REQUEST FOR PROPOSALS

McDonald Observatory Exhibit

Oct 09 2026, 02:30 PM CDT

Ethan Schur

Sep 14th 2026, 3:30PM CDT - Oct 9th 2026, 2:30PM CDT

PROPOSALS ARE DUE IN THE UNIVERSITY’S PROCUREMENT PORTAL

https://utexas.bonfirehub.com/portal/?tab=openOpportunities

NOTE: A public opening of responses will not be conducted for this RFP.

Table of Contents

Contents Page #

Project Details 4

1. INTRODUCTION 5

1.1. Description of The University of Texas at Austin 5

1.2. Background and Special Circumstances 5

1.3. Objective of Request for Proposal 6

1.4. Group Purchase Authority 6

2. NOTICE TO PROPOSER 8

2.1. Submittal Deadline 8

2.2. University Contact Person 8

2.3. Criteria for Selection 8

2.4. Key Events Schedule 10

2.5. Veteran Heroes United in Business Submittal Requirements 11

2.6. Public Information 12

2.7. Pre-Proposal Conference 12

2.8. Vendor Site Visit 12

3. SUBMISSION OF PROPOSAL 14

3.1. Submission 14

3.2. Proposal Validity Period 14

3.3. Terms and Conditions 14

3.4. Submittal Checklist 15

4. SPECIFICATIONS AND SCOPE OF WORK 16

4.1. General Information 16

4.2. Term of Agreement 16

4.3. Minimum Requirements 16

4.4. Additional Submittals Specific to this RFP 16

4.5. Scope of Work 17

4.6. Contractor's Responsibilities 20

4.7. University Rights and Responsibilities 20

4.8. Performance Bond Requirements 20

5. PRICING AND DELIVERY SCHEDULE 21

5.1. Pricing 21

5.2. Discounts 21

5.3. Additional and/or Related Services 22

5.4. Payment Terms 22

5.5. Group Purchasing Organization (GPO) Contract Information 23

5.6. Price Proposal Signature 23

6. PROJECT INSTRUCTIONS AND QUESTIONNAIRE 25

6.1. General Instructions 25

6.2. Preparation and Submittal Instructions 25

6.3. Document Format and Content 25

6.4. Respondents Response 26

6.5. Respondents’ Qualifications, Abilities, and Reputation 26

6.6. Respondent’s Quality of Proposed Services 28

6.7. Respondent’s Ability to Meet University’s Needs 28

6.8. Respondent’s Pricing and Delivery Schedule Proposal 29

6.9. Respondent's Company and Financial Information 29

7. ATTACHMENTS 32

7.1. Attachment One: General Information 32

7.2. Attachment Two: Sample Business Associate Agreement 32

7.3. Attachment Three: Subcontracting Plan 32

7.4. Attachment Eight: 1295 32

8. Appendix 34

8.1. Execution of Offer 34

8.2. Addenda 34

Project Details

Project McDonald Observatory Exhibit

Ref. # 721-26103

Type RFP

Description The University of Texas at Austin (University) is soliciting proposals from qualified vendors to perform work (Work) more specifically described in Section 4 (Scope of Work) of this Request for Proposal (RFP).

Open Date Sep 14th 2026, 3:30PM CDT

Questions Due Date Sep 23rd 2026, 5:00PM CDT

Close Date Oct 9th 2026, 2:30PM CDT

Project Owner Ethan Schur

Events

Event Name Duration Description

Open Date Sep 14th 2026, 3:30PM CDT

Posting date for the Opportunity

Pre-Proposal Vendor Conference

Sep 16th 2026, 2:30PM CDT -

Sep 16th 2026, 3:30PM CDT

The pre-proposal conference will allow all Respondents an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP. Any questions in connection with this solicitation will need to be submitted in writing via the University Bonfire portal to the Procurement Contracting Officer of Record.

Vendor Site Visit

Sep 18th 2026, 12:00PM CDT -

Sep 18th 2026, 1:30PM CDT

The site visit will allow prospective respondents to understand the project site, existing conditions, access requirements, and other factors that may affect the work. Attendance is strongly encouraged for all prospective respondents.

Questions Due Date

Sep 23rd 2026, 5:00PM CDT

Deadline to submit Questions

Close Date Oct 9th 2026, 2:30PM CDT

Deadline for Submissions

1. INTRODUCTION

1.1 Description of The University of Texas at Austin

The University of Texas at Austin is a bold, ambitious leader supporting some 52,000 students, 3,000 teaching faculty, 15,000 staff and top national programs across 19 colleges and schools. As Texas’ leading research university, UT attracts more than $650 million annually for discovery. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the university provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs, and engineers.

McDonald Observatory is a research unit of The University of Texas at Austin. Since the dedication of its first telescope in 1939, it has pursued leading-edge astronomical topics. Today, those include mapping millions of galaxies and studying dark energy; searching for exoplanets and characterizing their atmospheres, orbits, and stellar environments; probing the relationship between the formation of galaxies and their central black holes; and using white-dwarf stars to clarify the age and chemical evolution of the Milky Way galaxy.

1.2 Background and Special Circumstances

The University of Texas at Austin McDonald Observatory is in need of museum exhibit design and installation services for an existing visitor center and galleries dedicated to enhancing public awareness of astronomy research conducted at McDonald Observatory and the role that the observatory plays in advancing humanity's understanding of the universe, contributing to the public understanding of science, and preserving dark night skies in the Davis

Mountains.

The McDonald Observatory Frank N. Bash Visitors Center was constructed in 2002. It serves 60,000-70,000 visitors annually and is open for public programming year-round, five days and three nights a week. The Visitor Center includes a devoted exhibition space of approximately 2,400 sq. ft. There is also an 800 sq.ft. lounge space and 1,000

sq. ft. entrance lobby that may house exhibits, displays, or light and sound installations. In addition, there are two additional visitor galleries located at the Harlan J. Smith Telescope (301 square feet) and the Hobby-Eberly

Telescope (1,425 square feet). The visitor galleries are not staffed and will require displays that are comparable with self-guided tours. There may be additional opportunities such as wall murals and movable displays. There is no publicly accessible wifi and very limited cell signal for visitors.

The Frank N. Bash Visitor Center is a single-story building containing a 100-seat theater, gift shop, public restrooms, and offices for visitor services and gift shop staff. McDonald Observatory is in a remote area with limited services.

The site is an active research facility and follows stringent dark skies lighting practices. No changes to the space may impact the emergency exit path or fire alarm and sprinkler system operation. The interactive exhibit strategy should prioritize engagement while minimizing operational friction. Reliability, durability, and serviceability are as relevant as creativity in the exhibit design. There needs to be a unified design and visual vocabulary for Visitor Center exhibits, telescope foyer exhibits and sign graphics. The University of Texas at Austin provides brand guidelines for signage, McDonald Observatory has guidelines and brand color, font, logo packages for reference in exhibit design.

Exhibit Major Concepts Outline

An interpretive master plan will be provided to the contractor after award of the contract. This master plan will provide details of the exhibits concepts and include illustrative examples and learning points that correspond to the following mission, theme and subthemes.

Mission Statement: The mission of McDonald Observatory advance humanity's understanding of the universe through research in astronomy, to facilitate graduate and undergraduate education in astronomy at The University of

Texas at Austin, and to contribute to the public understanding of science in Teas and the nation.

https://mcdonaldobservatory.org/research/ https://mcdonaldobservatory.org/research/ https://hetdex.org/ https://hetdex.org/ https://hetdex.org/ https://hetdex.org/

Main Theme: Astronomers use telescope and instrument to study light from distant stars and galaxies to unlock secrets of the universe like, “Are we alone?” and “How did we get here?”

Subthemes:

1) McDonald Observatory is a world-class astronomical research facility

2) Dark skies are important for astronomy, wildlife, and the human experience.

3) Starlight contains the story of the universe – What’s out there?

4) Most stars have planetary systems – Are we alone?

5) Most stars live within a galaxy – What does home look like?

6) We’re learning how the universe evolved – How did we get here?

Learning Goals:

· Positioning and reinforcing McDonald Observatory as a world-class research institution

· Threading contemporary and historical Observatory research throughout exhibits

· Focusing interpretation on enduring astronomical questions such as stars, galaxies, exoplanets, and dark energy

· Explaining how telescopes collect and analyze light

· Highlighting spectroscopy as a foundational research tool

· Emphasizing the importance of preserving dark night skies

Visitor Demographic

The Frank N. Bash Visitors Center welcomes mostly visitors from within Texas (80 percent). The majority make a six-hour drive from home to visit. Less than 20 percent of visitors are parents of young children or under the age of 40.

Over 60 percent of our visitors are age 60 years or older.

It is the intention of The University of Texas at Austin McDonald Observatory, through this RFP for professional service, to develop designs for interpretive displays based on an interpretive master plan, fabricate and acquire those displays and interactives, and conduct installation of displays.

Parking/Transportation:

There is limited access for large vehicles. The roads to the telescopes on the summits are winding with steep grades.

Large Vehicle/Trailer or equipment parking should be arranged in advance.

These activities are highly encouraged to understand our full visitor experience:

Friday 9/18/2026 2:00-3:45 p.m. Public Guided Tour

Friday 9/18/2026 8:30 p.m. Star Party program

1.3 Objective of Request for Proposal

The University of Texas at Austin McDonald Observatory (University) is soliciting responses from qualified vendors to perform work (Work) more specifically described in Section 4.5 (Scope of Work) of this Request for Proposal

(RFP), including conceptual development, preparation of drawings and other materials, fabrication or procurement of interpretive exhibits, and installation of completed exhibits at McDonald Observatory.

1.4 Group Purchase Authority

Texas law authorizes institutions of higher education (defined by §61.003, Education Code) to use the group purchasing procurement method (ref. §§51.9335, 73.115, and 74.008, Education Code). Additional Texas institutions of higher education may therefore elect to enter into a contract with the successful Respondent under this solicitation.

In particular, Respondent should note that University is part of The University of Texas System (UT System), which is comprised of fourteen institutions described at http://www.utsystem.edu/institutions. UT System institutions routinely http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.61.htm#61.003 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.73.htm#73.115 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.74.htm#74.008 http://www.utsystem.edu/institutions http://www.utsystem.edu/institutions evaluate whether a contract resulting from a procurement conducted by one of the institutions might be suitable for use by another, and if so, this solicitation could give rise to additional purchase volumes. As a result, in submitting its response, Respondent should consider proposing a pricing model and other commercial terms that consider the higher volumes and other expanded opportunities that could result from the eventual inclusion of other institutions in the purchase contemplated by this solicitation. Any purchases made by other institutions based on this solicitation will be the sole responsibility of those institutions.

2. NOTICE TO PROPOSER

2.1 Submittal Deadline

University will accept proposals until 2:30 p.m., Central Standard Time (CST) on Oct 09 2026, 02:30 PM CDT (Submittal Deadline).

NOTE: A public opening of responses will not be conducted for this RFP.

2.2 University Contact Person

Interested parties will direct questions regarding this RFP via Euna (previously Bonfire) portal.

University instructs interested parties to restrict all contact and questions regarding this RFP to written communications delivered (i) in accordance with this Section on or before Sep 23 2026, 05:00 PM CDT

(Question Deadline), or (ii) if questions relate to Veteran Historically Underutilized Businesses, in accordance with

Section 2.5.

University will provide responses as soon as practicable following the Question Deadline. University intends to respond to all timely submitted questions. However, University reserves the right to decline to respond to any question.

2.3 Criteria for Selection

The successful Proposer, if any, selected by University through this RFP, will be the Proposer that submits a proposal on or before the Submittal Deadline that is the most advantageous to university. Contractor means the successful

Proposer under this RFP.

Proposer is encouraged to propose terms and conditions offering the maximum benefit to university in terms of (1) service, (2) total overall cost, and (3) project management expertise.

The evaluation of proposals and the selection of Contractor will be based on the information provided in the proposal.

University may consider additional information if University determines the information is relevant.

Criteria to be considered by University in evaluating proposals and selecting Contractor, will be these factors:

2.3.1 Threshold Criteria Not Scored

2.3.1.1 Ability of University to comply with the Terms and Conditions (ref. Attachment 2)

2.3.1.2 Ability of University to comply with laws regarding Veteran Heroes United in Business (ref.

Attachment 3).

2.3.1.3 Ability of University to comply with laws regarding Certificate of Interested Parties, Form 1295

(ref. Attachment 8).

2.3.2 Evaluation Criteria

An Evaluation Committee (“Committee”) will review all responses to determine which Respondent have qualified for consideration according to the criteria stated herein. The Committee’s evaluations will be based on all available information, including qualification statements, subsequent interviews, if necessary, reports, discussions, reference checks, and other appropriate checks. The highest rated

Respondent(s) evaluated by the Committee may be invited to make an oral presentation of their written response to the Committee.

Responses may be evaluated using “best value” criteria as authorized in Section 51.9335, of the education code:

Criteria Scored Criteria Weight

Respondents’ Qualifications, Abilities, and Reputation

(See Section 6, subsection 6.5 below)

30%

Respondents’ Quality of Proposed Goods or Services (Methodology and Approach)

(See Section 6, subsection 6.6 below)

30%

Respondents’ ability to meet University’s needs via Proposed

Goods and/or Services

(See Section 6, subsection 6.7 below)

10%

Respondents’ Price Proposal, and the long-term cost of using

Respondent’s proposed Goods and/or services

(See Section 6, subsection 6.8 below)

30%

Total 100%

2.3.3 Evaluation of Response

The evaluation of the responses shall be based on the evaluation criteria as described in this solicitation. All responsive responses will be reviewed, evaluated, and ranked by Committee. This includes any scoring adjustments for outliers or other additional considerations as specified by this solicitation including the submission proposed fee and pricing.

2.3.4 Advancement Criteria

The University may determine a competitive range for short-list interviews/presentations. The competitive range shall consist of the solicitation responses that receive the highest scores or most satisfactory ratings, based on the published evaluation criteria and procedures governing this procurement. Cutoff for the Competitive Range may be based on the top scores for a specific number of responses or based on a “natural break”.” Reasoned judgment will establish the "natural break";

solicitation responses below the cutoff cannot be made successful through clarification and negotiations.

The University is not obligated to enforce a “natural break” in scores and reserves the right to advance a specific number of Respondents as qualified for interviews.

2.3.5 Final Score

The Technical Response Score and the Price Proposal, as determined by the standards outlined in

Section 5, shall be included in the Respondent's final written score. After the initial assessment, the

University may, at its sole discretion, request the Best and Final Offer (BAFO) from each respondent or, if applicable, only from those respondents whose solicitation responses satisfy the Advancement

Criteria. A Respondent may choose to keep their initial solicitation response submitted or modify it, including with pricing, in response to a request for a BAFO. The Final Written Response Scores will be updated in line with the specified standards in Section 3 regarding any modifications made to the

Respondent's initial solicitation response in the event that a response is received in response to a request for BAFO.

http://www.statutes.legis.state.tx.us/Docs/ED/htm/ED.51.htm#51.9335

If the University determines it is necessary to have an Advancement Criteria round, the Final Score will be made up of the post interview scoring along with the Initial Price Proposal or BAFO Price

Proposal when determining the highest-ranking Respondent.

Every round will be assessed independently by the University using the standards outlined in Section

3.

2.3.6 Eligibility for Award

For a Respondent to be eligible to be awarded the contract, the response must be responsive to the solicitation and University must be able to determine that the Respondent is responsible and has the resources and capacity to perform the resulting contract satisfactorily. Responsive responses are those that comply with all material aspects of the solicitation, conform to the solicitation documents, and meet the requirements set forth in this solicitation. Responses, which do not comply with all the terms and conditions of this solicitation, will be rejected as non-responsive.

Respondents(s) may be requested to submit additional written evidence verifying that the firm meets the minimum requirements described above and as necessary, to perform the requirements of the solicitation and be determined a responsible Respondent. Failure to provide any requested additional information may result in the Respondent being declared non-responsive and the response being rejected.

A person is not eligible to be considered for award of this solicitation or any resulting contract or to be a subcontractor of the Respondent or Prime Contractor if the person assisted in the development of this solicitation or any part of this solicitation or if the person participated in a project related to this solicitation when such participation would give the person special knowledge that would give that

Respondent or a Prime Contractor an unfair advantage over other Respondents.

Only individual firms or lawfully formed business organizations may apply (This does not preclude a

Respondent from using subcontractors or contractors.) University will contract only with the individual firm or formal organization that submits a response to this solicitation.

In the event that only one (1) Response is received in reply to the advertised solicitation or only one

(1) Response passes the Initial Responsiveness Screening, the University will review the Response for compliance with specifications, identify any areas of non-compliance, and if applicable, identify questions that need to be asked of the Respondent to clarify the Response. The Response must meet all required technical specifications.

2.4 Key Events Schedule

The following anticipated solicitation schedule, including a brief description of milestone dates, is also available on the events details page in Euna (previously Bonfire):

Solicitation Milestone Proposed Date

RFP Issued Sep 14 2026, 03:30 PM CDT

Pre-Proposal Meeting via Teams

Microsoft Teams Registration Link:

Sep 16 2026, 2:30 PM CDT

Vendor Site Visit Sep 18 2026, 12:00 PM CDT

Deadline for Questions from Supplier Sep 23 2026, 05:00 PM CDT

RFP Proposal Submittal Deadline Oct 09 2026, 02:30 PM CDT

2.5 Veteran Heroes United in Business Submittal Requirements

It is the policy of The University of Texas at Austin to promote and encourage contracting and subcontracting opportunities for Veteran Heroes United in Business (VetHUBs) in all contracts. The policy applies to all contracts with an expected value of $100,000 or more. If Owner determines that subcontracting opportunities are probable, then a VetHUB Subcontracting Plan (HSP) is a required element of the Qualifications. Failure to submit a required

HSP will result in rejection of the Qualifications.

2.5.1 Statement of Probability: University has determined that subcontracting opportunities are probable in connection with this procurement solicitation. Therefore, an HSP is required as a part of the Respondent's Qualifications. Respondents shall develop and administer an HSP as a part of the

Respondent's Qualifications in accordance with the Policy on Utilization of VetHUBs (Attachment

Three).

A list of service-disabled veterans trade organizations and development centers can be obtained at:

http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php

2.5.2 Respondent must complete and submit the HSP in accordance with the Terms and Conditions of this solicitation. Refer to ATTACHMENT THREE for instructions on how to access the HSP.

Respondents that fail to submit the signed HSP will be considered non-responsive to this RFQ as required by §2161.252, Government Code

Questions regarding the VetHUB may be directed at:

Contact: Gary Hampton Jr., Vendor Management Office

Email: utvethub-HSP@austin.utexas.edu

2.5.3 At the same time Respondent submits its response no later than the Submittal Deadline (ref.

Project Detail Page). University will review Respondent’s HSP prior to opening the response to confirm Respondent submitted HSP. Respondent’s failure to submit the HSP will result in University’s reject of the response as non-responsive due to material failure to comply with advertised specifications

2.5.4 University may offer Respondent an opportunity to seek informal review of its draft HSP by

University’s VetHUB Office before the Submittal Deadline. The informal review can be submitted via email at utvethub-hsp@austin.utexas.edu.

Attachments (Documentation): Attachment_3_Subcontracting_Plan.pdf http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.comptroller.texas.gov/purchasing/vendor/hub/resources.php http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2161.htm#2161.252 mailto:utvethub-HSP@austin.utexas.edu mailto:utvethub-HSP@austin.utexas.edu mailto:utvethub-hsp@austin.utexas.edu mailto:utvethub-hsp@austin.utexas.edu

2.5.1 Subcontracting Plan - Attachment three [Required] [PDF]

(Vendor file uploads)

2.6 Public Information

Respondents are hereby notified that University strictly adheres to all statutes, court decisions, and the opinions of the Texas Attorney General with respect to disclosure of public information.

University may seek to protect from disclosure all information submitted in response to this RFP until such time as a final agreement is executed.

Upon execution of a final agreement, University will consider all information, documentation, and other materials requested to be submitted in response to this solicitation, to be of a non-confidential and non-proprietary nature and, therefore, subject to public disclosure under the Texas Public Information Act (ref. Chapter 552, Government Code).

Prop will be advised of a request for public information that implicates their materials and will have the opportunity to raise any objections to disclosure to the Texas Attorney General. Certain information may be protected from release under §§552.101, 552.104, 552.110, 552.113, and 552.131, Government Code.

2.7 Pre-Proposal Conference

University will hold a pre-proposal conference at 2:30PM-3:30PM, Central Time September,16th. The pre-proposal conference will allow all Respondents an opportunity to ask University’s representatives relevant questions and clarify provisions of this RFP. Any questions in connection with this solicitation will need to be submitted in writing via the

University Bonfire portal to the Procurement Contracting Officer of Record.

Respondents who cannot participate remotely are encouraged to submit questions in writing by the Deadline for

Questions as noted in the solicitation milestone schedule.

Meeting Link:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/222997670295258?p=FVtB1mO18zs2YpmiKC

Meeting ID: 222 997 670 295 258

Passcode: 3kZ69xg3

2.8 Vendor Site Visit

University will hold a site visit at 12PM-1:30PM Central Time on Friday September 18th.The site visit will allow prospective respondents to understand the project site, existing conditions, access requirements, and other factors that may affect the work. Attendance is strongly encouraged for all prospective respondents. No questions regarding the scope will be answered during the site visit. Questions arising from the site visit shall be submitted in writing in accordance with the RFP's question-and-answer procedures. Responses provided verbally during the site visit shall not be considered binding unless subsequently issued in writing. If you plan on attending the site visit, please RSVP using the below QR code:

Event Registration RFP 721-26103 – Fill out form

Address for Site Visit:

http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.101 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.104 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.110 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.113 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.552.htm#552.131 https://teams.microsoft.com/meet/222997670295258?p=FVtB1mO18zs2YpmiKC https://teams.microsoft.com/meet/222997670295258?p=FVtB1mO18zs2YpmiKC https://forms.cloud.microsoft/r/svN1PEbZ2D https://forms.cloud.microsoft/r/svN1PEbZ2D

3640 Dark Sky Drive

Fort Davis, TX 79734

Site Visit Schedule:

12:00-1:30 p.m. McDonald Observatory site visit and tour. Pictures and video are allowed/encouraged.

45 min. Frank N Bash Visitors Center - walk through the Lobby, exhibit hall, and StarDate lounge

20 min. Shuttle up to Mt. Locke to see the 107-inch (2.7m) Harlan J Smith Telescope visitor lobby

25 min. Shuttle to Mt. Fowlkes to see the 10m Hobby-Eberly Telescope visitor lobby

We will provide a shuttle for up to 13 people to visit all 3 locations. At this time, we are limiting the shuttle to 1 invitee per vendor. The remainder of attendees can drive personal vehicles between each site. If spaces allows, we will certainly accommodate more on the shuttle.

Image Attachments: Event_Registration_721-26103.png

QR Code

3. SUBMISSION OF PROPOSAL

3.1 Submission

Proposals must be received by University on or before the Submittal Deadline (ref. Section 2.1) via University Euna

(previously Bonfire) portal.

Attachments (Documentation): Submission_Instructions_-_721-26103.pdf

3.2 Proposal Validity Period

Each proposal must state that it will remain valid for University’s acceptance for a minimum of one hundred and eighty (180) days after the Submittal Deadline, to allow time for evaluation, selection, and any unforeseen delays.

3.3 Terms and Conditions

Respondents must comply with the requirements and specifications contained in this solicitation, including the Terms and Conditions (ref. ATTACHMENT TWO). If there is a conflict among the provisions in this solicitation, the provision requiring Respondent to supply the better quality or greater quantity of services will prevail, or if such conflict does not involve quality or quantity, then interpretation will be in the following order of precedence: 1) University Terms and

Conditions, 2) University referenced solicitation including all amendments issued by University, 3) the solicitation response as accepted and awarded by University.

Respondent may offer for University's consideration alternate provisions to the Terms and Conditions. Alternates proposed must refer to the specific article(s) or section(s) concerned. General exceptions such as “company standard sales terms apply" or "will negotiate" are not acceptable.

Respondent’s exceptions will be reviewed by University and may result in disqualification of Respondent’s response as non-responsive to this solicitation. If Respondent’s exceptions do not result in disqualification of Respondent’s response, then University may consider Respondent’s exceptions when University evaluates the Respondent’s responses.

Respondent’s silence as to the terms and conditions shall be construed as an Indication of complete acceptance of these conditions as written.

The University shall not agree to any exceptions taken to the following terms and conditions for use of a proposed solution under the resulting contract:

3.3.1 Arbitration;

3.3.2 Limit of Liability;

3.3.3 Indemnification by University;

3.3.4 Wavier of class action by University;

3.3.5 Agree to personal jurisdiction or subject matter jurisdiction;

3.3.6 Any law other than Texas law;

3.3.7 Use of University Logos, except with written permission;

3.3.8 Cannot monetize or sell any data;

3.3.9 Mediation; and

3.3.10 Waiver of trial by jury

3.4 Submittal Checklist

Proposer is instructed to complete, sign, and return the following documents as a part of its proposal. If Proposer fails to return each of the following items with its proposal, then University may reject the proposal:

3.4.1 Signed and Completed Execution of Offer (ref. Appendix 1)

3.4.2 Signed and Completed Pricing and Delivery Schedule (ref. Section 5)

3.4.3 Acknowledged Addenda (ref. Appendix 2)

3.4.4 Response to questions and requests for information in the Specifications and Scope of Work (ref. Section 4)

3.4.5 Signed and completed originals of the VetHUB Subcontracting Plan or other applicable documents (ref.

Section 2.5 and ATTACHMENT THREE).

3.4.6 Response to certificate of Interested parties Texas HB 1295 (ATTCHMENT EIGHT)

4. SPECIFICATIONS AND SCOPE OF WORK

4.1 General Information

Minimum requirements and specifications for Work, as well as certain requests for information to be provided by

Proposer as part of its proposal, are set forth below. As indicated in Section 2.3, contractor means the successful

Proposer or Respondent.

4.2 Term of Agreement

University anticipates that the term of the Agreement may be up to 2 years with the initial term of the Agreement proposed to begin on November 1, 2026, and proposed to expire on October 31, 2028.

University may elect to renew the Agreement for up to two (2) additional one (1) year terms.

4.3 Minimum Requirements

Each Proposal must include information that clearly indicates that Proposer meets the following minimum qualification requirement:

4.3.1 Minimum, one member of the firm with a B.A. or M.S. degree in Interpretation or five years experience in the interpretive field.

4.3.1 Please provide documentation to support the minimum requirements in section 4.3.

[Required] [PDF]

(Vendor file upload)

4.4 Additional Submittals Specific to this RFP

Proposer must submit the following information as part of Proposer’s proposal:

4.4.1 Who is the Respondent’s primary contact that UT Austin should use for addressing questions or communications related to this solicitation? Provide the following information:

Name, Title, Email Address, and Phone Number. [Required] [Text]

(Vendor text input)

4.5 Scope of Work

The services required involve exhibit design, fabrication and installation for the McDonald Observatory Visitors

Center main exhibit gallery, the Harlan J Smith Telescope visitor lobby, and the Hobby Eberly Telescope George T

Abel Gallery. Services to include research, design, writing, fabrication, preparation, and installation of exhibits that are scientifically rigorous, operationally sustainable, and designed for social discovery.

Exhibits should enhance public awareness of astronomy research conducted at McDonald Observatory and the role that the observatory plays in advancing humanity's understanding of the universe, contributing to the public understanding of science, and preserving dark night skies in the Davis Mountains. The exhibits should be eye-catching, interactive where appropriate, durable, reliable, and easily maintained.

Project Objective

(1) Conceptual development, preparation of drawings and other materials,

(2) Fabrication or procurement of interpretive exhibits, and

(3) Installation of completed exhibits at McDonald Observatory.

Contractor will be responsible for the design, fabrication, and installation of Exhibits, including, but not limited to, the following: preparation of drawings and other materials; fabrication of interpretive exhibits and installation; coordination of audio, video, and interactive components; lighting design; and exhibit installation. Any material and/or equipment purchased by Contractor that constitutes a vital part of any Exhibit (e.g., A/V equipment, etc.) will become the sole property of University. Contractor will work with McDonald Observatory to understand the learning objectives and content, they will research best examples of astronomy exhibits to inform the conceptual development (preparation of drawings and other materials). Contractor is responsible for fabrication or procurement of interpretive exhibits, gallery preparation, and installation. Contractor will work with a lighting designer identified by McDonald Observatory on the design and installation of gallery lighting that is compatible with the new building-wide lighting system. Contractor will provide new furniture, including gallery seating for visitors.

Vendor must have and be able to demonstrate the following:

Established record of design and fabrication excellence, as well as experience on projects of a similar scale and complexity.

Experience with and knowledge of design and construction of fixed exhibits that are integrated with each other and create an interactive experience.

Experience fabricating exhibit elements that are durable, serviceable, with limited maintenance requirements.

Experience with and knowledge of observatory research and astronomical science concepts and principles.

Demonstrate fiscal stability and consistency in job performance.

The Contractor will be required to perform specific tasks as follows:

4.5.1. Phase 1 - Design

Contractor will:

A. Meet with the McDonald Observatory team to discuss project parameters, budget and goals.

B. Collaborate with McDonald Observatory to define the visual style and elements of Exhibits.

C. Review the Interpretive Master Plan created by the McDonald Observatory exhibits committee and meet with

McDonald team to reaffirm and establish the full scope of the project.

D. Assist with the identification of appropriate interpretive formats and presentations.

E. Survey best-in-class astronomy interactives currently in use worldwide and identify those most suitable for licensing, adaptation, or reinterpretation for McDonald Observatory.

F. Work with the exhibit team to identify and design graphic elements such as illustrations, didactic and/or graphic panels, and signs.

G. Integrate audio and film components provided by McDonald into Exhibit design.

H. Develop lighting specifications using the defined programmable LED lamp system.

I. Create an exhibit concept plan with floorplan and elevation renderings, including wall configuration.

J. Provide exhibit construction schedule for developing and installing exhibits noting major deadlines and expected completion dates for major project components.

K. Design exhibits and interpretive presentations featuring videos, graphics and text designed as a single integrated system with clear hierarchy.

L. Identify and notify McDonald of any perceived maintenance issues and specifications.

4.5.2. Phase II - Fabrication

Contractor will:

A. Fabricate and/or procure all Exhibit components including, but not limited to, the following: signs, graphics, didactic and/or graphic panels, reader rails, audiovisual components, and housings and/or surrounds.

B. Finalize installation plans, including floorplan and elevations, lighting plan and installation timetable. Design and construction drawings shall meet all State ADA mandates and guidelines.

C. Select, manage, and pay subcontractors as needed, including ordering and retrieving of related materials.

4.5.3. Phase III - Installation

Contractor will:

A. Prepare gallery space for installation, including moving electrical outlets, constructing or preparing walls, removing existing walls or replacing flooring as needed.

B. Coordinate with designated lighting contractor on design and installation of gallery lights.

C. Ship/deliver the exhibit elements to McDonald Observatory, Texas and coordinate receipt of the exhibit elements

D. Install all exhibits including ensuring assembly and connection of the exhibit elements and verification that all elements function as specified. Installation will include: signs, graphics, panels, audiovisual components, housings and/or surrounds, wall displays, lighting.

4.5.4. Post-Installation

A. Deliver final print ready digital files of all exhibit components to McDonald Observatory.

B. Provide training for the McDonald Observatory visitors center staff on how to use and maintain the exhibits, including recommended maintenance schedule. A manual will be required that includes operation and upkeep instructions, drawings, diagrams and equipment list and vendors.

Main Gallery Specifications

Floor Space/

Type

2,400 square feet Grey carpet floor tiles

Wall Space/

Type

123 linear feet Paintable

Ceiling 15 feet to lighting track contains exposed ductwork painted black

Lighting track lights suspended from ceiling light levels controlled by programmable system using LED fixtures

Audio/Visual

Equipment one exhibit currently features a 6 screen video display with ambient music playing on loop.

No gallery wide or other ambient sound system in the center Public Announcements made indoors and outside throughout the day

Modular Units one free standing exhibit 38.75 x 72 x 84 inches large meteorite (several hundred pounds) on a metal stand

Entrance/Exit

Width

Visitor entrance and exit to main gallery are along the east wall Staff and contractor-only access via west door (6'-4" W)

Miscellaneous No windows or direct sunlight No benches or seating currently Entry exhibit involves projection of sun and its spectra from a heliostat telescope on the building roof. This will remain part of the exhibits and cannot be relocated or reoriented

George T. Abell Gallery at the Hobby-Eberly Telescope

Floor Space/

Type

1,425 square feet Tan and grey hexagonal carpet tiles

Wall Space/

Type

69.75 linear feet paintable. currently has vinyl graphics over large areas

Ceiling 8 feet with 14' peak acoustic tiles painted black

Lighting Track lighting suspended from ceiling No dimming

Audio/Visual

Equipment

Four screens playing independent films with sound Tablet computer with astronomy interactive application "Dark Energy Explorers"

Modular Units HET mirror display case with mirror and mount. Will not change or move. (54.5" w x 45.5" d x 67" h)

Entrance/Exit

Width

6 feet (w)

Miscellaneous Window into dome floor with garage door.

Glass doors and windows at entrance. window panels covered with displays.

Movable wooden chairs for visitors (7)

Visitor Gallery at Harlan J. Smith Telescope

Floor Space/

Type

301 square feet carpeted

Wall Space/

Type

28.25 linear feet paintable. currently has vinyl graphics

Audio/Visual

Equipment one monitor with silent video

Miscellaneous visitors enter through a windowed vestibule.

stairs to dome floor for guided tours hallway to public restrooms

4.5.5 Meetings

Contractor will:

A. Meet with University staff as mutually agreed to discuss Exhibit parameters, budget, schedule, and goals for each phase.

B. Provide University with progress updates between meetings via written communication (e.g., email, etc.).

C. Assign a Project Manager for each Exhibit to serve as the primary point of contact for University.

4.5.6 Project Schedule

Contractor will create a work plan and develop a project schedule for each Exhibit. Project schedule will outline tasks and activities; dependencies; deliverables; milestones; and due dates. University understands that project schedules will vary and are scaled according to project size and complexity.

4.5.7. Invoices and Progress

Contractor will invoice University upon successful completion of each phase of Work. University will process payments in accordance with the Texas Prompt Payment Act. Invoices must include a breakdown of tasks performed to complete each phase, total amount invoiced per phase, and date phase was completed.

4.6 Contractor's Responsibilities

The Contractor must establish a detailed work plan and schedule to ensure timely completion of the project. The work site is an active research facility and there are restrictions on when work can be performed and a requirement to be compliant with dark skies lighting requirements. The Contractor must also establish and implement mechanisms for ongoing communication during the interval between meetings. The Contractor will establish one person to serve as project manager and liaison to the McDonald Observatory liaison.

4.7 University Rights and Responsibilities

The McDonald Observatory team will be intimately involved in the content and exhibit development process.

4.8 Performance Bond Requirements

In accordance with Section 2252.064, Texas Government Code, the University may require the Contractor to furnish a Performance Bond in the amount of equal to 100 percent of the original contract price. The Performance Bond will be issued by a surety company authorized to do business in the State of Texas and acceptable to University in all respects. The Performance Bond will be made payable to university and conditioned upon the prompt and faithful performance of any potential agreement(s).

5. PRICING AND DELIVERY SCHEDULE

Having examined specifications and requirements of this RFP (including attachments and appendices), the undersigned proposes to furnish Work upon the pricing terms quoted below.

Respondents must complete this section in its entirety and may supplement this section with additional pages to provide the University with a more detailed breakdown, backup and/or options of related cost associated with the services being solicited in this solicitation. The Total Cost (hourly rates) must be inclusive of all associated costs.

University will not reimburse Contractor for expenses and will not recognize or accept any additional charges or fees.

For the purposes of this solicitation, University will review the overall rate structure to evaluate its reasonableness for the anticipated work. Failure to fully disclose any fees or cost and to comply with the requirements herein may be cause for University to reject, as non-compliant, a response from further consideration.

5.1 Pricing

Provide a total price (to include all travel and living expenses) for the proposed solution, as well as a detailed pricing breakdown for [tailor to your RFP]. The total proposed cost will be a firm fixed cost for the deliverables described in this RFP.

Attachments (Documentation): McDonald_Observatory_Bid_Sheet.xlsx

5.1.1 Total Cost of Proposed Services [Required] [Currency]

(Vendor currency input)

5.1.2 Detailed Price Schedule - Must match total cost in 5.1.1 [Required] [PDF]

(Vendor file upload)

5.2 Discounts

Describe all discounts that may be available to University, including, educational, federal, state, and local discounts.

5.2.1 Discounts Offered [Required] [Text]

5.3 Additional and/or Related Services

Respondents shall provide a price list for any other available goods, services, or benefits that may not be mentioned or reflected in this RFP. These goods and services may not be utilized by University, but pricing is requested.

5.3.1 Price List and Description of Additional/Related Services [Required] [PDF]

(Vendor file uploads)

5.4 Payment Terms

University’s standard payment terms are “net 30 days” as mandated by the Texas Prompt Payment Act (ref. Chapter

2251, Government Code).

Indicate below the prompt payment discount that Respondent offers:

Prompt Payment Discount: _____% days/net 30 days.

The University of Texas at Austin has implemented the JP Morgan Chase Single Use Account (SUA) Program as the preferred method of payment. Using this method provides benefit to both the university and the supplier who will have their payment processed immediately. Any questions with regards to the SUA Program can be addressed to

PaymentServices@austin.utexas.edu. Note: Your existing merchant interchange fees will apply.

Respondents should provide billing as follows:

Upon approval of the invoice by the University, Payment for services will be Net 30 days after each service has been rendered.

5.4.1 Prompt Payment Discount [Required] [Percentage]

(Vendor percentage input)

5.4.2 Please indicate that you will accept payment under the SUA Program.

[Required] [Single Choice]

(Yes) / (No) http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm http://www.statutes.legis.state.tx.us/Docs/GV/htm/GV.2251.htm mailto:PaymentServices@austin.utexas.edu mailto:PaymentServices@austin.utexas.edu

5.5 Group Purchasing Organization (GPO) Contract Information

The University of Texas System subscribes to a GPO Accreditation Program as noted on the referenced website.

Any proposal being made under an available GPO contract that is recognized by UT System, shall be noted below for consideration by the University.

5.5.1 Is Respondent identifying a GPO [Required] [Text]

(Vendor text input)

5.5.2 Cooperative Contract Name [Optional] [Text]

(Vendor text input)

5.5.3 Cooperative Contract Number [Optional] [Text]

(Vendor text input)

5.5.4 Cooperative Contract Term [Optional] [Text]

(Vendor text input)

5.5.5 Cooperative Contract Website Link [Optional] [Text]

(Vendor text input)

5.6 Price Proposal Signature

The information in this RFP is to be utilized solely for preparing the proposal response to this RFP and does not constitute a commitment by University to procure any product or service in any volume.

https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program https://www.utsystem.edu/offices/business-affairs/group-purchasing-organization-gpo-accreditation-program

5.6.1 Company Name [Required] [Text]

5.6.2 Contact Name [Required] [Text]

(Vendor text input)

5.6.3 Contact Title [Required] [Text]

(Vendor text input)

5.6.4 Contact Email Address [Required] [Text]

(Vendor text input)

5.6.5 Date [Required] [Text]

(Vendor text input)

5.6.6 Signature [Required] [Text]

6. PROJECT INSTRUCTIONS AND QUESTIONNAIRE

6.1 General Instructions

6.1.1 Respondent(s) should carefully read the information contained herein and submit a complete response to all requirements and questions as directed.

6.1.2 Responses and any other information submitted by Respondent in response to this solicitation shall become the property of university. The University will not provide compensation to Respondent(s) for any expenses incurred by the Respondent(s) for response preparation or for any demonstrations that may be made, unless otherwise expressly stated. Respondent(s) submit responses at their own risk and expense.

6.1.3 Responses, which are qualified with conditional clauses, or alterations, or items, not called for in the solicitation documents, or irregularities of any kind are subject to disqualification by university, at its option.

6.1.4 Each response should be prepared simply and economically, providing a straightforward, concise description of your firm's ability to meet the requirements of this solicitation. Emphasis should be on completeness, clarity of content, responsiveness to the requirements, and an understanding of university needs.

6.1.5 University makes no guarantee that an award will be made as a result of this solicitation and reserves the right to accept or reject any or all responses, waive any formalities or minor technical inconsistencies, or delete any item/ requirements from this solicitation or resulting Agreement when deemed to be in University’s best interest.

Representations made within the response will be binding on responding firms. University will not be bound to act by any previous communication or response submitted by the firms other than this solicitation.

6.1.6 Firms wishing to submit a “No-Response” are requested to return the first page of the Execution of Offer (ref.

APPENDIX ONE).