Amendment_0002__AV_Media_Production_M00264-17-R-0017_.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

The purpose of this Amendment 0002 is as follow s:

1) Extend the due date for Proposals from May 19, 2017, 11:00 a.m. Eastern Daylight Time (EDT) TO May 31, 2017, 11:00 a.m. Eastern

Daylight Time (EDT) and;

2) Provide Attachment G: Vendor Questions and Government Responses and;

3) Provide updated PWS and;

4) Provide an additional Attachment F: Updated Final Media List and:

5) Provide updated Instructions to Offerors.

1. CONTRACT ID CODE PAGE OF PAGES

1 19

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 15-May-2017

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X M00264-17-R-0017

X 9B. DATED (SEE ITEM 11)

14-Apr-2017

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer X is extended, is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE

RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

15-May-2017

CODE

MCINCR - RCO

2010 HENDERSON RD

HUGHES, JOY

QUANTICO VA 22134

M00264 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

M00264-17-R-0017

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 1449 - CONTINUATION SHEET

SOLICITATION/CONTRACT FORM

The required response date/time has changed from 19-May-2017 11:00 AM to 31-May-2017 11:00 AM.

The following have been added by full text:

ATTACHG:VENDOR QUES & GOV RESP

Please see Attachment G: Vendor Questions and Government Responses

ATTACHMENT F: UPDATED MEDIA LI

Please see Attachment F: Updated final media list and numbering for Galleries 13, 14 and 5).

The following have been modified:

52.212-1 ADDENDUM-INSTRUCTION

Instruction to Offerors– Commercial Items

52.212-1 Addendum – Instructions, Conditions, and Notices to Offeror

1. Multiple Offers

1.1 The Regional Contracting Office, National Capital Region does not encourage contractors to submit multiple proposals presenting alternative terms and conditions for satisfying the requirements of this solicitation.

2. Overview

2.1 The Government intends to make a single IDIQ award containing Firm Fixed Price (FFP) CLINS for a five (5) year ordering period, as a result of the solicitation. Under no circumstances will the final performance period extend beyond 60 months.

2.2 The Government will award a contract resulting from this solicitation to the responsible Offeror whose Proposal, conforming to the solicitation, represents the best value to the Government, price, and other factors considered. The following factors shall be used to evaluate Proposals:

Factor 1 Technical Capability;

Factor 2 Performance Execution and Management;

Factor 3 Past Performance; and, Factor 4 Price

2.2.1 In determining the best value, Factor 1 - Technical Capability and Factor 2 – Performance

Execution and Management, are equal in importance to each other and each are significantly more important that Factor 3 – Past Performance. All non-price factors, individually, and when combined, are significantly more important than Factor 4 – Price.

2.3 Each Offeror shall submit a Proposal that clearly and concisely describes its response to the requirements of the solicitation. Use of general or vague statements such as “standard procedures will be used” will not satisfy this requirement. Unnecessary elaboration or presentations beyond what is sufficient to present a complete and effective solution are not desired and may be construed as a lack of understanding of the requirement.

2.4. Asite visitwill occur on May 2, 2017 at 10:00 a.m., Eastern Daylight Time (EDT) at the National

Museum of the Marine Corps (NMMC), 18900 Jefferson Davis Highway, Triangle, VA 22172, to allow for vendors the opportunity for a walk through the museum in order to assesses and capture how they will propose on this effort. No questions will be answered during the course of this site visit. However, questions can be submitted in accordance with Section 5- Questions below.

For clarification, no it is not a requirement just an opportunity to visit the site. Contractors are

NOT required to attend this site visit in order to propose. Formal registration is not required in order to attend. Interested offerors may arrive at the Museum by 10:00 a.m., Eastern Daylight

Time (EDT) on May 2, 2017. Please refer to Instructions to Offeror’s.

3. Guidance

3.1 The Proposal must be prepared in accordance with these instructions. Failure to do so may result in the Offeror’s submission being determined unacceptable and ineligible for award. Each Offeror’s submission shall be screened by the Contracting Officer upon receipt to ensure completeness and compliance with the instructions contained in the Request for Proposal (RFP). Elimination of a Proposal is at the sole discretion of the Contracting Officer.

4. Confidential Information

4.1 The Freedom of Information Act (FOIA) and its amendments have resulted in an increasing number of requests from outside the Government for copies of contract qualifications and Proposal/proposals submitted to federal agencies. If an Offeror’s submissions contain information that he/she believes should be withheld from such requestors under FOIA on the grounds that they contain “trade secrets and commercial or financial information” (5 USC 552(b)(4)), the Offeror should mark its submissions in the following manner:

4.1.1 The following notice should be placed on the title page: “Some parts of this document, as identified on individual pages, are considered by the submitter to be privileged or confidential trade secrets or commercial or financial information not subject to mandatory disclosure under the Freedom of

Information Act. Material considered privileged or confidential on such grounds is contained on page(s)

4.1.2 Each individual item considered privileged or confidential under FOIA should be marked with the following notice: “The data or information is considered confidential or privileged, and is not subject to mandatory disclosure under the Freedom of Information Act.”

5. Submission of Questions

5.1 Questions

5.1.1 All questions must be received by May 4, 2017 at 11:00 am, Eastern Daylight Time (EDT). All questions submitted for this solicitation must be electronically sent to the following e-mail addresses:

joy.hughes@usmc.mil and carbon copy (cc) Judy.Pace@usmc.mil.

PLEASE NOTE: Your subject line should read “NMMC AV MEDIA PRODUCTION RFP M00264-

17-R-0017”.

5.1.1.2 Note: Due to the firewall on the Government network, please be advised that it is the Offeror’s responsibility to ensure all electronic submittals of questions are received by the Contracting Officer in the timeframe given above.

5.2 Proposal

5.2.1 Electronic Proposals are not authorized for this solicitation and will not be considered for evaluation. Proposal must be received no later than, May 31, 2017 at 11:00 a.m. Eastern Daylight

Time (EDT). In order to maximize efficiency and minimize the effort involved in the Proposal evaluation process, all Proposals must comply with the following instructions for Proposal format and content.

Proposals that do not comply with these instructions may be considered non-responsive and may render the Proposal ineligible for award.

For each Proposal submission, provide the following:

o One (1) Original Technical Volume 1, o (3) Copies of Technical Volume 1, o One (1) Original Past Performance Volume II mailto:joy.hughes@usmc.mil mailto:Judy.Pace@usmc.mil o (3)Copies Past Performance Volumes II, and;

o One (1) Original Business Volume III;

o (3)Copies Business Volumes III

****The total volumes the government should have are twelve (12) volumes.

5.2.2 Proposals shall be sent via Federal Express, private courier, hand delivered, or mailed, to the following address:

Regional Contracting Office, NCR

2010 Henderson Road

Attention: Joy Hughes

Marine Corps Base (MCB)

Quantico, VA 22134

6. Proposal Format

6.1 In addition to the paper copies identified above, the Offeror shall submit all Proposal information in electronic format on a CD. Text and graphics portions of the electronic copies shall be in a format readable by Adobe Acrobat Reader (PDF). Data submitted in spreadsheet format shall be readable by

Adobe Acrobat Reader (PDF) MS Excel 2007 or earlier. In case of conflict between the paper copy and the electronic copy of the proposals submitted, the paper copy shall take precedence.

6.1.2 In order to maximize efficiency and minimize the time for Proposal evaluation Offeror’s should submit their Proposal in accordance with the format and content specified.

8.5 x 11 inch paper in 3-ring binders for text;

11 x 14 inch for foldouts, matrixes, Work Breakdown Structure;

Single-spaced typed lines;

1 inch margins on all sides;

11 point Times New Roman font;

Headers/footers – ensure the company name and RFP number is included on each page of the

Original Volumes.

Graphs and drawings must be clear/legible and may use a smaller font;

Photographs or hyperlinks are permitted; and

Content should utilize .doc, .pdf. xls, and .jpg formats

PLEASE NOTE: Your subject line should read “NMMC AV MEDIA PRODUCTION RFP M00264-

17-R-0017”.

7. Offeror Content

7.1 Each Proposal shall contain the following volumes/sections:

Technical, Volume (I)–Not to Exceed (NTE) 50-pages and shall include:

a. Technical Volume Cover Letter with Name of Firm, CAGE code, DUNS code, Tax ID, Statement of Registration in the System for Award Management (SAM), Solicitation Number, and Vendor POC and Alternate POC information (name, title, telephone number, email);

b. Table of Contents;

c. Compliance Matrix;

d. Resumes from Key Personnel and,

e. Technical Capability and Performance Execution and Management Information (shall reference the Solicitation/PWS).

f. The Proposal must include a demo reel of video media previously produced for Museums and/or other related themed entertainment venues. The demo reel will be provided on a

DVD formatted for playback on a standard US consumer DVD player.

**Please note Resumes do not count towards the page count

Past Performance, Volume (II) – NTE 15-pages and shall include:

a. Past Performance Cover Letter with Name of Firm, CAGE code, DUNS code, Tax ID, Statement of Registration in the System for Award Management (SAM), Solicitation Number, and Vendor POC and Alternate POC information (name, title, telephone number, email);

b. List of Agencies that your firm sent Past Performance Questionnaires (PPQ); and,

c. Self – Assessment of the PPQ (Per listed firm).

Business, Volume (III)-NTE 30-pages and shall include:

a. Formal Proposal Letter with Name of Firm, CAGE code, DUNS code, Tax ID, Statement of

Registration in the System for Award Management (SAM), Solicitation Number, and Vendor

POC and Alternate POC information (name, title, telephone number, email);

b. Price Proposal shall be provided in the SF1449 form AND shall also be provided in unlocked Excel spreadsheet;

c. Supporting material including proposed labor categories, labor hours, and labor rates; and,

d. Backup information and data that will allow evaluators the ability to understand how the vendor’s pricing was developed. (CD Excel spreadsheet data shall be UNLOCKED).

e. Travel and ODC’s are not requested under this contract. Please refer to PWS, Section 9.0

Place of Performance.

The NTE count does not include the Cover Letters and Executive Statements or Table of

Contents. Please Keep Cover Letter and Executive Statements less than 5 pages combined. If a

Proposal volume exceeds the above page limitations, all pages in excess of the limitation for each volume will not be considered in order that all Proposal are treated equally.

7.2 The Offeror shall demonstrate the ability, resources, and experience required to perform the requirements in the Performance Work Statement (PWS), including the detailed procedures and methods to be used. All information must be presented in sufficient depth for the Government to make a comprehensive evaluation of the Offeror’s understanding of the PWS and the Offeror’s capability for successful performance. Pricing Information shall not appear anywhere in the Technical Volume (I), which shall address only the technical requirements.

8. Volume I – Technical

8.1 Technical Approach

8.1.1 The Offeror’s technical Proposal shall not exceed 50-pages and include the Compliance Matrix, discussion of Factor (1) Technical Capability and Factor (2) Performance Execution and Management and

Letter of Commitment (if required). Title pages and executive summaries (to include company’s mission statement) are excluded from the 50-page limit.

The Offeror’s shall address Factor 1 - Technical Capability and Factor 2 - Performance Execution and

Management Information. The Technical Capability and Performance Execution and Management

Information shall include:

The Cover Letter should identify the RFP number, corporate principal submitting the Proposal, key points of contact within the firm who are authorized to bind the firm, (e.g. contracts, pricing, technical), and a summary of the material content.

A Table of Contents and Compliance Matrix pertinent to the Proposal’s material organization and providing traceability from the Offeror’s submission, to the PWS, to the evaluation criteria, and to other solicitation sections as necessary. Specifically, the Compliance Matrix is a cross-reference table that tells evaluators where they can find responses to specific RFP requirements.

Data previously submitted, or presumed to be known, i.e. descriptions of previous projects performed for the Government, cannot be considered as a part of the offeror unless physically incorporated in the

Proposal. Clarity, completeness, and conciseness are essential.

8.1.1.1 Factor 1. Technical Capability

The Proposal should clearly address the Offeror’s understanding of the technical and programmatic requirements outlined in the PWS and these instructions; ensuring their discussion articulates their capability so as to provide continuous quality support. The discussion should provide the evaluators with the Offeror’s capacity to support the identified mission areas, understanding of the priorities and emerging issues within those areas, degree of experience in performing the same or similar services, and resources available to execute a comprehensive approach that ensures quality performance and use of the staff resources to meet PWS objectives. The discussion should include, describing contract level performance objectives that can be accomplished by the technical approach; describing the benefits and advantages of that approach; and effectively illustrating the roles of staff and team resources to execute the intended strategy. The Proposal must include a demo reel of video media previously produced for

Museums and/or other related themed entertainment venues. The demo reel will be provided on a

DVD formatted for playback on a standard US consumer DVD player.

8.1.1.2 Factor 2. Performance Execution and Management

The Proposal should clearly demonstrate the Offeror’s management approach suitable to respond to the types of requirements delineated in the PWS, consistent with their technical approach. The discussion should provide a comprehensive approach to managing Contract performance-based work requirements;

assurance of consistent quality of performance; capacity for handling matters of staffing and resource balancing; and ensuring complementary roles between the contractor’s managers and Government staff.

The Offeror’s should demonstrate its ability to define an effective management approach complementary to the proposed technical solution set forth in response to the criteria in the PWS. This includes identifying responsibilities and roles of team members in attaining performance objectives; describing the processes and quality measures associated with executing the strategy; and illustrating the roles of staff and team resources relevant to the approach so as to ensure suitable oversight and control of performance execution. Collectively, the integrated approach should demonstrate to the evaluator that the Offeror possesses the capabilities and resources to establish and operate an efficient organization that is both responsive and flexible to meet the requirements. The roles of the key personnel should be annotated and included in the proposal.

9. Volume II – Past Performance

9.1 Factor 3. Past Performance

The Offeror’s past performance Proposal shall not exceed 15-pages, not including Past Performance

Questionnaire (PPQ). The Proposal should address the quality of an offeror’s recent (performed within three (3) years of the RFP issued date) and relevant (similar in size and scope) past performance based on the input received from the Offerorits references and other reliable sources contacted by the Government.

Offerors that have no record of past performance (i.e. new businesses) must submit a signed and dated past performance certification statement to that effect. The Offeror should provide at least three (3) references demonstrating relevant past performance involving the quality of performing the same or similar services, such as the Museum Exhibit AV Media Production, within the last three (3) years.

Include the following fields:

Customer;

Contract/Contract Number;

Program name;

Period of Performance;

Contract type;

Total contract value;

Identification of any Key Personnel involved who will be assigned to this contract; and

Names/Telephone numbers/e-mail for the Procuring Contracting Officer, Contracting Officer’s

Representative, Government Project Manager, or other Point of Contact with technical knowledge of the past performance sufficient to complete the PPQ.

The PPQ is included as an attachment to the RFP. The Offeror’s shall provide a copy of the PPQ to each of their listed references with instruction to return to joy.hughes@usmc.mil no later than May 19, 2017 at

11:00 a.m. Eastern Daylight Time (EDT).

The Government may request additional past performance information from others using a PPQ. The

Government may also use other information such as Contractor Performance Assessment Reporting

System (CPARS), DoD Past Performance Information Retrieval System (PPIRS) and the Federal

Awardee Performance and Integrity Information System (FAPIIS) data available from Government sources to evaluate an Offeror’s past performance. The Government reserves the right to limit or expand the number of references it decides to contact and to contact references other than those provided by the

Offeror.

10 Volume III – Business Volume

10.1 Factor 4. Price

mailto:joy.hughes@usmc.mil

10.1.1 Price- The offeror shall provide complete pricing for FFP Contract Line Items Numbers

(CLIN’s) under “Section SF1449” and total pricing within Attachment C: Task Order 0001, Volume III of the proposal shall include a detailed breakdown of labor categories, fully burdened labor rates, number of hours for each labor category, total hours for each CLIN, and the total price for each

CLIN. Provide prices corresponding to the CLINS in the Schedule of Supplies/Services of the SF 1449 solicitation, to include Labor categories, fully loaded rates, and number of hours (to include supporting material documentation) for your firm fixed pricing. Travel and ODC’s are not requested under this contract. Please refer to PWS, Section 9.0 Place of Performance.

10.1.2. SF 1449, Price Proposal corresponding to CLIN structure and supporting materials.

Pricing information shall not appear anywhere in the Technical Volume. The fully developed technical solutions and corresponding grand total price for each function area established in the CLIN structure of Schedule of Supplies/Services of the SF 1449 in the solicitation should be clearly annotated in the proposal.

10.2 Price Reasonableness and Completeness.

The Government will verify that all solicitation requirements have been priced, figures are correctly calculated, and prices are presented in a clear and useful format. Note that exceptionally low or high proposed prices, initially or subsequently, may be grounds for eliminating a proposal from competition on the basis that the Offeror does not understand the requirement. Additionally, unbalanced pricing posed an unacceptable risk to the Government and may be reason to reject an Offeror’s proposal. Price submissions should be sufficiently detailed to demonstrated their reasonableness and be adequate enough to support and sustain a Defense Contract Audit Agency (DCAA) audit.

The Offeror’s must sign the SF1449, acknowledge all amendments, and include the below information in its Proposal submission. At a minimum, the following areas must be addressed:

Proposal is valid for 90 days from the date of submission;

No exception to any Terms and Conditions has been taken, or if so, clearly stated;

Acknowledge any amendments to the RFP;A validated registration in the System for Award

Management (SAM);

Signed SF1449 of $XXXX for the five year ordering period provided; and, Contract Line Item

Number (CLIN) pricing, to include unit and total price.

10.3 Price Information.

The total evaluated price will consist of the proposed price for the ordering period. Pricing will be incorporated into Schedule of Supplies/Services for the SF 1449 upon contract award.

Information beyond that required by this instruction shall not be submitted, unless you consider it essential to document or support your cost/price position. All information relating to the proposed prices, including all required supporting documentation must be included in the section of the proposal designated as the Cost/Price Volume. Under no circumstances shall this information and documentation be included elsewhere in the proposal.

PWS

PERFORMANCE WORK STATEMENT (PWS) for

National Museum of the Marine Corps (NMMC)

AV Media Production

Indefinite Delivery Indefinite Quantity (IDIQ) Requirement

1.0 BACKGROUND. The National Museum of the Marine Corps, located at 18900 Jefferson Davis Hwy, Triangle, VA 22172, is an American Alliance of Museums (AAM) accredited military history museum that has been dedicated to showcase the material history of the United States Marine Corps since its opening on November 10, 2006.

1.1 The existing facility consists of eleven (11) themed exhibit galleries:

Gallery 1-Leatherneck Gallery

Gallery 2-Traveling exhibit space (2 nd deck)

Gallery 3-Scuttlebutt Theater

Gallery 4-Making Marines

Gallery 5-Legacy Walk

Gallery 6-Defending the New Republic

Gallery 7-A Global Expeditionary Force

Gallery 8-World War I

Gallery 10-World War II

Gallery 11-Korean War

Gallery 12-Vietnam

1.2 Each gallery portrays the history of the Marine Corps through artifacts, graphics, audio and video media, life cast figures, interactive displays, scenic tableaus, and dioramas.

1.3 The NMMC is proceeding with an expansion project to the existing areas. This project, entitled the “Final

Phase”, will add 24,000 square feet to the exhibit gallery and will tell the story of the Marine Corps from 1976 to present day. As a part of that project the following galleries will be added:

Gallery 5- Legacy Walk (Expansion to the existing space)

Gallery 9- The Inter-War Years

Gallery 13- Forward Deployed

Gallery 14- Afghanistan & Iraq

Gallery 15- Changing Gallery

Gallery 16- Sports Gallery

Gallery 18- Hall of Valor

1.4 The design of these new galleries will continue to build on the use of realistic scenery, state of the art audio and video presentations and cutting edge interactives. The purpose of this requirement is to provide high-quality, audio and video media for these new galleries.

2.0 SCOPE. This project consists of conceptualizing, producing, editing, testing of audio and/or video interactive and packaged media for the NMMC located in Triangle, Virginia.

2.1 The media will be part of the Final Phase program to expand the existing museum exhibit galleries. This media will be loaded onto a permanent Audio/Video (AV) hardware system that will be provided by another Contractor, known as the Digital Exhibit Contractor. The media Contractor will collaborate with the Digital Exhibits

Contractor, as needed, to ensure the media is formatted in such a way that it plays back error free and in accordance with the parameters set forth in the Government-supplied media treatments.

3.0 GENERAL.

3.1 The Contractor shall produce all media in quantities and types as detailed by the Government in this contract for each Gallery in concert with the varying levels of complexity as denoted in Section 5.0 of the PWS. With each task order, the Government will provide the final treatment document for each required media piece. Based on this information the Contractor shall produce the tasked media pieces. There will be no one typical display device that will show the media but, the Contractor can expect video monitors, video projectors, video walls, and texture mapped screens to be used.( Please refer to Attachment A: Drawings, Attachment B: Media Treatments and

Attachment F: Updated final media list and numbering for Galleries 13, 14 and 5).

3.2 The Contractor will produce a work schedule to include all milestones with each media piece. Each task order will include the final dates for delivering the media to the Government. Work schedule shall be in .pdf format and sent to Contracting Officer’s Representative (COR) via email.

3.3 The Contractor shall provide updates with the COR weekly, via telephone call, and/or in person, as needed

(more frequent) at the National Museum of the Marine Corps, at 18900 Jefferson Davis Highway, Triangle, Virginia. In all meetings with the COR, the Contractor is required to take notes. These notes will be delivered to the COR within ten (10) business days of the meeting for review. After review, the COR will approve or provide recommendations to meet the requirement and re-submitted to COR for final approval.

3.4 The Contractor shall attend meetings in person at the NMMC for the following:

Bi-monthly meetings

Media installation

Media test and adjust

Media “play testing”

3.5 Buy-off sessions may take place at the Contractor’s place of business or at the NMMC, as coordinated with the

COR.

3.6 The COR will have final approval of all questions of quality. Final acceptance of media will be made when all issues of quality have been met.

3.7 The Contractor is responsible for redoing all rejected work. All rejected work will be corrected within five (5) business days unless otherwise specified in the task order at no additional cost to the government.

3.8 The details of Deliverables that the Contractor may design or develop under the contract shall become, and remain the property, of the Government. Contractor shall not publish or disclose details of design or development in any manner without the express written consent of the Government.

3.9 In all media pieces, the Contractor shall ensure that all Deliverables match or exceed existing AV Media in aesthetic quality, artistic interpretation, and technical quality. During preproduction, the COR will be available for discussions for each media piece and articulate how this applies. Any work that falls below this requirement will be rejected and corrected by the Contractor as stated above.

3.10 Unless otherwise directed within a task order, all media pieces will be produced with open captioning. This will be in accordance with ADA Guidelines for accessibility and with existing NMMC standards.

3.11 Labeling of all media pieces will conform to the nomenclature provided in this contract and within the task order. The name and media number will be marked on all media produced by the Contractor. Any media not appropriately marked will be rejected by the COR.

4.0 TASKS. All media pieces produced by the Contractor shall follow the same task numbering convention. The

Contractor shall perform these same steps for all pieces:

4.1 Pre-production. Based on the media treatment document attached in each task order, the media piece will be planned out in the following manner: The script shall be written, storyboards will be created, research into surroundings, uniforms and weaponry shall be performed (for live action shoots) and decision trees for interactive media will be generated. During this process, the Contractor shall meet with the COR and the Marine Corps SMEs to propose their ideas for all facets of media production. At the completion of pre-production, the Contractor shall present a pre-production book containing the script and supporting documents to the COR for review. The COR will have a minimum of ten (10) business days to review and provide comments. After final changes, the Contractor will resubmit for COR review, who will have a minimum of ten (10) days. Once the COR has approved this document, the Contractor can proceed with Production.

4.2 Production. Based on the COR approved pre-production documents, the Contractor shall begin fabrication and procurement of all elements needed for the media piece. This includes, but is not limited to: live action shoots, sound effects (produced or recorded), stock images, stock footage, voice narration, video recording of live talent interview (oral histories), and musical score recording. The COR will be present for all video and audio recording sessions. The COR will be available for review and comment as needed.

4.2.1 If the Contractor obtains stock imagery or media, these materials will be free of copyright charges, to the greatest degree possible. If copyrighted material is required, the Contractor will be responsible for securing copyrights via negotiation and contract, which will be reviewed and approved by the Government. The period of usage will be agreed upon with the COR.

4.2.2 It shall be the responsibility of the Contractor to procure or produce all elements needed for the media piece. In performing the production, the Contractor can expect to arrange casting calls, contract actors, obtain talent releases, shoot on location and/or in studio, professionally record all narration, procure imagery and usage rights, as well as all logistics and local travel required to accomplish the production. This can include the creation of original animation, character generation, physical special effects, sound effects, and all other tasks necessary to fulfill these productions.

4.2.3 If a location shoot is required, the Contractor shall manage all aspects of the location shoot, to include, but not limited to:

a. Talent, props, and historical uniforms;

b. Transportation of crews, talent, and props;

c. Hiring a technical advisor;

d. Arrangement for and using tactical smoke, pyrotechnics, physical special effects and makeup;

e. Obtaining access, insurance, site approvals and model release forms;

f. Procuring all associated sound effects and usage rights;

g. Craft Services.

4.2.4 The COR may provide digital copies of text, imagery, and media from his resources, as needed. The COR, and his SMEs, will provide curatorial expertise, such as instruction on the use, handling, and interpretation of artifacts as needed for the requirements of the media piece.

4.3 Post-Production. Assemble the final media piece. Contractor shall produce rough-cut edits and fine-cut edits, for each media piece and include all elements such as custom animation, character generation, open captioning, and video/audio special effects. During this process the Contractor shall provide the COR with progress review copies of the media piece. These reviews show the creative direction, look and feel to the piece, and allow the COR to comment at major milestones in the process. The review media will be provided on a DVD in two formats: a version that is playable on a computer running Windows Media player software and a version that is playable on commercial DVD player.

4.3.1 For interactive media the Contractor shall provide a functioning version of the media that will be used by the

COR to test with Museum visitors. This “play testing” will be used to evaluate the user interface and test the functionality of the media. The Contractor shall work with the COR to load and make the software function on

Government Furnished Equipment (GFE) hardware. The Contractor shall be on-site to assist with operation and observation of the interactive. The amount and duration of testing shall be agreed upon before testing begins. As a result of lessons learned by this testing, the Contractor shall make changes to the interactive media.

4.3.2 For instances where the AV Media Contractor wants the playback hardware for their own testing of media files; the Contractor is responsible for their own hardware. The COR is available for any questions concerning hardware.

4.3.3 When the COR has approved and deems the media piece complete, the Contractor can proceed to Installation and Close-out.

4.4 Installation and Close-out. Loading and adjusting media into GFE playback system. The Contractor shall collaborate with the Digital Exhibit Contractor to load the media pieces into the NMMC AV systems, troubleshoot, adjust, fine tune, and ensure that AV Hardware performs properly and consistently on the Government’s audiovisual system using the Government’s programming. The Contractor shall verify the media is playing back at the proper resolution, the media is triggering properly, and the media is produced at the intended level of quality. The

Contractor shall encode the media per the specs of the playback system and, should adjustments to the encoding be needed, make those adjustments. When the Contractor is satisfied that the media is complete they shall review it with the COR who will either approve or give comments for the Contractor to implement installation.

4.4.1 After the COR has approved the media, the Contractor shall equalize the audio tracks. This shall be done with the Contractor’s own equipment and in collaboration with the Digital Exhibit Contractor for connection into the

Digital Exhibit system. Upon completion, the Contractor shall install the equalized media file into the AV system and verify it functions properly. After final approval by the COR, this completes production of the media piece.

4.4.2 Close-out. At this step all accumulated research, rights agreements, footage, audio files and final produced media pieces are turned over to the COR.

4.4.3 The Contractor shall deliver a total of three (3) labeled and tabbed three-ring binders that include the following documentation:

Cataloging and finding aids for all media used, to include as much detail as possible regarding the original source of the footage, and the tape number and time-code for each media clip.

One (1) Original and two (2) copies of model/talent release forms.

One (1) Original and two (2) copies of all copyright usage correspondence and documentation.

Archival DVDs with all animations in original software format, to include the attract screens and screen savers.

One (1) Original and two (2) copies of footage, stock footage, and recordings, clearly labeled and linked to the finding aids via tape number and time-code.

4.4.4 For each media piece the Contractor shall deliver three (3) copies of DVDs containing the following versions:

Uncompressed and un-encoded media in its native format;

Media in the final compressed, encoded and equalized format that is loaded in the AV system;

Media coded to playback on a computer running Windows Media software;

Media coded to playback on a commercial DVD player;

All supervisory and otherwise control software as needed for full operation of the interactive media.

5.0 DESCRIPTION OF LEVELS OF COMPLEXITY IN MEDIA PIECES Not all media pieces will have the same level of complexity, for the purposes of the offerors planning and estimating a four(4) tiered scale is shown below. Each of the Government furnished media treatments will note the anticipated level of complexity, that combined with the anticipated running time of two minutes per media piece can be used as a basis of estimated pricing.

5.1 Low Complexity.

Creation of a video or audio only media piece using only found media. This entails editing of the media to tell the intended story as directed by the media treatment and further refined during pre-production. Graphics are limited to simple name identifiers and/or simple title screen. Anticipated number of media pieces at this level of complexity required: eight (8).

5.2 Medium Complexity.

Creation of a video media piece using both found and custom created media. Custom media will be in the form of a single fixed camera shoot as is typically done for oral history interviews. Animated maps or other similar graphics can be expected to advance the story. Background music may be used but only material that is commercially available. Anticipated number of media pieces at this level of complexity required: eight (8).

5.3 Medium-High Complexity.

Creation of a touch screen based audio/video interactive. This will include extensive use of newly created graphics and animation combined with found media and custom video shoots to illustrate learning points or to advance the storyline. Use of computer generated imagery (CGI) can be expected. Media will be controlled by custom software that responds to the visitors selections on a touch screen. Anticipated number of media pieces at this level of complexity required: sixty (60).

5.4 High Complexity.

Creation of media piece that relies heavily on a live action shoot. This involves recording Marines (provided by

COR) as actors that will act out specific scenes as directed by the Offeror’s director on a soundstage or similar space. The use of location shooting may be used or backgrounds will be created digitally and inserted through the use of green screen technology. Extensive use of CGI and digital, post-production effects can be expected.

Anticipated number of media pieces at this level of complexity required: six (6).

6.0 CONTRACTOR DELIVERABLES.

The Contractor shall notify the COR via email to request review and comment for Deliverables.

Deliverables shall be reviewed by the COR within ten (10) business days of receipt. Any deliverables not meeting the requirements of the Task Order will be rejected and returned. The Contractor has ten (10) business days to correct and resubmit the Deliverable. Business days are defined as Monday through Friday with the exception of federal holidays.

Deliverable PWS

Ref.

Content Due Date

Meeting Minutes 3.3 Discussions between Contractor and

COR

10 business days after each meeting.

Close out 4.5.1 three (3) labeled and tabbed three-ring binders

At completion

Revised media treatment

4.1 Update of Government supplied

media treatment with Contractors production and story recommendations.

Due to the COR within

10 business days of task order award.

Production schedule 3.2 Schedules, tracks, and reports all key tasks, goals, and milestones that are relevant to completion.

Due to COR and within

5 business days of

Government acceptance of revised media treatment.

Pre-Production Book 4.1 Document that details the content of the media to include descriptions of all visuals, sound and provides copy for voice over narrator.

Due date will be as noted in Production schedule.

Media first edit 4.3 Primary or “rough cut” of media that includes all acquired video and all produced audio.

Due date will be as noted in Production schedule.

Final media 4.3 Completed media in final format as required by the media playback hardware and task order.

Due date will be as noted in Production schedule.

Production Schedule

4.1

Production schedule to determine where each production is in relation to the master schedule recorded in the Critical Path Document, whether on time, ahead of, or behind schedule. Determine how delays shall be expedited; secure written commitments from parties involved

Due to the COR on the first Friday of each month.

to do so. Discuss whether schedule revisions are required to insure that current and subsequent activities shall be completed within the contract time.

Review/Comment on

Meeting Minutes

3.3 Review or comment on minutes of

the previous progress meeting.

Review other items of significance that could affect progress and include topics for discussion as appropriate to the status of the project

Due to the COR within

10 working days after meeting

7.0 KEY PERSONNEL.

Key personnel are understood to be those individuals for whom resumes were submitted and evaluated as part of the technical proposal submission. For this procurement Key Personnel are:

Project Manager: Minimum twenty five (25) years’ experience producing media including in-studio and on location shoots for television and museums with particular focus on historical and/or news documentaries.

Producer: Minimum fifteen (15) years' experience successfully managing production process to include concept design, content research, script writing, shoot planning and coordination, edit supervision, coordination and scheduling.

Lead Editor: Minimum five (5) years' experience successfully editing digital video and audio media for broadcast television and documentary packages.

Interactive Producer: Minimum ten (10) years' experience successfully developing content for interactive exhibits, interactive games and websites.

Interactive Software Developer: Minimum fifteen (15) years' experience in database development, simulation, game development and real time touch screen user interfaces.

Graphic Designer: Minimum fifteen (15) years' experience creating layouts for digital presentations. This includes logo design, animations, color and font selection and creation of icons for web based presentations.

7.1 All requests for substitutions must provide a detailed explanation of the circumstances necessitating the proposed substitutions; a complete resume for the proposed substitute, and any other information requested by the

COR to concur with recommendation or disapprove the proposed substitution – without the Contracting Officer’s approval, substitutions cannot be made. All proposed substitutes must have qualifications that are equal to or higher than the qualifications of the person being replaced. The Contracting Officer shall evaluate such requests and promptly notify the Contractor of his recommendation.

7.2 Personnel assigned by the Contractor to perform services under this contract shall be acceptable to the

Government in terms of personal and professional conduct. Should the continued assignment of any person in the

Contractor’s organization be deemed by the COR to conflict with the interest of the Government, that person shall be immediately removed from the assignment, and the reason for removal shall be fully explained, in writing, by the

COR. Employment and staffing difficulties shall not be justification for failure to meet established schedules, and if such staffing difficulties impair performance, the Contractor may be subject to default. If a dispute arises the

Contracting Officer shall have the final decision.

8.0 DELIVERY SCHEDULE AND INSTRUCTIONS.

The Contractor shall arrange all shipping to the National Museum of the Marine Corps at the following address:

National Museum of the Marine Corps

18900 Jefferson Davis Hwy

Triangle, VA 22172

Attention: Chuck Girbovan, Exhibit Chief

All shipping shall be F.O.B. Destination.

All deliverables shall be packaged and marked according to best commercial practices to ensure arrival at the specified destination free of damage or deterioration. Coordinate delivery with the COR.

9.0 PLACE OF PERFORMANCE.

9.1 Services that include the presence of Government Employees and active duty Marines shall be conducted within an 80 mile radius from the National Museum of the Marine Corps (NMMC), which is located at 18900 Jefferson

Davis Highway, Triangle, Virginia. The NMMC is located within Prince William County and subject to concurrent jurisdiction with Marine Corps Base (MCB) Quantico. There is no geographical limitation on the location for any services that do not require any Government Employees and active duty Marines, which may be conducted elsewhere.

9.1.1. The production of media for the Final Phase project will require the participation of both local active duty

Marines as actors and local civilians as interviewees.

In the previous build out of the Museum galleries, local active duty Marines were utilized as actors in the shooting of the Belleau Wood immersion film. The Marines proved themselves to be more knowledgeable and realistic than the small group of hired actors. Based on the previous success of using Marines in that shoot, the Government will use Marines from MCB Quantico as featured actors for at least four (4)“live action” shoots. Additionally, in using

Marines, the Government is limited to “borrowing” them from their commands and within their normal duty hours.

As a result, this means that the shooting location must be within an80 mile radius to minimize their travel time (to and from) the location and still allow enough time to execute the shoot. For the interview shoots with local civilians, we are not able to pay for their travel out of the area, so any shooting of their media must be done in a studio that is within a short driving distance from MCB Quantico.

With regard to regular development meetings with the contractor, the Government expects to have a team of, at least, 6 Government SME’s along with the COR in monthly meetings. These collaborative meetings require all parties to be in the same room to sketch media visuals and review sample images and media in real time. These meetings will occur either at the Museum or within an 80 mile radius from the NMMC.

9.2 The NMMC is available for meetings with advance notice from 09:00 AM until 5:00 PM, 364-days per year, every day except December 25.

10.0 PERIOD OF PERFORMANCE.

10.1 The Period of Performance for IDIQ contract is five years from the date of Contract Award.

10.2 Task Orders – each task order will have a delivery schedule determined by complexity. and time required. Each is negotiable with Contracting Officer.

11.0 AUTHORIZED CHANGES ONLY BY THE CONTRACTING OFFICER:

11.1 Except as specified in Paragraph 11.2 below, no order, statement, or conduct of Government personnel who visit the Contractor’s facilities or in any other manner communicates with Contractor personnel during the performance of this contract shall constitute a change under the Changes clause of this contract.

11.2 The Contractor shall not comply with any order, direction, or request of Government personnel unless it is issued in writing and signed by the Contracting Officer, or is pursuant to specific authority otherwise included as a part of this contract.

11.3 A duly warranted Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract and subsequent task orders notwithstanding provisions contained elsewhere in this contract. In the event the Contractor effects any change at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase incurred as a result thereof.

12.0 DESIGNATION OF CONTRACTING OFFICER REPRESENTATIVE (COR):

12.1 The Contracting Officer has designated the person named below as the authorized COR for this

Contract:

NAME: Charles Girbovan

CODE: NMMC

ADDRESS: National Museum of the Marine Corps

18900 Jefferson Davis Hwy

Triangle, VA 22172

PHONE: 703-784-4520

EMAIL: charles.girbovan@usmcu.edu

12.2 The COR will represent the Contracting Officer in the administration of technical details within the scope of this contract and will perform inspection and acceptance of all deliverables. The COR is not otherwise authorized to make any representations or commitments of any kind on behalf of the

Contracting Officer or the Government. The COR does not have the authority to alter the Contractor's obligations…