Exhibit Design Writing RFP.pdf

Intermediate Procurement #23-552 Page 1 of 11

STATE OF OREGON

Oregon Department of State Lands - South Slough National Estuarine Research Reserve

COVER PAGE

RFP TITLE: EXHIBIT WRITING AND GRAPHIC DESIGN

Intermediate Request for Proposal (RFP) Number S-14100-00006280

Date of Issue: March 29, 2023

Closing Date and Time: April 25th, 2023, at 2:00 PM Pacific Time

Single Point of Contact (SPC): Michelle Johnson, Contracts Specialist

Address:

Department of State Lands South Slough National Estuarine Research Reserve 63466 Boat Basin Drive Charleston, Oregon 97420

Phone (voice): (503) 798-7975 E-mail: Michelle.j.johnson@dsl.oregon.gov

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SECTION 1: PURPOSE; BACKGROUND; DEFINITIONS; SCOPE

Purpose With a design intent document in-hand, the Reserve is ready to move forward with the development of new exhibits to meet the needs described above. This contract seeks a writing and graphic design team for exhibit panels, graphic interactives, flip books, and other static interpretive elements in the exhibit hall. The end products should be print ready in the appropriate format for the fabricator.

Background Oregon’s South Slough National Estuarine Research Reserve provides habitats for salmon, great blue herons, bald eagles, migrating ducks, elk, oysters, and crabs. It offers a diverse landscape of open waters, emergent islands, streams, salt marshes, and forested uplands. Through research, education, and stewardship programming – including a visitor center for the public – the Reserve promotes scientific and public knowledge of estuaries and how important they are to the natural, social, cultural, and economic fabric of the region.

The visitor center enhances awareness of the ecological and economic importance of estuaries and the role the Reserve plays in estuarine research, education, management, and protection. Currently, exhibitions focus on different habitats, beginning with the upland forest and transitioning through other habitats that surround the estuary, ending with the open water channels. One internal wall is dedicated to the stories of the native people who have lived and stewarded the land for thousands of years and the early colonial settlers of the region. The exhibits were designed to be self-guided with docent support. Much has changed since the exhibits were installed some 15 years ago.

The Reserve does not have staff or volunteer capacity to have a docent readily available, so a new exhibit design program must enable all visitors to fully understand themes without assistance. The ways visitors learn from and interact with exhibits has transformed, as well as the population of visitors themselves. Our understanding of the many ways different people engage with self-guided exhibits has also changed over time and new best practices have emerged. Perhaps most importantly, the education, research, and stewardship activities and priority issues at the Reserve have evolved based on increased local and national knowledge built over time. The Reserve exhibits need updates to accommodate these changes to stay relevant, accurate and meaningful to visitors, and to welcome new visitors who may have previously been excluded due to limitations in how information was presented.

Content Design Collaborative was hired in 2022 to evaluate the existing exhibition installations and offer a design revision package to ultimately increase accessibility, illuminate scientific practice in the Reserve, deepen connections between people and nature, and highlight the value of the estuary to diverse cultural and ecological communities.

Working in collaboration with staff and other interested stakeholders, this plan is grounded in the following main message:

South Slough Reserve is a protected estuary that provides opportunities for plants, animals, and people to thrive.

Its long-term vitality hinges on our appreciation, learning, and sharing of its natural, social, and cultural importance.

Design and content intent for panels and elements is outlined in the attached design intent document. The Reserve owns or can produce photographic images and maps for use in most elements. Background information for most topic areas is readily available. Culturally significant stories, images and other content included in the design will be provided by local tribes, contracted through the Reserve. Proposer will collaborate with Reserves and Tribes to blend these elements.

Definitions

DSL or Agency Department of State Lands SSNERR South Slough National Estuarine

Research Reserve

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NOAA National Oceanic and Atmospheric Administration

NERRS National Estuarine Research Reserve System

CTCLUSI Confederated Tribes of Coos, Lower Umpqua and Siuslaw Indians

CIT Coquille Indian Tribe CTSI Confederated Tribe of Siletz Indians

Scope of Services

The scope of services is described below:

The selected Contractor shall:

Task 1 - Written information and other material that demonstrate how you will meet the qualifications;

Work samples submitted for evaluation should consider the selection criterion listed below, along with any additional information or evidence proposers believe relevant for this RFP. Provide information, examples and references from at least two but no more than five projects to illustrate experience and knowledge of scientific displays. Examples should include the following elements:

• Provide samples or records of exhibit design and text, such as interpretive panels, interactive elements or models, or narration and dialogue for audio or video.

• Provide previous experience on projects of similar scale and complexity.

• Provide an example of experience and knowledge of design and writing for fixed exhibits that are integrated with each other to create a unique interactive experience.

• Demonstrate your experience communicating complex scientific concepts, natural, and human systems through interpretive exhibits, especially to broad or diverse audiences.

• Include experience producing designs that provide multiple pathways for understanding and learning.

• Describe the amount of time considered necessary to interact with the Reserve education coordinator

(site lead) on the project.

• Start and finish dates.

Task 2 - Work samples; Provide information, examples, and references from at least two but no more than five projects to illustrate experience and knowledge of scientific displays. Examples should include the following elements:

• Color images (photographic or machine reproductions) where writing and text are visible and readable.

• Project size or scope.

Task 3 – Schedule and Services;

• Provide timelines for the overall project with breakdown of each task.

Task 4- Cost;

• Detail project budget ( Use attached budget template)

SECTION 2: GENERAL INFORMATION

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2.1 Pre-Proposal Video Conference Call

A pre-Proposal video conference call will be held on April 5, 2023, at 10:00AM PST by TEAMS video conference.

Prospective Proposers’ participation in this conference is mandatory.

Join on your computer, mobile app or room device Click here to join the meeting Meeting ID: 281 007 000 547 Passcode: dMPKSa Download Teams | Join on the web Or call in (audio only) +1 503-446-4951,,477464242# United States, Portland Phone Conference ID: 477 464 242

The purpose of the pre-Proposal conference is to:

• Provide additional description of the project;

• Explain the RFP process; and

• Answer any questions Proposers may have related to the project or the process.

Statements made at the pre-Proposal conference are not binding upon Agency. Proposers may be asked to submit questions in Writing.

2.2 Minimum Proposers Requirements

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

• Minimum, one member of the firm with a B.A. or higher degree in Interpretive Design or related field or five years’ experience in the interpretive design field.

• Experience with and knowledge of design of fixed exhibits that are integrated with each other and create a unique interactive experience.

• Experience communicating complex scientific concepts through interpretive exhibits.

• Demonstrated experience in exhibit writing, particularly nature and science content.

********DEADLINE FOR RESPONSE IS: April 25th, 2023, at 2:00 PM********

DSL will consider all timely submittals for the proposed project. Non-submittal or submittal after the established deadline are non-responsive and will not be considered. DSL is not responsible for incomplete or ‘unreadable’ submittals.

Proposals must be submitted to the SPC via email to: michelle.j.johnson@dsl.oregon.gov

Proposal Submittal Requirements Proposals must be emailed which clearly identifies the RFP number, the project name, agency name and address, and the proposal closing time and date. Mis-deliveries and late submittals will not be accepted or considered. Proposals must be received at the email by the required time. Late responses will not be considered.

Proposers must submit a Proposal Response to criteria described in Section 3 and the Proposal Cover Sheet in order to participate in this procurement.

• Provide availability of key individuals that will be working on this project.

• Name of Project Manager (individual responsible to the Owner for the overall success of the project) .

https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWM4ZTRlNTEtODZhYy00ZjVhLTk0NTYtZjgwMWY1MjQwOTNk%40thread.v2/0?context=%7b%22Tid%22%3a%22aa3f6932-fa7c-47b4-a0ce-a598cad161cf%22%2c%22Oid%22%3a%2264911511-1072-4285-836b-1b34f5e052d2%22%7d https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+15034464951,,477464242#%20

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• Name of Project Designer (individual responsible for design concepts).

• Provide name, title, address, and phone number of the client and representative who will be the day-to-day liaison during design of the project.

Proposers must submit one (1) original signed proposal by an authorized signer via email. The proposal must not exceed 10 total pages, excluding the Proposal Cover Sheet with References (Attachment A), Excel cost sheet, and TIN Request form.

DSL will not be held responsible for any error or omissions from downloading the RFP. The official solicitation document is the one held at the DSL.

Those proposals which are incomplete, or which do not meet all requirements of the RFP, will be deemed by DSL to be "non-responsive" and will be rejected. Proposals considered complete, or "responsive," will be evaluated to determine if they comply with the administrative, contractual, and technical requirements of the RFP. If the proposal is unclear, the proposer may be asked to provide written clarification to assist DSL in determining the issue of the proposal’s responsiveness.

2.3 Required Submittal Items

In addition to responses to the Evaluation Criteria in Section 3, Proposer’s Proposal must include the following:

Proposal Response to Evaluation Criteria 3.1 - 3.4

Proposers must submit one (1) original signed proposal by an authorized signer via email.

Proposal Cover Sheet with 3 References, Attachment A (Not counted in the page limitation)

Request for Tax Identification Number (Not counted in the page limitation) The Proposal must include a completed TIN Request form (not physically attached this RFP).

2.4 Procurement Authority and Method. DSL is conducting this Intermediate Procurement according to its authority under ORS279A.050 (3) and OAR 137-147-0270.

2.6 References. Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed.

Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

SECTION 3 EVALUATION CRITERIA

3.1 Understanding of Requested Services 35 points possible.

Demonstrate a clear and concise understanding of the Scope of Services being requested in this RFP.

• Provide previous experience on projects of similar scale and complexity.

• Experience communicating complex scientific concepts through interpretive exhibits.

• Demonstrated experience in exhibit writing, particularly nature and science content.

3.2 Approach to Services and Timelines 20 points possible

Provide a detailed approach to each Task including the timelines for completing each Task.

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3.3 Experience and Qualifications 20 points possible

Demonstrate Proposer’s qualifications and experience relating to the requested Services.

3.4 Cost Proposal 25 points possible

The Cost Proposal must reflect a not-to-exceed amount for each Task inclusive of all services, expenses, travel, and fees Detailed pricing will be requested of the awardee.

Cost Proposals will be evaluated for reasonableness and competitiveness. If the Cost Proposal is higher than the Agency anticipated budget, Proposer shall provide a detailed explanation of costs.

SECTION 4: EVALUATION PROCESS

4.1 Evaluations

Responses will be reviewed and ranked for content, solution features, and pricing for award, if any, in DSL’s sole discretion.

The outcome of the Evaluation process may, at the Agency’s sole discretion, result in:

a. Notice to Proposer(s) of award selection;

b. Notice to selected Proposer(s), as solely determined by Agency, to participate in Interviews or Follow/up questions; or

c. Cancellation of the RFP and either re-issuance of the RFP in the same or revised form or no further action by

Agency with respect to the RFP.

Evaluation and scoring may be based on one or more of the following criteria but is not limited to:

o Ability to meet schedule.

o Project Management/Cost Effectiveness o Proposer’s General Qualifications o Proposer’s Capabilities o Describe the firms’ staffing capabilities, to understand the need and constraints with budget and timeline.

4.2 Follow-Up Questions (if any)

Agency may conduct and may score interviews/follow-up questions. If interviews/follow-up questions are conducted, the following will apply:

• Selected Proposers will be notified via email by April 21, 2023, of their interview time, if any.

• Interviews, if any, will be held via teleconference by notification.

• The number of Proposers selected for interviews/follow-up questions is at the sole discretion of Agency.

4.3 Selection

DSL may award a contract to the proposer whose proposal and interview/follow-up questions, if any, that DSL determines in the exercise of its reasonable discretion, will best serve the interests of DSL.

There will be no protests entertained on this solicitation.

Proposers will be notified in writing of DSL’s notice of award.

SECTION 5: GENERAL SOLICITATION TERMS

5.1 By submitting a proposal to this RFP, proposer shall accept all terms and conditions of this RFP.

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5.2 DSL reserves the right, at its sole discretion: (1) to amend the RFP prior to the closing date (2) to amend the deadline for submitting proposals; (3) to determine whether a proposal does or does not substantially comply with the requirements of this RFP; (4) to waive any minor irregularity, informality, or nonconformance with this RFP; (5) to obtain from and/or provide to other public agencies, upon request, references, regarding the Proposer’s contract performance; (6) at any time prior to Contract execution (including after announcement of the apparent awardee): (a) to reject any proposal that fails to substantially comply with all prescribed RFP procedures and requirements; and (b) to reject all proposals received and cancel this RFP upon a finding by DSL that there is good cause and that such cancellation would be in the best interests of the State; (7) seek clarification on any or all proposals; and (8) negotiate the final description of work tasks, deliverables, and pricing of the sample Contract within the scope of what is advertised here for inclusion in the resulting Contract.

5.3 This RFP and one copy of each original response received, together with copies of all documents pertaining to the award of a Contract, shall be kept by DSL and made a part of a file or records, which shall be open to public inspection.

If a proposal contains any information that is considered a trade secret under ORS 192.501 (2), each sheet of such information must be marked with the following legend:

“This proposal content constitutes a trade secret under ORS 192.501 (2) and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” ORS 192.501 (2). Therefore, non-disclosure of documents or any portion of a document submitted as part of a proposal may depend upon official or judicial determination made pursuant to the Public Records Law.

If a Proposal contains any information that may be considered exempt from disclosure under the various grounds specified in Oregon Public Records Law, ORS 192.430 through 192.505, Proposers must clearly designate any portion of its Proposal as exempt, along with a citation to the authority relied upon. Application of the Oregon Public Records Law shall determine whether any information is actually exempt from disclosure. Identifying a Proposal in whole as exempt from disclosure is not acceptable. Failure to identify a portion of the Proposal as exempt from disclosure, and the authority used, shall be deemed a waiver of any future claim of non-disclosure of that information.

5.4 The pricing and statement of work of the project may be negotiated, within the overall intent described in this RFP, with the selected Proposer. If negotiations are not successful and a Contract is not executed within 10 days, DSL may either: (a) terminate negotiations with the top selection and begin negotiations with the next highest ranked Proposer, (b) cancel the solicitation, or (c) continue negotiations with the highest ranked Proposer.

5.5 All costs associated with Proposer’s submission of the project concept and/or proposals are the sole responsibility of the proposer and shall not be borne by the State of Oregon. All proposals submitted will become public record.

5.6 Proposers submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submissions of proposals and prior to award for the purpose of obtaining best and final offers. For Proposers that do not submit a notice of withdrawal or another best and final offer, their immediate previous offer will be construed as their best and final offer. Negotiations may be conducted with responsible Proposers who submit proposals found to be reasonably likely to be selected for award.

5.7 Non-Discrimination. DSL, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C.

2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of DSL, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of DSL issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

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Insurance Requirements The following Insurance requirements apply to the prospective contract from this Mini-RFP:

• Professional Liability in the amount of $1,000,000 per occurrence and $ 1,000,000 annual aggregate.

• General Liability in the amount of $ 1,000,000 per occurrence and $ 2,000,000 annual aggregate.

• Automobile Liability in the amount of $ 1,000,000 combined single limit.

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RFP # S-14100-00006280; Attachment A

PROPOSAL COVER SHEET

Legal Name of Proposer: ___________________________________________

Address: __________________________________________ City, State, Zip: ______________________________

State of Incorporation: _______________________________ Entity Type: _________________________

Contact Name:__________________________ Telephone: _________________Email: _________________________

Oregon Business Registry Number (if required):__________________________________

Any individual signing below hereby certifies they are an authorized representative of Proposer and that:

1. Proposer understands and accepts the requirements of this RFP. By submitting a Proposal, Proposer agrees to be bound by the Contract terms and conditions in Attachment A and as modified by any Addenda, except for those terms and conditions that Agency has reserved for negotiation, as identified in the RFP.

2. Proposer acknowledges receipt of any and all Addenda to this RFP.

3. Proposal is a Firm Offer for 60 days following the Closing.

4. If awarded a Contract, Proposer agrees to perform the scope of work and meet the performance standards set forth in the final negotiated scope of work of the Contract.

5. I have knowledge regarding Proposer’s payment of taxes and by signing below I hereby certify that, to the best of my knowledge, Proposer is not in violation of any tax laws of the state or a political subdivision of the state, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

6. Proposer does not discriminate in its employment practices with regard to race, creed, age, religious affiliation, gender, disability, sexual orientation, national origin. When awarding subcontracts, Proposer does not discriminate against any business certified under ORS 200.055 as a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112 (formerly HB 3060), of preventing sexual harassment, sexual assault and discrimination against employees who are members of a protected class. Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice.

7. Proposer complies with ORS 652.220 and does not unlawfully discriminate against any of Proposer’s employees in the payment of wages or other compensation for work of comparable character on the basis of an employee’s membership in a protected class. “Protected class” means a group of persons distinguished by race, color, religion, sex, sexual orientation, national origin, marital status, veteran status, disability or age. Contractor’s continuing compliance constitutes a material element of the Contract and a failure to comply constitutes a breach that entitles Agency to terminate the Contract for cause.

Contractor may not prohibit any of Contractor’s employees from discussing the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person. Contractor may not retaliate against an employee who discusses the employee’s rate of wage, salary, benefits, or other compensation with another employee or another person.

8. If applicable, Proposer has, or will have prior to contract execution, a written policy and practice, that meets the requirements described in ORS 279A.112, of preventing sexual harassment, sexual assault and discrimination against

Intermediate Procurement #23-552 Page 10 of 11 employees who are members of a protected class. (Agency may not enter into a contract with an anticipated contract price of $150,000 or more with a Proposer that does not certify it has such a policy and practice.

9. Proposer certifies that all contents of the Proposal (including any other forms or documentation, if required under this RFP) and this Proposal Certification Sheet, are truthful and accurate and have been prepared independently from all other Proposers, and without collusion, fraud, or other dishonesty.

10. Proposer understands that any statement or representation it makes, in response to this RFP, if determined to be false or fraudulent, a misrepresentation, or inaccurate because of the omission of material information could result in a "claim" {as defined by the Oregon False Claims Act, ORS 180.750(1)}, made under Contract being a "false claim" {ORS 180.750(2)} subject to the Oregon False Claims Act, ORS 180.750 to 180.785, and to any liabilities or penalties associated with the making of a false claim under that Act.

11. Proposer acknowledges these certifications are in addition to any certifications required in the Contract and Statement of Work in Attachment A at the time of Contract execution.

Authorized Signature Date

(Print Name and Title)

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REFERENCES

Provide 3 references from current or former client firms for TSM Field Technology Plan projects, or similar.

Name of Firm:

Reference Contact Person:

Telephone: Fax: Email:

Alternate Reference Contact Person:

Telephone: Fax: Email:

Project/Contract Title:

Project/Contract Date: Location:

Description of Services provided:

Telephone: Fax: Email:

Alternate Reference Contact Person:

Telephone: Fax: Email:

Project/Contract Title:

Telephone: Fax: Email:

Alternate Reference Contact Person:

Telephone: Fax: Email:

Project/Contract Title:

3.3 Experience and Qualifications 20 points possible