RFQ Amendment No.1 - NMAAHC Exhibit Design.pdf

(x)

F10SOL10021

x x

2 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

x

OCON

Washington DC 20013-7012

MRC 1200

P.O. BOX 37012

OCON

OCON

Washington DC 20013-7012

MRC 1200

P.O. BOX 37012

SMITHSONIAN INSTITUTION

F10SOL1002106/16/2010000001

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

12. ACCOUNTING AND APPROPRIATION DATA (If required) is not extended.is extended, Items 8 and 15, and returning

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

FACILITY CODE CODE

10B. DATED (SEE ITEM 13)

10A. MODIFICATION OF CONTRACT/ORDER NO.

9B. DATED (SEE ITEM 11)

9A. AMENDMENT OF SOLICITATION NO.

CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

7. ADMINISTERED BY (If other than Item 6)CODE 6. ISSUED BY

PAGE OF PAGES

4. REQUISITION/PURCHASE REQ. NO.3. EFFECTIVE DATE2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO. (If applicable)

1. CONTRACT ID CODE

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

05/15/2010

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

E. IMPORTANT: Contractor is not, is required to sign this document and return __________________ copies to the issuing office.

ORDER NO. IN ITEM 10A.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

1. Smithsonian's response to questions received during the RFQ inquiry period is attached as Exhibit A. Please carefully review this document.

2. For your convenience, a fillable version of Form 2 has been added as a separate file located on the fedbizopps page for this Solicitation. The file name is "Form 2_fillable -

Pending Contracts."

3. Please note that a "page" as referenced in Section VI.B.2. of the RFQ is limited to an

8-1/2 inch x 11 inch sheet. Please do not submit pages larger or smaller than 8-1/2 x 11 in your response to this RFQ.

Continued ...

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. UNITED STATES OF AMERICA 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Robert Fraga

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA

FAR (48 CFR) 53.243

NSN 7540-01-152-8070

Previous edition unusable

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

ITEM NO. SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

NAME OF OFFEROR OR CONTRACTOR

2 10

CONTINUATION SHEET

REFERENCE NO. OF DOCUMENT BEING CONTINUED PAGE OF

(A) (B) (C) (D) (E) (F)

F10SOL10021/000001

4. Please consecutively number the front and back of each page of your response to this RFQ. Do not number the pages excluded from the page limits pursuant to Section VI.B.2. of the RFQ.

NSN 7540-01-152-8067 OPTIONAL FORM 336 (4-86)

Sponsored by GSA

FAR (48 CFR) 53.110

Exhibit A

Responses to NMAAHC Exhibition Design RFQ Questions

(NOTE: Similar questions have been grouped together, with a single response appearing at the end.)

1. As you state in the RFQ, audio/acoustical considerations will be important to this project.

Can you describe what expertise is already engaged via the architectural team? Can we assume that the architect has an acoustician on board who will be sure the spaces are of high acoustical quality but the exhibit team should include a sound designer insofar as triggered sounds or overlapping sounds become part of the solution?

A. The A/E has an acoustician on board to ensure the spaces are designed appropriately. The exhibit team will need to supplement these services to ensure that design triggered sounds or overlapping sounds are identified and solutions are provided. There will need to be coordination among the acoustical consultants to both the architectural and the exhibit design teams.

2. Are the forms supplied with the RFQ to be used exclusively? Or can pages in the RFQ submission be reformatted to desires of the submitter so long as the information submitted remains consistent with the original forms?

Regarding Form 1 Formatting: Can we recreate Form 1, keeping the same format but allowing for field readjustments? Along these same lines, would it be possible to have Form 1 unlocked?

Forms 1-5: Is it expected that offerors will open the furnished .doc and .pdf files in layout programs that permit insertion of images, styling of text, other format adjustments?

Re. VI SUBMISSION INFORMATON/ (A) Qualifications Package, p. 16 and Form 1, E & F

- The Qualifications package requires specific information for which formats are specified and forms are supplied. In some cases, the forms accommodate required data precisely. In others, such as Resumes of Key Personnel (Section E) and Example Projects (Section F), it might be easier for spacing purposes to follow the required format but not enter the data on the supplied pre-formatted forms. Is that permissible?

Regarding VI. SUBMISSION INFORMATION, On Page 18 #3 says Fonts/Margins - The font used in both Volume I and Volume II shall be no less than an eleven (11) point font.

Margins shall be no less than one inch: Some of the required documents, such as Part E- Resumes of Key Personnel (in Form 1 – Qualification Statement), have sections with fonts as little as 8-point, and the margins are less than one-inch. Must we change the settings on the forms?

A. The forms supplied with the RFQ should be used exclusively; please do not recreate the forms. The Word versions of Form 1 and Form 5 are fillable forms, which permit insertion of applicable information. We have also added a fillable Word version of Form 2 to the fedbizopps page for this Solicitation.

Finally, please do not alter the font size or margins in the forms; however, in your responses, please observe the minimum font size specified in the RFQ.

3. Is the Resume for Key Personnel (Section E) limited to a single page for each key team member or may it continue to multiple pages?

In all areas where descriptions of projects and persons are written (such as in PART 1, PAGE

3, item no.24), must the text be contained within the available space/box? Or can the description take any length?

Is Example Projects (Section F) limited to a single page per project or may it continue to multiple pages?

A. Per the Form 1 instructions, complete one Section E for each person and one Section F for each project that you reference. Each submission in Section E shall be limited to a single page per person. Each submission in Section F shall be limited to a single page per project.

4. Can images of projects and/or portraits of select individuals be placed in the available area or on additional sheets associated with this section?

Form 1 - Qualification Statement, Part 1, Section F Example Projects - Where do you wish to see images from example projects? May they be printed separately following each Section F?

In reference to RFQ No. F10SOL10021, VI. SUBMISSION INFORMATION, A.

Qualifications Package (pg.16) 1. Qualification Statement (Adt'l documentation) - In addition to 'Form 1 - Qualification Statement’s request for written descriptions/details of previous relevant projects, would images also be submissable as visual documentation?

Form 1, Qualification Statement, pages 1 and 3 of Instructions - GENERAL INSTRUCTIONS on Form 1 reads: “provide only the information requested by the Smithsonian,” while SPECIFIC INSTRUCTIONS Section H – Additional Information allows.

“Use this section to provide additional information specifically requested by the Smithsonian or to address criteria that are not covered by the information provided in Sections A-G.” May we therefore provide project plates/images, resumes and narrative in addition to the information requested to be filled out in this form about projects and resumes?

A. Firms may include images of individuals and images from example projects on the corresponding Section E or Section F submission page, subject to the single page limitation referenced in the answer to Question No. 3 above. Firms may present any additional information that they deem relevant, including images, in Form 1 - Section H.

5. Form 1, Qualification Statement, pages 1 and 3 of Instructions - Is it permissible to include a cover letter? It is an opportunity to cover points of interest that don’t fit elsewhere. If so, can it be at the beginning if the qualifications document or would it be included in Additional Materials?

A. Firms may include a single page cover letter. Firms may present any additional information that they deem relevant, in Form 1 - Section H.

6. Do the page limits also include the required forms and bank statement?

A. Yes.

7. Are participants in the design (if selected) precluded from participating in the later implementation work?

It is my understanding that if a firm responds to this RFQ, individually or as part of a team, and they are ultimately the successful candidate selected by the Smithsonian Institution for Exhibit Design Services, that they are barred from responding to any solicitation regarding fabrication of this major exhibition; is my understanding correct?

Regarding Evaluation Criteria, Section V. B. b. 1, Specialty Disciplines (pg 13): Will the Audio Visual, Multi-Media, Computer Interactive Designer be precluded from participating in bidding on actual production of media software?

Page 10, IV. Services - If a design team wishes to include creative multi-media developers on their team, will those media firms be excluded from bidding on media production?

Page 10, IV. Services - If a design team wishes to include specialty fabricators during the exhibit design phase to develop cost estimates, mock-ups, and prototypes, will those firms be excluded from bidding on exhibit fabrication?

Re. Section V. EVALUATION CRITERIA/ B.1 (a) and B.1 (b), Basic Disciplines and Specialty Disciplines, pages 11 and 12 of the RFQ Examples: Fabrication cost estimating and support; Multi-media cost estimating; Audio-Visual, Multi-Media and Interactive Design The Government sometime has clauses within museum exhibition RFPs that preclude any firm that works on a project’s design phase from working on future project phases, such as exhibit fabrication, media production and/or audio/visual systems integration. Will firms that participate in the design phase(s) be permitted to work on such future phases of the project?

A. The firm awarded the exhibit design contract is prohibited from competing for the fabrication and installation contract. Furthermore, subcontractors providing services such as mock-ups, prototypes, and cost estimating are prohibited from participating on the exhibit fabrication and installation team. Please note, however, that certain specialty subcontractors participating on the successful exhibit design team, such as audio-visual, multi-media and interactive design subcontractors, may be selected to proceed to the subsequent exhibit fabrication and installation phase of the project.

8. Is there a project calendar? Anticipated design and implementation schedule?

Page 3, II.A. Background - Can you provide a preliminary project timeline for phases of A/E design, phases of exhibit design, and construction?

A. Firms selected to proceed to the RFP phase of this procurement will receive a preliminary milestone schedule.

9. Can you verify which of the items in the RFQ will be evaluated on a technical pass/fail basis:

Items B.1.a – b, as well as Items B.2.a – c?

A. Please refer to Section V.A.3 of the RFQ.

10. Item B.1.a.(iv) requires that we demonstrate competence in Accessible design related to exhibitions. Is it sufficient that our designs have demonstrated this, or are you looking for a formal Accessibility review capability?

A. Please include information and examples related to the specific accessibility solutions the firm has designed, as well as any other relevant and appropriate information.

11. Are you looking for formative or summative evaluation as part of the team capabilities?

A. Please provide the information requested in the RFQ.

12. Item B.1.a.(vi) requires that we demonstrate competence in Exhibition/artifact security design. Could you please clarify: are you referring to “security” in terms of earthquake/tornado/hurricane environmental security, or “security” in terms of theft and vandalism?

A. We are referring to exhibition/artifact security design in terms of theft and vandalism.

13. Please verify: Item B.1.a. (xiv) “Fabrication and installation support services” refers to what is commonly terms contract administration (monitoring the fabrication and installation work of others), correct?

A. Please refer to the information contained in Section IV.E. of the RFQ.

14. Item B.1.a.(xvii) “Preparation of exhibition operations and maintenance manuals” – while we prepare such manuals if and when we provide interactives and/or media systems, these manuals are typically provided by the fabricator, and we require the fabricator to provide such manuals, when we write up specifications for the bid package. Is the latter what you intend, or are you implying that you are looking for a design/build proposal? (the rest of the RFQ does not imply this).

A. Please note that the Smithsonian is not looking for a design/build proposal. In addition, although fabricators generally provide the operations and maintenance manuals, there may be cases where the designer would provide these manuals, e.g., in cases where the designer may be more knowledgeable/qualified to do so (such as the operation and maintenance of multi-media components). Generally, operations and maintenance manuals are defined as any instructions and information that helps the Smithsonian operate and maintain the exhibits, including case/object access points and procedures, access to/changing of internal light fixtures and lamps, security access points (locations/type of security hardware, for example), operation and maintenance of multi-media presentations and electronic and/or physical interactives, access to electronic hardware, etc.

15. Item C. Past Performance on Contracts. Beyond the data provided in the forms, are we to attest to these matters, or will you determine our performance from reference checks?

A. Past performance will be determined as outlined in the RFQ.

16. Item D. Collaboration and Coordination. As above: do we attest that we collaborate and coordinate, or will you determine that from reference checks?

A. Please provide whatever information, including specific examples, you deem appropriate to demonstrate your experience in this area.

17. Could you clarify: do you need to see evidence of partnering (letters of intent) within the qualifications submittal?

Do you require letters of intent from members of the proposed team at the RFQ stage?

For Offerors proposing to form alliances or joint ventures, do you require that they establish binding relationships prior to submitting Qualifications?

A. Firms may submit evidence of teaming, alliances, and joint ventures (i.e., letters of intent, joint venture agreements etc.) at their discretion. However, please be sure to include all information requested in Form 1 – Qualification Statement.

18. Regarding Architectural Coordination, Section IV Introduction and A (pg 10): Will the

“coordination with architectural planning and establishment of visitor flow patterns throughout the museum” described in Section IV, (intro and A) include specifications/design for sign systems between galleries and along public hallways?

A. The design of wayfinding signage is the responsibility of the architectural design team and is to be coordinated with exhibition planning.

19. Regarding research and scriptwriting, Section IV (pg 10): In the opening paragraph of IV-

Services, it states the NMAAHC will provide curatorial services. Does this mean the NMAAHC will conduct all the research and scriptwriting, or should we include a scriptwriter and/or researcher on our proposed team?

A. Script writing and research are the responsibility of NMAAHC as part of curatorial services.

20. Regarding Submission Information, Section VI. A. 5, 6, 7 (pg 16-17): Are Audited Financial

Statements, Bank References and Judgment/Claims/Lawsuits information required from all team members, such as specialty and/or sub-consultants, or just the Prime Offerer?

Page 16, VI.A.5 - Audited Financial Statements - From firms included on a team offer, but not as prime, will you accept CPA-reviewed financial statements in lieu of audited statements?

A. Please note that, initially, we will only require audited financials, bank references and

Judgment/Claims/Lawsuits information from each firm identified as a prime in Form 1.

However, we reserve the right to request additional information related to a prime or a subcontractor, including financial information.

21. Re. VI. SUBMISSION INFORMATION, A.5, Audited Financial Statements, page 16 - You emphasize that audited financial statements must be submitted. There is a “rule of thumb” in the finance industry that companies with sales less than $10 million usually do not conduct a yearly financial audit. We do hire an independent CPA firm to conduct a thorough financial review annually. Our Financial Review Statements have always satisfied the financial reporting requirement for past proposals including those to the Smithsonian Institution and other government agencies. Will our financial review reports suffice to fulfill this requirement?

Page 17 (Exhibit, Design Original) you reference ‘most recent audited financial statements including Balance Sheet, Statement of Income, Statement of Cash Flows and notes….’

Should be included. You then emphasize the importance of the audited documents. The business I am assisting is an identified small business in CCR and it is my understanding that small businesses are exempt under the CAS from being required to submit audited documents. Will the audited documents be a requirement for small business?

Regarding Audited Financial Statements (pg 16): As a privately held corporation we are not legally required to do a quarterly audit. Will it be acceptable to submit a balance sheet, an income statement and our corporate tax return, which is done by an outside CPA firm?

Regarding VI. SUBMISSION INFORMATION on Pages 16-17, 5. Audited Financial

Statements: May we send our Financial Info with the proposal, and present the audited financial statements upon reward?

A. We are requesting that firms submit the financial information outlined in Section VI. A. 5.

of the RFQ with their qualifications package. Please be sure to review the information contained in that section carefully.

22. Regarding Form 1: Do we need to include a Function Code for each key personnel? Would we include this in the “Role in this Contract” field (Form 1, Part 1, E. 13)?

A. Please refer to the instructions for Form 1, Part II, number 9, for the proper use of Function Codes.

23. Page 2, I.A. Introduction - Will the Smithsonian accept qualifications submittals in the RFQ phase from design firms who, while meeting the requirements for technical competence and specialized experience, acknowledge that they are not large enough to lead the entire project?

A. We will accept all timely qualification submissions; however, please note that we anticipate awarding the exhibit design contract to a single vendor. Consequently, please be sure to review Section IV and Section V of the RFQ carefully.

24. Are teams expected to carry MEP consultants on their teams, or are we to coordinate with the MEP team of the building architecture?

A. Please note that the architectural team will have MEP engineers to design the systems for the building including the needs of the exhibit halls. However, exhibit requirements that have not been sufficiently defined in time to be included in the architect’s 65% design documents will be designed by the exhibit design firm and its MEP subcontractor. All such work must also be coordinated with the base building MEP.

25. After several attempts, we were unable to open the document, "ExhibitDesignOriginalVW.docx." It is possible to send us the Adobe PDF?

A. The document can be successfully accessed at the following web link:

https://www.fbo.gov/index?s=opportunity&mode=form&id=381d6f8f4489120a8b1dd20 97126608f&tab=core&_cview=0

26. Finally, we've read the general Synopsis, but wanted to clarify, as to whether or not there is a minimum or maximum page limit for this RFQ? As we have an array of color illustrations/plates as to the proposed architectural interior.

A. Please refer to the RFQ for page limitations.

27. Page 2 (Exhibit, Design Original) Subcontracting Plan is referenced. Small business are exempt from providing a subcontracting plan. You reference interest from all businesses including small business so I am wondering if this requirement would change if awarded to a small business?

A. Changes to this requirement, if any, will be determined prior to contract award.

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