Amendment__1.pdf

Amendment #1

Smithsonian Institution’s National Museum of African American History and Culture Museum Wide Mobile Platform RFP F16SOL10025

The following amendments are hereby incorporated into RFP F16SOL10025:

I. The following sentence is hereby added to a new Section 1.E.: “Do not include Day 2 work in the technical or business proposal. Any contract awarded to an Offeror will include an option for the Offeror to provide Day 2 work at similar rates as Day 1 work, to be exercised in the Smithsonian’s sole discretion.”

II. The following information reflects approximate square footage of the galleries:

History Galleries:

Slavery & Freedom – 17,500 sq. ft.

Segregation – 18,500 sq. ft.

A Changing America: Beyond 1968 – 8,600 sq. ft.

The contemplative court is included, but this is treated as a sacred space, and we are not interested in a mobile experience in this space.

Community:

Military History – 3,600 sq. ft.

Power of Place – 4,300 sq. ft.

Sports – 5,300 sq. ft.

Making a Way out of No Way – 5,300 sq. ft.

Culture:

Taking the Stage – 2,500 sq. ft.

Musical Crossroads – 6,300 sq. ft.

Cultural Expressions – 5,200 sq. ft.

Visual Arts Gallery – 4,200 sq. ft.

Note: There is also a small changing gallery, a 350 seat theater, a 75 seat orientation theater and a second floor that includes classrooms, the Center for African American Media Arts (CAAMA – a small photography and media arts space) and some activity centers that are non-mobile in nature.

III. Answers to significant questions have been provided and are attached to this amendment.

IV. The subsections of Section 1.A. are renumbered sequentially to include a total number of 14 sections. (note: this is a non-substantive change)

All other terms and conditions of the RFP remain unchanged.

ANSWERS TO QUESTIONS RECEIVED FOR RFP #F16SOL10025

Q. Can you clarify the period of performance? Is it 6 months base plus 3 option years?

A. Period of performance will extend until work on Day 1 is completed. The number of option years are subject to negotiation.

Q. Is there a budget range for this RFP?

A. Based on our research, we are anticipating a range of $250,000-500,000.

Q. Is there a budget allocated for this project (Day 1 and later Day 2)?

A. We have a budget allocated for this project but we are not publishing it. We expect the offeror to provide us with a budget and not-to-exceed price for Day 1 work. Day 2 work is not being bid on in this RFP. Any resulting award contract will, however, include the option for the Smithsonian to hire the winning bidder for Day 2 work at similar rates as Day1 work or hire a different contractor for Day 2 work, at the Smithsonian’s discretion.

Q. Would you be providing information for different galleries on Page 21, and 22 that can be used for text, audio and video tour - Beyond 1968 / A Changing America, Cultural Expressions etc.

A. We will provide information for all the galleries, including scripts, after the award is made. We expect the chosen vendor to work with staff to finalize the scripts. We provided an overview of the galleries as part of the RFP.

Q. How many vendors joined first pre-proposal teleconference?

A. Approximately 10-15

Q. We are deciding whether to include screenshots in the response or not. Can others vendors request copies of other RFPs at the end of RFP including of pricing.

A. Offerors should provide as much information as they feel they need to respond to the RFP. Offerors should understand that the information provided could become public if a public information request is filed. Please refer to the Smithsonian’s privacy policy for more information.

Q. Machine readable form for exchange of information in Section A2 on Page 32 – what information is being exchanged and how?

A: Depending on the solution being provided and future requirements, information may be exchanged with Smithsonian collection systems to obtain and send information about objects on display.

Q. Augmented reality when visitor holds up phone to Lena Horne’s dress, Melvin Van Peebles’ costume, Max Julien’s fur coat and Oprah Winfrey’s dress the image is super-imposed with an image of the actor wearing the costume in the respective film on Page 21 – Do you have rights to that part of the movie and it’s digital copies?

A: No, the museum does not currently have rights for all of these; they were provided as examples of what could be done and not necessarily the exact items that would be used. We would use the objects for which we have rights to show in that way.

Q. How many number videos you plan to develop – one per exhibit or multiple videos per exhibit? What is the total number of videos? What is the expected duration range?

A: This will be determined as we finalize scripts. It is reasonable to expect that we may do brief intro videos with the Museum Director or some curators as content for the mobile tours.

Q. How many audio you plan to have done – one per exhibit or multiple videos per exhibit? What is the total number of audios? What is the expected duration range?

A: Audio is required for the enhanced description tour that makes the tour available to blind or sight- impaired visitors. Each tour should have audio for each gallery.

Q. How many stories you plan to have done – one per exhibit and one per object within exhibits.

A: it is not yet determined the exact number, however, it is reasonable that we will highlight about 10 objects in each of our galleries.

Q. Where applicable, the design and development of the Projects must include functionality and safeguards for compliance with the Children’s Online Privacy and Protection Act (COPPA) on Section S3 on Page 37. The content will be approved by Smithsonian museum. Please explain on what functionality you will like to have for this.

A: For downloading, providing any information in the mobile app and for the family tour in particular.

Q. Delivery of new features on Section R5 of Page 38 will not require download of app again. Both Apple and Android require the app to be re-downloaded in the event of any change in features. Please clarify your expectations here.

A: If possible, the app will be available through a platform that is available in the app and play stores, but upgrades will be done in as seamless a way as possible. We would like the Offeror to describe how upgrades are done.

Q. App Availability on Section R7 Page 39 - If Smithsonian museum hosts data, the availability of app will be determined by their uptime. Vendor has no control in this case.

Please clarify your expectations here.

A: If that is the proposal, that the app be hosted by SI servers, then describe that in the response. Downloading the app from the Museums website is also an option, but we do want it available from other standard methods, like app or play stores, as well.

Q. You are probably also aware of the fact that timeline is aggressive considering the scope of work. Will Smithsonian consider phasing some work after September 9 deadline? It is not the intent but if we still run into issues with timeline, what are the penalties? Have you prioritized what must be done in what priority?

A: The priority is that the 5 described tours be available by September 9th. Exactly what those experiences contain will be developed, but the requirements are contained within the RFP.

Q. What is your vision for the tour – is it a video tour along with audio tours for visually impaired people, or allowing people to navigate the exhibits as they wait in line?

A. There are five tours that will be available for the opening, as described in the RFP.

We have listed an enhanced description tour for our visually impaired or blind visitors which will require audio. That tour will encompass all the galleries in the museum. We have also listed a family tour – given that families may have small children, mobility issues or short time frames for their visit, this visit will highlight the main themes of the museum but not necessarily take the family through every gallery and through each museum story. The outdoor tour is designed for both visitors outside our museum interested in the history, and to entertain those who are waiting in line to enter the museum. The building tour will encompass the outside and the inside features of the building. In general, though the museum is designed with a narrative and recommended path, we want people – especially returning visitors - to choose their own paths, and will not force visitors through a specific order or narrative. Allowing visitors to choose a “near you” feature, to explore stories in their vicinity and of interest to them, may be a viable option to a pre-defined path through the museum.

Q. Confidentiality of response - can others request copies of other RFPs at the end of RFP including pricing?

A. Winning bidder’s price and name will be made available. Other info will be subject to Smithsonian’s privacy policies.

Q. Machine readable form for exchange of information – what information is being exchanged?

A. Depending on the solution being provided and future requirements, information may be exchanged with Smithsonian collection systems to obtain and send information about objects on display.

Q. Whether companies from Outside USA can apply for this? (like ,from India or Canada).

A. Yes, non-US companies can apply, but any data using cloud services must be stored on servers that are housed within the continental United States. It is a plus if the cloud service is Fed-Ramp certified – there are many such certified cloud service vendors, and you can do an internet search to obtain a list.

Q. Whether we need to come over there for meetings?

A. Some meetings, like the installation, may be best in person. However, most of the work should be able to be accomplished by video-conference. Installation of beacons, testing in the galleries and launch related activities should be done in person.

Q. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) A. Yes – I think this is fine, since the Smithsonian has contracted with vendors outside the US before for mobile.

Q. Can we submit the proposals via email?

A. Email is the method for submission.

Q. Are all the galleries listed and (more importantly their functionalities (listed in Part D of the descriptions) all to be included as part of Day 1 release?

A. Yes, but please bear in mind that the special features are recommendations – it is possible that the feature delivered could vary based on input from the Offeror and we are open to enhancements and other ways to engage the visitor as part of the mobile experience.

Q. Several of the Part D sections have "TBD" descriptions. Will implementation of these functionalities be treated as change orders?

A. We are not contemplating change orders for Day #1 work.

Q. Can you please provide an explanation (specific line item examples) of the line item details required as part of the business submission. How are taxes, overhead and profit to be treated?

A. We are not providing specific line item examples of what a budget should look like at this time.

Q. What is the script provided by the NMAAHC (per Contract Section C1.1.i)? Why is there an offer to translate the script for the ADA (Contract Section C1.1.iii.g) if this is not actual content?

A. We do not have a finished script but have a draft. We know what the content and the stories are in our galleries, and will provide those to the selected Oferror. We will look to the mobile vendor to assist with the visitor experience for mobile, which includes ideas on the script.

Q. Can you explain with examples, relevant to this project, where the “contractor owned IP” would apply and where the "work for hire" ownership rules would apply.

A. Any work provided would be considered a “work made for hire” under US Copyright Law unless it contained pre-existing IP— subject to negotiation of the award contract.

Offerors are encouraged to identify any such pre-existing IP in their proposals.

Q. Can we get an extension on the bid due date due to the level of effort required to prepare this proposal?

A. No extension is being provided at this time.

Q. Is this a small business set aside contract?

A. This acquisition has not been set aside exclusively for small businesses.

Q. Can we see a list of the firms that were provided a copy of the RFP?

A. N/A

Q. Blue-dot Navigation - Can you please provide a specific square footage that will require blue-dot navigation? Are blue prints of the museum available?

A. Approximate square footage was provided above.

Q. Ownership - With respect to section "I.4.4.2.OwnershipandRights", we will most likely propose that Smithsonian license Phunware's platform to reduce overall cost and time to market. Can you please confirm a licensing model is acceptable?

A. A licensing model is acceptable, but it would need to be specifically spelled out in the response so we understand all the costs

Q. Virtual Reality / Augmented Reality - While it's not specified in the RFP, we are currently proposing VR/AR functionality requested by other museums. These elements could really make NMAAHC stand apart. Is VR/AR of any interest for this RFP?

A. Yes, we would be interested in a VR/AR proposal as part of the response.

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