ESBD_File_354352_RFP 808-24-241449.pdf

Texas Historical Commission RFP No. 808-24-241449

P.O. Box 12276 Austin, Texas 78711

Request for Proposals for

Development of Workbook on Indigenous Exhibit Design and Artifact Care

RFP# 808-24-241449

THC CONTACT: ISSUE DATE: March 26, 2024 Michael Gibbons CTCD, CTCM THC Purchaser, at (512) 936-4198 or PROPOSALS DUE DATE: April 26, 2024 Michael.gibbons@thc.texas.gov 2:00 P.M. Central Time mailto:xxxxxxxx@thc.texas.gov

TABLE OF CONTENTS

Signature Page ____________________________________________________________________ 3

Section I- General Information _______________________________________________________ 4

Section II- Statement of Work ________________________________________________________ 7

Section III- Proposal Information _______________________________________________________ 8

Section IV- General Terms and Conditions ________________________________________________22

EXHIBITS

Exhibit A Execution of Offer (provided by THC, to be completed by bidder)

Exhibit B Conflict of Interest

Exhibit C Nondisclosure Agreement

Exhibit D Certification Regarding Public Nature of the Offer (provided by THC, to be completed by bidder)

Exhibit E Price Schedule (provided by THC, to be completed by bidder)

Exhibit F Certification Regarding Lobbying (provided by THC, to be completed by bidder)

Exhibit G RFP Checklist (provided by THC, to be completed by bidder)

TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSALS

SIGNATURE PAGE

ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF THE PROPOSAL

Return sealed proposals via one of the methods described in Section 3.7

Immediately below return address on SEALED ENVELOPE, annotate opening date and request for proposals number. Faxed proposals will not be accepted.

Late proposals will NOT be considered under any circumstances.

Proposals are subject to negotiation and therefore only the names and addresses of respondents will be read at a public proposal opening upon request.

Respondent must sign proposal – the laws of the State of Texas must prevail on all proposals. By signing this signature page, Respondent certifies that if a Texas address is shown as the address of the Respondent, Respondent qualifies as a Texas Resident Bidder as defined in Rule 1 TAC 111.2.

The Payee Identification Number (PIN) is the taxpayer number assigned and used by the Comptroller of Public Accounts of Texas. This number needs to be entered in the spaces provided below. If this number is unknown, please enter either your federal employer’s identification Number or if sole owner enter your Social Security Number.

PIN: Phone: (_____) __________-___________

Business Name: Fax Number: (_____) _________-

Address: HUB Certified? [ ] Yes [ ] No

City-State-Zip: HUB #:

Email Address:

Signature: Print Name:

AWARD NOTICE: The State reserves the right to accept or reject all or any part of a proposal and waive minor technicalities. The State will award the contract to best serve the interests of the State. Award will be posted on http://www.txsmartbuy.com/sp.

Public RFP Opening Address Texas Historical Commission RFP No.: RFP# 808-24-241449 1700 N. Congress, B-65 RFP Deadline: April 26, 2024 Austin, Texas 78701 RFP Closing: 2:00 P.M. Central Time

NOTE: THIS FORM MUST BE COMPLETED & RETURNED WITH THE PROPOSAL

http://www.txsmartbuy.com/sp

TEXAS HISTORICAL COMMISSION

REQUEST FOR PROPOSAL

for

Development of Workbook on Indigenous Exhibit Design and Artifact Care

RFP 808-24-241449

Class/Item:

(917-10, 917-22, 917-27)

SECTION I

GENERAL INFORMATION

1. SCOPE. The State of Texas, by and through the Texas Historical Commission (THC), seeks sealed Request for Proposals (RFP) from qualified firms to detail an Indigenous approach to exhibit development and artifact care, specifically geared toward small museums in Texas. In collaboration with THC, Texas Department of Transportation (TxDOT), and a Tribal Advisory Group, the successful respondent will develop a workbook discussing exhibit design and artifact care incorporating Indigenous perspectives, Traditional Knowledge, and ways of knowing. This workbook will cover the entire exhibit development process including aesthetic, narrative and visitor experience which will enable small museums to update their exhibits in-house. Additionally, sections of the workbook will focus on topics specifically related to TxDOT’s mission, including how museums can work with archeological collections from curatorial facilities, creating exhibits that reflect native histories more accurately and are more accessible to both Tribal members and the general public. The workbook will highlight artifacts and other examples from some of TxDOT’s past archeological investigations. THC and TxDOT hold joint copyright. Approximately a year after the project is complete, the contractor may use the product they developed.

1.1 CONTRACT TERM. The services requested shall be provided beginning four weeks after contract is awarded or the last signature date, whichever is later, and ending no later than August 31, 2025.

1.2 COMPENSATION.

A. Basis of Payment. The basis of payment and reimbursement of costs is set forth in Exhibit E, Price Schedule. Acceptance by THC of deliverables specified in the contract is a condition of payment.

B. Invoices. The Respondent shall request payment by submitting the original of an itemized invoice in a form acceptable to THC. The invoice shall be supported by documentation required for the basis of payment listed in Exhibit E, Price Schedule. The Respondent may submit an invoice no more frequently than quarterly and no later than ninety calendar days after completing deliverables specified in the contract. Each invoice shall show the contract number, the total amount earned to the date of submission, and the amount due as of the date of the invoice.

C. Withholding Payments. If payment is withheld, THC shall notify the Respondent and specify conditions that would allow THC to release the payment. THC reserves the right to withhold payment:

(1) If a dispute over the work or costs is not resolved within thirty (30) days;

(2) pending verification that work is satisfactory;

(3) if the Respondent becomes a delinquent obligor under Family Code, §231.006;

(4) if the required work product is not received; or

(5) if the State Comptroller of Public Accounts will not issue a warrant to the Respondent.

D. Sub Providers and Suppliers List. The Respondent must provide THC with a list of all sub-providers and suppliers that submitted quotes or proposals for subcontracts. This list shall include sub-providers’ and suppliers' names, addresses, and telephone numbers.

E. Funds Availability. This contract is contingent upon the continued availability of funding. If funds become unavailable through lack of appropriations, legislative budget cuts, amendment of the Appropriations Act, state agency consolidations, or any other disruption of current appropriations, provisions of the Termination Article in the THC General Terms and Conditions shall apply.

F. Debt to the State. If the State Comptroller of Public Accounts is prohibited from issuing a warrant to the Respondent because of a debt owed to the State, the State shall apply all payments due the Respondent to the debt until the debt is paid in full.

1.3 DEFINITIONS. For purposes of this RFP, the following definitions apply;

a) Acceptable Quality Level - The level of performance of requested services below which the contract will not be paid or damages may be assessed;

b) Addendum - A modification of the specifications issued by the THC and distributed to prospective Respondents prior to the opening of responses;

c) Best and Final Offer (BAFO) - A formal request made to selected Respondents for revisions to the originally submitted Proposal;

d) Contract - The contract awarded as a result of this RFP and all exhibits thereto. This RFP, any Addendum issued in conjunction with this RFP, the successful Respondent's Proposal, any BAFO, and subsequent submission by Respondent, shall all be fully incorporated therein as exhibits;

e) Days – Calendar days unless otherwise stated;

f) Electronic State Business Daily (ESBD) - The Electronic State Business Daily, which is available online at http://www.txsmartbuy.com/sp

g) Gov't Code - Texas Government Code Title 2155

h) Proposal - The response submitted by a vendor to the THC as a result of this solicitation.

i) Respondent - Any person or vendor who submits a Proposal in response to this solicitation.

j) RFP - Request for Proposals, which is the type of solicitation in this document.

k) TAC - Texas Administrative Code, which is the publication for administrative rules.

1.4 RFP PROTEST PROCEDURES. Pursuant to 13 TAC §11.13:

a) The purpose of this section is to provide an internal protest procedure to be used by any actual or prospective bidder, offeror, proposer, or contractor who is aggrieved in connection with the solicitation, evaluation, or award of a contract by the commission from a delegated procurement.

The following procedures are available for persons or firms not awarded the contract pursuant to authority delegated to the commission by the Comptroller of Public Accounts or by Texas Government Code, Chapters 2155 - 2158. These procedures are consistent with the rules of the Comptroller of Public Accounts insofar as such rules are applicable to an internal agency review.

b) Any actual bidder or offeror who is aggrieved in connection with the award of a contract may formally protest the award of the contract by submitting a protest to the executive director in accordance with the procedures in this section.

(1) Any bid protest must be in writing and received in the care of the executive director within five working days after the bidder is notified that the award of a contract is forthcoming or otherwise knows, or should have known, of the occurrence of the action which is protested.

(2) Formal protests must conform to the requirements of and shall be resolved in accordance with the procedures set forth in this section.

(3) In the event of a timely protest, the commission shall consider the protest and reply in writing before proceeding with the solicitation or with the award of the contract unless the executive director makes a determination that the award of contract without delay is necessary to protect substantial interests of the state.

(4) If the executive director determines that a violation of the rules or statutes has occurred in a case where a contract has been awarded, the executive director shall inform the protesting party and other interested parties of that determination by letter. The letter shall set forth the reasons for the determination and may set forth any appropriate remedial action, which may include canceling or voiding the contract to the extent allowed by law.

(5) A bid or a bid protest that is not submitted in a timely manner is not eligible for consideration under this section.

c) A formal protest shall be addressed to the executive director and must be sworn and contain the following:

(1) a specific identification of a statutory or regulatory provision(s) that the action complained of is alleged to have violated;

(2) a specific description of each act alleged to have violated the statutory or regulatory provision(s) identified in paragraph (1) of this subsection;

(3) a precise statement of the relevant facts;

(4) an identification of the issue or issues to be resolved;

(5) argument and authorities in support of the protest; and

(6) a statement that copies of the protest have been mailed or delivered to all other identifiable interested parties. Upon request, the commission will furnish to the requestor a list of interested parties, as reflected in the records of the commission.

d) The executive director may request additional information from the party submitting the protest, any other interested party, or commission staff.

e) If the protest is not resolved by mutual agreement, the executive director will issue a written determination of the protest.

(1) If the executive director determines that no violation of rules or statutes has occurred, he shall so inform the protesting party by letter which sets forth the reasons for the determination.

(2) If the executive director determines that a violation of the rules or statutes has occurred, he shall so inform the protesting party by letter which sets forth the reasons for the determination and the appropriate remedial action.

f) A decision by the executive director shall be the final administrative action.

g) The commission will maintain all documentation about the purchasing process to be used in the event of a protest or appeal in accordance with the commission's record retention schedule.

1.5 AUTHORITY.

THC is soliciting the services stated in this Solicitation under of the authority Texas Government Code §2155.067 and 34 TAC Part 1, Chapter 20, Subchapter C, Division 2, §§20.206, 20.209

SECTION II

STATEMENT OF WORK

SERVICE REQUIREMENTS. Services shall include the requirements contained in this RFP. Services set forth that contain the words "must" or "shall" are mandatory and must be provided as specified with no alteration, modification, or exception. Services set forth that contain the words "may" or "can" allow Respondents to offer alternatives to the manner in which the commodities/services are provided. The requested services and corresponding deliverables are detailed in the subsections below.

2.1 BACKGROUND. THC’s Museum Services Program and the Archeology Division seek to continue the collaborative work with Federally Recognized Tribes and museums in Texas that started with the “Consultation and Collaboration: A Starting Point for Museums and Indigenous Tribes” training workshop and webinar series held in 2023. Funded by TxDOT’s Beyond the Road campaign, the training series taught museums the importance of building ongoing relationships with Federally Recognized Tribes, how to identify inaccuracies in interpretation and why it is necessary to collaborate with tribes when making those assessments.

The current project builds on those concepts and provides guidance from an Indigenous perspective on exhibit development and artifact care. The training series and the current workbook support TxDOT’s mission “Connecting You with Texas.” As part of that overall mission, the Environmental Affairs Division and the Cultural Resources Section’s main goals are to deliver transportation projects. This workbook will fit into TxDOT’s mission and goals in the following ways:

1. Will continue TxDOT’s programmatic consultation and collaboration with tribal consultation partners;

2. Will inform how TxDOT archeological collections are managed, stored, and curated, especially those collections associated with tribal history and tribal communities in the past;

3. Will allow TxDOT to continue to develop relationships with museums to help tell Texas history and archeological stories uncovered as part of TxDOT’s work, as required under the Antiquities Code and any mitigation under the National Historic Preservation Act; and

4. Will allow TxDOT and its consultants to consider ways of curation that allow easier access to materials by museums to use in interpretation and display.

Similarly, the workbook supports THC’s mission: To protect and preserve the state’s historic and prehistoric resources for the use, education, enjoyment, and economic benefit of present and future generations. As the State Historic Preservation Office, THC also has responsibilities to provide public information, education, training, and technical assistance in historic preservation and to https://statutes.capitol.texas.gov/Docs/GV/htm/GV.2155.htm https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=206 https://texreg.sos.state.tx.us/public/readtac$ext.TacPage?sl=R&app=9&p_dir=&p_rloc=&p_tloc=&p_ploc=&pg=1&p_tac=&ti=34&pt=1&ch=20&rl=209 implement the Statewide Preservation Plan (SPP). The SPP provides five tribal priorities identified in consultation with Federally Recognized Tribes. Several of these priorities are likewise supported through this project. The first three are:

1. Increase consultation and collaboration with Federally Recognized Tribes through regulatory arenas, as well as non-regulatory efforts and projects. Provide ongoing education about the consultation and collaboration process.

2. Provide more opportunities for Natives to share perspectives and preservation priorities.

3. Expand efforts to tell Native histories-focus on individual tribal histories rather than treating all tribal histories as one story, as directed through each tribal nation.

This project is an attempt to address these priorities and concerns expressed by tribal representatives about museum interpretation and artifact display. The project will also provide best practices for storage, analysis, and curation of tribal artifacts uncovered as part of TxDOT and THC projects.

In collaboration with the Tribal Advisory group, TxDOT representatives, and THC representatives, the successful respondent will develop a workbook for small museums, which provides guidance on Indigenous approaches to exhibit design and artifact care, both in permanent curation and temporary housing. While the training series focused on how museums can establish consultation and collaboration with Indigenous Tribes, the workbook will continue with the next steps of collaboration, specifically discussing exhibit design and artifact care incorporating and in consideration of Indigenous approaches, perspectives, and Traditional Knowledge and ways of knowing.

The guidance provided in this workbook will enable small museums to collaborate with Indigenous groups to update their exhibits in-house. Sections of the workbook will focus on topics specifically related to TxDOT’s and THC’s missions, including fostering stewardship, better artifact care, using archeological collections from curatorial facilities as educational tools, creating exhibits that are more accurate and accessible to both Tribal members and the general public. The workbook must highlight artifacts from some of TxDOT’s past archeological investigations.

Previously developed materials that can help inform this project are available on the THC’s Museum Services webpage at www.thc.texas.gov/museums-and-tribes and exhibit development and design workbook.

2.2 PROJECT OBJECTIVES. The Texas Historical Commission (THC) is soliciting proposals in response to this Request for Proposal No. 808-24-241449, from qualified vendors to provide:

A workbook outlining the exhibit development and design process for museums to follow to incorporate Indigenous perspectives into exhibitions and artifact care. While the targeted audience of the workbook is the small history museum, the information is applicable to any museum, including archeological contractors who temporarily house and often are the first to care for and exhibit finds from TxDOT’s investigations under Section 106 of the National Historic Preservation Act. Through consultation and collaboration with a Tribal Advisory group of Federally Recognized Tribal members, the workbook will detail Indigenous guidance on exhibit development and design process from the beginning planning stages to final installation and exhibit opening. It will include, but not be limited to, information about budgeting, sourcing materials, estimating costs, measuring spaces, http://www.thc.texas.gov/museums-and-tribes https://www.thc.texas.gov/public/upload/preserve/museums/files/Final%20Workbook%207-20-2017.pdf https://www.thc.texas.gov/public/upload/preserve/museums/files/Final%20Workbook%207-20-2017.pdf selecting and using artifacts, selecting images, writing exhibit labels, developing themes and topics, layout and flow, lighting, setting, sound and other information central to developing an exhibit.

Central to the workbook is how museums work with Federally Recognized Tribes with connections to the area from project conception through the exhibit opening, planning every step of the exhibit process in consultation with Tribal advisors. This workbook is unique as it will incorporate tribal perspectives and, where advisors deem appropriate, Traditional Knowledge and ways of knowing.

This information can be sensitive and confidential; however, the workbook will provide guidance on navigating these challenges, helping to inform not only exhibits but also how museums can provide proper care for artifacts during all phases of the process. Respondents can anticipate different recommendations from different tribes and will need to carefully identify when advice provided is coming from a specific tribe rather than a more general comment from the Tribal Advisory Group.

While the primary goal of this workbook is to provide information for small museums, the workbook will also serve as guidance for TxDOT's archeological contractors, who handle many of the state's held-in-trust collections during analysis and initial reporting, and prior to curation at a certified curatorial facility. The workbook will examine artifact care during the various stages of handling, from excavation to exhibit, and provide information on artifact care in temporary custody, curation, and pre-exhibition. In addition to being a resource for small museums, this workbook is also a tool TxDOT and their contractors can use for future mitigation projects and public outreach, areas in which Tribal representatives have requested TxDOT focus additional efforts.

When incorporating examples into the workbook and webinars, emphasis will be placed on finding Texas or Texas-related examples. Every effort to find TxDOT projects that serve as good examples to be used in project materials must be made in addition to using non-TxDOT examples. The successful respondent will be responsible for developing the content for the workbook and conducting the necessary research to find appropriate photos and other examples to reference throughout the workbook to demonstrate good, better, and best recommendations.

In addition to the workbook, the project will include two webinars covering additional topics that are relevant to developing and incorporating Indigenous perspectives in exhibits and artifact care. These topics can include, but are not limited to, placing Indigenous voices in the foreground of exhibits, when and how a museum begins to make changes to its exhibits and the preferred ways to: welcome Tribal artifacts into a museum, ways to care and house Tribal artifacts, and display techniques of Tribal artifacts. Discussion with the Tribal Advisory Group and the rest of the project staff (TxDOT and THC staff) during workbook development will help determine the specific webinar topics. The project team will consist of representatives from TxDOT, THC, the Tribal Advisory Group, and the successful respondent.

The planned start date for this project is four weeks after the contract is awarded (early 2024) and all project components must be complete by August 31, 2025. THC Museum Services in History Programs Division, in collaboration with THC Tribal Liaison in the Archeology Division will work with the successful respondent to develop a Tribal Advisory Group for this project. This group will advise and guide the project staff as to the content and topics covered in the workbook. This advisory group will play a key role in the project, and their guidance is highly valued. The advisory group will meet virtually on a quarterly basis and plan to meet in-person, minimally, once a year during the TxDOT Tribal consultation meeting.

Additionally, the successful respondent will be the primary contact for this project working with the Tribal Advisory Group, both as a group and on an individual basis to ensure all feedback is incorporated into the workbook. This work includes, but is not limited to, planning meetings, setting agendas, record meeting notes, create trip itineraries, written summaries of communications with Tribal Advisors, join project staff on cultural center and Tribal Museum visits, attend all project meetings and arranging financial reimbursements for Tribal advisors. The contractor will provide written updates to the THC/TxDOT project team summarizing all communications with the Tribal Advisory Group.

A monthly standing project staff meeting is scheduled for the second Friday at 9 a.m., conducted virtually. The responsibility of setting the agenda and recording meeting notes during these sessions falls on the respondent, with both the agenda and meeting notes considered essential project deliverables. In addition to the regular monthly meetings, the contractor is expected to participate in three virtual meetings with Tribal Nations hosted by THC or TxDOT (totaling three meetings) and attend the annual TxDOT Tribal Consultation meeting(s).

The contractor will also conduct research to identify the most appropriate museums (in and out-of-state) that are most effectively using an Indigenous approach to exhibit development. Out-of-state travel is not guaranteed for project staff. If out-of-state travel is possible, the contractor and project staff will concurrently visit some of these museums and talk with key staff members. These conversations will center around the museum’s approach to exhibit development and what are the key elements that should be conveyed to small museums and included in the workbook.

The contractor will also research Texas museums incorporating the Indigenous perspective into their exhibits. Documenting both approaches is important. Many small museums may start by incorporating the Indigenous perspective into their exhibits and slowly move into an Indigenous approach. Both techniques (Indigenous-led and Indigenous-informed) should be addressed in the workbook.

Possible museums to visit are: The Choctaw Nation Museum, Delaware Nation Cultural Center and Museum (currently under development), First Americans Museum, Houston Museum of Natural Science, Panhandle Plains Historical Museum and Caddo Mounds State Historic Site to name a few.

The contractor’s research will extend to finding Texas examples and more specifically TxDOT examples, when possible, that can be used to illustrate points throughout the workbook. THC staff and TxDOT staff may provide suggestions and resources for this material if needed.

The successful respondent may also plan to attend the Bridging the Gap conference or other Tribal-led conference. Bridging the Gap is an in-person Tribal conference established in 2001 to strengthen government-to-government relationships between the U.S Forest Service and Federally Recognized Tribal Governments on cultural and natural resource management issues. The meeting has expanded over the years to include attendees from numerous federal and state agencies and over twenty Tribes.

The project staff plans to attend this conference in Spring 2024 pending approval. Alternative tribal conferences/trainings may be considered, with approval.

Attending Bridging the Gap (April 1- 4, 2024) or other Tribal-led conferences is an important way to demonstrate commitment to working with the Tribes. This meeting provides an opportunity for the project consultants and staff to gain a deeper understanding of the broader challenges and issues facing Tribes on a regular basis. This insight is essential for developing an effective and useful Indigenous exhibit and artifact care workbook. Attending this meeting is also an opportunity to recruit, collaborate, and consult with Tribal members on the Tribal Advisory Group for this project.

Once the visits and meetings (virtual and in-person) with other museums are complete and the project team have agreed on a general outline (requires approvals), writing of the workbook can begin. This is estimated to be Fall of 2024. There will be at least two draft reviews by staff and the Tribal Advisory Group before a final version is submitted for review and approval. Once completed, the workbook will be available as a PDF online on the THC Museum Services web page. Physical copies of the workbook will not be printed as a part of this contract.

While the workbook is under development, the contractor, using information gathered during workbook development, will work with the Tribal Advisory Group and project staff to develop webinar topic suggestions. Once topics are decided, the contractor will identify speakers to develop and deliver each webinar.

Contractor is responsible for project evaluation. This includes developing evaluation questions and summarizing evaluation results for both webinars. This also includes working with Museum Services to develop an evaluation and evaluation format Museum Services can use to evaluate the workbook. This may include a QR code, link to follow or other method to use when downloading and using the workbook.

Once the project is complete and evaluation data is collected, the contractor will prepare a final report of the project. The final report will review all aspects of the project, evaluate the strengths and weaknesses, and evaluate final products. It will also assess feedback from any evaluation data that is collected up to the time of writing the final report. It should also reflect on where there are opportunities to grow on the foundation laid by this project.

All project activities will be completed by August 31, 2025.

Consultant Fee

The total amount of the contract is $91,500 over two years.

The consultant is responsible for paying the webinar speakers and the stipends and travel costs to the Tribal members who serve as advisors to the project.

• $27,000 is designated for Tribal stipends and travel costs for the two-year project period. The project plans for up to 9 Tribal advisors with a $3,000 stipend for each advisor that also covers travel costs. The $3,000 stipend is split across both years of the project.

• $2,000 is designated for webinars (minimum of 2, more if possible).

Anticipated Expenses First year of project FY2024 Consultant fees $30,000 Tribal stipends and travel $13,500 $43,500

Project start date will adjust accordingly based on date of signed contract.

Project end date is fixed at August 31, 2025

Work anticipated January 2024 – August 31, 2024 (FY 2024)

• Hire Consultant

• Attend Bridging the Gap or other Tribal led conference

• Form Tribal Advisory Group

• Research and propose museums to visit

• Schedule and conduct museum visits

• Write summaries of museum visits

• Develop project staff meeting schedules

• Develop Tribal Advisory Group meetings schedules (quarterly basis)

• Conduct research (for workbook content)

• Develop plan for addressing artifact care in the workbook (separate section, discussed throughout, etc.)

• Written updates on communication with Tribal advisors

• Develop agendas and write notes for all meetings

• Begin exploring all possible content areas for workbook

• Begin research finding examples to be used in the workbook (special attention to find Texas examples and TxDOT related examples)

Anticipated Expenses Second year of project FY 2025

Consultant fees $32,500 Tribal stipends and travel $13,500 Webinars $ 2,000 $48,000

Work anticipated September 1, 2024 – August 31, 2025 (FY 2025)

• Work with Tribal Advisory Group and staff to focus on specific content to include in the workbook

• Write draft outline of exhibit and artifact care workbook

• Submit outline draft to Tribal advisors and staff for review

• Create schedule for the workbook review including draft reviews and review of final workbook

• Write and submit workbook content for reviews; make revisions and submit final workbook

• Develop webinar topics in consultation with Tribal Advisors and staff

• Find speakers approved by Tribal Advisory Group for webinar topics

• Work with THC staff to schedule webinars

• Host webinars

• Manage webinar registration, PR, etc.

• Organize and host Tribal Advisory meetings on quarterly basis (schedule set during year 1)

• Hold regular meetings with staff (schedule set during year 1)

• Provide copy of final workbook in appropriate format for THC website and in word document to allow for future editing/revising.

• Museum Services will publicize the workbook

• Evaluation of project

• Final report

• Submit copies of all deliverables

2.3 REPORTING AND DELIVERABLES.

• Establish Tribal Advisory Group o Prepare a contact list track when Tribal Advisors are contacted and provide summary of conversations and interactions.

• Establish regular, quarterly meetings of the Tribal Advisory Group (virtual or in-person)

• Written reports of all Tribal Advisory Group meetings

• Monthly project staff meetings the second Friday of each month at 9 am

• Written notes of monthly team meetings

• Museum visit(s) trip itineraries (examples can be provided)

• Agendas for museum visits and meetings

• Notes taken during museum visits

• Attendance at three THC and/or TxDOT monthly Tribal Nation meetings

• Attendance at Bridging the Gap conference (or other Tribal-led conference) )

• Production of Workbook on Indigenous guidance on developing exhibits and artifact care to be available online o Two drafts (1st and 2nd) circulated to project team for review and comments o Final copy submitted for review and comments before being published online

In total there are three (3) versions the project team approves before finalizing.

• Two webinars, with PowerPoint and associated handouts, recorded, archived and available on-demand on THC website

• Evaluation conducted on each webinar and written summaries of evaluation findings of both webinars

• Develop evaluation and evaluation method for those downloading the workbook.

• Quarterly report of project work completed and plan for remaining project components, submitted with invoices on quarterly basis

Services are estimated to take place beginning four weeks after contract is awarded through August 31, 2025. An initial meeting or conference call to agree on the approach must be scheduled to occur within

(2) two weeks of the last signature date of the contract. Services shall be performed under the coordination of Museum Services Program in the History Programs Division of the THC.

Any face-to-face meetings deemed necessary by Respondent and/or THC will take place at a location approved by both parties.

2.4 SUBCONTRACTORS. Subcontractors providing services under the Contract shall meet the same requirements and level of experience as required of Respondent. No subcontract under the Contract shall relieve Respondent of responsibility for ensuring the requested services are provided.

Respondents planning to subcontract all or a portion of the work to be performed shall identify the proposed subcontractors and the proposal shall include a letter from each proposed subcontractor, agreeing to work on the team.

2.5 HUB SUBCONTRACTING. In accordance with the Texas Government Code, Sections 2161.181-

182 and Title 34, Chapter 20, Subchapter B, §20.10- §20.28 of the Texas Administrative Code (TAC), the Texas Historical Commission (THC) shall make a good faith effort to utilize Historically Underutilized Businesses (HUBs) in contracts for construction services, including professional and consulting services; and commodities contracts. The purpose of the HUB Program is to promote full and equal business opportunities for all businesses in State contracting in accordance with the THC projected goals:

•11.2 percent for heavy construction other than building contracts, •21.1 percent for all building construction, including general contractors and operative builders’ contracts, •32.9 percent for all special trade construction contracts, •23.7 percent for professional services contracts, •26.0 percent for all other services contracts, and •21.1 percent for commodities contracts.

This solicitation has been identified as one that does not require a HUB subcontracting plan. However, if you plan on using subcontractors during this contract, you must request, complete, and submit a HUB subcontracting plan. You may request the HUB Subcontracting Plan from the listed purchasing contact in this solicitation.

If you have any questions, please contact the THC HUB Coordinator Eric McKiver at 512-463-7748, or by email at eric.mckiver@thc.texas.gov

2.6 PERFORMANCE TRACKING. THC will monitor the performance of the Contract issued under this RFP. All services under the Contract shall be performed at an acceptable quality level. All deliverables will be submitted in accordance with the timeline agreed upon at contract signing.

Performance tracking methods may include, but are not limited to, meetings and documentation requirements deemed necessary by the agency to assess progress of the contractor toward meeting the identified goals and outcomes established in response to assessments of unsatisfactory performance in accordance with this procedure.

SECTION III

PROPOSAL INFORMATION

3.1 SCHEDULE OF EVENTS. The solicitation process for this RFP will proceed according to the following schedule:

EVENT DATE_________________

o Issue RFP/ESBD Posting Date March 26, 2024 o Deadline for Submission of Questions April 2, 2024 o Official Response to Questions Posted on the ESBD April 19, 2024 o Deadline for Submission of Proposals/RFP April 26, 2:00 PM CT

(Late responses will not be considered) o Public Bid Opening April 26, 2024, 2:01 PM CT o RFP Evaluations April 29 May 10, 2024 o Interviews with Top Candidates (if necessary) May 13-14, 2024 o Expected Award of Contract May 16, 2024 o Expected Contract Start Date June 17, 2024

3.2 REVISIONS TO SCHEDULE. THC reserves the right to change the dates in the schedule of events above upon written notification to prospective Respondents through a posting on the Electronic State Business Daily (ESBD) as an Addendum. It is the responsibility of interested parties to periodically check the ESBD for updates to the RFP prior to submitting a Proposal. The Respondent's failure to neither periodically check the ESBD will in no way release the Respondent from the requirements of "addenda or additional information" nor will any resulting additional costs to meet the requirements be allowed after the award(s).

3.3 PROPOSAL REQUIREMENTS. Listed below is a summary of all information to be included in a

Proposal submitted in response to this RFP. THC reserves the right, in its sole judgment and discretion, to waive minor technicalities and errors in the best interest of the state. If you are emailing your proposal, you are required to follow the below.

Respondents shall submit one (1) signed original

1. Signature Page

2. Exhibit A – Execution of Offer

3. Exhibit B – Conflict of Interest

4. Exhibit C – Nondisclosure Agreement

5. Exhibit D – Certification Regarding Public Nature of the Offer

6. Exhibit E – Price Schedule (see 0; Must be returned in a separate envelope)

7. Exhibit F – Certification Regarding Lobbying

8. Exhibit G – RFP Checklist

9. Acknowledgement of Addenda (if applicable)

And five (5) copies of:

10. Respondent Information

Include the following information related to the responding business entity: formal name and all assumed names used by the business entity; structure of business entity (i.e. sole proprietorship, partnership, corporation, etc.); state in which business entity was formed or incorporated; physical address and mailing address; principal place of business; whether, and to what extent, Respondent has established a physical presence in the State of Texas including relevant timeframes; and name, title, address, telephone number, facsimile number, and e-mail address of Respondent's primary contact

11. Sub-contractor Acknowledgement.

If applicable, include a letter from any subcontractor proposed for the work in which the subcontractor agrees to work on the team. The letter should be on the subcontractor’s letterhead and explicitly acknowledge that the team member (1) agrees to the teaming arrangement, (2) is aware of and agrees to the specified rate structure, (3) is aware of and agrees to the terms of the proposed contract, and (4) is aware of and agrees that the team member has no conflict of interest. The letter must be included in the bid package, not mailed under separate cover.

12. Project Approach Narrative (see 3.4.1)

13. Experience and Qualifications (see 3.4.2)

14. References (see Error! Reference source not found.)

15. Evidence of Financial Responsibility and Stability.

The Respondent must provide evidence of financial responsibility and stability for performance of the requirements/services for which a proposal is submitted. In addition, the Respondent must disclose the source of any outside financial resources that will be utilized by the Respondent to enable it to perform any Contract awarded pursuant to the RFP. If requested by THC Respondent must provide copies of documents to show the financial capability to demonstrate financial solvency, and to verify the capacity to fulfill the requirements of this RFP. The documents may include but are not limited to the Respondent's most recent audited financial statement. THC reserves the right to require any additional information necessary to determine the financial integrity and responsibility of a Respondent and to reject a response on the grounds of the Respondent's financial soundness.

Note: The one (1) original submitted proposal must contain all submission items 1-15 and five (5) copies must only contain items 8-15 as shown above, unless you are emailing your RFP response, then you are required to submit the whole RFP (1-15), to responses@thc.texas.gov

Submittal pages should be numbered and contain an organized, paginated table of contents corresponding to the section and pages of the submittal. Additionally, the respondent shall provide a formatted USB Flash Drive containing an original, complete copy of the respondent’s proposal to this RFP. The format shall be Adobe Acrobat version 9.0 or higher.

a) Costs: THC will not reimburse the Respondent for any cost related to its Proposal. The Respondent is responsible for any expense related to the preparation and submission of its Proposal.

b) Proposals will be subject to the Texas Public Information Act (PIA), Tex. Government Code, Chapter 552, and may be disclosed to the public upon request. The Proposal and other submitted information shall be presumed to be subject to disclosure unless a specific exception to disclosure under the PIA applies. However, subject to the Act, Respondents may protect trade and confidential information from public release. Respondent is required to make any information created or exchanged with the State pursuant to this contract, and not otherwise excepted from disclosure under the Texas Public Information Act, available in a format this is accessible by the public at no additional charge to the state.

If it is necessary for the Respondent to include proprietary or otherwise confidential information in its Proposal or other submitted information, the Respondent must clearly label mailto:responses@thc.texas.gov that proprietary or confidential information and identify the specific exception to disclosure in the PIA. Merely making a blanket claim the entire Proposal is protected from disclosure because it contains some proprietary information is not acceptable, and shall make the entire Proposal subject to release under the PIA. In order to initiate the process of seeking an Attorney General opinion on the release of proprietary or confidential information, the specific provisions of the Proposal that are considered by the Respondent to be proprietary or confidential must be clearly labeled as described below. Any information that is not clearly identified as proprietary or confidential shall be deemed to be subject to disclosure pursuant to the PIA. Trade secrets or other confidential information, submitted as part of a Proposal, shall be clearly marked at each page it appears. Such marking shall be boldface type at least 14-point font.

3.4 ELEMENTS OF PROPOSAL

3.4.1 Respondent’s approach to providing the required services 50%

List Respondent’s approach to how they will fulfill the services outlined in the RFP here.

In this section, respondents are expected to outline their methodology, strategies, budget justification, resource allocation and plans for delivering the services outlined in the RFP.

The respondent’s approach should demonstrate a clear understanding of the project’s objectives and requirements while also demonstrating innovation and creativity that may involve unique strategies, tools, or methodologies that set the respondent apart from other proposals. The assessment of this section will focus on the clarity, feasibility, and effectiveness of the proposed approach.

3.4.2 Experience, Qualifications, and References 25%

• Name of the individual(s) that will be working on the project and their proposed area(s) of responsibility. If proposing as a firm or project team, describe the team’s structure and how it is organized to provide the services requested by this RFP.

• Description of the relevant education, experience, and qualifications of the project manager and any staff who will be working on the project.

• Describe respondent’s familiarity with working knowledge of and demonstrated experience with Native American protocol, custom, tradition, culture, and government to government sovereignty protocols and relationships. Information on projects of a similar nature and of significant work completed by the consultant in the past five (5) years. Details can be provided in the previous work experience section. Include specific dates and types of services provided, and highlight success in meeting work schedules, project budgets, and product deadlines.

Preferred Qualification: describe the extent to which the individuals working on the project are familiar with the requirements of Presidential Executive Order 13175, Tribal Consultation and Coordination with Indian Tribal Governments, the Federal Trust Responsibility, and principles of Federal Indian Law.

3.4.3 Previous work experience with similar projects 25%

• Provide information on projects of a similar nature and of significant work completed by the consultant in the past five (5) years. Include specific dates and types of services provided, and highlight success in meeting work schedules, project budgets, and product deadlines. Also relevant are examples of projects in which the respondent worked collaboratively with representatives of Federally Recognized Tribes and non-Federally Recognized Tribes.

Details and duration of that working relationship are relevant to this project.

• Also relevant are any projects in which the respondent has worked with museums or museum-related organizations to develop exhibits, interpretive materials, and/or training products such as workbooks, presentations, workshops, webinars, webpages or other materials. A contact person with phone number and email address from each project listed as an example should be provided. The Evaluation Committee, at their discretion, may follow up to confirm the work listed. Negative responses or inability to reach the listed project contact person listed can be considered non-responsive and may be grounds for disqualification.

3.4.4 Price Schedule

The Respondent shall submit a price schedule in response to this RFP by utilizing the format provided in Exhibit E (Price Schedule). The Respondent shall include all expenses associated with performing the required services, traveling, administrative and related services. Exhibit E (Price Schedule) is intended to assist the Respondent in estimating all costs associated and that the total proposal price will cover those expenses. Respondent will use information provided under Consultant Fees heading when developing the price schedule.

It is the responsibility of the Respondent to pay for expenses incurred while traveling.

Travel expenses can be estimated using the CPA’s Travel Reimbursement Rates located at:

https://fmx.cpa.state.tx.us/fm/travel/travelrates.php.

The Respondent shall provide a budget justification and a breakdown of elements for each of the following in order to show how the total amount of $91,500 in project funds will be allocated.

1) Classification of all employees and/or associates expected to perform the required services;

2) Hourly fee for employees and/or associates expected to perform the required services;

3) Estimated total working hours by employees and/or associates;

4) Estimated travel expenses to include cost for transportation, overnight lodging, and meals; and

5) Estimated expenses to include cost for administrative and related services.

6) Tribal Advisory Group stipends and travel expenses.

Failure to submit a breakdown of elements for the proposal budget shall cause the Respondent to be disqualified.

https://fmx.cpa.state.tx.us/fm/travel/travelrates.php

The proposal price shall be firm for acceptance for ninety (90) days from the RFP closing date unless otherwise specified in the RFP.

All costs directly or indirectly associated to the preparation of a response to this RFP and/or any oral presentation requested to supplement a submittal shall be at the Respondent’s expense.

If Respondent takes any exceptions to any provisions of this RFP, these exceptions must be specifically and clearly identified by Section in Respondent's Proposal in response to this RFP and Respondent's proposed alternative must also be provided in the Proposal.

Respondents cannot take a 'blanket exception' to this entire RFP. If any Respondent takes a 'blanket exception' to this entire RFP or does not provide proposed alternative language, the Respondent's Proposal may be disqualified from further consideration. Any exception may result in the Contract not being awarded to the Respondent.

3.5 INQUIRIES.

a) Should any Respondent find discrepancies among the Proposal Document, or should the Respondent be in doubt as to their exact meaning, the Respondent should notify the THC at once. All inquiries shall be submitted in writing by the date listed in the 3.1 Schedule of Events.

Verbal inquiries and responses will not be valid or binding.

a. For questions contact…