer: The person who typically takes the lead with content development tasks.

Exhibit Evaluation: The process for better understanding the audience by using social science methods to produce effective exhibitions.

Exhibit Lighting System: Term used for FMSS inventory. Lighting dedicated to illumination of the overall exhibition, generally using high-quality fixtures and lamps to enhance the visual appearance of the display. Does not include lighting that is internal to individual exhibit elements such as cases.

Lighting Systems are detailed in the exhibit drawings and specifications. They are also inventoried in FMSS as an exhibit component. They are not tracked in the Content Management Numbering Sys-tem.

Exhibit Objective: A statement specific to the intent of each exhibit that directs the entire exhibit development process, including decisions about content, interpretation, media selection, and presen-tation techniques.

Exhibit Planning: Story development, content research, organization of content, text writing, and other tasks associated with the interpretive content of an exhibit. May also be referred to as Content Development.

Exhibit Planning Workshop: A meeting to review and analyze the space and propose recommen-dations, review existing planning documents, review and/or develop design criteria, conduct research, review and/or develop themes, goals, and objectives, define target audience, and discuss the desired visitor experience. Differs from the Charette in that it typically does not explore design solutions.

Exhibit Structure: Term used for FMSS inventory. A physical component of an exhibition whose primary purpose is structural rather than interpretive or informational (although it may contribute to interpretation and information through its design). Platforms, rails, bases, and walls are examples. Ex-hibit structures are detailed in the exhibit drawings. They are not tracked in the Content Management Numbering System, however they are inventoried in FMSS.

Facility Management Software System/FMSS: An NPS system-wide database for managing physical assets. Physical components of an exhibition are inventoried after installation for mainte-nance purposes within FMSS.

Front-end Evaluation: Evaluation conducted at the beginning of a project that seeks input from potential visitors to find out what kinds of information they already know, what visitors would like to know, and explores how exhibits can best present this interpretive information.

Formative Evaluation: Evaluation conducted before the fabrication of exhibits, when mock-up testing can be carried out to reveal problems and successes with proposed designs.

FPO: For Position Only. Placement images in a Graphic Layout used for design and review purpos-

es. FPO images are not suitable for final production purposes.

Graphic Layout (GL): The design of content appearing on the face of a two-dimensional exhibit graphic component. Graphic Layout is an element type in the Content Management Numbering Sys-tem. It includes the text, images, arrangement, and graphic treatment. It does not include the physical panel or other surface to which the Graphic Layout is applied.

8 | Definitions

Graphic Pre-Production: All work required to create graphic production files for all Graphic Lay-outs. These files shall be as complete as possible without having access to the actual graphic produc-tion equipment used for output. All production-quality images shall be in place, and any Photoshop treatments applied.

Graphic Production: All work required to print Graphic Layouts, including optimizing graphic production files for the specific production environment, output onto the specified substrate, and any substrate finishing, mounting and laminating required to prepare the output for mounting onto its associated panel or other two-dimensional exhibit graphic component.

Graphic Production Files: Computer files that are complete and ready for output of Graphic Lay-outs by the exhibit fabricator or their graphics subcontractor.

High-complexity Exhibits: Exhibits that include but are not limited to elements such as multiple custom 3D elements, interactive technology, dioramas, conservation-grade artifact cases, and/or im-mersive exhibit environments. Exhibit structures in high-complexity exhibits consist primarily of high quality materials and require complex and specialized planning, design, and fabrication solutions. As compared to other areas of the exhibit, high-complexity exhibits have a greater impact on budget.

Indefinite Delivery, Indefinite Quantity (IDIQ) Contract: A contract established for the purpose of awarding multiple individual projects over an extended period of time. The IDIQ contract establishes basic parameters for the type of work to be done, hourly rates, mark-up, contractor capa-bilities, and performance standards. Task Orders are negotiated under the IDIQ contract for individ-ual projects and include a detailed scope of work describing the project’s technical requirements and schedule.

Interpretive Writing: A writing approach that draws from technical, informational, scientific, historical, and cultural sources; it incorporates creative techniques and seeks to connect readers emo-tionally and intellectually to the meanings and significance of the resource(s).

Label (LA): Exhibit text, organized in a hierarchy, such as titles, subheads, body, and captions. Label is an element type in the Content Management Numbering System.

Life-cycle Costs: An estimate that identifies ongoing costs associated with operating and maintain-ing the exhibit, including staffing, consumables, maintenance contracts, service-life and long-term replacement costs.

Low-complexity Exhibits: Exhibits that consist primarily of two-dimensional (2D) graphic elements and basic display furniture. Structures in low-complexity exhibits consist of woods and plastics, and/or other readily available materials and require simple planning, design, and fabrication solutions. As compared to other areas of the exhibit, low-complexity exhibits have a lesser impact on budget.

Maintenance Manual, AV: A detailed document or set of documents that contains all pertinent information about each piece of Electronic Equipment and describes all required service and mainte-nance for the equipment. Includes the AV Operations Manual (see Operations Manual, AV).

Maintenance Manual, Exhibits: A detailed document or set of documents that contains all per-tinent information about the maintenance and operation of exhibits. The Maintenance Manual also includes product lists, catalog cuts, finish samples, and as-built drawings.

Mock-ups: In planning and design, mock-ups are working models of proposed exhibit elements that are fabricated simply, quickly, and at minimal cost in order to test a concept. In fabrication, mock-ups are full-scale representations of portions of an exhibit for the purpose of review and testing of exhibit elements that are undeveloped and need further evaluation. Mock-ups are for review only, and not used in the final exhibit.

Definitions | 9

Moderate-complexity Exhibits: Exhibits that include but are not limited to 2D graphic elements, three-dimensional (3D) interpretive elements, audio visual programs, artifact cases, and/or theatrical lighting. Structures in moderate-complexity exhibits consist of woods and plastics, as well as some higher quality materials, and require advanced planning, design, and fabrication solutions.

Open Captions: See “Captions”

Operations Manual, AV: Included with the AV Maintenance Manual. A detailed document or set of documents aimed at providing park staff information necessary for the normal operation of all Electronic Equipment and systems. The manual includes a troubleshooting guide.

Original graphic content: Original illustrations, photography, maps, and other two dimensional images created specifically for an exhibit project.

Personal Protective Equipment (PPE): Clothing, footwear, and hearing and eye protection designed for the health and safety of workers while working in fabrication shops or on construction sites. Examples include hard hats, safety glasses, respirators, and safety-toed shoes.

Pre-Design Phase: The initial phase of a project that logically structures the work that follows; pro-vides a clear understanding of the project’s history, the park’s resources, and the roles of other project team members and stakeholders; and ensures that it’s goals are understood and realistically attainable within the budget, schedule, and other specified parameters.

Preferred Design Alternative: The design solution that is chosen from several different alterna-tives and/or developed either through group consensus or the NPS Value Analysis Process.

Production Design: The phase of work where technical drawings, specifications, and content details are completed to the level required for exhibit production firms to propose on the project and begin fabrication.

Production Support: Creative and technical support by the original planning and design team during fabrication of the project to ensure adherence to the project’s design intent.

Production-ready Files: See Graphic Production Files.

Project Brief: A consolidated overview of project information developed during the Pre-Design phase of work.

Project Goals: The project’s interpretive objectives and the desired visitor experience.

Prototype: Prototypes are portions of an exhibit such as an artifact case or an interactive mecha-nism that has a particular need to be reviewed and tested prior to fabrication of more elements of the same design. Successful prototypes are usually incorporated into the final exhibit along with the other elements of the same design.

Punch List: A list of deficiencies to be corrected by the fabrication contractor before final acceptance of the exhibition. The punch list is generated during an inspection by the COR during a final walk-through inspection.

Reference Package: See “Content Specialties Reference Package”

Rehabilitation Act: The 1973 Rehabilitation Act as amended prohibits discrimination on the basis of disability in programs and activities conducted by federal agencies or receiving federal financial assistance. It is one of the primary laws specifying accessibility requirements for NPS exhibitions. Sec-tion 504 of this law requires effective communication and accessibility for individuals with disabilities to programs and activities conducted or funded by Federal agencies. Section 508 of this law focuses on requirements for information and communication technology (ICT).

10 | Definitions

Reproduction Historic Objects: Accurate copies of collections objects or period objects fabricat-ed for use in the exhibit. Typically the park does not accession these objects.

Resource Package: A compilation of available, potential, and needed graphics, objects, and media elements that may be considered for use in the exhibit. Usually prepared during the Schematic Design phase of exhibit planning and design.

Scene: A major area or section of an exhibition, usually establishing one visual setting, and/or en-compassing one major content or informational theme. A Scene consists of a set of individual but related Content Groups, which further break down and organize the content in the Scene.

Schematic Design: The phase of work where several conceptual alternatives for the exhibition are explored and a preferred alternative selected.

Shop Inspection: Government review of completed or in-progress work at the fabricator’s facility.

At the final shop inspection, completed work is inspected and approved by the COR prior to ship-ment to the installation site.

Submittal (planning and design): All documents (i.e., drawings, schedules, facsimiles), electron-ic files, and other materials that together represent the level of development of work at a given time, and provided by the contractor to the COR for review and approval.

Submittal (fabrication): All samples, drawings, proofs, or other intermediate or final stage ma-terial provided to the COR for review and approval. Inspections of work at the contractor’s shop or installation site are by definition also submittals.

Subtitles: Subtitles translate spoken dialogue from one language to another as printed words on screen. When spoken dialogue is difficult to understand, subtitles may also be used to transcribe this portion of the dialogue in the same language. Depending on their playback, subtitles may be pro-duced as open or closed captions. Subtitles are intended for hearing audiences and do not convey non-speech elements. For NPS productions, subtitles alone do not meet accessibility requirements.

Foreign language translations shall follow the specification for Captions/SDH. (See Captions)

Subtitles for the Deaf and Hard of Hearing (SDH): This term is used interchangeably with “captions” in these specifications. (See Captions)

Summative/Remedial Evaluation: Evaluation conducted after final installation, when the entire exhibition can be evaluated and final adjustments can be made.

Sustainability: Generally refers to minimizing maintenance, operations, and life-cycle costs. The concept has evolved to be defined as design and production practices which balance the needs of the present with those of future generations and include recycling, energy conservation and pollution reduction.

Task Order (TO): See IDIQ Contract.

Two-Dimensional Exhibit Graphic: Term used for FMSS inventory. The physical exhibit com-ponent consisting of a Graphic Layout image, the surface to which it is applied, and any other closely associated panel, backing materials, and hardware. Two-dimensional exhibit graphic components are detailed in the exhibit drawings and inventoried as physical components in FMSS. It is important to distinguish between the Graphic Layout, which is managed as interpretive / informational content, and its associated Two-Dimensional Exhibit Graphic component, which is managed as a physical component.

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. For a detailed descrip-tion see Attachment 5, Programmatic Accessibility Guidelines for National Park Service Interpretive Media.

Definitions | 11

Value Analysis Process: An organized effort directed by a Certified Value Specialist (CVS) trained in NPS Value Analysis Techniques to analyze the functions and effectiveness of the Schematic Design alternatives for the purpose of achieving the essential functions at the lowest initial and life cycle costs consistent with the required performance, reliability, quality and safety.

Visualization Materials: Sketches, renderings, presentation boards, booklets, models, computer simulations, or other media that provide a holistic view of the exhibition, and give a sense of how the exhibition will be experienced by the visitor. Visualization materials allow project team members to quickly grasp how individual elements work together.

Walkthrough Inspection: A final inspection of the installed exhibits by the COR and park staff.

During a walkthrough inspection, a punch list is generated.

Warranty Period: A time period after completion of an exhibit fabrication contract, usually a pe-riod of one year from installation and acceptance by the government, when the contractor’s work is guaranteed against any defects in workmanship.

12 | Project Management

2. Project Management

2.1 Introduction

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

2.2 General Requirements

The contractor’s s Project Manager oversees the Base IDIQ contract and also assigns a Project Manager for each task order written under this Base IDIQ contract.

2.3 Specific Requirements for Base Contract Project Management

The contractor’s Base Contract Project Manager is the primary point of contact between the contractor and the National Park Service (NPS) Contracting Officer and Contracting Officer’s Representative (COR) for the Base Contract. The Base Contract Project Manager performs the following work:

A. Notify the Contracting Officer 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, telephone, and other contact and business information (e.g., banking account information, email address, etc.).

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 Base Contract COR regarding major or broad issues affecting Task Orders written 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. Misunderstandings, inconsistencies, or conflicting instructions encountered when working with different parks and different task order CORs.

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

Project Management | 13

2.4 Specific Requirements for Task Order Project Management

The contractor’s task order Project Manager is the primary point of contact between the contractor and task order COR for individual task orders and performs the following work:

A. The Contractor’s task order Project Manager has full authority to act for the Contractor on all matters relating to a specific task order. The Project Manager maintains contact with the task order COR as necessary, including:

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).

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 are responded to within two business 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, including review of all submittals prior to delivery. This includes final inspection of exhibits prior to shipment and delivery for installation.

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

3. Ensure that all work is complete and compliant with the specifications prior to submittal to 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 and meetings with the COR. Provide a monthly status report to the task order COR that includes the status of the project, issues that affect the schedule and budget, and an updated schedule based on the information at hand. For Fabrication and Design/Build projects, coordinate and confirm dates with the COR for shipment, delivery, and installation at the exhibit site.

D. Meet with the Contracting Officer and COR in accordance with Section 4, Travel, Meetings, Presentations, and as specified in individual task orders. For all meetings and presentations, the Project Manager performs the following work:

1. Document all issues discussed and decisions made relative to the project.

14 | Project Management

2. Provide the COR with a trip report or meeting minutes from all conference calls, site visits, and in-person meetings throughout the life of the project.

E. Receive, inspect, and inventory all Government-Furnished materials and ensure that this material is forwarded to the appropriate unit or person within the contractor’s organization for use in the project. Notify the COR within seven days after receipt if Government-Furnished materials are not satisfactory for their intended purpose. Notify the COR as soon as possible, but no later than three business days, if government- furnished materials are lost or damaged while in the contractor’s possession. The contractor is responsible for the security and protection of government-furnished property or materials in connection with this contract. Following acceptance of all work by the government, return to the COR all government-furnished property in accordance with Section 30, Closeout.

F. Identify and compile all resource material into a Production Package and ensures that this material is forwarded to the appropriate unit or person within the contractor’s organization for use in the project.

G. Coordinate and ensure that all specifications for submittals are in accordance with Section 5, Submittals and Reviews, and as specified in individual task orders.

Exhibit Planning,Design, and Fabrication Process | 15

3. Exhibit Planning, Design, and Fabrication Process

3.1 Introduction

The process followed in this contract is organized into several phases of work.

These phases are based on commonly used architectural terminology and methods for structuring work, with adaptations to fit the specialized requirements of exhibit development.

Exhibit planning, design, and fabrication is a complex iterative process requiring a team approach. Tasks typically involve specialized skills: creative ability, highly specialized technical skills, organizational skills, research ability, and subject matter expertise. Each task builds on those previously completed, adding detail and refinement. Milestones are established throughout the process as a means of communicating, assessing, and recording the project’s progress.

Planning as used in this contract includes, but is not limited to, story development, content research, organization of content, text writing, and other tasks associated with the interpretive content of an exhibit. An Exhibit Developer typically takes the lead with planning tasks.

Design, as used in this contract includes, but is not limited to, development of the physical organization of the exhibit space, integration of all exhibit elements into a cohesive presentation, functional characteristics and visual appearance of exhibit elements, and development of technical details for fabrication. An Exhibit Designer typically takes the lead with design tasks. Together, the Exhibit Developer and Exhibit Designer establish the primary creative direction and media approach for the project.

Fabrication, as used in this contract includes, but is not limited to, production of technical drawings used to build exhibit structures, production of all exhibit elements, and delivery and installation of all exhibit structures and elements. An Exhibit Fabricator typically takes the lead with fabrication tasks.

Phases of work are as outlined in 3.2 through 3.11

3.2 Pre-Design

In Pre-design, the project team gains a clear understanding of the project’s history, the park’s resources, and the roles of other project team members and stakeholders. Work in this phase focuses on preparing a solid foundation for all work that follows, ensuring that the project is logically structured, and its goals are understood and realistically attainable within the budget, schedule, and other specified parameters. Work includes:

A. Review Government furnished materials

B. Travel to Site (see Section 4, Travel, Meetings, and Presentations)

1. Orientation to park experience.

2. Identify and document media and object resources at park.

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3. Orientation to architectural space.

a. Document architectural space.

4. Conduct Exhibit Planning Workshop.

a. Analyze space and propose recommendations.

b. Review existing planning documents.

c. Review and/or develop design criteria.

5. Review and/or develop themes, goals, and objectives.

a. Define target audience.

b. Define the desired visitor experience.

c. Document results of workshop.

C. Identify sources for existing media resources.

1. Develop Resource Package Abstract. (see Section 10, Resource Packages)

D. Develop Project Brief including:

1. Current overview of project, including updated information and understandings.

2. Interpretive themes and objectives.

3. Identification and analysis of all project goals in terms of their effect on the development and successful completion of the exhibit.

4. Analysis of the project budget, including review and/or development of a Class C Production Estimate. (see Section 8, Production Cost Estimates)

5. Analysis of the project schedule, and all other known parameters on the development and successful completion of the project.

E. When required in the Individual Task Order, conduct Front-End Evaluation. (see Section 7, Exhibit Evaluation)

3.3 Schematic Design

Work in this phase is organized into two sub-phases: Schematic 1 (SD1) and Schematic 2 (SD2). Schematic 1 includes development of several alternative schemes for organizing both the interpretive content and physical layout of the exhibits. Schematic 2 includes

Exhibit Planning,Design, and Fabrication Process | 17 development of a preferred alternative. Major stories, exhibit elements, and presentation techniques are illustrated and described.

A. Schematic 1 tasks include:

1. Content Research

a. Survey repositories of relevant resources.

b. Develop Resource Package Level 1 (see Section 10, Resource Packages)

2. Conduct Charette (see Section 4, Travel, Meetings, and Presentations)

3. Develop Schematic 1 – unless otherwise specified in task order, develop three design alternatives, each including:

a. Bubble diagrams that identify themes and concepts, placed in relationship to each other and to the physical space.

b. At a minimum, one preliminary sketch for each alternative that communicates the overall design intent.

c. A title for each alternative, with written descriptions of how each scheme accomplishes the established project goals, including working titles and narrative of all exhibit scenes.

d. A narrative addressing preliminary Universal Design and accessibility approaches, including proposed approach for audio description.

e. Class B Production Cost Estimate and life-cycle cost estimates for each alternative. (see Section 8, Production Cost Estimates)

4. Present Schematic 1. (see Section 4, Travel, Meetings, and Presentations)

5. When required in the Individual Task Order, participate in NPS Value Analysis process. (see Section 4 Travel, Travel, Meetings, and Presentations)

6. Participate in a conference call to reconcile COR review comments, and provide written documentation of all decisions made.

B. Schematic 2

1. Develop and submit Schematic 2 with Preferred Design Alternative including:

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a. Written exhibit walkthrough.

b. Overall design approach including:

i. Media style and appearance.

ii. Universal design/accessibility approach. (see Section 6, Accessibility)

iii. Audio description narrative approach and Production Plan.

(see Section 31, Audio Description)

iv. Floor plan with individual exhibit Scenes, Content Groups, and major elements identified.

v. Overview of Electronic Programs (see Section 19, Electronic Programs).

c. Perspective view renderings that communicate design intent of each scene (See Section 9, Exhibit Visualization)

i. When required in the Individual Task Order, provide an animated walkthrough or physical scale model of the exhibition.

d. Resource Package Level 2, with its content integrated into exhibit walkthrough description. (see Section 10, Resource Packages)

e. Class B Production Cost Estimate and revised life-cycle cost estimates for preferred alternative. (see Section 8, Production Cost Estimates)

2. Present Schematic 2. (see Section 4, Travel, Meetings, and Presentations)

3. Participate in a conference call to reconcile COR review comments, and provide written documentation of all decisions made.

3.4 Design Development

Work in this phase is organized into three sub-phases: Design Development 1 (DD1), Design Development 2 (DD2), and Design Development 3 (DD3). Design Development 1 builds on the plan approved in the Schematic Design phase. Its emphasis is on confirming all major elements of the design, and also includes continued content planning.

Design Development 2 focuses on the two-dimensional exhibit content, including the first full drafts of graphic layouts and all exhibit text.

Design Development 3 focuses heavily on developing all interpretive content in detail, Exhibit Planning,Design, and Fabrication Process | 19 with continued design refinement to ensure effective presentation of the content within the exhibit.

A. Design Development 1

1. Develop and submit the following:

a. Overview with narrative description, including interpretive purpose statements and objective, for each exhibit Scene and Content Group.

b. Perspective view renderings that communicate design intent of each Scene and Content Group. (See Section 9, Exhibit Visualization)

c. Exhibit Design Drawings (see Section 13, Exhibit Drawings).

d. Sample graphic layouts/graphic approach/typography. (see Section 15, Two-Dimensional Exhibit Graphics)

e. Text Level 1. (see Section 12, Text)

f. Preliminary material, finish, and color selections. (see Section 14, Material, Color, and Finishes)

g. AV Concept Treatment, and proposed program type and display format for each proposed Electronic Program. (see Section 19, Electronic Programs; and Section 20, Electronic Equipment)

h. Revised Audio Description Production Plan, to include proposed audio description trigger types, trigger locations, and Table of Contents main menu selections. (see Section 31, Audio Description)

i. Preliminary Content Management Database (see Section 11, Content Management) including entries for the following:

i. AO - accessioned objects

ii. CE - custom elements, including any non-accessioned objects

iii. EE and EP - audiovisual and digital interactive elements

iv. IM - images

v. LA - text labels

j. Updated Class B Production Cost Estimate and life-cycle cost estimate. (see Section 8, Production Cost Estimates)

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2. Present Design Development 1. (see Section 4, Travel, Meetings, and Presentations)

3. When required in the Individual Task Order, conduct Formative Evaluation. (see Section 7, Exhibit Evaluation)

4. Participate in a conference call to reconcile COR review comments, and provide written documentation of all decisions made.

B. Design Development 2

1. Develop and submit the following:

a. Full draft of all graphic layouts. (see Section 15, Two-Dimensional Exhibit Graphics)

b. Text Level 2. (see Section 12, Text)

c. A first draft of the AV Program Production Treatment for each Electronic Program. (see Section 19, Electronic Programs)

d. Selected Exhibit Design Drawing sheets, as required to show major design changes requested at Design Development 1. (see Section 13, Exhibit Drawings)

2. Present Design Development 2. (see Section 4, Travel, Meetings, and Presentations)

3. When required in the Individual Task Order, conduct Formative Evaluation. (see Section 7, Exhibit Evaluation)

4. Participate in a conference call to reconcile COR review comments, and provide written documentation of all decisions made.

C. Design Development 3

1. Develop and submit the following:

a. Graphic Layouts Package, organized according to exhibit Scenes, to include:

i. Overview with narrative description, including interpretive purpose statements and objective, for each exhibit Scene and Content Group.

ii. Perspective view renderings that accurately show the placement of graphic layouts within the three-dimensional exhibits. (See Section 9, Exhibit Visualization)

Exhibit Planning,Design, and Fabrication Process | 21

iii. Complete graphic layouts, showing full layouts as well as enlarged sections with text and image at legible size for review. (see Section 15, Two-Dimensional Exhibit Graphics)

iv. Text Level 3. (see Section 12, Text)

b. Exhibit Design Drawings. (see Section 13, Exhibit Drawings)

c. Content Management Database to include the following reports (see Section 11, Content Management):

i. Comprehensive Exhibit Plan

ii. AO - Accessioned Objects Schedules

iii. AO -…