rfp request for proposals for a/v media production ... · the fort monroe authority (fma) invites...

FORT MONROE AUTHORITY

FORT MONROE, VA

DEADLINE FOR SUBMISSION: THURSDAY, JANUARY 22, 2019 @ 3:00 PM

RFP‐158‐2019

REQUEST FOR PROPOSALS

for A/V MEDIA PRODUCTION SERVICES

for the FORT MONROE VISITOR AND

EDUCATION CENTER

and JAMESTOWN ISLAND VISITOR CENTER

FORT MONROE - --1rleie' ;;;;u~f.l,z_ r:;w4 ---

December 14, 2018

The Fort Monroe Authority (FMA) invites respondents to submit qualifications and a price proposal for

audio/visual media production services at the Fort Monroe Visitor & Education Center in Hampton, Virginia

and the Jamestown Island Visitor Center located with in Historic Jamestowne, a part of the Colonial National

Historical Park.

The FMA is currently working with Glave & Holmes Architects to renovate the former Post Library, Building

138 at the former Army installation at Fort Monroe as the new Fort Monroe Visitor and Education Center

(FMVEC). The FMA has contracted with HealyKohler Design to design the interior and exterior exhibits for

the FMVEC. The FMA is working in cooperation with the National Park Service to develop collaborative and

complementary exhibits in both Visitor Centers, striving for consistency in historic and contextual

references.

The duration of this contract will be January 30th, 2019 to August 30, 2019 .

Any questions on this RFP may be submitted via email to the FMA Acting Procurement Manager, John

Hutcheson via email at [email protected] no later than 3:00pm on January 3rd, 2019. Answers

will be returned to all bidders by 5:00pm on January lOth, 2019 .

Your firm's qualifications and price proposal forms are due January 22, 2019 by 3:00pm.

Please submit an electronic copy of your qualifications and price proposal, including a link to view your

demo reels, if applicable, by either email or file sharing site, to [email protected]. Alternatively

your qualification and price proposals may be delivered on CD or DVD to :

John Hutcheson Fort Monroe Authority

20 Ingalls Road

Fort Monroe, VA 23651

Best Regards,

G. Glenn Oder

Executive Director

Fort Monroe 1-.uthority

20 Ingalls Road I Fort Monroe, VA 23651 I 757-637-7778 I fmauthority.com

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Table of Contents

PURPOSE ........................................................................................................................................... 4

APPLICABILITY OF THE A/E MANUAL ................................................................................................ 4

HISTORY OF FORT MONROE ............................................................................................................. 4

LAND USE ENTITLEMENTS AND PERMITTING .................................................................................. 7

NATIONAL PARK SERVICE .................................................................................................................. 8

BRIEF HISTORY OF JAMESTOWN ISLAND ......................................................................................... 8

FORT MONROE VISITOR AND EDUCATION CENTER ......................................................................... 9

SCOPE OF SERVICES .......................................................................................................................... 9

PRE‐PROPOSAL CONFERENCE ........................................................................................................ 16

PREFERRED QUALIFICATIONS AND EXPERIENCE ............................................................................ 16

PROPOSAL PREPARATION AND SUBMITTAL ................................................................................... 17

SPECIFIC INSTRUCTIONS ................................................................................................................. 18

EVALUATION CRITERIA .................................................................................................................... 19

MEDIA FEES REQUIREMENTS .......................................................................................................... 19

AWARD OF CONTRACT ................................................................................................................... 20

ATTACHMENTS ................................................................................................................................ 20

ATTACHMENT A – FMVEC PLANS OF FIRST AND SECOND FLOORS ........................................... 20

ATTACHMENT B – FMVEC and JIVC CONCEPTUAL FLOOR PLANS WITH MEDIA LOCATIONS ... 20

ATTACHMENT C – SUBMITTAL SHEET ........................................................................................ 20

ATTACHMENT D – PROFESSIONAL REFERENCES ........................................................................ 20

List of Appendices

A ‐ General Terms and Conditions

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PURPOSE

The purpose of this Request is to solicit proposals from qualified organizations interested in providing audio/visual media production services for the Fort Monroe Visitor and Education Center (FMVEC) and the Jamestown Island Visitor Center (JIVC).

Proposals will be accepted until 3:00 PM on Tuesday, January 22, 2019. All questions, or inquiries for additional information, shall be made in writing only to FMA Procurement Manager at [email protected] no later than 3:00 PM on Thursday, January 3, 2019. No oral explanations, interpretations or instructions will be given before the award of the contract. Copies of all questions and their answers will be issued as an addendum prior to close of business on Thursday, January 10, 2019. It is the responsibility of the prospective bidders to verify, prior to submitting a response, if an addendum was issued.

APPLICABILITY OF THE A/E MANUAL

For the purpose of this RFP, the FMA adopts the applicable portions of the Department of General Services, Division of Engineering & Buildings, Construction & Professional Services Manual – 2017 (Chapters 1 thru 10 including Appendices A thru Z, and all revisions thereto, shall be called the “A/E Manual” for identification), which shall be incorporated into the Contract except as amended or superseded in the Contract or an addendum thereto.

HISTORY OF FORT MONROE

Fort Monroe’s current boundaries encompass approximately 565 acres, including 110 acres of submerged lands and 85 acres of wetlands. The namesake stone fort was begun in 1818 and presently there are approximately 150 buildings, sites, structures, and objects contributing to the Fort Monroe National Historic Landmark (NHL) District. The entirety of Fort Monroe is designated as archaeological

site 44HT0027 and 23 loci have been identified to date. The Casemate Museum, now operated by the Fort Monroe Authority, is located in the project area. The museum interprets the history of Fort Monroe and Old Point Comfort and includes the cell where former Confederate President Jefferson Davis was imprisoned in 1865. Other noted individuals associated with Fort Monroe include the Marquis de Lafayette, Chief Blackhawk, Edgar Allan Poe, Robert E. Lee, Abraham Lincoln, Benjamin Butler and Ulysses S. Grant.

The site was originally named Cape Comfort in 1607 by English explorers, prior to the founding of Jamestown. The first fortifications were erected in 1609. Further exploration of the James River and Chesapeake Bay led to the early renaming as Point Comfort then Old Point Comfort, the current designation. Point Comfort is the site of the arrival of the first Africans on English‐occupied territory in 1619,

and as a prominent site commanding the main channel in Hampton Roads, is also the site of three successive forts erected from the 1610s until the last fort was left in ruins in the 1760s. The still‐standing Old Point Comfort Lighthouse was constructed in 1802 during President Jefferson’s administration. Fort Monroe was built as part of the Third System of coastal defenses in the United States. The initial

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construction period of 1818 to 1834 was followed by subsequent work throughout the nineteenth century. The fort remained in Union hands throughout the Civil War and was a key staging ground for the Union campaigns in Virginia and along the Atlantic.

In 1861, Commanding General Benjamin Butler gave refuge to three runaway slaves, declaring them Contraband of War. The decision earned the site the name Freedom’s Fortress and was a significant milestone in the prelude to the 1863 Emancipation Proclamation. During the course of the War, more than 10,000 slaves sought refuge at Freedom’s Fortress. Efforts to educate this newly freed population led to the founding of Hampton Institute, now Hampton University.

Before and after the Civil War, Fort Monroe housed the Army’s first field schools of military education, for the coast artillery and eventually became the location of the Army Coast Artillery School. The use of Fort Monroe and Old Point Comfort for coastal defense changed as military technology improved. In the 1890s, fifteen (15) large concrete batteries were erected at Fort Monroe, including some on top of the ramparts and outer works of the stone fort. During both world wars, Fort Monroe played a key role in the defense of the Virginia coasts and as a marshalling point for troops.

Fort Monroe served as the headquarters for the US Army Training and Doctrine Command. In 2011, as part of the 2005 Base Realignment and Closure Act (BRAC), Fort Monroe was deactivated as an active military base. In 2013, the US Army quitclaimed a majority of the property to the Commonwealth of Virginia.

A. THE FMA

The Fort Monroe Federal Area Development Authority (FMFADA) was created by legislative action of the Virginia General Assembly in 2007. The Fort Monroe Authority (FMA) is the successor in interest by law to the FMFADA as the result of legislation passed in 2010 and is led by a 12‐member Board of Trustees. The FMA is the Local Redevelopment Authority (LRA) recognized by the Department of Defense and is charged with implementing reuse, preservation and the future evolution of this priceless historic treasure.

As the redevelopment and management authority responsible for the most intensely developed part of Fort Monroe, the FMA is responsible for the BRAC‐compelled transition to civilian uses, environmental and civil systems management, historic preservation, residential and commercial property management and leasing, educational and recreational public programming, and tourism. The 2008 reuse plan containing the conceptual vision for the future Fort Monroe was updated in 2013 by a Master Plan for the FMA‐managed areas of Fort Monroe. Approximately half of Fort Monroe was designated a National Monument on November 1, 2011 and is to be managed by the National Park Service (NPS).

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There are five key elements to the approved reuse plan that remain central to all future planning efforts:

Respect the site’s historic assets

Open the site to the public

Achieve economic sustainability

Create an open space park

Allow new development under strict limits

B. HERITAGE ASSET MANAGEMENT

The majority of the site was named a National Historic Landmark (NHL) District in 1960. As part of the base reuse planning process, the U.S. Army, the State Historic Preservation Officer (SHPO), and other federal and state entities including the NPS and the FMA entered into a Programmatic Agreement (PA) under Section 106 of the National Historic Preservation Act (NHPA). The PA recognized the US Army’s federal role in the closure of Fort Monroe and specifies actions by the Army and other parties to mitigate the closure’s effects on historic properties covered by the NHPA and established future requirements in order to avoid, minimize, or mitigate adverse effects of the site redevelopment of historic properties. The Fort Monroe PA is located online at: http://www.fmauthority.com/wp‐content/uploads/PROGRAMMATIC_AGREEMENT.pdf

The FMA is also a party to a state‐level Memorandum of Understanding (MOU) among the Governor of Virginia, Secretary of Administration and Department of Historic Resources (VDHR) for the redevelopment and management of Fort Monroe. The MOU also set forth the Commonwealth’s responsibilities to ensure that all rehabilitation, renovation, maintenance, and development activities are carried out in a manner consistent with Fort Monroe’s status as a National Historic Landmark District. The Fort Monroe MOU is online at: http://www.fmauthority.com/wp‐content/uploads/MOU‐12‐5‐11.pdf

C. REAL ESTATE

The objective of the real estate department is to utilize the assets and land to create an economically viable place to live, play, work, learn, and visit. Given the NHL status of the site, new construction will be strictly limited in amount, height, and design. The historic buildings will be adaptively and creatively reused with some considered for use in organized cultural programs for the public. As part of the BRAC process, Fort Monroe’s transition from an active military base to a small community continues to involve many stakeholders, and requires public notification and engagement in the management of public resources. The Fort Monroe Authority currently leases and manages approximately 170 single‐family homes, duplexes and apartments on the property. The FMA’s commercial property management and leasing service contractor is actively securing tenants for the office, industrial, and special purpose properties.

D. SPECIAL EVENTS AND PUBLIC PROGRAMS

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The rich heritage of Fort Monroe and Old Point Comfort forms the foundation for special events, educational and interpretive programs at the site. Fort Monroe presently offers a wide variety of recreational opportunities for residents, workers, and visitors to the site. Fort Monroe faces the entrance to the Chesapeake Bay and Hampton Roads Harbor, boasts water on three sides, and has 3.2 miles of benches and paved walking surfaces along the Bay. The Mill Creek side of the property is suitable for canoeing, sculling, small boat usage, and is home to many birds.

Other amenities include:

332 slip marina with 31,400 square feet of support space

Special event venues

A travel park for recreational vehicles

Casemate Museum, Fort Monroe moat, and coastal defense batteries

Special events at Fort Monroe create unique opportunities for collaboration on historic interpretation, resource management and fundraising. Presently a multitude of special events occur on the property bringing approximately 100,000 visitors to the site annually.

E. CASEMATE MUSEUM

Within the fort is the Casemate Museum, which chronicles the military history of Fort Monroe from the construction of Fort Algernourne, the first defensive fortification at the site in 1609, through the last major command to be headquartered at Fort Monroe, the Army’s Training and Doctrine Command. The Casemate Museum is operated by the Authority and receives approximately 50,000 visitors annually. The museum features the room where Jefferson Davis was held briefly as prisoner following the American Civil War, highlights the 1861 “Contraband of War” decision that granted three enslaved men, and thousands who followed, sanctuary at Fort Monroe, earning it the nickname “Freedom’s Fortress.” The Casemate Museum is self‐guided and free of charge. Guided tours are available for groups by reservation. The Casemate Museum serves the Jr. Ranger Program and other support and resources for NPS.

LAND USE ENTITLEMENTS AND PERMITTING

The FMA as a political subdivision of the Commonwealth of Virginia is solely responsible for all land use entitlements, and it will coordinate with Virginia Uniform Statewide Building Code officials or their designees regarding plan checking, building permits, dig permits, permit inspection, and issuance of certificates of occupancy for all buildings as may be required. As needed, the FMA will coordinate with other agencies having jurisdiction regarding permits for construction activity at Fort Monroe, including the Army Corps of Engineers for any projects impacting wetlands.

Changes to historic structures or landscapes will be subject to review and approval by the State Historic Preservation Officer in the Virginia Department of Historic Resources (see also “Historic Preservation and Design Standards”). A Fort Monroe Historic Preservation Officer on site at the FMA will coordinate this process.

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NATIONAL PARK SERVICE

Fort Monroe is jointly managed under a cooperative management agreement between the FMA and the National Park Service (NPS). By presidential proclamation on November 1, 2011, a portion of Fort Monroe was declared to be the Fort Monroe National Monument (FOMR). The purpose of FOMR is to preserve, protect, and provide for the appropriate public use of the historical, natural, and recreational resources of the site. By letters from the Governor of the Commonwealth (Governor) to the Secretary of the Interior dated September 9, 2011 and March 20, 2015 the Governor agreed to convey a portion of Fort Monroe to the NPS upon the terms and conditions set forth therein, one of which was shared access and services at Fort Monroe to further the establishment of FOMR.

The National Monument will eventually include varying levels of ownership of the moat, the stone fort, the parade grounds inside the moat and 235 acres in North Beach. On August 25, 2015, 121 acres of Commonwealth owned land were transferred to the NPS including 112 acres of the North Beach area as well as the 8.6 acre Parade Grounds, and several buildings.

After all planned land transfers and boundary expansions are complete, the NPS will manage approximately 279 acres of land owned by the U. S. Department of the Interior. The Fort Monroe National Monument Boundary includes the 279 acres of federally‐owned land plus approximately 97 acres of state‐owned land under a grant of historic preservation and access easement.

The Fort Monroe National Monument Foundation Document can be found at https://parkplanning.nps.gov/fomrfoundation.

The Service Contract Act is not applicable to the exhibit design, development, and installation.

BRIEF HISTORY OF JAMESTOWN ISLAND

On December 6, 1606, the journey to Virginia began on three ships: the Susan Constant, the Godspeed, and the Discovery. In 1607, 104 English men and boys arrived in North America to start a settlement. On May 13 they picked Jamestown, Virginia for their settlement, which was named after their King, James I. The settlement became the first permanent English settlement in North America.

The site for Jamestown was picked for several reasons, all of which met criteria the Virginia Company, who funded the settlement, said to follow in picking a spot for the settlement. The site was surrounded by water on three sides (it was not fully an island yet) and was far inland; both meant it was easily defensible against possible Spanish attacks. The water was also deep enough that the English could tie their ships at the shoreline. The site was also not inhabited by the Native population.

Once the spot was chosen, the instructions sent by the Virginia Company, with the list of the council members (chosen by officials in England), was read. The names were kept in a sealed box on the ship (each ship had a sealed copy). The first President of the new Virginia colony was to be Edward Maria Winfield. The other six council members were: Bartholomew Gosnold, Christopher Newport, John Martin, John Ratcliffe, George Kendall, and John Smith.

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By June 15, the fort was completed. It was triangle shaped with a bulwark at each corner, holding four or five pieces of artillery. The settlers were now protected against any attacks that might occur from the local Powhatan Indians, whose hunting land they were living on.

Today, Jamestown Island is a historic site. It is preserved by the National Park Service and Preservation Virginia for visitors to learn about the importance of Jamestown and what was born out of its being the first permanent English settlement in North America.

FORT MONROE VISITOR AND EDUCATION CENTER

The FMA is currently working on the renovation of the former Coastal Artillery School Library into the Fort Monroe Visitor and Education Center. This T‐shaped two‐story brick Classical Revival building was erected in 1909 and is part of the listing for the Fort Monroe National Historic Landmark (NHL) District. Two additions are planned to the rear of the facility. The existing building area is 13,088 SF. The planned additions add 3,092 SF of new building area making the total building area after the renovation 16,180 SF. Plans of the first and second floors are included as ATTACHMENT A.

The FMVEC will serve as the arrival point for all visitors to the property. The FMVEC will include and

orientation room and two exhibit areas on the first floor.

SCOPE OF SERVICES

The exhibits will touch on the historical stories of Fort Monroe and Jamestown Island as part of the commemoration of the 400th anniversary of the first landing of enslaved Africans at Old Point Comfort. The exhibits include six AV experiences and we are looking for a firm to produce these programs. Please see proposed exhibit plan documents in Attachment B.

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The six programs to be produced are:

AV1: Welcome Digital Signage, for display on 55” wall‐mounted digital signage monitor

AV2: Orientation Interactive, for display on 84” wall‐mounted touch‐screen monitor

AV3: Legislation Interactive, 42” wall‐mounted touch‐screen monitor

AV4: Gallery One Audio, 2‐3 minute looped audio clip

AV5: Point of View Interactives, 4 quantity 32” rail‐mounted touch‐screen monitors

AV6: Jamestowne Exhibit Film, 6‐minute looped film

Initial concepts for all programs are described in media summaries below. The selected producer shall work with the project team to narrow and finalize concepts for the programs prior to devising a production plan.

After the program concepts are confirmed and approved by the review team, the producer shall formally verify that the equipment and connectivity requirements are adequate for the programs to operate successfully and notify the Owner and Exhibit Designer no later than February 28, 2019. A schematic media equipment list is included in the media summaries below. All equipment shall be acquired and installed by the Exhibit Fabricator.

The producer shall produce a detailed plan for the production of all media programs including software, content, interface wireframe/storyboard designs, prototype testing and evaluation, and a plan for the build‐out of all software solutions, their installation and testing prior to launch. The plan shall include a detailed schedule that enables full testing and launch of all interactive media programs by July 15, 2018.

The producer shall work closely with the FMA’s project team and National Park Service to confirm concepts of each media program for the FMVEC. This shall include confirming visitor goals and objectives, user scenarios, and evaluation process. The producer shall work with the FMA on wireframe and storyboards to refine content and educational objectives. Testing shall ensure envisioned programs will convey intended concepts and meet usability and universal design standards.

The producer shall perform all production work, including graphic interface design, content mapping, functional programming, etc. The FMA project team will provide approved data, images, and video for use in interactive development.

The producer shall designate a Project Manager who will coordinate with the FMA project team, oversee all requested changes, provide quality control, and act as a liaison with the Fabricator, AV Integrator, Exhibit Designer, and Owner.

The FMA shall have ownership of all source files including images, audio, video, related code, documentation, interactive program files and content used in the finished product. All original, high‐resolution source and layered files shall be transferred to the Owner.

The interactive programs shall use standard COTS (commercial off–the‐shelf) or open source software, non‐proprietary custom software, or a combination thereof. Any software must be supportable and maintainable by FMVEC staff after installation.

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The producer shall design interactive interfaces required by the National Park Service using best practices for usability, accessibility and universal design.

The interactive programs will be hosted on equipment within the exhibition area and the associated AV Room. Computer hardware and software installation must be conducted as a cooperative effort between Exhibit Fabricator, AV Integrator, and the Producer.

Any necessary training must be provided to the National Park Service and the FMA for installation, testing, and maintenance. Staff must be fully capable of performing all steps required to install, test and maintain the interactive programs after completion of project. Training will not be deemed complete until signed off on by both the National Park Service and the FMA representatives.

The producer shall provide design documentation. The cumulated, approved design submittals are sufficient to serve as system design documentation and meet this requirement. Flowcharts and wireframes including introductory screens, orientation and sequences (what’s in the application and how to navigate it) are required. Content planning and design templates, including screen layouts, color schemes, fonts, navigation buttons common to all parts of the interactive program.

The product shall be tested to verify that it functions as intended and that all requirements are met. The contractor shall provide a system configuration document.

The contractor shall provide user documentation, including detailed instructions on how to access, add, delete, or modify content and/or otherwise modify the interactive programs. The contractor shall provide all source files to the Visitor Center. All codes shall be annotated according to software engineering best practices.

Deliverables:

The FMA requires the following deliverables as part of the media programs. Deliverables shall be submitted in accordance to the project schedule or as otherwise mutually agreed by the parties.

An overall Project Schedule that meets the goals of the project. This must include activities concerning conceptual planning, design, development, testing, documentation, and implementation, and must reflect review and coordination efforts with appropriate Owner representatives and consultants/contractors. Schedule must include a minimum 5 business days for each Owner review after submittals.

Storyboards/wireframes, evaluation/prototype plan and schedule, including initial prototypes for each program.

Final storyboards/wireframes, evaluation/prototype testing results.

Draft graphic interface design comps for Owner selection, modification and approval.

Final graphic interface design comps for Owner approval.

Content plan for each interactive program with content map of all navigation and content, including specific discrete assets.

Fully functional prototypes demonstrating user interaction scenarios in sufficient detail to judge usability and effectiveness in meeting goals/objectives.

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Fully functional prototypes in final exhibition setting that tests/demonstrates technical repeatability and reliability including, but not limited to, performance on final hardware, connectivity/communications, switching (if any), program stability (against crashing, delay), etc.

Installation of final programs in exhibition with a minimum 2‐week testing period prior to public opening.

Document that outlines installation and testing procedures as well as troubleshooting steps for long‐term maintenance.

Complete copy of the finished productions, including all documentation, master images, audio and/or video and source code. Three copies on separate media (portable hard drives).

Warranty: Contractor shall provide twelve months of technical assistance and troubleshooting commencing September 1, 2019.

Media Summaries

Initial concepts for all six programs are described below. The selected producer shall work with the project team to finalize concepts for the programs prior to devising a production plan.

After the program concepts are confirmed and approved by the FMVEC and NPS project team, the producer shall verify that the equipment and connectivity requirements are adequate for the programs to operate successfully and will notify the FMVEC project team, Exhibit Designer, and Fabricator no later than 30 days after contracting. A proposed media equipment list is included. All equipment shall be acquired and installed by the Exhibit Fabricator.

AV1: Welcome Digital Signage

This is an electronic message board located in the entry lobby and is to be maintained by the FMVEC staff. The system should run on a typical digital signage program with information related to time, date, weather, activities and scheduled events, what to see, and dining and shopping information. A digital signage content management system is required and shall be designed to be maintained by park staff on a daily schedule. No audio is required.

Related Equipment, provided by AV Integrator:

Samsung 55" Digital Signage Monitor

BrightSign LS423 ‐ Digital Signage Player

HDMI Extenders

AV2: Orientation Interactive

This interactive media experience will serve as the primary form of delivering the Fort Monroe orientation messages and interpretive themes. Visitors will be prompted to explore the destinations within the Fort. The 84” landscape‐oriented, multi‐user and multi‐touch monitor will accommodate up to three visitors simultaneously.

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The attract screen will present rotating imagery and film of the Fort and surrounding park destinations from the past and present. This attract could be approximately two minutes. Visitors can activate the touch‐screen to commence the interactive experience based on visitor interest level, interpretive themes, activities, history, and destinations.

The media producer is required to provide a content management system connected to the server for client updates and changes to the program.

All of the content, imagery, and any footage will be provided from the Fort Monroe Authority and it’s collection of photographic images, film, and related narrative audio and voice‐overs.

The media producer will provide conceptual media design, wire frames highlighting the path of content and experience, graphic design of the experience screens, alpha and beta reviews, final production, installation and testing.

Related Equipment, provided by AV Integrator:

84" 4K Large Format Multi‐Touch Monitor

Dakota MA‐24" Long Linear Array Speaker, three quantity

Dell Precision Tower Workstation: Dual‐core Intel Processor, Windows 8.1, 8GB RAM, 500GB Hard Drive, Video Card: NVidia Quadro

HDMI Extenders

AV3: Legislation Interactive

This interactive media experience will serve as the primary form of delivering three important pieces of colonial legislation that affected daily life at Fort Monroe. These documents can be explored in great depth by the visitors. The themes of this legislation include codification of the enslaved and native peoples, the Old Point Comfort House, and the establishment of the General Assembly. Visitors will be prompted to explore the documents that will have tags/notes relating to the three cultures that converged on the peninsula. The 42” landscape‐oriented, multi‐touch monitor will accommodate up to two visitors simultaneously.

The attract screen will present rotating historic imagery of life at Point Comfort and Fort Monroe. This attract screen could be approximately thirty seconds. Visitors can activate the touch‐screen to commence the interactive experience based on visitor interest level regarding the legislation.

All of the content, imagery, and any footage will be provided from the Fort Monroe Authority and it’s collection of photographic images, film, and related narrative audio and voice‐overs.

The media producer is required to provide a content management system connected to the sever for client updates and changes to this program.


Related Equipment, provided by exhibit fabricator:

42" Multi‐Touch Monitor

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Dakota MA‐4 25" Long Linear Array Speaker

Dell Precision Tower Workstation: Dual‐core Intel Processor, Windows 8.1, 8GB RAM, 500GB Hard Drive, Video Card: NVidia Quadro

HDMI Extenders

AV4: Gallery One Audio

This experience is a 2‐3 minute loop of first person testimonies of the landing of the first Africans at Point Comfort. This production will require acting/voice talent from the selected media company. The audio will also include background ambient shore audio including wildlife, ocean waves, and boat landing noises.


2‐Dakota MA‐4 38" Long Linear Array Speaker

Brightsign Media Player

HDMI Extenders

AV5: Point of View Interactives

This experience features four separate monitors/stations, each of which invites visitors to discover the past through a different point of view. The four monitors will be specific to different subjects including:

1) A Day in the Life of individuals that worked at Fort Monroe including the enslaved during construction, contraband work parties, soldiers, and a female representative

2) USCT Soldiers and the participation in the Army of the James

3) Local population in and around Fort Monroe, approximately nine individuals

4) Current Biographies of current day figures and groups related to Fort Monroe and the Contraband Decision

Visitors will be presented with these individuals at each monitor with imagery and biographical information. Visitors will then be presented with questions to respond to, and the responses will be calculated over a period of time (month/year) so other visitors can see how their responses compare to previous visitors responses.

These four monitors and related content should be the same program for all four stations with only content changes. The media producer is required to provide a content management system connected to the sever for client updates and changes for these four monitors.

The attract screen will present rotating historic imagery of life at Fort Monroe using the imagery of the individuals. This attract screen could be approximately thirty seconds. Visitors can activate the touch‐screen to commence the interactive experience based on their interest level regarding the individuals.

All of the content, imagery, and any footage will be provided from the Fort Monroe Authority and it’s collection of photographic images, film, and related narrative audio and voice‐overs if required.

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(4) 32 Multi‐Touch Monitor

(4) Dakota MA‐4 25" Long Linear Array Speaker

(4) Dell Precision Tower Workstation: Dual‐core Intel Processor, Windows 8.1, 8GB RAM, 500GB Hard Drive, Video Card: NVidia Quadro

(4) HDMI Extenders

AV6: Jamestowne Exhibit Film

This experience features a four‐monitor video wall configuration that presents the themes of Jamestown that relates to the 2019 commemoration of the first landing of Africans to the British settlements in North America. The themes of the production include capitalism and entrepreneurship, race relations, inequality, democracy, and cultural encounters. The film will express both the global context and the local stories and people, and then the future laws and codification of the cultures that make up the Jamestowne story. The film will be approximately six minutes in length and will be set to loop continuously, with a fifteen second visual pause, during open hours of the Visitor Center.

Visitors will be presented with historic imagery and maps and contemporary images and film that relate to the themes today. Examples of contemporary images and film include Jim Crow, black lives matter, immigrant businesses, Wall Street, agribusiness, black lives matter, entertainment and sports, and President Barack Obama. Also, the film will include original filming of six actors of the era of Historic Jamestowne that will highlight the conditions of daily life and its relationship back to the five themes.

The media producer is required to acquire the historic imagery with the assistance of the National Park and the Casemate Museum, acquire the usage and rights for the contemporary imagery and film, and coordinate, acquire, plan, and film and edit the six actors for the actors.

The media producer will provide conceptual media design, scripts highlighting the path of content and experience, graphic design of the production, alpha and beta reviews, final production, installation and testing.


(4) 60” four‐monitor configuration

(2) 25" Long Linear Array Speaker

1) Dell Precision Tower Workstation: Dual‐core Intel Processor, Windows 8.1, 8GB RAM, 500GB Hard Drive, Video Card: NVidia Quadro

(4) HDMI Extenders

The contractor shall produce a detailed plan for the production of all media programs including software, content, interface wireframe/storyboard designs, prototype testing and evaluation, and a

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plan for the build‐out of all software solutions, their installation and testing prior to launch. The plan shall include a detailed schedule that enables full testing and launch of all interactive media programs by August 9, 2019. MEDIA DEVELOPMENT SCHEDULE Following is a project schedule for the design, development and installation of the AV media productions for the Fort Monroe Visitor & Education Center and Historic Jamestowne.

The building is currently being renovated with the construction scheduled to be complete in June 2019. The exhibit installation commences June 15, 2019, and all public spaces are expected to be open for visitation August 15, 2019.

In your firm’s proposal, it is required that you present your work plan and related production schedule to complete the work within the outline dates below. Provide detailed dates and milestones regarding meetings, presentations, reviews, approvals, and when each phase of work would be considered complete.

PROJECT SCHEDULE

RFP Distributed December 21, 2018 Questions Due 3:00pm on January 3, 2019 Response to Questions 5:00pm on January 10, 2019 Proposals Due January 22, 2019 by 3:00pm

Award January 30, 2019 Media Design Phase February 1 – March 15, 2019 Production Phase March 18 – May 31, 2019 Post‐Production Phase June1 – July 12, 2019

Installation & Testing July 15 – August 9, 2019 Public Opening August 15, 2019

PRE‐PROPOSAL CONFERENCE

No pre‐proposal conference will be held.

PREFERRED QUALIFICATIONS AND EXPERIENCE

Respondents shall provide your firm’s experience with producing multi‐use, multi‐touch interactive media programs and linear films. Respondents shall provide the following in your qualification package:

• Presentation of your firm’s experience

• Five (5) projects that have been completed in the last five years which are comparable to the work to be completed for the FMVEC and Jamestown Island. Project descriptions should include the scope of the project, project budget, schedule, related key personnel and contact information.

• Three references and contact information

• Demo DVD, flash drive, or link to view your firm’s work

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Respondents shall provide your firm’s scope of services and work required to complete the work for the design and production of the media programs for the Visitor and Education Center and Historic Jamestowne.

Respondents shall prepare a project schedule for the work, based on this document, with completion by August 9, 2019.

Respondents shall provide qualifications and resumes for your firm’s key personnel that will be involved with the design & production of the media programs for this exhibition as it relates to the Fort Monroe Visitor & Education Center. Respondents shall provide an organizational chart highlighting responsibilities, work and communication flow, and any consultants. Respondents shall outline the capabilities and experience of the project manager that will be the representative to the NPS and the FMA.

PROPOSAL PREPARATION AND SUBMITTAL

In order to be considered for selection, Offerors must submit a completed response to the RFP. Failure to provide the requested information may be grounds for rejection of the proposal. ONE (1) electronic version of each proposal must be submitted to the FMA on a CD, DVD or flash drive. No other distribution shall be made by the Offeror. Proposals shall be limited to 50 pages including cover pages, dividers, references, required forms, etc. FMA furnished forms shall not be altered in any way.

A. Proposals shall be signed by an authorized representative of the Offeror. All information requested shall be submitted. Failure to submit all information requested may result in the Offeror receiving a lowered evaluation. Submittals which are substantially incomplete or lack key information may be rejected by the FMA. Mandatory requirements are those required by law or regulation or are such that they cannot be waived and are not subject to negotiation.

B. Proposals shall be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP. Emphasis should be placed on completeness and clarity of content. Each copy of the proposal should be bound or contained in a single volume where practical. All documentation submitted with the proposal should be contained in that single volume.

C. Proposals should be organized in the order in which the requirements are presented in the RFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the RFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the RFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The submittal should contain a table of contents which cross‐references the RFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the RFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the FMA is unable to find where the RFP requirements are specifically addressed.

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D. As used in this RFP, the terms "must", "shall", "should" and “may” identify the criticality of requirements. "Must" and "shall" identify requirements whose absence will have a major negative impact on the suitability of the proposed solution. Items labeled as "should" or “may” are highly desirable, although their absence will not have a large impact and would be useful, but are not necessary. Depending on the overall response to the RFP, some individual "must" and "shall" items may not be fully satisfied, but it is the intent to satisfy most, if not all, "must" and "shall" requirements. The inability of an Offeror to satisfy a "must" or "shall" requirement does not automatically remove that Offeror from consideration; however, it may seriously affect the overall rating of the Offeror’s proposal.

E. Ownership of all data, materials, and documentation originated and prepared for the FMA pursuant to the RFP shall belong exclusively to the FMA and be subject to public inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2‐4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal.

SPECIFIC INSTRUCTIONS

Proposals should be as thorough and detailed so that the FMA may properly evaluate the Offeror’s capabilities to provide the required Scope of Services. Offerors are required to submit the following items as a complete proposal.

A. One (1) completed RFP submittal sheet, Attachment C, signed and filled out as required. The completed RFP submittal sheet shall not be included within the bound Proposals but shall be readily visible when the box, envelope or package is opened. The RFP submittal sheet is used for identification and tracking after submittal packages are opened. Failure to include the completed, signed submittal sheet as directed herein may be cause for rejection.

B. Professional References, Attachment D

C. A brief profile of your firm to include firm history, years in business, and any other qualifications that demonstrate the ability to deliver the services requested herein.

D. An outline of your staff’s organization with resumes of key individuals. Once approved, project personnel shall be assigned for the duration of the project unless their removal is requested by FMA or employee termination.

E. Describe how your team will approach this project. Include a project schedule that identifies the start date, work structure, critical milestones, critical path and completion dates. Identify process

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for handling unforeseen events, delays and conflicting opinions among staff and stakeholders involved.

F. Samples of similar projects completed in the last 5 years. Supply a minimum of three project profiles with supporting photographs demonstrating similar work.

G. A completed media fee schedule from Section 14.

H . All forms shall be signed by an authorized representative of the Offeror.

EVALUATION CRITERIA

Proposals will be evaluated on the basis of submitted materials alone. Proposals will be evaluated using

the following criteria:

POINTS

1 Firm’s overall experience 20

2 Project experience/creativity with interactive and linear productions 30

3 Proposed project team 15

4 Fees and expenses 30

5 Certified SWaM 5

TOTAL 100

MEDIA FEES REQUIREMENTS

The Fort Monroe Authority is requesting your firm’s fee proposal. The fees should include all labor

required, material and shipping expenses, and travel expenses. Provide below a breakdown of your fee

proposal by AV element, as well as by Service type. The 2 totals should be identical, and will represent

your total fixed‐fee cost. Please include cost allowance for any rights/usage of images and footage.

Production Cost Breakdown

AV1: Welcome Digital Signage $ ___________

AV2: Orientation Interactive $ ___________

AV3: Legislation Interactive $ ___________

AV4: Gallery One Audio, 2‐3 minute audio loop $ ___________

AV5: Point of View Interactives, (4) $ ___________

AV6: Jamestowne Exhibit Film $ ___________

TOTAL FEES & EXPENSES $ ___________

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Services Cost Breakdown

Design Phase $ ___________

Production Phase $ ___________

Post‐Production Phase $ ___________

Installation & Testing Phase $ ___________

Materials & Shipping Expenses $ ___________

Travel Expenses $ ___________

Image/Video Licensing Allowance $ ___________

TOTAL FEES & EXPENSES $ ___________

AWARD OF CONTRACT

FMA reserves the right to utilize any or all of the components in the proposals and thereby contracting

with more than one Offeror to undertake specific activities. Selection shall be made of the Offeror(s)

deemed to be fully qualified and best suited among those submitting proposals on the basis of the

evaluation criteria noted above. The Authority may cancel this Request for Proposals or reject all

proposals at any time prior to an award, and is not required to furnish a statement of the reason why a

particular proposal was deemed to be most advantageous (11‐65D, Code of Virginia.)

The award document will be a contract incorporating by reference the applicable requirements, terms

and conditions of the solicitation, and the Offeror’s proposal. A/E Term Contracts are not exclusive. The

Authority may issue separate RFPs for similar work and other projects as the need may occur. The

Authority may issue Term Contracts to not more than four of the fully qualified and best suited firms

interviewed from a particular A/E Term Contract RFP advertisement and selection process. When

multiple awards are made, FMA shall have an established procedure for distributing the Project Orders

among the Term Contractors during the contract term.

ATTACHMENTS ATTACHMENT A – FMVEC PLANS OF FIRST AND SECOND FLOORS

ATTACHMENT B – FMVEC and JIVC CONCEPTUAL FLOOR PLANS WITH MEDIA LOCATIONS

ATTACHMENT C – SUBMITTAL SHEET

ATTACHMENT D – PROFESSIONAL REFERENCES

Fort Monroe Visitor & Education CenterFort Monroe Authority

First Floor PlanSeptember 1, 2017

ADDITION

AD

DIT

ION

AD

DIT

ION

ADDITION

SIDE ENTRY

EXHIBIT 1

ORIENTATION ROOM

VESTIBULE

WOMENOFFICEMUSEUM SHOP

VISITOR INFORMATION

DESK

RETAILOFFICE MEN

EXHIBIT 2

Exhibit

Retail

Circulation / Support

Fort Monroe Visitor & Education CenterFort Monroe Authority

Second Floor PlanSeptember 1, 2017

ICE REFC

MICRO

ADDITION

AD

DIT

ION

ADDITION

EVENT SPACE

ROOF DECK

READING ROOM

STUDY ROOM

ROOFACCESS

ARCHIVIST WORKSTATION

ARCHIVE

SPECIAL COLLECTIONS

MEETING ROOM

CHAIRSTORAGE

CATERINGPANTRY

AD

DIT

ION

Event

Research / Learning

Circulation / Support

AV1Electronic

Message Board

AV4Looped

Ambient Audio AV3Legislation Interactive

AV5Point of View Interactive (Four separate stations)

AV2Orientation Wall

JHUTCHESON

Typewritten Text

Fort Monroe Visitor & Education Center - A/V Media Locations

JHUTCHESON

Typewritten Text

JHUTCHESON

Typewritten Text

JHUTCHESON

Typewritten Text

JHUTCHESON

Typewritten Text

AV62 x 2 60” Monitor Video Wall w/ 3 Minute Looping Film

Only Circle is Visible

JHUTCHESON

Typewritten Text

JHUTCHESON

Typewritten Text

Jamestown Island Visitor Center - A/V Media Location

JHUTCHESON

Typewritten Text

JHUTCHESON

Typewritten Text

JHUTCHESON

Typewritten Text

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Audio/Visual Media Production Services for the Fort Monroe Visitor and Education Center and Jamestown Island Visitor Center

RFP 158 2019

PROPOSAL/QUALIFICATION SUBMITTAL SHEET

One (1) completed copy required with proposal or qualification submission.

In compliance with this Request and all conditions imposed herein, the undersigned offers and agrees to furnish the services in the attached signed Proposal or as mutually agreed upon by subsequent negotiations.

Proposals will be received until: Tuesday, January 22, 2019

Proposals should be sent to: Fort Monroe Authority

All Inquiries for information should be made via email to: FMA Procurement Manager at: [email protected]

at 3:00 PM

20 Ingalls Road, Fort Monroe, Virginia 23651

Attention: Procurement Manager

Company Name:

Address:

City: State: Zip Code:

SWaM:

Signature: Date:

Typed or Printed Name:

Typed or Printed Title:

FOR FMA USE ONLY Number

Phone:

Email:

Period of Contract:

Virginia Contractor License Number:

Acknowledge Addendum Number(s):

ATTACHMENT C

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Virginia State Corporation Commission ("SCC") registration information: The undersigned Offeror:

is a corporation or other business entity with the following SCC identification number:

is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust

-OR-

-OR-

is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder's out-of-state location)

-OR-

is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned Offeror's current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of §13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

NOTE

Check this box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Authority reserves the right to determine in its sole discretion whether to allow such a waiver).

ATTACHMENT C

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PROFESSIONAL REFERENCESProvide three (3) pertinent professional references.

RFP

FMA-RFP-158-2018

Submitted by (Firm Name):

Submitted for (RFP Title):

Title of Contact:

Contact's Email Address:

Phone:

Name of Contact:

Firm Name:

Address:

Reference 1

Title of Contact:


Phone:

Name of Contact:

Firm Name:

Address:

Reference 2

Title of Contact:


Phone:

Name of Contact:

Firm Name:

Address:

Reference 3

ATTACHMENT D

APPENDIX A GENERAL TERMS AND CONDITIONS FOR GOODS AND NONPROFESSIONAL SERVICES

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1.0 VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual and

any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the Internet at www.dgs.state.va.us/dps under “Manuals.”

2.0 APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the

laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all applicable federal, state and local laws, rules and regulations.

3.0 ANTI-DISCRIMINATION: By signing the Contract, the A/E certifies to the FMA that it, as contractor for the services

described in the RFP and the Contract, will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Act of 1975, as amended, where applicable, and §2.2-4310 and §2.2-4311of the

Virginia Public Procurement Act which provides that: In every contract over $10,000, the contractor (i.e. the A/E) agrees the provisions in (1) and (2) below apply: (1) During the performance of this contract, the contractor agrees as follows:

a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state

that such contractor is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed

sufficient for the purpose of meeting the requirements of this section.

(2) The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. (3) Where applicable, the “Virginians with Disabilities Act” and the federal “Americans with Disabilities Act” shall apply to the A/E and all subcontractors or consultants.

4.0 ETHICS IN PUBLIC CONTRACTING: By submitting their (bids/proposals), (bidders/Offerors) certify that their

(bids/proposals) are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other (bidder/Offeror), supplier, manufacturer or subcontractor in connection with their (bid/proposal), and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

5.0 IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their (bids/proposals), (bidders/Offerors)

certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

6.0 DEBARMENT STATUS: By submitting their (bids/proposals), (bidders/Offerors) certify that they are not currently debarred

by the Commonwealth of Virginia or the federal government from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

7.0 ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the FMA all rights, title

and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the FMA under said contract.

8.0 CLARIFICATION OF TERMS: If any prospective (bidder/Offeror) has questions about the specifications or other

solicitation documents, the prospective (bidder/Offeror) should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

http://www.eva.state.va.us/


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9.0 PAYMENT:

(1) To Prime Contractor:

a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the payment address shown on the purchase order/contract. All invoices shall show the FMA contract number and/or state contract number when applicable; social security number (for individual contractors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after

invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be

billed by the contractor at the contract price, regardless of which public agency is being billed. d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by

mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job

costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the FMA shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).

(2) To Subcontractors: A contractor awarded a contract under this solicitation is hereby obligated:

a. To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the FMA for the

proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or b. To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and the

reason. c. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise

provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days following receipt of payment from the FMA, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub-tier contractor performing under the primary contract.

d. Each prime contractor who wins an award in which provision of a SWAM procurement plan is a condition to the

award, shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

10.0 PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS

AND COURTS, ANTI-DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF STATE FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply.

11.0 QUALIFICATIONS OF (BIDDERS/OFFERORS): The FMA may make such reasonable investigations as deemed proper

and necessary to determine the ability of the (bidder/Offeror) to perform the services/furnish the goods and the (bidder/Offeror) shall furnish to the FMA all such information and data for this purpose as may be requested. The FMA reserves the right to inspect (bidder’s/Offeror’s) physical facilities prior to award to satisfy questions regarding the (bidder’s/Offeror’s) capabilities. The FMA further reserves the right to reject any (bid/proposal) if the evidence submitted by, or investigations of, such (bidder/Offeror) fails to satisfy the FMA that such (bidder/Offeror) is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.


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12.0 ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written

consent of the FMA. 13.0 CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:

(1) The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the

contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

(2) The Owner may order changes within the general scope of the contract at any time by written notice to the contractor.

Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice upon receipt. The contractor shall be compensated for any additional costs incurred as the result of such order and shall give the Owner a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the contractor accounts for the number of units of work performed, subject to the Owner’s right to audit the contractor’s records and/or to determine the correct number of units independently; or

c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A

markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The contractor shall present the Owner with all vouchers and records of expenses incurred and savings realized. The Owner shall have the right to audit the records of the contractor as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the Owner within thirty (30) days from the date of receipt of the written order from the Owner. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Vendors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the contractor from promptly complying with the changes ordered by the Owner or with the performance of the contract generally.

(3) Any work done, outside the original scope of work, prior to authorization is at the Contractor’s own risk. FMA reserves

the right to refuse payment for any work not properly authorized by FMA. 14.0 DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the FMA,

after due oral or written notice, may procure them from other sources and hold the contractor responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the FMA may have.

15.0 INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or Offeror certifies that if

awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2-4332 and 65.2-800 et seq. of the Code of Virginia. The bidder or Offeror further certifies that the contractor and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

15.1 Minimum Insurance Coverages and Limits Required for Most Contracts:

(1) Workers’ Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more

employees, to include the employer. Contractors who fail to notify the FMA of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract.

(2) Employer’s Liability - $100,000. (3) Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and

property damage, personal injury and advertising injury, products and completed operations coverage. The FMA must be named as an additional insured and so endorsed on the policy.

When the requirement is for parking facilities and garages for motor vehicle maintenance contracts, the forgoing sentence

should be changed to read: This coverage should include Garage Owner’s Liability. Contracts with movers or truck


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transporters should also require motor carrier’s liability. When in the judgment of a procurement officer, these limits and coverage are not warranted for the goods and services being procured, the Virginia Division of Risk Management should be contacted.

(4) Automobile Liability - $1,000,000 per occurrence. (Only used if motor vehicle is to be used in the contract.) 16.0 DRUG-FREE WORKPLACE: During the performance of this contract, the contractor agrees to (i) provide a drug-free

workplace for the contractor's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor.

For the purposes of this section, “drug-free workplace” means a site for the performance of work done in connection with a

specific contract awarded to a contractor, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract.

17.0 NONDISCRIMINATION OF CONTRACTORS: A bidder, Offeror, or contractor shall not be discriminated against in the

solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the bidder or Offeror employs ex-offenders unless the FMA has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith-based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

18.0 LOBBYING: The Byrd Amendment (31 U.S.C. §1352), prohibits the use of federally appropriated funds to influence

federal agency officials or members and employees of Congress in the awarding, extension, continuation, renewal, amendment or modification of grants, loans, cooperative agreements and contracts. The Lobbying Disclosure Act of 1995 revised the Byrd Amendment to change the kinds of information grantees must disclose yet it retained the basic prohibition of using federal funds for lobbying activities. Offerors and Contractors should note that the prohibited activities relate to lobbying on specific awards, not on general program issues. Everyday grant administration transactions

with agency officials are not prohibited by the Byrd Amendment.

All Offerors awarded a contract for $100,000 or more funded by the Federal government, must certify that they are not using the Federal funds for lobbying and provide disclosure forms with information on lobbying with non-Federal funds. This provision also applies to all sub grants and subcontracts of $100,000.

19.0 SYSTEM FOR AWARD MANAGMENT:

Vendors may be required to register with the Federal System for Award Management, SAM.gov (formerly the Central Contractor Registry.) Additional information about registration procedures may be found at the SAM.gov site.

20.0 AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound

hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement.

21.0 TERMINATION OF CONTRACT: The FMA may terminate the contract for cause or for convenience after giving thirty (30)

days notice in writing to the Contractor. The written notice shall include a statement of reasons for the termination. Written notice may be via electronic mail (email).

21.1 Termination for Cause: If the Contractor should breach the contract or fail to perform the services required by the

contract, the FMA may terminate the contract for cause by giving written notice or may give the Contractor a stated period of time within which to remedy its breach of contract. If the Contractor shall fail to remedy the breach within the time allotted by the FMA, the contract may be terminated by the FMA at any time thereafter upon written notice to the Contractor or, in the alternative, the FMA may give such extension of time to remedy the breach as the FMA determines to be in its best interest. The FMA’s forbearance by not terminating the contract for a breach of contract shall not constitute a waiver of the FMA’s right to terminate nor acquiescence in future act or omissions by the Contractor of a like nature. If the contract is terminated for cause, breach of contract or failure to perform, the Contractor may be subject to a claim by the FMA for the costs and expenses incurred in securing a replacement Contractor to fulfill the obligations of the contract.


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21.2 Termination for Convenience: The contract may be terminated by the FMA in whole or in part for the convenience of the

FMA without a breach of contract by delivering to Contractor a written notice of termination specifying the extent to which performance under the contract is terminated and effective date of the termination. Upon receipt of such a notice of termination, the Contractor must stop work, including but not limited to work performed by subcontractors and consultants, at such time and to the extent specified in the notice of termination.

If the contract is terminated in whole or in part for the convenience of the FMA, the Contractor shall be entitled to those fees earned for work done prior to the notice of termination and thereafter shall be entitled to any fees earned for work not terminated, but shall not be entitled to lost profits for the portions of the contract which were terminated. The Contractor will be compensated for reasonable costs or expenses arising out of the termination for the convenience of the FMA for delivery to the FMA of all products of the services for which the Contractor has or will receive compensation.

22.0 VENDOR ADVERTISING RESTRICTIONS: Advertising or promotional literature, including press releases, stating or

implying a contract has been awarded or vendor has been contracted to perform work at or with FMA shall be reviewed and approved prior to publication. Advertising or promotional literature stating or implying that the FMA endorses a vendor’s products or services is prohibited.

rfp request for proposals for a/v media production ... · the fort monroe authority (fma) invites...

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