REQUEST FOR PROPOSAL MUSEUM HANDHELD DEVICE SYSTEM AND CUSTOM APPLICATION DEVELOPMENT

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REQUEST FOR PROPOSAL

MUSEUM HANDHELD DEVICE SYSTEM

AND CUSTOM APPLICATION DEVELOPMENT

The National September 11 Memorial and Museum at the World Trade Center Foundation, Inc., a 501 (c)(3) not-for-profit corporation registered in the State of New York, seeks proposals for a museum handheld device system and custom application. This will include design, installation, and testing.

National September 11 Memorial and Museum at the World Trade Center Foundation, Inc.

Hon. Michael R. Bloomberg, Chairman Mayor, City of New York Joseph C. Daniels, President and CEO

January 14, 2013

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The National September 11 Memorial and Museum at the World Trade Center Foundation, Inc. (“9/11 Memorial”) is seeking proposals for 1) a museum handheld device system, 2) a Content Management System (CMS) for the handheld device content, and 3) a custom application that will fulfill 4 key visitor experience requirements:

 Exhibition access support for visitors with hearing or vision impairments  Foreign language translation of major media exhibits

 Alternative tours routing visitors throughout the interstitial spaces  Duplication of audio content available on exhibit audio wands

The CMS should provide the ability to add, edit, delete, and update content on the handheld device system. Real Time Location Services (RTLS) Indoor Museum Navigation System

The custom application should support Real Time Location Services / Internal Positioning System. The custom application will need to integrate with the Internal Positioning System to determine a user’s location within the Museum in relation to artifacts as well as various visitor services (i.e. bathrooms, Museum store, café, etc.), and should also include the option to trigger location-based interpretive content.

ORGANIZATIONAL BACKGROUND

The 9/11 Memorial is dedicated to programming, operating, and raising funds for the national memorial and museum that honors the nearly 3,000 victims of the September 11, 2001 and February 26, 1993 attacks. Chaired by New York City Mayor Michael R. Bloomberg, the prestigious Board of Directors includes a spectrum of leaders from the finance, construction, cultural, and entertainment industries, as well as 9/11 victims’ family members.

The 9/11 Memorial and Museum will ensure that future generations never forget the thousands of people who died on September 11, 2001, in New York, at the Pentagon, and near Shanksville, Pennsylvania, as well as those who died in the terrorist bombing at the World Trade Center on February 26, 1993.

Dedicated to the victims of the terrorist attacks of September 11, 2001 and February 26, 1993, the Museum will present and preserve evidence of these events as it honors the victims and survivors of these terrorist attacks, explores the universal implications of the events of September 11th, and recognizes the outpouring of

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historical exhibition, and a companion multiscreen film installation. Overall, the Museum has approximately 110,000 square feet of exhibition space. WiFi capabilities will be available throughout the Museum space. The Memorial opened in September 2011, in commemoration of the tenth anniversary of the 9/11 attacks. The Museum is anticipated to open in 2014. The estimated number of visitors is 2 to 2.2 million people per year.

SERVICES

The Museum is seeking a contractor to do the following (provide price scope and add alternates): Base Bid:

 Development and delivery of Museum content (as identified under “Purposes of Services Requested,” p3, and in “Key Features: Content Requirements,” p5) that is accessible on Museum handheld devices.  CMS that should provide the ability for Museum staff to readily add, edit, delete, and update content

on the handheld device system.  Provision of hardware.

o Anticipated quantity: 200 devices, chargers, headsets, and induction loop lanyards.  Development and delivery of Museum content that is also accessible on a range of mobile devices

brought by visitors (made publicly downloadable via, for example, the Memorial’s website, iTunes, and Windows Phone venues). The application should be supported by:

o iPhone o Android

o Windows Phone

 Training for Museum staff in operation and maintenance of devices, as well as operation of CMS.  On-site support for handheld devices and CMS during Museum opening. Additional support services as

needed during the three months following opening. Add Alternates:

 Provision of hardware

o Each 20 additional units (devices, charges, headsets, and induction loop lanyards)  Operation of handheld services (i.e. distributing and collecting devices)

o Expectation of a staffed position for full hours of the Museum o A minimum of 10 hours per day, 7 days per week

 iOS and/or Windows platform for tablet computers

 Preparation of materials needed for development of partnership between Museum and corporate or foundation supporters of handhelds program.

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KEY FEATURES

Content Requirements A. Access support

a. Hearing impairment

i. Sign language video tour (approximately 15 to 20 stops, 3 minutes per stop, extending into the historical exhibition)

ii. Captioning for a multiscreen film installation (approximately 10 minutes in length with two and a half minutes of spoken audio)

b. Vision impairment

i. Audio description tour (approximately 15 to 20 stops, 3 minutes per stop, extending into the historical exhibition)

c. Consultant’s final product must conform with all applicable legal requirements, including, as applicable but not limited to, the Americans with Disability Act (“ADA”)

B. Foreign language translation of major media exhibits

a. 5 alcove audio presentations (featuring 17 programs ranging in length from 3 to 7 minutes each)

b. 3 video presentations (ranging in length from 6 to 10 minutes each) c. Multiscreen film installation, as described above

d. Languages i. Base Bid

1. Spanish 2. French 3. German

4. Chinese (Mandarin simplified) 5. Japanese

ii. Add Alternates 1. Italian

2. Portuguese (Brazilian) 3. Russian

C. Tours in areas of the Museum outside of the historical exhibition a. 4 tours

i. Comprehensive short (30-40 minute visit)

ii. Age-appropriate theme (10 to 15 stops each, 3 minutes per stop) iii. First responder theme (10 to 15 stops each, 3 minutes per stop) iv. Archaeological theme (10 to 15 stops each, 3 minutes per stop) D. Duplication of audio content available on exhibit audio wands installed in the Museum

a. 35 to 38 programs, approximately 10 seconds to 2 minutes in length each

E. Real Time Location Services (RTLS) indoor Museum navigation system with option to trigger location-based content

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Functional Requirements  Device

o Raised keypad to assist vision impaired users o Able to display video of an actor signing on screen o Able to display captioning of audio/visual media files o Enlargeable screen text

o T-coil compliant

 User Experience / User Interface

o The 9/11 Memorial is presently considering interface systems:

 Device should feature a keypad where user punches in numbers to a specific artifact the user is standing in front of in order to learn more about the artifact.

 Device should also sense what zone visitors are in and present a menu of artifacts and/or points of interest within that zone. A visitor can then make his or her choice among this menu to access information.

o Recommendations on final interface to be made by contractor.  System

o Handheld devices should support WiFi connectivity as the primary means of connection. o The CMS should provide the ability for Museum staff to readily add, edit, delete, and update

content to the handheld device system.

o Visitors at the Museum will be able to download the Museum app via the Memorial’s website or iTunes, Android, and Windows Phone venues.

o The custom application should support Real Time Location Services / Internal Positioning System. The custom application will need to integrate with the Internal Positioning System to determine the users’ locations within the Museum in relation to artifacts as well as various visitor services (i.e. bathrooms, Museum store, café, etc.).

 Support

o Training for Museum staff in operating and caring for the handheld devices. o Training for Museum staff in operating and updating the CMS.

o A minimum of one technician available for on-site support for five days of soft opening events and for two weeks following the opening of the Museum to the public.

o Within the first three months following Museum opening, support for both programmatic and operational functionality of handhelds and resolution of issues identified by Museum staff.

PROJECT FUNDING

The Museum is seeking corporate sponsorship or foundation support for some or all of the costs of handheld device development and long-term operations, potentially including making the devices available free of charge for visitors. The selected firm may be asked to assist in the preparation of materials necessary for procuring such a partnership.

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PROJECT TEAM STRUCTURE

The project team will be a joint effort with the Museum and the contractor. National September 11 Memorial & Museum

 Alice Greenwald, Executive Vice President and Director of Memorial Museum  Amy Weisser, Director of Exhibition Development

 Sean Anderson, Chief Technology Officer  Cate Conmy, Exhibition Coordinator  Susan Wigodner, Exhibition Coordinator  Morris Cyrus, Business Application Manager

 Bob Haroutunian, PPI Consulting Principal (A/V system designer) SUBMISSION PROCESS

Proposals should provide a straightforward, complete, and concise description of the firm’s capabilities to satisfy the requirements listed within this Request For Proposal (“RFP”). Please complete the bid form template (Attachment A) provided as part of this document.

Additional information concerning this RFP may be furnished as an addendum to this RFP to all who sign and return a confidentiality agreement and provide an e-mail address at which they can be reached. Questions should be submitted to [email protected], Subject: Museum Handhelds RFP Questions. Answers to questions asked by one firm will be provided to all firms that provide an e-mail address and indicate an intention to submit a response.

Questions should be directed to the 9/11 Museum by Tuesday, January 29, 2013. Responses to questions received will be sent on or before Tuesday, February 5, 2013.

Firms submitting a proposal may be required to interview with 9/11 Memorial staff or representatives. In this submission stage, firms may be provided with additional information on application uses and specifications, which may provide an opportunity for firms to clarify or elaborate on their proposals; in no way will any additional information or the interview itself change the original submission. The 9/11 Memorial’s request for an interview shall not constitute acceptance of a proposal.

Submissions should include numbered sections with the following information:

1. Anticipated scope of services/project approach to accomplish the expectations stated above, ensuring that the scope of services is fully executed and to the satisfaction of the 9/11 Memorial; 2. Anticipated schedule of timeline for implementation with a description of what each of the six

steps below entails, including number of client reviews; a. Create content outline

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e. Produce the content i. Alpha version ii. Beta version f. Install and test

3. A description of the firm’s capabilities to provide these services, including relevant experience with museums and other organizations and capacity to support this endeavor through its entirety or plan to subcontract or partner with other firms to fulfill the project;

4. Proposed fee as reflected in the bid form template (Attachment A); 5. Resumes of key personnel;

6. Information on sub-contractors;

7. Financial statement for the last fiscal year.

After receiving proposals, the 9/11 Memorial may request additional information, including conflict of interest information, any pending litigation or regulatory actions, and/or nondiscrimination or affirmative action plans. Each firm’s proposal should be e-mailed to the following address: [email protected].

PROPOSAL TIMELINE

The 9/11 Memorial’s current timeline for this effort is as follows:

RFP issued Monday, January 14, 2013

Final deadline for bid RFIs Tuesday, January 29, 2013

RFI responses published Tuesday, February 5, 2013

Submission of bids Tuesday, February 12, 2013 at 5:00 p.m. EST

Finalist oral presentations and/or interviews March 4-8, 2013

Firm selected on or about Monday, April 1, 2013

PROJECT SCHEDULE

Kick-off May 2013

Final completion Late November 2013

Museum opening Spring 2014

ADDITIONAL INFORMATION

A. Obligation Only on Formal Contract

The issuance of this RFP, the submission of a response by any firm, and the acceptance of such response by the 9/11 Memorial does not obligate the 9/11 Memorial in any manner. Legal obligations will only arise on the execution of a formal contract by the 9/11 Memorial and the firm selected by the 9/11 memorial. The firm selected by the 9/11 Memorial will be required to comply with all applicable laws and regulations and all requirements of sources providing funding to the 9/11 Memorial.

Response to this RFP will be prepared at the sole cost and expense of the proposing firms. No materials submitted in response to this RFP will be returned and may be used by the 9/11 Memorial as may be in its best interest. If the firm does not desire for proprietary information in the proposal to be disclosed, the firm must identify all such proprietary information in the proposal. Identification shall be submitted concurrently with

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the proposal. Failure to do so indicates that those sections are non-proprietary and may be made available by the 9/11 Memorial to third parties, upon request, after evaluation and selection.

B. 9/11 Memorial’s Reservation of Rights

The 9/11 Memorial may (i) amend, modify, or withdraw this RFP, (ii) revise requirements of this RFP, (iii) require supplemental statements or information from any firm, (iv) accept or reject any or all responses hereto, (v) extend the deadline for submission of responses hereto, (vi) negotiate or hold discussions with any respondent and waive defects and allow corrections of deficient responses that do not completely conform to the instructions contained herein, and (vii) cancel this RFP, in whole or in part, if the 9/11 Memorial deems it in it best interest to do so. The 9/11 Memorial may exercise the foregoing rights at any time without notice and without liability to any proposing firm or any other party for its expenses incurred in the preparation of the responses hereto or otherwise.

C. Nondiscrimination and Affirmative Action Policies

It is the policy of the State of New York and the 9/11 Memorial to comply with all federal, state and local laws, policies, orders, rules and regulations which prohibit unlawful discrimination because of race, creed, color, national origin, sex, sexual orientation, age, disability or marital status.

D. Work for Hire

Contractor agrees that all Subject Data first produced in the performance of this Agreement, where such Subject Data consists of: (i) a work specially ordered or commissioned for use as a contribution to a collective work, (ii) as part of a motion picture or other audiovisual work, (iii) as a translation, (iv) as a supplementary work, (v) as a compilation, (vi) as an instructional text, (vii) as a test, (viii) as answer material for a test, (ix) or as an atlas, as each of those terms are used and defined by the Copyright Act of the United States (17 U.S.C. §101, et. seq.), shall be considered a “work made for hire”, as that term is defined under the Copyright Act, and the parties to this Agreement hereby agree that the copyright thereto shall be the sole and exclusive property of the 9/11 Memorial and that copyright thereto may be registered by the 9/11 Memorial in its own name. Contractor further agrees that no right at common law or in equity shall be asserted, and no claim to copyright by statute shall be established by Contractor in any Subject Data first produced in the performance of this Agreement without the 9/11 Memorial’s prior written consent. Contractor shall secure the 9/11 Memorial’s legal title and interests in and to all such work made for hire that is produced for Contractor by third parties, including but not limited to subcontractors.

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ATTACHMENT A Bid Form

ITEM DESCRIPTION PRICE BY ITEM Base Bid

A. Development and delivery of museum content that is accessible on museum handheld devices

i. Access support

ii. Foreign language translation of major media exhibits into Spanish, French, German, Chinese and Japanese

iii. Tours in areas of the Museum outside of the historical exhibition iv. Duplication of content available on exhibit audio wands

v. Real Time Location Services indoor Museum navigation system with location-based content

B. Development of a Content Management System (CMS) for mobile content with the

ability to add, edit, and delete content as needed

C. Provision of hardware (anticipated quantity: 200 devices, chargers, headsets, and induction loop lanyards)

D. _{Development and delivery of museum content on a range of smartphones brought}

by visitors

i. iPhone

ii. Android

iii. Windows Mobile

E. Technical support for devices during and after opening, and training of Museum staff in operation of devices and use of CMS

Total for Base Bid: $0

Add Alternates

A.1 Foreign language translation of major media exhibits in any or all of the following languages:

i. Italian ii. Portuguese iii. Russian

C.1 Ability to add additional units (devices, chargers, headsets, and induction loop lanyards) in increments of 20

C.2 Operation of handheld services (i.e. distributing and collecting devices) including a staffed position for minimum of 10 hours per day, 7 days per week

i. Price per additional staffed position

D.1 Development of iOS and/or Windows platform for tablet computers and delivery of content to this platform

F. Materials preparation for potential sponsors of development and operations of handheld devices.

G. _{Price per unit for the following components in the base bid} i. _{1 stop on an access support tour}

ii. _{1 foreign language tour}

iii. 1 tour in area of the Museum outside of the Historical Exhibition

iv. 1 stop on 1 tour in area of the Museum outside of the Historical Exhibition v. _{Duplication of content on one exhibit audio wand (up to 2 minutes in length)} vi. 1 hour of tech support as needed after base bid support is completed

REQUEST FOR PROPOSAL MUSEUM HANDHELD DEVICE SYSTEM AND CUSTOM APPLICATION DEVELOPMENT