RFP.pdf

June 8, 2017

Request for Proposal Number P17PS01465 Design/Build of Exhibits for Sunset Crater Volcano National Monument in Flagstaff, Arizona

The National Park Service, Harpers Ferry Center, is soliciting proposals for Design/Build of Exhibits for Sunset Crater Volcano National Monument in Flagstaff, Arizona. For planning purposes, anticipated award date is on or before September 18, 2017.

Inquiries and all correspondence concerning this solicitation document should be submitted via e-mail to sheila_spring@nps.gov. All questions shall be received by 10:00 am EST on June 19, 2017. Questions received after this cut-off date and time will not be entertained. Oral communication/telephone communication is unacceptable. All questions submitted shall reference specific parts of the solicitation including page numbers.

It is our policy in the solicitation and negotiations of contracts of this type to secure the best qualified offeror to perform the work. We intend to review all proposals received in the most objective manner possible, employing the Technical Evaluation Criteria identified in Section M.

Evaluation shall be conducted in accordance with the methodology described on Pages M-4. Please follow the guidelines in Section L for the preparation of both your technical and business management/cost proposals.

The National Park Service considers an offeror's past performance to be an important consideration in the evaluation of proposals for this contract award. Therefore, your proposal submission must include information relating to your firm's past performance on similar contracts.

The National Park Service shall collect evaluations from the clients or customers listed in your proposal during the evaluation phase of this procurement. A suggested letter to send to your clients or customers informing them of this is enclosed. Use of this letter shall help us to speed up the evaluation and award process. Now, more than ever, in the face of increasingly limited resources, the National Park Service intends to make use of past performance information in deciding which offerors are most capable of delivering the greatest value to the American public.

As proposals become more equal in their technical merit, the evaluated cost or price becomes more important. As the technical merit and the evaluated cost or price become essentially equal, other factors may become the determining factor.

Offerors shall submit an original and one copy of all Volumes of the proposal.

Proposals must be received on or before 10 :00 a .m. EST on July 11, 2017. The proposal shall be labelled as follows: "Request for Proposal Number P17PS01465, Design/Build of Exhibits for Sunset Crater Volcano National Monument in Flagstaff, Arizona.”

Proposals shall be mailed to: National Park Service, Harpers Ferry Center, Office of Acquisition Management, Attention: Sheila Spring, Contracting Officer, P.O. Box 50, Harpers Ferry, West Virginia 25425-0050; or

Handcarried and/or delivered via courier to: National Park Service, Harpers Ferry Center, Office of Acquisition Management, Attention: Sheila Spring, Contracting Officer, 67 Mather Place, Harpers Ferry, West Virginia 25425.

Proposals submitted via email or facsimile will not be accepted.

Offerors who contact anyone regarding this project, other than personnel within the Office of Acquisition Management, Harpers Ferry Center, including but not limited to, the park or conservator, will automatically be excluded from competition.

General and administrative questions concerning this request for proposal should be referred to Sheila Spring, Contracting Officer, whose telephone number is (304) 535-6239. All technical questions should be detailed and submitted either by fax or e-mail to the following: fax number

(304) 535-6130 or e-mail address to sheila_spring@nps.gov. (Collect calls will not be accepted.)

Sincerely, Sheila Spring Contracting Officer

Enclosure:

Sample Client or Customer Authorization Letter

Sample Client or Customer Authorization Letter

Dear “Client or Customer”:

We are currently responding to a National Park Service Request for Design/Build of Exhibits for Sunset Crater Volcano National Monument in Flagstaff, Arizona. They are placing an increased emphasis in their procurements on past performance as a source selection factor. They are requiring that clients or customers of entities responding to their solicitations be identified and their participation in the evaluation process be requested. In the event you are contacted for information on work we have performed, you are hereby authorized to respond to those inquiries.

Our proposal is due to the National Park Service on June 30, 2016, so they will most likely be contacting you during July/August. They will need a prompt response in order to evaluate and award a contract for this work by their anticipated award date of September 18, 2017.

We have identified Mr./Ms. of your organization as the point of contact based on their knowledge concerning our work. Mr./Ms.__________ has been identified as an alternate. Your cooperation is appreciated. Any questions may be directed to .

Sincerely, INFORMATION TO OFFERORS OR QUOTERS

(Section A – Cover Sheet)

SOLICITATION NUMBER: P17PS01465

SEALED BID (IFB) X NEGOTIATED (RFP)

ISSUING OFFICE

National Park Service, Harpers Ferry Center Office of Acquisition Management P.O. Box 50, 67 Mather Place Harpers Ferry, West Virginia 25425-0050

DESCRIPTION OF PURCHASE

Design/Build of Exhibits for

Sunset Crater Volcano National Monument in Flagstaff, Arizona

THIS PROCUREMENT IS:

UNRESTRICTED X SET-ASIDE FOR SMALL BUSINESS

NOTE THE AFFIRMATIVE ACTION REQUIREMENT OF THE EQUAL OPPORTUNITY CLAUSE WHICH

MAY APPLY TO THE CONTRACT RESULTING FROM THIS SOLICITATION.

See the Paragraph of this solicitation entitled “Instructions to Offerors – Competitive Acquisitions” in Section L.

The envelope used in submitting your reply must be plainly marked with the Solicitation Number, as shown above and the date and local Time set forth for bid opening or receipt of proposals in the solicitation document.

If NO RESPONSE is to be submitted, detach the next page from the solicitation, complete the information requested, fold, affix postage, and Mail. NO ENVELOPE IS NECESSARY.

Replies must set forth full, accurate, and complete information as required by this solicitation (including attachments). The penalty for making false statements is prescribed in 18 U.S.C. 1001

ADDITIONAL INFORMATION:

The government anticipates award of one Best Value firm-fixed price Contract on or before August 15, 2016.

ISSUE DATE: June 8, 2017 CLOSING DATE: July 11, 2017

ACCEPTANCE PERIOD

Because of the time required by the Government to evaluate proposals adequately, offerors are requested to specify an acceptance period of not less than 120 days.

FOR INFORMATION ON THIS PROCUREMENT WRITE OR CALL:

Office of Acquisition Management P.O. Box 50, 67 Mather Place

Telephone: (304) 535-6239 Fax: (304) 535-6130 Email: sheila_spring@nps.gov

NO

COLLECT

CALLS

NO RESPONSE FOR REASONS CHECKED

CANNOT COMPLY WITH SPECIFICATIONS

CANNOT MEET DELIVERY REQUREMENT

UNABLE TO IDENTIFY THE ITEM(S)

DO NOT REGULARLY MANUFACTURE OR SELL

THE TYPE OF ITEM(S) INVOLVED

OTHER (Specify)

WE DO

WE DO NOT, DESIRE TO BE RETAINED ON THE MAILING LIST FOR FUTURE PROCUREMENTS OF THE

TYPE OF ITEM(S) INVOLVED

NAME AND ADDRESS

SIGNATURE

TYPE OR PRINT NAME AND TITLE OF SIGNER

FROM: AFFIX

STAMP

HERE

To: National Park Service Harpers Ferry Center Office of Acquisition Management Attention: Sheila Spring

SOLICITATION NUMBER: P17PS01465 DATE AND LOCAL TIME: July 11, 2017 AT 10:00 A.M. EST (Local Prevailing Time)

AWARD/CONTRACT 1. THIS CONTRACT IS A RATED ORDER UNDER

DPAS (15 CFR 350)

RATING PAGE OF PAGES

1 1

2. CONTRACT (Proc. Inst. Ident.) NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQUEST/PROJECT NO.

5. ISSUED BY CODE PHF 6. ADMINISTERED BY (If other than Item 5) CODE

Office of Acquisition Management

7. NAME AND ADDRESS OF CONTRACTOR (NUMBER, STREET, CITY, COUNTY,

STATE AND ZIP CODE)

8. DELIVERY

FOB ORIGIN X OTHER (See below)

9. DISCOUNT FOR PROMPT PAYMENT

PP30

10. SUBMIT INVOICES

TO THE ADDRESS SHOWN IN:

ITEM

CODE FACILITY CODE

11. SHIP TO/MARK FOR CODE 12. PAYMENT WILL BE MADE BY CODE IPP INV

Invoice Processing Platform System

US Department of Treasury http://www.ipp.gov

13. AUTHORITY FOR USING OTHER THAN FULL AND OPEN

COMPETITION:

10 U.S.C. 2304(c)( ) 41 U.S.C. 253 (c)( )

14. ACCOUNTING AND APPROPRIATION DATA

15A. ITEM NO. 15B. SUPPLIES/SERVICES 15C.

QUANTITY

15D. UNIT 15E. UNIT PRICE 15F. AMOUNT

Design/Build of Exhibits for Sunset Crater Volcano National Monument in Flagstaff, Arizona

Firm-fixed price of

15G. TOTAL AMOUNT OF CONTRACT $

16. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE (S) (X) SEC. DESCRIPTION PAGE (S)

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM A-1 X I CONTRACT CLAUSES I-1/4

X B SUPPLIES OR SERVICES AND PRICES/COSTS B-1/2 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT C-1/31 X J LIST OF ATTACHMENTS J-1/2

X D PACKAGING AND MARKING D-1/3 PART IV – REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE E-1

K

REPRESENTATIONS, CERTIFICATIONS

AND OTHER STATEMENTS OF

OFFERORS

X F DELIVERIES OR PERFORMANCE F-1

X G CONTRACT ADMINISTRATION DATA G-1/11 L INSTRS., CONDS., AND NOTICES TO

OFFERORS

X H SPECIAL CONTRACT REQUIREMENTS H-1/2 M EVALUATION FACTORS FOR AWARD

CONTRACTING OFFICER WILL COMPLETE ITEM 17 OR 18 AS APPLICABLE

17. CONTRACTOR’S NEGOTIATED AGREEMENT

(Contractor is required to sign this document and return 1 copies to the issuing office.)

Contractor agrees to furnish and deliver all items or perform all the services set forth or otherwise identified above and on any continuation sheets for the consideration stated herein. The rights and obligations of the parties to this contract shall be subject to and governed by the following documents: (a) this award/contract, (b) the solicitation, if any, and (c) such provisions, representations, certifications, and specifications, as are attached or incorporated by reference herein. (Attachments are listed herein.)

18. AWARD (Contractor is not required to sign this document.) Your X offer on Solicitation Number P17PS01465 , including the additions or changes made by you which additions or changes are set forth in full above, is hereby accepted as to the items listed above and on any continuation sheets. This award consummates the contract which consists of the following documents:

(a) the Government’s solicitation and your offer, and (b) this award/contract.

No further contractual document is necessary.

19A. NAME AND TITLE OF SIGNER (Type or print) 20A. NAME OF CONTRACTING OFFICER

Sheila Spring

19B. NAME OF CONTRACTOR

BY

(Signature of person authorized to sign)

19C. DATE SIGNED 20B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

20C. DATE SIGNED

NSN 7540-01-152-8069 26-107 STANDARD FORM 26

PREVIOUS EDITION UNUSABLE Prescribed by GSA U.S. Government Printing Office: 1991 – 281-782/40022 FAR (48 CFR) 53.214(a)

A-1

B-1

SECTION B

SUPPLIES OR SERVICES AND PRICE/COSTS

The contractor shall provide all services including labor, materials, equipment, facilities, and travel (except as otherwise specified in this contract) necessary to provide exhibit planning, design, fabrication, transportation, and installation for new interpretive exhibits for Sunset Crater Volcano National Monument in Flagstaff, Arizona, as follows:

I. PRE-DESIGN 1 JOB $ ________

Total Hours ______________________ Total Labor $ ____________________ Total Travel $ ____________________ Total Materials $ ____________________ Total Shipping $ ____________________

II. SCHEMATIC DESIGN I 1 JOB $ ________

Total Hours ____________ _________ Total Labor $ _____________ ______ Total Travel $ ____________________ Total Materials $ ____________________ Total Shipping $ ____________________

III. SCHEMATIC DESIGN II 1 JOB $ ________

Total Hours ______________________ Total Labor $ ____________________ Total Materials $ ____________________ Total Shipping $ ____________________

IV. DESIGN DEVELOPMENT I 1 JOB $ ________

Total Hours _____________________ Total Labor $____________________ Total Travel $_______________ ____ Total Materials $___________________ Total Shipping $___________________

V. DESIGN DEVELOPMENT II 1 JOB $ _________

Total Hours _____________________ Total Labor $ ___________________ Total Materials $ ___________________ Total Shipping $ ___________________

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VI. CONTENT SPECIALTIES 1 JOB $ __________

Total Hours ____________________ Total Labor $ __________________ Total Materials $ __________________ Total Shipping $ __________________

VII. PRE-PRODUCTION 1 JOB $ _________

Total Hours ____________________ Total Labor $ __________________ Total Materials $ __________________ Total Shipping $ __________________

VIII. PRODUCTION 1 JOB $ _________

Total Hours ____________________ Total Labor $ ___________________ Total Materials $ ___________________ Total Shipping $ ___________________

IX. INSTALLATION 1 JOB $ _________

Total Hours _____________________ Total Labor $ ____________________ Total Travel $ ____________________ Total Materials $ ____________________ Total Shipping $ ____________________

X. CLOSEOUT 1 JOB $ _________

Total Hours ______________________ Total Labor $ ____________________ Total Materials $ ____________________ Total Shipping $ ____________________

TOTAL 1 JOB $ ________

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SECTION C

DESCRIPTION/SPECIFICATIONS/AND WORK STATEMENT

SUNSET CRATER VOLCANO NATIONAL MONUMENT

EXHIBIT DESIGN-BUILD

I. BACKGROUND

Sunset Crater Volcano National Monument is approximately 20 miles northeast of downtown Flagstaff in northern Arizona. Designated a National Monument in 1930, Sunset Crater is situated east of the tallest peak in Arizona among hundreds of volcanic features. The monument protects 3,040 acres representing the Colorado Plateau’s most recent volcanic eruption. It is the youngest, least-eroded cinder cone in the San Francisco Volcanic Field and represents the only series of eruptions in the American Southwest indisputably witnessed by local peoples. The powerful geologic forces that formed the volcano profoundly affected the way of life of local inhabitants and forever changed both the landscape and ecology of the area. What remains are unique archaeological and ethnographic records as well as small islands of unique wildlife habitat amongst the lava flows and cinder deposits. The area and its features are significant to American Indian tribes.

The administrative complex at Sunset Crater Volcano National Monument (SUCR) includes a number of now historic Mission 66 buildings and other structures and is eligible for the National Register of Historic Places as a district. The Visitor Center, designed by well-known National Park Service architect Cecil Doty, is the most prominent of the Mission 66 buildings. The monument is managed as part of a larger administrative entity that includes nearby Walnut Canyon National Monument and Wupatki National Monument. The parks, known collectively as Flagstaff Area National Monuments, are jointly managed and share a common regional history and broad interpretive themes.

The monument is open year round and receives approximately 230,000 visitors annually.

The visitor center currently includes a staffed information desk, a sales area, and exhibits.

II. PURPOSE

The purpose of this contract is to provide all design-build services for exhibit planning, design, production, and installation of exhibits at the Sunset Crater Volcano National Monument in Flagstaff, Arizona.

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III. SCOPE OF WORK

The contractor shall provide all services including labor, materials, equipment, facilities, and travel (except as otherwise specified in this contract) necessary to provide exhibit planning, design, fabrication, transportation, and installation for new museum exhibits at Sunset Crater Volcano National Monument (SUCR).

Planning, design, fabrication, and installation services shall be provided for:

● Indoor signage, orientation, and interpretive exhibits

● Audiovisual exhibit equipment and programs

● Information desk and sales counter

● Visitor Center exhibit and house lighting

The contractor shall plan, design, and fabricate 960 square feet of interpretive space, which includes the information desk and sales area. The exhibits shall consist of graphic panels, reader rails, mechanical interactives, limited audiovisual equipment and programs, and durable scenic and tactile elements.

The work shall include coordination via the Contracting Officer’s Representative (COR) with the park staff. Work shall also include all comprehensive research necessary for the new exhibits.

In accordance with Attachment B, SUCR Foundation Document, and Attachment P, SUCR Interpretive Plan, the exhibits shall address the following interpretive themes:

Geologic Processes and Volcanic Features.

Approximately 900 years old, Sunset Crater Volcano is the most recent eruption in an ongoing process of change. This naturally evolving landscape helps us to understand the forces and processes that continually affect lives, shape the planet, and form patterns of life on earth today.

Human Response to the Eruption.

After the eruption of Sunset Crater Volcano, people who were displaced or otherwise affected by the devastating natural disaster had to find new ways to rebuild their homes, adapt their way of life, and restore their communities.

Cultural Traditions.

The landscape in and around Sunset Crater Volcano is part of an interconnected sacred landscape associated with history, migrations, cultural identity, and continuing traditional practices for many modern tribes.

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Ecosystem Processes.

The environment of Sunset Crater Volcano supports a surprisingly diverse yet fragile biotic community and offers unparalleled opportunities to study soil formation, plant adaptation, and ecological change in an arid volcanic landscape.

Natural Landscape and Scenery.

Sunset Crater Volcano offers opportunities for inspiration and enjoyment through spectacular views of striking volcanic formations, dramatic cinder dunes, and chaotic lava flows.

Climate Change.

Climate change is evolving and will continue to impact not only the natural and cultural resources of the Flagstaff Area National Monuments but the world as a whole. Reducing the carbon footprint of the Flagstaff Area National Monuments, providing awareness of climate change through education, maintaining ongoing research and monitoring of these changes, and initiating climate change adaptation are ways the monuments are dedicated to understanding, documenting, and responding to climate change.

A. REQUIREMENTS FOR THE COMPLETED PROJECT

1) Project Specifics

a. Complexity. The project shall include new interior visitor center exhibits, comprised of both low- and moderately-complex exhibits, defined as follows:

i. Low-complexity exhibits: Shall consist primarily of two-dimensional

(2D) graphic elements and basic display furniture. Exhibit structures shall consist of woods and plastics, and/or other readily available materials and shall require simple planning, design, and fabrication solutions. As compared to other areas of the exhibit, low-complexity exhibits shall have a lesser impact on budget.

ii. Moderate-complexity exhibits: Shall include 2D graphic elements, three-dimensional (3D) interpretive and tactile elements, audio visual programs, artifact cases, and/or theatrical lighting. Exhibit structures shall consist of woods and plastics, as well as some higher quality materials and shall require advanced planning, design, and fabrication solutions.

b. Information Desk. The project shall include a new information desk.

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c. Sales Area. The project shall include planning and design for the location and layout of the sales area, but shall not include fabrication of sales area fixtures.

d. Lighting. The project shall include planning, design, production, and installation of lighting in the exhibit, desk, and sales areas of the visitor center.

e. Audiovisual. The exhibits shall incorporate a space for the existing park film, but shall otherwise include minimal audiovisual (AV) elements. The park is not staffed to maintain AV, and internet service is unreliable;

therefore the contractor shall propose a variety of solutions for interactivity that can be maintained by the government.

2) Design Criteria

a. Accessibility. Exhibits shall be fully accessible and designed to incorporate the principles of Universal Design as defined in Attachment E:

Programmatic Accessibility Guidelines for National Park Service Interpretive Media, and shall communicate to the broadest range of visitors, including visitors with and without disabilities.

b. Specifications. Exhibits shall be designed in accordance with Attachment

A: SUCR Design/Build Specifications.

c. Sustainability. Exhibits shall be developed using sustainable materials and equipment. The cost of equipment operation, shipping, and materials shall be considered from an energy-use and reliability standpoint. In addition, the carbon emissions for creation and transportation of materials shall also be considered to reduce the overall climate impact of fabrication and installation. Priority consideration shall be given to materials with recycled content, renewable materials, Forest Stewardship Council (FSC) certified wood products, local materials, low- or no-Volatile Organic Compound (VOC) materials, or those with lower carbon footprint.

d. Historic structures. Exhibits shall be planned and designed in accordance with State Historic Preservation Office guidelines and shall comply with the requirements set in Attachment O: SUCR Visitor Center Complex Historic Structure Report and Preservation Guide.

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B. PRODUCTION BUDGET

The contractor shall design to a production budget not to exceed $295,000. The production budget shall include all costs associated with the following work:

1) Pre-Production, Production, Installation, Closeout, and Warranty phases of work for all exhibit elements designed under this contract except the fabrication of sales area fixtures.

2) Acquisition of all pre-existing images or other material acquisitions required for the exhibit, including use-rights in perpetuity.

3) Production of original artwork, including illustrations and maps, along with the associated use-rights in perpetuity, and in accordance with the Rights in Data – Special Works clause, FAR 52.227-17.

4) Production or acquisition of all custom elements including tactile object reproductions, sculpted or cast figures, artifact mounts, display structures, topographic maps, signage, electronic elements, and mechanical and electromechanical devices.

5) Production or acquisition of all audiovisual and multimedia programs and equipment including exhibit AV, electronic media, and audio description tour and equipment.

6) Production or acquisition of visitor center lighting for exhibits, sales area, and visitor information desk.

7) Production or acquisition of accessible seating.

8) Production of visitor information desk.

The Production Budget does not include costs associated with the following work:

1) Pre-Design, Schematic Design, and Design Development phases of work.

2) General building work, such as electrical, carpet, window treatments, and paint, or any architectural changes to the building.

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C. PROJECT MANAGEMENT

In accordance with Attachment A: SUCR Design/Build Specifications, the contractor shall assign a Project Manager to oversee this contract and ensure that scheduling, coordination, oversight, and communication is accomplished for all work produced and installed under this contract.

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

1) Business Operations. Notify the Contracting Officer and COR of any changes to the contractor’s business operations that affect work under this contract, including but not limited to:

a. Changes to contractor’s address, telephone, and other contact information;

b. Proposed changes to key personnel; and

c. Workload or capacity issues affecting this project.

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

a. Clarification of work processes that are acceptable or unacceptable to the government under this contract;

b. Informing Contracting Officer and COR of misunderstandings, inconsistencies, or conflicting instructions encountered when working with the COR.

3) Authority. The Project Manager shall have full authority to act for the contractor on all matters relating to this contract. The Project Manager shall maintain contact with the COR as necessary, and shall:

a. Be available to take or respond to telephone calls or electronic mail messages during normal hours of operation.

b. Establish office procedures to ensure that messages are properly relayed when the Project Manager is not directly available.

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c. 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 within two working days.

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

a. Provide routine inspections of ongoing work.

b. Ensure that all modifications are implemented.

c. Ensure accuracy of content through research and internal staff reviews as well as the park staff and COR as required.

d. Ensure that all deliverables of more than two pages have page numbers.

e. Ensure that all deliverables effectively and easily communicate the exhibit intent to reviewers. The contractor’s planning and design team shall use their communication skills to develop the deliverables. Combine and consolidate information to minimize reviewers having to look through numerous submittal components to understand the exhibit.

f. Inform the COR of any issues that could affect work quality or schedule.

g. Ensure that all work not acceptable or compliant with the specifications is corrected prior to review by the COR.

h. Oversee quality of all work during installation.

5) Schedule. Track work progress to ensure that the project is completed according to the schedule. Coordinate and confirm the dates for all submittals, meetings, shipments, deliveries, and installation with the COR. For any deliverable associated with a presentation, ensure that the deliverable is delivered at least seven calendar days prior to scheduled presentations of the material.

6) Travel. Travel as required in this contract, and attend meetings with the

Contracting Officer, COR, park staff, and other project stakeholders.

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7) Meetings. Attend bi-weekly virtual meetings or conference calls with the

COR, park staff, and others.

The project manager shall schedule, prepare the agenda, facilitate, and document decisions for bi-weekly virtual meetings or conference calls with the contractor’s team, government personnel, and stakeholders when appropriate. The National Park Service shall provide the call-in conference number for these conference calls.

8) Government-furnished Materials. Receive, inspect, and inventory all government-furnished materials and ensure that this material is forwarded to the appropriate unit or person within the organization for use in the project.

The Project Manager shall notify the COR immediately if government-furnished materials are unsatisfactory for their intended purpose, not received in time to meet critical milestones, or damaged while in the contractor’s possession.

9) Coordination. Coordinate and ensure that all work is in accordance with the specifications referenced by this contract.

Coordinate with the COR to confirm conditions for the areas into which exhibits shall be installed.

10) Inspection. Inspect completed exhibits, including the work of subcontractors, prior to final inspection by the COR and shipment to the site. Ensure that all elements of the project are complete and ready for the final inspection. The Project Manager shall notify the COR prior to the inspection if any elements shall not be ready for final inspection as scheduled.

11) Installation. Ensure that all exhibits are delivered and installed as scheduled.

In the event that the COR reports problems during or after shipment, delivery, and/or installation, the Project Manager shall:

a. Determine the nature of the reported problem, damage, or production error and provide a proposal for resolution to the COR for review and approval;

and

b. Ensure that approved corrections or repairs are made in a satisfactory manner within the time scheduled by the COR.

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12) Project Closeout. Compile, prepare, and forward a closeout package to the

COR in accordance with Attachment A: SUCR Design/Build Specifications, Section 30, Closeout; Attachment F: National Park Service Standard Specifications for Audiovisual Production and Multimedia Planning, Design, and Production Services with Installation; and Attachment G: National Park Service Standard Specifications for Design-Build Audiovisual Presentation Systems.

D. PHASES OF WORK

Phases of work required for this project shall be as specified in Attachment A:

SUCR Design/Build Specifications Section 3 Exhibit Development Processes.

The contractor shall perform all work as described below:

1) Pre-Design and Post-Award:

In Pre-Design, the contractor shall gain a clear understanding of the project’s history, the park’s resources, and the roles of other project team members and stakeholders. Work in this phase focuses on preparing a solid foundation for all work that follows, insuring that the project is logically structured, and it’s goals are understood and attainable within the budget, schedule, and other specified parameters.

a. Post-award conference call and site visit:

The Project Manager shall attend a post-award conference call with the contracting officer and the COR to review the contract. The conference call shall be no longer than one hour. During this conference call, the date of the post-award site visit shall be determined.

The contractor shall travel to Sunset Crater Volcano National Monument, to conduct the post-award site visit and exhibit planning workshop as specified in Attachment A: SUCR Design/Build Specifications, Section 4, Travel, Meetings, and Presentations. The meeting shall be two eight-hour working days. The Project Manager and Designer shall attend.

During this meeting, the contractor shall:

● Review all government-furnished materials for the exhibit project;

● Orient to the park experience;

● Identify and document media and object resources at the park;

● Identify and acquire resources to evaluate the architectural space into which the exhibit shall be installed;

● Lead a discussion about the interpretive content and themes of the

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b. Project Brief:

Following the post-award conference, the contractor shall develop a project brief, and submit to the COR via email and as a PDF document. The project brief shall include the following:

● Overview of project and notes from post-award conference;

● Analysis of project goals;

● Class C cost estimate and analysis of the production budget, including life cycle costs, in accordance with Attachment A: SUCR Design/Build Specifications - Section 6 Production Cost Allowances/Estimates;

● Project schedule.

2) Schematic Design:

Work in this phase is organized into two sub-phases: Schematic I and Schematic II. Schematic I includes development of three alternative schemes for organizing both the interpretive content and physical layout of the exhibits. Schematic II includes development of a preferred alternative. Major stories, exhibit elements, and presentation techniques shall be illustrated and described.

a. Schematic Design I:

i. Conduct content research

(a) Survey repositories of resources related to the exhibit’s interpretive themes and goals.

(b) Develop Resource Package Level I as specified in Attachment A:

SUCR Exhibit Planning and Design Specifications, Section 10, Resource Packages.

ii. Develop Schematic Design I documents

The contractor shall provide the Resource Package Level I and all Schematic Design I documents to the COR for review and approval as three paper copies via mail and one electronic PDF file via email.

The contractor shall develop three design alternatives including:

(a) Bubble diagrams representing content areas as specified in Attachment

A: SUCR Design/Build Specifications, Section 13, Exhibit Drawings.

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(b) Written descriptions of the major elements of each of three alternatives, including how each design alternative accomplishes the established project goals.

(c) Written accessibility narrative for each of three alternatives, including how each alternative meets or exceeds accessibility requirements.

(d) Preliminary sketches of the design.

(e) Sketches of the recommended floor plan revisions for the visitor use areas within the visitor center, including different locations for the information desk, exhibits, and sales area for each scheme. Schematic design recommendations shall comply with the requirements provided at the post-award and planning meeting and those set in Attachment O:

SUCR Visitor Center Complex Historic Structure Report and Preservation Guide.

(f) Class B Production Estimate and life-cycle cost estimates for each alternative as specified in Attachment A: SUCR Design/Build Specifications, Section 6, Production Cost Allowances/Estimates.

iii. Present Schematic Design I plan as specified in Attachment A: SUCR

Exhibit Design/Build Specifications, Section 4, Travel, Meetings, and Presentations.

The meeting shall be two eight-hour working days at Sunset Crater Volcano National Monument in Flagstaff, Arizona. The Project Manager and Designer shall attend.

b. Schematic Design II:

i. Response to Schematic Design I

The contractor shall prepare and submit a written response to review comments on Schematic Design I. The contractor shall submit the response to the COR via email as an electronic Microsoft Word or Excel document.

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ii. Develop Schematic Design II documents

The contractor shall provide all Schematic Design II documents to the COR for review and approval as three paper copies via mail and one electronic PDF file via email.

Schematic Design II shall be a further development of the selected preferred alternative from Schematic I, and shall include:

(a) Written exhibit walkthrough.

(b) Overall design approach including:

● Media style and appearance.

● Universal design/accessibility approach as specified in Attachment

A: SUCR Design/Build Specifications, Section 8, Accessibility, and Attachment E: Programmatic Accessibility Guidelines for National Park Service Interpretive Media. The accessibility narrative shall describe the proposed methods through which each scene conveys its major interpretive themes to visitors with physical, sensory, and cognitive disabilities.

(c) Floor plan with orientation area, sales area, individual exhibit areas, and major elements identified, along with sample elevations as specified in Attachment A: SUCR Design/Build Specifications, Section 13, Exhibit Design Drawings. The floor plan shall indicate potential areas of attachment to floor, walls, ceiling or other historic building elements.

(d) Exhibit visualizations in the form of 3D computer renderings and in accordance with Attachment A: SUCR Design/Build Specifications, Section 9, Exhibit Visualization.

(e) Resource Package Level II, with its content integrated into exhibit walkthrough description as specified in Attachment A: SUCR Design/Build Specifications, Section 10, Resource Packages.

(f) Class B Production Estimate and life-cycle cost estimates for preferred alternative as specified in Attachment A: SUCR Design/Build Specifications, Section 6, Production Cost Allowances/Estimates.

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iii. Present Schematic Design II Plan as specified in Attachment A: SUCR Design/Build Specifications, Section 4, Travel, Meetings, and Presentations.

The presentation and meeting shall be conducted via Cisco Web-Ex that shall include audio, video, real-time, and screen-sharing capabilities. The contractor shall facilitate and conduct a two-hour meeting and discussion of the Schematic II plan. The Project Manager and Designer shall attend.

3) Design Development:

Work in this phase is organized into three sub-phases: Design Development I, Design Development I-Comprehensive, and Design Development II. Design Development I builds on the plan approved in the Schematic Design phase. Its emphasis is on confirming all major details of the design, and also includes continued content planning. Design Development I Comprehensive further develops design details and content planning. Design Development II focuses heavily on developing all interpretive content in detail, with continued design refinement to ensure effective presentation of the content within the exhibit.

a. Design Development I

i. Response to Schematic Design II

The contractor shall prepare and submit a written response to COR review comments on Schematic Design II. The contractor shall submit the response as an electronic Microsoft Word or Excel document via email.

ii. Develop Design Development I documents

The contractor shall provide all Design Development I documents to the electronic PDF file via email.

The contractor shall provide:

(a) Exhibit design drawings as specified in Attachment A: SUCR

Design/Build Specifications, Section 13, Exhibit Drawings. Design drawings shall indicate areas of attachment to floor, walls, ceiling and other historic building elements for the COR to submit to the State Historic Preservation Office (SHPO).

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(b) Sample graphic layouts, graphic approach, and typography as specified in Attachment A: SUCR Design/Build Specifications, Section 15, Two-Dimensional Exhibit Graphics.

(c) Propose material, finish, and color selections as specified in

Attachment A: SUCR Design/Build Specifications, Section 14, Material, Color, and Finish Specifications.

The contractor shall be aware of existing sales area fixtures and floor finishes, and shall propose materials and finishes that complement existing conditions.

Two material sample and finish boards shall be provided to the COR.

iii. Establish content management database

In accordance with Attachment A: SUCR Design/Build Specifications, Section 11, Content Management, the contractor shall establish a content management database that includes entries for the following:

(a) Interpretive purpose or objective for each exhibit.

(b) Text Intent as specified in Attachment A: SUCR Exhibit Design/Build

Specifications, Section 12, Text. All text in the exhibits shall be in accordance with Attachment C: HFC Editorial Style Guide.

(c) Images.

(d) Artifacts or accessioned display objects.

(e) Electronic programs and equipment, including AV and interactive elements.

(f) Custom elements, including but not limited to natural history models, topographic maps, architectural models, sculpted or cast human figures, and custom mechanical and electromechanical devices.

iv. Design Development I report

In addition, the contractor shall provide to the COR for review and approval three paper copies via mail and one electronic PDF file via email of the following:

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(a) An exhibit overview including an exhibit walkthrough narrative.

(b) A Content Outline of all Design Development I elements listed in section III.D.3.a.iii above.

(c) Updated Class B Production Cost Estimate and life-cycle cost estimate as specified in Attachment A: SUCR Design/Build Specifications, Section 6, Production Cost Allowances/Estimates. In addition, provide a list or description of materials and functional characteristics (i.e., for interactive elements) that are included in the Production Cost Estimate.

v. Present the Design Development I Report as specified in Attachment A:

SUCR Design/Build Specifications, Section 4, Travel, Meetings, and

The meeting shall be two eight-hour working days at Sunset Crater Volcano National Monument in Flagstaff, Arizona. The Project Manager, and Designer shall attend to present the package and facilitate discussion and review.

vi. Electrical Plan. In order to coordinate with any exhibit area electrical upgrades, the contractor shall provide an electrical plan with the locations for electrical, conduit, and other building coordination needs as a separate deliverable. The contractor shall provide the electrical plan to the COR as early as Design Development I or as late as Design Development II, to coincide with the architectural schedule, and as three paper copies via mail and one electronic PDF file via email.

b. Design Development I – Comprehensive Report

i. Response to Design Development I comments on Design Development I. The contractor shall submit the

ii. Develop Design Development I - Comprehensive documents

The contractor shall provide all Design Development I - Comprehensive documents to the COR for review and approval as three paper copies via mail and one electronic PDF file via email.

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The contractor shall provide:

(a) Two copies of the material, finish, and color sample board.

(b) An updated Design Development I Content Outline, revised to address review comments, including:

● Exhibit design drawings as specified in Attachment A: SUCR Design/Build Specifications, Section 13, Exhibit Drawings.

Drawings incorporate revisions from the previous Design Development I phase.

● First comprehensive draft of graphic layouts as specified in

Attachment A: SUCR Design/Build Specifications, Section 15.3.B.

Note that the graphic layouts provided in Design Development II phase shall be a revision of the layouts first provided in this Design Development I-Comprehensive sub-phase.

● Text Level I, a first comprehensive draft of all exhibit text as

Section 12.3.B. Note that the Text Level II provided in Design Development II phase shall be a revision of the text first provided in this Design Development I-Comprehensive sub-phase.

iii. Present the Design Development I-Comprehensive Report as specified in Attachment A: SUCR Design/Build Specifications, Section 4, Travel, Meetings, and Presentations.

The presentation and meeting shall be conducted via Cisco Web-Ex that shall include audio, video, real-time, and screen-sharing capabilities. The contractor shall facilitate and conduct two three-hour meetings to present and discuss the Design Development I-Comprehensive plan. The Project Manager and Designer shall attend.

c. Design Development II

i. Response to Design Development I-Comprehensive comments on Design Development I-Comprehensive. The contractor shall submit the response as an electronic Microsoft Word or Excel document via email.

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ii. Develop Design Development II documents

The contractor shall provide all Design Development II documents to the electronic PDF file via email.

The Design Development II documents shall include:

(a) Revised exhibit design drawings as specified in Attachment A: SUCR

Design/Build Specifications, Section 13, Exhibit Drawings.

The exhibit design drawings shall include a lighting plan as specified in Attachment A: SUCR Design/Build Specifications, Section 23, Exhibit Lighting.

(b) Revised comprehensive graphic layouts, including all draft text (Text

Level II) as specified in Attachment A: SUCR Design/Build Specifications, Section 15, Two-Dimensional Exhibit Graphics.

(c) Class B Production Cost Estimate and life-cycle cost estimate as

Section 6, Production Cost Allowances/Estimates. In addition, the contractor shall update the list or description of materials and functional characteristics that are included in the Production Cost Estimate.

iii. Develop Design Development II report

In addition, the contractor shall provide the Design Development II report to the COR for review and approval as three paper copies via mail and one electronic PDF file via email.

The Design Development II report shall include:

(a) Database reports as specified in Attachment A: SUCR Design/Build

Specifications, Section 11, Content Management including:

● Comprehensive Exhibit Plan.

● Image Schedule.

● Image Facsimile Sheets.

● Artifact and Custom Element Schedules.

● Artifact and Custom Element Facsimile Sheets.

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The contractor shall complete all data fields for media elements as

Section 11, Content Management. For images requiring acquisition, this shall include identifying the copyright owner and information regarding any licensing restrictions (for example, credit requirements, cropping, and any additional restrictions).

For all other content requiring acquisition (such as the rights to reproduce excerpts from copyrighted written works), the contractor shall document any licensing restrictions, including length of use, cropping restrictions, or credits required, in the “notes” field of the respective Exhibit Element Data.

(b) Audiovisual and Interactive Multimedia Report, including:

● Treatments for audiovisual programs and designs for interactive programs as specified in Attachment A: SUCR Design/Build Specifications, Section 19, Audiovisual and Computer Elements – Software.

● Equipment requirements for all audiovisual and interactive multimedia elements as specified in Attachment A: SUCR Design/Build Specifications, Section 20, Audiovisual and Computer Elements – Equipment.

The equipment shall be able to play other videos and show laptop computer presentations.

● Accessibility equipment, including triggering technology for the audio description tour, shall be identified. The locations for each audio description tour stop shall be identified.

The Audio Description script writer shall review all Design Development II documents and provide input on the location and quantity of tour stops before the deliverable is submitted to the

COR.

(c) Reference Packages for all custom elements requiring specialized creative or technical development.

This includes maps, models, original artwork, photography, cast figures, dioramas, and any other custom elements identified during the

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iv. Present Design Development II Submittals as specified in Attachment A:

SUCR Design/Build Specifications, Section 4, Travel, Meetings, and

The meeting shall be two eight-hour working days at Sunset Crater Volcano National Monument in Flagstaff, Arizona. The Project Manager, and Designer shall attend to present the package and facilitate discussion and review.

v. Response to Design Development II comments on Design Development II. The contractor shall submit the

4) Content Specialties

By completion of Design Development II, requirements shall have been identified for all exhibit content. Creation, acquisition, and preparation of this content for use in the exhibition shall commence as soon as the design direction has been finalized, enough information is available to guide the specialists who shall be completing the work, and the COR gives approval.

Content Specialty tasks include image acquisition, creation of original art, creation of audiovisual and interactive programs, acquisition and preparation of artifacts, and the creation of custom 3D elements by artists and other technical specialists. Completion of each task shall be scheduled to support the workflow established for Pre-Production, Production, and Installation.

The contractor shall provide the following:

a. Images

Acquire all pre-existing images (such as historic photos and art, and stock photography) and their use rights required for the exhibit as specified in Attachment A: SUCR Design/Build Specifications, Section 17, Use Rights and Licenses including:

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i. Verify all image sources, availability, and restrictions on use. Consult with

COR to select replacement images where necessary.

ii. Negotiate and purchase use rights for the life of the exhibit in the name of the National Park Service. Provide signed agreements or other appropriate documentation approved in advance by the COR.

iii. Obtain reproducibles (photographs, negatives, transparencies, or image scans) of suitable quality for the intended use. Copies of these reproducibles shall become government property. Photographs, negatives, transparencies, or image scans shall be of suitable technical and content quality for their intended use in the exhibition.

iv. Return all original images to the owners as required by the use agreement.

b. Original Artwork

Commission or create original images, such as artwork, illustrations, photographs, and maps, for reproduction in the exhibition including:

i. Finalize Reference Packages as specified Attachment A: SUCR

Design/Build Specifications, Section 16, Reference Packages.

ii. Establish a submittal review schedule with the COR for reviews of works-in-progress.

Produce new images, such as original art, maps, diagrams, or photographs.

All original maps shall be produced in accordance with the specifications as described in Attachment H: NPS Standard Map Specifications. Maps and graphics requiring legends shall use symbols, pictograms, and treatment as specified in Attachment Q, Tactile Wayside Map Guidelines, Attachment S: Map Symbols and Attachment T: Other Pictographs. All original photographs produced shall be in accordance with Attachment I:

Digital Image Guide. Attachment R, NPS Release Form, shall be used for any original photography or video featuring people.

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Provide the following in-progress deliverables for all new images:

(a) Preliminary sketch - A pencil drawing shall identify all the elements that shall be included in the final artwork. The pencil drawing shall be reviewed for content and composition, and positioned into the graphic layout so that the government may provide specific comments for the final artwork.