256134 Supplement Letter 1.pdf

CITY OF SALEM

FINANCE DEPARTMENT

CONTRACTS & PROCUREMENT DIVISION

SUPPLEMENTAL INFORMATION LETTER #1

June 9, 2026

RFP NO. 256134

FOR: Interpretive Planning, Historical Research, and Content

Development Services for Fairview Park Phase 1 – Interpretive

Space

CLOSING DATE: June 26, 2026 at 4:00 PM (LOCAL TIME)

The following are questions submitted by Proposers and answers from the City in green:

1. Could the City provide the anticipated budget range for this project?

Consultant shall provide the City with a cost estimate for proposed scope of services.

2. Beyond the materials referenced in the RFP, are there existing historical research, oral histories, engagement summaries, or content frameworks that will be made available to the selected consultant?

City will provide the previous archaeological study (2020), the Fairview Park

Development Plan (2025), and any other related documents that become available through the work of the Design consultant team as well.

3. Could the City clarify the expected level of completion for the fabrication-ready files deliverable?

City expects completion to the level of fabrication-ready product; this includes content, graphics, and materials to fit within the layout design for the park site space that will be led by Design Consultant.

4. Has the City established an anticipated number of oral history interviews for the base scope, or should proposers recommend an appropriate scope?

Please recommend the amount deemed appropriate to inform the content design. City envisions there may be one to two interviews from Tribal members and one to two interviews with former Fairview Training Center residences where the audio would be recorded. The Willamette Heritage Center may offer the lending of kits to assist with recording oral histories for deposit into their collection.

5. Has the Design Consultant been selected? If so, could the City identify the consultant team and provide a brief summary of the project's current status

The City’s project management team is currently in advanced negotiations with a design firm. We can provide that information once the project assignment is completed.

Timeline for their design schedule was previously provided in RFP.

6. Could the City clarify the division of responsibilities between the Design Consultant and

Interpretive Consultant, particularly with respect to interpretive design, graphic design, and fabrication-ready files?

These elements are the responsibility of the Interpretive Consultant – the Design consultant will be responsible for the site layout based on coordination with the concept proposed by the Interpretive Consultant, all of which shall be approved by the City’s project management team.

7. How many public engagement meetings should be anticipated and in what format? Town halls? Public presentations? Etc.

Consultant to propose what is reasonable to gain adequate feedback to inform content development – The City does not expect to host a traditional “Town Hall” general public presentation; we assume a likely approach would be multi-session focus groups of community stakeholders to guide overall theming and inform what stories are told and from who's perspective. The City will provide a stakeholder list to the Consultant. In addition to focus group meetings, the proposer may wish to conduct individual interviews with former Fairview Training Center residents and other key stakeholders for whom a trauma-informed engagement approach may be more appropriate and effective.

8. How many oral histories does the city anticipate? Do you expect them to be recorded for audio only or include video?, Please proposed an approach using your professional judgment.

Please propose an approach using your professional judgment. The City envisions there may be one to two interviews from Tribal members and one to two interviews with former Fairview Training Center residences where the audio would be recorded. The

Willamette Heritage Center may offer the lending of kits to assist with recording oral histories for deposit into their collection.

9. Will the Design Consultant be responsible for producing the fabrication-ready files of graphic design and interpretive media?

No, the Design consultant will prepare the site layout. The Interpretive Consultant will create all the necessary files for the design and construction of the exhibits and interpretive media.

10. Digital products are noted as the responsibility of the Interpretive Consultant. How do you define digital products?

“Digital Products” in this context is meant to be all interpretive media, content, or experiences delivered through electronic, audio, or interactive technologies rather than through traditional static physical media. For this project, digital products are expected to include audio files and associated technologies that allow site visitors to hear the audio.

11. Do you anticipate the interpretive consultant is responsible for contextual assets only or a final digital interactive using specific digital platforms and/or fabrication vendors?

The City anticipates that the consultant will lead the process of evaluating, identifying, and recommending an appropriate audio-focused interactive interpretive experience. At this time, the City has not selected a specific digital platform, technology, or fabrication vendor. The consultant's role is expected to include recommending suitable implementation approaches and associated requirements as part of the interpretive planning process.

12. Does the City require or prefer a specific platform or software for the interpretive database and asset inventory map?

No, the City is looking for guidance for the approach.

13. Does the City anticipate the research, public engagement, and oral history collection tasks all be completed prior to schematic design delivery in September 2026?

No, these tasks can float as needed with the intent to stay on track to meet the City’s delivery schedule for bidding project in Summer 2027.

14. Project Schedule

Given the RFP's emphasis on Tribal collaboration, oral history collection, and the need to accommodate Tribal consultation timelines, would the City consider extending the May

2027 interpretive content delivery milestone? If so, what level of schedule flexibility is available?

The City is looking for the Consultant to advise on a reasonable but ambitious project timeline. Typically, the City aims to bid our projects by early Spring to allow for the most competitive pricing going into the summer construction season. In concept, the design of the Interpretive Space layout and required form/materials would be set in that bid package and then the content could follow (i.e. verbiage/graphics for signs, specific info that will be referenced by QR codes to a hosted website link, links to audio/photos of those with direct ties to site history, either Tribal, European settlements, Fairview

Hospital/Training Center, etc.)

15. Critical Path Deliverables

The RFP notes that some graphic design content may not fall on the critical path for construction. Can the City identify which interpretive deliverables must be completed for inclusion in the June 2027 bid package, and which deliverables could reasonably be finalized after bid but prior to fabrication and installation?

Ideally, the City will need a complete site layout, specifications and materials required for the interpretive display products to be included in bid package; specific content for signs, etc. that will be fabricated as part of the project buildout could follow. (i.e., plans could show 20 signs/posts, etc.)

16. Tribal Engagement and Oral Histories

To ensure proposers can appropriately scope the work and schedule, can the City describe what discussions have already occurred with Tribal governments regarding the project?

The City of Salem is a party to a Memoranda of Understanding with both the

Confederated Tribes of Siletz Indians of Oregon and the Confederated Tribes of the

Grand Ronde Community of Oregon. These agreements identify a shared commitment between the City and the Tribes to develop educational and outreach projects and programs that help communicate Tribal histories and connections to Salem and the

Willamette Valley. In addition, the City has established monthly Tribal Roundtable meetings that are regularly attended by historic and cultural resource preservation staff from both Grand Ronde and Siletz. While the collection of oral histories has not yet been specifically discussed through this communication channel, the City has provided regular updates regarding the project and its overall components.

Shawna Self, CPPB

Purchasing Manager cc: File