NGA-14-SS-0001.2-12-14docx.pdf

Attachment 1 Sources Sought / Request for Information February 12, 2014

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1. Introduction:

(a) The National Gallery of Art located at Sixth Street and Constitution Avenue NW, Washington, DC is requesting Sources Sought Information in accordance with Federal Acquisition Regulation (FAR) 52.215-3, “Request for Information or Solicitation for Planning Purposes” This Sources Sought (SS) Notice/Request for Information (RFI) is for information and planning purposes only at this time and shall not be construed as a solicitation or as an obligation on the part of the National Gallery of Art (NGA).

(b) The NGA, Office of Procurement and Contracts (APC) is conducting market research and is seeking written responses with information to assist the NGA with identifying potential sources that are interested in and capable of performing the work described herein and as described in the draft Statement of Work (SOW) (see Attachment 2). The NGA is also seeking to obtain industry comments and questions regarding the planned SOW.

2. Requirement Description:

APC and is in the process of planning a procurement for staffing expertise in the department of the Media Productions (AMP) to include audio and video engineers, AV systems designer, AV equipment specialist, and technical program operators. AMP seeks a contractor capable of supplying staff in all technical areas of AMP responsibility for work planned and unplanned, any day or combination of days per week, during mornings, afternoon, and evenings. The four major areas of expertise required: Technical program operation, exhibition and installation design support audio engineering and videography.

This requirement is intended to support the NGA’s mission by a variety of exhibitions and educations programs with a diverse audience to include visitors to the NGA, scholars, educations, families, donors, artist, and musicians.

(c) The work requirement will encompass the following:

(1) Film Program Support;

(2) Lecture Programs Support;

(3) Exhibition Design Support;

(4) Audio Engineering; and

(5) Videography

3. General Instructions:

(a) Submission:

(1) Responses shall be submitted electronically via email to Denise Borjon Gilson, Contract Specialist at db-gilson@nga.gov.

(2) Responses shall be received on or before Wednesday, March 12, 2014 at 3:00PM (EST).

(b) General Questions:

All general questions shall be submitted electronically via email to Denise Borjon Gilson at db-gilson@nga.gov. The cut-off date and time for receipt of general questions is Wednesday, March 5, 2014 at 12:00 PM (EST). Questions received after this date and time may not be answered.

4. Submission Instructions:

(a) Response Preparation Cost:

mailto:db-gilson@nga.gov mailto:db-gilson@nga.gov mailto:db-gilson@nga.gov

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The Contracting Officer is the only individual legally authorized to commit the NGA to the expenditure of public funds in connection with any procurement. This SS/RFI does not commit the NGA to pay any costs for the preparation and submission of a response in response to this SS/RFI notice.

(b) General:

All potential sources with the capability to provide the requirements referenced in this SS/RFI and in the draft SOW are invited to submit, in writing, sufficient information within the page & format limitation (listed below). This information must demonstrate the responder's ability to fulfill the requirements and be responsive to the technical questions in this SS/RFI, as indicated below.

(c) Format:

The response shall be clearly indexed and logically assembled. Arial or Times New Roman fonts are required. Characters shall be set at no less than normal spacing and 100% scale. Font size shall be no smaller than 12-point. The response must be submitted as a single application-generated (not scanned) PDF document that is less than or equal to 10MB in size.

(d) Content Requirements:

All information shall be confined to the appropriate tab. The requirements for each tab are shown in the Table below:

Tab Information Tab I Cover Page Tab II Capability Information Tab III SOW Responses

(e) Tab I – Cover Page Requirements: The cover page shall include the following information:

(1) SS/RFI Title & Number (NGA-14-SS-0001);

(2) Company Name;

(3) Company Address;

(4) Company Point of Contact (Name, Phone Number, email address)

(5) Company Data Universal Numbering System (DUNS) Number;

(6) Company Business Size;

(7) Company Business type (i.e., Large Business, Small Business, Service-Disabled Veteran-Owned Small Business, Small Disadvantaged Business, Woman-Owned Small Business, Hub Zone Small Business, etc.).

(8) Company’s Federal Supply Schedule (FSS) Contract (If applicable). Provide the GSA Contract Number and relevant Special Item Number(s) (SINs) applicable to this requirement.

(f) Tab II – Capability Information Requirements: Respondents shall provide a general capabilities statement to address the following information:

(1) Provide no more than five (5) contracts that your company has performed within the last three (3) years that are of comparable size, complexity, and scope to this requirement. Please include the following information at a minimum:

I. Contract Name;

II. Contract Scope;

III. Awarded Price/Cost;

III. Government’s technical representative/Contracting Officer’s Representative (COR) and current e-mail

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IV. Describe your self-performed** effort (as either a Prime or Subcontractor). Describe self- performed work in terms of dollar value and description; **Self-Performed means work performed by the company themselves, NOT work performed by another company for them for any of the project examples provided.

V. A brief narrative that describes the details of each project and why it is relevant to this requirement, including difficulties and successes.

(g) Tab III – Responses to Government SOW: Respondents shall provide responses to the following questions concerning the attached SOW:

(1) Provide any comments and/or questions your company may have regarding the draft SOW.

(2) What else has your company seen that could help better structure the NGA SOW?

(3) What is the suggested North American Industry Classification System (NAICS) code for this requirement?

(3) Provide an example of a Contract Line Item Number (CLIN) Structure that your company feels would be the most efficient and effective for this award.

(5) Provide your company’s pricing model.

5. Disclaimer:

(a) This SS/RFI notice is issued solely for information and planning purposes and does not constitute a solicitation or obligation on the part of the NGA. Per FAR 15.201(e), responses to this notice are not considered offers, shall not be used as a proposal, and cannot be accepted by the NGA to form a binding contract. Neither unsolicited proposals nor any other kinds of offers will be considered in response to this notice. No evaluation letters and/or results will be issued to the respondents; however, the NGA does reserve the right to contact any respondent and/or respondent reference to obtain additional information. At this time no solicitation exists; therefore, please do not request a copy of the solicitation.

(b) Any resulting procurement action will be the subject of a separate, future announcement. The information is provided for discussion purposes and any potential strategy for this acquisition may change prior to any solicitation release. The acquisition strategy, evaluation methodology, contract type, and other acquisition decisions are to be determined.

(c) Responders are advised that the NGA will not pay for any information or administrative costs incurred in response to this SS/RFI. All costs associated with responding to this SS/RFI will be solely at the responding party’s expense.

ATTACHMENT 2

DRAFT STATEMENT OF WORK FOR MEDIA PRODUCTIONS STAFFING SUPPORT

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A. BACKGROUND

The mission of the National Gallery of Art “Gallery” is to serve the United States of America by preserving, collecting, exhibiting and fostering the understanding of works of art, at the highest possible museum and scholarly standards. This mission and standard of excellence is central to every activity at the Gallery, from caring for the collection to presenting special exhibitions and organizing and operating public programs. The Gallery was created in 1937 for the people of the United States by a joint resolution of Congress, accepting the gift of works of art from collector Andrew W. Mellon. To support the mission, the Gallery conducts a variety of exhibitions and educational programs (i.e., tours, lectures, concerts, films and on-line offerings) for a diverse audience including visitors to the Gallery, scholars, educators, families, donors, artists, musicians, and the like. Programs take place in various locations throughout the East Building, West Building, and Sculpture Garden, which are open 7 days a week, except for Christmas and New Year.

The Media Productions Office (AMP) provides support for programs around the campus and around the clock. Staffing expertise in the department includes audio and video engineers, an AV systems designer, an AV equipment specialist, and technical program operators. The Gallery seeks a contractor capable of supplying staff in all technical areas of AMP responsibility for work both planned and unplanned (emergency), any day or combination of days per week, during mornings, afternoons, and evenings, and with one or multiple skills, depending on the programming requirement.

Technical program operation, exhibition and installation design support, audio engineering, and videography represent the four major areas of expertise required for successful fulfillment of service needs.

B. SCOPE AND EFFECT

Skilled technicians provided by the contractor will be oriented on a variety of equipment in a variety of program settings, such that Gallery standards are understood and rendered active. After a sufficient orientation and mentoring period, technicians will be capable of carrying out the mission of AMP and represent and promote the programs we support at the highest possible standards with little tolerance for error. Live events at the Gallery, along with the art on display, constitute a primary driver for attendance, as each program or exhibition serves to fulfill key mission elements. Every program supported by AMP is carried out with the highest possible professional and technical standards, while practicing highly complex operational routines. The experience that each visitor to the Gallery takes away is directly influenced by the quality and effectiveness of the program in question, lending credence and understanding to our mission, art, and influence. Each program is thereby an extension of the artwork itself and must be executed flawlessly.

C. PROGRAM AND EXHIBITION TYPES

The Gallery offers ongoing weekday and weekend public programs and exhibitions. The film programs office organizes thematic series of films and videos in a repertory context using a variety of current and archival formats in a traditional movie-theater setting. The academic programs office organizes a variety of lecture programs that augment art on view, as well as symposia and “conversation” programs that include artists and scholars highlighting research and art historical theory. The music office organizes concerts featuring orchestral, individual artist, group ensemble, and choral and solo vocal talent from a range of cultural traditions, and featuring music from all eras, styles, and genres. The education division organizes adult, family, school, and teacher programs and tours as well as outreach and specialty programs like theatrical stage performances that bring meaning to the collection and the visitor experience in a variety of different languages. Exhibitions at the Gallery are organized either with permanent collection objects by Gallery curators, or by outside organizations with objects from other collections. Exhibitions can often include didactic AV elements that

2 | P a g e support information or visuals required to interpret the art, such as videos and media-driven interactive kiosks. Time-based media art from all eras are being procured and exhibited, requiring specialized design considerations. The office of special events manages an ongoing series of high-profile donor and trustee dinners and receptions which require the highest level of AV equipment and skills.

D. TECHNICAL PROGRAM OPERATION

Program operation consists of working with other AMP staff members or working alone as the sole operator of AV equipment for programs. The Gallery has several presentation venues and gallery spaces, some with integral systems designed to support programs, and others which require equipment to be designed, set up, and broken down for each program. The technician will be required to understand every currently-operational AV system in the Gallery and perform a daily check of each one.

1. Film Programs Support

▪ Operation of 35mm and 16mm archival, reel-to-reel projection using Kinoton projectors. (No platters are present.)

▪ Inspection and reports of archival film formats; repairs and operation of equipment.

▪ Operation of video playback equipment including solid state media players, DVD/Blu-Ray, HDCam, Beta SP, Digibeta, VHS, UMatic, software-driven digital media players and files.

▪ Operation of Crestron control system and system matrix.

▪ Experience with HD digital projection technology and specific experience with D-cinema server and playback.

▪ Audio conferencing.

▪ AV confidence monitor setup and operation.

▪ Microphone setup and operation.

▪ Lighting, masking, curtain system operation.

▪ Audio recording and playback operation.

▪ Dolby digital and analog technology.

▪ Video console operation; video recording.

▪ Ability to operate multiple formats, systems, and equipment per program.

▪ Format conversion and video scaling operation.

2. Lecture Programs Support

▪ Knowledge and operation of multiple platform computers and slide lecture support software (Power Point, Keynote, and the like).

▪ Media playback embedded or linked to lecture software.

▪ Digital audio recording and playback.

▪ Operation of Crestron control system and system matrix.

▪ Lighting console, masking, curtain system operation.

▪ Wireless and wired microphone setup and operation.

▪ AV confidence monitor setup and operation.

▪ Video console/camera operation; video recording.

▪ Experience with HD digital projectors and projection technology.

▪ Knowledge of mobile device technology and connectivity.

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▪ Network media streaming.

3. Exhibition Design Support Audio and video elements accompanying exhibitions and specialized media art presentation venues require design and installation. The qualified technician will be able to understand and support a variety of HD projection, display, and playback technologies that include stand-alone and multi-synced projections, large-scale pro display technologies, solid-state media players, Apple computer products and software, RS-232 control devices, network set-ups and protocols, integration techniques and design solutions for continuously-running media in kiosk settings or in exhibition spaces designed for that media. Knowledge of media management and moving image media formats and software are required.

Technicians also needs to have experience working in a highly controlled, object-sensitive environment and use best-practices in art handling.

4. Audio Engineering

Audio engineering duties at the Gallery include live event support for concerts, tours, special events, and special presentations with sound reinforcement and recording requirements on a variety of mixers, including the Yamaha LS-9 digital console, set up of multiple loudspeaker systems, microphone systems, amplification and equalization systems, and recording equipment. Audio engineering also includes capture and post-production work on the Gallery’s Pyramix suite of editing tools located in the Audio Production Center. Post-production includes editing programs for podcast. Audio engineering requires expertise in the proper principles and practices of live event mixing and sound reinforcement, and the contractor must remain mindful of the acoustical properties of various venues at the Gallery which are diverse and often lively.

5. Videography

Videography duties at the Gallery include capture using existing cameras either permanently installed or brought on site.

Many types of public programs are video recorded for future podcast using permanently mounted Sony HD PTZ remotely operated cameras controlled using a Vaddio console in the main theater. Operation of the console requires the technician to remain focused on the presentation and capable of switching between cameras at the appropriate moment. Other duties include operating Sony F3 and Canon 5D cameras in a variety of settings. Captured content is managed properly and catalogued for the staff videographer, and must legibly and creatively represent the program in question.

E. REQUIREMENTS

The contractor will provide a detailed outline and resumes of the candidates for work outlined in this SOW and demonstrate expertise and experience in every area of specialty.

The qualified film technician must have had a minimum of 5 years’ experience operating in an archival, reel-to-reel setting using equipment not set up for plattered 35mm film. This technician must also have at least 5 years’ experience inspecting archival film and understanding archival film complexities and risks, as film that is loaned to and runs at the Gallery is of extremely high value and mistakes are unacceptable. The technician must have operated archival film using all lensing formats of legacy systems. Crestron control experience is required.

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The video playback technician must have experience with a variety of legacy and current video playback equipment and a thorough understanding of signal paths and image and audio processing gear, including microprocessors and Crestron control.

The technician for lecturing work must have experience with multiple platforms, projectors, and software required for public presentations, and is able to troubleshoot using knowledge of presentation software. The technician must show experience audio recording events and operating multiple support systems in theatrical settings. Crestron control experience is required.

The technician for exhibition design support must show at least 3 years’ experience assembling, building, and operating video playback equipment for exhibition in a fine arts, museum or similar environment using digital control. The technician will be familiar with all types of video projection and display technology.

The technician for audio engineering must show a minimum of 5 years’ experience engineering events with the variety and scope of programs performed at the Gallery. The technician must have expertise on the Pyramix editing suite. The technician must have experience with digital audio recording systems.

The technician for videography must show experience operating a video production console such as the Vaddio, experience with digital media capture devices and systems, digital cameras, and media management experience. The technician will be able to show expertise with media codecs, software, and computers.

The contractor will furnish skilled technicians who are available any time of the day, any day of the week, with as little as one hour’s notice. Therefore the technicians must be local to the Washington DC metro area. Most work will be scheduled with reasonable advanced notice, but emergency services may be required.

The contractor will furnish skilled technicians who will report (in writing and verbally) to the COR about activities that transpired during the event, and participate in follow-up discovery when problems arise. Reports will be furnished the next calendar day. Technicians will be available by phone for follow-up.

The contractor will furnish skilled technicians who will remain current of the technology, both inside and outside the Gallery so as to be continually prepared for changing system and program trends which occur frequently.

Skilled technicians must be able to show knowledge and growth from learning experiences such that technical problems and challenges are discovered and resolved one time only. Repeating instances of similar technical issues will require review of the suitability of the technician, and possible replacement of that technician.

Skilled technicians should be able to use their knowledge and expertise to creatively solve technical problems using different equipment or processes. Technicians should be able to operate and manage computer systems that can assist in the process.

Technicians should be able to suggest design solutions when systems require amendments.

The qualified contractor will furnish technicians fully capable of satisfying every audio visual requirement described herein, as determined by the COR. Competencies in each specialty must be established by way of interviews and references after a review of the qualified candidates.

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The contractor will furnish skilled technicians who can work on a regular basis during the contract period such that security clearance privileges remain active. Technicians who are unavailable to work regularly may lose security access to the campus.

F. ORIENTATION

All qualified technicians will be oriented on each specialized job and venue during live events for a pre-determined time in advance of being permitted to work alone in those venues. The event schedule will determine the length of orientation for each specialty. Orientation will be led by AMP staff people in each specialty.

G. CUSTOMER SERVICE

AMP is committed to quality customer service toward our staff colleagues, visitors and visiting guest performers and artists. The technicians will be courteous, professional, and carry a positive and calming aspect when discharging their duties. Program and equipment challenges can be complex and often frustrating, and technicians are required to promote an atmosphere of control and congeniality. Technicians will remain open-minded and flexible, as expectations can change quickly.

H. SAFETY

Technicians will operate within generally accepted safety standards, as AV equipment can be dangerous to operators and guests. Equipment itself is valuable; technicians will handle and operate equipment with utmost respect and care.