Capitol History Welcome Center Window Case Exhibit - RFP.pdf

STATE OF OREGON

COVER PAGE

Legislative Administration

Request for Proposal (RFP) #S-15600-00000870

Capitol History Gateway Exhibit

Date of Issue: September 29, 2021

Closing Date and Time: October 25, 2021

Single Point of Contact (SPC): Brenda Alfano, Contracts Specialist

Address: 900 Court St. NE City, State, Zip Rm. 140 Phone (voice) 503-986-1184 E-mail: Leg.procurement@oregonlegislature.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

TABLE OF CONTENTS

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

1.2 SINGLE POINT OF CONTACT (SPC)

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

2.2 OVERVIEW AND PURPOSE

2.3 SCOPE OF WORK/SPECIFICATIONS

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.3 PROPOSAL REQUIREMENTS

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

4.3 SOLICITATION PROTESTS

4.4 PROPOSAL DELIVERY OPTIONS

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

4.6 PROPOSAL DUE

4.7 PROPOSAL REJECTION

4.8 EVALUATION PROCESS

4.9 POINT AND SCORE CALCULATIONS

4.10 [ROUND 1] RANKING OF PROPOSERS

4.11 NEXT STEP DETERMINATION

4.12 ADDITIONAL ROUNDS

4.13 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.2 INTENT TO AWARD PROTEST

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

5.4 CONTRACT NEGOTIATION

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

6.2 GOVERNING LAWS AND REGULATIONS

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES

6.5 COST OF SUBMITTING A PROPOSAL

6.6 STATEWIDE E-WASTE/RECOVERY POLICY

6.7 RECYCLABLE PRODUCTS

LIST OF EXHIBITS

ATTACHMENT A – EXHIBIT OVERVIEW

ATTACHMENT B – STATEMENT OF WORK

ATTACHMENT C – RESPONSIBILITY INQUIRY

ATTACHMENT D – SAMPLE CONTRACT

ATTACHMENT E – INSURANCE REQUIREMENTS

ATTACHMENT F – COBID CERTIFICATION

ATTACHMENT G – REFERENCE SCORE GUIDE

ATTACHMENT H – PROPOSAL CHECKLIST/COVER SHEET

ATTACHMENT I – BRAND GUIDE

ATTACHMENT J – CASE SEPCS ELEVATIONS

ATTACHMENT K – DETAILS – INTERIOR

ATTACHMENT L – ELEVATIONS – INTERIOR

ATTACHMENT M – EXHIBIT EXAMPLE

ATTACHMENT N – INTERPRETIVE PLAN

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The Oregon State Capitol is a large and complex facility with large and open public spaces, and segregated office spaces spread throughout in three connected buildings, the Senate Wing, House Wing and the original 1938 building. The end user count may vary at any time between approximately 350 and 750 persons.

The Oregon State Capitol not only houses personnel from the legislative branch, but also provides office space for executive branch personnel and security, private vendors, and rented meeting rooms for the public.

The State of Oregon, Office of the Legislative Administration (OLA) hereafter called “OLA” is seeking a Contractor to design, fabricate and install an exhibit as part of the Capitol History Gateway project hereafter called “CHG” The exhibit is scheduled to be installed in a set of four

(4) cases located on the first floor of the Capitol, on or before August 30, 2022.

The Contractor will work under the direction of OLA and its Project Manager, as guided by the CHG Project Team, and an Interpretive Developer who will write the text. The Interpretive Developer will work with the Contractor to provide guidance on the focus of the research which is the responsibility of the Contractor. The Contractor will also be responsible for managing the fabrication and installation.

The Exhibit will continue the celebration of the diversity of Oregon’s population that began with the first exhibit installed in 2017 and continued with the current exhibit. The exhibit will be comprised of several sub-exhibits, each focusing on a different cultural group. A list of potential cultural groups that have not been featured in previous Window Case exhibits is included for consideration.

The design will incorporate the branding elements (logo and color palette) established for the CHG and reflect the messaging established in the CHG Interpretive Plan.

Price must include a complete design, fabrication and installation package that includes all research and final text vetted by an historian. The Contractor is responsible for the research required for writing text and is responsible for having it vetted, although the actual text will be provided by OLA’s Interpretive Developer. Price must include all costs associated with exhibit production, fabrication and installation. Price must include all costs associated with procuring photos and acquiring objects and/or artifacts including loan agreements.

Bids are due no later than 3:00 PM on October 25, 2021.

Send to:

Brenda Alfano, Contracts Specialist 900 Court St. NE, Room 140 Salem, OR 97301 Leg.procurement@oegonlegislature.gov

The Legislative Administrator has authority to conduct this procurement under ORS 173.720

(2) and Oregon Legislative Administration procurement policy.

Contract Term OLA anticipates that the contract term is contingent on funding approval and will start immediately once contract is executed through October 30, 2022.

Method of Compensation

Contract Payment: Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with Contract requirements and all applicable standards. The method of compensation be determined by OLA and may be based on any of the following methods (may include more than 1 method – “Mixed”):

• Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;

• Time and Materials, up to a maximum NTE amount;

• Price per Unit.

SCHEDULE

The schedule below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

Schedule

Event Due Date

Date of Issuance September 29, 2021

Questions October 11, 2021

Responses due by October 15, 2021

Closing date and time October 25, 2021 3:00 PM

Interviews (If necessary) November 12, 2021

1.2 SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information.

Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

mailto:Leg.procurement@oegonlegislature.gov

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

OLA is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060. OLA may use a combination of the methods for Competitive Sealed Proposals, including optional procedures:

a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations;

d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 OVERVIEW AND PURPOSE

2.2.1 OLA Overview, Background, and Purpose

The Oregon State Capitol is a large and complex facility with large and open public spaces, and segregated offices spaces spread throughout in three connected buildings, the Senate Wing, House Wing, and 1938 building. The Oregon State Capitol not only houses personnel from the legislative branch, but also provides office space for executive branch personnel and security, private vendors, and rented meeting rooms for the public.

Legislative Administration is the centralized administrative OLA for Oregon’s legislative branch of government. Legislative Administration is led by the Office of the Administrator, and divided into five departments: Employee Services, Facility Services, Financial Services, Information Services, and Visitor Services.

The exhibit cases located on the first floor of the Capitol are used to highlight Oregon history, Capitol history, Oregon heritage sites and the diversity of Oregon’s population.

2.3 SCOPE OF WORK/SPECIFICATIONS

Contractor must meet the highest standards prevalent in the industry or business most closely involved in providing the required goods and services, as required under ORS 279B.060(2)(c).

The Scope of Work includes:

The scope of work for this procurement consists of meetings, presentations, drafts, collaboration and other activities to create a complete Exhibit Design, Fabrication and Installation Package including all elements noted in the Statement of Work (Attachment B), hereafter will be referred to as the Exhibit. The Exhibit is described in the Exhibit Overview (Attachment A). Exhibit design and text will reflect the key messages identified in the Interpretive Plan Executive Summary (Attachment N), adhere to the Capitol History Gateway Brand Guide (Attachment I), be vetted by a historian, and mesh with the existing interpretive elements of the Capitol History Gateway. The Statement of Work (Attachment B) details additional technical specifications and delivery instructions, deadlines and the dates on which OLA and Consultant agree.

Minimum Requirements (Pass/Fail)

• Proposer must have a minimum of 5 years’ experience designing exhibits for visitor-oriented facilities such as history centers, interpretive centers, and museums.

• Proposer must have a historian with a minimum of 4 years’ experience researching exhibit content.

• Proposer must have provided exhibit design services for at least 3 projects with design costs exceeding $75,000.

• Proposer must have a minimum of 5 years’ experience developing interpretive exhibits of the size and type called for in this RFP.

• Proposer’s team must have members with a minimum of 5 years fabricating and installing the type of exhibits called for in the RFP for visitor-oriented facilities such as history centers, interpretive centers, and museums.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

3.1.1 Licensing/Registration requirements

• Respondents must be a licensed and registered business in the State of Oregon and must provide proof of registration.

• Respondents must be licensed in the State of Oregon to work with and install low voltage electrical lines and must provide proof of licensure for each individual assigned to this project who plans to perform these functions.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

• Proposal Checklist/Cover Sheet (Attachment H)

• Reference Check Form (Attachment G)

• Cost Proposal

• COBID Certification / Outreach Plan (Attachment E) - submit 1 copy only

• Responsibility Inquiry (Attachment C) - submit 1 copy only

• Key Persons and Resumes

• Work Samples

3.2.2 Proposal Page Limits

Proposal is limited to 15 pages. Any pages exceeding this limit will not be provided to the evaluation committee or considered in the evaluation. The following items do not count toward the page limit:

• Proposal Checklist/Cover Sheet

• Reference Check forms

• Cost Proposal

• COBID Certification

• Responsibility Inquiry

• Work samples

3.2.3 Proposal Format and Quantity

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

Proposer shall submit one copy of its Proposal and all other submittal requirements, with Attachment H – Proposal Checklist/Cover Sheet bearing the Proposer’s authorized representative’s Signature, via email, or file sharing service (such as DropBox, OneDrive, etc.) to the Single Point of Contact, in an Adobe Acrobat (pdf) format. If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS

192.410 through 192.505), Proposer shall submit a fully redacted version of its Proposal, clearly identified as the redacted version.

A proposer shall label any information that the proposer wishes to protect from disclosure to third parties as a trade secret under ORS 192.501(2) with the following: "This material constitutes a trade secret under ORS 192.501(2) and is not to be disclosed except as required by law." LA shall take reasonable measures to hold in confidence all such labeled information, but LA and the State of Oregon are not liable for a release of any information if a law or an order of a court requires the release, whether pursuant to the Oregon public records law (ORS 192.410 to 192.505) or otherwise. LA and the State of Oregon are also immune from liability for disclosing or releasing information under the circumstances set forth in ORS 646.473(3).

3.2.4 Authorized Representative

Failure of the authorized representative to sign the Proposal may subject the Proposal to rejection by OLA.

3.3 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive art work, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal. Proposal should be straightforward and address the requests of the RFP. Proposal containing excess marketing or advertising material may receive a lower evaluation score if specific information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposal Checklist/Cover Sheet (Attachment H).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Submittal Checklist/Cover Sheet may result in a finding of non-Responsibility.

3.3.2 References

Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must be able to verify the quality of previous, related Work.

OLA may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. OLA may use references to obtain additional information, or verify any information needed. OLA may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment G) to its references. Reference forms must be completed by the reference, returned to the Proposer and submitted with the Proposal.

Proposer must complete sections A and B of the Reference Questionnaire form for each reference and send to the reference contact electronically (MS Word Format). Completed Reference Questionnaire forms must then be sent by the reference directly to LA at the e-mail address on the form no later than the close date and time of this RFP.

To ensure a minimum of 3 Reference Questionnaires are received by OLA, Proposers may, at their discretion, submit a maximum of 3 additional references as alternates. If alternate references are submitted, they must use the required forms, continue to follow the required “most recent” protocol and the Reference Questionnaire forms must be submitted directly to OLA by the reference. Reference scoring will be based on the required references plus any alternates necessary to make up the required minimum number of submittals.

3.3.3 Cost Proposal

Price must include a cost breakdown for each interpretive strategy described in Attachment A and Attachment B as follows:

1. Project Administration

2. 10% Submittal 1: Exhibits Goals, Design Concepts, Content Concepts and Strategies

3. 30% Submittal 2: Design Template, Content Template and Historical Research Plan

4. 60% Submittal 3: Historical Research, Image Research, Draft Design Layouts, Draft

Text

5. 90% Submittal 4: Final Draft Images, Final Draft Design, Final Draft Text vetted by

Historian

6. 100% Submittal 5: Final Design Including Text and Images

7. Fabrication and Installation

8. Decommissioning Existing Exhibit

Price must include a complete content design, exhibit design, fabrication and installation package. Price must include all costs associated with project administration, historical research, vetting text written by OLA’s Interpretive Planning Consultant, image research, production, fabrication and installation and removal of existing exhibit. Price must include all costs associated with procuring images.

Bids are due no later than 3:00 PM October 25, 2021 Brenda Alfano Leg.procurement@oregonlegislature.gov 900 Court St NE – Room 140 Salem, OR 97301

E-mail submission is acceptable.

The Legislative Administrator has authority to conduct this procurement under ORS 173.720

(2) and Oregon Legislative Administration procurement policy.

Contract Term.

LA anticipates that the Contract term, contingent on funding approval, will start immediately once contract is executed through October 30, 2022.

Method of Compensation.

Contract Payment: Payment will be made for completion of, or acceptable monthly progress on, tasks and deliverables in conformance with Contract requirements and all applicable standards. The method of compensation will be determined by LA and may be based on any of the following methods (may include more than 1 method – “Mixed”):

• Fixed Price for all Services; Fixed Price per Deliverable; Fixed Price per Milestone;

• Time and Materials, up to a maximum NTE amount;

• Price per Unit.

SECTION 4: SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and exhibits are published in the OregonBuys at https://oregonbuys.gov. RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda and published in OregonBuys.

Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference

4.2 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify Proposer’s name and contact information

• Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

• Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule

4.3 SOLICITATION PROTESTS

4.3.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below and Proposer may take exception to the terms and conditions of the Sample Contract/Price Agreement as set forth in the Negotiations Section.

4.3.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by 5 p.m. Pacific Time of the second Business Day or the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.3.3 All Protests must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify prospective Proposer’s name and contact information

• Be sent by an authorized representative

• State the reason for the protest, including:

o the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name;

and o evidence or documentation that supports the grounds on which the protest is based

• State the proposed changes to the RFP provisions or other relief sought

• Protests to the RFP must be received by the due date and time identified in the Schedule

• Protests to Addenda must be received by the due date identified in the respective

Addendum

4.4 PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Closing. Proposals can be sent to Brenda Alfano, Contract Specialist at leg.procurement@oregonlegislatureg.gov. Address: Legislative Administration 900 Court St. NE Room 140, Salem, OR 97301. OLA is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected.

Delivery through OregonBuys

A Proposal may be submitted electronically through OregonBuys. Supplier eBidding Instructions – User Guide can be found at:

http://www.oregon.gov/das/procurement/guiddoc/ebidinstructions.pdf

Delivery through Mail or Parcel Carrier

A Proposal may be submitted through the mail or via parcel carrier, and must be clearly labeled and submitted in a sealed envelope, package or box. The outside of the sealed submission must clearly identify the Proposer’s name and the RFP number. It must be sent to the attention of the SPC at the address listed on the Cover Page. All proposals delivered through mail or parcel carrier must be received by OLA prior to the submission deadline.

Delivery through email or file sharing service

A Proposal must be submitted through email or file sharing service (DropBox, OneDrive, etc.) to the SPC by the stated submission deadline. If choosing to submit their proposal through a file sharing service, the Proposer is solely responsible for the setup, installation, and operation of said file sharing service. OLA will not provide guidance, help, or other assistance with regard to operating or using a file sharing service.

If choosing to submit their proposal through a file sharing service, the Proposer may execute the submission by uploading all required documents to the file sharing service, and providing the SPC a link to all required documents.

4.5 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal it must submit its modification in one of the authorized methods listed in the Proposal Delivery Options section.

To be effective the notice must include the RFP number and be submitted to the SPC prior to Closing.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of its intent to withdraw to the SPC via email prior to closing.

To be effective the notice must include the RFP number.

4.6 PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Closing. All Proposal modifications or withdrawals must be received prior to Closing.

A Proposal received after Closing is considered LATE and will NOT be accepted for evaluation.

A late Proposal will be returned to the Proposer or destroyed.

mailto:leg.procurement@oregonlegislatureg.gov http://www.oregon.gov/das/procurement/guiddoc/ebidinstructions.pdf

4.7 PROPOSAL REJECTION

OLA may reject a Proposal for any of the following reasons:

• Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

• Proposer fails to meet the responsibility requirements of ORS 279B.110.

• Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or those the SPC authorizes, or inappropriate contact with the SPC.

• Proposer attempts to influence a member of the Evaluation Committee.

• Proposal is conditioned on OLA’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

4.8 EVALUATION PROCESS

4.8.1 Responsiveness and Responsibility determination

4.8.1.1 Responsiveness determination

A Proposal received prior to Closing will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Minimum Qualifications section and Minimum Submission Requirements section. If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected.

4.8.1.2 Responsibility determination

OLA will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contracts. Proposers shall submit a signed Responsibility Inquiry form (Attachment C) with Proposal.

At any time prior to award, OLA may reject a Proposer found to be not Responsible.

4.8.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and OLA may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available in the Point and Score Calculation section.

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of Proposal. A response to a clarification request must be to clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

4.8.3 PREFERENCES

4.8.3.1 Oregon Supplies and Services

OLA prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, OLA shall subtract 10% from the cost for any Proposer proposing all Goods fabricated or processed or all Services performed entirely in Oregon before calculating the cost score.

Proposer must clearly demonstrate in their submittal materials that goods and/or services are produced in Oregon. OLA will take no other action to certify that goods and/or services are produced in Oregon.

4.8.3.2 Reciprocal Preference

For evaluation purposes per OAR 125-246-0310, OLA shall add a percent increase to each out-of-state Proposer's Proposal price that is equal to the percent preference, if any, given to a Resident Offeror in the Proposer's state.

4.8.3.3 Recycled Materials

In comparing Goods from two or more Proposers, if at least one Proposer offers Goods manufactured with Recycled Materials, and at least one Proposer does not, OLA will select the Proposer offering Goods manufactured from Recycled Materials if each of the conditions specified in ORS 279A.125 (2) exists following any adjustments made to the price of the Goods according to any applicable reciprocal preference.

4.8.3.4 Tiebreakers

Oregon Supplies: If OLA receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, OLA shall award the contract in accordance with the procedures outlined in OAR 125-246-0300.

4.9 POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator.

The maximum points possible for each evaluation item are listed in the table below.

The SPC will average all scores for each evaluation criterion.

Scoring will be based on the categories described below. Proposer must describe how Proposer meets the requirements that are specified in this RFP as related to the subsections below. Be clear and concise.

EXPERIENCE AND DEMONSTRATED EXPERTISE 75 Points Describe firm's experience and demonstrated expertise in the following:

• Interpretive exhibits in general design (25 points)

• Project management involving large stakeholder groups (15 points)

• Historical research and vetting historical content (20 points)

• Exhibit Fabrication and Installation (15 Points)

APPROACH AND METHODOLOGY 65 Points

Describe proposer’s project approach and methodology developing effective interpretive exhibits as follows:

http://www.oregon.gov/DAS/EGS/ps/Pages/reciprocal.aspx

• Overall Project Methodology (20 points)

• Exhibit Design and Fabrication Methodology (25 points)

• Historical Research (20 points)

REFERENCES FOR RELEVANT EXPERIENCE 25 Points

Provide references for the 2 most recent, relevant projects. To be relevant, projects listed should include services that are similar in nature and complexity to the project(s) described in this RFP. Proposers may not selectively pick projects/references. Rather, they must submit references for the most recent projects that are relevant to the services requested in this RFP. Failure to submit the most recent, relevant references will be considered non-responsive and may result in Proposal rejection.

WORK SAMPLES 15 Points

Provide 3 work samples of design work to substantiate your expertise. (Samples will not be counted in the overall page count.)

SUMMARY OF SCORING CRITERIA FOR USE BY PROPOSERS

MAXIMUM SCORE

EXPERIENCE AND DEMONSTRATED EXPERTISE 75

APPROACH AND METHODOLOGY 65

REFERENCES FOR RELEVANT EXPERIENCE 25

WORK SAMPLES 15

INTERVIEWS (If Necessary) 20

TOTAL AVAILABLE POINTS WITHOUT INTERVIEWS - 180 POINTS

TOTAL AVAILABLE POINTS WITH INTERVIEWS - 200 POINTS

4.10 [ROUND 1] RANKING OF PROPOSERS

The SPC will average the scores for each Proposal in a given round of competition (calculated by totaling the points awarded by each Evaluation Committee member and dividing by the number of members).

OLA will rank all Proposers at the conclusion of the evaluation and scoring and may, in OLA’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, OLA will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

The SPC will combine the average score for each Proposal with Proposer’s cost score and reference score. After any applicable preference has been applied, SPC will describe the rank order for each Proposer, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

4.11 NEXT STEP DETERMINATION

At the conclusion of a round of competition, OLA may choose to conduct additional round(s) of competition if in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

• Interviews

• Presentations/Demonstrations/Additional Submittal Items

• Discussions and submittal of revised Proposals

• Serial or simultaneous negotiations

• Best and Final Offers

4.11.1 Competitive Range Determination

If OLA, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range may include all, or at OLA’s sole discretion, some (based primarily on a natural break in the distribution of scores), of the Proposers from a previous round. OLA will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.11.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range.

Protests must:

• Be emailed to the SPC;

• Reference the RFP number;

• Identify Proposer’s name and contact information;

• Be sent by an authorized representative

• State the reason for the protest;

• Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

OLA will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by OLA.

4.12 ADDITIONAL ROUNDS

Interviews/Presentations

Proposers progressing to Round 2 will be invited to participate in Proposer interviews.

Interviews will be in person at a location determined by OLA. Further details will be included with Notice of Competitive Range.

Best and Final Offers

Proposers in the Competitive Range may submit Best and Final Offers. The written Best and Final Offer (“Revised Proposal”) must be submitted on or before the due date and time set forth in the notice of Competitive Range and must be delivered to the Single Point of Contact. LATE

REVISED PROPOSALS WILL NOT BE ACCEPTED.

If Proposer elects not to submit a Revised Proposal, Proposer’s initial Proposal will be accepted as the Best and Final Offer and evaluated accordingly.

Best and Final Offer Requirements

Best and Final Offers must be submitted in writing in the form of an amendment to the Proposer’s initial Proposal. Best and Final Offers must comply with the following requirements and specifications:

i. Identify Proposer’s business name and reference RFP #156-1026-19; and

ii. Submit One (1) copy of the revised Proposal with original signature, via email or file sharing service to the SPC.

iii. Clearly identify the information included in Proposer’s initial Proposal that Proposer intends to amend or replace in terms of the page, section and paragraph of Proposer’s initial Administrative, Technical or Cost Proposal; and

iv. Include the replacement information; and

v. Include a redlined version of the Sample Contract (attached to the RFP as Exhibit D) and any and all other documents applicable to the requests set forth in the RFP or applicable; and

vi. Include a Best and Final Offer letter, signed in ink by Proposer’s authorized representative, which summarizes the Proposal aspects amended by the Best and Final Offer and states that the information included in the Best and Final Offer supersedes the corresponding information included in Proposer’s Proposal submitted on or before March 30, 2018; and

vii. Include all information requested in the Best and Final Offer letter.

4.13 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If OLA conducts two or more rounds of competition, they will be scored independently. Once the ranking from a previous round is complete and a Competitive Range has been determined, Proposers participating in a subsequent round will compete on an equal basis – scores from the previous round will be set aside and will not carry over. The Proposer with the highest score from the final round will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

OLA, if it awards a Contract, shall award a Contract to the highest-ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. OLA may award less than the full Scope defined in this RFP. OLA, in its sole discretion, may make additional award(s) for up to 9 months following the close of this solicitation. OLA may select the next ranked Responsive and Responsible Proposer, issue an Intent to Award notice and begin a new award protest period. If agreement with that Proposer is not reached, OLA may offer award to the next ranked Proposer and so on until agreement is reached or until OLA terminates the process. OLA may require reconfirmation of the qualifications and staffing of any Proposer.

5.1.2 Intent to Award Notice

OLA will notify all Proposers in Writing that OLA intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Offeror shall have 7 calendar days from the date of the intent to award notice to file a Written protest.

A Proposer is an Affected Offeror only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

• All higher ranked Proposals are non-Responsive.

• OLA has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

• OLA abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

• OLA’s evaluation of Proposal or determination of award otherwise violates ORS Chapter

279B or ORS Chapter 279A.

If OLA receives only one Proposal, OLA may dispense with the evaluation process and intent to award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protests must:

• Be delivered to the SPC via email

• Reference the RFP number

• Identify prospective Proposer’s name and contact information

• Be signed by an authorized representative

• Specify the grounds for the protest

• Be received within 7 calendar days of the intent to award notice

5.2.2 Response to Protest

OLA will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by OLA.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposers who are selected for a Contract/Price Agreement award under this RFP will be required to submit additional information and comply with the following:

5.3.1 Insurance

Prior to award, Proposers shall secure and demonstrate to OLA proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Attachment D.

5.3.2 Taxpayer Identification Number

The apparent successful Proposer shall provide its Taxpayer Identification Number (TIN) and backup withholding status on a completed W-9 form when requested by OLA or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Information about these requirements may be found at http://sos.oregon.gov/business/pages/register.aspx.

5.3.4 Responsibility Inquiry

Prior to award, the apparent successful Proposer shall be required to complete and submit Attachment C — Responsibility Inquiry.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, OLA may enter into Contract negotiations with the successful Proposer. By submitting a Proposal, Proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract (Attachment C). With the exception of those terms listed below for negotiation.

Proposer shall review the attached Sample Contract and note exceptions. Unless Proposer notes exceptions in its Proposal, the State intends to enter into a Contract with the successful Proposer substantially in the form set forth in Sample Contract (Attachment D). It may be possible to negotiate some provisions of the final Contract; however, many provisions cannot be changed. Proposer is cautioned that the State of Oregon believes modifications to the standard provisions constitute increased risk and increased cost to the State. Therefore, OLA will consider the Scope of requested exceptions in the evaluation of Proposal.

Any subsequent negotiated changes are subject to prior approval of the Office of Legislative Counsel and/or the Oregon Department of Justice.

OLA may negotiate the Statement of Work and the following terms and conditions:

• Method of payments

• Indemnification http://sos.oregon.gov/business/pages/register.aspx

• Termination

• Invoicing methods and requirements

• Prices in response to potential future cost fluctuations

• Units of measurement for goods or services or number of units of goods to be supplied

• Insurance provisions

• Project phasing or scheduling

OLA reserves the right to determine the basis for compensation (e.g., fixed price, costs reimbursement, etc.).

In the event that the parties have not reached mutually agreeable terms within 30 calendar days, OLA, at its discretion, may terminate Negotiations and commence Negotiations with the next highest-ranking Proposer.

SECTION 6: ADDITIONAL INFORMATION

6.1 CERTIFIED FIRM PARTICIPATION

Pursuant to Oregon Revised Statute (ORS) Chapter 200, OLA encourages the participation of small businesses, certified by the Oregon Certification Office for Business Inclusion and Diversity (“COBID”) in all contracting opportunities. This includes certified small businesses in the following categories: disadvantaged business enterprise, minority-owned business, woman-owned business, a business that a service-disabled veteran owns or an emerging small business.

OLA also encourages joint ventures or subcontracting with certified small business enterprises.

For more information please visit https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN= oregon4biz

If the Contract has potential subcontracting opportunities, the successful Proposer may be required to submit a completed COBID Certification (Attachment F) prior to execution.

6.2 GOVERNING LAWS AND REGULATIONS

This RFP is governed by the laws of the State of Oregon. Venue for any administrative or judicial action relating to this RFP, evaluation and award is the Circuit Court of Marion County for the State of Oregon; provided, however, if a proceeding must be brought in a federal forum, then it must be brought and conducted solely and exclusively within the United States District Court for the District of Oregon. In no event shall this Section be construed as a waiver by the State of Oregon of any form of defense or immunity, whether sovereign immunity, governmental immunity, immunity based on the eleventh amendment to the Constitution of the United States or otherwise, to or from any Claim or from the jurisdiction of any court.

6.3 OWNERSHIP/PERMISSION TO USE MATERIALS

All Proposals are public record and are subject to public inspection after OLA issues the Notice of the Intent to Award. Application of the Oregon Public Records Law will determine whether any information is actually exempt from disclosure.

All Proposals submitted in response to this RFP become the Property of OLA. By submitting a https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz https://oregon4biz.diversitysoftware.com/FrontEnd/VendorSearchPublic.asp?XID=6787&TN=oregon4biz

Proposal in response to this RFP, Proposer grants the State a non-exclusive, perpetual, irrevocable, royalty-free license for the rights to copy, distribute, display, prepare derivative works of and transmit the Proposal solely for the purpose of evaluating the Proposal, negotiating an Agreement, if awarded to Proposer, or as otherwise needed to administer the RFP process, and to fulfill obligations under Oregon Public Records Law (ORS 192.410 through 192.505). Proposals, including supporting materials, will not be returned to Proposer unless the Proposal is submitted late.

6.4 CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

Pursuant to ORS 279B.100, OLA may reject any or all Proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of the State or OLA, as determined by OLA. Neither the State nor OLA is liable to any Proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any Proposal.

6.5 COST OF SUBMITTING A PROPOSAL

Proposer shall pay all the costs in submitting its Proposal, including, but not limited to, the costs to prepare and submit the Proposal, costs of samples and other supporting materials, costs to participate in demonstrations, or costs associated with protests.

6.6 STATEWIDE E-WASTE/RECOVERY POLICY

If applicable, Proposer shall include information in its Proposal that demonstrates compliance with the Statewide E-Waste/Recovery Policy effective July 1, 2012.

6.7 RECYCLABLE PRODUCTS

Proposer shall use recyclable products to the maximum extent economically feasible in the performance of the Services or Work set forth in this document and the subsequent Contract.

(ORS 279B.025)

http://www.oregon.gov/DAS/OP/docs/107-009-0050_%20E-Waste%20Policy_Final.pdf

ATTACHMENT A

EXHIBIT OVERVIEW

Overview The 2022-2023 Window Case Exhibit will continue the celebration of the diversity of Oregon’s population that began with the 2017 Window Case Exhibit and continued through the 2019- 2021 exhibit. The exhibit will be comprised of several sub-exhibits, each focusing on a different cultural group. Each sub-exhibit will highlight 2-3 individuals from that culture who had a significant positive impact on the quality of life we enjoy in Oregon. The outline for every cultural group is:

• Where the cultural group/individual came from;

• Any adversity they had to face to continue living in Oregon, such as prejudice; and

• What they contributed to the quality of life we now enjoy.

Viewers should walk away from the exhibit understanding that a variety of cultural groups have contributed and continue to contribute to our quality of life and are a welcome part of the diversity of our population. This is essentially a sub-message that fits under the following Primary Message established in the Capitol History Gateway Interpretive Plan:

Primary Message 2: It is people [like me] that make a difference by shaping history in ways that make a difference in the quality of life we [I] enjoy.

Each sub-exhibit would speak to people coming from the culture being highlighted and, ideally, motivate them to get more involved in Oregon’s democracy, which is the underlying goal of the CHG programing. Note that if the people highlighted happen to have made their contribution by working through Oregon’s democracy, it would also help support the following Primary Message established in the CHG Interpretive Plan:

Primary Message 1. The quality of my life has been and continues to be shaped by what happens in Oregon's government.

Motivating visitors to visit partner sites

One of the goals of the CHG is to motivate visitors to visit other museums, historical sites and cultural sites in Oregon. To that end, this project involves identifying places where visitors can find out more about a particular cultural group and include that information on the exhibit.

For example, the window case sub-exhibit focusing on TBA should note that people can find out more at TBA Visitor Center or website.

Note: Although there is a preference for physical locations people can go to find out more about a cultural group, a website is acceptable if that is all that is available.

Sub-exhibits

The design of the Window Case Exhibit space lends itself to installing between 4 and 8 sub-exhibits. It has been decided that one half of one window space will be used for the introduction. That information has already been developed for the 2019-2021 Window Case Exhibit. The Contractor will be expected to replace that sub-exhibit with one displaying the information, consistent with the new design developed by the Contractor for the window cases as a whole. In addition, the 2022 Window Case Exhibit will use one entire window case to display information on Native Americans. At this point it is not known if the information will be the same as is currently in the window cases or different. Regardless, the design must be consistent with what the Contractor develops for the window cases as a whole.

In addition to the panel with the introduction, the content for the Window Case Exhibit will include the following:

• Native Americans (one entire window case)

• Five (5) additional cultural groups selected from the groups identified in this document. We are expecting the successful Contractor to make a recommendation on which 5 groups, with the reasoning behind that selection.

Groups featured in previous Window Case exhibits included:

• African Americans (2017-18)

• Chinese Americans (2017-18)

• Japanese Americans (2017-18)

• Basque Americans (2017-18)

• Latino Americans (2017-18)

• Native Americans (2017-18)

• British (2019-2020)

• French-Canadians (2019-2020)

• Russians (2019-2020)

• Native Americans (2019-2020)

• Polynesians (2019-2020)

Groups featured in the new Welcome Center Cultural Groups Interactive Contractor can choose groups featured in this exhibit who have not been highlighted before in the Window Case exhibits (those with a ‘*’).

Basque Black British and Irish Chinese French-Canadian German* Greek and Italian* Hawaiian and Pacific Island Horn of Africa Communities* Indian and Pakistani* Iranian* Japanese Jewish* Korean Latinx

Scandinavian* Slavic* SE Asian*

Potential Cultural Groups: 2022-2023 Window Case Exhibit One entire window case is reserved for the Native Americans, and one half of one window case for the Introductory Panel. This leaves five that can be used to highlight other groups.

Ideally the groups featured would be thematically tied in some way, as the groups in the 2019- 2020 exhibit were by the early fur trade. The following are groups, organized as traditional or non-traditional, that have been suggested, along with brief comments on each group. The list is followed by a section on possible groupings using a connection of some sort, such as geographically (Europe). The issue at this time is that no group has 5 separate cultures to highlight, with the possible exception of Europe. However, in that case it seems as if lumping certain groups (Scandinavians, central Europeans, Mediterranean, etc.) might make sense given the difficulties in isolating the story of people from a single country. Prior to deciding, we want to ensure that all possibilities are being considered, so the purpose of this document is to provide everyone with the current situation and elicit feedback. Note that the following are suggestions. The Contractor is free to come up with other possibilities as long as they fit within the theme of celebrating Oregon’s diversity.

Possible Groups – Traditional Cultural Groups

1. Scandinavians. People from Scandinavia emigrated in large numbers in the 19th and early 20th centuries, with most…