NMAAHC RFP Digital Museum 33330225RF0010026 FINAL.docx

SMITHSONIAN INSTITUTION

NATIONAL MUSEUM OF AFRICAN AMERICAN HISTORY AND CULTURE DIGITAL EXHIBITION EXPERIENCE INITIATIVE

REQUEST FOR PROPOSALS

# 33330225RF0010022

Dated: April 10, 2025

A. INVITATION

A.1. GENERAL INVITATION

The Smithsonian Institution (“Smithsonian”) hereby invites you to submit a proposal to assist its National Museum of African American History and Culture (hereinafter “NMAAHC” or the “Museum”) with Phase III of the development, design, and strategy for its existing online digital exhibition experience (the “Project”) that serves as an extension of and companion to its in-museum Slavery and Freedom exhibition and other permanent museum exhibitions (collectively the “Exhibition”).

A.2. MINIMUM QUALIFICATION REQUIREMENT

The following constitute certain minimum qualification requirements that Offerors must demonstrate in order for the Smithsonian to entertain and evaluate an Offeror’s proposal. Only offerors that can meet these minimum qualification requirements and can provide documents evidencing fulfillment of them are urged to submit proposals, as any Offeror that cannot, will not be considered.

A.2.1. LIST OF MINIMUM QUALIFICATION REQUIREMENTS

(i) Your firm has at least one dedicated staff member(s) that fulfills each of the following staff personnel categories: (1) Content Strategist, (2) Content / Copy Editor, (3) Full Stack Developer, (4) Product Designer / User Experience Designer, (5) Technical Lead, (6) Quality Assurance Test Engineer, and (7) User Research..

(ii) In the last three (3) years, your company has successfully built at least three (3) similar products for public or private sector client(s) within the contractual, budgetary, and timeline constraints of the client.

(iii) Your firm, if selected, will agree to create all materials for the Smithsonian under the condition that all materials will be created as a “work-made-for-hire” to the Smithsonian. This requirement is non-negotiable and will be a basis of rejection at the contract stage.

A.2.2. SUBMISSION OF MINIMUM QUALIFICATION REQUIREMENTS

Offerors that meet the minimum qualification requirements shall submit (1) a letter attesting to the same, signed by an appropriate representative of your firm, along with (2) documentary evidence supporting your firm’s adherence to each minimum qualification requirement listed above (employee resumes, no more than one-page summary of past work, etc.). Offerors shall submit both the letter and supporting documents as one (1) separate, unique PDF file in accordance with the submission requirements set forth in Section L.8. of this RFP.

Only if Offerors satisfy to the Smithsonian’s satisfaction the requirements set forth in Section A.2. above will consideration be given to proposals that offer a favorable combination of financial arrangements and services offered in accordance with Section M (Evaluation Factors for Award) below. Please note that the RFP presents standard terms and conditions. Offerors may present their own terms and conditions for the Smithsonian’s consideration in making a selection; however, most of the terms and conditions contained herein are mandatory/non-negotiable, specifically those concerning intellectual property. Any deviations from the Smithsonian’s standard terms and conditions may be a basis for selection or rejection; therefore, in submitting your proposal as detailed in this RFP, please include your best possible terms for the Smithsonian, as you may not have an opportunity for negotiation later in the process.

NOTE: THIS IS A SOLICITATION FOR A FEDERAL CONTRACT AND IS THEREFORE GOVERNED BY FEDERAL PROCUREMENT PROCEDURES.

By no later than April 14, 2025, Offerors should acknowledge receipt of this solicitation and advise the Office of Contracting & Personal Property Management of its intent to submit a proposal. This request is merely a courtesy and is not compulsory and in no way will disqualify Offerors.

PROPOSALS MUST BE RECEIVED BY THE SMITHSONIAN OFFICE OF CONTRACTING AND PERSONAL PROPERTY MANAGEMENT NO LATER THAN 5:00 P.M. LOCAL WASHINGTON, D.C. TIME, MAY 21, 2025. Proposals and proposal modifications, if any, shall be submitted via e-mail to Shanise Gholston, Esq. at GholstonS@si.edu. Please do not submit paper proposals of any kind.

B. SUPPLIES/SERVICES AND PRICES/COSTS

B.1. TYPE OF CONTRACT

The Smithsonian anticipates awarding one Contract to one Offeror. The base-period Contract shall be for no more than six (6) months (“Initial Term”), with the opportunity for additional Option Periods as described below. The following is an anticipated Project timeline:

(i) Initial Term (6 months) Scope: Initial SOW and written proposal for costs and deliverables for possible Option Period 1.

(ii) Option Period 1 (6 months) Scope: Further product development

(iii) Option Period 2 (6 months) Scope: Further product development

(iv) Option Period 3 (6 months) Scope: Further product development

(v) Option Period 4 (6 months) Scope: Further product development

(vi) Option Period 5 (6 months) Scope: Further product development

(vii) Option Period 6 (6 months) Scope: Further product development

(viii) Option Period 7 (6 months) Scope: Further product development

The successful Offeror/Contractor (“Contractor”) shall perform all professional, technical and non- personal web-development services for the NMAAHC’s Project as set forth in Section C and elsewhere in this Request for Proposals (“RFP”) and any attachments and amendments hereto.

B.2. PRICES / COSTS

B.2.1. INITIAL TERM:

INITIAL TERM CONTRACT TOTAL PRICE/COST: The Contractor shall provide all technical, professional, non-personal services necessary to assist the Smithsonian as described herein. The work shall be performed in accordance with this document and all attachments and amendments hereto and the Contractor’s Proposal dated for the Firm Fixed Price price of:

U.S. Dollars ($ . ) Express in words and figures.

This Firm FixedPrice (“FFP”) shall include, but not be limited to, all direct labor, materials, communication, production, programming and other direct costs as well as all indirect costs (overhead and G&A expenses), travel and per diem, subcontractor costs, commissions, and any other profit and expenses for which the Contractor expects payment. Your FFP price proposal must include a breakdown of each labor category, the hourly rate per labor category, the estimated level of effort per labor category/projected number of hours for each labor category, and total FFP price for the Initial Term.

Offeror should indicate wherever possible discounts on its services within its pricing information. Specific details of discounts and/or costs savings offered should be outlined in detail. Additional consideration will be given to firms that can offer discounts and/or donate a portion of its services in kind.

This RFP does not commit the Smithsonian to pay any proposal preparation costs, it does not obligate the Smithsonian to procure or contract for services or supplies, and it shall not be construed as authorization to proceed with or be reimbursed for any of the costs for any of the work specified herein. The Smithsonian reserves the right not to enter into a contract or to cancel this solicitation at any time.

B.2.2. Option Periods and Extension of Initial Term. This Contract is awarded as a six-month base contract, with the option of extending the contract for additional option periods (“Option Period(s)”). All Options Periods shall be exercised as described herein, if applicable. Pricing for all work performed under any elected Option Period shall be negotiated as a firm, fixed price using the rates provided by the Contractor in its Business Proposal, dated .

Subject to the termination provisions contained herein, the Smithsonian, at its sole option, reserves the right to extend the Initial Term for any Project purpose. Any Initial Term extension period agreed to by the parties shall be in writing. Any price increase for an Option Period shall be limited to the Consumer Price Index for all Urban Consumers: Selected Areas, all items index for the Washington-Baltimore, DC-MD-VA-WV Area for the twelve (12) month period preceding the exercise of the option, if applicable. If the Smithsonian exercises its right of any Option Period, all other terms or conditions of this Contract shall remain unchanged.

Notwithstanding the contrary, upon the imminent termination of this Contract, and as part of a winding down period, the period of performance may be extended on a month to month basis, as needed, upon mutually agreement of the parties, signed in writing.

The extension of the Initial Term, or any exercise of an Option Period may also include Smithsonian’s consideration of the following: (i) Contractor’s past performance; (ii) need for Services; (iii) funding availability; and/or (iv) pricing/scope changes, if any.

In addition, at the end of all Option Periods, Contractor support may be optionally extended annually for up to four (4) additional years for general technical support.

B.2.3. Offerors may use the following table to help them in preparing their response to the total Contract price for the Initial Term. Or, in the alternative, Offerors may suggest a different method for their response, so long as Offerors include a breakdown of all costs as required under this RFP.

Initial Term (6-months)

PRICE

TOTAL PRICE

Scope of Work

This Firm Fixed Price Contract Line-Item Number includes all labor and deliverables required for the successful completion of the services detailed herein for the Initial Term.

*Please break out and document each labor category, the hourly rate per labor category, the estimated level of effort per labor category/projected number of hours for each labor category, and total FFP price for the Initial Term for this line item.

Due 30 days after Contract effective date and updated as necessary thereafter.

Electronic submission to: COTR

Monthly Status Report

Due Monthly throughout the Initial Term.

Smithsonian Institution Solicitation

#33330225RF0010026

Electronic submission to: COTR

Number of Iterations:

Length of each Iteration:

1 EA=1 Iteration

Travel in accordance with term of this Contract

Materials shall be purchased only upon receipt of approval of the COR.

B.2.3.1. AWARD TERM INCENTIVE

In addition to the considerations for Option Period(s) set forth above, for this Contract the Smithsonian may offer Renewal Term(s) which may encompass future enhancements, releases, development efforts, or operations & maintenance related to the establishment of the platform or the application developed by the Contractor under the Initial Term and any resulting Option Period(s). Renewal Term(s) may only be awarded for an overall “Excellent” performance rating based on mutually accepted metrics (set forth in Section C.2.6 below.). The parties shall agree on the appropriate meaning of “Excellent” for review purposes. Offerors are encouraged to suggest definition for “Excellent” in their proposals. The Smithsonian Contracting Officer, in conjunction with the Contracting Officer’s Technical Representative, will make a unilateral decision as to the exclusion of any portion of the performance period from the evaluation of ratings and period of performance of the base period and/or additional options. In addition, Renewal Term(s) are contingent on continued Smithsonian requirements and funding availability for the platform or application. Renewal Term options must adhere to the proposed Agile methodology (more fully described in the attachments) and processes as awarded at the contract level unless an exception is provided by the Smithsonian prior to award.

B.4. AWARD OF CONTRACT

This RFP may result in a contract which will be awarded for work outlined in Section C (“Contract”).

B.5. TRAVEL AND PER DIEM

B.5.1. For the Initial Term, Contractor’s FFP price proposal shall include a cap amount for transportation costs and travel allowances (per diem) of personnel authorized to undertake out-of-town, overnight travel under this Contract, if applicable. For any Option Period(s), Contractor’s firm, fixed price(s) shall include transportation costs and travel allowances (per diem) of personnel authorized to undertake out-of-town, overnight travel under this Contract, if applicable. Such transportation WILL NOT be reimbursed separately.

B.5.2. No profit or fee shall be included on travel and per diem expenses included in the price(s).

C. STATEMENT OF WORK

C.1. BACKGROUND

C.1.1. SMITHSONIAN

The Smithsonian Institution is the world’s largest museum, education, and research complex, with 21 museums, 14 education and research centers, and the National Zoo—shaping the future by preserving heritage, discovering new knowledge, and sharing our resources with the world. The Smithsonian collections are the basis for research, exhibitions and public programs in the arts, history, culture, and science. The Smithsonian’s mission is the “increase and diffusion of knowledge.”

C.1.2. NATIONAL MUSEUM OF AFRICAN AMERICAN HISTORY AND CULTURE

Since opening Sept. 24, 2016, the Smithsonian National Museum of African American History and Culture (the “Museum”) has welcomed more than 12 million in-person visitors to its location on the National Mall in Washington, D.C., as the nation’s largest and most comprehensive cultural destination devoted exclusively to exploring, documenting and showcasing the African American story and its impact on American and world history. The Museum has also continually expanded its reach by engaging millions more online through its digital presence, including the Searchable Museum, the Museum’s signature online platform for interpretive, scholarly, digital experiences.

C.1.3. BACKGROUND

The Museum launched the Searchable Museum in November 2021 with the release of its first exhibition experience, Slavery and Freedom. Since that initial release, seven exhibitions from the Museum’s permanent and changing galleries have been added to the Searchable Museum, along with many new digital stories, Constellations featuring objects from the Museum’s collection, and digital learning resources for educators and students.

The Searchable Museum is committed to bringing all the Museum’s permanent exhibitions online while creating new, original, interpretive, digital experiences that reimagine the Museum’s exhibitions, collection, archives, and scholarly works in a digital space that engages online visitors with visually compelling, immersive, multimedia storytelling that is informative and educational.

As an online platform, the Searchable Museum is built on a flexible, scalable, and secure cloud-based computing environment and content management system, using modern standards for web browser-based applications that meet current requirements for online accessibility, and align with the Museum’s established brand identity and online style guide.

C.2. SCOPE OF WORK

C.2.1. PROJECT OBJECTIVES

Among the Museum’s key objectives as part of the Smithsonian’s Strategic Plan are to provide online visitors to the Searchable Museum with experiences that grow and diversify the Museum’s audience reach, enhances engagement, and increase the Museum’s impact among key online audience segments. To meet these objectives, the Museum seeks to enhance the usability, accessibility, flexibility, functionality, and performance of the Searchable Museum online platform and develop new digital content experiences drawn from the Museum’s exhibitions, collection, archives, and educational resources.

In 2025, the Museum is prioritizing improving the accessibility and discoverability of its original digital content through qualitative and quantitative audience research and analysis, iterative design enhancements to the user experience, and a strategic approach to content development and publishing that aligns with the Museum’s audience outreach and engagement goals. The Museum is also prioritizing growing its online audience reach and engagement through the design and development of new, interactive, immersive features for the Searchable Museum that add value to the user experience and provide new opportunities for engaging learners of all levels who visit the platform online. Key outcomes will include the release of the online exhibition experience for At the Vanguard (September 2 release date) as well as preparation for A Changing America, 1868 and Beyond to be published January 2026, the final permanent exhibition from the Museum’s History Galleries. Additional deliverable may include, an enhanced Home Page and Search experience, and improved audience analytics tracking.

Together these enhancements shall provide the Museum’s online audiences with a digital experience that meets the Smithsonian’s strategic goals of serving as a trusted online source for all Americans and ensuring every home and classroom has access the Museum’s digital resources.

C.2.2. NMAAHC’S VISION

NMAAHC’s vision is to provide a digital exhibition experience that evokes the powerful emotional response of an in-person visit to the Exhibition while expanding learning opportunities through access to additional digital resources not currently available as part of the in-gallery experience. This online experience will seek to increase the Museum’s reach and impact by creating an accessible, inclusive, intuitive, educational experience for diverse audiences of learners of all levels, including those who may not have the opportunity to visit the Museum, those who have visited the Museum and would like to engage further with the Exhibition following their visit, and students and education professionals who would like to use content from the Exhibition within the classroom and as part of their curriculum.

C.2.3. STATEMENT OF WORK

Contractors shall provide all professional, technical, non-personal services for the design, development, operations, and management of the Deliverables under this Scope of Work. Contractors shall use their own methods and subject matter expertise to provide the services under this Scope of Work and as described in the Project Deliverables specified below.

All deliverables for the Experience shall follow Smithsonian and Museum established guidelines and requirements for Information Technology security, accessibility, performance, compatibility, data integrity, and resiliency and be consistent with established Museum digital product development lifecycle practices.. To meet the Museum’s Objectives and the Scope of Work for this SOO, Contractors shall provide a cross-functional team of software engineers, user researchers, user experience designers, content and product strategists to drive an iterative, repeatable process that aligns with the Museum’s objectives and strategic goals.

i. Core Team Rolls

a. Tech-Lead: Leads the overall technical effort of the team.

b. Full stack Developers: Develops back-end architecture and front-end components and testing.

c. Content Strategist: Uses research and content to shape narratives for digital experience. Develops content management workflow.

d. Product Designer: Responsible for the overall user experience and user interface for user-centered design tasks and usability planning as needed.

e. Quality Assurance / Test Engineer: Develops manual and automated tests for entire side and individual components.

f. Content / Copy Editor: Focuses on copy editing and unifying voice of written content/narratives

ii. Google Analytics

a. GA 4 Event tracking: Implement customized GA4 Event tracking and reporting to measure audience reach and engagement for the Museum’s key audience segments including….

iii. Audience Research

a. Provide research and analyses of key audience segments including educators, students, and lifelong learners and those seeking information about the African American experience and African American history and culture.

b. Define key audience segments within the Museum’s digital ecosystem using audience surveys, research, GA4 data

c. Making suggestions for improvements based on results on a continuous basis.

iv. Content Strategy and Content Management

a. Uses research and content to shape narratives for digital experience. Develops content management workflow.

b. Manages content and image asset imports for site

c. Works with NMAAHC team to develop project schedules for individual exhibitions

d. Reviews exhibition scripts for reading level, consistency, and narrative

e. Guides Museum teams in best practices for content development including SEO, search, key word research, CMS best practices and content strategy

v. Product Design and User Experience

a. Responsible for the overall user experience and user interface for user-centered design tasks and usability planning as needed

b. Here is the link to view the current site: https://www.searchablemuseum.com/

c. Use Figma or similar tool to present high fidelity designs to stakeholders

d. Design support for digital exhibitions, working primarily off the physical exhibition design but also expected to create original design schemas when necessary

e. Create interactive maps with Flourish or equivalent

vi. Software Development, Operation, Management, and Support

a. Offers technical management of the site, develops back-end architecture and front-end components and testing

b. Manages and updates Craft CMS

c. Prepares quarterly development roadmaps

d. Tech Stack for Searchable includes:

i. CMS: Craft

ii. Framework: React

iii. Middleware: Gatsby

iv. Additional: Algolia, AWS, GraphQL and Circle CI

C.2.4. PROJECT REQUIREMENTS

Contractor shall work closely and collaboratively with Museum and Smithsonian staff to understand the Museum’s objectives, expectations, and requirements for all website design and development of new features and user experiences as specified in this Statement of Objectives.

· Contractor shall adhere to and incorporate provided Smithsonian and Museum Brand Guidelines

· Contractors shall be provided with sufficient access to Museum and Smithsonian development and production environments, code repositories, and project management tools as required by the Deliverables of the project.

· Contractor shall coordinate with Museum staff, Smithsonian Office of the Chief Information Officer (OCIO), and contractors as needed to provide technical support and assistance with the technical management of the Museum’s cloud-hosted source control and code repositories (i.e., GitHub) to ensure timely and successful completion of Deliverables.

· Contractor shall participate as needed in all required communication and coordination of planned releases with Museum staff, OCIO, and Museum contractors following acceptance of Deliverables by the Museum to ensure timely and successful completion of Deliverables.

· All software delivered under this award shall comply with Smithsonian and Museum requirements and guidelines for security and integration with existing technology systems in effect as of the date of the award.

· Contractor shall provide quality assurance and testing so software delivered under this task order shall comply with Smithsonian and Federal Requirements for accessibility, including compliance with the Revised 508 Standards and conformance to Level AA Success Criteria and Conformance Requirements in WCAG 2.0.

All work shall be conducted following the Museum’s agile methodologies or a similar, mutually agreed upon approach to product development lifecycle (PDLC) management and shall be reviewed by the COTR (Contracting Officer s Technical Representative) or designated representative prior to acceptance.

C.2.5. OPTION PERIODS

(i) Option Period 1

Option Period 1 is an optional phase that may be awarded to the Contractor following the successful completion of the Initial Term as determined by the Museum and based on the availability of funds and the needs of the Museum. Contractor shall receive written approval from the COTR before proceeding with any additional Option Periods beyond the Initial Term. Option Period 1 shall require the Contractor to provide all professional, technical, non-personal services and deliverables as outlined in this Section C, and based upon a mutually agreed upon Project Schedule and Budget Narrative proposal for the Option Period to be delivered in the Initial Term.

(ii) Other Option Periods

Any additional Option Periods are anticipated to be of six (6) month durations and, if exercised, shall be comprised of further Project development based on past work.

C.2.6. QUALITY ASSURANCE PLAN

The table below defines the general performance standards and acceptable levels of performance associated with the work hereunder. A quality assurance plan (“Performance Plan”) will be developed based on Contractor’s performance work Statement. The COTR will utilize a Performance Plan throughout the life of the Contract to ensure that the Contractor is performing the services required in an acceptable level of performance. The Smithsonian reserves the right to alter or change the methods in the Performance Plan at its own discretion. Offerors are encouraged to articulate in their proposals a different framework for quality control for the Smithsonian’s review and possible acceptance and articulate an appropriate definition for “Excellent”.

2. Efficient and effective in meeting requirements

3. Meets technical needs and mission requirements

4. Provides quality services/products Satisfactory or Excellent

2. Products completed, reviewed, delivered in accordance with the established schedule

3. Notifies customer in advance of potential problems Satisfactory or Excellent

2. Personnel possess necessary knowledge, skills and abilities to perform tasks Satisfactory or Excellent

C.2.7. PROJECT TECHNICAL REQUIREMENTS

As mutually agreed upon by the Contractor and COTR and only on an as needed basis to meet the requirements of the Deliverables, the Museum shall provide the Contractor with appropriate levels of access to Museum and Smithsonian (SI) computing environments and related technical services, including but not limited to:

SI Managed Github Repositories Technical Documentation Resources SI / Museum Amazon Web Services Cloud Computing Environment(s)

C.2.8. PERFORMANCE STANDARDS.

i. Smithsonian Directives and Policies Contractor shall comply with all Smithsonian rules and regulations applicable to performance under the awarded Contract. Contractor shall bring any concerns or questions to the attention of the COTR or their assigned delegate. All Deliverables and the products and services produced hereunder shall be in full compliance with and conform to all Smithsonian Directives and Policies including without limitation the following:

a. Smithsonian Directive (SD) 950 – Web Management

b. IT-950-TN01 – Required Terms & Notices on Websites

c. IT-950-TN02 – Internet Domain Names

d. IT-950-TN03 – Public FTP Server Accounts

e. IT-950-TN04- Public Website & Web-Based Application Developments

f. IT-950-TN07 – Website & Digital Media Accessibility

g. SD 940 Acquisition of Information Technology Products

h. SD 814 Smithsonian Social Media Policy

i. SD 104 – Visual Identity Program

All Deliverables shall conform to Smithsonian's high-level system architecture(s), security infrastructure, and comply with the Smithsonian's Technology Reference Model (TRM), SD-940-01.

ii. Communications The Contractor shall work cooperatively and professionally with Smithsonian and Museum staff and contract personnel. The Contractor shall communicate regularly throughout all preparation for the Experience and shall designate a Project Manager who shall coordinate with the Museum, oversee all requested changes, provide quality control, and act as a liaison with the Museum.

The Contractor shall guide the overall process of completion of each Phase of work through interaction with the COTR and other Museum staff as required.

The Museum COTR will facilitate communications between Contractor and Museum staff, will provide Contractor with all documents pertinent to the Project, and will work in effort to provide feedback in a timely manner to keep the Project moving forward and on schedule.

C.3. OPTIONAL SERVICES

The Smithsonian Institution reserves the sole right to exercise the option for additional services set forth in this Section C.3. Should the Smithsonian elect to exercise any options hereunder, the costs for the same will be mutually determined by the parties arising from good faith negotiations not to exceed the rates set forth in Contractor’s Proposal.

Any election by the Smithsonian Institution to exercise any option hereunder shall be subject to the following conditions: a) acceptance and approval by the Smithsonian’s Contracting Officer Technical Representative of Contractor’s performance during the prior Contract period; b) Smithsonian’s continued requirement for these services; and c) availability of funding from which payment for contract purposes can be made. The Smithsonian’s obligation under this Contract is contingent upon the availability of obligated unds from which payment for contract purposes can be made. No legal liability on the part of the Smithsonian for any payment may arise until funds are made available to the Contracting Officer for this Contract and until Contractor receives notice of such availability, to be confirmed in writing by the Contracting Officer.

C.4. REQUIREMENTS

C.4.1. The Contractor shall work closely with Museum staff throughout the Project and shall designate a project manager who shall coordinate with Museum, oversee all requested changes, provide quality control, and act as a liaison with Museum. Mutually agreed upon deliverables and the end product will be subject to Museum’s final written approval, as provided in the awarded Contract.

C.4.2. Offeror’s proposals shall include an overall project schedule, a proposed schedule for any meetings it deems necessary to complete each phase of the project, as well as the subject matter of said meetings. Contractor shall make site visits, attend required meetings, and coordinate with Museum throughout the duration of the Contract. Contractor shall create an agenda for each planning meeting, facilitate planning meetings to achieve Museum’s desired outcome, and produce notes from each meeting as a record of information gathered throughout the Project. Although the Museum requires the Contractor to attend major stakeholder briefings in person, the Museum is open to video conferencing for certain meetings. Offerors shall indicate in their proposals which meetings are appropriate for video conferencing. At a minimum, the Contractor shall make itself available for the following meetings:

(i) A Project Kick-off Meeting immediately after award, TBD.

(ii) All other meetings TBD as mutually agreed upon.

C.4.3. The Contractor shall guide the overall process of completion of each phase of work through interaction with the Contracting Officer’s Technical Representative (COTR) (as term is fully defined in Section G.3) and other Museum staff as required.

C.4.4. The COTR will facilitate communications between Contractor and Museum staff; will provide Contractor with all documents pertinent to the Project; and will work in effort to provide feedback in a timely manner to keep the Project moving forward and on schedule.

C.5. DELIVERABLES [OFFEROR’S PROPOSALS SHOULD PROVIDE RECOMMENDATIONS FOR ADDITIONAL DELIVERABLES OR REASONS FOR DEVIATING FROM THE FOLLOWING PROPOSED DELIVERABLES.]

Deliverables shall include those listed in the table below and may include other Deliverables as mutually agreed upon by the Museum and Contractor. Deliverables shall be completed following a mutually agreed upon sprint-based agile project management and product development lifecycle plan. A sprint shall consist of ten (10) business days unless otherwise mutually agreed upon by the Museum and Contractor.

DELIVERABLES

DUE DATES

DESCRIPTION OF DELIVERABLE

Weekly meeting with both teams and presentation of accomplishments during sprint.

Version-controlled Open-Source repository of code developed to meet the Objectives.

Weekly Content Strategy Meeting

Bi-Weekly Design Reviews

Weekly one hour meeting

Bi-weekly one hour meeting

Content Strategist prepares session based on project needs

User Experience/Designer demos work from the sprint

Feature complete, working software, free of defects, and in adherence with Smithsonian and Museum provided technical requirements and user acceptance criteria.

C.6. PROJECT SCHEDULE

Contractor shall provide an overall Project Schedule that meets the goals of the project, keeping in mind that all work described in the Initial Term shall be completed to the satisfaction of Museum by no later than 6 months from the date of award. The Contractor’s schedule should include ten (10) business days for each review after complete submittal of deliverables. The Museum requires that the Contractor complete all necessary work in Initial Term so that Museum’s stakeholders can interact, provide feedback, and make core decisions on the Contractor’s findings and recommendations. Contractor shall provide a proposed Project Schedule that meets the requirements set forth herein. Contractor’s schedule shall provide for an opportunity for Museum to review and approve each deliverable as it is developed. At a minimum, Contractor’s proposed Project Schedule shall take into consideration a reasonable amount of time to perform the following: initial draft review/approval; final draft review/edits; and final approvals.

C.7. CONTRACTOR AVAILABILITY

The Contractor shall be available during normal business hours (8:30 a.m. – 5:30 p.m. EST) for support and inquiries during the term of the Contract.

C.8. PLACE OF PERFORMANCE

Work on the Project shall take place both on-site at Museum in Washington, D.C. and off-site at the Contractor’s offices. The Contractor will be expected to meet with Museum staff on-site for formal briefings and meetings as needed. However, the majority of the work will be conducted offsite at the Contractor’s facilities, provided the Contractor has reliable remote communication capabilities and maintains regular agile ceremonies (Stand-Up, Sprint Demos, Sprint Retros, etc) with the Museum, at the direction of the Museum. Additionally, the Contractor should anticipate travel as necessary to support user research activities, in multiple geographic locations throughout the Continental United States (CONUS).

D. PACKAGING AND MARKING

Not Applicable

E. INSPECTION AND ACCEPTANCE

E.1. Museum may conduct reviews as desired during the performance of this Contract.

E.2. All work submitted by the Contractor is subject to Museum review and approval. All deliverables shall be submitted to Museum’s COTR for review, approval and acceptance. All deliverables shall be delivered to Museum on time according to an agreed upon schedule. Final inspection and acceptance will be made upon the completion of all services and deliverables. Museum reserves the right to inspect all items proposed for delivery and may reject work and deliverables not meeting the specified requirements of the Contract.

E.3. All deliverables shall be of an acceptable quality addressing the requirements clearly and professionally. Unless otherwise specified in subsequent modifications hereto, Museum will have fifteen (15) business days to determine the acceptability of all deliverables. Any deficiencies shall then be corrected by the Contractor and incorporated into the final deliverable. Deliverables, will be accepted when all discrepancies, errors, or other deficiencies have been resolved to Museum’s satisfaction. All notifications of rejection will be accompanied by specific justification or substantiation of the reason(s) for rejection.

E.4. Acceptance hereunder shall be based on the following criteria performed to Museum’s satisfaction: Successful delivery of the deliverables consistent with the objectives of this Contract.

E.5. The Contractor shall be responsible for obtaining all information and approvals from Museum’s COTR prior to finalizing elements of the required specifications and other deliverables of this contract.

E.6. Neither Museum’s review, approval or acceptance of, non-payment for, any of the service or supplies required under the Contract shall be construed as a waiver of any rights under the Contract or of any cause of action arising out of the performance of the Contract. Furthermore, the Contractor shall be and remain liable to the Smithsonian in accordance with applicable law for all damages to the Smithsonian caused by the Contractor’s negligent performance of any of the services or arising from the deliverables furnished under the Contract.

E.7. Acceptance by the Smithsonian does not relieve the Contractor of responsibility for correction of errors or omissions that may arise after such acceptance if the errors and omissions clearly are a fault in Contractor performance.

E.8. All materials produced by the Contractor under this Contract shall become the sole property of the Smithsonian.

F. CONTRACT TERM OR PERIOD OF PERFORMANCE

This Contract shall be effective upon full execution by the parties, and shall continue in full force and effect for six (6) months unless earlier terminated in accordance with Section I herein (the “Term”). Contractor shall complete all work effort required hereunder in accordance with the agreed upon Project Schedule set forth herein. The Smithsonian and Contractor may mutually agree to six month Option Periods upon full execution of a written amendment to the Contract.

G. CONTRACT ADMINISTRATION DATA

G.1. CONTRACT MANAGEMENT

Notwithstanding the Contractor's responsibility for total management during the performance of the Contract, the administration of the Contract will require maximum coordination between the Smithsonian and the Contractor. The individuals listed in Section G.5. will be the Contractor’s points-of-contact during the performance of the Contract.

G.2. CONTRACTING OFFICER

The Contracting Officer will effect all contract administration. Communications pertaining to contractual administrative matters shall be addressed to the Contracting Officer. No changes in or deviation from the scope of work shall be effected without a written modification to the contract executed by the Contracting Officer authorizing such changes.

G.3. CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)

G.3.1. The Contracting Officer’s Technical Representative (COTR), , or his/her authorized representative shall act for and on behalf of the Contracting Officer in the administration of any resultant contract with respect to:

(i) Resolution of issues that may arise between the Contractor and the Smithsonian Institution, in connection with such matters as acceptability of workmanship and other technical requirements.

(ii) Evaluation on an overall basis of the acceptability of workmanship and Contractor's compliance with technical requirements; and

(iii) The approval and acceptance of work performed under the contract.

G.3.2. The COTR does not have the authority to, and may not issue any technical direction which:

(i) Constitutes an assignment of additional work outside the existing specifications/scope of work;

(ii) Constitutes a change;

(iii) In any manner causes an increase or decrease in the total Contract cost, the Firm Fixed Fee (if any), or the time required for performance;

(iv) Changes any of the expressed terms, conditions, or specifications of the Contract; or

(v) Interferes with the Contractor's right to perform the terms and conditions of the Contract.

G.3.3. All authorities not herein delegated are reserved to the Contracting Officer.

G.3.4. The Contractor shall make available such records, reports, and facilities as may be required to carry out this assignment.

G.4. AUTHORITIES

The Contractor is advised that only the Contracting Officer can change or modify the terms of this Contract or take any other action that obligates the Smithsonian Institution and then such action must be set forth in a formal modification to the Contract. The authority of the COTR is strictly limited to the specific duties set forth in her letter of appointment, a copy of which will be furnished to the Contractor. Contractors who rely on direction from persons other than the Contracting Officer (or a COTR acting within the strict limits of her responsibilities as set forth in her letter of appointment) do so at their own risk and expense, as such actions do not bind the Smithsonian Institution contractually. Any questions concerning the authority of a Smithsonian Institution employee to direct the Contractor should be referred to the Contracting Officer or COTR.

G.5. CONTRACTOR’S CONTACT INFORMATION AND KEY PERSONNEL

G.5.1. CONTRACTOR’S AUTHORIZED REPRESENTATIVE

The following person shall be contacted in the event of award for prompt Contract notification and administration concerning specifications, schedules, and other necessary contract matters:

Name & Title Street Address City, State, Zip Telephone & Fax Email

G.5.2. CONTRACTOR’S KEY PERSONNEL

The Contractor shall include the persons listed below as key personnel to be assigned under this contract:

NAME LABOR CATEGORIES

Offerors shall provide this information requested above in their technical proposal.

G.5.2.1. The persons named above are considered key personnel. The Contractor shall give at least fourteen

(14) calendar days advance notice if any of these persons are to be removed or diverted from this Contract; and shall supply written justification as part of this notice; and shall name the proposed substitute or replacement. The Contractor shall not, however, remove or divert such persons unless authorized by written consent of the Contracting Officer.

G.5.3. GENERAL APPROVAL

All Contractor personnel assigned to this Contract are subject to Museum review in accordance with the defined labor categories herein. Contractor personnel found unacceptable by Museum at any time shall be removed from performing under this Contract within fourteen (14) calendar days after notification. The Contracting Officer shall deliver such notification in writing to the Contractor.

G.5.4. SUBCONTRACTING

The Contractor shall not enter into any subcontracts for any of the work under this Contract without obtaining the prior written approval of the Contracting Officer.

G.6. NOTICES

Any legal notices required to be given to the Smithsonian Contracting Officer under this Contract shall be in writing and deemed delivered upon actual receipt of such notice when hand-delivered or sent by certified mail, postage prepaid, return receipt requested, or overnight express courier to the following addresses. All written notices and consents required hereunder shall be sent either as provided above or other method evidencing receipt to the following addresses:

TO CONTRACTOR:

TO SMITHSONIAN:

G.7. PROGRESS PAYMENTS

For the Initial Term, the Contractor may submit invoice(s) in accordance with a mutually agreed upon payment schedule. Payment will be made upon Smithsonian’s approval and acceptance of deliverables, and/or mutually agreed upon bi-weekly timeline, and approval of invoice(s). The Offeror shall submit a suggested payment schedule within the business proposal; however, the Smithsonian reserves the right to reject such schedule at its sole discretion.

G.8. SUBMISSION OF INVOICES

G.8.1. The Smithsonian Institution reserves the right to verify the amount of services rendered on any invoice by review of the Contractor’s records. Such review may be made by appropriate Smithsonian Institution personnel or outside audit firm, at such election of the Contracting Officer. The Contractor shall make such records available to such audit personnel applicable to the invoiced project.

G.8.2. The Contractor shall submit an original of its invoice(s), identifying the Smithsonian Institution’s Contract Number, including pertinent data in regard to services completed and deliverable(s) furnished, as follows:

Original To:

NMAAHC

Smithsonian Institution Attn:

Office of the PO Box Washington, DC

G.8.3. The Prompt Payment Act, P.L.97-177 (31 U.S.C Section 3901), is not applicable to the Smithsonian Institution. The Smithsonian Institution shall take all reasonable measures to ensure that payment for invoice(s) properly documented and submitted shall be paid within 30 days from receipt of an approved proper invoice(s) by the COTR.

H. SPECIAL CONTRACT REQUIREMENTS

H.1. TOTAL CHARGES

The prices contained in Section B are the only charges to be made under this Contract and no additional charges shall be claimed by the Contractor for the requirements under this Contract, including source and documentation, training, copies of materials, implementation, error correction, upgrades, maintenance, or expenses for any other materials or service to be performed hereunder unless specified otherwise.

Any additional supplies or services or a change to work specified which may be performed by the Contractor at their own volition or at the request of an individual other than a duly appointed Contracting Officer except as may be explicitly authorized in this Contract, are not authorized and will not be paid for. Only a duly appointed Contracting Officer is authorized to change the specifications, terms or conditions in this Contract.

H.2. FAILURE TO DELIVER

Failure to deliver any of the requirements under this Contract shall be deemed to be a total failure to deliver, and the supplies and services shall not be deemed delivered until all of its elements are delivered. If such delivery failure persists for more than thirty (30) days after the scheduled delivery date, the Smithsonian shall have the right to terminate the Contract for default.

H.3. WARRANTIES

The Contractor warrants that it has full power and authority to grant the rights herein granted and will indemnify and hold the Smithsonian harmless from and against any loss, cost liability and expense (including reasonable counsel fees) arising out of the breach or claimed breach of this and other warranties provided herein. The Contractor warrants that none of the deliverables under this Contract nor the use thereof does or will violate or infringe upon any patent, copyright, trademark or other intellectual property rights (including trade secrets) of any other person, and the Contractor shall indemnify and hold the Smithsonian harmless from and against any loss, cost, liability and expenses (including reasonable attorney fees) arising out of any claim against the Contractor or the Smithsonian with respect to infringement. The Contractor warrants that the Deliverables shall be completely operational, free of bugs, viruses, and other potentially hostile elements. The Contractor warrants that when delivered to Smithsonian the Deliverables will not: (i) contain any virus; or (ii) contain any key lock, back door, scripting error, timer, clock, counter nor other limiting design, instruction, routine or disabling device that would: (a) disrupt the use of the Deliverables or the use of any hardware, software or systems to which the Deliverables are interfaced or connected; or

(b) destroy or damage data or make data inaccessible or delayed; or (c) permit Contractor's personnel or other individuals access to any portion of the Deliverables if their access privileges have been revoked or suspended; (the preceding (a), (b) and (c) are collectively referred to herein as (‘Software Limitation’)). Moreover, Contractor represents and warrants that there will be no Software Limitation in the Deliverables that would be triggered by: (i) the Deliverables being used or copied a certain number of times, or after the lapse of a certain period of time; or (ii) the Deliverables being installed on or moved to a central processing unit or system that has a serial number, model number or other identification different from the central processing unit or system on which the Deliverables were originally installed; or (iii) the occurrence or lapse of any similar triggering factor or event. Contractor shall use best practices and security procedures to avoid insertion of Software Limitations, whether prior to installation of the Deliverables or in rendering warranty, maintenance and support services, if any. Contractor will not knowingly include any Software Limitation in any enhancement or update.