Amendment 1.pdf

(x)

F10SOL10045

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1 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.

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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

06/28/2010000001

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

06/28/2010

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.)

Amendment Number 1:

Solicitation F10SOL10045 is hereby amended by the inclusion of the attached Responses to

Vendors' Questions which are hereby included in the original solicitation.

The deadline for receipt of proposals has not changed.

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.

F108SOL10045

RESPONSES TO VENDORS’ QUESTIONS

Center for Natural History Learning

F10SOL10045

1. The description of the Learning Center and design services in the RFP outlines the project's size, complexity, and preliminary scope. The fee described in SECTION B.3 implies either a more modest project or a reduced scope of services than those described in SECTION C.3.1- 3.7. Given the fee and project description in the RFP, is it possible to suggest two potential ways to propose services:

1. Assume an overall project budget and level of complexity, and propose an appropriate fee for all services described in C3.

2. Propose a scope of work that can be accomplished for the proposed fee as described in the RFP .

ANSWER: The estimate range given in B.3 is for the professional services described in C.3.1 through C.3.5; neither Option 1 ("Media and Technology Design to 100%" as described in C.3.6) nor Option 2 ("Media and Technology Production" as described in C.3.7) are included in the estimated range of $425-525,000. The Contractors estimates for the completion of Media Technology and Design, as required in C.3.2.9 and C.3.3.10, shall be used to help determine the additional costs for Options 1 and 2. The Smithsonian is interested in best value: offerors should specifically describe the scope and extent of services they can provide within the fee estimate. The SI reserves the right to continue with the contractor or seek a new contractor to furnish these deliverables when funding is secured.

2. The design cost target range in B.3 appears low with respect to the scope of work described. How does the Smithsonian arrive at this target budget? Can you provide any details of the calculations used to arrive at the target range so that bidders may better understand the alignment between scope and cost?

ANSWER: See Answer Number 1 above

3. Does the design budget range include or exclude the scope of work for media production in Phase V. Is it assumed that both option 1 and option 2 might be included in the $425,000-$525,000 figure as well?

ANSWER: See Answer Number 1 above

4. Can SI provide an estimate of the budget that will be made available for production of the website during Optional 2:Media and Technology Production as described in C3.7? The general description of the website in C.2.10 appears insufficient to allow contractors to develop such estimates independently.

ANSWER: The exact budget for the media and technology production as described in C.3.7will be determined by the contractor through the course of the work described in the RFP. It cannot be known at this time what portion of that money will be devoted to website production in particular, as the design phase should work to determine how this element will be balanced with money for other media and technology hardware procurement and software development

5. The design fee budget range was clearly given. But what is the project's overall budget, total (including production and installation)? We would like a sense of the overall scale of the effort.

ANSWER: The total estimated budget for the entire project including all component parts (design, fabrication, installation, materials, etc) is anticipated to be between 3.5 and 3.9 Million Dollars. This figure is, as stated, a current working estimate.

6. At a certain point, it becomes difficult to proceed in design without knowing the build budget target. Considering the last sentence in B.3, when is the build budget target going to be defined? Will the target be defined as part of this (or the first) task order?

ANSWER: See Answer Number 5 above.

7. Section B.6 indicates that "funds are not presently available for all options" in the solicitation. Which options are funded?

ANSWER: There are only 2 options as described in C.3.6 and C.3.7, unfunded at present.

8. Section 3.2.9 mentions the preparation of cost estimates for the entire scope of work by category. The estimate will also not be "shopped to any individual or organization not part of this contract". What does this mean? How would you like the estimates to be produced, and more importantly, should we allocate fee cost to procuring a sub for estimating services?

ANSWER: Estimates are to be prepared by qualified individuals within the Contractor's firm or team. Contractors shall not procure estimates from fabricators, media production firms, or other parties who might later bid on the fabrication or media production work and thus would have an unfair advantage in that bidding.

9. Are Construction Services covered by the current stated budget, or will they fall into the to-be-determined part of the Overall Budget?

ANSWER: Phase V Construction Services (C.3.5) are included within the current stated budget. A careful review of the architectural drawings, the description of

Physical Space (C.1.5.2) and Center Program Spaces (C.1.6) should indicate that we do not anticipate extensive construction (partitions, ceilings, etc.) in addition to that already planned.

10. Given the desire for originality, interactivity, and media sophistication, the schedule requiring completion of this design scope by July 2011 seems a bit tight. Is there any flexibility in this date or is it "etched in stone"?

ANSWER: The July 2011 delivery date should be considered as fixed. However, this date does not include Option 1 and Option 2 phases. Please refer to the attached schedule.

11. Phase I and II are requested to be complete in 42 weeks, however, in SECTION F2, Phase V is described as taking place in the 36th week. Please clarify.

ANSWER: We apologize for the editing errors that lead to this confusion. Please see attached chart for corrected schedule.

12. Please provide clarification of the project schedule. In section C, 100% design and 65% media design should be completed no later the July 2011. The completion date for the project is December 2012. In paragraph F.1, Phase1(Draft Design,10% Design) & Phase II (Design Development,35% Design) shall be completed no later than 42 weeks. It is also stated within that paragraph that Phase IV – Construction Phase Services shall begin when a contractor/fabricator is rendered. In paragraph F.2, the design package submissions is outlined to 36 weeks. Can this schedule be clarified?

ANSWER: See Answer Number 11 above.

13. Please clarify time frame of completion for each phase (1-4). Is period of performance for all design phases 36 weeks as indicated in F.2 Schedule for submissions or 42+weeks as indicated in period of performance for phases 1 and 2.

14. In order to properly price Phase 5 in section B.4, we need to clarify the Phase scope.

In section C.3.5, Phase 5 is referred to as "Construction Services." In section F.2, Phase 5 is referred to as the milestone for the 100% Design Package. Could you please clarify the definition of Phase 5?

15. What are the approximate time between each phase for review by the Museum?

16. May we assume that it is not within this scope of work for the designers to design and layout all of the 20,000 specimens mentioned in the RFP? Do you have an estimate of how many objects the designer would need to manage, mount, position, and interpret as part of this design scope?

ANSWER: The "Main Collections Wall" is intended to be an ever-changing resource for display and use by visitors to the center. It is not a fixed "exhibit" wall, but consists of movable shelves on adjustable brackets (furnished within the base build package) to hold specimens, artifacts, books, instruments, perhaps objects created by visitors, etc. Flat screen monitors might be set on shelves or bracketed to the upright supports. The Learning Center will have approximately 20,000 specimens stored in drawers and cabinets under the Collections Wall and elsewhere in the Center for use by visitors. Only a small percentage will need to be mounted for display. The number of specimens on display could be estimated about 200 representing biodiversity ranging from plants, insects, fossils, mammals, reptiles/amphibians, fishes, birds, rocks/minerals/meteorites, and invertebrates other than insects. No taxidermy, specimen, mount making, taxidermy work, or preservation will be required by the design contractor.

17. Section C.1.6.1 Refers to the "Main Collections Wall". This description is very specific and confident in terms of feasibility. Is there a past reference project that sparked this concept?

ANSWER: See Answer Number 16 above.

18. In section C.1.6.1, you describe the Collections Wall as containing 20,000 objects from the Museum's teaching collection. Could you please provide additional information on the artifact types, amount of variety (is it typical to have multiple samples of an object type?), and scale of the objects? Also, could you provide a ballpark percentage of how many objects will be mounted versus loose for investigation?

19. Regarding C.2.6, what percentage of the 20,000 specimens are expected to need the work in C.3.2.5 and C.3.4.4? Please define “additional items” from the museum collections”. What are these in general – large or small artifacts? Approximately how many? Approximately how many are to be included in the C.4.4 work?

20. Is the contractor responsible for the design and development, coordination, handling and brackets, and installation of the 20,000 objects into the “Main Collections Wall”?

21. Would any artifacts and / or specimens be provided as digital files by the

Smithsonian, or would the vendor be required to capture all assets digitally? If any assets are available digitally, are any in 3D?

ANSWER: Even though the Smithsonian has digital files and 3D images at various levels of quality available, the usage of these resources will be determined during the design phase. The acquisition of necessary digital and 3D resources shall be conducted during the Option 2 phase.

22. Would you permit a tagging system that will not harm the artifacts and specimens so we can tie it to multimedia displays?

ANSWER: Yes, most artifacts and specimens from the handling collection may be tagged with RFID or other devices.

23. Regarding C.3.3.7, will any prototypes be put in public areas unattended or are you expecting that museum staff and / or contractor staff to always be present? The prototype build cost varies greatly for each type.

ANSWER: Protoypes will be tested in staffed areas.

24. Section C.2.3 states that "Contractor shall engage AE's, registered in the District of

Columbia..." We are not sure that it would be possible for us, as non-architects, to engage AE's for SI, and still have the proper chain of liability and errors & omissions insurance. (It would seem to result in a non-licensed firm (us) holding the prime liability for the work of a licensed one.) Would it be possible for SI to engage the needed AE services directly? If so, can we avoid including this in the pricing we give you?

ANSWER: No, the contractor is responsible for finding an AE firm.

25. Section C.2.7 mentions that the contractor shall include "researching and purchasing all still photos and graphics...and licenses...stock footage...and clearances". How can we price out that number without any scope or quantities yet?

Can we simply propose an allotment, and if so, what amount?

ANSWER: Please provide a best estimated price as an allowance with proposed number of images. The visual materials from Smithsonian collections will be free of licensing costs.

26. In the Statement of Work, it states that the contractor is responsible for researching and purchasing still photographs and graphics, locating and purchasing archival or stock footage, obtaining for archival and/or stock photographs, graphics and footage with all necessary clearances and rights for 30 years. In the pricing schedule in section B, these services and cost are stated as an allowance. Can SI provide an estimate of the likely quantity of visual elements that will need to be licensed?

What proportion of visual materials included in the Learning Center will come from NMNH collections and will therefore presumably be free of licensing costs?

ANSWER: See Answer Number 25 above.

27. Will the media design team be able to execute the media production? Section C.2.9 states "The Contractor shall produce the plan for all media and technology...to 65% design" and Section C.2.10 states "Contractor shall develop site plan, content management plan, database and programming specs for the website." Then, in later sections, it seems to suggest that the initial media designers may not be permitted to do the balance of design and programming services. Is that correct? If so, why?

ANSWER: It is not that the contractor is not permitted to bid on the unfunded options or subsequent RFPs. Rather we exercise the right to continue with the current contractor on the unfunded options.

28. Are you opened to using Open Source for programming media?

ANSWER: The Smithsonian has in place a set of policies and procedures to manage the Institution's information technology infrastructure. This framework is intended to clearly identify approved technologies, which currently includes some Open Source technologies, and also provide allowances for the inclusion of new technologies if the need arises and the new solution is deemed to meet security, integration and project requirements.

29. Would the databases be built from scratch or is there an existing database that we can build upon?

ANSWER: This will be determined in the design phase of the project. It is expected that efforts will be made to create a system that makes efficient use of existing systems.

30. Can we use open source for content management and other web based systems?

ANSWER: See Answer Number 28 above.

31. What methodologies and or programs does the museum have in place for after visit tracking?

ANSWER: The Smithsonian uses WebTrends and Google Analytics to track visitors on line via the web or mobile device.

32. Would Smithsonian staff be available as content experts on this project to source the media? Would there be a team to provide input and approvals for the entire initiative?

ANSWER: Yes, NMNH staff will be available, that the Core Team is the first line of response and that it will be supplemented with appropriate staff as the project progresses.

33. Section M indicates that the contractor will be selected solely on the basis of their technical proposal and best price offer, with no further discussions with contractors.

Does that mean there will be no interviews or "shortlist" proceedings before selection? If so, this would seem to favor contractors that NMNH is already fairly familiar with. We have worked with SI, but not NMNH specifically. As we continue to evaluate our prospects for this intriguing opportunity, can you speak to this concern?

ANSWER: AS M.1.4 states, "The Smithsonian reserves the right to conduct discussions" - SI may conduct interviews, but offerors should not assume such interviews will be held. Familiarity with NMNH is neither a benefit nor a detriment;

the Museum is actively seeking the best ideas and the best solutions from the best firms, whether or not they have previously worked with the Museum.

34. Section C.3.2.10 Part 2 states that "...beginning with the 35% phase, all...drawings should be 24" x 36". Like many firms in our industry, typically in our work we use 11 x 17 size, and blow that up larger when needed. Is that acceptable, or are we required to work in native 24 x 36 sheet sizes? Does this apply to all deliverables, including media plans, etc.?

ANSWER: Record copies of architectural, engineering, and design drawings must be provided at 24"x36" with full clarity, printed either from original CAD files or from PDFs. Quarter-size drawings (12x18", not 11x17") are acceptable as noted in F.3. For this proposal, please cost the quantity and size of drawings as described in F.3.

35. Re: Section J.6. refers to "GSA Metric Guidelines" ... will the project be designed in metric?

ANSWER: Yes, SI requires all of the measurements to be indicated in metric.

36. The Solicitation frequently mentions LEED certification and best- practice alignment for this project. Which LEED classification is desired for the project?

LEED CI? If it's not a specific level or type, can you speak to some quantifiable outcomes in this area we would be targeting?

ANSWER: The base build-out work for the Learning Center as described in the architectural drawings and specifications anticipates a LEED Silver (not Platinum) certification. Contractors are asked to follow the directive in C.2.5.

37. The sections C.1.9.6 and C.2.5 seem somewhat inconsistent in that C.2.5 says

“Wherever possible, Contractor should follow environmentally-sound practices and procedures and specify renewable materials in conformance with LEED best practices” yet C.1.9.6 says “…the objective is to receive Platinum LEED status”.

What are the exact requirements for the design related to LEED?

ANSWER: See Answer Number 36 above.

38. What existing or developing partnerships does the museum have for resources such as data, i.e. private agencies, government agencies and research labs?

ANSWER: We have the potential for partnerships with SI, government, public and private organizations. Those partnerships are determined by shared goals and other factors.

39. Are there any particular outreach programs that the Smithsonian would be interested in partnering with or in creating as a part of the lab?

ANSWER: Yes, we are very interested in outreach programs, but none in particular that we would name at this time. We are looking forward to working with a vendor that can work with us to develop ideas for creative partnerships with programs in order to reach our goals.

40. Will the Museum be providing interpretive and writing services for the interpretive and informational signage within the space?

ANSWER: No, since the Learning Center is not an exhibition, we do not anticipate extensive didactic text will be required. However the designer is responsible for the writing and editing of any interpretive text, instructions, etc., within the space. We do not anticipate more than 100 object labels total.

41. Is the successful bidder also allowed to bid on the fabrication of the Learning Lab?

ANSWER: Yes at present it may be possible for the successful bidder to bid on the fabrication; however, SI maintains the right to restrict such a bid if the successful bidder obtains an unfair advantage which would preclude a full fair and open procurement.

42. There is a request for price in Phase V in paragraph B.4 and relates to Phase V

(100% design Package) in paragraph F.2. In the Statement of Work, paragraph C.2.1, speaks to construction services (construction administration) for Phase V. Is Phase V the last phase of design services or the entirety of construction services which could be approximately 18 months?

ANSWER: We apologize for the editing errors that lead to this confusion. Please see attached chart for corrected schedule.

43. Section C.3.2.2 mentions key personnel meeting twice-monthly with NMNH'd core team. Will those meetings be required to be in person, or could they be by tele- or video-conference?

ANSWER: The meetings described in C.3.1.2, C.3.1.4 and all design presentations at the end of subsequent phases must be in person at NMNH. Assume that not more than 50% of remaining meetings can be by video-conference.

44. Re: Section L.5.6.3.1.5 (Past Performance Information) Why are the referenced projects limited only to 3? This seems like a very small number. You state that this is meant to be a unique, new kind of project, but a limit of only 3 past projects suggests that you are looking for a contractor that's done very similar projects recently. Can this limit be increased, or removed entirely?

ANSWER: Given that this is a unique project, the contractor should include the three projects performed in the past five years that best exemplify the size, complexity and nature of this RFP.

45. Is there a preference of any kind, for whatever reason, for a design team that is in the greater Washington DC area?

ANSWER: As long as the design firm is willing to adapt its work day to accommodate any time zone differences between its location and Washington, DC, can attend all scheduled meetings and can perform on-site work as needed, SI has no bias for or against the firm's location.

46. Regarding section F.6, what would determine whether or not the Certificate of

Insurance and Performance/Payment Bond would be required?

ANSWER: A Certificate of Insurance will be required a performance and payment bond will not be required.

47. In section G.6.a, you require Labor Categories. Are you asking for our descriptions or must we use Smithsonian Discipline/Function codes?

ANSWER: Please use your own descriptions.

48. Re: Section L.5.2, "...pages in excess of the maximum will be removed for the proposal and returned unread..." However, we can find no indication of any proscribed maximums anywhere in the proposal. Can you confirm that there are no maximum page counts?

ANSWER: There are no maximum page counts.

49. Is all the design work described going to be awarded as one Task Order?

ANSWER: It is anticipated that the contract will be awarded to one contractor;

however, SI reserves the right to enter negotiations with more than one contractor.

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