Statement of Work_Contract for Fabrication and Installation of Ranger Station Exhibits.docx

Bid Schedule Ranger Station Exhibit Fabrication and Installation El Malpais National Conservation Area

Description Unit Quantity Unit Cost Total_______

Time/Labor 1 LS $ $

Materials 1 LS $ $

Profit Margin 1 LS $ $

TOTAL BID (ALL OR NONE) $________________

Statement of Work El Malpais National Conservation Area Ranger Station Exhibit Design

Background Within the El Malpais National Conservation Area (NCA), the Bureau of Land Management (BLM) manages approximately 249,000 acres. The El Malpais NCA Ranger Station serves as an information center for members of the public passing through or exploring the area. The current exhibit at the Ranger Station was built in the mid 1990s.

BLM contracted a company in 2019 to create designs for a new exhibit. These designs were finalized in February 2020. This Request for Quotes (RFQ) addresses the need for fabrication, production, and installation based on the existing exhibit design plans for the indoor interpretive exhibits and panels within the El Malpais NCA Ranger Station off Highway 117 near Grants, NM. The exhibit area is approximately 1,144 sq. feet (building plans attached as Appendix A). The interpretive exhibits are meant to provide recreation information and interpretation of natural and cultural resources, while actively engaging the visitor.

All existing exhibit structures and panels will be removed prior to installation (Exhibit Design Plans attached as Appendix B). New exhibit design plans include 3D features, 3D terrain model and etched glass welcome platform, mounted and hanging graphic panels, two feature monoliths, reader rails with mounted panels and reader rails with exhibit cases, wood and drywall wall bump-outs, and incorporation of some existing features (Exhibit Graphics attached as Appendix C and Exhibit Text, Graphics, and Artifacts attached as Appendix D).

This contract includes only fabrication, production, and installation of existing exhibit plans. Research, curation, and exhibit design are not included in the scope of work.

Scope of Work The Contractor will provide all labor, materials, facilities, and travel except as otherwise specified to provide fabrication, production, and installation of existing exhibit design plans within the El Malpais NCA Ranger Station. Installation will occur on site at the Ranger Station. The deliverable product will be a completed exhibit based on existing exhibit design plans.

Quotes should include a statement of how the Contractor might execute the exhibit design plans including examples of materials to be used for fabrication and installation. Materials used in the fabrication of exhibit design plans will be finalized through collaboration between BLM Project Manager and the Contractor.

Upon contract award, the BLM shall furnish electronic Adobe InDesign files to the Contractor. The Contractor shall print graphic panels using the Adobe InDesign graphic panel files in the specified design sizes and layouts incorporating minor edits to the language or layout during the BLM review stage and prior to fabrication. These panels will be mounted within exhibits, on exhibit walls, or hung from the Ranger Station ceiling based on existing design plans.

The Contractor shall work with BLM representatives to determine materials to be used for the fabrication of existing design plans. The Contractor shall also fabricate all exhibits based on design plans and install them into the Ranger Station. Fabrication will mostly take place off site, but it is understood that some fabrication will occur on site upon installation.

Period of Performance The period of performance will be 12 months from contract award date. A remodel of the Ranger Station building will be performed by another contractor with estimated for completion by September 7, 2021. Final installation dates of this contract will be contingent upon the completion of the building remodel. All correspondence and consultation regarding fabrication, as well as fabrication itself, can begin immediately upon award of the contract.

Within 12 months of receipt of contract, the Contractor shall have all exhibits fabricated, all panels printed, and the entirety of the exhibit plan installed into the Ranger Station. Fabrication materials must be approved by the BLM Project Manager. Quality of fabrication and installation must be approved by the BLM Project Manager.

Deliverables Schedule The Contractor shall provide and maintain an up-to-date project timeline. Timelines shall incorporate a minimum of two weeks for BLM reviews. Any changes to the timeline shall be negotiated with the BLM Project Manager and must fall within the original contract period of performance.

Prior to submitting a quote, contractors will have the opportunity to visit the site. A Site Visit has been set for August 13, 2020 between 10 and 2 pm at the El Malpais Ranger Station. Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

On the date of the Site Visit, all visitors must wear CDC approved face masks and keep physical distance of at least 6 feet from others. Please do not come to site visit if you are feeling ill. We will take potential bidders through the building 3 to 4 at a time to limit exposure

The timeline shall include starting date and submittal dates for deliverables and reviews for:

1.) Pre-work Conference: (within 3 weeks of award of contract)

At receipt of contract, the Contractor shall meet with BLM Project Manager to discuss project guidelines and goals. At this point, the BLM and Contractor will determine the best way to share the Adobe InDesign graphics files and design plans. These could be shared electronically or in hard-copy format via mail. BLM may require Contractor to make minor edits to InDesign files. Any required minor edit changes will be discussed at this time.

2.) Pre-Fabrication Consultation Conference (within 5 weeks after award of contract)

Prior to this consultation the Contractor will develop a statement describing the materials they would like to use for fabrication of existing exhibit design plans. The Contractor will also outline a timeline of fabrication and production to share with the BLM.

At this point, the Contractor shall present the statement describing their preferred fabrication materials and production approach to the BLM Project Manager. The purpose of this Conference is to ensure that the Contractor has understood and is able to successfully fabricate and execute the installation of the existing design plans. The purpose of this conference is also to solidify a timeline of fabrication, production, and fabrication between the Contractor and the BLM.

Deliverables:

· Statement describing the materials preferred for fabrication of existing design plans

· Timeline of fabrication, production, and installation

3.) Progress Consultation for Fabrication and Production (within 12 weeks after award of contract)

The Contractor shall present a physical example of a produced graphic panel to the BLM for their approval of panel quality. This panel may be mailed to the BLM Rio Puerco Field Office. The Contractor shall also present their current progress with fabrication and provide BLM with photos of any fabrication progress. Photos may be delivered via email or as a hard/electronic copy through the mail.

Upon completion of the review, the BLM Project Manager will provide a consolidated description of any changes required on the production of panels and on the direction of the fabrication. The Contractor shall revise their strategy or printing quality based on the input provided by the BLM Project Manager for review and acceptance.

The Contractor must provide an update to the change in printing and to the change of fabrication strategy within 2 weeks of this progress consultation.

Deliverables:

a) Physical example of a produced panel delivered to BLM

b) Photos and description of fabrication progress up to this point

c) If any changes are required to printing or fabrication strategy, the Contractor must deliver a second physical example of a panel and any new strategy plans/photos to the BLM within 2 weeks of this progress consultation. The BLM will continue to ask for physical examples of panel production until a quality print has been approved, at which point, the Contractor can move forward with printing of all panels. The BLM has the right to ask for new print production of any graphic panel produced which does not meet the previously approved print quality standards .

4.) Continuing Progress Consultations for Fabrication and Production (every 3 weeks following the initial 12th week Progress Consultation after award of contract)

Every 3 weeks after the initial 12th week Progress Consultation the Contractor shall present their current progress with fabrication and provide BLM with photos of any fabrication progress. Photos may be delivered digitally or as a hard copy through the mail.

Upon completion of the review, the BLM Project Manager will provide a consolidated description of any changes required the direction of the fabrication. The Contractor shall revise their strategy based on the input provided by the BLM Project Manager.

The Contractor must provide an update to the change of fabrication strategy within 2 weeks of this progress consultation.

Deliverables:

a) Photos and description of fabrication progress up to this point

b) If any changes are required to printing or fabrication strategy, the Contractor must deliver any new strategy plans/photos to the BLM within 2 weeks of this progress consultation.

5.) Final Fabrication Consultation (within 8.5 months after award of contract)

The purpose of the Final Fabrication Consultation is to finalize any fabrication based on existing exhibit design plans. The Contractor will submit photos of all completed fabricated elements to the BLM for their approval. The Contractor will also submit a statement describing any elements that must be fabricated on site at the Ranger Station. This description should include materials that will be used, a reason why the element must be fabricated on site, and a brief summary of the process/techniques that will be used on-site. The Contractor should also supply a timeline for installation at this point.

The fabrication must fully execute all content of the existing design, excepting any elements that must be fabricated on site at the Ranger Station. One potential example of an element that may need to be executed on site are the wall bump-outs.

Photos of all fabricated elements must be high quality and highlight all design elements. These photos may be emailed, shared electronically, or delivered as a hard copy to the BLM. Any hard copy photos must be at minimum 8.5” x 11” high quality photos.

Upon completion of the review of the submitted photos and description of on-site elements, the BLM Project Manager will provide a consolidated description of any changes required to direction of the fabrication. The Contractor shall revise their strategy based on the input provided by the BLM Project Manager.

The Contractor must provide an update and any photos to the change of fabrication within 2 weeks of this progress consultation.

Deliverables:

· Photos of all completed fabricated elements to the BLM for their approval.

· A statement describing any elements that must be fabricated on site at the Ranger Station.

· The Contractor shall also supply a timeline for installation at this point.

· If any changes are required to the fabrication, the Contractor must deliver any new strategy plans/photos to the BLM within 2 weeks of this progress consultation.

6.) Installation and On-Site Fabrication Consultation (within 9 months after award of contract) The purpose of the Installation and On-Site Fabrication Consultation is to finalize any plans and dates for installation and on-site fabrication to take place at the El Malpais Ranger Station. The start date shall be coordinated with the BLM Project Manager and shall be contingent on the final completion date of the Ranger Station remodel contract. The Contractor will submit a detailed plan including installation and on-site fabrication plans, drawings, and a dated timeline for installation and on-site fabrication.

Upon completion of the review of the plan and timeline for installation and on-site fabrication, the BLM Project Manager will provide a consolidated description of any changes required to plan or timeline to the Contractor within 1 week of this consultation. The Contractor shall revise their plan and timeline based on the input provided by the BLM Project Manager.

The Contractor must provide an update to their plan and timeline within 1 week of receiving input from the BLM.

Deliverables:

· A detailed plan for installation and any on-site fabrication plans or drawings

· A timeline with dates for installation and on-site fabrication to occur at the Ranger Station

· If any changes are required to the fabrication, the Contractor must deliver any new strategy plans/photos to the BLM within 2 weeks of this progress consultation.

7.) In-Person Progress Meetings for Installation and On-Site Fabrication (within 10 months and within 10.5 months and within 11 months after award of contract) The purpose of the In-Person Progress Meetings for Installation and On-Site Fabrication is to allow the BLM to view any progress on installation and on-site fabrication to take place at the El Malpais Ranger Station. The Contractor will coordinate with the BLM Project Manager and arrange at minimum three on-site visits at which point the BLM Manager will review any progress to installation and on-site fabrication.

Upon completion of the review of the installation and on-site fabrication, the BLM Project Manager will provide a consolidated description of any changes required to the Contractor within 2 days of the progress meetings. The Contractor shall revise their installation or on-site fabrication strategy based on the input provided by the BLM Project Manager.

The Contractor must provide an update to their installation or on-site fabrication strategy within 2 days of receiving input from the BLM.

Deliverables:

a) At minimum three on-site meetings with both the Contractor and BLM Project Manager

b) Updates on any change to installation or on-site fabrication strategy as determined by BLM Project Manager following the on-site meetings

7.) Final Approval of Fabrication and Installation (in person and within 11.5 months after award of contract) The purpose of the Final Approval of Fabrication and Installation is to allow the BLM to view and approve the final fabrication and installation of all elements of the exhibit based on existing exhibit design plans. The Contractor will coordinate with the BLM Project Manager and arrange an on-site visit at which point the BLM Manager will review the final fabrication and installation.

Upon completion of the review of the installation and on-site fabrication, the BLM Project Manager will provide a consolidated description of any changes required to the Contractor within 2 days of this approval meeting. The Contractor shall revise their fabrication and/or installation strategy based on the input provided by the BLM Project Manager.

The Contractor must provide an update to their installation or fabrication strategy within 2 days of receiving input from the BLM.

Deliverables:

a) On-site approval meeting with both the Contractor and BLM Project Manager

b) Update on any change to installation or on-site fabrication strategy as determined by BLM Project Manager following the on-site approval meeting

Project Management The BLM Project Manager is available throughout the project for informal reviews and discussions by phone, FAX, mail, e-mail, or in person. BLM encourages discussion as an important part of the process.

The Contractor shall not proceed with the next phase of the project until official, written notification of approval from the Project Manager is received for:

· Pre-Fabrication Consultation Conference

· Any scheduled Progress Consultations for Fabrication and Production

· Final Fabrication Consultation

· Installation and On-Site Fabrication Consultation

· In-Person Progress Meeting for Installation and On-Site Fabrication

· Final Approval of Fabrication and Installation

Unacceptable Work BLM reserves the right to reject work performed under this contract due to errors, deviations from these specifications, drawings, unsatisfactory quality of performance, or damage. The Contractor shall replace any work that is rejected, at no cost to the BLM, within three weeks after notice of non-acceptance. That notice will be given no later than ten days after delivery.

Final Deliverables The final deliverable is a BLM approved complete fabrication and installation of the interpretive exhibit at El Malpais Ranger Station based on the furnished Exhibit Design Plans.