ESBD_354352_1713532557429_ADDENDUM 1 Q&A RFP 808-24-241449.pdf
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- Solicitation number
- 808-24-241449
- Issued by
- Travis County, Austin City, Texas
About this file
This document is an Addendum to a Request for Proposals (RFP) issued by the Texas Historical Commission (THC) and the Texas Department of Transportation (TxDOT) for the Development of a Workbook on Indigenous Exhibit Design and Artifact Care. The workbook will incorporate Indigenous perspectives, Traditional Knowledge, and ways of knowing into the exhibit development process, including aesthetic, narrative, and visitor experience elements. It will also address topics related to TxDOT's mission, such as working with archaeological collections and creating more accurate and accessible exhibits for both Tribal members and the general public. The RFP has a $91,500 budget, and the project must be completed by August 31, 2025. The contractor will work with a Tribal Advisory Group and consolidate travel to meet with THC and TxDOT staff and visit museums. Virtual meetings are encouraged, and the contractor has flexibility in scheduling project activities within the overall timeline.
The Addendum provides responses to 14 questions from potential bidders, covering topics such as the composition of the Tribal Advisory Group, travel expectations, conference attendance, and the scheduling of meetings and museum visits. The contractor is responsible for the costs associated with hosting quarterly Tribal Advisory Group meetings, but the stipends for Tribal members are covered separately and should not exceed $3,000 per advisor over the two-year project period.
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| File | Type | Posted |
|---|---|---|
| ESBD_File_354352_RFP 808-24-241449.pdf | ||
| ESBD_File_354352_RFP 808-24-241449.pdf |
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ADDENDUM 1
QUESTIONS AND ANSWERS
April 19, 2024
BID NO: 808-24-241449
JOB NAME: Development of Workbook on Indigenous Exhibit Design and Artifact Care
CLASS/ITEM: 917-10, 917-22, 917-27.
1. QUESTION: 1. What work has already been done by THC and TxDOT to determine likely members of the Tribal Advisory Group? Will these be new relationships or existing ones?
ANSWER: We anticipate that some of the Tribal members who served on the Tribal Advisory Group for the Workshop project completed in 2023 will also serve on this Tribal Advisory Group. There are also Tribal representatives who didn’t serve on the previous advisory group, who have expressed interest in serving on the advisory group for this project.
Most of the relationships will be existing relationships but this is not a requirement. We want to involve as many Tribal voices in this project as is possible with the time and funding available. There are existing relationships the successful contractor will be able to build upon.
2. QUESTION: 2. The RFP mentions up to 9 Tribal Advisory Group members. Is there a minimum expectation for the number of participants?
ANSWER: There is not a minimum number. We want to include as many Tribal members as are interested. If a minimum number is needed for planning purposes, five is a good minimum number to use.
3. QUESTION: 3. What is the minimum and maximum anticipated length of the final workbook?
ANSWER: There are no page or length requirements. The content needs to adequately address all the areas identified in this RFP and any additional areas identified by the Tribal Advisory Group as essential content. The focus is on fully addressing the areas identified and not on a specific length.
4. QUESTION: 4. Should all contractor travel costs be included in the bid? Are there any travel costs that would be covered by THC separately?
ANSWER: The contract amount for this project is $91,500. All contractor costs and stipends for Tribal Advisory Group members come out of this fee. THC and TxDOT staff travel expenses are figured separately and are not a part of this fee. The successful respondent needs to fulfill all contract obligations for $91,500. There are no additional funds available for this project and there is no fee negotiation. The fee for this project is set at $91,500.
5. QUESTION: 5. Are there minimum/maximum expectations for the amount of travel to representative museums? Is travelling expected to meet members of the Tribal Advisory Group?
ANSWER: There are no minimums or maximums set regarding travel. The standard to use is what it takes to adequately fulfill the contract and develop a workbook that covers all areas outlined in the RFP and by the Tribal Advisory Group AND what can reasonably be achieved in the timeframe once project work begins.
Some travel for this project is required. There will be the opportunity to combine some trips. For example, touring museums and meetings with Tribal Representatives can be combined. Tribal Advisory Group meetings can potentially be combined with the yearly TxDOT Tribal Meeting that typically happens in the fall of each year. Any regular meetings with Tribal Advisory Group members and with THC and TxDOT staff can be done virtually.
The successful respondent will work with THC Museum Services Coordinator, Laura Casey, to develop a schedule that works for the contractor, THC and TxDOT staff.
6. QUESTION: 6. Where do the monthly THC/TxDOT Tribal Nation meetings take place?
ANSWER: The monthly meetings are virtual.
7. QUESTION: 7. The 2024 Bridging the Gap conference will have already taken place by the time this contract starts. What other outreach opportunity would THC/TxDOT expect the contractor to consider? Should conference costs be included in the bid amount, or is that covered by THC/TxDOT separately?
ANSWER: Allowing for conference attendance and travel was figured into the $91,500 that is the fee for this project. Any conference and travel fees will come out of this fee.
The current thinking is that the consultant and THC staff will attend the 2025 Bridging the Gap conference. There are other meetings we can consider including the Tribal Archives and International Conference of Indigenous Archives, Libraries and Museums. Attending Bridging the Gap or other conferences is something we can discuss and weigh the possible benefits vs. the costs and the timing of the meetings.
8. QUESTION: 8. How much flexibility is there in shifting scheduled activities from one fiscal year to another, given the delayed start compared to the proposed schedule?
ANSWER: There is flexibility in the schedule. Setting a schedule along with due dates is something THC Museum Services Coordinator will work with the successful respondent on as soon as the contract begins. We will work to find a schedule that works with all project team members. The schedule date that is not flexible is the end date. The project must be completed by August 31, 2025.
9. QUESTION: 9. The advisory council is provided with a stipend that also covers their travel. If travel expenses exceed the stipend amount, is the contractor responsible for covering any excess over $3,000 per advisor over the two-year period?
ANSWER: No, the contractor is not responsible for covering stipend amounts over $3,000. However, we do expect the successful respondent will be thoughtful about the timing of any in-person Tribal Advisory Group meetings and will combine with other meetings (like TxDOT yearly meeting) to make the most of travel stipends. We also expect the successful respondent to estimate meeting costs to ensure the meeting schedule will fall within the stipend amounts provided. Virtual meetings for recurring Tribal Advisory Group meetings are encouraged. THC Museum Services Coordinator can provide guidance in developing these meeting schedules.
10. QUESTION: 10. Is the contractor responsible for the costs associated with hosting the quarterly tribal advisory meeting?
ANSWER: Yes. These costs should be able to be kept at a minimum if planned in conjunction with a planned TxDOT or THC Tribal meeting.
11. QUESTION: 11. Can tribal advisory meetings be held virtually?
ANSWER: Yes, any regular meeting can be virtual. In-person meetings can be kept to a minimum and in conjunction with other meetings.
12. QUESTION: 12. Can the regular staff meetings be held virtually?
ANSWER: Yes, any regular meetings with staff can be held virtually and this is the preferred method.
13. QUESTION: 13. Does the contractor have control over the schedule of Museum visits, three THC and/or TxDOT meetings to consolidate travel?
ANSWER: The successful respondent will work with THC Museums Services Coordinator to set a schedule that works for respondent and THC and TxDOT staff. All parties will work to be flexible knowing that we need to accommodate many schedules. Yes, efforts to consolidate travel will be kept in mind when setting a schedule and planning any trips.
14. QUESTION: 14. Does the Tribal Advisory Group exist or is that something to be developed?
ANSWER: We anticipate that some of the Tribal members who served on the Tribal Advisory Group for the Workshop project completed in 2023 will also serve on this Tribal Advisory Group. There are also Tribal representatives who didn’t serve on the previous advisory group, who have expressed interest in serving on the advisory group for this project.
Most of the relationships will be existing relationships but this is not a requirement. We want to involve as many Tribal voices in this project as is possible with the time and funding available. There are existing relationships the successful contractor will be able to build upon.
BID OPENING TIME: 2:01 PM CT
DATE: April 26, 2024
END OF ADDENDUM
Bidder acknowledges receipt of the following addenda: Addendum #1 __________(initial)
WARNING: BIDDER’S FAILURE TO ACKNOWLEDGE RECEIPT OF ADDENDA MAY RESULT IN
REJECTION OF THE PROPOSAL.
| ADDENDUM 1 |
| QUESTIONS AND ANSWERS |
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