B09_Amendment_0003_-_Second_Round_of_Questions_-_Answers_0003.docx

Second Round of Questions from Pre-bid Site Visit

Date: June 10, 2026 Time: 10:00 AM PST Location: Ridgefield NWR, 28908 N Main St, Ridgefield, WA 98642

In attendance: CO: Joni Dutcher, COR: Karen Ceballos, Technical Representative: Josie Finely, Josie’s notes for introduction

Refuge Purpose

· Ridgefield was created initially to preserve wintering habitat for waterfowl and to create a public hunting program

· We focus mostly on conserving and restoring habitat for migrating and resident wildlife – very hands off when it comes to animals.

· Occasionally when there is a need we do more hands on or large scale restoration or rehabilitation. Examples:

· Major planting, rare plant reintroduction, larger landscape changes

· White tail deer reintroduction

· A huge part of our mission is people, we are here doing this FOR the public and people are PART of nature.

· Recreation happens on what we call – wildlife dependent. What is our niche?

· Wildlife dependent recreation here includes guided walks, observation on trails and an auto tour route, formal environmental education, programs as staff and volunteer capacity allows (no running, biking or pets)

· Partnerships enhance what we do on and off site.

Community Nature Center –

· This space has been decades in the planning

· The objective was to create a community space (your living room) that will make us a hub for environmental education and visitor engagement, wellness, and interpretation of our natural resources

· 5,715 sq feet.

· Consists of intentionally dedicated spaces for: Exhibit area, classroom, community room, volunteer space, all user bathrooms, and sensory room

· Ensure Accessibility is part of the design initially and throughout, and not an afterthought – this space makes what is not accessible across the bridge and on the main trails, discoverable and something one can experience right at the center.

· Creates a stepping stone or introduction for how people can engage with nature/the refuge

· Enhances and continues opportunities for learning Who is/will use this space?

· We have over 130K visitors to the refuge annually, undercounted most likely. In the past about ¼ of those visitors were estimated to use this unit. The visitors to this unit is increasing rapidly.

· Multigenerational families, community groups, seniors, those of many different cultures and backgrounds are included in our visitor base

· Refuge led programming partnered with our Friends group (non profit)

· Education groups are mostly elementary; however the addition of the classroom offers more opportunities for middle, high school and college students to engage with the site and center.

· Also make this space an opportunity for groups to be self-led

· Community Room offer future opportunities for inter-generational programming and adult classes

· We have visitors that can walk/bike to here from town and those that see the brown signs and turn our way on a chance

· Tourism to Ridgefield is from all areas of SW WA and N Oregon on a micro scale, but visitors of BC Canada and CA also are frequent as they travel the 1- corridor.

· Ridgefield is one of the fastest growing cities in WA State

Goals for the contract:

· Looking at our conceptual designs help us to bring this to a fully formed vision. We feel like we have the content – we need better ways for engagement.

· Welcome desk is so important for visitors and as guests to be a focal point for comfort, safety and community hub but also FUN and pat of the exhibits

· Diorama is a focal point for engagement and will serve as a place for educators and caregivers to do activities that they run themselves.

Things to keep in mind:

· Low maintenance. We have a small staff and maintenance needs to focus mostly on habitat work. High-tech item repair would need to be outsourced and be cheap and easy. The ask for low tech also came from the community – engagement doesn’t have to be touchscreens (herd failures across USFWs about this) but can be measuring something, lifting, opening a drawer etc.

· Accessibility first, going above and beyond ADA/ABA requirements. Think about how people engage beyond how they physically access the areas. (neurodivergent, lighting, sounds, holding things, textures....) and access and movability of the space

· We have and will continue to collaborate with community experts throughout this process for feedback during review process.

· We want to be something different than other sites in the region and not follow the mold of what one would normally see in a visitors' center at a Refuge or Park.

· Acoustics and lighting need to be a choice and not a fixed item

· The __ wall is going to be a full mural (this is already contracted out)

Prior Focus Groups Included: Tribes, seniors, teachers and students, intergenerational families and those with disabilities. From ALL the need for inclusion from an accessible lens rose to top and learning about the many ways different people engage with a natural resource.

Accessibility helps more than we know; when we center HUMANS in our designs – their needs are better met, and they can engage with our mission/teachings.

How can we showcase the work we do is not an island of what needs to be done to provide these healthy habitats for people and the community? People need to SEE themselves here, as PART of the Refuge and what we do.

They want to see animals up close but also things they might be curious about or go unnoticed, balanced with things that they can’t get to – such as what's going on below the water’s surface in the wetlands...

We are not prescribing HOW to engage but empowering people to engage as they like/feel comfortable

And we want to have phenology and interchangeable exhibits, so that people come back over and over and can experience the changes outside the very center, throughout the seasons, inside too.

Ongoing community feedback will always be a part of this.

Questions & Responses:

1. Internet access: There will be public wifi in the building with two access points, one in the exhibit hall and one between the classroom and community room.

· Access to tech room for AV equipment. We think that is available. We need to check with our internal IRTM.

2. Flooring – Would you want different patterns on the floor?

This is not part of the original expectation, but we are open to hearing ideas as long as accessibility is featured. Repeated patterns and lights on the floor can be disorienting to some visitors. Surface changes can confuse people or trip them up. We also need to be mindful of what that might mean for cleaning.

3. Lighting – Are changes/additions okay?

Lighting changes/additions are welcomed as needed. Dimmers and low-sensory options should be considered.

4. Diorama community feedback -

· the feature of this is that people love engaging in low-key ways, opening drawers, or something with texture they CAN touch. Showcasing not taxidermed animals but real-life replicas, in ACTION. So they get a sense of a larger story of interaction between these individual species and the habitat or ecosystem as a whole. Learning something they wouldn’t understand, to create “moments of awe” but also relevancy to them in their daily life.

· Layered diorama that shows the interconnectivity of this place

5. Are we required to stick to the conceptual designs provided by John Ivie?

· No – these conceptual designs are meant to be the basis and inspiration for the designs to come, but we would like to see what ideas and visions you have for the exhibits.

6. Is the layout in the conceptual designs needing to stay the same?

· There are some things – like the welcome desk – that will likely need to stay true to the original layout due to the location of the volunteer/staff storage area. This is also true for the Friends nature store, since that space is already delineated but the Friends will not have a store for possibly a few years from now, and may not ALWAYS have one. We want this space usable to it’s fullest regardless of a store as it is a big area of the exhibit hall. Or if they change mind and only want a mobile store.

· As for the rest of the exhibit hall layout, we are open to hearing your ideas about how to make that space work. We are looking for layouts that would allow easy access between and through exhibits, and allow for flexible use of the space. The seating was purchased to be used in the Center but can be moved around as desired.

7. Are there outside elements that are required for this contract?

· Aside from the baas relief mural outlined in the line bid items (Salmon Stream Mural Line Item 7), there are no outside elements that are required for this contract. Our original conceptual designs include outside elements, but we do not have funding in this go-around for all of these elements currently.

8. Is the indoor mural part of this contract?

· No, the full wall indoor mural is already contracted out as part of a signage/wayfinding contract that is already underway.

9. How much funding has been allocated for this project already?

· Range is between $300,000.00 and $400,000.00

10. Does the diorama need to include taxidermy or could plastic/sculpted mounts be used?

· We are open to custom sculptures, especially if they allow for more durability and interactivity. We are not tied to taxidermy for the diorama. The community has shared that real-life replicas are preferred over taxidermy as being more accessible and considerate of those that love animals but have a hard time with death. We are trying to reserve that use for when people can be made aware it is out, such as putting pelts out in the Community Room or Classroom.

· Need to consider replacements for anything anyone might touch/rub, etc.

11. Can we extend the close date of the solicitation?

· Yes, we will extend the closing date to June 26, 2026, due by 08:00 AM EST

12. When are questions due?

· Questions are now due by June 19, 2026, due by 12:00 PM EST

13. The entryway to the bathrooms and classrooms- do you want that included?

· Yes, we will update the SOW to add that section. Possible welcome banner, something that is changeable.

14. Will translation services or multilingual exhibit content be required?

· Not required, but it is likely we will request this (either as a line option, or as a subsequent contract with another contractor). The exhibits themselves will not have multilingual content, but we will likely be requesting the creation of accompanying materials in additional languages. You can include this pricing as a line item,

15. Concept drawing submittal. To what level of detail are the expect concept drawings required to be developed for evaluation? Are sample mockups and a creative brief acceptable? Should the mockups address only the two base line items (Central Interpretive Exhibit and Topographic Map) or also the optional line items?

· We would like to see a creative brief, but concept drawings are not required. As you asked, sample mock-ups and a creative brief are acceptable. Any concept drawings will help strengthen your submittal. The creative brief/any mockups can address the two base line items and the optional line items. If it would help to have specific line items to focus on, we’d recommend the “Topographic map”, “Wall Exhibits”, “Tree seating area/exhibit,” and “north vestibule exhibit.”

16. Response Page Limit: Is there a page limit for the non-price section of the quote?

-No page limit.

17. Translations. The SOW references "translations (if required)." Are translations required within the base scope, and if so, into which language(s)?

· Not required, but it is likely we will request this (either as a line option, or as a subsequent contract with another contractor). You can include this pricing as a line item. We are expecting that there is some brief, general welcome greeting that we’d like to have translated in including in several languages (Chinuk Wawa, Spanish, Ukranian, Russian, and Ukranian).

As an amended line bid item, we will also include the opportunity to bid on doing Spanish translations for the interpretive text that can be used as an additional guide for the exhibit hall.

18. Is a single meeting with an accessibility consultant sufficient once concepts have been created? We'd prefer at least two or three meetings with an accessibility consultant.

· We are not tied to a certain number of meetings with an accessibility consultant but would instead prefer a more prolonged relationship with the consultant where we could receive guidance in 1) brainstorming ideas for exhibits, 2) evaluating concepts, and 3) evaluating revised concepts.

19. Will visitors be expected or permitted to touch the animal specimens as part of the exhibit experience? Not the animal specimens.

· We expect there to be tactile elements in the exhibits. We expect that parts of the Grassland exhibit will not be touchable, but that there may be elements on the sides and edges of that element that are tactile.

20. Will the client provide the taxidermy animal specimens, or will procurement be part of the project scope?

· Procurement will be part of the scope. We may have a few items the contractor can use, but for the most part, the contractor will have to obtain these.

21. Would you consider expanding the years of relevant project experience?

· We have a wonderful project example that is older than 3 years. We are okay with this.

22. Walk-through Video: Can we please get a copy of the optional walk-through video referenced in the solicitation?

- The video is in this link: https://fws-fileshare.app.box.com/s/w163w8nwnyfvgajckapkpqa0h537almo

23. Outdoor Exhibits: The John Ivie concept plans include outdoor exhibits and signage. Should outdoor exhibits (outdoor signage and the salmon stream mural) be part of the proposal and within the budget or should they be optional add-on items?

Outdoor signage and outdoor elements (like the tree snag) from John Ivie’s concept plan have already been purchased and does not need to be part of this proposal. The outdoor mural (the salmon stream wall) should be included in the proposal as an optional add-on item.

24. Friends store / temporary exhibit space: How much space should be allocated to the store and what products or types of products will be sold?

The section just left/east of the entrance doors is dedicated to the Friends store. They will be selling items that help teach people about the refuge, connect them, or provide something that they need to visit. Examples are guide books, water bottles, stickers, wildlife earrings and other art, Friends T-shirts and other clothing.

25. Exhibit Conservation Guidelines: Are the Exhibit Conservation Guidelines (Attachment 1) mandatory requirements for this project, or reference guidance?

· Reference guidance for best practices.

26. Models and Artifacts: Are there any existing or required taxidermy mounts, natural-history models, or reproduction furnishings that must be incorporated into our designs? If so, will any be government-furnished, or is the contractor responsible for producing or acquiring all such elements?

· Contractor is responsible for procuring taxidermy mounts or natural history models.

27. The Statement of Work notes that Ridgefield previously developed an exhibit concept plan with Ivie Interpretive in 2023 and that the selected contractor should use those concepts as inspiration while re-envisioning the space based on current needs. Will the 2023 concept plan be made available to offerors before quote submission, or should offerors assume it will be provided only after award?

- John Ivie’s concept plans are attached in amendment 2.

28. The Statement of Work indicates that the contractor is responsible for completing the work within a fixed budget, including design decisions that can be delivered within that budget. Is there a target budget or budget range for CLIN 00010 and CLIN 00020 that the Government can share to help offerors calibrate scope, technology level, materials, and optional elements?

- Yes, answered in question 9.

29. The Statement of Work asks the contractor to provide recommendations for facility alterations needed to accommodate the exhibition design, including new walls, ceilings, floor/wall treatments, and electrical loads. Should offerors include the cost of implementing those facility alterations in the quoted price, or should the quote include exhibit design/fabrication/installation plus recommendations only, with building modifications handled separately by the Government?

- Offerors must include the cost of implementing the facility alterations in their quoted price. The government will not handle these building modifications separately. The total quote must encompass exhibit design, fabrication, installation, and the execution of the recommended facility alterations.