ESBD_381854_1732726264980_THC RFP 808-25-231611 Addendum No. 1 Official Response to Questions.pdf

ADDENDUM 2

OFFICIAL RESPONSE TO QUESTIONS AND ANSWERS

NOVEMBER 27, 2024

BID NO: 808-25-231611

JOB NAME: THC Sam Bell Maxey House Interpretive Planning Services

CLASS/ITEM: 958/77

In this addendum are posted questions and answers for Request for Proposals, RFP 808-25-231611 for THC Sam Bell Maxey House Interpretive Planning Services

Question 1: How many additional other historic sites in the state need to be considered in the programmatic inclusion recommendations referenced on page 10?

Answer 1: There are approximately 4 to 6 other historic sites for which recommendations on how the Maxey House can be interpretively and contextually integrated into the history of late- 19th and early-20th Century Texas history.

Question 2:

Does this site have all required visitor/market research data available to review or does any audience data need to be gathered by the consultant?

Answer 2: THC will supply the visitation records reflecting a breakdown by visitor age groups, event attendance, school tour numbers, etc. The selected contractor will be expected to research and present an analysis of potential new market segments and audiences.

Question 3:

Are there a certain number of “interpretive venues” already identified? How many approximately are considered part of the scope?

Answer 3: All interpretive venues to be considered are located on site, and include approximately 12 rooms within the main house, one original outbuilding currently containing the admissions area and museum store and a small gallery space, and the grounds and gardens located surrounding the house.

Question 4:

Please could you indicate if there is a preferred duration for the commission or any key milestone dates that bidders should be aware of in terms of length of the project schedule.

Answer 4: THC Historic Sites Interpretive master Plan projects typically take 18 to 24 months.

Milestones are set during discussions with the selected vendor and are tied to deliverables.

Question 5:

Does the THC have a budget cap for the provision of services, if so, what is the budget for the project?

Answer 5: THC does not disclose budgets set on interpretive projects as pricing included in proposals submitted compromise a part of the scoring process leading to an award.

Question 6:

Could you confirm who the successful bidder would be working with from the THC and any partner organizations?

Answer 6: The successful bidder will be working with staff from the THC Historic Sites central offices in Austin, which includes Interpretive Specialists, Architects, Education Specialists, Curators, and Historic Sites administrative staff. One of the central office members will serve as THC’s Project Manager and the selected bidder’s primary contact. The successful bidder will also be working with THC’s Maxey House site staff which includes a Site Manager, Educator/Interpreter, Office Manager, and Maintenance Supervisor. There is no expectation for direct work with any outside partner organizations.

Question 7:

What is the budget of the interpretive master plan?

Answer 7: THC does not disclose budgets set on interpretive projects as pricing included in proposals submitted compromise a part of the scoring process leading to an award.

Question 8:

What is the period of performance end date? We see the project begins on 1/10/25.

Answer 8: Per RFP Scction1.3 CONTRACT TERM the initial term of any Contract resulting from this Solicitation will be two years. THC, at its sole option, may extend any Contract awarded pursuant to this Solicitation for up to one additional year. Most THC Historic Site Interpretive Master Plan projects take 18 to 24 months to complete.

Question 9:

Page 9 under 2.1.3 Project Objectives - Will the site-related materials be organized for the contractor prior to award?

Answer 9: All relevant materials existing in THC Historic Sites files will be presented well organized and in an electronic format will be made upon the award of the contract.

Question 10:

Does the house have internet access? If so, does the public have access?

Answer 10: There is internet access in the Maxey House, the outbuilding with the admissions desk/museum store/small gallery, and the contemporary office building on site. There is no public access to the site’s wifi.

Question 11:

Page 10 under 2.1.5 Services Details - THC is identifying the constituent and stakeholder group for the workshop, will THC organize and schedule this workshop as well?

Answer 11: THC will identify the constituent and stakeholder group members, arrange for the meeting space, issue the invitations, track the responses, and organize the workshop space.

The selected bidder will work with the THC Historic Sites Project Manager to set the agenda for the stakeholder meeting.

Question 12:

Page 11 under 2.1.5 Services Details, #10 - Will there be a TEKS specialist available to the contractor?

Answer 12: There is not a dedicated TEKS Specialist assigned to work with the selected contractor, but the contract team will have access to the Historic Sites Chief Educator for some assistance.

Question 13:

What level of stakeholder involvement is expected during the development of the Interpretive Master Plan? Are there specific groups or individuals we need to engage?

Answer 13: Community stakeholders are only engaged in one full-day stakeholder workshop.

THC has a broad-based standardized list of community organizations, elected officials, and special interest groups which it uses to create the invitation list for the stakeholder meeting.

Question 14:

Are there specific deliverables beyond the final Interpretive Master Plan (e.g., drafts or progress updates) that THC expects?

Answer 14: Yes. In addition to the monthly progress reports specified in Section 2.6.4 of the RFP after the review of background files provided by THC and the initial site familiarization visit there is a brief preliminary report analyzing the contract team’s initial impression based on the documents provided by THC and the initial site visit. After the stakeholder meeting there is a report providing an analysis of the takeaways from that meeting. There are usually two to three draft IMP submissions for THC team review prior to final report submission and acceptance.

Question 15:

PCS: Please confirm the required RFP submission format. Page 3 and bid section 3.3 suggests that you require hard copy documents, whereas 3.7 suggests that it is an online (emailed) submission of proposals.

Answer 15: Submitted one (1) PDF emailed as a complete response to this RFP that contains all of Section 3.3 items 1-15.

Question 16:

PCS: Could you confirm the document format for the proposal (A3, Tabloid, etc.)?

Answer 16: See response to Question 15.

Question 17:

PCS: What constitutes evidence of "Financial Responsibility and Stability"?

Answer 17: Documents that constitute as evidence of Financial Responsibility and Stability assess a Respondent’s financial health, providing insight into their ability to fulfill contractual obligations by showing key factors like creditworthiness, debt levels, cash flow, and overall financial stability.

RESPONSE DEADLINE: 2:00 PM CT on December 6, 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.