NMAAHC-RFP.pdf

Smithsonian Institution Solicitation #F16SOL10025

SMITHSONIAN INSTITUTION

National Museum of African American

History and Culture

Museum Wide Mobile (MWM) Platform

Request for Proposals

Smithsonian Solicitation Number: F16SOL10025

Issue Date: March 25, 2016

Due Date: April 21, 2016

1:00 pm local Washington DC time

Smithsonian Institution

Office of Contracting

PO Box 37012, MRC 1200

Washington, DC 20013-7012

Additional information may only be obtained by contacting:

Chris Crane via email: cranec@si.edu

TABLE OF CONTENTS:

Introduction

Part I: SOLICITATION

A. General Information

B. Project Description

C. Submission of Proposals

D. Proposal Submission Requirements

E. Evaluation Procedures

F. Contract Award

Part II: STATEMENT OF WORK

Part III: PROPOSED CONTRACT

A. Solicitation/Contract Form (SF-33) (to be inserted upon award)

B. Supplies/ Services and Prices/Costs

C. Statement of Work and Deliverables

D. (Intentionally Omitted)

E. Inspection and Acceptance

F. Deliveries or Performance

G. Contract Administrative Data

H. Special Contract Requirements

I. Contract Clauses (Sections A and B)

J. List of Attachments

K. Representations, Certifications and Other Statement of Offerors

PART I – SOLICITATION GENERAL INFORMATION

A. General Information

1. Introduction. The Smithsonian Institution (“Smithsonian” or “SI”) hereby invites you to submit a proposal for professional, technical, non-personal services for the design, development, implementation, and maintenance of a Museum-Wide Mobile Platform Application (“Application”) for the inaugural exhibitions of its National Museum of African American History Art and Culture (“NMAAHC”), scheduled to open in September 2016. The definition of a Museum-Wide Mobile Platform is one that provides the ability for the museum to offer more than one tour to museum visitors.

The purpose of this RFP is to provide all interested prospective offerors (“Offerors”) with sufficient information to enable them to prepare and submit technical and business proposals

(collectively, “Proposal(s)”) for consideration by the Smithsonian. The information contained in the Proposals provided by Offerors will provide the basis for evaluation. This solicitation for services is a highly competitive process and to assure that Proposals are given full consideration, Offerors must adhere to the requirements set forth herein. All Proposals should reflect the Offeror's willingness and capability to provide professional services and a high quality Project to the Smithsonian at a reasonable price.

The Smithsonian reserves the right to award one (1) or multiple contracts to one (1) or more firms through this RFP.

2. Background. The Smithsonian National Museum of African American History and Culture is in the midst of completing its building and installing the objects for its Inaugural Exhibitions in the museum. The new museum, scheduled to open on September 24, 2016, will be comprised of twelve (12) exhibition galleries. NMAAHC, the Smithsonian’s 19th Museum, will be the only national museum devoted exclusively to the documentation of African American life, art, history and culture.

NMAAHC will be a place where all Americans can learn about the richness and diversity of the African American experience, what it means to their lives and how it helped shape this nation. It will be a place that transcends the boundaries of race and culture that divide us, and become a lens into a story that unites us all. The NMAAHC will be a digital museum, one that leverages technology to empower its visitors, and assist in making the museum more accessible to visitors with disabilities. The NMAAHC digital philosophy uses technology and digital content in an integrated and strategic way to support education, research and collaboration; to enhance the visitor experience; and to maintain and preserve the museum’s collections.

An important component of the digital museum is the availability of a mobile application to assist with the interpretation and presentation of in-gallery and additional content. The museum wishes to provide an engaging, compelling and innovative experience to our visitors through a selection of mobile tours available on its Museum-Wide Mobile platform. The mobile team has elected to name the Museum-Wide Mobile platform “Sojourner” as it recalls the abolitionist and women’s rights activist, Sojourner Truth, and evokes a vision of the visitor entering the museum on a journey through history, culture, community and art during their visit.

3. WiFi in the Museum. The WiFi available in the museum and throughout the Smithsonian is provided using CISCO 3700 series Access Points (APs). The APs are controlled by several

Wireless Lan Controllers (WLCs). The capacity at the National Museum of African American History and Culture (NMAAHC) is greater than that at most of the other museums, coverage on all floors is being carefully calibrated and the WiFi in the building was designed with location services in mind. A map of the Access Point locations will be made available to the Contractor.

4. Inquiries. All questions regarding this RFP should be directed solely to Chris Crane at cranec@si.edu. Offerors should not contact anyone else within the Smithsonian Institution regarding this RFP. Significant questions pertaining to this RFP will be entertained through April 15, 2016 at 1:00 p.m. local Washington, DC time. All questions should reference specific sections of the solicitation including page number (s). All questions having an impact on the solicitation will be answered in writing and issued to all Offerors in the form of an amendment to this RFP. Strictly administrative questions will be entertained by phone, e-mail, or fax and may not be circulated to all

Offerors.

5. Pre-proposal Conference The Smithsonian will hold a pre-proposal conference at

NMAAHC’s offices in Washington, DC on Thursday, March 31, 2016 2:00 pm Local Washington DC Time. The purpose of this conference is to provide each Offeror with the opportunity to meet the Museum staff and ask questions regarding the Project and the RFP process. The pre-proposal conference will be led by representatives of NMAAHC and the Smithsonian Office of Contracting. Offerors wishing to attend the pre-proposal conference must

RSVP to Chris Crane at cranec@si.edu by no later than 10:00 am local Washington DC time on Wednesday, March 30, 2016 and provide the number of representatives that will be in attendance. Offerors may have the option to participate via web conference if coordinated in advance with the Smithsonian Office of Contracting. Further information on the pre-proposal conference will be provided to those who RSVP by the stated deadline. Attendance by Offerors will be strictly voluntary and will no way effect evaluation of proposals.

5. The Smithsonian intends to award one (1) contract to the successful Offeror, but expressly reserves the right in its sole discretion to cancel this RFP; and/or to terminate negotiations at any time without cost to or liability to the Smithsonian.

6. The Smithsonian reserves the right to reject any and all Proposals received by this request, or to negotiate separately with any firm when such action shall be considered in the best interest of the Smithsonian. Notice is also hereby given of the possibility that an award may be made without discussion or after only limited negotiations. It is therefore emphasized that all

Proposals should be submitted initially on the most favorable terms.

7. Offerors will not be reimbursed for any expense(s) incurred in the preparation and submission of Proposals, including without limitation costs associated with providing samples.

Participation in this RFP or any resulting contract constitutes an affirmative waiver by participants of any claim to bid or proposal preparation costs. This RFP does not commit the mailto:cranec@si.edu

Smithsonian to procure or contract for any services or supplies, and it shall not be construed as authorization to proceed or to be reimbursed for any of the work specified herein.

8. Smithsonian shall own and hold all proprietary rights, including copyright, in this RFP, the selected proposal, and all materials and work Project created or generated in the fulfillment of the successful Offeror’s duties under the awarded contract. Any and all information, photographs, or materials submitted with Proposals from Offerors for consideration by

Smithsonian will become the property of Smithsonian and shall not be returned.

9. RFP Disclaimer. This RFP is being used to solicit offers solely to provide the specific services and Projects set forth herein and the resultant contract (“Contract”) shall be non-exclusive in nature. The Smithsonian may contract with any other individual or entity for similar services and Projects and makes no guarantees that the Offeror selected hereunder will be subsequently hired to work on any other project whether similar or dissimilar, nor shall anything in this RFP be construed to so obligate the Smithsonian.

10. A debriefing is an opportunity for you to understand how the Smithsonian Institution assessed the strengths and weaknesses of your Proposals. Requests for a debriefing must be in writing no later than three (3) calendar days after receiving notice of award.

11. Time of Essence. Offerors are hereby put on notice that time is of the essence in the performance of the Contract and that the successful Offeror shall guarantee Smithsonian’s receipt of the final approved Project by no later than September 9, 2016. Failure to deliver the final Project to the satisfaction of the Smithsonian by the stated deadline shall give the Smithsonian the right to terminate the Contract without any compensation to the successful

Offeror. In the event of such failure to deliver within the time prescribed herein, Smithsonian shall have the right to procure the services and/or Projects from an alternate source and the

Successful Offeror hereby agrees to pay reasonable costs incurred by the Smithsonian in reliance on the Successful Offeror’s performance hereunder.

10. Project Schedule. As part of their proposals, Offerors shall submit a proposed project schedule for completion of all work effort required herein for Smithsonian’s consideration.

Upon award the agreed upon schedule shall be incorporated in the contract and the Contractor shall strictly adhere to said schedule in its performance under the contract. Contractor’s schedule shall provide for an opportunity for Smithsonian to review and approve each deliverable as it is developed.

11. Statement of Work. All Services will be provided pursuant and subject to the Statement of Work (see also Part II).

B. Project Description

The Smithsonian seeks a contractor who can successfully perform all of the associated services which meet the Smithsonian’s needs in a cost-efficient manner and in accordance with the requirements set forth in this request for proposals (“RFP”). The deliverables for the Museum-

Wide Mobile platform project (“Project”) will be split into two parts defined as “Day 1” and “Day 2” functionality. There will be five mobile tour elements that will be designed, developed, tested and operational by September 9, 2016, in time for the grand opening of the museum.

These are the “Day 1” mobile experiences, and it is the Day 1 mobile experiences for which the Offeror will be providing an RFP response.

Approximately three to six months after the opening of the museum, the Contractor will begin development with NMAAHC staff of the “Day 2” functionality of the Museum-Wide Mobile platform. Day 2 mobile experiences will be designed, developed, tested and operational within six months of that work having begun. The level of effort and cost estimates for Day 2 functionality will be requested after the opening of the museum in September 2016. Information about Day 2 experiences are included so they may be kept in mind while Day 1 experiences are being developed, and may further inform functional and technical decisions made during the development and implementation process.

C. Submission of Proposals

1. Method and Date of Submittal. Offerors shall submit one (1) copy of the Technical Proposal and one (1) copy of the Business Proposal in pdf format via e-mail attachment to cranec@si.edu by no later than Thursday, April 21, 2016, 1:00 PM Local

Washington DC Time. The e-mail shall include the following subject line: Response to

NMAAHC MWM Mobile Platform RFP SOL#F16SOL10025 from… [Add name of company].

Each attachment shall be labeled, Technical Proposal and Business Proposal, respectively.

Proposals should be identified by including the following information in the attachment:

Firm’s Name: [ADD NAME]

Smithsonian Institution Solicitation No.:.SOL#F16SOL10025 Location: Washington, DC Project: NMAAHC MWM Mobile Platform

Due Date: April 21, 2016, 1:00 PM Local Washington DC Time

2. Late Submissions, Modifications, and Withdrawals of Proposals.

a. Any Proposal received at the e-mail address designated above after the exact time specified for receipt will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the Proposal would not unduly delay the award, and:

(i.) It was sent by e-mail and it is determined by Smithsonian that the late receipt was due solely to mishandling by the Smithsonian after its receipt at the Smithsonian;

(ii.) It is the only proposal received; or

(iii.) The Contracting Officer makes a determination that it is in the best interests of the Smithsonian to consider the Proposal.

b. A proposal modification resulting from the Smithsonian Contracting Officer’s request for final proposal revisions received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by the Smithsonian after receipt at the Smithsonian installation, or the Contracting Officer makes a determination that it is in the best interests of the Smithsonian to consider the modification.

c. E-mails should request a receipt of acknowledgment and Smithsonian will endeavor to respond promptly to such requests during normal business hours. The only acceptable evidence to establish the time and date a proposal, late proposal or modification was sent by e-mail is an e-mail from the Smithsonian acknowledging receipt. Smithsonian shall not be responsible for any failure of any transmission of any e-mail sent to it and shall only be responsible for receipt of those e-mails that were acknowledged by it.

d. The only acceptable evidence to establish the time/date of receipt at the Smithsonian Office of Contracting is the time/date of the e-mail received by the Office of

Contracting and maintained by said office.

e. Proposals may be withdrawn by e-mail, written notice sent by hand delivery, U.S. Mail or commercial carrier and received by Chris Crane of the Smithsonian Office of

Contracting any time before award. An Offeror may withdraw proposals in person or by an authorized representative, if the representative’s identity is made known and the representative signs a receipt for the proposal before award.

f. Notwithstanding anything to the contrary herein, a late modification of an otherwise successful proposal that makes its terms more favorable to the Smithsonian may be considered at any time it is received and may be accepted.

D. Proposal Submission Requirements

1. General.

a. Offerors shall submit one (1) copy of the Technical Proposal and one (1) copy of the Business Proposal as separate pdf files attached to an e-mail addressed to cranec@si.edu.

The e-mail shall reference the following in the subject line: Response to NMAAHC MWM

Mobile Platform RFP SOL#F16SOL10025 from… [Add name of company]. Proposals shall be submitted in a minimum font size of Times New Roman 11. The Technical and Price Proposals shall conform to the prescribed format and submission requirements outlined herein. Offerors whose Proposals deviate from these requirements may be disqualified at the discretion of the Smithsonian.

b. The Smithsonian reserves the right to enter into negotiations with any or all of the

Offerors as it deems to be in the best interest of the Smithsonian. However, Offerors are advised that award may be made without discussion or any contact concerning the proposals received.

Therefore, Proposals should be submitted initially on the most favorable terms which the Offerors can submit to the Smithsonian Institution, without assumption that they will be contacted or afforded an opportunity to clarify, discuss, or revise their Proposals.

c. Proposals, modifications, or withdrawals sent via express or regular mail, fax or other method not specified in Section C. above, will not be considered.

d. All Proposals shall state that offers are valid for a period of at least ninety (90) days following submission.

2. Technical Proposal. Technical Proposals shall address the requirements contained in the Scope of Work, Specifications and other requirements of the RFP and shall contain sufficient details (without reference to cost or price) to permit a complete and accurate evaluation of the proposal from a strictly technical viewpoint. When preparing their technical proposal, Offerors should consider the evaluation criteria set forth in Section E, against which the proposals will be evaluated. All proposals must include each of the following elements listed below to be considered complete (failure to furnish clear, concise, and complete information requested in this RFP may be cause for withdrawal of a proposal from further consideration):

a. Plan of Accomplishment. Offerors shall provide a narrative and visual strategy that fully addresses each of the required services set forth herein. Offerors should clearly relay its approach to developing the Application from the initial planning stages through implementation and installation. At a minimum, the narrative must cover all aspects of the required services and Offerors must specifically address and submit the following as part of their plan of accomplishment:

i. The plan of accomplishment must clearly describe a plan/process and quality assurance approach that will a produce high-quality Application by the requisite Project deadline of September 9, 2016.

ii. The plan of accomplishment must provide a narrative that reflects a clear understanding of the Project requirements.

iii. The plan of accomplishment shall describe Offeror’s proposed approach for a transition-out strategy at completion of the Project. This shall include the Contractor’s capability, plans, and migration strategy to work positively and in a mutually supportive role with other interested parties to cause minimal impact to NMAAHC and its operations. The Offeror shall address the museum’s desire for a seamless, risk-mitigated transition-out of at least 45 calendar days, but not to exceed 180 calendar days at the end of the Contract term.

iv. Creative Approach. As part of their Plan of Accomplishment, Offerors shall provide a brief narrative addressing how they would approach the Project. Offerors shall address how they will provide an engaging and mobile experience for end users. Specifically, Offerors’ technical proposals shall provide the following:

● A design approach in a clear and concise narrative.

● Illustrations that show an Offeror’s capabilities in accomplishing the user experience stated in the statement of work set forth herein.

● Demonstration of especially creative or innovative approaches to accomplishing the requisite services.

● Ability to understand and document the needs and skill level of intended users.

● A description of the administrator (Smithsonian) experience and an approach to the integration with existing Smithsonian and third-party systems.

v. Project Schedule. Offerors must submit a detailed schedule for completing all services and deliverable required hereunder by the September 9, 2016 deadline. This schedule shall indicate all milestones of the Project, including but not limited to completion dates for each phase of the Project, as well as projected durations for each phase, and NMAAHC review periods for each mobile experience. The schedule shall take into consideration completion of all software development, thirty (30) days of evaluation on site following installation, and post-opening support of a minimum of six (6) months. The schedule shall also include Alpha and Beta reviews with NMAAHC.

vi. Technical Information. Offerors shall submit detailed technical information to adequately address their firm’s technical competence, capabilities, qualifications, and approach to satisfy the requirements set forth herein. Offerors must also address the technical requirements for the Smithsonian (i.e. what Offeror would require from the Smithsonian prior to proceeding with the Application’ design and development).

vii. Value Engineering. Approaches to efficiencies and value engineering that could have a positive impact on the budget and schedule of this Project.

b. RELEVANT EXPERIENCE AND PAST PERFORMANCE.

i. Offerors must provide examples of relevant experience from the past four (4) years providing or performing services of similar size, scope, complexity and type of client that indicates your firm’s suitability for this Project. Each Offeror must provide a minimum of three

(3) past examples of creative, dynamic digital solutions which it has developed. Such examples must describe the Offerors’ specific contribution to the development of the digital solution, including target audience research. Offerors should provide links to successful digital projects with project descriptions. Examples of past work must additionally include the following information:

● the client’s name for whom work was done,

● a brief summary of the work performed

● contact information and email addresses of clients for references

● the estimated dollar value of the work

● time frame and professional effort involved

● project manager and assigned staff, and

● the results achieved.

ii. Offeror’s previous work must represent the highest standards of quality. Offerors who can demonstrate experience developing concepts/designs for learning applications, mobile and interactives that achieve learning objectives and make creative use of technology will be preferred.

iii. Offerors must also submit links to a minimum of 3 similar projects accompanied by a written description of the projects for which they were produced.

c. KEY PERSONNEL, SUBCONTRACTORS, AND MANAGEMENT PLAN. The Smithsonian does not assume that all contractors have the complete skill set to respond to this request and encourages collaborations and subcontracting to meet the complete needs of the Project. However, if you take anticipate use of collaborations and/or subcontractors please provide the detail of your approach as part of your technical proposal.

i. Key Personnel. Offeror must submit resumes for the primary individuals who will represent the Contractor and work with Smithsonian staff to provide the services required herein (collectively the “Key Personnel”). At least one of the Key Personnel should be assigned to work with the Smithsonian as the primary consultant/project manager for this Project. Key to the success of this Project will be the Contractor’s assignment of an experienced and dedicated Project Manager to these efforts. At a minimum, Offerors shall provide resumes and past work examples for the proposed Project manager, lead programmer, and interface designer. Offeror’s proposal should include sufficient information to identify and describe the previous experience and effectiveness of its Key Personnel with similar projects and their current capacity to provide the services offered as part of the proposal. Proposals should also identify any subcontractors (individual and company names) who may perform any of the work described herein. Skill sets, credentials, and relevant experiences of the proposed team shall be compared to the task requirements and specific skill requirements called for herein. All Contractor personnel, including, but not limited to key personnel, who interface with Smithsonian management and technical personnel must have excellent oral and written communication skills. “Excellent oral and written communication skills” is defined as the capability to converse fluently, communicate effectively, and write intelligibly in the English language.

ii. Subcontractors. If subcontracting is contemplated, Offerors must clearly identify the parties to accomplish the various services and define their responsibilities. Offerors shall provide letters of commitment for the parties (planned employees, subcontractors and/or consultants) involved.

iii. Changes to Key Personnel and Subcontractors. Key Personnel will be incorporated into the contract(s) resulting from this solicitation. The Contractor shall obtain the Contracting Officer’s written consent before making any substitutions to Key Personnel or subcontractors.

iv. Management Plan. Offerors must provide an organizational chart outlining the proposed key personnel and subcontractors who will comprise the Project team under the resultant contract. Said management plan must identify responsible individuals by name and role and showing lines of authority between each. Additionally, the management plan, must address the following:

A. Describe how your firm will interact with NMAAHC’s Project team and the

Exhibit designer to assure a creative collaboration in the development of the software programs.

B. Provide an assessment of your firm’s current workload with respect to your capability to add this Project and meet NMAAHC’s budget, schedule, and quality expectations.

C. Describe your management approach and any procedures and systems used to ensure execution of this Project in accordance with technical, schedule, and cost constraints. Explain methods your firm uses for tracking Project status, workload, and manpower analysis. Show how you intend to handle conflicts in scheduling work to be performed under the resultant contract with your other project work and how your firm will guarantee quality assurance.

D. Discuss your proposed approach to recognize, react to, and correct problems.

E. Describe the staffing capability that exists within your company and the approach that will be used to acquire additional personnel, if necessary, to complete this Project within the allotted time.

F. Describe the subcontract management system to be used under this contract if significant subcontracting is contemplated. Particular emphasis should be placed on how performance status is determined, assessed, and projected through subcontract completion. Letters of commitment from major subcontractors must be provided. Define who reports to whom, when, and in what form.

3. Business Proposal. Contractor must submit a complete and comprehensive itemized budget for all services requested including a complete accounting of all costs. The final contract price will be evaluated as a total cost, including all labor, materials, travel and lodging.

4. Rejection of Proposals.

a. The Smithsonian reserves the right to reject any and all proposals received as a result of this request. Noncompliance with the conditions of this RFP may result in disqualification of the Offeror.

b. The Smithsonian reserves the right to reject any proposal received by the Contracting

Officer after the time and date specified on the cover page of this solicitation or any e-mail file that is received but is not downloadable and/or is incapable of being accessed by the Smithsonian Contracting Officer.

c. The Smithsonian may reject an offer as non-responsive if it is materially unbalanced as to prices for the requirements. An offer is unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated for other work.

d. The Smithsonian reserves the right to cancel this solicitation in its entirety.

e. A modification resulting from the Contracting Officer’s request for “best and final offer” or “final proposal revision” received after the time and date specified in the request shall not be considered unless received before award and the late receipt is due solely to mishandling by the Smithsonian after receipt at the Smithsonian Institution.

f. Notwithstanding anything to the contrary, a late modification of an otherwise successful proposal, proposal modification, or final proposal revision; or that makes its terms more favorable to the Smithsonian may be considered at any time it is received and may be accepted.

E. Evaluation Procedures

1. Proposals shall be evaluated in accordance with the following criteria being applied to the information requested in section D:

a. Plan of Accomplishment (including schedule with creative and technical approaches to the Statement of Work).

b. Firm’s Experience and Past Performance.

c. Key Personnel, Subcontractors and Management Plan.

d. Business Proposal (including final contract price, costs and itemized budget).

2. Price/Technical Proposal Trade-off and Award Decision/Best Value

a. Contract(s) will be awarded to Offeror(s) the Smithsonian Institution determines can best meet the identified requirements based upon the Offeror's proposal(s). The Smithsonian Institution reserves the right in all cases to be the sole judge determining whether a respondent meets the evaluation criteria. A firm must be technically acceptable in order to be considered for award.

b. It is anticipated a contract will be awarded to the Offeror(s) whose proposal when evaluating both the technical and business proposals is most advantageous and presents the best value to the Smithsonian Institution. Award of this Contract shall be made to the responsive, responsible Offeror(s) whose combined cost and technical proposal is in the opinion of the Contracting Officer, determined to be the most advantageous and in the best interests of

Smithsonian Institution.

c. Each Offeror’s price shall be evaluated for reasonableness to determine the Offeror’s understanding of the work effort and the ability to perform hereunder. The existence of adequate price competition will support a determination of reasonableness. This includes both original submissions and best and finals, if required.

d. Since the evaluation of the price will represent a portion of the total evaluation, it is possible that an Offeror might not be selected for award because of unreasonable, unrealistic, incomplete, inaccurate, or non-current price proposal information.

e. In conducting the evaluation, the Smithsonian may use data provided by the Offeror in its proposal as well as data obtained from other sources. While the Smithsonian may elect to consider data obtained from other sources, the burden of providing thorough and complete information rests with the Offeror.

f. All technical evaluation factors, when combined, are of greater importance than cost.

3. Complete Information. Failure to furnish complete information requested in the

RFP may cause the Offeror to be judged non-responsive and immediately be removed from further consideration.

F. Contract Award

1. The Smithsonian reserves the right to (a) reject any or all offers if such action is in the best interest of the Smithsonian, (b) accept other than the lowest offer, and (c) waive informalities and minor irregularities in offers received.

2. The Smithsonian reserves the right to award a contract or contracts on the basis of initial offers received, without discussions or any other contact concerning the proposals received. Therefore, each initial offer should contain the offeror's best terms from a price and technical standpoint.

A written award or acceptance of an offer mailed or otherwise furnished to the successful offeror results in a binding contract without further action by either party. The Smithsonian Institution may accept an offer, whether or not there are negotiations after its receipt, unless written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the Smithsonian Institution.

3. This request does not commit the Smithsonian to pay any preparation costs nor to make reimbursements for any of the cost associated with a response to this request.

4. The Smithsonian reserves the right to award a contract or contracts on the basis of initial offers received, without discussions or any other contact concerning the proposals received. Therefore, each initial offer should contain the Offeror's best terms from a price standpoint.

PART II

STATEMENT OF WORK

Please refer to Part III, Section C of the following Proposed Contract entitled: Description/

Specifications/Statement of Work.

PART III: PROPOSED CONTRACT

In the Event of an Award

A. SIGNATURE PAGE (TO BE INSERTED UPON AWARD)

B. SUPPLIES/SERVICES AND PRICES/COSTS

B.1 TYPE OF CONTRACT. The successful Offeror shall provide all supervision, labor, materials, equipment and non-personal professional services necessary for the design, development and implementation of NMAAHC’s Museum-Wide Mobile experience, including without limitation, all design, software programming and development, graphics, writing, editing, Projection, installation, implementation, and documentation of all technology Projects required hereunder, in accordance with the requirements, terms, and conditions of this Contract and any attachments and subsequent modifications hereto (the “Project(s)”).

B.2 PRICES/COSTS. The resultant contract awarded through this RFP shall be a firm fixed price contract. The Contractor shall perform all work effort in accordance with the requirements of this request for proposals (“RFP”) and the resultant contract and any amendments and attachments hereto for the firm-fixed price below. This firm-fixed price shall include, but not be limited to, all direct labor, materials, and other direct costs (i.e. communication, reProjection, etc.) as well as all indirect costs (overhead and G&A expenses), travel and per diem, communication, delivery, subcontractor costs, narration talent, rights/permissions, customs, taxes, commissions, and any other profit and expenses for which the Contractor expects payment.

B.3 OPTIONAL SERVICES.

B.3.1 General Optional Services. The Smithsonian Institution reserves the sole option to award additional optional services for the further development, implementation, and maintenance of the Project, including without limitation the inclusion of additional functionalities for the Project as well as the design, development and implementation of additional Museum-Wide Mobile tours on its platform for NMAAHC. The cost of such additional services shall be determined through good faith negotiations of the parties using the labor rates set forth in Contractor’s proposal. Contractor shall not provide of any such additional optional services hereunder without first receiving authorization from the Contracting Officer in the form of a written amendment to this Contract as signed by the Contracting Officer.

B.3.2 Exercise of Options. Any election by the Smithsonian Institution to exercise any Options hereunder shall be subject to the following conditions: 1) acceptance and approval by the Smithsonian’s Contracting Officer Technical Representative of Contractor’s performance during the prior Contract period; 2) Smithsonian’s continued requirement for these services; and 3) availability of funding from which payment for contract purposes can be made.

B.3.3 Availability of Funding. The Smithsonian’s obligation under this Contract is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Smithsonian for any payment may arise until funds are made available to the Contracting Officer for this Contract and until Contractor receives notice of such availability, to be confirmed in writing signed by the Contracting Officer.

B. 4 TRAVEL AND PER DIEM . The firm fixed price for services and Deliverables provided hereunder includes all transportation costs and travel allowances (per diem) for any travel undertaken by Contractor hereunder. Such transportation costs WILL NOT be reimbursed separately. No profit or fee shall be included on any travel and per diem expenses included in the firm fixed price.

C. DESCRIPTION/SPECIFICATIONS/ STATEMENT OF WORK

C.1 SCOPE OF WORK: Contractor shall provide all professional, technical, non-personal services for the design, development, implementation, and installation of the Project as set forth herein.

C.1.1 Project Purpose and Goals. NMAAHC wishes to provide engaging, compelling, and innovative mobile experiences for its visitors in preparation for the museum’s grand opening in September 2016 and beyond. The selected Contractor shall conceive, develop, and deliver the Museum-Wide Mobile platform in partnership with NMAAHC staff using a phased approach as set forth herein. All services and Deliverables under the resultant Contract awarded through this RFP shall meet the following objectives and shall be produced in the following phases:

i. Phase I: Pre-Projection (Projection Research and Concept Development):

a. Contractor shall meet with NMAAHC’s Museum-Wide Mobile Project team comprised of the Museum’s curatorial, education, information technology, and digitization staff as well as consultants to review plans for a Museum-Wide Mobile platform consisting of mobile tours available to the visiting public. At that meeting, the NMAAHC Museum-Wide Mobile Project team will provide a draft script of the desired mobile tours available to its visitors for the museum’s grand opening.

b. Contractor shall work closely and collaboratively with NMAAHC staff and designated experts to understand the museum’s vision, expectations, and requirements for the Project and develop and deliver the Application for installation into the museum.

c. Contractor shall use its expertise in mobile applications and the visitor experience to propose innovative functionalities that will improve upon the concepts as written to make them innovative, engaging, compelling, and sustainable. In furtherance of these goals, Contractor shall conduct requirements and scoping sessions with NMAAHC subject matter experts and others designated by NMAAHC, and based upon these sessions, Contractor shall provide updated concept descriptions and script editing for NMAAHC’s approval.

d. For each aspect of the Museum-Wide Mobile platform, Contractor shall provide all front-end displays and interfaces. Contractor shall also provide all backend development, including database and API layers or a CMS, as needed, in collaboration with NMAAHC and Office of the CIO (OCIO) technical staff, designated experts, and other contractors. NMAAHC intends to leverage existing data sources, including TMS (Collections Database), EDAN (Enterprise Digital Assets Network) and existing Smithsonian digital repositories to the greatest extent possible. All proposed architecture and technology approaches shall be consistent with Smithsonian policies and standards, consistent with the NMAAHC data and digital strategy and subject to approval of NMAAHC and the Smithsonian’s Office of the CIO (OCIO) prior to implementation. Contractor will be required to load and maintain mobile content, though the user interface or CMS must be such that the NMAAHC staff can also maintain the mobile content, and add new or edit existing mobile tours at will.

e. The Contractor shall collaborate with NMAAHC technical staff in the infrastructure design, providing expertise and proposed designs. The architecture will leverage and harmonize with existing Smithsonian and NMAAHC architecture, and as designed by Contractor, shall be integrated, secured, extensible, and sustainable.

f. NMAAHC curatorial and education staff will provide a list of its collection objects and stories to be included in the Museum-Wide Mobile platform. As additional or supplementary images, film, video or audio will most likely be required for elements of the Museum-Wide Mobile platform, Contractor shall create the image, video or audio, on behalf of the Smithsonian. Contractor will convey to NMAAHC and the Smithsonian all necessary licenses and releases for use of any still images, film, video, and audio created for or contained in the Projects. Contractor shall provide NMAAHC with copies of all such licenses, releases, and other documentation evidencing the Smithsonian’s rights to use such content in the mobile Projects, or any other Projects.

g. Contractor shall develop a general outline for each gallery for review and approval by

NMAAHC. Each outline shall include a Projection schedule designed to meet NMAAHC deadlines for all completed Projects. For mobile elements being created, the Contractor shall also develop preliminary storyboards, scripts, and visuals, such as sketches, drawings, wireframes or photographic images for each Museum-Wide Mobile experience, for review and approval by

NMAAHC.

h. Contractor shall include a plan for beacon placement for purposes of way-finding and pushed alerts (if desired) in each gallery. Contractor shall assist integrators and Project managers with the device placement, installation, camouflaging, testing and fine-tuning of beacon performance.

i. Contractor shall make a formal presentation of the approach and treatment for each mobile experience, including scripts, audio and visuals/graphics. Contractor shall propose a presentation approach (e.g. all at once or one at a time) that makes best use of time and resources and supports on time delivery of the final Project. Teleconference presentations are acceptable.

j. Contractor shall assist NMAAHC in providing a high-level architecture that shows storage and system communications details and diagrams to the Smithsonian’s Technical Review Board (TRB). There are two required TRB sessions: an Informational Briefing presented at the beginning of the Project, and a Projection Readiness Review briefing prior to launch. The Museum-Wide Mobile platform must meet the requirements of the Smithsonian’s Security and Privacy Officers. Availability of Contractor staff to support the TRB presentation and answer questions is required, either in person or via video-teleconference.

k. The branding of the Museum-Wide Mobile platform will include the new NMAAHC visual identity (logo), the Smithsonian starburst brand for the museum, and will adhere to the Smithsonian’s directives. Consultant will harmonize the overall look and feel of the mobile platform with other digital channels, and especially with the new NMAAHC website and the design of the museum galleries.

ii. Phase II: Projection: Scripting and Iterative Development:

a. Contractor shall be responsible for all aspects of Projection of the Projects, including but not limited to scheduling, design, detailing, captioning, prototyping, operating instructions, testing, etc.

Contractor will closely coordinate any hardware and software interfaces, and plan for updates based on smartphone or tablet operating system updates.

b. Contractor shall produce a one (1) rough cut versions and one (1) final/fine cut versions of each created image, video, film or audio element of the Museum-Wide Mobile experience for review and approval by NMAAHC. This shall include, but is not limited to, all graphics, music, soundtracks, audio, captioning, film footage, and similar content and operating instructions. In addition, Contractor shall also make available executable computer files, documentation, and device drivers as necessary.

c. Contractor shall provide museum with a way to view and test pre-Projection versions on a variety of popular smartphone and tablet devices (including those running an Apple and Android OS).

Projects shall utilize native functionality of the devices.

d. Contractor shall develop each mobile experience iteratively with periodic review and approval by NMAAHC. Each review package shall include but not be limited to working prototypes, wireframes, graphics, music, soundtracks, audio, captioning, and film footage sufficient for NMAAHC staff to understand and evaluate Project progress.

e. Contractor shall recommend and procure the beacons or comparable technology to be used for wayfinding, blue-dot and push alerts to accompany mobile in the exterior and interior of the museum.

Contractor shall study and recommend beacons locations and ensure that outdoor beacons perform year round. Contractor shall be primarily responsible for beacon installation, working with NMAAHC staff or contractors, being cognizant of object installation schedules and will be responsible for fine-tuning beacon performance to the satisfaction of the Smithsonian.

f. Contractor shall be responsible for the conception, integration, and final detailing of all audio, video/visual, and software for enhanced or special tours and functionality, such as the use of augmented reality or the enhanced description for tours for sight-impaired visitors.

g. Contractor shall work with NMAAHC to identify the methods and level of ADA/ABAAS/Section 508 compliance and accessibility to be provided and incorporated into the final Projects. At a minimum, NMAAHC requires incorporation of text transcripts, language, video and audio (of transcripts or enhanced description) in the Projects. Captioning shall be included on any videos incorporated into the mobile platform. Languages will include Spanish, French, Arabic, Japanese, Cantonese, Portuguese and may include American Sign Language. NMAAHC will provide the language translations for the script, however, Contractor will integrate them into the mobile platform.

h. Following NMAAHC’s review and approval of all requirements of the Projects under this Phase II, Contractor shall receive a written approval to proceed from the COTR to proceed with Phase III services.

iii. Phase III: Post-Projection: Installation, Testing, and Implementation:

a. Contractor shall ensure that all Projects operate on standard smartphone and tablet devices that run the iOS and Android platforms. Both versions will be available and operational in time for the museum’s grand opening.

b. Contractor shall provide a team of personnel to assist with the final load, testing, and demonstration of tours at twenty (20) days prior to the scheduled opening of NMAAHC. Contractor shall respond to reported functionality issues on site and via remote login until all Projects are bug free and accepted by NMAAHC. Contractor shall anticipate trouble shooting during the first sixty (60) days of public operation of the Projects. Following public opening of NMAAHC and for a period of six (6) months thereafter, Contractor shall respond to any such issues and correct any issues with the Projects within three (3) business days. The Smithsonian reserves the right to amend this Contract for additional ongoing maintenance and support beyond the initial term of maintenance and support.

c. For any components of the platform loaded locally at the Smithsonian, Contractor shall work on all program and content loading and testing on site and shall coordinate all updates or corrective programming efforts with the Smithsonian Office of the CIO and NMAAHC IT staff.

d. As set forth in greater detail herein, Contractor shall be responsible for the testing of the Projects and for making any necessary revisions in order to deliver defect free, acceptable Projects.

Contractor shall conduct continuous live and automated testing throughout the development of each mobile experience, including without limitation, onsite testing following installation, and hardware and software integration. Flaws in the design and development of the Projects that affect usability and operation shall be corrected by the Contractor at Contractor’s sole expense within fifteen (15) calendar days of notice of such defect.

e. Contactor’s Project schedule shall ensure appropriate time for consultation and technical services to insure the proper installation and operation of the Projects during field testing and prior to the formal opening of the museum, in conjunction with an agreed upon installation and testing schedule.

f. Contractor shall deliver final versions of the Projects to the satisfaction of the Smithsonian by no later than September 9, 2016.

g. Contractor shall assist NMAAHC in providing a presentation at the Projection Readiness Review for the Technical Review Board (TRB), to include storage and system communications details and diagrams, mitigation of questions or concerns raised in the Informational Briefing, and privacy and security sign-offs from the respective Smithsonian officers. Informational Briefing will be presented at the beginning of the Project. Availability of Contractor staff to support the presentation and answer questions is required, either in person or via video-teleconference.

h. Contractor shall provide two years of post-live maintenance and support for the Museum-Wide mobile platform, including updating and testing the functionality of the mobile experiences in advance of each iOS and Android operating system upgrade or release.

iv. Phase IV: Day Two (post-opening) Functionality Release – for bidding at a later date:

a. Approximately three to six months following the opening of the museum, with a written approval to proceed from the COTR to proceed with Phase IV services and as NMAAHC staff time allows, Contractor shall begin development of the “Day 2” elements and functionality of the mobile experiences.

b. Contractor shall meet with NMAAHC’s Museum-Wide Mobile Project team comprised of the museum’s curatorial, education, information technology, and digitization staff as well as consultants, to review and confirm mobile Day 2 plans and desired functionality.

c. Following implementation of the Day 2 mobile experiences, Contractor shall provide two years of post-live maintenance and support for the Museum-Wide mobile platform, including updating and testing the functionality of the mobile experiences in…