Sol_140P2124R0044.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 140P2124R0044 is issued as a Request for Quote (RFQ) 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 2024-03, effective 23 February 2024. 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 12-15-minute ultra-high-definition (UHD) interpretive film with Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions; produced in both English and Spanish for George Washington Birthplace National Monument (GEWA) in Colonial Beach, Virginia.

Due to space limitations, the complete commercial item specifications are contained in Solicitation Number 140P2124R0044. 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 8 May 2024. 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.

All quote information shall be submitted for receipt no later than 5:00 pm ED, on 30 May 2024.

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 140P2124R0044 – GEWA 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

REQUEST FOR

PROPOSAL

(RFP)

INVITATION

FOR BID (IFB)

10. THIS ACQUISITION ISCODE

REQUEST FOR

QUOTE (RFQ)

14. METHOD OF SOLICITATION

13b. RATING

NORTH AMERICAN INDUSTRY

CLASSIFICATION STANDARD

(NAICS):

SMALL BUSINESS

05/30/2024 1700 ED

04/30/2024

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

140P2124R0044

5. SOLICITATION NUMBER

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

1 2 0040658004OFFEROR 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 FREE ON BOARD

(FOB) DESTINATION UNLESS

BLOCK IS MARKED

11.

SEE SCHEDULEX

12. DISCOUNT TERMS THIS CONTRACT IS A RATED

ORDER UNDER THE DEFENSE

PRIORITIES AND ALLOCATIONS

SYSTEM - DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

(SDVOSB)

HUBZONE SMALL

BUSINESS

8(A)

NPS, WASO - WCP Contracting

WOMEN-OWNED SMALL

BUSINESS (WOSB)

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL

BUSINESS (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 12-15 minute interpretive film film for George Washington Birthplace National Monument with the audio soundtrack produced in both English and Spanish.

Delivery: 06/30/2026

Continued ...

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

HEREIN, IS ACCEPTED AS TO ITEMS:

XX

DATED

Robert Adamson

. 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 (FEDERAL ACQUISITION REGULATION) FAR 52.212-1, 52.212-4. FAR 52.212-3

AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Government Use Only)

OFFER

STANDARD FORM 1449 (REV. 11/2021)

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: REFERENCE

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. 11/2021) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

00010 George Washington Birthplace National Monument

Interpretive Film Contract

Product/Service Code: T016

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- AUDIO/VISUAL

Period of Performance: 03/27/2024 to 06/30/2026

00020 HAFC GEWA Film Travel

Product/Service Code: T016

Product/Service Description:

PHOTO/MAP/PRINT/PUBLICATION- AUDIO/VISUAL

Period of Performance: 03/27/2024 to 06/30/2026

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

2 2 of

GEWA AV - Interpretive Film Page 3 of 94 Solicitation # 140P2124R0044

TABLE OF CONTENTS

SCOPE 4

BACKGROUND, PURPOSE, SCOPE 4

OVERALL SPECIFICATIONS 10

DEVELOPMENT AND PRE-PRODUCTION PHASE 12

PRODUCTION PHASE 18

POST- PRODUCTION PHASE 25

MARKETING & DISTRIBUTION PHASE 31

FINAL DELIVERABLES & CLOSEOUT 33

PERIOD OF PERFORMANCE 36

LIST OF ATTACHMENTS 44

PAYMENT SCHEDULE 45

CLAUSES 46

PROVISIONS 56

INSTRUCTIONS TO OFFERORS 80

EVALUATION FACTORS & CRITERIA 91

GEWA AV - Interpretive Film Page 4 of 94

SCOPE OF WORK

INTERPRETIVE FILM FOR

GEORGE WASHINGTON BIRTHPLACE NATIONAL MONUMENT

I. BACKGROUND AND PURPOSE

George Washington Birthplace National Monument is located in the Northern Neck of Virginia, along the last undeveloped stretch of the Potomac River. It encompasses 551 acres of land where seven generations of the Washington family lived and where George Washington was born in 1732. The park was also central to one of the earliest efforts to memorialize George Washington during the celebration of his bicentennial birth anniversary in 1932. In addition to the Visitor Center, the Memorial Area, and the Washington Family Burial Ground, the park also has a picnic area and a public beach.

Numerous recreational activities are available in the park including hiking, fishing, and birding. Additional information about the park is available at www.nps.gov/gewa.

George Washington Birthplace NM (GEWA) seeks to produce a new 12-15-minute interpretive film that shall help visitors gain an understanding and appreciation of the significance of the park as well as educate viewers on the broader cultural and natural history of this Place. The film shall be played on regular intervals in a dedicated theater in the park’s visitor center and will also be available on the park’s website. The film shall also be available for nonprofit sale on Blu-ray and DVD.

The purpose of this contract is to provide all audiovisual services to produce a new 12 to 15-minute interpretive film for George Washington Birthplace NM. The interpretive film shall be produced in 4K ultra-high-definition (UHD) video and shall have a 5.1 surround soundtrack. The program shall be produced in both English and Spanish. Each program shall also be produced with Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions.

II. SCOPE OF WORK

This project shall be for the production of one 12 to 15-minute 4k ultra-high-definition (UHD) interpretive film with 5.1 surround sound for George Washington Birthplace National Monument in Virginia. The program shall be produced in both English and Spanish. Each program shall also be produced with Audio Description (AD), Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions.

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A. General Requirements The contractor shall provide all services, including labor, materials, equipment, facilities, fees, research, licensing, and travel necessary to produce all audiovisual media in accordance with the specifications as detailed in this SOW and its attachments.

1. Interpretive Film (NPS Project Number GEWA_AV0173):

a. Specification Overview:

1) Video Format: 4K Ultra-High-Definition (UHD) 3840x2160 resolution

2) Length: 12 to 15 minutes

3) Language(s): English and Spanish

4) Audio: 5.1 surround sound and stereo

5) Music: An original score is required

6) Accessibility: Audio Description (AD), On-screen Subtitles for the Deaf and Hard of Hearing (SDH), and Closed Captions are required in both English and Spanish

7) Multiple shoots: Original 4K UHD footage (with sync natural sound whenever possible) of the park in all four seasons (spring, summer, fall, and winter), emphasizing the park’s natural beauty, serenity and quietness, cultural resources, commemorative features, and diverse flora and fauna, is required. Also required is footage of park visitors recreating in the park in a variety of ways, as well as NPS staff and volunteers working in the park.

8) Small-scale historically accurate reenactments may be proposed but are not required. Park buildings are not historically accurate.

9) 4K UHD aerial footage is required and may include use of Unmanned Aircraft Systems (UAS) if stock footage does not exist.

10) Special dynamic camera motion, including time-lapse photography, is required.

11) Archival photographs, paintings, illustrations, newspaper headlines, documents, and other historic assets are required, and stock footage shall be incorporated as necessary.

12) Animated maps and other graphics are required.

13) On-camera oral history interviews with at least six people, representing diverse voices and perspectives, are required.

14) Professional voiceover narration is required.

15) A title graphic/sequence is required.

16) A closing credit sequence is required.

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b. Themes:

The following interpretive themes shall inform the development of the film’s treatment and script and are the foundation upon which the content of the film shall be created. The film cannot examine every park story in detail; yet it must offer more than just a superficial glimpse. The narrative and visual shall create an interpretive “tapestry” of interweaving storylines, revealing connections between the natural and cultural worlds, people, and places, and stirring in the visitor a sense of wonder and awe, and a desire for personal discovery through exploration of the resources. Film content shall be discussed and determined in collaboration with park staff and the Contracting Officer's Representative (COR) after award, beginning at the post award meeting to be held at the park.

1) Context: At Popes Creek, George Washington and his family occupied a place at the intersection of many worlds, abundant with possibilities. The Washingtons helped shape an American identity and the landscape around them through encounters and relationships with diverse peoples, including Europeans, Native Americans, and enslaved people of African descent who were all struggling to define their place in the Atlantic world.

a. This place also has significance beyond the arrival of Europeans and the Washingtons and there are significant Native American archeological sites throughout the park.

b. The Tidewater/Northern Neck lifestyle as well as gentry/plantation culture helped to influence and shape George Washington’s and America’s values. But enslaved labor was instrumental in building and establishing the wealth of the American gentry.

2) Washington's Emergence as a Leader: George Washington's birth at Popes Creek and his formative years as the third son of a middling family among Virginia' s colonial gentry could hardly predict the emergence of our nation's most iconic leader. Washington's personal journey from the young boy in Northern Neck plantation society to "founding father" provides a window into the circumstances, choices, striving, and deliberate self-cultivation through which Washington, the man and leader, was made.

a. However, many other national parks discuss in great detail Washington’s contributions toward the creation of the United States of America and his legacy; so while this park was

GEWA AV - Interpretive Film Page 7 of 94 preserved because of George Washington’s legacy, George Washington is not THE main focus of the film.

3) Memorialization: The creation of George Washington Birthplace National Monument emerged from more than a century of efforts to memorialize the first president of the United States by family, local and state advocates, women activists, and an emerging federal preservation community. Collectively, their overlapping and, at times, competing ideals, memories, and aspirations are written on the commemorative landscape in continuously unfolding stories.

a. The Wakefield National Memorial Association (WNMA) was instrumental in preserving this land and developing structures to commemorate Washington’s legacy. However, visitors often confuse the Colonial Revival buildings of the 1930s for original historic buildings that the Washington family lived in in the 1700s. It’s important to clearly delineate the differing time periods while exploring their relevance to today.

4) Ecology: Within the boundaries of George Washington Birthplace National Monument, a complex association of cultural landscapes combines with the natural resources and ecosystems to offer places for exploration and reflection.

a. GEWA is located along one of the last undeveloped stretches of the Potomac River.

b. GEWA is a top 10 Virginia bird watching location.

c. Content

The following elements shall be woven into the broader storylines and themes. Not all content needs to be explicitly covered by narration or dialogue but shall be visually or implicitly represented. The themes/topics were noted by park staff as important to include but does not represent an exhaustive and comprehensive list.

1) The Place

a. The land and the importance of its location in the Northern

Neck/Tidewater area of Virginia.

i. Archeological sites

ii. Historic buildings & structures

iii. Flora & fauna

iv. Water/waterways

2) People – DIVERSITY of people is essential

a. Human History

i. Ancestral/Native Americans

GEWA AV - Interpretive Film Page 8 of 94

ii. Europeans & Plantation owners

iii. Enslaved Africans

iv. Indentured Servants

v. The Washington Family and George Washington

b. “Present-day” human activity

i. Colonial Revival and the Wakefield National Memorial

Association (WNMA)

ii. African American labor/descendants of enslaved people

iii. NPS

1. Establishment of the park

2. Preservation and maintaining the park

3. Park partners and local community

iv. Visitors –diverse individuals and groups

1. youth, families, older visitors, individuals

a. variety of visitor experiences- history buffs, curious passers-by, and outdoors recreation such as hiking and fishing, etc.

v. Interviews with researchers, historians, archeologists, etc.

d. Style and Approach

1) The Interpretive Film shall replace an existing 13-minute orientation film that was produced in 1975. The original production can be viewed at: https://youtu.be/uX7wMcTXOjk

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

3) The Interpretive Film shall provide an immersive and emotionally engaging experience for viewers, with interweaving storylines which reveal connections between people, places, and events.

4) The film shall vividly bring to life the park’s unique history and features.

Evident will be themes of interconnectedness and change.

5) The film shall inspire curiosity and provide viewers with the opportunity to develop their own connections.

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

7) The narrative shall be woven together by multiple diverse voices. These voices shall be supplemented by professional narration.

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8) The film shall provide a “big picture” overview of the site. New exhibits being produced for the visitor center will delve into more detail regarding George Washington and other historic figures and events.

9) The script shall allow ample breathing room for sound effects, music, and audio description.

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

11) The stylistic treatment shall be evergreen and shall avoid trendy, cable television-style direction, editing, sound effects, and graphics that would date the production.

B. Logistics, Compliance, and Safety

1) The contractor shall research and follow all safety and resource protection rules and regulations of the park and other land management agencies 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 shall be waived for crew members by the NPS for the duration of the project.

2) The contractor shall coordinate with non-NPS sites and landowners for filming on their property, both for exterior and interior filming. All required permits and fees for filming on non-NPS land shall be the responsibility of the contractor. The contractor shall communicate with NPS prior to reaching out to any local non-NPS landowners.

3) All appropriate safety procedures shall be practiced during the course of this production to ensure the well-being of all crewmembers.

4) There may be some specific sensitive areas that shall be off-limits to filming or require additional safety/logistical measures. Park staff shall review production plans, shooting scripts, and filming schedules for any concerns, and the contractor shall adjust locations and/or schedule as needed. The park cannot provide a detailed list in advance.

5) All filming shall be performed in strict accordance with all compliance requirements and regulations imposed by the federal 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), such as constructing dolly track.

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.

https://lnt.org/learn/7-principles https://lnt.org/learn/7-principles

GEWA AV - Interpretive Film Page 10 of 94

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

C. Park Assistance and Resources

1) The park shall assist the contractor with securing permits to be used when filming on NPS property. All permit fees shall be waived.

2) The park shall assist with UAS permits if proposed. All GEWA UAS permitting fees shall be waived.

3) The park does NOT have an archivist on staff; however they do have a wealth of archival documents and artifacts. The contractor shall be responsible for acquiring archival assets and verifying that they are at full resolution suitable for 4K production. The contractor is also responsible for ensuring that the appropriate licenses and use rights are obtained and noted.

4) Upon contract award, the park shall furnish a digital copy of “A Historic Resource Study for George Washington Birthplace National Monument,” completed in March 2023.

III: SPECIFICATIONS AND SUBMITTALS

This contract includes the following specifications and required 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:

1) Provide routine inspections of ongoing work.

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

3) 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:

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1) The contactor shall only communicate with the Contracting Officer, COR, and HFC Project Manager.

2) No direct contractor-to-park communication is permitted except during phone calls, meetings, or site visits arranged and attended by the COR.

3) The contractor shall cc the HFC Contracting Officer and HFC Project Manager on all email communications with the COR.

f. Initiate, participate in, 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 or a link utilizing NPS-approved video conferencing software for the calls. The contractor shall submit meeting notes via email 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. Unless otherwise specified, all documents shall be created in the latest version of Microsoft Word. Documents shall be dated and versioned, with headers and page numbers.

c. Document file names shall include the park alpha code (GEWA), AV program number (AV0173), deliverable description, version number, and date submitted. File names shall use CamelCase when needed. Per best practices, no spaces or punctuation other than underscores shall be used.

Example: GEWA_AV0173_ProductionPlan_v2_061524.

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. All license agreements and release forms shall be approved by the COR prior to use. The contractor shall submit an inventory of all copyright agreements for all assets used in the final films as part of the completion report.

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_ NPSIndividualReleaseForm and Attachment B_ NPSMaterialsRelease Form.

GEWA AV - Interpretive Film Page 12 of 94

i. Each release form shall include a note on it about the scene and/or location where the release form was collected.

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. Refer to Attachment C_NPS Amendment To License Agreement for an example amendment to standard license agreements.

d. All acquisitions of restricted material shall have documented signed agreements in the name of the National Park Service.

e. All acquisitions of unrestricted or public domain material shall have a statement from the source verifying the unrestricted or public domain status. Web links are not acceptable verification.

f. All acquired images and footage releases and licenses shall be accompanied by a thumbnail or photocopy of the material.

g. The following use rights shall be required: All uses, all media, all locations, in perpetuity.

4. Accessibility

a. The completed films shall meet all NPS accessibility guidelines. Refer to

Attachment E_NPSProgrammaticAccessibility.

i. Additional information 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 (.srt and .vtt) for the Interpretive Film.

i. HFC SDH formatting guidelines are included in Attachment

F_HFC_SDH_Specifications and supersedes the Caption Specifications in Attachment E.

c. Contractor shall pace all scripts and edits to accommodate an AD narration track. The writer and editor shall incorporate natural pauses (where no narration or interviews occur) into the script. The AD track shall not be obscured by the score or sound effects.

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

Commented [KAR1]: ATTN: CO https://www.nps.gov/subjects/hfc/accessibility.htm

GEWA AV - Interpretive Film Page 13 of 94 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 web-based video conference with the Contracting Officer, COR, and park staff. Time and date shall be determined between the COR and contractor after award.

a. The post-award conference call shall include:

1) Orientation to key team members,

2) Review of the Scope of Work, project schedule, and table of deliverables,

3) Review all accessibility requirements for the project,

4) Review requirements for use rights in relation to acquisition of materials.

b. Within five business days after the post-award call, the contractor shall submit detailed call notes to the COR via email.

2. Post-Award Site Meeting

The contractor shall attend a one-day Post-Award Meeting at the park with the COR. The Post-Award meeting shall be attended by a minimum of the Producer, Director, and Writer listed as Key Personnel. Schedules and dates shall be determined by the COR, park, and contractor after award.

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

1) Orientation to key team members and the park,

2) A tour of the park and potential filming locations,

3) Review and discuss program content, interpretive themes, goals, and objectives,

4) Review Park resources and materials for possible inclusion in the programs or for background research,

5) Identify additional sources for research and materials as well as potential subject matter experts for interviews.

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

GEWA AV - Interpretive Film Page 14 of 94

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

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

3) Project brief summarizing the results and key decisions made during the meeting.

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

3. Project Schedule Within 10 business days after the Site Meeting, the contractor shall produce a detailed, complete overall Project Schedule listing all submittals, review times, and final deliverables. Submittal and 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.

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. The contractor shall also 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 used 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 Approach Based on the Post-Award Meeting and research, the contractor shall prepare and submit at least one (but no more than three) proposed narrative approach(es) for the storylines and styles of the Interpretive Film. These shall be submitted as Word documents, one to two pages in length.

The proposal shall include a brief synopsis and outline the proposed creative approach (style) and narrative approach (story) based on the contractor’s understanding of the project. These proposals shall provide enough information to give a sense of the style of the production and shall cover, in less detail, the

GEWA AV - Interpretive Film Page 15 of 94 information listed in Section III.B.6 – Treatment and Production Plan. Links or files of existing films/excerpts can be included as examples for illustrating style ideas.

The purpose of this phase is to explore creative options early on before investing time and effort in the more detailed Treatments and Production Plans. 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.

6. Treatment and Production Plan Based on the approved Narrative Approach, the contractor shall prepare and submit a Treatment and a Production Plan for the Interpretive Film. The Production Plan for this project shall play a large role in the success of the project. The Treatment and Production Plan shall align and demonstrate an understanding of contract requirements. Care shall be taken in this stage to ensure a feasible plan to overcome any production challenges and risks identified during the post-award meeting.

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.A. – General

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 does not include content or production techniques that date the film.

b. Specifically, the Treatment shall include the following:

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

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

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

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4) Proposed style of filming for original material.

5) Sources for additional program/content research.

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

7) Description of proposed original musical score.

8) Description of proposed narration.

9) Stock footage and images (with descriptions and sources) proposed for the production.

10) Estimated percentage of the program(s) that shall be comprised of original footage, oral histories and interviews, archival assets, CGI, animation, stock footage, narration, and other elements.

11) 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) Description of proposed approach for reenactment filming.

4) Description of proposed approach for any aerial (UAS) filming.

5) Description of proposed approach for any computer-generated imagery

(CGI) and animations.

6) Proposed production techniques such as specialized cameras and equipment and special approaches (examples: UAS, boat, gimbals, cranes, dollies, sliders, jibs, camera mounts, slow-motion, time-lapse).

7) Proposed backdrop(s), style, “look”, and content intent for any interview or profile filming.

8) Proposed on-screen text look, font(s), and style(s).

9) Proposed camera(s) with specifications.

10) Acknowledgement and Safety Plan that addresses the approach to the unique production challenges, compliance requirements, and known risks specific to this project.

7. Draft Script (Interpretive Film)

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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 interview quotes are not expected to be fully fleshed out in the first draft script; notations that convey the goal of the spoken content and how it advances the story are sufficient at this point.

3) Subsequent drafts shall be fleshed out with narration, dialogue, interview 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 shall be in a two-column 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, AV production number, date, client organization and address, and the Contractor’s name, address, and telephone number.

c. Multiple drafts may be required until approved by the COR.

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

8. Storyboards (Interpretive Film)

a. The Contractor shall develop a storyboard for all reenactment sequences, animations, and CGI/visual effects sequences based on the approved script.

1) The storyboard shall consist of photos, illustrations, or drawings displayed in sequence for the purpose of pre-visualizing the film.

2) The storyboard shall convey any proposed camera shots, visual effects, and map animations as they are to appear in the final film.

3) Visuals are not expected to be final or full resolution in the first draft;

placeholder images that convey the design intent are sufficient for the first draft.

4) Storyboards shall include the proposed narration, dialogue, and character quotes for each shot or scene.

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5) Multiple drafts may be required until approved by the COR. Subsequent drafts shall be fleshed out based on client feedback, additional research, and footage collected during the production phase.

b. The contractor shall develop and submit all storyboards in accordance with the following requirements:

1) Storyboards shall be delivered as color PDF files in a standard storyboard template with no more than nine frames per page.

2) Each frame shall include the scene number, shot number, a narrative description of the action in the shot, and any proposed narration, dialogue, or quotation for that shot.

3) Printable page size shall be standard 8 ½ x 11”.

4) All pages shall be numbered.

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

c. Multiple drafts may be required until approved by the COR.

d. 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 four seasonal shoot windows; the filming can start with any season. The contractor shall propose the timing and duration of each of the shoot windows (approximately 2 months each).

The use of a shoot window is intended to allow flexibility in the schedule, while providing a benchmark for submittals, approvals, and payments. Efforts should be made to avoid shooting during federal holidays due to increased visitation. The shoot schedule shall be submitted as part of the Project Schedule.

If reenactments are included, the contractor shall provide and work with a Reenactment Coordinator to assist with planning, logistics, and recruitment.

All field shoots (including UAS) shall minimize the impact to natural and cultural resources, and this shall be reflected in the crew size and gear selection.

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

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

1. Submittals during the Production Phase:

a. Updated Project Schedule based on approved Treatment and Production Plan.

b. Confirmed oral history interview participants and availability.

c. Reenactment shoot(s), if proposed: wardrobe and prop plan, Shooting Script, Filming Schedule, and Post-Shoot Deliverables.

i. At least 30 calendar days prior to the start of reenactment filming, the contractor shall submit a PDF document with photographs and descriptions of all costumes and accoutrement proposed for use by featured actors; and all major set pieces, props, and other items proposed for use in reenactments.

ii. Reenactment shoots may be bundled with a seasonal shoot.

d. Winter Shoot: Shooting Script, Filming Schedule, and Post-Shoot

Deliverables.

e. Spring Shoot: Shooting Script, Filming Schedule, and Post-Shoot

Deliverables.

f. Summer Shoot: Shooting Script, Filming Schedule, and Post-Shoot

Deliverables.

g. Fall Shoot: Shooting Script, Filming Schedule, and Post-Shoot Deliverables.

2. Specifications during the Production Phase:

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

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

2) The Shooting Script shall include:

a) Scenes to be filmed at each location, with script references,

b) Any narration, dialogue, or quotations proposed for each scene.

3) The Filming Schedule shall include:

a) Names, titles, and phone numbers for all film crew members,

b) Film crew travel and lodging information,

c) Daily crew call and wrap times, GEWA AV - Interpretive Film Page 20 of 94

d) Location(s) and time(s) for filming, including backcountry and campsite information,

e) Oral history interviewee contact information and filming location info,

f) Contractor’s emergency contact information,

g) Copies of permits if shooting in restricted locations or with restricted equipment,

h) Safety, contingency, and compliance plans,

i) General gear and equipment list.

2) Principal Photography Specifications are as follows, unless otherwise approved by the COR:

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.

a) Minimum of 13 stops of dynamic range

b) Minimum sensor size of “Super 35” or 35mm Full Frame

c) Camera raw file format(s)

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

3) 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.

4) 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.

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

6) 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.

7) Wildlife footage shall be accomplished using long, fast lenses to acquire detailed, full frame compositions from an ethical distance.

8) Lighting is required for interior filming.

9) ALL original footage shall be logged.

3) Sound Recording

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

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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

8) ALL wild and sync sound shall be logged.

4) Interviews

1) The Contractor shall arrange, conduct, and film any interviews based on the approved treatment and production plan.

2) Interview audio shall be recorded using a lavaliere microphone and a second microphone, with an audio feed into the camera and a second recorder or other approved redundant system.

3) Unless otherwise approved by the COR, any interior interviews shall be professionally lit, three-point lighting at a minimum, with set-up to include pre-approved backdrop(s), style, and “look” for interview filming.

4) All exterior interviews shall be done in locations with even, natural lighting conditions that are quiet and free from human-made noise or loud natural sound.

5) The Contractor shall be responsible for all honorariums and fees, including participant travel costs, associated with conducting the interviews.

6) The Contractor shall prepare and submit transcriptions of all interviews to the COR utilizing the most current version of Microsoft Word.

7) Each transcript cover page shall include project name, AV program number(s), interviewee name, interviewer name, interview date and location.

5) Reenactments

1) Historically accurate reenactments may be proposed but are not required.

2) Reenactment scenes shall vary in complexity and shall portray realistic settings and characters.

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8) The highest degree of historical accuracy and attention to detail is mandatory in reenactments. The contractor shall be responsible for ensuring that everything captured on camera —including actors, reenactors, costumes, accessories, props, sets— is historically accurate.

6) Aerial Filming

1) Aerial footage of the park is required.

2) Aerials shall demonstrate the scenic beauty and scale of the landscape and its relationship/proximity to the waterways.

3) Aerial footage shall be acquired using a gyro-stabilized mount such as Cineflex or equal.

4) For the purpose of this Statement of Work, unmanned aircraft systems (UAS) shall fall under the category of “Specialized Dynamic Camera Motion” rather than “Aerial Filming.”

5) The National Park Service shall assist with creating a Compliance Report, and any other NPS documentation required for all flights.

6) A minimum of one morning and one evening total of aerial filming in the park is required and shall occur during early morning and late afternoon “golden hour” light.

7) Images shall be steady, smooth, and free of aircraft vibrations.

8) Pans and tilts shall be avoided during takes.

9) Images shall be free of obstructed views such as the aircraft structure, insects, dirt, water drops, and sun flares.

10) Shots shall be artistically composed to create a dynamic and dramatic look and feel while documenting the subject. Elements such as lighting and framing shall be taken into consideration to achieve this goal.

7) Specialized Dynamic Camera Motion

1) Footage from specialized dynamic camera motion shall be fluid, moving, and stable.

2) Motion shall be engaging, reflect a high production value, and help tell the story.

3) Examples of specialized dynamic camera motion equipment include gimbals, Steadicams, sliders, cable cams, and unmanned aircraft systems

(UAS).

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4) Any equipment proposed shall be listed in the production plan for approval by the COR. The contractor shall work with the park on any required permitting, especially for production in wilderness and culturally sensitive areas.

5) If the contractor proposes operating a UAS, the NPS shall assist with permitting and approval. There shall be no NPS fees associated with this process. Approval is dependent on Department of Interior, National Park Service, and other government policies and may be revoked at any time.

6) The contractor shall provide flight company information including names and certifications of UAS pilots and operators, the make and model of the proposed UAS device including on-board camera system specifications, and a certificate of authority to operate under Federal Aviation…