AttachmentA_SUCRExhibitDesignBuildSpecifications.pdf

Attachment A - SUCR April 2017 National Park Service SUCR Exhibit Design/Build Specifications Harpers Ferry Center

National Park Service Exhibit Design/Build Specifications Harpers Ferry Center

CONTENTS

Section Title Page No.

1. Definitions 3

2. Project Management 11

3. Exhibit Development Processes 14

4. Travel, Meetings, and Presentations 18

5. Submittals and Reviews 23

6. Production Cost Allowances/Estimates 26

7. Exhibit Evaluation 31

8. Accessibility 34

9. Exhibit Visualization 37

10. Resource Packages 40

11. Content Management 43

12. Text 61

13. Exhibit Drawings 65

14. Material, Color, and Finish Specifications 73

15. Two-Dimensional Exhibit Graphics 77

16. Reference Packages 102

17. Use Rights and Licenses 109

18. Object Preservation and Protection 112

19. Audiovisual and Computer Elements – Software 122

20. Audiovisual and Computer Elements – Equipment 126

21. Tactile Exhibit Elements and Mechanical Interactives 138

22. Design Guidelines for Exhibit Structures 144

23. Exhibit Lighting 146

24. Mock-ups and Prototypes 150

25. Planning and Design Support During Fabrication 152

26. Maps 155

27. Shop Fabrication 161

28. Installation 168

29. Operational Training and References 174

30. Closeout 182

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Section 1. DEFINITIONS

ABAAS: Architectural Barriers Act Accessibility Standards are the accessibility standards which pertain to the Federal sector. The ABA, or Architectural Barriers Act of 1968, requires access to facilities designed, built, altered, or leased with federal funds. (See also “Accessible,” “ADA,” and “Rehabilitation Act.”)

Accessible: In context with the requirements of this contract, accessible is defined as in compliance with the combined physical and interpretive accessibility standards as specified in the Programmatic Accessibility Guidelines for National Park Service Interpretive Media, including the Architectural Barriers Act Accessibility Standards (ABAAS), and Sections 504 and 508 of the Rehabilitation Act.

Accessioned Objects: Objects accessioned into the park collection, or objects on loan from other institutions. These items require the highest level of preservation and security criteria.

Historic objects also include original period items acquired as part of the exhibit project to enhance interpretation. Park staff determines whether to accession these objects on a case by case basis.

ADA: Americans with Disabilities Act of 1990. This law prohibits discrimination against individuals on the basis of disability. It applies to state and local governments, and public accommodations operated by the private sector. It does not apply to Federal facilities.

Therefore, the term “ADA” or “ADA compliant” should not be used when referring to accessibility compliance in Federal Government owned and operated facilities. (See also “ABAAS” and “Rehabilitation Act.”)

Artifacts: See “Accessioned Objects.”

As-Built Exhibit Plan: The fabrication contractor updates exhibition content data (e.g., text, content schedules, technical data, etc.) to reflect all changes that occur during fabrication and installation, and provides a record of the “as-built” condition of the exhibits, which may vary from the final design documents prepared by the exhibit planning & design contractor.

As-Built Exhibit Drawings: Final design and detail drawings updated by the fabrication contractor to reflect all changes that occur during fabrication and installation and provide a record of the “as-built” condition of the exhibits, which may vary from the final design documents prepared by the exhibit planning & design contractor.

As-Built Lighting Plan: A final plan drawing for the installed exhibit lighting system showing fixture placement, focusing information, and itemized lists detailing fixture, accessory, and lamp data.

Assistive Listening Systems: Assistive listening uses various devices that amplify volume for persons with mild to profound hearing loss who may or may not use a hearing aid. Assistive listening devices (ALDS) include headsets, ear buds, and hearing aids. The amplified sound is transmitted via radio frequency, infrared, or induction loops to the user’s headset, ear buds, or hearing aid.

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Audio Description: Audio description describes the visual content of video, multimedia programs and exhibits for users who are blind or have low vision. For audiovisual programs, audio description provides the viewer with information that further describes the visual content not provided in the primary audio track and is a separate audio track synchronized with the program’s primary audio track. Video description and descriptive video are terms also used for audio description.

AV Treatments: A narrative overview of the proposed production’s creative approach and storyline prepared during the exhibit planning and design process. AV treatments typically include a description of the actors and/or participants, their roles and general dialogue or narration, and a general description of the scenes, locations, graphics, artwork, and animation to be used in the production with sufficient detail to provide a sense of the proposed production;

the basis of the production plan and script.

AV Equipment: All electronic and ancillary equipment required to present or support the presentation of AV and multimedia programs in an exhibition. AV Equipment is tracked in the Content Management Numbering System, and is inventoried in FMSS where it is designated as “Exhibit Audiovisual System.”

Bubble Diagrams: Diagrams that use labeled shapes (bubbles) identifying exhibit themes and concepts to show how they relate to each other and/or to their location on the exhibit floor plan.

Captions: Captions display spoken dialogue as printed words for viewers who are deaf or hard of hearing on television screens, computer monitors, projection screens, caption boards and other visual displays. Captions must also include information regarding on- and off-screen sound effects such as music, laughter, or canon firing. Captions hold secondary benefits for people who are learning a foreign language, learning how to read, watching a program in a noisy area, or understand best by processing visual information. While used as a catch-all term, captions have a unique technical production process.

Closed Captions: Closed captions normally do not appear on screen unless the viewer has selected them to appear. The presentation venue must use closed caption decoder technology.

The decoder will allow the otherwise-hidden data within the television signal to be displayed on the user’s TV screen or computer monitor. Many newer television models allow viewers to toggle captions on or off with ease. All audiovisual programs shown within the National Park Service must display captions on-screen at all times.

Charette: A meeting to brainstorm and fully explore all possible design directions for presentation and communication of content in the exhibition. Differs from the Exhibit Planning Workshop in that it is more focused on design solutions.

Class A Production Cost Estimate: Detailed cost estimate which includes an itemized breakdown, at a minimum, of labor hours and rates, material costs, shipping, and travel, based on specifications for all exhibit elements found in the Production Documents.

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Class B Production Cost Allowance: An intermediate level cost estimate based on allocating an overall cost for each exhibit Scene or Content Group in the exhibition plan. and including allowances for all high-cost exhibit elements currently identified, contingency, shipping, and installation. Class B Production Cost Allowances are used during the Schematic and Design Development phases of work, and become increasingly detailed as the design progresses.

Class C Production Cost Allowance: An initial cost estimate based on the cost of the exhibition per square foot. Class C estimates are used during the Pre-Design phase of work.

Content Development: See Exhibit Planning.

Content Group: A discrete thematic story or information set within an exhibition that, together with adjacent related Content Groups, is part of a larger Scene. A Content Group tells one aspect of the larger story or information presented in the overall Scene.

Content Management: A system to organize and track all media elements to be featured in the exhibition, organized by unique exhibit element number.

Content Management Numbering System: A system that identifies each exhibit element with a unique number (the Element Identification Number) made up of three parts, separated by hyphens, as follows: Element Type – Scene. Content Group Number – Item Number. For example, IM-02.04-101

COR: Contracting Officer’s Representative. For Federal Government contracts, an authorized representative of the Contracting Officer responsible for monitoring the quality and performance of work performed under individual contracts.

Custom Element: General category for three-dimensional content in an exhibition that is not otherwise categorized. Custom Elements may be commercially available items, but more often are specifically created for the exhibition, requiring creative design, and/or artistic development and execution. Examples include sculptures, architectural models, natural history models, reproduction historic objects, dioramas, manipulatives, electrical and mechanical interactive devices, mannequins, and topographic maps. Custom Elements are tracked in the Content Management Numbering System, and are inventoried in FMSS where they are designated as “Custom Three-Dimensional Exhibit Elements.”

Custom Three-Dimensional Exhibit Element (FMSS): See Custom Element.

Design Alternatives: Distinct approaches to the exhibit content, its organization and presentation in the given exhibition space. Multiple Design Alternatives (usually three) are developed in the Schematic I phase of work as part of the process used to arrive at a Preferred Design Alternative.

Design Development: The phase of the exhibit development process in which all major content and design details of the project are completed. Technical details required for Production are not included in this phase of work.

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Exhibition: The overall interpretive presentation which may consist of several Scenes.

Each Scene may consist of several Content Groups. Each Content Group may consist of a number of individual exhibit elements such as graphic panels, manipulative devices, AV, cases, etc.

Exhibit Audiovisual System (FMSS): See AV Equipment.

Exhibit Case (FMSS): An exhibit component used for display of three-dimensional objects that require controlled environmental conditions and/or additional security. They typically include a transparent window or enclosure called a vitrine, and a base or other support structure. Exhibit Cases are detailed in the exhibit drawings. They are tracked in the Content Management Numbering System, and are inventoried in FMSS.

Exhibit Design: Development of the physical organization of the exhibit space, integration of all exhibit elements into a cohesive presentation, functional characteristics and visual appearance of exhibit elements, and development of technical details for fabrication.

Exhibit Designer: The person who typically takes the lead with design tasks.

Exhibit Developer: The person who typically takes the lead with content development tasks.

Exhibit Evaluation: The process for better understanding the audience by using social science methods to produce effective exhibitions.

Exhibit Lighting System (FMSS): Lighting dedicated to illumination of the overall exhibition, generally using high-quality fixtures and lamps to enhance the visual appearance of the display.

Does not include lighting that is internal to individual exhibit elements such as cases. Lighting Systems are detailed in the exhibit drawings and specifications. They are also inventoried in FMSS as an exhibit component. They are not tracked in the Content Management Numbering System.

Exhibit Objective: A statement specific to the intent of each exhibit that directs the entire exhibit development process, including decisions about content, interpretation, media selection, and presentation techniques.

Exhibit Planning: Story development, content research, organization of content, text writing, and other tasks associated with the interpretive content of an exhibit. May also be referred to as Content Development.

Exhibit Planning Workshop: A meeting to review and analyze the space and propose recommendations, review existing planning documents, review and/or develop design criteria, conduct research, review and/or develop themes, goals, and objectives, define target audience, and discuss the desired visitor experience. Differs from the Charette in that it typically does not explore design solutions.

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Exhibit Structure (FMSS): A physical component of an exhibition whose primary purpose is structural rather than interpretive or informational (although it may contribute to interpretation and information through their design). Platforms, rails, bases, and walls are examples. Exhibit structures are detailed in the exhibit drawings. They are not tracked in the Content Management Numbering System, however they are inventoried in FMSS.

FMSS: Facility Management Software System, an NPS system-wide database for managing physical assets. Physical components of an exhibition are inventoried after installation for maintenance purposes within FMSS.

Front-end evaluation: Evaluation conducted at the beginning of a project that seeks input from potential visitors to find out what kinds of information they already know, what visitors would like to know, and explores how exhibits can best present this interpretive information.

Formative Evaluation: Evaluation conducted before the fabrication of exhibits, when mock-up testing can be carried out to reveal problems and successes with proposed designs.

FPO: For Position Only. Placement images in a Graphic Layout used for design and review purposes. FPO images are not suitable for final production purposes.

Graphic Layout: The design of content appearing on the face of a two-dimensional exhibit graphic component. Graphic Layout is an element type in the Content Management Numbering System. It includes the text, images, arrangement, and graphic treatment. It does not include the physical panel or other surface to which the Graphic Layout is applied.

Graphic Pre-Production: All work required to create graphic production files for all Graphic Layouts. These files shall be as complete as possible without having access to the actual graphic production equipment used for output. All production-quality images shall be in place, and any Photoshop treatments applied.

Graphic Production: All work required to print Graphic Layouts, including optimizing graphic production files for the specific production environment, output onto the specified substrate, and any substrate finishing, mounting and laminating required to prepare the output for mounting onto its associated panel or other two-dimensional exhibit graphic component.

Graphic Production Files: Computer files that are complete and ready for output of Graphic Layouts by the exhibit fabricator or their graphics subcontractor.

Interpretive writing: A writing approach that draws from technical, informational, scientific, historical, and cultural sources; it incorporates creative techniques and seeks to connect readers emotionally and intellectually to the meanings and significance of the resource(s).

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Life-cycle Costs: An estimate that identifies ongoing costs associated with operating and maintaining the exhibit, including staffing, consumables, maintenance contracts, service-life and long-term replacement costs.

Mock-ups: In planning and design, mock-ups are working models of proposed exhibit elements that are fabricated simply, quickly, and at minimal cost in order to test a concept. In fabrication, mock-ups are full-scale representations of portions of an exhibit for the purpose of review and testing of exhibit elements that are undeveloped and need further evaluation. Mock-ups are for review only, and not used in the final exhibit.

Multimedia Program Design: Conceptual design, prepared during the exhibit planning and design process, of the structure and content of electronic interactive programs. The purpose of the Multimedia Program Design is for review and approval of the concept, and to provide guidance for the multimedia program developer responsible for creating the program.

Open Captions: Open captions are displayed on the screen automatically as part of the video, without having to be selected by the user.

Original graphic content: Original illustrations, photography, maps, and other two dimensional images created specifically for an exhibit project.

Personal Protective Equipment (PPE) - Clothing, footwear, and hearing and eye protection designed for the health and safety of workers while working in fabrication shops or on construction sites. Examples include hard hats, safety glasses, respirators, and safety-toed shoes.

Pre-Design Phase: The initial phase of a project that logically structures the work that follows;

provides a clear understanding of the project’s history, the park’s resources, and the roles of other project team members and stakeholders; and ensures that it’s goals are understood and realistically attainable within the budget, schedule, and other specified parameters.

Preferred Design Alternative: The design solution that is chosen from several different alternatives and/or developed either through group consensus or the NPS Value Analysis Process.

Production Documents: The phase of work where technical drawings, specifications, and content details are completed to the level required for exhibit production firms to propose on the project and begin fabrication.

Production Support: Creative and technical support by the original planning and design team during fabrication of the project to ensure adherence to the project’s design intent.

Production-ready Files: See Graphic Production Files.

Project Brief: A consolidated overview of project information developed during the Pre-Design phase of work.

Project Goals: The project’s interpretive objectives and the desired visitor experience.

Standard Exhibit Planning, Design, and Fabrication Specifications Harpers Ferry Center

National Park Service Exhibit Design/Build Specifications

Prototype: Prototypes are portions of an exhibit such as an artifact case or an interactive mechanism that has a particular need to be reviewed and tested prior to fabrication of more elements of the same design. Successful prototypes are usually incorporated into the final exhibit along with the other elements of the same design.

Punch List: A list of deficiencies to be corrected by the fabrication contractor before final acceptance of the exhibition. The punch list is generated during an inspection by the COR during a final walkthrough inspection.

Reference Package: A document consisting of written descriptions and graphic depictions that together provide the background information and design intent needed for an artist, craftsman, or technical specialist to produce a custom element. Usually prepared during the Design Development or Production Documents phase of exhibit planning and design.

Rehabilitation Act: The Rehabilitation Act prohibits discrimination on the basis of disability in programs conducted by federal agencies or programs receiving federal financial assistance. It is one of the primary laws specifying accessibility requirements for NPS exhibitions. Section 504 of this law requires access for individuals with disabilities to programs and activities conducted or funded by Federal agencies. Section 508 of this law requires comparable access to information and data delivered through electronic and information technology methods.

Reproduction Historic Objects: Accurate copies of collections objects or period objects fabricated for use in the exhibit. Typically the park does not accession these objects.

Resource Package: A compilation of available, potential, and needed graphics, objects and media elements that may be considered for use in the exhibit. Usually prepared during the Schematic Design phase of exhibit planning and design.

Scene: A major area or section of an exhibition, usually establishing one visual setting, and/or encompassing one major content or informational theme. A Scene consists of a set of individual but related Content Groups, which further break down and organize the content in the Scene.

Schematic Design: The phase of work where several conceptual alternatives for the exhibition are explored and a preferred alternative selected.

Shop Inspection: Government review of completed or in-progress work at the fabricator’s facility. At the final shop inspection, completed work is inspected and approved by the COR prior to shipment to the installation site.

Submittal (planning and design): All documents (i.e., drawings, schedules, facsimiles), electronic files, and other materials that together represent the level of development of work at a given time, and provided by the contractor to the COR for review and approval.

Submittal (fabrication): All samples, drawings, proofs, or other intermediate or final stage material provided to the COR for review and approval. Inspections of work at the contractor’s shop or installation site are by definition also submittals.

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Subtitles for the Deaf and Hard of Hearing: Subtitles for the Deaf and Hard of Hearing are produced technically in the same manner as subtitles used for translation purposes. But they utilize the same techniques as captions in order to effectively communicate the audio content to users who are deaf or hard of hearing, such as identifying speakers, sound effects, and music.

Summative/Remedial Evaluation: Evaluation conducted after final installation, when the entire exhibition can be evaluated and final adjustments can be made.

Sustainability: Generally refers to minimizing maintenance, operations, and life-cycle costs.

The concept has evolved to be defined as design and production practices which balance the needs of the present with those of future generations and include recycling, energy conservation and pollution reduction.

Two-Dimensional Exhibit Graphic (FMSS): The physical exhibit component consisting of a Graphic Layout image, the surface to which it is applied, and any other closely associated panel, backing materials, and hardware. Two-dimensional exhibit graphic components are detailed in the exhibit drawings and inventoried as physical components in FMSS. It is important to distinguish between the Graphic Layout, which is managed as interpretive / informational content, and its associated Two-Dimensional Exhibit Graphic component, which is managed as a physical component.

Universal Design: The design of products and environments to be usable by all people, to the greatest extent possible, without assistance, adaptation or specialized design. See detailed description in the Programmatic Accessibility Guidelines for National Park Service Interpretive Media.

Value Analysis Process: An organized effort directed by a person trained in NPS Value Analysis Techniques to analyze the functions and effectiveness of the Schematic Design alternatives for the purpose of achieving the essential functions at the lowest initial and life cycle costs consistent with the required performance, reliability, quality and safety.

Visualization Materials: Sketches, renderings, presentation boards, booklets, models, computer simulations, or other media that provide a holistic view of the exhibition, that give a sense of how the exhibition will be experienced by the visitor, and that allow project team members to quickly grasp how individual elements work together.

Walkthrough Inspection: A final inspection of the installed exhibits by the COR and park staff.

During a walkthrough inspection, a punch list is generated.

Warranty Period: A time period after completion of an exhibit fabrication contract, usually a period of one year from installation and acceptance by the government, when the contractor’s work is guaranteed against any defects in workmanship.

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Section 2. PROJECT MANAGEMENT

2.1 Introduction

The purpose of the following Project Management tasks is to insure that scheduling, coordination, oversight, and communication is effectively accomplished for all work produced under this contract.

2.2 General Requirements

The contractor shall assign a Project Manager to oversee the contract.

2.3 Specific Requirements for Project Management

The contractor’s Project Manager shall be the primary point of contact between the contractor and the National Park Service (NPS) Contracting Officer and Contracting Officer’s Representative (COR). The Project Manager shall perform the following work:

A. Notify the Contracting Officer of any changes to the contractor’s business operations that affect work under this contract, including but not limited to:

(1) Changes to contractor’s address, telephone, and other contact and business information (e.g., banking account information, email address, etc.).

(2) Proposed changes to key personnel.

(3) Workload or capacity issues affecting the ability of the contractor to accept additional work.

B. Communicate with the Contracting Officer and COR regarding major or broad issues affecting the contract, including but not limited to:

(1) Clarification of work processes that are acceptable or unacceptable to the government under this contract.

(2) Misunderstandings, inconsistencies, or conflicting instructions encountered when working with the project COR.

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2.4 Specific Requirements for Project Management

The contractor’s Project Manager shall be the primary point of contact between the contractor and COR and shall perform the following work:

A. The Contractor's Project Manager shall have full authority to act for the Contractor on all matters relating to the contract. The Project Manager shall maintain contact with the COR as necessary, and shall:

(1) Be available to take or respond to telephone calls or electronic mail messages during normal hours of operation (8:30 am - 5:00 pm local time).

(2) Establish office procedures to ensure that messages are relayed to the Project Manager when out of the office or because of time zone differences.

(3) Respond to emergency messages from the COR on the same day they are received. All non-urgent messages from the COR shall be responded to in no more than two business days.

B. Provide quality control to ensure that all elements of project work meet the requirements of the contract specifications as follows:

(1) Provide routine inspections of ongoing work, including review of all submittals prior to delivery.

(2) Inform the COR of any issues that could affect work quality or schedule.

(3) Ensure that all work is complete and compliant with the specifications prior to submittal to the COR.

C. Track work progress to ensure that the project is completed according to the schedule. Coordinate and confirm the dates for all submittals and meetings with the COR. Provide a monthly status report to the COR that includes the status of the project, issues that are or can affect the schedule and budget, and an updated schedule based on the information at hand.

D. Meet with the Contracting Officer and COR in accordance with Section 4, Travel, Meetings, Presentations, and as specified in the Scope of Work (SOW).

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E. Receive, inspect, and inventory all Government-Furnished materials and ensure that this material is forwarded to the appropriate unit or person within the contractor's organization for use in the project. The Project Manager shall notify the COR within seven days after receipt if Government-Furnished materials are not satisfactory for their intended purpose. The Project Manager shall notify the COR as soon as possible, but no later than three business days, if government-furnished materials are lost or damaged while in the Contractor’s possession.

F. The Project Manager shall coordinate and ensure that all specifications for submittals are in accordance with Section 5, Submittals and Reviews, and as specified in the SOW.

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Section 3. EXHIBIT DEVELOPMENT PROCESSES

3.1 Introduction

The exhibit development processes employed depends upon a project’s structure and contracting strategy. The first contracting strategy uses two contracts – an exhibit planning and design contract, followed by an exhibit fabrication contract. The second strategy uses only one contract – an exhibit design-build contract. Each approach has its own advantages and disadvantages, but the determining factor is often the budget and schedule. If all funds are available and need to be obligated quickly, design-build is more appropriate; one contract is awarded for the total project. In contrast, the two-contract approach may be used when more time is available and/or total project funding is incomplete. In this case, a contract for only the planning and design portion of the project is awarded first. When the remaining project funds become available, the planning and design documents generated by the first contract are used to solicit and award a second contract for the actual fabrication and installation of the exhibits.

Individual exhibit development contracts -- whether planning and design, fabrication, or design-build -- will refer to the portions of the NPS Standard Exhibit Planning, Design, and Fabrication Specifications relevant to the specific contract.

Full work requirements are specified in the various contracts and the technical specifications referenced within them. The three charts that follow provide a synopsis of each exhibit development process and its associated work requirements.

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3.2

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3.3

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3.4

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Section 4. TRAVEL, MEETINGS, AND PRESENTATIONS

4.1 Introduction

National parks are located throughout the United States and its territories. Most exhibit planning and design projects require that the contractor travel to national parks to conduct site visits, present submittals, and participate in review and development work sessions. Based on a particular project’s requirements, the contractor shall travel to other sites as well to research, conduct evaluations, and participate in meetings with subject matter experts, partners, and stakeholders.

4.2 General Requirements

A. Travel

(1) The contractor shall coordinate all travel with the COR.

(2) The contractor’s labor rate is one-half the hourly rate while in travel status to and from a site.

(3) The contractor shall provide all equipment they require while on travel and at the job site (for example, measuring instruments, computers, projectors, ladders, lifts, etc.).

(4) The contractor shall provide for all of their own transportation while on travel.

(5) The contractor shall adhere to government per diem requirements while on travel.

B. Meetings and Presentations

(1) Develop agenda in coordination with COR.

(2) Discuss with COR expectations for work to be presented.

(3) Identify key participants for meeting.

(4) Facilitate meetings, unless otherwise specified by the COR.

(5) Document discussions and outcomes.

(6) Determine along with COR whether documents will be submitted in advance or at the presentation meeting.

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(7) For telephone / video / web-based meetings and presentations, the Contractor shall provide and manage the remote meeting application, provide instructions to all participants for joining, and shall host the meeting.

4.3 Specific Requirements for Design Charettes, Exhibit Planning Workshops, and Public Meetings

A. Plan and facilitate the activity. Communicate with the COR, park and/or client to set the date, time, and meeting locations. Coordinate travel and meeting locations and times. Submit agenda to the COR for review and approval, one business day or as coordinated with the COR, prior to the activity. At a minimum, provide a description of the goals, an agenda, a list of materials to be provided by the contractor for use by the participants, and any special facilities or government-furnished Equipment or materials needed. Ensure that the facility and materials are ready. Record and collect all relevant information, comments, ideas, and products generated.

B. Attend activity planned and facilitated by others. Coordinate travel, times, and locations with the COR. Discuss the contractor’s role, and review the background information provided. Take notes during the activity.

C. Prepare and submit a report using information and materials collected during the activity summarizing the proceedings.

4.4 Specific requirements for Value Analysis

A. Where specified in the SOW for National Park Service value analysis studies, the contractor shall utilize facilitator(s) with Certified Value Specialist (CVS as certified by SAVE International) or approved equal. The facilitator shall demonstrate expertise in conducting value analysis at early design phases. The facilitator shall also demonstrate expertise in utilization of value methods in decision making, e.g., choosing by advantages or other method of evaluating non-monetary benefits; allowing the NPS to make benefit cost decisions and comparisons.

B. The Contractor shall travel to a specified site, or be available through a web conference to participate in a Value Analysis workshop.

C. Provide information regarding the interpretive intent and proposed visitor experience desired.

D. Provide a Class B Production Cost Estimate.

E. Explain and verify estimated budget costs of the media elements.

F. Provide an estimate of life-cycle costs and reliability of elements.

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G. Participate in the discussion regarding alternatives to the proposed interpretive plans.

H. Document the results of the Value Analysis Workshop using the recommendations and revisions contained in the government-furnished report to develop the selected design alternative.

4.5 Specific Requirements for Exhibit Fabrication Meetings

A. Postaward Conference - The minimum agenda for this meeting includes the following:

(1) General project review, including discussion of the following:

(a) Contracting Officer and COR responsibilities;

(b) Specifications and other work requirements;

(c) Special contract requirements;

(d) Correspondence procedures;

(e) Subcontractors;

(f) Delays and extensions;

(g) Contract modifications;

(h) Changes;

(i) Submittals;

(j) Project schedule;

(k) Orientation to the park, including key personnel, location, and special conditions onsite; and

(l) Billing and payment procedures.

(2) Provide government-furnished material to the contractor, including drawings, plan documents, reference and source materials, and other related materials.

(3) Review of exhibit plan and design.

(4) Review of government-furnished reference and source materials.

(5) Inspect and measure artifacts, verifying final dimensions.

B. Progress Meetings and Inspections - The COR will schedule progress meetings to coincide with project work inspections at the contractor's facility. The minimum agenda for the progress meetings includes the following:

(1) Inspection of work in progress and completed work;

(2) Identification of problem areas and discussion of proposed solutions;

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(3) Review of schedule;

(4) Discussion of planned progress during succeeding work period; and

(5) Discussion of work standards and practices to maintain quality.

C. Pre-installation Meeting - The COR will meet with the Project Manager, Installation Team, and others of the contractor's staff, at the contractor's facility, prior to shipping and installation of the exhibits. The minimum agenda for the Pre-Installation Meeting includes the following:

(1) Inspection of the fully setup staged exhibits as specified in Section 27, Shop Fabrication.

(2) Review of existing conditions at the installation site, identifying potential problems and proposed solutions. Discuss safety, work zones, and control of dirt/debris at the site in accordance with Section 28, Installation.

(3) Review of installation schedule, including:

(a) Sequence in which work will be shipped, unloaded, setup, and installed;

(b) Projected work schedule onsite, including working days and hours; and

(c) Schedule for final walkthrough inspection, completion of punch list work and operational training sessions.

(4) Review of preliminary maintenance manual in accordance with Section 29, Operational Training and References

4.6 Travel During Exhibit Fabrication and Installation

The Project Manager shall travel to Harpers Ferry Center, Harpers Ferry, West Virginia, to the park site, or to other locations as specified in the SOW in order to attend meetings and perform other duties required under the contract.

A. Postaward Conference - The Project Manager shall travel to Harpers Ferry Center, Harpers Ferry, West Virginia, to the park site, or to other locations in order to attend the postaward conference. The location will be specified in the SOW.

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B. Site Visits - The Project Manager shall travel to the park to review existing conditions prior to fabrication of the exhibits. The Project Manager shall make additional trips to the site as specified in the SOW in order to review conditions that have changed or to examine artifacts not available to be viewed previously.

At a minimum, the Project Manager shall perform the following:

(1) Assess existing conditions for onsite work. Take detailed measurements of the exhibit space to ensure proper fit of all exhibit elements. The contractor shall assess locations of heating and ventilation ducts, doors, windows, lighting fixtures, wall switches and controls, security system alarms and sensors, changes in floor level, floor finishes, ceiling beams, building structures and finishes, and other elements which impact on proper fit and operation of the exhibits;

(2) Assess existing conditions which impact on the installation of the exhibits, including: unloading areas, doorway clearances, curbs, stairs, elevators, available storage areas, available areas for setup of power tool work stations, offsite facilities for disposal of debris, parking, and local availability of food, gas, hardware, and other supplies and services;

(3) Assess existing electrical and lighting systems for determination of their impact on installation and operation of all exhibit elements;

(4) Inspect and measure artifacts, verifying final dimensions; and

(5) Meet with the general contractor, as specified in the SOW, to exchange contact information for future coordination of work and to review and inspect the ongoing progress of the general contractor’s work as it relates to the exhibits.

C. Installation - The Project Manager shall travel to the park to oversee installation of exhibits at the site by the Installation Team. At the conclusion of the installation, the Project Manager shall participate in the walkthrough inspection of the completed on-site work by the COR in accordance with Section 28, Installation, and onsite training for the park personnel on maintenance of the new exhibits, as specified in Section 29, Operational Training and References.

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Section 5. SUBMITTALS AND REVIEWS

5.1 Introduction

Submittals and reviews are the key communication points between the contractor and the COR which document a project’s overall progress and any remedial actions necessary to produce complete and acceptable deliverables. For the purpose of this contract, a submittal is defined as all samples, documents (i.e., drawings, schedules, facsimiles), electronic files, and other materials that together represent the level of development of work at a given time, and shall be provided by the contractor to the COR for review and approval. At any point in the exhibit planning and design process the COR may require informal submittals of the contractor’s work in progress to document the current status and level of development of the project.

5.2 General Requirements.

A. Coordinate all of the contractor’s submittals and review them for legibility, accuracy, completeness, and compliance with contract requirements.

B. Cross-reference all details that occur multiple times in a single or in multiple documents for consistency and accuracy.

C. Unless otherwise specified elsewhere in this contract or in the SOW, provide three hard copies and one electronic pdf copy of each document.

D. Submittals shall be delivered to a minimum of two locations via overnight delivery service unless otherwise specified in the SOW. All submittals shall be accompanied by a transmittal describing the contents.

E. Submittals shall be delivered seven calendar days prior to scheduled presentations of the material unless otherwise specified in the SOW.

F. The contractor shall receive all review comments from the COR and take appropriate action as stated below:

(1) Approved Submittals – The contractor shall ensure that all changes, revisions, or additions required by review comments are addressed and incorporated into future submittals.

(2) Rejected Submittals - When submittals are rejected, the COR will notify the contractor, in writing, identifying the reasons for rejection. The contractor shall ensure that the submittal is completed and/or revised as required and resubmitted within the time scheduled by the COR. Reasons for rejection include:

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(a) Incomplete Submittals – Approval of the submittal is delayed because required elements are missing. The contractor shall submit all missing elements. When all elements are received and accepted the COR will approve the submittal.

b) Unacceptable Submittals – The submittal is rejected due to poor quality of work or work that does not otherwise meet the established project goals. The contractor shall submit new material.

G. Transmittal Documents - The contractor shall include a transmittal in the form of a printed letter, pdf document, e-mail, or fax cover sheet along with all samples, proofs, prints, reports, digital files, digital images, and multimedia files, sent from the contractor to the COR. This includes all copies sent to the park or other copied recipients. The transmittal shall include the following minimum information:

(1) "From" (contractor's name and contact information);

(2) "To" (recipient's name);

(3) Date submittal was shipped;

(4) Project name and park name;

(5) Itemized list of contents; and

(6) List of copied recipients who received the same submittals.

5.3 Specific Requirements for Accessibility

When specified in the SOW, the contractor shall provide copies of submittals in an accessible format for review by individuals with visual impairments. This may include, but is not limited to, pdf documents formatted for screen readers.

5.4 Specific Requirements for Closeout Package.

At the conclusion of work, the contractor shall return all government-furnished property and all other outstanding materials as specified in the SOW. All material generated by the contractor in the process of completing the contract is the property of the government.

Minimum content of a Closeout Package for each contract type shall include, but not be limited to, the following:

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A. Exhibit Planning and Design Closeout Package: All government-furnished property and other materials as specified in accordance with the SOW.

B. Exhibit Fabrication Closeout Package: In accordance with Section 30, Closeout.

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Section 6. PRODUCTION COST ALLOWANCES / ESTIMATES

6.1 Introduction

SOWs will specify a target production cost or “design-to” figure for the project.

Production Cost Allowances are used early in the design process before specific details have been determined. They are based on industry standards and a reasonable allocation of project funding, for example per square foot of space or per exhibit area.

Later in the exhibit development process Production Cost Estimates are prepared from detailed design specifications for individual project elements.

Since budget formulations vary by project, the contractor shall consult with the COR if there are any questions about what is included in the design-to figure. Generally, it shall include all costs for fabricating, transporting, and installing exhibit structures and graphic elements.

Depending on the project, allowances / estimates may also include media development costs such as image acquisition, original artwork, audiovisual, and multimedia programs, and non-interpretive elements such as an information desk and sales area fixtures.

Exhibit-related modifications to the space shall be included in the design-to figure when such work shall be performed under the exhibit fabrication contract. Some costs may be split, for example, the cost of exhibit lighting fixtures may be part of the exhibit budget, while new electrical wiring required for the lighting is excluded.

The contractor shall submit increasingly detailed production cost allowances / estimates as planning and design work proceeds. The purpose is to insure that the project, as designed, can be built within the available budget. Estimates shall be determined by the contractor’s professional experience and / or by researching the cost of similar recent projects.

Exhibit production cost allowances / estimates are designated as Class A, B, and C based on level of detail. Class B and C contain less detail and are more typically “allowances,” while Class A is an accurate estimate based on detailed design specifications. They are described in 6.3 through 6.5 of this Section.

The contractor shall also provide life-cycle cost estimates. The purpose of these estimates is to identify ongoing costs associated with operating and maintaining the exhibit.

6.2 General Requirements

A. All levels of production cost estimating shall adhere to the following criteria:

(1) The contractor shall provide the most accurate pricing information available for the current stage of project development.

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(2) The Production Cost Allowances/Estimates shall be equal to or less than the design-to cost and shall be a realistic representation of the cost for producing the exhibit as designed. Estimates shall not be arbitrarily priced to match the target budget.

All design changes that increase the Production Cost Estimate above the target production budget, whether initiated by the contractor or requested by the government, shall be documented by the contractor and appended to the Production Cost Estimate as alternate / additional items.

(3) Production Cost Estimates shall be itemized by category and prepared in a computer file that can be translated or opened by the most current versions of Microsoft Word or Microsoft Excel.

(4) All cost data related to the project shall be considered proprietary information that shall not be shared outside of the government. Federal regulations preclude outside firms from bidding on production of the project if they have received project-specific details in advance of other potential bidders.

6.3 Specific Requirements for Class C Production Cost Allowances

A. Unless specified otherwise in the SOW, the contractor shall provide a Class C Production Cost Allowance in the Pre-Design phase, that shall include the following information:

(1) The total area (including circulation space) in square feet of the exhibition space.

(2) The total exhibition cost and the cost of the exhibition per square foot.

Where exhibit zones have been identified and the basic characteristics of the elements within those zones are known, a separate per square foot cost shall be specified for each zone. Examples of zones include, but are not limited to lobby, information / orientation space, sales area, and primary exhibition space.

(3) In instances where one or more high-cost exhibit elements have already been identified, they shall be priced as a separate line item. Examples include, but are not limited to, a complex exhibit case required to house a valuable and sensitive artifact, a large scale diorama, an original artwork mural, a topographic map with light program, and extensive use of audiovisual or interactive programs.

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6.4 Specific Requirements for Class B Production Cost Allowances / Estimates

A. Unless specified otherwise in the SOW, the contractor shall provide a Class B Production Cost Allowance / Estimate in the Schematic I phase. An updated Class B Production Cost Allowance / Estimate shall be provided in the Schematic II, Design Development I, and Design Development II phases. Class B Production Cost Allowance / Estimate are typically used in the Value Analysis process and shall include the following information:

(1) Class B Production Cost Allowance / Estimate prepared in the Schematic I phase shall include, at a minimum, the estimated overall cost for each exhibit area identified in the exhibition plan. In instances where individual exhibits or exhibit elements have already been identified, they shall be individually itemized.

(2) Class B Production Cost Allowance / Estimate prepared in the Schematic II, Design Development I, and Design Development II phases shall be further itemized at a level of detail consistent with the current level of the exhibition’s development as follows:

(a) A short description of proposed exhibits and major exhibit elements within each exhibit area.

(b) The cost associated with each proposed exhibit and / or exhibit element.

(3) Class B Production Cost Allowance / Estimate shall include allowances for contingency, shipping, and installation as separate line items.

6.5 Specific Requirements for Class A Production Cost Estimates

A. Unless specified otherwise in the SOW, the contractor shall provide a Class A Production Cost Estimate in the Production Documents phase. Class A Production Cost Estimates shall be prepared based on the detailed specifications for all exhibit elements found in the Production Documents and shall include the…