LONMS Extended Reality Contractor: Request for Proposals

Background

The Mid-Atlantic Regional Council on the Ocean (MARCO) is the Regional Ocean Partnership in the Mid-Atlantic and includes the states of New York, New Jersey, Delaware, Maryland, and Virginia. Established in 2009 by the Governors of these states, MARCO works on shared issues that benefit from interstate collaboration and coordinated problem-solving. MARCO works to protect and improve the health of the Mid-Atlantic ocean and coastal ecosystems and economies through regional ocean planning, data sharing, and collaborative efforts around the following shared priorities:

• Coordinate the protection of important and unique marine species and habitats.
• Promote a regional approach to support the sustainable development of offshore renewable energy.
• Increase understanding of, and help coastal communities prepare for, climate change impacts and sudden weather-related emergencies.
• Support efforts that improve the region’s ocean and coastal water quality. 
• Supporting actions that create a more sustainable blue economy in the Mid-Atlantic.

Please see MARCO’s website for more background about MARCO and the projects it is carrying out. MARCO’s Ocean Conservation Work Group (OCWG) will serve as a key resource by providing ongoing advice regarding project design, implementation, deployment and outreach.

Project Description

MARCO is seeking an experienced organization or individual to design and implement an extended reality (XR) project focusing on the Lake Ontario National Marine Sanctuary (LONMS). Funding for this project will be provided to MARCO through New York State Department of State (NYSDOS). The contractor will work with MARCO, NYSDOS, partners in the OCWG, the Sanctuary Advisory Committee (SAC) of the LONMS, and others to develop a modular (can be transported from location to location with minimal associated costs) approach for use at venues such as museums, aquaria, libraries and schools. Proposals should include information on the type(s) of user-experiences, hardware and software, budget, and any ongoing maintenance and support needs. Proposals may also include a ‘world building’ element to facilitate consistent and compatible development of additional user-experiences under potential future funding. We encourage user-experiences that include at minimum: submerged cultural resources, an immersive underwater environment including an accurate environmental background, gamification, multisensory techniques, signage, and media materials for the physical exhibit.

The overall goal of this project is to provide a user experience that will showcase maritime history, shipwrecks, and any other interesting aspects of the LONMS. It is expected that the end-users will NOT be subject matter experts rather, members of the public. The XR world should be for general audiences ranging in age from school groups/children to adults, many of whom may never have been diving in, or visited, a Great Lake.

The final project deliverables must be received by September 30, 2026.

There are seven project tasks, each with a specific deliverable that should be outlined in the proposal:

• Task 1: Monthly progress reporting and project kickoff by the first of the month. The Contractor will hold an initial meeting with MARCO  to review the project scope, schedule, requirements, roles and responsibilities, and any other relevant information needed for successful Project execution.Project management activities under this task are limited to coordination of the Contractor’s scope of work and do not include overall program governance, partner outreach, or decision-making, which are led by MARCO in consultation with  NYSDOS.
  • The contractor will be expected to provide monthly written progress reports and /bi-weekly virtual check-ins. Bi-weekly check-ins will include MARCO staff and any other relevant project partners deemed necessary by MARCO.
  • Task 1 deliverables: monthly progress reports and check-in meeting minutes.

• Task 2: Review existing relevant footage and datasets
  • MARCO will provide the contractor with a list of media resources (e.g. underwater video, photogrammetry)  for potential use. The list will include video and data resources in different formats, such as 360-degree, 3DoF, and interactive 6DoF video, as well as 3D shipwreck models. Additional media resources and information may be identified in consultation with MARCO. Products could include, but are not limited to, or comparable XR-ready assets.
  • Task 2 deliverable: Recommendations on which of the media resources should be utilized in the final user-experience, with documentation and assessment of viability and benefits for XR use, and recommended XR format options.

• Task 3: Modular Exhibit Design
  • The contractor will design a modular experience that is accurate, interpretively relevant and suited for diverse  audiences across coastal regions.
  • The Contractor will develop a modular design framework for the XR exhibit, ensuring flexibility for deployment across multiple venues such as aquariums, museums, visitor centers, schools and libraries throughout the State and region.  This process will define the technical requirements of the experience that the equipment must support, guiding later procurement.
  • Venue selection, partner outreach, and identification of deployment sites will be led by MARCO and NYSDOS; concepts responsive to these inputs.
  • Task 3 deliverable: A memo summarizing modular exhibit design and procurement needs.

• Task 4:  Supplies Procurement and Installation
  • The Contractor will develop a modular exhibit. Supplies could include such features as XR headsets, modular exhibit equipment, related hardware, and interpretive signage. The Contractor will ensure that all supply purchases under this task align with this funding allocation and meet the technical requirements identified by MARCO.
  • Task 4 deliverable: A final report that itemizes supply needs and costs, verifies that all units meet the identified project requirements, and details the steps for deploying and maintaining modular exhibits. The contractor will be responsible for overseeing the installation and testing  of modular exhibits at the MARCO-selected locations.

• Task 5: XR Experience Production
  • The contractor will work with MARCO to develop and refine the digital experience through an iterative process. The overall XR experience will showcase storylines around shipwrecks and cultural history within the LONMS. This will include, but is not limited to:
    • Develop concise documentation, including production notes, metadata for media assets and a deployment guide for MARCO, and the deployment location(s). Provide instructions on setup, operation and maintenance of the XR experience to support long-term use and adaptability.
    • The user experience will include a storyline that highlights, at minimum, a Call to Action that is collectively developed with project partners and integrates concepts from the New York blue economy and history/experiences within the LONMS.
  • Task 5  deliverables:
    • Production Schedule and Plan at the onset of task execution
    • Digital advertisement, promotional clip, branded micro-video, and/or comparable public-facing content
    • User Interface and Navigation Design
    • Sound Design and Environmental Audio
    • Video Footage Review and Editing
    • XR Experience Prototype including closed captioning (optional activation during the experience)
    • Quality Assurance and Testing
    • Documentation and Deployment Guide to include:
      • Production notes
      • Metadata for media assets
      • Deployment guidance for project partners
      • Setup, operation, and maintenance instructions

• Task 6: Storytelling Media
  • The Contractor will work with NYSDOS and project partners to develop two (2) compelling short stories that are in addition to the XR experience, along with a related public-facing communication piece. One story will focus on the Sanctuary, highlighting the shipwrecks within the region and connecting the past with the present to explain the significance of the Sanctuary, its communities, and cultural ties to the Nation. The second story will focus on New York’s Blue Economy to demonstrate how the region’s economic vitality is inextricably linked to coastal, estuarine and ocean ecosystem health. The Blue Economy story will also inform the development of a public-facing communication piece designed to convey how conservation combined with responsible development supports jobs, infrastructure security, and economic growth of our coastal communities. The two stories will prioritize messages that resonate broadly and demonstrate the interconnectedness of healthy coastal systems, working waterfronts, and sustainable economic development for local communities. It is intended that these videos can stand alone on a website, be posted on social media, be playing at the VR experience, or be used for other forms of marketing.
  • Task 6 deliverables:
    • Sanctuary Story Video – A short (approximately 2 minutes, final length to be determined with Project Team), exhibit-ready video interpreting the cultural, historical, and community significance of Lake Ontario shipwrecks.  This video will be suitable for looping exhibit use and may be incorporated into the XR experience where appropriate.
    • Blue Economy Story – A short-form media story  (e.g. an approximately 2 minute-long video, final length to be determined with Project Team) communicating how New York’s coastal and marine resources support jobs, economic activity, community well-being, and regional vitality.  This product may be formatted for museum ins, online viewing, social media distribution, or other public-facing platforms.

• Task 7: Internal Testing and Refinement
  • The Contractor will coordinate structured internal testing and refinement to ensure technical performance, usability, and interpretive effectiveness. Testing will involve MARCO and other project partners as determined by MARCO, incorporating feedback to ensure the experience meets technical, educational, and engagement goals.The following activities are anticipated:
    • Task 7 deliverables: The testing and refinement will include the following steps and a final report:
      • Development of a testing plan outlining objectives, criteria, methods, and metrics at the onset of the task execution.
      • Identify test scenarios across supported formats (e.g., 360-video, 3DoF, 6DoF, AR/VR/MR components, if applicable).
      • Participate in, and facilitate, two to three testing sessions.
      • Evaluate usability, navigation, audio-visual immersion, technical performance, and interpretive clarity.
      • Assess ease of use for a range of users, including individuals with limited mobility or limited prior XR experience.
      • Compile a draft report of structured feedback summaries identifying strengths, issues, and areas for refinement.
      • Implement refinements based on feedback and conduct re-testing based on the participant testing sessions.
        
        
• Task 8: Installation and Instruction Strategy
  • The Contractor will develop installation strategies, guidance, and materials for the execution of the installation.
  • The Contractor will develop and implement a strategy for distributing and installing the finalized XR experience to ensure broad public access and long-term usability. This task will address technical deployment including documentation, support materials, and a service framework to sustain use across venues. The following activities are anticipated:
    • Develop a distribution plan outlining software platforms  and access methods as necessary. Ensure compatibility with approved hardware, software, and platforms at the chosen installation location(s). Conduct a limited pilot deployment to validate real-world usability prior to wider rollout, if necessary.
    • Task 8 deliverables: the deliverables will include written documentation of the installation instructions, user access guides, FAQs, troubleshooting materials, and quick-start instructions, including a separate one-year service and support framework covering technical assistance, updates, and maintenance. The final report will also include deployment outcomes, challenges, lessons learned, and recommendations for scaling.
      • Service and Maintenance Plan
        • Technical assistance and troubleshooting (remote and/or on-site as needed).
        • Software updates and bug fixes.
        • Minor content updates if required by the State or NOAA.
        • Replacement guidance and vendor support for hardware issues.

Project Requirements

• At least bi-weekly progress reporting in the form of a virtual check in with MARCO staff, specifically the MARCO Science Program Manager in conjunction with the Project Coordinator.
• Monthly written summaries of work, which, at minimum must include the following:
• Reporting period
• Progress of project
• Planned progress over the following month
• identification of problems and planned solutions
• Schedule-percentage completed by months
• Cost and percent completed by task for the reporting period and total
• Monthly invoicing with number of hours worked and milestones achieved.
• All project deliverables must be submitted to MARCO upon completion of each task. Some project tasks may overlap with previous tasks, in which case, it is expected that the subsequent tasks will build on the previous one and reports may be updated and altered as necessary.
• All MARCO public-facing products and deliverables are subject to MARCO’s internal review and compliance process .
• Branding will follow NYDOS and/or MARCO guidelines, which will be discussed during each project task phase.

Budget

The proposal should include a budget of up to $250,000 dollars, which includes procurement of XR supplies including all modular exhibit gear and materials, related hardware, and interpretive signage. In addition, the budget must be broken down by task deliverables.

Application Instructions

Applicants should electronically submit a description of their qualifications and proposal in a single PDF to jreimer@midatlanticocean.org. Proposals will be reviewed on a rolling basis, starting May 1st, 2026 and will be accepted through May 31, 2026 at 11:59 PM. There is a strict maximum page limit of no more than five pages for the description of the project and deliverables. All other parts of the proposal have limits as identified below. Formal interviews may be requested of applicants prior to the final decision. Submissions should be directed to the MARCO Science Program Manager, Janet Reimer, and the subject line should include “LONMS XR Proposal” and your name or the name of your company.

At minimum, the description of qualifications (which will be provided with the project proposal) should include:

• A summary of relevant experience and/or completed projects with internet links where appropriate
• A list of personnel that will be assigned to this project with their expected roles
• Resumes for key personnel (two page maximum for each individual resume)
• A proposed budget for completing the work as described in the proposal, including hourly rates for key personnel, proposed number of hours per individual that will be spent on the project, indirect and fringe rates, travel costs, hardware costs, print media, and any other information or other direct costs deemed necessary to accomplish the desired outcomes.
• Timeline of milestones and deliverables over the project timeline, from inception to September 30, 2026.

MARCO reserves the right to extend or reopen this call for proposals and negotiate any individual aspect of the proposed budget.