Sol_140P2123R0041.pdf

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. Solicitation Number 140P2123R0041 is issued as a Request for Proposal (RFP) which constitutes the entire solicitation. This acquisition will be conducted pursuant to FAR Part 13. This solicitation document incorporates all mandatory commercial item provisions and clauses in effect through Federal Acquisition Circular 2023-04, effective 2 June 2023. This is a small business set-aside.

The North American Industry Classification System (NAICS) code is 512110, Motion Picture & Video Production and the related small business size standard is $40.0M.

The government anticipates award of one (1), firm-fixed price contract.

REQUIREMENT: Independently, and not as an agent of the government, the contractor shall provide all services, including labor, materials, equipment, facilities, fees, research, licensing, and travel necessary to produce one 16 to 18-minute ultra-high-definition (UHD) interpretive film with Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions and a 4 to 5 minute web short (Park Experience before arrival) and a 2 to 3 min short video (Thermal Water Recharge Process – 101 Video) for Hot Springs National Park in Hot Springs, Arkansas.

Due to space limitations, the complete commercial item specifications are contained in Solicitation Number 140P2123R0041. Interested contractors should download this document. The National Park Service is not responsible for locating or securing any information that is not identified in the proposal.

The following Federal Acquisition Regulation (FAR) clauses and provisions are applicable to this announcement and are available at www.acquisition.gov.

52.212-1 Instructions to Offerors-Commercial Products and Commercial Services and addendum; 52.212-2 Evaluation-Commercial Products and Commercial Services and addendum; 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services; 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services; 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services; 52.232-33 Payment by Electronic Funds Transfer-System for Award Management; 52.233-4 Applicable Law for Breach of Contract Claim; and 52.245-1 Government Property.

Questions shall be sent via email to robert_adamson@nps.gov by 5:00 pm ED July 12, 2023. Questions submitted using any other method will not be entertained. The Point of Contact for this requirement is Robert Adamson, Contracting Officer. Offerors who contact anyone outside of the Office of Acquisition Management regarding this requirement, may automatically be excluded from competition. There may be a second round of questions after the first round if the government deems necessary.

All quote information shall be submitted for receipt no later than 5:00 pm ED, on August 10, 2023.

Offerors are hereby notified that if your quote is not received by the date/time and at the location specified in this announcement, that it will be considered late. The proposal shall be submitted electronically via email to robert_adamson@nps.gov with the subject line clearly identifying “Solicitation Number 140P2123R0041 – HOSP Interpretive Film.” Offers by telephone, transmitted via facsimile (fax), or submitted using any other method will not be accepted.

All contractors must be registered in www.SAM.gov to be considered eligible for award.

http://www.sam.gov/

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

PHF

Harpers Ferry WV 25425 IDC Building 67 Mather Place DOI, NPS, HFC - Acquisition Managem

0009060803 CODE 16. ADMINISTERED BYCODE

X

X

X

512110

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORPWA

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

08/10/2023 1700 ED

06/28/2023

3015020076Robert Adamson (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

140P2123R0041

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 2 0040621138OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

Harpers Ferry WV 25425 IDC Building, 67 Mather Place NPS, Harpers Ferry Center

15. DELIVER TO

Denver CO 80225 P.O.Box 25287 MS WCP

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$40

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

NPS, WASO - WCP Contracting

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

The contractor shall provide all services, including labor, materials, equipment, facilities, fees, research, licensing, and travel necessary to produce one 16 to 18-minute ultra-high-definition (UHD) interpretive film with Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions; one 4-5 minute web short (Park Experience before Arrival) and one 2-3 minute short (Thermal Water Recharge Process-101) for Hot Springs National Park.

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED . YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

00010 HOSP_INTERPRETIVE FILM

Product/Service Code: T006

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- FILM/VIDEO TAPE

PRODUCTION

Delivery: 10/15/2026

Period of Performance: 07/01/2023 to 10/15/2026

00020 HOSP_INTERPRETIVE FILM-TRAVEL

Product/Service Code: T006

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- FILM/VIDEO TAPE

PRODUCTION

Delivery: 10/15/2026

Period of Performance: 07/01/2023 to 10/15/2026

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

2 2 of

Solicitation # 140P2123R0041

TABLE OF CONTENTS

SCOPE 4

BACKGROUND & PURPOSE 4

SCOPE OF WORK 5

OVERALL SPECIFICATIONS 12

DEVELOPMENT AND PRE-PRODUCTION PHASE 14

PRODUCTION PHASE 19

POST-PRODUCTION PHASE 28

FINAL DELIVERABLES & CLOSEOUT 34

PERIOD OF PERFORMANCE 35

REVIEW AND APPROVALS 36

LIST OF ATTACHMENTS 37

PAYMENT SCHEDULE 38

CLAUSES 44

PROVISIONS 55

INSTRUCTIONS TO OFFERORS 87

EVALUATION FACTORS & CRITERIA 97

SCOPE OF WORK

INTERPRETIVE FILM & WEB SHORTS FOR

HOT SPRINGS NATIONAL PARK

I. BACKGROUND & PURPOSE

Hot Springs National Park, in Hot Springs, Arkansas, was originally set aside by Congress in 1832 to protect the thermal spring water for public use. After falling to the earth as rain, the water travels underground for 4,400 years before emerging at 143 degrees through a series of springs at the base of Hot Springs Mountain. Today, Hot Springs National Park includes the National Historic Landmark Bathhouse Row, featuring the historic bathhouses, and 5,500 acres of surrounding forest land which includes 26 miles of trails, 2 scenic drives, and an observation tower overlooking town.

Hot Springs has a rich history as one of America’s earliest federally protected public lands––even predating the National Park Service. Originally known as Hot Springs Reservation, early visitors soaked in rudimentary spring pits in the forest. In the 1800s, wooden troughs moved water from the 46 springs through an irrigation network leading to bathhouses. By the 1900s, Hot Springs was among the most visited health and wellness resorts in the United States. In 1921, the park’s name changed from Hot Springs Reservation to Hot Springs National Park, and today the bathhouses have found new use as concessions or leased businesses, serving more than two million visitors annually.

Once a place where people came from all over the country to treat their illnesses, Hot Springs became a leader in establishing a holistic approach to health and wellness. While bathing declined in popularity with the advent of modern medicine, Hot Springs National Park continues to collect and distribute thermal water to the bathhouses and public fountains. Although most of the 47 springs on the mountainside are capped to prevent contamination, visitors can interact with the spring water by bathing in the bathhouses, viewing several display springs, or by collecting it as drinking water from one of the park’s public fountains. Thousands of people come to the park each year to fill jugs or bottles from the outdoor fountains that provide the water free to the public, to soak in the thermal water, and to hike the wooded hillsides – just as millions of others have done over the centuries.

Additional information about the park is available at www.nps.gov/HOSP.

The purpose of this contract is to provide all audiovisual services to create one 16 – 18 minute, ultra-high-definition (UHD), surround-sound interpretive film for Hot Springs http://www.nps.gov/HOSP

National Park, plus two additional web shorts focused on the park. All programs shall be produced in 4K-ultra-high-definition (UHD) video.

Products Length Main HOSP Interpretive Film (16-18 min) Park Experience Before Arrival Thermal Water Recharge Process - 101 Video

(4-5 min) (2-3 min)

II. SCOPE AND OBJECTIVES

II.1 SCOPE OF WORK:

The contractor shall provide all services, including labor, materials, equipment, facilities, fees, research, licensing, and travel necessary to produce one 16 to 18-minute ultra-high-definition (UHD) interpretive film with Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions.

A. General Requirements: The following shall be demonstrated and reflected in the Treatment and Production Plan, and through all phases of the project.

1. Overview of Technical Requirements

a) Video Format: 4K (UHD) 3840x2160 resolution

b) Length: 16-18 minutes

c) Audio: 5.1 Surround Sound and Stereo

d) Music: an original score is required for main film (licensed music is acceptable for the two web shorts)

e) Accessibility: Audio Description (AD), Closed and open Subtitles for the Deaf and Hard of Hearing (SDH).

f) NPS Project Number: AV-0168

2. Overview of Production Requirements

Refer to Section II.2.C Production Phase for specifications.

a) Original 4K UHD footage of Hot Springs, Arkansas, emphasizing the park’s scenic beauty, unique water systems, water resource management, and recreational opportunities. Special dynamic camera motion is required using jibs, dollies, gimbals, Steadicams, and/or other tools to keep on-screen footage visually interesting and in motion.

b) Original 4K UHD footage of historic spaces with specialized dynamic camera motion is required using jibs, dollies, gimbals, Steadicams, and/or other tools to keep on-screen footage visually interesting and in motion.

c) Original 4K UHD aerial footage (altitude below 399 feet) showcasing the park and its different resources is required.

d) Time-lapse photography of buildings, natural history, featuring sunrises and sunsets is required.

e) Original 4K UHD of people relating to the site in a setting of heightened reality (dramatic visuals, lighting, and action focused sequences) with the primary objective being to show how people experience the park in dramatic and visually interesting ways.

f) Off-site profiles of characters outside park (3 shall be outside the state of Arkansas) that demonstrate stories supporting interpretive themes. This filming shall provide historical connection to people who would have been at this park historically (minimum of 5). Refer to section C.2.d for more details.

g) On-site and regional focused profiles of people who are users of the park and landscape refer to section C.2.e for more details (minimum of 7).

h) Filming of subject matter experts, refer to section C.2.f for more details (minimum of 7).

i) Archival material such as photographs, film/video footage, audio recordings, paintings, illustrations, newspaper headlines, documents, and other historic assets are required. Assets shall be treated in a high quality and visually interesting way.

j) Graphics: 2-D animation shall be required to communicate concepts that are challenging to see (like what is happening beneath the earth), along with graphics that bring together national concepts and ideas that demonstrate the park’s national significance in the American experience. Refer to Attachment K- Style Guide - Animation Standards.

k) Title graphics are required.

l) Music: an original score is required.

m) Dramatic readings by voice actors, narration, and reenactments are not required, but specifications are included for reference if they are part of a contractor’s proposed approach.

3. Overarching Goals

Main Park interpretive film shall:

a) Explore how the water (and water related resources) at Hot Springs relates to the universal human quest for health and healing.

b) Inspire empathy for the people who come and came to be healed by water along with gratitude for water (like the water found at hot springs).

c) Vividly take people to places they cannot go and provide storytelling substitutes and/or ‘surrogates’ of the journey and experience that people who came here would have gone through, giving contemporary anecdotes for historical themes.

d) Make sense of this park by providing big-picture context for the site’s national significance while maintaining the unique sense of place that allowed (and continue to allow) it to provided wellness to Americans.

e) Strike balance between broad national concepts while maintaining connection to Hot Springs National Park and its sense of place.

f) Engage audiences through aerial and on-the-ground filming that showcase the beauty of HOSP (and the greater area).

g) Connect audiences with meaningful human experiences that support the core themes and are challenging for the average visitor to experience.

h) Provide an appropriate balance between historical and contemporary storytelling.

i) Be engaging in a way that is designed for the primary audience on-site, but also appropriate and desirable for audiences off-site such as film festivals and public screenings (working to address the national significance of what HOSP means, even when presented offsite).

j) Reflect on the site’s impact in the broader “National Park” idea.

4–7-minute web short (Park Experience Before Arrival):

k) Visitors who arrive at Hot Springs National Park are confused about where they can see the water and how they can get in the water. For this reason, the National Park Service is seeking a communications product optimized for online playback that sets up the park experience prior to arrival. To this end, the web short shall set expectations for how to have a positive Hot Springs National Park experience and why this park is significant.

2–3-minute short (Thermal Water Recharge Process - 101 Video) shall:

l) Demonstrate the recharge process in a way appropriate for a 4th – 5th grade audience.

m) Shall make themes, concepts, and ideas approachable in a light and playful manner.

n) Shall offer a style break (and) or other necessary design factors needed for a younger audience and capturing people’s interest.

4. Content

The following elements shall be woven into broader storylines and themes. Not all content needs to be explicitly covered by narration or dialogue but shall be visually or implicitly represented in the film. The extent to which each theme is addressed shall be discussed and determined in collaboration with NPS staff and the Contracting Officer's Representative (COR) after award, beginning at the post-award meeting.

The film shall speak to the park’s unique function in American life and provide an immersive and emotionally engaging experience for viewers. The film shall convey the following topics as they relate to Hot Springs National Park:

a) Hot Springs, Arkansas

b) Water & wellness

c) Water & privilege

d) Water & wealth

e) The thermal spring system

The descriptions are excerpts from Attachment H – HOSP Foundation Document.pdf;

they provide context for the park’s overall interpretive goals and how these products fit within the landscape of their other interpretive products.

a) Hot Springs, Arkansas: The park landscape, defined by what it protects underneath the Earth while also shaped by the surrounding town and region’s scenery that includes rivers, mountains, urban areas, and trails all resting on top of a naturally occurring thermal hot spring system. The film shall speak to the natural and urban landscape, human connection to the place, and the National Park effort to protect and distribute the water for the different people coming here to experience healing and recreation.

b) Water & Wellness: Hot Springs, Arkansas, shaped by a pre-antibiotic era as the last hope for those plagued by illness. The park landscape serving as a backdrop for people coming here to be healed by the park’s thermal water; apparent shall be the industries that came with the thermal water including physical therapy, mercury, electro therapy, and others. The park shall also be defined by its long-term defining quality of aiding with America’s problem of suffering. The park as a unique way for people to recover and find respite that comes from escaping the “front lines of life,” an idea now synonymous with National Parks. The park and park themes shall be portrayed as nuanced and doing their best with the medical knowledge of the day. The park and park themes (off-site) shaping the national conversation about clean water and wellness.

c) Water & Privilege: Thought provoking interpretive exploration of the relationship between water and privilege and what access to clean water means. Demonstrating how this resource shapes larger social and political forces, relating to ideas like segregation. The people who conducted baths and cared for guests were African Americans who obtained only restricted access to the water. Additionally, veterans came to the Hot Springs military hospital to receive aid from wounds received during war. With clean water being a hallmark of modern society, the film shall explore what a struggle to gain access to clean water means socially, while finding contrast with how easily water is accessed today. The film shall also explore what the preservation of Hot Springs National Park signifies to our democracy.

d) Water & Wealth: Thought provoking interpretive exploration about water and economic impact that comes with controlling it. The park, defined by its mandate to protect equal access and defined by the challenges of managing a public resource in a capitalistic system. Example: the government bathhouse that provided or the poor and the destitute. The film shall explore what it means to have resource protection in an unchecked system, and exploration of sustainability when balancing economic growth with ecological sustainability.

e) The Thermal Spring System: Not easily seen, but still an important and fragile ecosystem, exploring the complex spring system underneath the park that creates a water network that is both manmade and naturally occurring. The NPS anticipates this being a lower priority in the main film and it shall be covered with more detail in the Thermal Water 101 web short.

5. Style & Approach

General style requirements:

a) The film shall be interpretive in approach, drawing from technical, informational, scientific, historical, and cultural sources, and incorporating creative techniques that connect viewers emotionally and intellectually to the meanings and significance of park resources.

b) The film shall provide an authentic window into Hot Springs National Park and inspire people to think about water and thermal water as a resource.

c) The film shall create an immersive experience and sense of place.

d) The film shall provide an opportunity for audiences to develop their own connections and inspiration, seeing how the park relates to the ‘quest for wellness.’

e) The film shall speak to the broader national significance of park themes by showing salient contemporary anecdotes of people off-site (still in the United States) that connect back to the themes. These characters shall become surrogates of the people who would have come here historically. Five (5) characters shall be required, with a minimum of 3 characters being outside the state of Arkansas. All characters shall be approved by the COR.

f) The Interpretive Film shall not tell viewers “what to think” about HOSP, but rather allow them to draw their own conclusions.

g) The stylistic treatment shall appeal to the overall distribution strategy, providing a story and visual approach that shall remain relevant in 25-30 years.

h) The film shall immerse viewers in the story with relatable and engaging characters (at least five). When applicable, the film shall tell the story from a first-person perspective through interviews that are warm and authentic and demonstrate vulnerable and joyful connections.

i) Any inclusion of people in the film shall give special attention to diversity, including ethnicity, age, and gender. Local representation shall allow people to express their local need for the water resource in their own words.

j) The film shall feature rich and continuous sound design that is reflective of the place and activities represented.

k) The soundtrack shall have ample breathing room for sound effects, music, and audio description.

l) Not all content needs to be explicitly conveyed by quotes or narration but shall be visually or implicitly represented in the film.

m) Keywords: Authentic, accessible, immersive, with intellectual and emotional appeal.

6. Emotional & Intellectual Response

It is the intent of this film to elicit a strong emotional response from the viewer, regardless of where they are watching the film:

a) Inspire how this story fits in the broader conversation of national health.

b) Provoke viewers to feel pride in natural resources like those at Hot Springs.

c) Provoke viewers to feel empathy for the people who were here historically.

d) Provoke viewers to feel like water is vulnerable and worth protecting.

e) Provoke viewers to feel empathy, to feel hope; and to feel inspired.

7. Honorariums

The contractor shall pay a minimum honorarium amount of $250 per person to all interview subjects except NPS employees. For budgeting purposes, offerors shall assume that 19 interviewees will require an honorarium. If the contractor films NPS employees who do not require honorariums, then the Total Award Amount shall be reduced accordingly.

8. Production team

The contractor shall provide a production team experienced and seasoned with working safely and effectively in national parks and public lands, and in producing natural history and historical interpretive films. The production shall feature elegant aesthetics and shall be relevant in content and style to the park for many years to come.

9. Locations

1. Due to the sensitive nature of the park’s natural and cultural resources, specific filming locations involving water or hot springs within the park shall be determined at the Post-Award Meeting. Other non-NPS property sites shall be noted in the Production Plan and approved by the COR.

2. The contractor shall film scenes such as shooting “b-roll” of the park’s scenic landscapes and historic structures (interiors and exteriors). The contractor shall film both on NPS property, and off NPS property. Any requests for exceptions shall be noted in the Production Plan and approved by the COR.

3. The contractor shall travel to profile people relating to park themes. The contractor shall feature five profiled characters, with a minimum of three being outside the state of Arkansas. Filming showing the characters on a journey to Hot Springs may be required based on proposed approach.

4. The contractor shall research and follow all safety and resource protection rules and regulations of the park and obtain any required permits and other permissions.

For filming on NPS property, the park shall issue a Special Use Permit to the contractor for the length of the project. The permit fee, as well as the park entrance fee, shall be waived by the NPS for the duration of the project.

5. All filming shall be performed in strict accordance with all compliance requirements and regulations imposed by the federal, tribal, or state government, or private landholders per the National Historic Preservation Act (NHPA) and the National Environmental Policy Act (NEPA) in regard to accessing a proposed filming location(s), such as a culturally sensitive landscape or historic property, or the proposed use of specialized filming equipment at a specific location(s).

6. The contractor shall adhere to Leave No Trace principles at all times while in the park. See Leave No Trace Principles online at https://lnt.org/learn/7-principles.

7. The Production Plan shall include specific information discussed during the post award on-site visit pertaining to all compliance requirements.

II.2 SPECIFICATIONS AND SUBMITTALS

This contract includes the following specifications and requires submittals as detailed below:

A. OVERALL SPECIFICATIONS:

1. Project Management

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

a) Be the primary point of contact between the contractor and the Contracting Officer (CO) and the Contracting Officer’s Representative

(COR).

b) Have full authority to act for the contractor on all matters.

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

i. Provide routine inspections of ongoing work.

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

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

d) 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.

e) Ensure that contractor staff adhere to the communication protocol set forth by the Contracting Officer (CO), as follows:

i. The contactor shall only communicate with the Contracting Officer and COR. Unless otherwise specified by the COR, no direct contractor-to-park communication is permitted except during phone calls, meetings, or site visits arranged and attended by the COR.

f) Initiate, participate, and provide the agenda for monthly telephone conference progress meetings with the COR and, as needed, other National Park Service (NPS) and contractor staff. The contractor shall provide a toll-free conference number for the calls. The contractor shall submit meeting notes to the COR no later than five business days after each meeting.

2. Format and Method for Submitting Deliverable Documents and Film Edits

a. All documents shall be submitted to the COR electronically via email, unless otherwise approved by the COR.

b. All documents shall be created in the latest version of Microsoft Word.

Documents shall be dated, with headers and page numbers.

c. Document file names shall include the park alpha code (HOSP), deliverable description, version number, and date submitted. File names shall use camel case when needed. Per best practices, no spaces or punctuation other than underscores shall be used. Example: HOSP_ProductionPlan_v2_date.

d. All film edits shall be submitted digitally via the Harpers Ferry Center Microsoft Teams site unless otherwise approved by the COR.

3. NPS Release Forms and License Agreements

The contractor shall obtain all rights and permissions from the owners/holders of restricted copyrighted materials for use in the films under this contract. The contractor shall submit an inventory of all copyright agreements for all assets used in the final films as part of the completion report. All license agreements and release forms shall be approved by the COR prior to use.

a) The use of the National Park Service Release Form is mandatory for all “Talent” (including interview subjects, actors, reenactors, narrators, musicians, and music composers) appearing in or providing content for all media produced. Refer to Attachment A – NPS Individual Release Form and Attachment B – NPS Materials Release Form.

b) For restricted, copyrighted material used in the production, the contractor shall clear and negotiate price, terms, and conditions of all elements for use, including all rights with publishers and copyright holders; and pay all costs and fees. Refer to Section XXIV – Clauses by Reference, 52.227-17 Rights in Data - Special Works.

c) Licenses with indemnification clauses signed on behalf of the National Park Service shall not be accepted.

d) All acquisitions of restricted material shall have documented signed agreements in the name of the National Park Service. The following use rights shall be required: All uses, all media, all locations, in perpetuity.

4. Accessibility

a) The completed film shall meet all NPS accessibility guidelines, which can be found at: https://www.nps.gov/subjects/hfc/accessibility.htm

b) Contractor shall produce Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions for the films.

https://www.nps.gov/subjects/hfc/accessibility.htm

c) Contractor shall pace all scripts and edits to accommodate a secondary AD narration track. The writer and editor shall incorporate “natural pauses” (where no narration or interviews occur) into the script.

B. DEVELOPMENT AND PRE-PRODUCTION PHASE

Work performed during the Development Phase centers on ensuring that the project is logically structured, and its goals are understood and realistically attainable within the contractor’s budget, schedule, and other specified parameters. For each deliverable, multiple drafts may be required until approved by the COR. The contractor shall prepare and submit written response to COR review comments, including any questions or points for clarification. Work in this phase shall include:

1. Post-Award Conference Call

The contractor (at a minimum, the Producer and Project Manager) shall participate in a one-hour post-award teleconference with the Contracting Officer (CO), COR, and park staff. Time and date shall be determined between the COR and contractor after award.

2. Post -Award Meeting

The contractor shall attend a two-day Post-Award Meeting, taking place at locations at Hot Springs National Park (for budgeting purposes assume 8-hour days). The Post- Award meeting shall be attended by a minimum of two key personnel; Producer and Director. Schedules and dates shall be determined by the contractor and COR after award.

a. The on-site post-Award meeting shall include:

1) Orientation to key team members, the park experience and specific resources to be addressed in the project;

2) Potential filming locations.

3) Review the Scope of Work, project schedules, and table of deliverables;

4) Review and discuss program content, interpretive themes, goals, and objectives;

5) Review all accessibility requirements for the project;

6) Review requirements for use rights in relation to acquisition of materials;

7) Review park resources and materials for possible inclusion in the programs or for background research;

8) Identify additional sources for research and materials.

b. Within 10 business days of the meeting, the contractor shall submit a Report to the COR. The report shall include:

1) Clear understanding of project goals and project purpose.

2) Brief outline of what occurred (including people and locations).

3) Brief outline of information provided by any Subject Matter Experts (SMEs).

4) Project brief summarizing the results and principal agreements reached during the meeting clear understanding of project goals and project purpose.

c. Prepare and submit written response to COR review comments.

3. Project Schedule

The contractor shall produce a detailed, complete overall Project Schedule listing all submittals and review times, and closeout submittals. Review times shall account for multiple revisions. The goal of this schedule is to map out broad time windows for each stage of the process. The project schedule shall be submitted via email in the latest version of Microsoft Word or Excel to the COR for review and approval no later than 15 business days after the Post-Award Meeting. The contractor shall update the approved schedule and resubmit to the COR as needed over the life of the project.

4. Research

The contractor shall be responsible for performing content research. If required, the contractor shall be responsible for researching, acquiring, and licensing all elements not originally produced such as graphics, artwork, photographs, archival and historic photographs and footage, stock footage, music, and sound effects in order to create the final production. This is not a separate submittal, but shall be required for successful completion of treatments, scripts, rough cuts, and other project submittals.

5. Proposed Narrative Approaches

No later than 45 business days after the post-award site visit, the contractor shall prepare and submit a minimum of (3) three different proposed approaches for the narrative storyline and style of the film. Each approach shall represent completely different ways to tell the park story through film.

Written Approaches:

a. The contractor shall submit the approaches as Word documents, two to three pages in length.

b. The proposed approaches shall include a logline, brief synopsis, and outline different creative approaches (style) and different narrative approaches (story) based on the contractor’s understanding of the project. This is the contractor's chance to propose their creative and innovative solutions to accomplish the project goals.

c. The NPS is looking for the contractor’s ability to write and answer an essential question that connects viewers to the broader national significance––

– telling an emotive and evocative story relating back to the park.

d. The approach / pitch shall articulate the marketplace of content available online and show how each approach fits into the media landscape.

e. For the main film, the approach shall also include which festivals the contractor will submit this film into (6 submissions are required), and why they feel a proposed approach will resonate with audiences at those festivals and beyond. Approaches shall demonstrate:

i. How the approach is relevant in the modern media landscape.

ii. How the approach aligns with the project’s overarching goals.

iii. How the approach finds balance between the park’s historical and contemporary significance.

f. These approaches shall provide enough information to give a sense of the style of the production and shall cover, in less detail, the information listed in Section II.2.B.6 Treatment and Production Plan. Links or files of existing films/excerpts can be included as examples for illustrating style ideas.

g. Multiple drafts may be required until approved by the COR. The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification. When proposing approaches for the two shorts, the films can be included into the main presentation and word documents can be 1-2 pages in length.

h. Approaches shall be submitted 14 days before the oral pitch presentation.

Oral Presentation Pitch:

i. The first presentation of these film approaches shall be an engaging 60-minute oral pitch presentation given to a National Park Service film panel followed by a questions and answers.

j. The presentation shall represent the summary of written approaches (which will follow the presentation) and be in a format typically used in the private sector for requesting project funding.

k. The pitch deck shall include summary points corresponding to film approaches in a PowerPoint format. The pitch deck for each and presentations slides shall be provided to the COR before the presentation.

6. Treatment and Production Plan

Based on the approved Narrative Approach, the contractor shall prepare and submit a Treatment and Production Plan for the film. The Production Plan for this project shall play a large role in the success of the film. The Treatment and Production Plan shall align and shall demonstrate an understanding of contract requirements. Multiple drafts may be required until approved by the COR. The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

a) Broadly, the Treatment shall reflect the following:

1) The contract requirements, especially Section II.1.A. Requirements.

2) The in-depth discussions between the contractor, COR, and any park staff, park partners, consultants, or advisors during the on-site post award meeting.

3) The contractor’s research.

4) A creative approach that is appropriate for a broad range of viewers of all ages, ethnicities, and abilities.

5) A creative approach that is “evergreen” and that does not include content or production techniques that date the film.

b) Specifically, the Treatment shall include the following:

1) Draft Logline.

2) Clear purpose for how this film works in the marketplace, giving consideration to film festivals and other online streaming options.

3) Narrative overview of the proposed creative approach to the storyline and storyteller(s) and how this meets the goals of the film.

4) Description of the proposed story threads and visual highlights.

5) Description of any proposed on-screen participants (including the role each plays in the film’s narrative).

6) The contractor’s solutions and approach to visual storytelling.

7) Description of any proposed on-screen participants (including the role each plays in the film’s narrative).

8) Description of any proposed interview subjects or profiles, including photos, biographical information, and field of expertise for each.

9) Proposed style of filming for original material.

10) Sources for additional program/content research.

11) Description of proposed scenes and locations, with sufficient detail to provide a sense of the proposed production, including description on how this meets the content and location requirements.

12) Description of proposed original score.

13) Description of any proposed narration.

14) Examples of stock footage and images (with descriptions and sources) proposed for the production.

15) Estimated percentage of the program(s) that shall be comprised of original footage, on-screen participants, interviews, narration, and stock footage.

16) Links or files of existing films/excerpts can be included as examples for illustrating style ideas.

c) The Production Plan shall include the following:

1) Proposed schedule for pre-production, production, and post-production, including the number of days of filming (this shall be an expanded version of the Project Schedule);

2) Identification of all filming locations, including information about any required permits, a rationale for each location, proposed production techniques for each location, and logistics and safety report for each location;

3) Proposed camera and lens package. Lenses must be professional lenses, examples include (Cooke, Canon, Leica, Angenieux, and Arri).

4) The production shall include the proposed shot list for each shoot.

a. The shot-list shall include scene headings and descriptions that clearly demonstrate the work that a scene is doing for the story.

b. The shot-list shall also include individual shots.

5) Proposed style look of scene coverage, mood, aesthetic to coverage and scene work. For cinematic interviews, samples showing lighting contrast ratio, backdrop, and room size shall be proposed and reviewed by the COR.

6) Proposed backdrop(s), style, “look” provided with sample images, and content intent for any interview or profile filming;

7) Proposed times of day for filming exteriors with a schedule optimized for dramatic lighting (mornings and evenings).

8) Proposed approach for aerial footage outlining how it compliments and (or) works in tandem with other visual elements of the film.

9) Proposed production techniques such as specialized cameras and equipment and special approaches: gimbals, cranes, dollies, sliders, jibs (minimum of 21 feet), camera mounts, slow-motion, time-lapse sliders);

i. Finalized grip and electric (G&E) package for the production.

ii. Offsite filming locations with logistical travel and shoot plan.

iii. Finalized plan for coordinating with cast, talent, on-screen/off screen characters.

10) Description of proposed approach for researching and incorporating archival assets and stock footage.

11) Acknowledgement and plans to address the unique production challenges, compliance requirements, and known risks specific to this project.

12) The contractor shall be responsible for managing the production’s response to any adverse weather conditions.

7. First Draft Scripts

a) The Contractor shall develop a draft script based on the approved treatment and production plan.

1) The first draft script shall demonstrate the proposed storyline, narrative arc, and pacing.

2) Narration and character quotes shall not be fully fleshed out in the first draft script; for character quotes, the script shall include notes that shall convey the goal of the spoken content and how it advances the story.

3) Subsequent drafts shall be fleshed out with narration, dialogue, character quotes, and other details based on client feedback, additional research, and footage collected during the production phase.

b) The contractor shall develop and submit all scripts in accordance with the following requirements:

1) The first draft script may be in a two-column format or a single-column screenplay format.

2) During the production phase, all scripts shall be presented in a two-column format with numbered scenes, visual information, and cueing in the left column, and narration, dialogue, and sound effects in the right column.

3) Script shall be submitted in the latest version of Microsoft Word.

4) All pages shall be numbered.

5) The script cover shall contain the program title, production number, date, client organization and address, and the Contractor’s name, address, and telephone number.

6) Multiple drafts may be required until approved by the COR. The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

C. PRODUCTION PHASE

Work performed during the Production phase centers on the acquisition of media and other supporting material. The work submittals shall be phased by seasonal shoot windows and character shoots; the filming can start with any season. The contractor shall propose the timing and duration of the shoot windows as part of the Project Schedule. Documentation of the hot springs shall be filmed in conditions optimal for showing the park at its most visually interesting times of year, with special attention given to capturing fall foliage colors and steam that rises from the springs during colder conditions.

The contractor shall also propose the total number and length of any shoots during the window. The use of a shoot window instead of a particular number of shoots is intended to allow flexibility in the schedule, while providing a benchmark for submittals, approval, and payment. The contractor shall determine the number of shoots needed to fulfill the requirements of the contract.

For each task, multiple drafts may be required until approved by the COR.

The contractor shall prepare and submit a written response to COR review comments, including any questions or points for clarification.

1. Specifications during the Production Phase:

Updated Project Schedule based on approved Treatment and Production Plan.

a) Hot Springs Park & Arkansas Region Shoot(s): Shooting Script, Filming Schedule, and Post-Shoot Deliverables.

b) Hot Springs– Cold / Foliage Conditions Shoot(s): Shooting Script, Filming Schedule, and Post-Shoot Deliverables.

c) Character Focused Shoot(s): Shooting Script, Filming Schedule, and Post- Shoot Deliverables.

d) Character Focused Shoot(s): Shooting Script, Filming Schedule, and Post- Shoot Deliverables.

e) Character Focused Shoot(s): Shooting Script, Filming Schedule, and Post- Shoot Deliverables.

2. Specifications during the Production Phase:

a. Shooting Script and Filming Schedule Prior to each shoot the following submittals are required unless otherwise agreed to by the COR:

a) Develop and submit a Shooting Script and Filming Schedule for each location shoot no later than 21 calendar days prior to the start of filming.

b) The Shooting Script shall include:

i. Scenes to be filmed at each location, with script references

ii. Any narration, dialogue, or quotations proposed for each scene.

c) The Filming Schedule shall include:

i. Number of film crew members

ii. Film crew travel and lodging information

iii. Daily crew call times

iv. Location(s) and time(s) for filming

v. Contractor’s emergency contact information

vi. Copies of permits if shooting in restricted locations or with restricted equipment

vii. Safety, contingency, and compliance plans

viii. General gear and equipment list

b. Principal Photography Specifications:

1) Footage shall originate in Ultra-High-Definition (4K UHD, 3840 x 2160 resolution) using a professional camera and lenses pre-approved by the

COR.

I. Minimum of 16 stops of dynamic range II. Minimum sensor size of Super 35 or Vista Vision / Full Frame

III. Camera raw file format(s)

2) The contractor shall propose a 4K UHD camera; (examples include Arri, Sony Venice, Red Monstro, Raptor, etc.) capable of meeting image and production workflow requirements.

3) The contractor shall produce low-resolution proxy files (either synchronous in camera or by using a post-production process) for playback by COR using the latest version of QuickTime Player.

4) The frame rate shall be 23.97P unless shooting time-lapse or slow-motion.

5) The contractor shall adjust camera exposure and white balance according to lighting, location, and time of day; ensure all footage is in sharp focus;

provide camera moves that are smooth and at a speed that minimizes camera blur; ease in and out of pans and tilts so that starts and ends can be used as lockdowns themselves; and ensure lenses are free from dirt and dust.

6) Scenes shall be aesthetically framed; horizons shall be level; scenes shall be shot during ideal lighting conditions for the subject matter, with a special emphasis on golden hour for scenic shots.

7) Special effects filters shall not be used unless pre-approved by the COR.

8) All cameras shall be mounted on a sturdy tripod with fluid head, Steadicam, gimbal, slider, or other stabilizing device. Handheld camerawork shall only be approved by the COR if specifically called for in the script and deemed appropriate to the program.

9) Lighting is required for interior filming.

c. Sound Recording

1) Wild and sync sound shall be recorded throughout filming and shall be included in the final edited production when appropriate.

2) All audio shall be digitally recorded with a sampling rate of 48kHz

(kilohertz) or better and a bit rate of 24 bits or better.

3) Sound shall be recorded on a professional digital recorder (if not recorded on camera).

4) Audio shall be recorded synchronous to the camera, and on multiple separate channels.

5) Microphones shall be isolated on separate channels.

6) Recordings shall be at the optimum levels, so the volume is neither too low nor peaking.

7) The contractor shall position microphones to be non-visible to the camera and to minimize extraneous noise sources.

d. Profiled Characters for Park Themes (minimum of 5)

These off-site character focused profiles shall be focused on hydrotherapy, wellness, and water’s ability to heal. Other concepts may be explored with approval from the COR. The government anticipates that these are individuals outside the park that have stories linking back to the broader national significance of the site.