Audio_Tour_Solicitation_Questions_.docx

1. We traditionally do not sell audio equipment. We simply lease the equipment. Would that be acceptable or will you only consider an outright purchase of the audio guide equipment? If a lease is acceptable, can you let me know if we should propose a 3, 4 or 5 year contract (for example).

Lease is acceptable. The lease structure depends on how ACC Warren wants to structure the contract; I don’t know how that works if there is a base year with option years and a multi year lease requirement.

2. We may potentially recommend alternate equipment for the accessibility portion of the bid as opposed to a "one size fits all" approach to the equipment. Let us know if you have any thoughts or comments in that regard and I look forward to your feedback on these questions.

Alternative options are fine, we just want to ensure we meet the accessibility goals for our blind/low vision, deaf and hard of hearing.

1. Please define under C.3.2 "Ability to develop multimedia........". In today's technology world that cannot be quoted as a line item. It is subject to the objectives, goals, and budget of the client as well as how they envision the project. Additionally audio devices cannot play or adapt to a multimedia platform. We do create apps and we do sell devices to play them but unless we misunderstand something it is an entirely different quote

Multimedia includes any type of content supported by your audio tour device. If it is audio only, this option would include additional audio content. If it is audio and video, the option year pricing would include the ability to provide additional audio and video content.

2. C.2.2.5 We don't understand what a "tactile" map is in this context

A tactile map is a physical map of the museum, usually printed in plastic, with raised elements that allow blind and low vision visitors to identify their location.

3. C.1.6.1 Can you tell me where to find info on Quality Assurance Report and Quality Assurance Plan. We don't see CDRL A003/003. Is it needed for a one time installation of audio devices?

The CDRL A003 is posted was posted to FBO with the solicitation.

4. Will we need to go down and set it up or will the client do that? It's basically plug and play.

We would want the company to come down and assist with set up and assist with troubleshooting.

5. Will they need custom installation? There is no mention of that. If so we would need more information.

Most likely, installation will depend on the type of audio tour equipment and concept proposed. IF so, that would be part of the travel to come and set it up.

6. To repeat, we don't need a custom format to submit. We will submit via email to this email address...please confirm There is no custom format, you will submit to Kelsey.d.leonard.civ@mail.mil.

Tactile Maps

1. Where will the maps be located?

a. Welcome Desk (need to be portable)

2. What size?

a. Small enough for someone to hold

3. Are you looking for individual section maps for the exhibits or one large overview map?

a. One large overview map

4. What materials should it be (metal, plastic etc.)?

a. Up to you, plastic is typical.

5. Wall mounted, paper portable?

a. Portable

6. If wall mounted, who is responsible for mounting?

a. N/A

7. Will there be one map be of the entire museum or will the maps be broken down intological segments?

a. One map would be ideal, smaller maps are acceptable if necessary

8. Are there specific elements to be represented on the map? If so what are the breakdowns?

Different spaces (Lobby, army action center, café, store, etc), exhibit galleries, restrooms, welcome desk, entrance, exit, experiential learning center, elevators, stairs.

Depending on the technology of the audio tour, the audio tour stops should be included

8. What is the purpose of the map?

a. Assist blind and low vision visitors with navigating the museum

9. Please indicate what legends requirements: Braille, Large Print, Hi color contrast

a. Contract should indicate a number that need to be in braille and a number that need to utilize raised lettering

11. Is it just for the exhibits or all points including the bathrooms, food availability, etc.? See 8

12. If so, what should be included on the map? See 8

* Bathrooms

* Egress

* Elevators

* Bathrooms

* Exhibits

* Stairs

* Administrative areas

* Public areas

* Exterior

Tour

1. How many points of interest are on the tour?

We would accept input on the recommended number per gallery, but right now we have approximately 75.

2. How long should each stop by (min/max) (we suggest NO LONGER than 2 minutes per stop)?

Approximately 2 minutes

3. How long the total tour should be?

At least one hour of content, more depending on the funding available.

Devices

1. How many devices should be included in the initial order?

We also noticed there is no line item request for the tactile maps Add to line item 0001

Scope of Work – National Museum of the United States Army Audio Tour Contract

The Contractor shall develop an audio tour of the National Army Museum’s exhibits. The audio tour shall include descriptive language content for blind and low vision visitors and foreign-language content.

Furthermore, the contractor shall provide audio tour hardware, maintenance of the aforementioned hardware, and ensure synchronization of the audio tour content within the Museum’s exhibits.

● Can you clarify what type of synchronization you are looking for within the exhibits? Are you referring to a technology solution where the audio tour hardware can interact with other established media in the exhibit or something else? Is this a specific requirement (e.g. all videos must synchronize with audio tour for non-English audio) or just an understanding of the possibility? If the former, what types of systems are being used in the exhibition and what type of synchronization would you like (e.g. is it to have a translated version of the audio of any videos)?

There needs to be some sort of mechanism that allows the visitor to select the right audio content to match the right artifact. This may be automated with a sensor, or just a map with imaged artifacts and stops. This is up to the vendor. However, needs to be minimally invasive and inconspicuous.

C.1.5. Meetings

● We are fully prepared to meet with the appropriate team(s) at the museum itself when appropriate and requested. Generally for a project like this we would include 1-2 in-person meetings for the script writer(s) to walk through the physical space and to see specific objects in person. The point of contact would at a minimum be present to help install and train appropriate museum staff closer to the launch of the tour. Additional meetings and calls will typically be handled by a phone or videoconference as appropriate. Are there specific meetings that you would expect the appropriate the team to be in-person so we can ensure they are budgeted for appropriately?

Kick off meeting and install should be in person. Everything else can be down remotely.

C.2.1.1 Tour Development

● To be able to provide a proper bid on this project, a defined scope of work would be required to understand the length and complexity of the audio tour requested by the Museum. The Museum can define the scope by an anticipated length of the tour (e.g. 1 hour of recorded time) or by the amount of content it is expected to cover (e.g. 23 audio tour stops). Although this scope (and costs) could be adjusted during the initial tour concept development and approval stages, a starting scope of work would be needed to properly compare costs between submissions. Is there an anticipated specific scope of work at this stage, or can one be created for purposes of comparison of quotes (e.g. 1 hour is a typical general tour length).

We have approximately 75 possible stops. We are willing to adjust up or down based on price, as we are working with a fixed amount of funding. We want a minimum of one hour of content and up to two.

C.2.21. Audio Descriptive Tour

C.2.2.5. Tactile Maps of the Museum

● Can you please provide more details on the type of maps you are looking for? Are you looking for fixed tactile models or paper based handouts? If the latter, are you just looking for the design or are you looking for the design plus a specific number of printed copies?

Design plus a number of printed portable copies.

General Questions

● The Solicitation lists the general bid requirements with blank areas for unit and final price. Since many of the requirements are not specific unit requests (e.g. up to 160 additional headsets), do you wish us to fill this out or just have an easily understood pricing sheet that qualifies the costs?

Contractor shall submit a proposal detailing costs.

● Similarly it is unclear if any of the forms on the website require the bidder to fill anything out on the forms or if they are just for reference for a traditional proposal. Please let me know what specific forms need to be filled out and returned with our proposal.

Contractor shall submit a proposal detailing costs.

PRIMARY ENGLISH TOUR CONTENT/SCOPE

1. What is the estimated tour production length for the primary English tour (e.g. 1-, 2-, or 3-hours of recorded content? Anticipated # of points of interest?) for budgeting purposes? Note: we cannot quote a price without an estimate regarding total production length.

Please budget both 1 and 2 hours of content. There may be up to 75 points of interest, but we will adjust based on budget requirements.

1. Does the museum wish to include existing audio or video assets in the tour? (e.g. oral history recordings? Archival audio or video?).

We may provide such material to support tour development.

1. Does the museum want to incorporate recorded interviews with current subject matter experts? (e.g. curators, staff, volunteers?)

Yes

ACCESSIBILITY TOUR CONTENT/SCOPE

1. Does the museum envision the audio described tour component to be a separate audio described tour OR do they envision the audio descriptive elements to be included in the primary English tour?

0. C.2.2.1 The contractor shall include descriptive language audio content of key artifacts, cast figures and exhibit content as identified in CDRL A006 and A007 […] This content should be easily identifiable and useable […] on the final audio tour and on the procured audio tour hardware. (pg. 7 of 37)

0. CDRL A001 Status reports for Audio Tour Concept, Audio Tour Script, and Tour Accessibility Scripts.

It would be ideal if they could be selected as separate stops; e.g. each artifact would have a standard English and standard English description version.

1. Is the audio described tour script and the accessibility tour script the same thing? If not, could you please explain the difference? The audio described tour is to be recorded but it appears the accessibility tour scripts are PDFs for print material?

A script is required for review under the CDRLs, of both the standard audio tour and the descriptive language tour. However, we also want PDFs for future printing of both of these tours.

1. Traditional Mandarin Chinese (Taiwan/Hong Kong, formal) OR Simplified Mandarin Chinese (Mainland China, official text) Simplified Mandarin Chinese

1. Can you provide a link to the style guide and graphic standards referenced in C.2.2.4.?

We need to send separately; they aren’t online anywhere.

1. Also C.2.2.4. To clarify, the contractor will need to write additional material that will need to be translated and included in the PDF materials. Is this correct?

It won’t be translated into a different language, just modified to make it appropriate for reading by a visitor. We will use the materials as a base to have it translated in the future by a professional translation firm.

1. Will the Museum provide digital graphic files of the map or will the contractor need to design and produce these?

We can provide maps in different formats for the vendor to reference. The vendor may need to modify or recreate based on what this map is needed for.

PRODUCTION/CONTRACT TIMELINE (C.4.)

Is the client open to revising the production deliverables to follow our standard production process? NOTE: all deliverable items would be included, just at different time points, and the contract completion would not exceed C+225.) For example:

Yes. Production timeline can be modified as long as the total production timeline does not exceed 225 days.

1. Foreign language translations are done AFTER the primary English tour script has been written, reviewed, and approved. (The solicitation has the English and translated scripts delivered concurrently per C.2.2.2.) This prevents confusion and costly errors resulting in a domino effect of script revisions in the English tour affecting the translation process. The primary tour script should be finalized and approved before starting the translations and foreign language production. This also affects C.2.1.4. Foreign language voice talent would be auditioned during the translation phase, not the English script production phase. (C.2.1.4.)

1. A006 & A007 Casting decisions are usually made after the recording script has been reviewed and finalized, not during the concept approval phase.

1. Equipment installation isn’t specified in the Contract Timeline (C.4.) nor in the DCRL docs. It should take place significantly prior to the testing currently listed at C+215.

1. How many “option years” is the solicitation referring to? (C.2.1.6. pg 7 of 37)

TACTILE MAPS (DCRL A010 & C.2.2.5.)

Please provide more information regarding the tactile maps regarding size, materials, etc.

1. Does the museum envision stationary free-standing or wall-mounted tactile maps in brass or heavy weight plastic? If so, who is to provide installation?

Portable Maps

1. Or does the museum envision something on light-weight braille paper or thin plastic tactile maps that can be handed to visitors to carry with them? If so, is there a sample of what you prefer or is it included in the style guide?

Thin plastic that a user can carry. There is no current sample.

1. Dimensions?

No larger than 18” x 24”

TECHNICAL

1. C.2.1.6. mentions “exhibit synchronization tools” (pg 6 of 37) but we can’t find any mention of content to be synchronized? Does the equipment need to provide synchronized translation or audio description of existing exhibit films or videos? If so, who is providing this content? Has it already been produced?

This refers to how the vendor ensures the audio content is synchronized with the correct artifact. (e.g. your question below). The technique is up to the vendor, but the vendor must be aware that there is no access to power sources in the gallery.

1. Does the museum want the tour content to be auto-triggered (via beacons, IR, RF, etc.) or manually input by the visitor (e.g. keypad or numbering system)? If the museum plans on a keypad/numbering system, who is to design the signage and I install the numbers in the exhibit space?

Auto-trigger or manual is up to the vendor based on their hardware. The vendor will design the signage in accordance with our graphic standards and install the signage.

1. Definition around tour

b. Are you planning on using archived audio or recording all new?

Mostly new, some possible archived audio or interviews

2. Number of devices needed; type of business model that will be used for the Audio tour

c. Will there be pre-sales through the on-line timed ticket options?

No

i. (All of these options would need to be supported by different levels of devices)

3. When you talk about museum software and the ability to sync or work with it, what software do you anticipate having in place?

a. Is this just the general concept that items in the space will be matched with corresponding audio stop number through icons & stop labels or are you asking for AV- Syncing?

This is actually referring to our work computers. So if the audio tour is updated through a dedicated program or a web based application, we need to be able to install or access on our government computers.

4. Will all vendors see the responses to all questions asked?

Yes