SMITHSONIAN INSTITUTION
NATIONAL MUSEUM OF NATURAL HISTORY
MOBILE AUDIO LAB
Statement of Work
April 2013
Objectives
The National Museum of Natural History (“Museum”) is soliciting proposals from individuals, groups of individuals and companies to develop and fabricate a multi-media rolling cart and associated programming. The Mobile Audio Lab will invite visitors to engage with the fascinating world of bioacoustics, explore the different ways scientists use sound to learn more about the natural world and allow them to make their own sounds that they can share with friends and family via email and social media. The Lab itself will be outfitted with multiple touch screen tablets loaded with simple audio editing apps, headphones and microphones, allowing visitors to create their own music and soundscapes using sound clips. They’ll be able to record their own voices to add to the track, allowing for storytelling Story-Corps style and user feedback. The Lab will also have speakers to share visitor-created sounds with more visitors. A large screen mounted to the top of the cart will be used to show videos and presentations about the topic. The Mobile Audio Lab should connect with NMAH’s DJ Cart where visitors will be able to use the recordings made at NMNH and mix their own music at NMAH.
For an example of the kind of programming that can happen with the Lab: At a Mobile Audio Lab placed in the Insect Zoo, visitors will explore the phenomena of human sounds changing the natural world. A volunteer will talk with the visitors and demonstrate through audio and animation how a machine sound, like airplanes, automobiles, or air conditioners, can take over a part of the audio spectrum that an insect uses for its mating sounds. Visitors will be challenged to compete to create a song using a variety of insect-made sounds that can be heard best in an urban environment. Each visitor uses the simple sound editing tablet software to construct a song, adding their own voices if they’d like, and then each song is played within a replicated dense urban soundscape. The most audible song wins a special badge. All of the participants are able to share their songs with friends via email or social media.
The Audio Lab will serve as a foundation from which new programming using recording and playback equipment can expand and grow. The Lab will be modular, giving education teams the flexibility to collaborate with partners to use audio to explore many different topics in nature and culture in a creative way. Potential questions and topics for visitors to explore include:
- What can sound tell us about the biodiversity of a place without even seeing it?
- How does human encroachment change the audio world and related behavior of animals?
- The morphology of sound – how particular animals make the sounds they do
- The meaning of sounds – for example, what can an audio clip tell us about the mating habits of the local insects
- Frequency spectrums and specialized sense organs – how vibrations outside of human hearing range create a whole alternate world we can’t sense, from elephant stomps to katydids.
The desired educational impacts:
- Students will understand how sounds in nature can be used to learn more about our backyards and the life inhabiting them, and how we as humans affect nature.
- Students will understand the biology and behavioral science of sound in animals.
- Students will link art and science in new ways, developing their own creations
- Students will build upon their experience in the museum by recording sounds in nature themselves, coming back to the museum for art-science workshops.
- Students will hear their world in new ways.
The Lab will be mobile, and can be used anywhere in the museum, from the busy Rotunda to the Insect Zoo to the new Q?RIUS education space that is due to open in 2013. It should support a quick 5-minute activity in a busy and loud space, or a 1-hour in-depth workshop in a quiet study space.
The Lab’s target audience will be middle- and high school-aged teenagers, although all visitors will be invited to use the Lab. It is expected that more than 20,000 visitors per year will use the Lab.
Background
The Smithsonian’s National Museum of Natural History welcomed 7.4 million people in 2012, making it the most visited museum in the United States. Opened in 1910, the Museum, located on the National Mall, is dedicated to maintaining and preserving the world’s most extensive collection of natural history specimens and human artifacts (126 million specimens). It also fosters significant scientific research, as well as educational programs and exhibitions that present the work of its scientists to the public. The Museum is part of the Smithsonian Institution, the world’s largest museum and research complex. Admission to the Museum is free.
The Museum is launching a new education initiative in 2013 called Q?RIUS, the quintessential embodiment of the Smithsonian’s new brand message, Seriously Amazing. The new model will focus on dynamic, interactive participatory and creative museum experiences.
Scope
The scope of this work includes the physical fabrication and assembly of the cart and any other equipment and hardware; software and attendant strategies for using the software for a variety of content applications; at least one full educational program using the cart; and interface and sign design and implementation. The length of contract is within five months of the signing of the contract.
Tasks/Requirements
Contractor shall develop and fabricate a multi-media rolling cart and associated programming.
Contractor shall provide the following:
- Project plan, and timeline submitted for approval
- Written notes from all meetings with NMNH staff with action items. There will be approximately 5 in-person and 10 phone meetings.
- Lab plan, including:
- Educational program concept and use case
- Software and hardware plan, with evidence of how the system will work as a flexible platform for various educational programs
- 4. Cart
- One cart on wheels, no larger than 2’ 10” deep x 4’ wide, with a surface area no more than 34” from the ground in a collapsed state (though it can expand to larger), constructed of good-quality materials with a professional finish.
- Sign holders attached to the cart or other means of displaying content-specific information to visitors.
- Funder name plaque (provided by NMNH but affixed by contractor)
- Hardware and software that enables multiple visitors to listen to, record, and edit audio, and for visitors to see and hear presentations. Networking of some sort should allow sharing and centralized access to files by a facilitator.
- Online repository or other plan for sharing visitor-generated audio, and strategic plan for maintenance and security.
- One complete educational program using the cart, including:
- Audio
- Step-by-step guidance that may include printed signs, digital video or graphics, audio, animations
- Training guide for docents
- Software programming
- 7. Testing
- Prototype(s) for testing. (Some hardware and other materials will be available from NMNH for prototyping).
- Testing questions submitted for review
- Testing with visitors
- Documentation of testing
- 8. Volunteer training
- At least one 2 hour training session and detailed guide for further training
- Final written report that includes:
- At least 5 concepts for further programming that would use the cart. This should include detailed use cases, educational goals, sources for audio material if relevant, and next steps. These concepts should include both mobile museum experiences as well as more in-depth 2-hr workshops. All the programming should use the cart as a key tool and be designed primarily for teen audiences.
- Evaluation reports from all testing.
- Training guides for facilitation of programs and technical use and maintenance.
- Technical specs for all equipment and instructions for replacements.
- Sustainability plan and budget for one year after launch.
Delivery and Period of Performance
The timeline should run no more than five months from signing of the contract to completion.
By the End of Month 1:
– Initial 2-hour in-person workshop at NMNH, including science topic review
– Detailed fabrication, hardware and software proposal for NMNH review
– Educational program outline and requests for content-specific information, data or other materials
By the End of Month 2:
– In-person presentation of the educational program plan at NMNH
– Written update on the fabrication, hardware and software plan
By the End of Month 3:
– Rough prototype for testing, at least 2 hours of testing with visitors at NMNH, and documentation of testing
– Fabrication, hardware and software plan submitted for approval
– Up to three revisions of the educational program plan based on feedback from NMNH
– Up to three revisions of the fabrication, hardware and software plan based on feedback from NMNH
By the End of Month 4:
– Final hardware approved and purchased
– Educational program plan submitted for final approval. One more round of revisions is possible in this final approval period.
By the End of Month 5:
– 2 hour Volunteer training at NMNH
– In-person final presentation at NMNH
– Finished cart including hardware, signs and all other deliverables
– Final written report
Place of Performance
All performance will take place at the contractor’s facility, unless noted above.
Smithsonian Institution
OCon 105
MOBILE AUDIO LAB
Request for Quote
Technical or Professional, Non-personal Services
This Request for Quote (RFQ) is issued by the National Museum of Natural History, Smithsonian Institution (SI), for technical professional, non-personal services to provide fabrication and program development services in accordance with the Statement of Work (SOW).
I. Submitting YOUR Quote
Price quotes may be submitted by electronic mail. Quotes are due by 9am, on Friday, April 19th, 2013. Email to brayr@si.edu. If attachments total more than 2 MB, please send via a
link.
Questions concerning this RFQ are required to be submitted by e-mail no later than 3:00 PM on Friday, April 12th. All responses will be provided to all vendors who email brayr@si.edu by 3:00 pm April 12th with a request to be on the contact list.
II. Description of Required Services
The SI has a requirement for the fabrication of a Mobile Audio Lab and for the development of programming for the product. A Firm Fixed Price, award is contemplated. The award will be for a five-month contract.
III. EVALUATION
The SI plans to award based on best value to the SI considering the following factors. The SI plans to award without asking for additional information, however, does reserve the right to ask for information if later determined by the Contracting Officer to be necessary.
All of the following factors are of equal importance. Evaluation factors are:
A. Relevant Experience
The contractor will have experience producing creative educational technology projects, and have demonstrated abilities in the four major aspects of the project:
– Audio-visual production
– Educational program development
– Design and fabrication
– Testing, evaluation and training
Provide demonstrated experience providing these services. Identify a minimum of three (3) projects, customers, time frames, contract dollar values, locations of contract performance, and complexity of work to facilitate determination of capabilities to perform the work required as cited in the statement of work.
B. Past Performance
Provide names of points of contact and their current telephone numbers who can answer specific questions on quality, workmanship and scheduling. Provide contract periods of performance dates, dollar value, and brief description of the work performed.
C. Qualifications/Technical Competence
1. Technical Information – Technical information should include a narrative discussion addressing the technical competence, the firm’s capabilities, qualifications, and approach to satisfy the requirements of the SOW.
2. Product Samples – Provide links to images or video that showcases at least three (3) examples of past work and demonstrates high quality audio-visual production, educational program development, design and fabrication. The projects can be the same as those included as examples of “Relevant Experience” indicated above.
D. Price. Ideally, the price will be in the range of $26,000 – $34,000.
IV. INSURANCE REQUIREMENTS
Prospective contractors are required to have
a) Certificate of Insurance – Commercial General Liability coverage for bodily injury, property damage, advertising and personal injury, in the minimum amount of one million ($1,000,000) dollars per occurrence.
b) If Contractor uses auto(s) in the course of this contract, and must bring them on to Smithsonian property, they are required to have Auto Liability in the minimum amount of five hundred thousand ($500,000) dollars combined single limit.
The Smithsonian Institution must be listed as additional insured for the General Liability insurance.
Proof of insurance must be submitted with quotes.
V. DUNS NUMBER
A DUNS number is a unique nine digit identification number available for each physical location of your business and is needed to register in the System for Award Management (SAM), formerly the Central Contractor Registration (CCR) system (see Section VI of this RFQ). DUNS numbers are provided through Dun and Bradstreet (D&B) at no charge when you contact D&B via toll free telephone call to 1-866-705-5711, or on the internet at http://fedgov.dnb.com/webform. Non-U.S. (international) vendors may also contact D&B via email at help@dnb.com. Indicate that you are requesting a DUNS number to assist with eligibility for U.S. Government contracts. New DUNS numbers for U.S. vendors will be active and available for SAM registration within 1-2 business days of request; international vendors DUNS will be active and available normally within 2-5 days of request.
VI. System for Award Management (SAM) registration (formerly CCR)
It is a requirement that current and prospective recipients of contract and purchase orders awarded by the SI must complete registration and maintain an active record in the System for Award Management (SAM). The SAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter. The financial data you enter, which includes the electronic funds transfer (EFT) data collected by SAM, will assist the SI in paying your invoices and complying with the Federal Debt Collection Improvement Act of 1996. You may complete or update your information in SAM online at http://sam.gov. Questions regarding the process may be directed to the Federal Service Desk online at www.fsd.gov or via toll free call to 1-888-606-8220. There is no charge for registering in SAM.
For vendors who were registered in CCR prior to July 30, 2012, this means:
- All information in CCR was transferred to SAM and available for viewing and updating on July 30, 2012;
- Vendors will not have to re-register in SAM if their CCR was active and valid on July 30, 2012, however,
- They will have to set up a SAM user ID. Once this is done, the vendors will have access to all their information and may edit it as needed,
- They may set up an ID when they are notified by the SAM that it is time to renew registration.
- Vendors who attempted to access their information by going to the current CCR website on and after July 30, 2012, should have been automatically redirected to SAM.
For vendors who were not registered in CCR prior to July 30, 2012, this means:
- Vendors will need to obtain a DUNs number (see Part V. above) in order to register in SAM.
- Beginning on July 30, 2012, they must be directed to http://sam.gov to complete registration in SAM.
- The registration process via SAM has been changed for SAM, and is reported to be streamlined and much easier than the CCR process.
If yours is the acceptable price quote and you are selected for award, your organization’s valid and active registration with SAM must be verifiable by SI staff administering this procurement prior to contract or purchase order award, and at the time any modifications or amendments to awards might be required.
VII. LEGISLATIVE and/or administrative Requirements
A. Service Contract Act of 1965, as amended
If services to be performed are covered by the Service Contract Act (SCA), as amended, the SCA shall apply to all work performed under the contract, purchase order, or GSA schedule task order to be issued. Individuals and companies submitting quotes are encouraged to verify the wages and fringe benefits determined by the U.S. Department of Labor to be payable for the Labor Category and in within the location that work performance will occur as cited in the Statement of Work. The SCA wages and fringe benefits payable shall be part of the order award.
Individuals and companies awarded a contract, purchase order or GSA schedule contract task order for SCA covered services are responsible, and required by law, to deliver to its employee(s) or post a notice of the required compensation in a prominent place at the worksite. The SCA provides authority to contracting agencies to withhold contract funds to reimburse underpaid employees, terminate the contract, hold the contractor liable for associated costs to the government, and debar from future government contracts for a period of three (3) years any persons or firms who have violated the SCA. The contracting officer awarding this order, or the Smithsonian Inspector General, may periodically require contractors to provide information that verifies compliance with the SCA for services provided under the awarded contracts, purchase orders or GSA schedule contract task orders.
B. Background Investigations
If a contractor employee assigned to the SI under this contract will have an association with SI that will be greater than thirty (30) days, determined either at time of contract award or anytime during contract performance, and will need access to staff-only areas of SI controlled facilities and leased spaces, the employee shall be required to receive an SI Credential. It is not anticipated that this contract will require this level of access, but this information is provided just in case.
Contractor employees who require an SI Credential shall be required to undergo and pass an appropriate background investigation and complete security awareness training before an SI Credential is issued. Employees whose associations with the SI will be less than 30 days shall not receive a background investigation or SI Credential, however, they must be escorted by Credentialed personnel at all times when in staff-only areas of SI facilities. If relevant to this RFQ, a form OCon 520, Background Investigations and Credentials for Contractors’ Personnel, is included. The following actions shall be required to be completed by the SI Contracting Officer’s Technical Representative (COTR) and successful vendor:
- The COTR shall provide an OF-306, Declaration for Federal Employment form, for each of the Contractor’s employees who will be assigned to the SI for 30 days or longer. The OF-306 forms must be completed by each person and returned by the Contractor to the COTR, or other designated SI employee, within ten (10) workdays from receipt of the forms by the Contractor.
- For contractors to SI organizations outside the Washington DC and New York City areas, forms SF-87, Fingerprint Cards, shall be provided to the Contractor by the COTR or other designated SI employee. Each form SF-87 must be returned to the COTR, or other designated SI employee, within ten (10) workdays from receipt of the forms by the Contractor When necessary, the forms SF-87 shall be submitted by the Contractor with the OF-306.
Homeland Security Policy Directive 12 (HSPD-12)
VIII. Information to be Submitted with Quotes
Quotes submitted must include the following information to be deemed responsive to this Request for Quote and accepted by the SI:
A. Project Title
B. Business name, address, telephone number, and DUNS number
C. Business point of contact name, telephone number and email address
D. Pricing.
E. Past Performance information should include the contract number, contact person with telephone number and other relevant information for at least 3 recent relevant contracts for the same or similar goods and/or services.
F. Certificates or other documentation confirming appropriate types and levels of insurance required are in effect, and other certificates and documentation requested.
G. Cite the date through which pricing submitted is valid.
Attachment(s):
- Statement of Work for NMNH Mobile Audio Lab, April 2013.
- Form SI-147A, Smithsonian Institution Purchase Order Terms and Conditions
- Rights-In-Data Clause
Rebecca Bray
rebs.bray@gmail.com
Manager of Interaction Design and Strategy
National Museum of Natural History
Smithsonian Institution