Solicitation_NIHLM2017910-UHP_Exhibition_Design_Creative_Services_SOW.docx

STATEMENT OF WORK

Exhibition Design Services Exhibition Program

3) Process or Methodology 5

5) Assumptions 10

6) Government Furnished Property 10

1) INTRODUCTION

The Exhibition Program at the National Library of Medicine, part of the National Institutes of Health, produces content (scripts and assets) about the social and cultural history of science, medicine, and technology for audiences that include subject matter experts, professionals, and the general public around the world. This content is transformed for audiences into multiple formats including small special displays and traveling banner exhibitions. The small, onsite special displays are seen by visitors to the National Library of Medicine, the National Institutes of Health community, and the public with a particular interest in a topic. The traveling banner exhibitions are distributed to a worldwide network of academic libraries, public libraries, professional organizations, and cultural institutions. The audiences for traveling banner exhibitions include staff, patrons, and visitors to those organizations. All exhibitions—special displays and traveling banner exhibitions—accompanied by online adaptation. Web development is not part of this solicitation.

1.1) BACKGROUND

The Exhibition Program at the National Library of Medicine produces exhibitions about the social and cultural history of science, medicine, and technology. Exhibitions, and their online surrogates, feature books, journals, photographs, and prints from the Library’s collections, in addition to artifacts and graphics on loan from museums, other institutions or individuals.

To find more information about the Exhibition Program and its portfolio of exhibition projects please go to the website.

Background materials that are incorporated into this Statement of Work are:

1. National Park Service Programmatic Accessibility Guidelines for National Park Service Interpretive Media—especially the section on Typography

2. Smithsonian Guidelines for Accessible Exhibition Design—especially the sections on Label Design and Text, and Color Any updates to the standards and requirements defined in these background materials, made during the duration of this agreement, are incorporated into the Statement of Work for Exhibition Design Services.

1.2) SCOPE

The Exhibition Program expects to raise awareness of the rich resources of the National Library of Medicine through the creation of interpretive exhibitions that highlight the institution’s collections. The portfolio of traveling banner exhibitions, which are graphic presentations of exhibitions’ content, reach an annual audience of between 500,000 and 1 million. This portfolio of traveling banner exhibitions includes more than three dozen copies. While the traveling banner format is modest in scope, the reach of these exhibitions is vast.

Special display exhibitions, which are featured in the History of Medicine Division reading room, are seen by Exhibition Program colleagues, VIP visitors, the wider National Institutes of Health community, and visiting professional and para-professional groups to the Library. While the number of visitors is modest, the value of the Exhibition Program to the institution is made tangible through special displays.

Exhibition projects are accompanied by an exhibition brochure and poster, which are made available online via 508 compliant PDFs. The design of these collateral print pieces is part of the scope of this solicitation.

1.3) OBJECTIVES

The objective of this procurement is to obtain professional creative services to: 1. Develop the interpretive designs for special displays, traveling banner exhibitions, and associated brochures and posters, 2. Develop production ready files for fabrication, and 3. Produce and deliver final fabric banners for the special displays and files for case labels, and the mounted Expolinc 4 Screen Classic system with laminated LightJet graphics, which comprise the traveling banner exhibitions.

Please review 2. Requirements, 3. Process or Methodology, and 4. Deliverables for details of what is expected from the Exhibition Designer under this Solicitation.

All work the Exhibition Designer develops under this agreement will adhere to all accessibility recommendations outlined in the background materials mentioned in section 1.1 Background.

This work will be performed under the leadership of the Head of the Exhibition Program, with support from key staff, and guest curators.

2) REQUIREMENTS

The requirement for this solicitation is the final delivery of quality products that meets the standards of the National Library of Medicine. The Exhibition Program acts as the agent of the National Library of Medicine in this process and outlines the scope for each task and determines when the task has been satisfied according to the requirements of this solicitation. The Exhibition Designer is responsible for proposing the most efficient process by which the task can be accomplished according to the requirements and then delivering the quality product.

2.1) SPECIAL DISPLAYS

Special displays consist of five (5) fabric banners and approximately15-30 objects placed in seven (7) cases with interpretive text labels.

The Exhibition Designer designs, produces, and delivers the fabric banners, and production files for object labels for the cases (to be produced by others).

The Exhibition Designer is not responsible for designing case layouts or printing and mounting the object labels.

2.2) TRAVELING BANNER EXHIBITIONS

Traveling banner exhibitions consist of two (2) copies of six (6) “pop-up” style graphic banners.

The Exhibition Designer designs, produces, and delivers the two copies of the banner exhibition.

Please note, occasionally, manufacturer specifications and product lines change. When this happens, the Exhibition Designer may be asked to submit a separate cost proposal to work in tandem with the Exhibition Program to identify an acceptable and compatible alternative product line and supplier.

2.3) BROCHURE AND POSTER

The Exhibition Program makes available digital files of the exhibition Brochure and Poster online. The Exhibition Designer designs the brochure to print 8.5” x 11”, two-sides on standard office color printers and the poster to print 11” x 17” single side on standard office color printers. The Exhibition Designer delivers the brochure and poster as two 508 compliant PDFs.

2.4) OTHER TASKS OR SERVICES

From time to time, or not at all, the Exhibition Program will have a design task related to exhibitions or public spaces that require the expertise of the Exhibition Designer. These tasks may involve design and specification for: exhibition cases, graphic designs, publications, accessibility improvements, building signage, incorporating other designed exhibits into a public area, and other tasks typically undertaken by exhibition designers.

From time to time, or not at all, the Exhibition Program will have a task related to skills and services beyond design and specification but related to exhibition development, such as writing, research, illustration, photography, evaluation, prototype, etc.

3) PROCESS OR METHODOLOGY

Below is a suggested Process that assures the National Library of Medicine of achieving a quality product in a reasonable timeframe. The Exhibition Designer may suggest a cost effective alternative process that aligns with their methodology while still resulting in quality deliverables that meet Exhibition Program requirements and approval.

For each exhibition or new task, the Exhibition Program will prepare final scripts for special displays, traveling banner exhibitions, and brochures and posters. (Please see Attachment A for sample special display and traveling banner scripts). In addition to scripts, final content packages delivered to the Exhibition Designer will include .jpegs of all assets (for reference) and large format files for final production. In addition, the Exhibition Program will prepare interpretive direction to guide the design process.

The Exhibition Designer will propose for review and acceptance by the Exhibition Program, a project schedule at the onset of each task. The schedule will provide for the most efficient approach to responding to tasks, outline any recommended meetings or project conference calls, and allow reasonable time for the Exhibition Program to review and provide feedback regarding Exhibition Designer deliverables.

The Exhibition Program and the project guest curator will be available for a kick off meeting or conference phone call to respond to Exhibition Designer questions about the content package.

As a suggested process, the Exhibition Program recommends the Exhibition Designer prepare two creative interpretations or Look and Feel approaches for the exhibition, which may be considered part of a concept design phase. The Exhibition Program will provide feedback on the two approaches and the Exhibition Designer will incorporate client comments and produce a finished concept design approach for the task. At the conclusion of this effort, the exhibition will have at minimum a distinct visual and graphic identity, logo treatment, image treatments, color palettes, identified fonts, full size text samples, etc. The concept design deliverable will include a design approach for two banners—the introduction banner and a section banner.

The Exhibition Program requires digital files for each deliverable. At a minimum, these files will be sized to easily print out on standard desk-top PCs that do not have high end graphic capabilities. Maximum size for deliverables will be 10MB.

The Exhibition Program recommends the Exhibition Designer cascade the selected concept design approach, incorporating any additional Exhibition Program feedback, across all banners of either the special display or traveling banner exhibition, along with content. The Exhibition Program will review and provide feedback, which the Exhibition Designer will incorporate. Historically, the Exhibition Program has worked most efficiently when design development has included two review cycles.

The Exhibition Designer will prepare production-ready files for creation of final banner deliverables. Prior to release for production, the Exhibition Program will review content for a final time.

As part of the production phase, the Exhibition Designer will provide for review by the Exhibition Program full size, final material samples (excerpts are acceptable) to verify quality of reproduction of images, color veracity, and legibility of type, and to confirm the specified materials are being used.

Once samples are approved, the Exhibition Designer will proceed with full scale production and delivery the final products.

The Web Designer and Producer is a key participant of the creative team. Upon approval of the design elements of a project, the Exhibition Designer will provide design files and specifications for the Web Designer and Producer to utilize in the creation of an online exhibition.

Please note, the Exhibition Program sometimes develops one exhibition that is realized in two products—a special display and a traveling banner exhibition. Thus, the Exhibition Designer may be tasked with designing a special display and a traveling banner exhibition that use virtually the same script and the same assets.

4) DELIVERABLES

Deliverables and material specifications for the work outlined in 2. Requirements and 3. Process or Methodology are identified in this section.

4.1) SPECIAL DISPLAYS

Special displays consist of five (5) fabric banners and approximately15-30 objects placed in seven (7) cases with object labels and/or case labels.

The Exhibition Designer develops the design and production schedule for the project.

Concept design concludes with at minimum: a distinct visual and graphic identity, logo treatment, image treatments, color palettes, identified fonts, full size text samples, etc., and a design approach for two banners—the introduction banner and another section banner. The deliverable may be PDFs or another electronic representation that will be sized to easily print out on standard desk-top PCs that do not have high end graphic capabilities.

Design development includes a finished concept design carried across all banners and case labels, incorporating Exhibition Program feedback from the concept design phase, and final exhibition content. The Exhibition Program will review and provide feedback, which the Exhibition Designer will incorporate into a final deliverable for design development. The deliverable may be PDFs or another electronic representation that will be sized to easily print out on standard desk top PCs that do not have high end graphic capabilities.

During the production phase, the Exhibition Designer will provide for review by the Exhibition Program full size, final material samples (excerpts are acceptable) to verify quality of reproduction of images, color veracity, and legibility of type, and to confirm the specified materials are being used.

The final special display deliverable consists of design files for object labels and five (5) banners, which meet the following material specifications:

2 banners (banners 1 + 2)

Finish size: 110” h x 96” w Type: Single sided graphic Print Method: Photo Fabric Large Substrate: Poly Glow Top and Bottom Finishing Details: Fold-over sleeve, 3” sleeve, no image bleed, single stich (pole to be inserted by others) Sides finishing details: Hem, .5” single hem, no image bleed Poly Glow Substrate: sides need to be heat sealed and top stiched

3 banners (banners 3-5)

Size: 110” h x 32.5” w Type: Single sided graphic with sign cloth light blocking backer. Printed Poly Glow for the front. Liner for the backer. Heat seal and top stitch the sides Print Method: Photo Fabric Large Substrate: Poly Glo Top and Bottom Finishing Details: Full lock stitch sleeve, 3” sleeve (pole to be inserted by others) Sides finishing details: heat seal and top stich sides

Object caption labels

Standardize width for each exhibition (eg: 6” all labels) File format: PDF or other pending approval of the Exhibition Program

In addition, these deliverables are expected to be of superior workmanship, match quality of approved samples, and be free of surface imperfections and production errors.

After all deliverables have been accepted by the Exhibition Program, the Exhibition Designer will deliver a close out package. This deliverable will include at a minimum:

The close out package will exceed 10MB. The package can be delivered via an agreed upon file sharing application or disk.

4.2) TRAVELING BANNER EXHIBITION

Traveling banner exhibitions consist of two (2) copies of six (6) “pop-up” style graphic banners.

The Exhibition Designer develops the design and production schedule for the project.

Concept design concludes with at minimum: a distinct visual and graphic identity, logo treatment, image treatments, color palettes, identified fonts, full size text samples, etc., and a design approach for two banners—the first introduction banner and another section banner. The deliverable may be PDFs or another electronic representation that will be sized to easily print out on standard desk-top PCs that do not have high end graphic capabilities.

Design development includes a finished concept design carried across all banners, incorporating Exhibition Program feedback from the concept design phase, and exhibition content. The Exhibition Program will review and provide feedback, which the Exhibition Designer will incorporate into a final deliverable for design development. The deliverable may be PDFs or another electronic representation that will be sized to easily print out on standard desk top PCs that do not have high end graphic capabilities.

During the production phase, the Exhibition Designer will provide for review by the Exhibition Program full size, final material samples (excerpts are acceptable) to verify quality of reproduction of images, color veracity, and legibility of type, and to confirm the specified materials are being used.

The final banner deliverable includes:

6 banners per exhibition / 2 copies of each exhibition is a typical order

Banner structure: Expolinc 4 screen classic banners (http://www.expolinc.us/products/4-screen-classic/) We require the banner graphic and the foot and rod system. We do not require the lighting feature or the connection kits that appear at the web page.

Size: 85” h x 33 7/16” w

Banner graphic: LightJet graphic with 5/10 crystal finish laminate

After all deliverables have been accepted by the Exhibition Program, the Exhibition Designer will deliver a close out package. This deliverable will include at a minimum:

Traveling Banners

In addition, these deliverables are expected to be of superior workmanship, match quality of approved samples, and be free of surface imperfections and production errors.

4.3) BROCHURE AND POSTER

The brochure prints 8.5” x 11”, two-sided on standard office color printers and the poster prints 11” x 17” single side on standard office color printers.

The Exhibition Designer develops the design and production schedule for the project.

The Exhibition Designer delivers the brochure and poster as two 508 compliant PDFs.

After all deliverables have been accepted by the Exhibition Program, the Exhibition Designer will deliver a close out package. This deliverable will include at a minimum:

Poster

Brochure

5. ASSUMPTIONS

The government assumes the Vendor will have one primary point of contact to manage client interaction and projects.

The government assumes all final deliverables will be free of errors, blemishes, damages, and manufacturing mistakes.

The government assumes errors in samples, deliverables, or costs associated with Vendor delays are the responsibility of the Vendor.

The government assumes any errors or delays caused by the government that may have cost implications will be reviewed by the Contracting Officer Representative and approved by the Contracting Specialist prior to the corrective work taking place.

The government assumes that when the Vendor submits a final invoice for a specific purchase order modification and the invoice is paid, the task is closed and there will be no additional attempt to invoice the government for that work.

6. GOVERNMENT FURNISHED PROPERTY

The government will not furnish property under this agreement.

Exhibition Design Creative Services December 2016 page 9