Blue Hill Observatory Final~1.docx

REQUEST FOR RESPONSE

Blue Hills Observatory Room Updates RFR #819 COMMBUYS Bid# ______

ISSUE DATE:

COMMBUYS Bid Number

1. Description or Purpose of Procurement:

The Department of Conservation and Recreation (DCR) is seeking a vendor with interpretive exhibit design and fabrication experience to complete updates to the History room that hosts visitors, students and other groups at the Blue Hill Observatory & Science Center in Milton, MA.

1.) Task 1: Create an interpretive panel merging information and photographs from 3 existing panels. The panel will be inside and is to be printed on durable thin PVC material mounted to a curved wall. The size of the panel is approximately 4 x 8. Digital photographs and information will be provided.

2.) Task 2: Construction of a custom built adjustable shelving unit (approximately 90 inches tall x 48 inches wide) featuring up to 8 horizontal shelves with a divider in the middle. The ideal material is MDF with white laminate.

3.) Task 3: Creation of audio/visual interface (push buttons or touch screen) to play a variety of videos on existing screen. Vendor must provide instruction sheet and training and a maintenance/warranty plan.

4.) Task 4: Install 3 high intensity narrow beam spotlights that can shine through the Campbell Stokes Sunshine Recorder in the center of the room. One light will be specifically focused to show the winter solstice, one spring and fall equinox and the third light the summer solstice. There should be a set of 3 buttons to push one for each of those lights.

2. Applicable Procurement Law

Executive Branch Goods and Services

3. Acquisition Method:

4. Whether Single or Multiple Contractors are Required for Contract:

Check One (“X”):

a. Estimated Number of Awards The target maximum number of Contractors is 1 the Purchasing Department may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

5. Entities Eligible to Use the Resulting Contract

The Purchasing Department reserves the right to add or remove additional authorized users during the contract term.

6. Expected Duration of Contract (Initial Duration and any Options to Renew):

Initial Duration

Total Maximum Contract Duration

Renewal of contracts will be at the discretion of the issuing agency and subject to a performance evaluation. This evaluation may include, but not limited to, the following criteria:

Vendor has performed well on projects assigned.

Vendor responds to agency inquiries on a timely basis

Vendor communication is clear and helpful

Vendor provided a key individual to serve as a liaison and provided contact information.

Vendor files invoice on a timely basis

Vendor files reports on a timely basis

Vendor skill sets remain in keeping with the expectations of the solicitation.

Vendor assigned staff as presented in the original proposal (individuals and skill sets pledged)

7. Anticipated Expenditures, Funding or Compensation:

Estimated Value of Procurement: $13,000

8. Contract Performance and Business Specifications:

Scope of Services:

The Blue Hill Observatory, home of the oldest climate record in the nation, is located at the summit of Great Blue Hill in the Blue Hills Reservation at the junction of Routes 93 and 138 about 10 miles south of Boston.

The Mission of the Blue Hill Observatory and Science Center is to foster public understanding of and appreciation for atmospheric science, while continuing to maintain a meticulous record of weather observations and long-term study of climate.

During each year more than 10,000 visitors to the DCR’s Blue Hills Reservation visit the Blue Hill Observatory and Science Center (BHOSC) atop the Great Blue Hill. In support of its mission to foster understanding of atmospheric science, BHOSC offers public educational programs for young and old, provides enrichment content for visiting primary and secondary school groups, operates a week-long intensive summer work shop for high schoolers, provides a targeted full-year school engagement program for local girls (the award-winning Women in Natural Science program, WINS), and sponsors four to eight college interns each year.

The continuous record of weather observations, meticulously maintained since Feb. 1st, 1885 was created using state-of-the-art instruments available at the time, read and recorded by trained weather observers. These instruments have been collected and are maintained in a museum space open to the public at the base of the Observatory. This museum also features graphics explaining the BHOSC’s place in history.

DCR is now seeking an interpretive exhibit fabrication firm to assist with improvements that will enhance the visitors experience. The scope of work for this project shall involve exhibit fabrication, technical support and lighting installation within the History Room at the Blue Hills Weather Observatory. The vendor will design and develop (or sub as appropriate) all the tasks. The designer will be responsible for development and design of the interpretive panel by merging the information from 3 current panels to one. The designer will research, develop and write all text. The designer will be responsible for all image and object selections including researching for images, objects and acquiring all related permissions for use. Cost estimates will be prepared for the recommendations presented.

TASKS (please provide a separate quote for each task) Task 1: Design and fabricate a large interpretive panel (based on DCR’s graphic and ADA standards) merging information and photographs from 3 existing panels. The panel should have a historical look and feel and will provide information to visitors about the history of the observatory through time. The panel is recommended to be printed on durable thin PVC material (or similar material) and securely and properly mounted to a curved wall. The size of the panel is approximately 4 x 8. Digital photographs and current text will be provided. Existing panels are shown below.

Task 2: Construction of a custom built adjustable shelving unit (approximately 90 inches tall x 48 inches wide) featuring 5 to 8 horizontal shelves. The unit will be placed on the Southeast Wall of the History Room and must allow for the accessibility of the doorway. The unit will display a variety of weather instruments and tools. See photo for current wall. There is a slight curve to the wall.

Task 3: Creation of audio/visual interface (push buttons or touch screen) to play a variety of existing digitized videos on existing screen. Vendor must provide instruction sheet and training. The model of the smart television is a Samsung 65” Class Q7C Curved QLED 4k TV. These videos will be shown to visitors including students and the general public. This should include a one year Warranty with option to renew. Below is the screen.

Task 4: Install 3 high intensity narrow beam spotlights that can shine through the Campbell Stokes Sunshine Recorder in the center of the room. One light will be specifically focused to show the winter solstice, one spring and fall equinox and the third light the summer solstice. There should be a set of 3 buttons to push one for each of those lights.

Fiscal Terms: COMMONWEALTH IS TAX EXEMPT, PROMPT PAYMENT DISCOUNTS (INCLUDED IN REQUIRED SPECIFICATIONS), BILLS ARE PAYABLE IN ACCORDANCE WITH CTR’S BILL PAYMENT POLICY) Performance Measures:

· Ability to keep the project on schedule.

· Ability to keep the project within the proposed budget.

9. Environmentally Preferable Products Products and services purchased by state agencies must be in compliance with Executive Order 515, issued October 27, 2009. Under this Executive Order, Executive Departments are required to reduce their impact on the environment and enhance public health by procuring environmentally preferable products and services (EPPs) whenever such products and services perform to satisfactory standards and represent best value, consistent with 801 CMR 21.00. In line with this directive, all Contracts, whether departmental or statewide, must comply with the specifications and guidelines established by OSD and the EPP Program. EPPs are considered to be products and services that help to conserve natural resources, reduce waste, protect public health and the environment, and promote the use of clean technologies, recycled materials, and less toxic products. Bid responses must identify how a contractor meets these goals.

10. Evaluation Criteria Contractors must submit responses that meet all the submission requirements of the RFR. Only responsive proposals that meet the submission requirements will be evaluated, scored and ranked by the evaluation team according to the evaluation criteria. Additional information may be requested for evaluation purposes.

Proposals will be evaluated on the basis of:

· Understanding and approach to the project;

· Experience and overall strength of the consultant team on comparable exhibit design projects;

· Project schedule including milestones;

· Competitive detailed fee schedule with cost breakdown by task;

· Overall proposal quality and RFR requirements

11. Instructions for Submission of Responses:

Proposals should include:

1. A statement of qualifications and experience with comparable interpretive exhibit design and fabrication projects.

2. Sample of comparable work, please provide photo of a minimum of 2 interior or external interpretive panels.

3. Resumes of key design team members and sub consultants and a statement/explanation of their roles and responsibility to project.

4. Proposed project timeline, including services and costs to be completed through contract expiration date.

5. Fee proposal broken down by task showing hourly rates for all personnel.

Only electronic quotes submitted via COMMBUYS will be accepted in response to this RFR. Responses must be sent via the “Create Quote” functionality contained in COMMBUYS. For instructions concerning how to submit a Quote, please see Appendix B.

Any submission which fails to meet the submission requirements of the RFR will be found non-responsive without further evaluation unless the evaluation team, at its discretion, determines that the non-compliance is insubstantial and can be corrected. In these cases, the evaluation team may allow the vendor to make minor corrections to the submission.

12. Estimated Procurement Calendar

Bidders are required to monitor COMMBUYS for changes to the procurement calendar for this Bid.

a. Online Questions (Bid Q&A) Written Questions must be entered by pressing the “Bid Q&A” tab for the Bid in COMMBUYS no later than the “Online Questions Due” date and time indicated in the Estimated Procurement Calendar (above). The issuing department reserves the right not to respond to questions submitted after this date. It is the Bidder’s responsibility to verify receipt of questions.

It is the responsibility of the prospective Bidder and awarded Contractor to maintain an active registration in COMMBUYS and to keep current the email address of the Bidder’s contact person and prospective contract manager, if awarded a contract, and to monitor that email inbox for communications from the Purchasing Department, including requests for clarification. The Purchasing Department and the Commonwealth assume no responsibility if a prospective Bidder’s/awarded Contractor’s designated email address is not current, or if technical problems, including those with the prospective Bidder’s/awarded Contractor’s computer, network or internet service provider (ISP) cause email communications sent to/from the prospective Bidder/Awarded contractor and the Purchasing Department to be lost or rejected by any means including email or spam filtering.

Written Responses to Questions will be released on or about the “Responses to Questions Posted Online” date indicated in the Estimated Procurement Calendar (above).

(Written questions and responses will be posted on the Bid Q&A Tab for this Bid in COMMBUYS.)

b. Bid Amendment Deadline The Purchasing Department reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q&A records related to this Bid. The Purchasing Department and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

C. Quotes (Bid Responses) Deadline (Bid Opening Date/Time) See the Quotes (Bid Responses) Deadline (Bid Opening) Date and Time indicated in the Estimated Procurement Calendar (above).

d. Estimated Contract Start Date This is the approximate start date. The actual start date will be the Contract Effective Date which is the date the Contract is executed by the parties.

13. Required Forms Responses to this RFR must contain the following documents

The above attachments are available as part of the Bid record on COMMBUYS (WWW.COMMBUYS.COM).

14. RFR Attachments Appendix A: Required Specifications [LOCATED ON OSD’S FORMS PAGE: http://www.mass.gov/anf/budget-taxes-and-procurement/oversight-agencies/osd/osd-forms.html] Appendix B: Electronic Quote Submission Instructions [http://www.mass.gov/anf/docs/osd/forms/instructions-for-vendors-responding-to-bids.docx] Appendix C: Required Specifications for Information Technology [USE ONLY FOR IT] Appendix D: RFR – Other Specifications [OPTIONAL]

Updated: March 15, 2016 image3.jpg image4.jpg image1.jpg image2.jpg