FINISHED: Consultant Request for “Miniature Ukraine” Traveling Exhibition Development

Date of holding: 2023-09-18 00:00

The deadline for submitting documents: 2023-09-18 00:00

Finished

A. Introduction

Pact is an international development nonprofit that works on the ground in nearly 40 countries to end poverty and marginalization. We partner with local organizations, businesses, and governments to build lasting solutions for thriving, resilient communities. Our vision is a world where everyone owns their future. Pact has worked in Ukraine since 2006 in the areas of governance, capacity development, and health. Building on a decade of experience, we address key challenges facing civil society organizations in Ukraine.

This Consultant request (CR) is a part of the Activity to Enhance Non-Governmental Actors and Grassroots Engagement (ENGAGE). The purpose of ENGAGE is to increase citizen awareness of and engagement in civic activities at the national, subnational, and local level.

Cultural heritage has been playing a critical role in Ukraine’s diplomacy to enhance its international standing and secure external political, military, and humanitarian support to bring the victory over the aggressor closer. By showcasing its unique cultural traditions, monuments, and artistic achievements, Ukraine will be able to gain recognition and influence on the global stage as a sovereign state that is part of the European family. Cultural heritage is the cornerstone of European integration constituting the foundation of the EU’s legal order of “distinctiveness, identity and underpinning public action”[1] and recognition that cultural heritage is “an important vehicle for peace, democracy and sustainable development”[2]. Ukrainian culture and cultural figures in a broad sense are the targets of Russia’s attacks. The destruction of cultural heritage is part of the aggressor’s strategy which can lead to the absence of the physical evidence of Ukraine’s independent roots. Therefore, protecting Ukraine’s cultural heritage and promoting the country’s unique identity on the international level is critical for Ukraine’s victory, sovereignty, and regional security.

The goal of this CR is to hire a Ukrainian consultant (or a team of consultants) to support ENGAGE in the development “Miniature Ukraine” traveling exhibition which will feature 3D-printed models of Ukrainian cultural sites, including those that damaged sue Russia’s aggression.

 

B. Scope of Work

The traveling exhibition “Miniature Ukraine” is an interactive experience designed to spotlight the value of Ukrainian cultural heritage in the European context and call to action European citizens to protect it. The exhibition is planned as a civic engagement tool to advance ENGAGE advocacy efforts to protect cultural heritage. It should clearly highlight the values of Ukrainian culture as a part of European heritage and highlight the scale of destruction caused by Russia’s full-scale invasion. It could be done by expanding the knowledge of European citizenships about Ukraine: geography, main historical architectural buildings, European context, information about destruction which faced Ukraine because of Russia’s full-scale invasion and how EU residents can contribute to the Ukrainian reconstruction and cultural heritage protection.

It is expected that the exhibition will be shown in at least five European countries, where advocacy work is much needed based on general support and the political situation. The exhibition will relate to big cultural gatherings across Europe (Eurovision, conferences, festivals, etc.) to bring Ukrainian context and tell the story of damaged Ukrainian cultural heritage.

Pact seeks vendors to support ENGAGE in the development “Miniature Ukraine” traveling exhibition which will feature 3D-printed models of significant Ukrainian cultural and historical sites including those that damaged sue Russia’s aggression. These miniature replicas will offer visitors a tangible and visually appealing representation of the original sites. In addition to the guided tours, the exhibition will offer a virtual reality (VR) tour. This immersive experience will enable visitors to explore the sites as they historically appeared before the destruction caused by hostilities. This VR component aims to create a deeper understanding of the devastating impact of the invasion and the value of preserving cultural heritage.

Purpose: to support ENGAGE in the development of the “Miniature Ukraine” traveling exhibition. These miniature replicas and visual tours will offer visitors a tangible and visually appealing representation of the original sites including those damaged by Russia.

Objectives:

• In cooperation with Ukrainian archives and ENGAGE CSO partners digitalize blueprints of architecture, visual art, and culture which are objects of cultural heritage including those damaged by Russia. Additionally, carry out high-resolution 3D in situ scanning for chosen cultural heritage pieces.
• Utilizing the digital blueprints and outcomes of the 3D scanning process, generate three-dimensional visual renditions of the cultural heritage items. Subsequently, produce 3D models through printing for the “Miniature Ukraine” traveling exhibition.
• Based on digital blueprints and 3D scanning results create a virtual reality (VR) version of each cultural heritage object of the “Miniature Ukraine” traveling exhibition.

 

Duties and Responsibilities:

To achieve the abovementioned objectives, the tender is divided into three lots. Prospective consultants can submit a proposal for only one of the selected lots, or for two chosen lots, or for all three lots at the same time.

LOT 1. Digitalize blueprints of architecture, visual art, and culture and carry out high-resolution 3D in situ scanning for chosen cultural heritage pieces.

Under the supervision and coordination with USAID/ENGAGE and a representative of the respective archive and art galleries, the Consultant will be responsible for digitizing up to 50 blueprints of architecture and visual art (a list of objects will be specified by ENGAGE later) and carrying out high-resolution 3D in situ scanning for chosen cultural heritage pieces.

The Consultant will be responsible for conducting the following activities:

• Digital scanning (digitization);
• Ensuring the safety of archival documents during their scanning;
• Quality control of digital copies;
• Post-processing of digital copies and their placement on data storage items.

 

Task 1: Digital scanning (digitization)

The Consultant should use their own necessary equipment, and access to cultural heritage objects, as well as archives’ storage, will be provided by the respective archives and art galleries. The Consultant must carry out their work per the instructions received from the archive/cultural institution representative. The total number of blueprints of architecture and visual art objects is up to 50. The total number of 3D scanned objects is up to 25.

Both Close-Range 3D Scanning and Photogrammetry can be employed for the purpose of 3D scanning objects. The scanning resolution should be sufficient to enable the subsequent printing of 3D object models, as well as the development of virtual reality (VR) tours for these objects.

All blueprints must be digitized, indexed, and listed in the digital register. All 3D scanned versions must be saved and stored on a drive identified by ENGAGE.

Task 2: Ensuring the safety of archival documents and cultural heritage objects during their scanning

The Consultant ensures the scanning of documents and objects in accordance with the applicable rules and regulations, taking into account the minimization of the harmful effects of reproducing equipment on documents (avoiding altering documents’ integrity and others) and objects. Control over ensuring the safety of documents and objects when scanning them is carried out by the Consultant.

Task 3: Quality control of digital copies and 3D scanning results

To control the quality of the created digital copies and 3D scanning results, the Consultant can use a combination of visual control methods:

• tasteful review and comparison of the original documents with digital copies;
• matching the number of digital files to the number of sheets, checking the sequence of sheets;
• checking the availability of digital copies of returns of sheets of documents;
• check the readability of the document for 200% scaling;
• estimation of the image density.

The control of the quality of digital copies and results of 3D scanning must be carried out repeatedly at different stages of the creation:

• at the stage of creating master copies in the process of digitizing;
• after the translation of the scanning program into the graphics editor, before renaming the file and writing it to the built-in storage media;
• in case of identification of defects in the copy at any stage, it is necessary to repeat the procedure for working with the digital master copy.

Task 4: Post-processing of digital copies, placement on data storage item

The Consultant is responsible for the post-processing of digital copies which includes, but is not limited to:

• removal of unnecessary parts of the image, if any (for example, the edge of an adjacent sheet, foreign objects in the frame), while not losing any image;
• saving the image or 3D scanning results in a file of the format set for master copies (at the same time compression with quality losses is not allowed);
• indexing files (the requirements for this will be provided by the archive representative);
• replication of the received files on external data carriers – identified online share drives, USB drives, CDs, or optical disks (CD-R, DVD-R), excluding a possibility of the following before record of the information on these digital carriers;
• marking external information carriers and creating their digital register.

Deliverables under Lot 1:

• Digitalized, verified, and created a digital register of blueprints of up to 50 architecture and visual art objects.
• 3D scanning of up to 25 cultural heritage objects completed.

 

Lot 2: Utilizing the digital blueprints and outcomes of the 3D scanning process, generate three-dimensional visual renditions of the cultural heritage items and produce 3D models through printing for the “Miniature Ukraine” traveling exhibition.

Task 1: Generate three-dimensional visual renditions of the cultural heritage items

Based on digital blueprints and 3D scanning completed under Lot 1, the Consultant is responsible for the development of up to 30 high-resolution 3D visual models of cultural heritage objects that will be 3D printed as well as serve for the development of virtual reality (VR) models under Lot 3 of the current SOW.

Task 2: Produce 3D models through printing for the “Miniature Ukraine” traveling exhibition

Based on 3D visual renditions designed and prepared under Task 1 of Lot 2, print 3D models of Ukrainian cultural heritage objects.

When choosing a material for printing, the Consultant should use a material that will allow printing light and stable enough 3D models of the cultural heritage objects. Models should be made for easy packaging and transport. The models should be 1:30 scale. The total number of models for printing is up to 30.

Task 3: In cooperation with ENGAGE develop the overall design of the exhibition and the audio-guided tour of the “Miniature Ukraine” exhibition.

The Consultant is required to develop an overall design of the exhibition which includes printed 3D models placement with logical connection, an audio-guided tour, and a VR tour.

Each 3D model of the exhibition will be accompanied by an audio-guided tour and a QR code that visitors can scan using their smartphones. This QR code will link them to a platform where they can donate funds towards the renovation and restoration of the cultural sites that were damaged or destroyed during the invasion.

The Consultant is responsible for the development of the audio-guided tour which includes, but is not limited to:

• choosing an audio guide app builder.
• preparation of the structure of the tour.
• writing and reviewing the audio scripts for each stop. Audio tracks are suggested to be from 2 to 5 minutes in length.
• recording audio in 7 European languages (English, German, Spanish, Italian, Swedish, Polish, and Czech).
• editing and adding audio effects.
• gathering text and imagery for each stop. Each stop should have its own text description and cover image.
• customizing the design of the audio guide app. This includes the welcome page, the welcome page image, menu navigation, and the main color palette.
• setting geo triggers with Bluetooth beacons or GPS geofencing.
• developing a QR code for each 3D model and connecting with the donation platform.

 

Deliverables under Lot 2:

• Up to 30 high-resolution 3D visual models of cultural heritage objects developed.
• 3D printing of up to 30 cultural heritage objects completed.
• Design of the exhibition proposed.
• An audio-guided tour of the “Miniature Ukraine” exhibition in 7 European languages prepared.

 

Lot 3: Based on digital blueprints and 3D scanning results create a virtual reality (VR) version of each cultural heritage object of the “Miniature Ukraine” traveling exhibition. The VR tour should be based on a Human-Centered Design approach.

Task 1: Conduct preparatory fieldwork

The Consultant is required to conduct preparatory fieldwork to understand and identify people’s feelings and experiences when using mobile VR applications. Through online questionnaires, collect people’s behaviors, motivations, feedback, personal preferences, habits, experiences, etc., when they are using mobile VR applications. The collected data will help the Consultant to locate the pain points for the user interface and the user experience of the mobile VR application can be optimized and improved.

Task 2: Concept Ideation

The Consultant is required to complete the Ideation phase which includes inviting participants to online workshops to test the idea of the VR tour. The Consultant should use design methods, such as (but not limited to) Mood board, Brainstorm, and 2×2 to narrow down ideas. As a result of the Ideation phase at least two verified concepts of the VR tours will be prepared.

Task 3: Develop a prototype of the VR tour and its validation

The Consultant will shape and develop the concepts based on the ideation, and then make the storyboard for the prototype. Using the corresponding software and providing a solution the Consultant will complete the prototype of the VR tour of the “Miniature Ukraine” exhibition.

For the preparation of the prototype, the Consultant should use 3D scanning results and visual models of the cultural heritage objects prepared under Lots 1 and 2 of the current SOW.  During the next stage, the Consultant will validate the prototype, test it on various devices and platforms, and with the testing group which will include ENGAGE and its CSO partners.

Task 4: Final VR tour of the “Miniature Ukraine” exhibition

Based on the results of the prototype and validation results and feedback received, finalize the VR tour and provide the final version to ENGAGE. All data, design versions of the product, as well as the final product and related materials, should be fully transferred to ENGAGE.

Deliverables under Lot 3:

• The preparatory fieldwork for VR tour development was conducted and a report was prepared.
• The concept ideation phase is completed and at least two verified concepts of the VR tours are prepared.
• The prototype of the VR tour is prepared and validated.
• The final VR tour is prepared.

Place of Performance: All services required under this solicitation will be performed in Ukraine.

Period of Performance: All services required under this solicitation will be delivered from October 1, 2023 to June 15, 2024.

Expected Level of Effort: Estimated Level of Effort is 50 consulting days (under Lot 1), 60 consulting days (under Lot 2), and 55 consulting days (under Lot 3). In frame of the timeline, all deadlines and due dates could be negotiated if strong arguments are laid in the proposal.

 

C. Qualifications

• Preferably bachelor’s degrees in computer graphics, animation, geodesy, or a related field.
• Deep understanding of Ukraine’s cultural heritage context and partner relations with Ukrainian cultural heritage institutions both governmental and non-governmental.
• Experience with 3D modeling software, such as Maya, Blender, or 3DS Max or AutoCAD.
• Creating 3D models of products and environments for use in advertising or other visual materials.
• Proven experience in creating models of buildings, landscapes, or other structures by studying drawings and other reference materials.
• Proven experience in preparing sketches or drawings of proposed designs to be used as guides for creating a final model.
• Proven experience in 3D printing.
• Proven track record in VR product development.

 

D.Eligibility

All proposals which fail to comply with the basic minimum requirements outlined in the solicitation shall be eliminated. Only proposals submitted in compliance with Sections C and E will be evaluated.

 

E. Application Instructions

Proposals must be submitted electronically to kbondar@pactworld.org no later than 13:00 on September 18, 2023 (Kyiv time). The subject line should contain: “Proposal under Consultant Request P4767-2023-22.”

Documentation required for application:

• Technical Proposal per each Lot or covering all three Lots.
• Portfolio of similar works.
• Portfolio demonstrating experience in 3D scanning of physical objects, creating 3D visual models and/or 3D printed models.
• Portfolio demonstrating experience in designing VR versions of museums or exhibitions.
• Reference letters
• Resume/CV’s of the lead Consultant and team members.
• List of potential cultural heritage objects that can be included into the “Miniature Ukraine” exhibition.
• Financial proposal (budget) in Excel file (in UAH currency). Clearly stated LOE with a requested rate per each Deliverable for consultants.

Questions: All questions or clarifications regarding this Consultant Request must be in writing and submitted to kbondar@pactworld.org no later than 17:00 on September 07, 2023 (Kyiv time). The subject line should contain: “Questions to Consultant Request P4767-2023-22” Questions and requests for clarification, and the responses thereto, will be circulated to all Consultant Request recipients who indicate an interest in this Consultant.

 

F. Evaluation Criteria

Pact will evaluate applicants using the follow criteria (Maximum Score 100 in total):

Technical Proposal – 30 points

Qualifications: Portfolio demonstrating experience in 3D scanning of physical objects, creating 3D visual models and/or 3D printed models – 25 points

Qualifications: Portfolio demonstrating experience in designing VR versions of museums or exhibitions – 25 points

Financial Proposal (Cost effectiveness) – 20 points

 

G. Terms and Conditions

Disclaimers:

• Pact reserves the right to modify by written notice the terms of this solicitation at any time in its sole discretion. Pact may cancel the solicitation at any time.
• Pact may reject any or all proposals received.
• Issuance of solicitation does not constitute award commitment by Pact.
• Pact reserves the right to disqualify any quotation based on applicant’s failure to follow solicitation instructions.
• Pact will not compensate applicants for their response to the solicitation.
• Pact reserves the right to issue an award based on initial evaluation of applications without further discussion.
• Pact may choose to award only part of the scope of work in the solicitation or to issue multiple awards the scope of work.
• Pact reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition.
• Pact may contact applicants to confirm information and that the proposal was submitted for this solicitation.
• Pact may contact listed past performance references without notice to the applicant. Pact also reserves the right to contact other past performance information sources that the applicant did not list in the proposal.
• By submitting a proposal, the applicant confirms they understand the terms and conditions.
• Information pertaining to and obtained from the applicant as a result of participation in this solicitation is confidential. The applicant consents to the disclosure of the documents submitted by the applicants to the reviewers involved in the selection process. Please note that all reviewers are bound by non-disclosure agreements.