ESBD_370889_1722871446201_IFB 809-24-0019 Bullock Museum Graphics Production & Installation.pdf

IFB 809-24-0019

State Preservation Board Invitation For Bid (IFB)

809-24-0019

Graphics Production & Installation Bullock Texas State History Museum

NIGP Class-Item Codes: 962-46, 965-46, 966-25, 966-86

IFB Release Date: Monday, August 5, 2024 Bid Due Date: Monday, August 26, 2024 by 2:00 P.M. CST

Project Description

The Creative Services department of the Bullock Texas State History Museum (TSHM), a division of the State Preservation Board (SPB), is requesting bids for Museum graphics of varying production types for all Museum projects. Graphics include but are not limited to exhibitions, way finding, and general marketing and promotional signage. The SPB intends to set up a blanket Purchase Order (PO) with the successful bidder for a not-to-exceed amount based on unit prices submitted in response to this IFB and will place orders on an as-needed basis.

Scope of Work

The Scope of Work can be found in Attachment B.

Proposal Requirements:

A. One complete original bid with all required documentation (listed below) B. Proposal pages should be numbered and organized.

C. Receipt of all addenda to this IFB must be acknowledged on the bid form.

D. All submitted bids become the property of SPB after the IFB deadline date. Bids submitted constitute an offer for a period of ninety (90) days or the respondent may agree to the extension of the offer until an award is made by SPB.

The following information must be submitted with your bid:

1. Description of shop capabilities and in-house equipment

2. Bid Form and Pricelist (Attachment A)

3. Minimum of three references from other similar projects, including three to five physical examples of print or exhibition projects of similar scope

4. List of any subcontractors to be used to complete projects and a description of their role and qualifications

5. A complete and signed HUB Subcontracting Plan (Attachment C)

Submission of Proposals:

Proposals must be clearly marked RESPONSE TO IFB 809-24-0019 and delivered electronically to SPB.Bids@tspb.texas.gov by the deadline. Physical samples may be delivered in person or via Express or Overnight Delivery by the deadline to:

State Preservation Board

Attn: Purchasing Department 201 E. 14th St., Ste. 950 Austin, TX 78701

Please notify SPB.Bids@tspb.texas.gov ahead of time if delivering samples in person. SPB Office Hours are Monday to Friday 8:00 a.m. to 5:00 p.m. The Reception Desk is closed for lunch 12 p.m. to 1 p.m. The office is closed on state and national holidays.

When emailing the proposal package, the email subject line must contain the IFB number and title as indicated in this IFB. It is recommended that Respondents begin the email process at least 24 hours in advance of the due date/time since most large attachments are quarantined and delayed for security scanning. The State is not responsible for failure of electronic equipment or operator error. SPB takes no responsibility for electronic submittals that are captured, blocked, filtered, quarantined or otherwise prevented from reaching the proper destination (email address) by the due date/time by any SPB anti-virus or other security software.

All proposals received via email will be acknowledged. If no confirmation is received, contact the SPB Purchasing Department at (512) 936-4691 to confirm receipt of proposal.

Contractor and Bid Requirements

The project will only be awarded to a vendor who, in the judgment of the SPB, has experience with the type of products and services specified and who can submit references mailto:SPB.Bids@tspb.texas.gov of previous similar work acceptable to the SPB. If work of a similar nature has previously been completed by the vendor for the SPB, such work must be included in the vendor's references and examples. The SPB reserves the right to reject a bid if references or the ability to provide services cannot be verified or if a reference is unacceptable to the SPB. At a minimum, the bidder must have in-house high resolution printing and installation services that include large format, wall-sized vinyl graphics and lettering, didactic panels face-mounted to precision cut, non-glare acrylic with polished edges, museum quality installations, and color match capabilities. If selected, the quality of work will be required to consistently meet or exceed the quality of the samples submitted. Failure to meet sample quality may result in termination of the contract purchase order.

Questions

Vendors may submit questions to SPB regarding the IFB. All questions must be submitted in writing by email to SPB.Bids@tspb.texas.gov by 2:00PM Central Time, on the date listed as the deadline for submission of questions in the Schedule of Events.

Schedule of Events:

The solicitation process for this IFB will proceed according to the following schedule:

Event Date IFB Posted Monday, August 5, 2024 Deadline for Submission of Questions Monday, August 12, 2024, 2:00pm CST Anticipated Release of Written Answers Monday, August 19, 2024 Deadline for Submission of Bids Monday, August 26, 2024, 2:00pm CST

SPB reserves the right to change the dates in the Schedule of Events set forth above upon written notification to prospective Respondents through a posting of an Addendum on the Electronic State Business Daily. Any clarifications or interpretations of this IFB that materially affect or change its requirements will be issued as an addendum and will be posted to the Electronic State Business Daily (ESBD), available at https://www.txsmartbuy.com/esbd

It is the responsibility of interested parties to periodically check the ESBD for updates to the procurement prior to submitting a response. The Respondent’s failure to periodically check the Electronic State Business Daily (ESBD) will in no way release the selected vendor from “addenda or additional information” resulting in additional costs to meet the requirements of the IFB. All such addenda issued by SPB prior to the time proposals are received shall be considered part of the IFB, and the respondent shall consider and acknowledge receipt of such (via signature of addenda) in their response. Only those SPB replies to inquiries which are made by formal https://www.txsmartbuy.com/esbd written addenda shall be binding. Oral and other interpretations or clarifications shall be without legal effect.

Prohibited Communications

Upon issuance of this IFB, besides written inquiries as described above and administrative questions related to HUB, the procurement process, and proposal submissions, employees and representatives of SPB will not answer questions or otherwise discuss the contents of the IFB with any potential Respondent or their representatives. Failure to observe this restriction may result in disqualification of any subsequent response. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this

IFB.

Bid Award and Purchase Order

The project will only be awarded to a vendor who has experience acceptable to the SPB with the with type of services specified, meets the minimum qualifications listed in this document, and can submit references of previous similar work acceptable to the SPB. The SPB reserves the right to reject a bid if references or the ability to provide services cannot be verified or if a reference is unacceptable to the SPB. SPB reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the State.

The State Preservation Board will award the project based on the lowest qualified bid. The award contract will be in the form of a blanket Purchase Order (PO). Along with the standard purchase order terms and conditions (Attachment D), the quality standards detailed in the Scope of Work (Attachment B) will serve as Contractor performance requirements. Failure to meet performance requirements may result in the termination of the PO.

VPTS and Reference Checks

In compliance with applicable provisions of Texas Government Code §2155.074, 2155.075, 2156.007, 2157.003, and 2157.125, a Respondent's past performance will also be reviewed on a pass/fail basis using the Texas Comptroller of Public Accounts (CPA) Vendor Performance Tracking System. Respondents may fail this selection criterion for any of the following conditions: a score of less than "C" in the Vendor Performance Tracking System; currently under a Corrective Action Plan through CPA; having repeated negative Vendor Performance Reports for the same reason; having purchase orders that have been cancelled in the previous 12 months for non-performance. Contractor performance information is located on the CPA website at https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/.

https://comptroller.texas.gov/purchasing/programs/vendor-performance-tracking/

SPB may conduct reference checks with other entities regarding past performance, in addition to evaluating performance through the Vendor Performance Tracking System. SPB may examine other sources of vendor performance including, but not limited to, notices of termination, cure notices, assessments of liquated damages, litigation, audit reports, and non-renewals of contracts. Any such investigations shall be at the sole discretion of SPB, and any negative findings, as determined by SPB, may result in non-award to the Respondent.

Contract Duration and Funding:

The prices quoted shall be firm for each service period. Subsequent price changes, if any, will be applied at the beginning of each renewal period (September 1) and remain firm for the duration of that period (through August 31). Price changes, if any, shall be based on changes in indices/costs as listed in the Consumer Price Index published by the Bureau of Labor Statistics.

The awarded vendor must request a price increase in writing at least 30 days prior to the beginning of each renewal period for it to be considered.

The term of service may be extended for one (1) additional one (1) year period with the same terms and conditions of the initial service period at the exclusive option of the SPB.

Initial Service Period: 09/01/2024 - 08/31/2025

Optional Renewal Period: 09/01/2025 - 08/31/2026

Any contract or purchase order resulting from this IFB is subject to termination or cancellation without penalty to SPB, either in whole or in part, subject to the availability of state funds.

ATTACHMENTS

Attachment A: Bid Form and Price List

Attachment B: Scope of Work

Attachment C: HUB Subcontracting Plan

Attachment D: Purchase Order Terms and Conditions