003SB-27 Specifications.pdf

003SB-27

Graphic Design and Production Services for Museum and Exhibition

Signage

SPECIFICATIONS

Intent The City of Irving is soliciting proposals from qualified firms to provide graphic design, production, fabrication, delivery, and installation services for museum and exhibition signage for the Irving Department of Arts and Culture (IDAC) on an as-needed basis.

Services may include, but are not limited to, exhibition graphics, vinyl lettering and applications, banners, exhibit panels and labels, exterior graphics, signage, and related graphic design and installation services at IDAC facilities and properties.

The quantities and frequencies identified in these specifications are estimates based on anticipated needs and are provided for proposal and planning purposes only. The City does not guarantee any minimum quantity of work or expenditure under the resulting contract.

Contract Period: This contract begins with the date of award and will run for approximately One (1) year, ending on the last day of the month immediately preceding the month of award.

Renewal Option: Upon expiration of the initial term or any immediately preceding renewal term, the City and Contractor may mutually agree in writing to renew the contract for up to two (2) additional one-year periods. Renewal periods shall be subject to the same terms and conditions of the resulting contract and the annual appropriation of funds by the City.

The resulting contract shall have an annual not-to-exceed amount of $40,000. The not-to-exceed amount represents the maximum authorized expenditure and does not constitute a guarantee that the city will purchase services in that amount. Services will be ordered on an as-needed basis and are subject to available funding and City authorization.

Department Overview

The Irving Department of Arts and Culture (IDAC) administers arts, cultural, museum, and exhibition programs for the City of Irving, including the Irving Arts Center (IAC), Irving Archives and Museum (IAM), and associated properties. Services under this contract may be required at various IDAC facilities and locations as directed by the City.

Scope of Work

Graphic Design and Production Services shall include, but are not limited to:

• Exhibition Graphics and Signage: Graphic design, fabrication, production, and installation services for exhibitions and signage at Irving Department of Arts and Culture (IDAC) facilities and properties. Services may include original graphic design, as well as production and installation utilizing graphic packages or artwork provided by the city or touring exhibition companies. The city anticipates approximately 10–12 exhibitions annually.

• Interior Signage: Production and installation of interior signage and graphics, including vinyl applications, Sintra-mounted panels and labels, and Plexiglas-mounted graphics.

• Pop-Up Banners: Graphic design and fabrication of standard 33-inch by 80-inch pop-up banners. Approximately six (6) to eight (8) pop-up banners are anticipated annually.

• Vinyl Lettering: Production and installation of vinyl lettering for approximately 15–20 exhibitions annually.

• Vinyl Banners: Design and production of vinyl banners for various applications, including hanging, pop-up, adhesive wall-mounted, and framed applications.

Entrance Banners: Design, production, and installation of entrance banners approximately 46 inches by 80 inches, inkjet-printed on 13-ounce smooth scrim banner vinyl, with pole pockets, 3/4-inch dowel rod hangers at the top and bottom, and grommets for hanging. Approximately 6–8 entrance banners may be required annually.

• Glass and Wall Graphics: Production and installation of vinyl graphics and signage for application to glass and wall surfaces.

• Exterior Graphics and Art Installations: Production and installation of exterior graphics and art installations on brick and concrete walls ranging in size from approximately 4 feet by 8 feet to 8 feet by 10 feet, and on 3mm aluminum panels measuring approximately 9.5 feet by 7.5 feet. Digital print media, such as Alum Graphics or approved equivalent, may be required. Approximately nine (9) installations are anticipated annually.

• Artwork and Production File Preparation: The City will generally provide artwork or digital files for production. When requested, the Contractor shall provide graphic design and production-file preparation services, which may include editing or enhancing images, resizing artwork, and preparing files for large-format or other production requirements.

Installation Requirements

The Contractor shall be responsible for installation of signage and graphics when installation is identified as part of the requested work. Smaller exhibit text panels and graphic panels may be installed by City staff and may not require Contractor installation.

For exterior graphic installations, the Contractor shall remove and properly dispose of existing graphics prior to installation of replacement graphics. Interior installation areas will generally be prepared by City staff prior to the Contractor's arrival.

The Contractor shall provide all labor, tools, ladders, equipment, and other resources necessary to complete required installations unless otherwise authorized by the City.

Work will generally be performed during normal business hours.

Museum and Gallery Installation Requirements

All work performed within museums, galleries, exhibitions, or historic spaces shall be performed in accordance with applicable museum professional practices and City requirements. Contractors shall exercise appropriate care when working near artwork, artifacts, exhibits, and finished surfaces. Spray adhesives or similar airborne application methods shall not be used within gallery or exhibition spaces without prior written authorization from the City.

Project Site Review

When necessary based on the size, complexity, location, or installation requirements of an individual project, the city may require the Contractor to visit the applicable site prior to submitting a quote or commencing work. The Contractor shall coordinate any required project site visit with the City.

General Requirements

Services shall be provided on an as-needed basis as requested by the City. Quantities and frequencies identified in this Scope of Work are estimates based on anticipated needs and are provided for informational and pricing purposes only. The City does not guarantee any minimum quantity of work or expenditure under the resulting contract.

Prior to beginning any work, the Contractor shall provide a written quote identifying the requested services, quantities, materials, labor, installation, delivery, and any other applicable charges. Work shall not begin without authorization from the City.

Digital Proofs: Prior to final production, the Contractor shall provide digital proofs or design layouts to the City for review and approval. Production shall not begin until City approval has been provided. City approval of proof shall not relieve the Contractor of responsibility for producing the work in accordance with the approved specifications.

Design Revisions: When graphic design services are required, pricing shall include up to two (2) rounds of revisions based on City comments or requested changes. Any additional revisions that may result in additional charges must be approved in writing by the city prior to the Contractor performing the additional work.

Digital and Source Files: Upon request by the City, the Contractor shall provide editable or production-ready files created specifically for City projects under the resulting contract. City-provided artwork, images, digital files, and other materials shall remain the property of the City and shall not be used for purposes unrelated to the resulting contract without City authorization.

All work shall be performed in accordance with the pricing established under the resulting contract. Charges not identified in the Contractor's proposal and accepted by the City shall not be permitted unless specifically authorized in writing by the City prior to performance of the work.

Representative Project Examples

Representative examples of previously completed projects have been provided as Examples 1 through 3 within this solicitation. The examples are provided for informational purposes only to illustrate the general types, sizes, complexity, and applications of graphic design, production, fabrication, and installation services that may be requested under the resulting contract. The examples do not represent guaranteed quantities, specific future projects, or an exhaustive list of services. Actual project requirements, dimensions, materials, quantities, and installation conditions will be identified by the City on an as-needed basis.

Delivery

Delivery of products and materials shall be coordinated in advance with the Irving Archives and Museum (IAM) or Irving Arts Center (IAC), as applicable. Products and materials shall be delivered to the location identified by the City for the applicable project. Unless otherwise specifically identified by the City, all delivery, freight, transportation, and related costs shall be included in the Contractor's pricing.

Timeline and Turnaround Requirements

Unless otherwise agreed to by the City based on the size or complexity of the project, the Contractor shall complete production, delivery, and required installation within fifteen

(15) business days following City approval of the final artwork and written quote.

Larger or more complex exhibition projects involving significant fabrication may require an extended production schedule, generally anticipated to be four (4) to five (5) weeks.

The Contractor shall identify the anticipated completion schedule in its written quote, and the schedule must be accepted by the City prior to commencement of work.

Rush Services: The Contractor shall be capable of providing expedited services when requested by the City. When rush services are accepted by the Contractor, the requested work shall be completed within seventy-two (72) hours unless otherwise agreed to by the City. Any additional charge for rush services must be identified in the

Contractor's accepted pricing or approved in writing by the city prior to commencement of the work.

Contents of Proposal

The City will require one (1) Electronic Copy of the proposal from all interested firms. The electronic copy shall be uploaded to the city’s e-procurement website as a Response Attachment. All copies shall include all required forms in addition to the pricing proposal.

Proposals should be concise and complete and include at a minimum the following elements:

1. Overview of company and its services

2. A minimum of three (3) current or recent client references for which the Respondent has performed graphic design, graphic production, signage, exhibition graphics, large-format graphics, installation services, or other services comparable in scope and complexity to those described in this solicitation. Each reference shall include the client/organization name, contact person, telephone number, and email address.

3. A minimum of two (2) examples of completed projects demonstrating the Respondent's experience with museum or exhibition graphics, large-format graphics, signage, vinyl applications, graphic fabrication and installation, or other projects comparable in scope and complexity to the services described in this solicitation. Samples should include a brief description of the work performed and the Respondent's role in the project.

4. Pricing: Respondents shall provide pricing for all items identified under the Line-Item Tab in IonWave, including applicable hourly rates for graphic design and installation services, which will be used in the creation of written quotes for unique or custom projects that are not represented by a predefined line item. Pricing shall include all labor, materials, production, fabrication, delivery, and other costs necessary to provide the specified goods or services unless otherwise specifically identified by the City.

Evaluation Criteria:

Cost 40% Project Samples/Portfolio 30% References 30%

TOTAL POINTS 100%

Cost: Evaluation of the Respondent's proposed pricing, including applicable hourly rates and costs for the services identified in the solicitation.

Project Samples / Portfolio: Evaluation of the quality and relevance of the submitted project samples and the extent to which they demonstrate experience performing comparable graphic design, production, fabrication, and installation services.

References: Evaluation of information obtained from current or recent clients regarding the Respondent's capabilities and performance of comparable services.

A committee comprised of representatives of the City of Irving will evaluate responsive proposals based on the criteria identified above. The evaluation committee will assign points to each proposal based on the information provided in the Respondent's proposal and the extent to which the proposal demonstrates the Respondent's ability to successfully perform the services described in this solicitation.

Rejection of Proposals The city will first examine proposals to determine their conformance with the requirements of these specifications. Any proposals that are deemed to be non-conforming to the stated requirements may be declared non-responsive and rejected.

The city reserves the right to reject any or all submissions received in response to this RFP at any time prior to the execution of a contract.

Clarification Process The city reserves the right to contact a proposer after receipt of submissions for the purpose of clarifying the information presented in order to ensure mutual understanding.

Responses to requests for clarification shall be submitted to the city within the timeframe specified in the city’s request. Failure to comply with requests for additional information may result in rejection of the proposal as non-compliant.

END OF SPECIFICATIONS