Request for Information (AV Support)
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MEDIA PRODUCTION STAFF SUPPORT
INTRODUCTION
The National Gallery of Art (NGA) is performing market research for Media Production Staff Support services. We are seeking the interest and capabilities of contractors who are able to provide these services. The NGA anticipates issuing a Request for Proposal for the work contained herein at some point in the near future.
BACKGROUND
The mission of the National Gallery of Art is to serve the United States of America by preserving, collecting, exhibiting and fostering the understanding of works of art, at the highest possible museum and scholarly standards. To support the mission, the Gallery conducts a variety of exhibitions and educational programs (i.e., tours, lectures, concerts, films and on-line offerings) for a diverse audience including visitors to the Gallery, scholars, educators, families, donors, artists, musicians, and the like. Programs take place in various locations throughout the East Building, West Building, and Sculpture Garden, which are open 7 days a week.
The Media Production office (DMP) provides support for programs around the campus and around the clock. Staffing expertise in the department includes audio and video engineers, an AV systems designer, an AV equipment specialist, and technical program operators. The National Gallery seeks an organization capable of supplying staff assistance in all technical areas of AVS responsibility for work both planned and unplanned (emergency), any day or combination of days per week, during mornings, afternoons, and evenings, and with one or multiple skills, depending on the programming requirement. Technical program operation and videography represent the two major areas of expertise required for successful fulfillment of service needs.
Scope and Effect
Skilled technicians provided by the contractor will be trained on a variety of equipment in a variety of program settings, such that Gallery standards are understood and rendered active. After a sufficient training period, technicians will be capable of carrying out the mission of DMP and represent and promote the programs we support at the highest possible standards with little tolerance for error. Live events at the National Gallery, along with the art on display, constitute a primary driver for attendance, as each program or exhibition serves to fulfill key mission elements. Every program supported by DMP is carried out with the highest possible professional and technical standards, while practicing highly complex operational routines for carrying out the objective of each program. The experience that each visitor to the Gallery takes away is directly influenced by the quality and effectiveness of the program in question, lending credence and understanding to our mission, art, and influence. Each program is thereby an extension of the artwork itself and must be executed flawlessly.
Program and Exhibition types
The Gallery offers ongoing weekday and weekend public programs and exhibitions. The film programs office organizes thematic series of films and videos in a repertory context using a variety of current and archival formats in a traditional movie-theater setting. The academic programs office organizes a variety of lecture programs that augment art on view, as well as symposia and conversation programs that include artists and scholars highlighting research and art historical theory. The education department organizes adult, family, school, and teacher programs and tours as well as outreach and specialty programs like theatrical stage performances that bring meaning to the collection and the visitor experience in a variety of different languages.
Technical Program Operation
Program operation consists of working with other DMP staff members or working alone as the sole operator of AV equipment for programs. The Gallery has several presentation venues and gallery spaces, some with integral systems designed to support programs, and others which require equipment to be designed, set up, and broken down for each program. The technician will be required to understand every currently-operational AV system in the Gallery and perform a daily check of each one.
Support for film programs:
Operation of 35mm and 16mm archival, reel-to-reel projection using Kinoton projectors. (No platters are present.)
Operation of video playback equipment including solid state media players, DCP, DVD/Blu-Ray, HDCam, Beta SP, Digibeta, VHS, UMatic, software-driven digital media players and files.
Operation of Crestron control system and system matrix.
Experience with HD digital projection technology and specific experience with D-cinema server and playback.
AV confidence monitor setup and operation.
Microphone setup and operation.
Lighting, masking, curtain system operation.
Audio recording and playback operation.
Dolby digital and analog technology.
Video console operation; video recording.
Ability to operate multiple formats, systems, and equipment per program.
Format conversion and video scaling operation.
Support for lecture programs:
Knowledge and operation of multiple platform computers and slide lecture support software (Power Point, Keynote, and the like).
Media playback embedded or linked to lecture software.
Digital audio recording and playback.
Operation of Crestron control system and system matrix.
Lighting console, masking, curtain system operation.
Wireless and wired microphone setup and operation.
AV confidence monitor setup and operation.
Video console/camera operation; video recording.
Experience with HD digital projectors and projection technology.
Knowledge of mobile device technology and connectivity.
Network media streaming.
Videography
Videography duties at the National Gallery include capture using existing cameras either permanently installed or brought on site. Many types of public programs are video recorded for future podcast using permanently mounted Sony HD PTZ remotely operated cameras controlled using a Vaddio console in the main theater. Operation of the console requires the contractor to remain focused on the presentation and capable of switching between cameras at the appropriate moment. Other duties include operating Sony F3 and Canon 5D cameras in a variety of settings. Captured content is managed properly and catalogued for the staff videographer, and must legibly and creatively represent the program in question.
Contract requirements
The contractor will provide a detailed outline and resumes of the candidates for work outlined in this SOW and demonstrate expertise and experience in every area of specialty.
The qualified film technician must have had a minimum of 1-year experience operating in an archival, reel-to-reel setting using equipment not set up for plattered 35mm film. This technician must also have at least 5 years experience inspecting archival film and understanding archival film complexities and risks, as film that is loaned to and runs at the Gallery is of extremely high value and mistakes are unacceptable. The technician must have operated archival film using all lensing formats of legacy systems. Crestron control experience is required.
The qualified video playback technician must have experience with a variety of legacy and current video playback equipment and a thorough understanding of signal paths and image and audio processing gear, including microprocessors and Crestron control.
The technician for lecturing work must have experience with multiple platforms, projectors, and software required for public presentations, and be able to troubleshoot using knowledge of presentation software. The technician must show experience audio recording events and operating multiple support systems in theatrical settings. Crestron control experience is required.
The technician for videography must show experience operating a video production console such as the Vaddio, experience with digital media capture devices and systems, digital cameras, and media management experience. The technician will be able to show expertise with media codecs, software, and computers.
The contractor shall furnish skilled technicians who are available any time of the day, any day of the week, with as little as, 24 hours-notice. Therefore the technicians must be local to the Washington DC metro area. Most work will be scheduled with reasonable advanced notice, but emergency services may be required.
The contractor shall furnish skilled technicians who will report (in writing and verbally) to the COR about activities that transpired during the event, and participate in follow-up discovery when problems arise. Reports shall be furnished the next calendar day. Technicians shall be available by phone for follow-up.
The contractor shall furnish skilled technicians who will remain current of the technology, both inside and outside the Gallery so as to be continually prepared for changing system and program trends which occur frequently.
Skilled technicians shall be able to show knowledge and growth from learning experiences such that technical problems and challenges are discovered and resolved one time only. Repeating instances of similar technical issues shall require review of the suitability of the technician, and possible replacement of that technician.
Skilled technicians should be able to use their knowledge and expertise to creatively solve technical problems using different equipment or processes. Technicians should be able to operate and manage computer systems that can assist in the process.
Competencies in each specialty must be established by way of interviews and references after a review of the qualified candidates. The contractor shall furnish skilled technicians who can work on a regular basis during the contract period such that security clearance privileges remain active. Technicians who are unavailable to work regularly may lose security access to the campus.
Training
All qualified technicians shall be trained prior to, and on the job during live events for a pre-determined time in advance of being permitted to work alone. The training schedule will be determined by the work schedule and may be ongoing for several weeks or months. The variety and complexity of each event will drive the look, feel, and schedule for the training. Training shall be performed by permanent staff.
Customer Service
AVS is committed to quality customer service toward our staff colleagues, visitors and visiting guest performers and artists. The technicians shall be courteous, professional, and carry a positive and calming aspect when discharging their duties. Program and equipment challenges can be complex and often frustrating, and technicians are required to promote an atmosphere of control and congeniality. Technicians shall remain open-minded and flexible, as expectations can change quickly.
Safety
Technicians shall operate within generally accepted safety standards, as AV equipment can be dangerous to operators and guests. Equipment itself is valuable; technicians shall handle and operate equipment with utmost respect and care.
Period of Performance
The contract shall be awarded for a one-year contract with option years.
TIME AND PLACE OF PERFORMANCE
National Gallery of Art campus between 9th and 3rd streets, NW, and Madison and Constitution Avenues.
GOVERNMENT-FURNISHED EQUIPMENT
None.
ROUGH ORDER OF MAGNITUDE (ROM)
The vendor shall provide a rough order of magnitude, pricing for those tasks under the Scope of Work. The National Gallery of Art IS NOT requesting proposals at this time, but merely interested in a ROM for planning purposes only. The ROM shall address each of the areas under the SOW.
****This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. Responses to this notice will not be considered adequate responses to a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information it submits.B ****
Gregory Champlin
National Gallery of Art
Procurement and Contracts
2000B South Club Drive
Landover, MD 20785
g-champlin@nga.gov
