F14SOL10050.pdf

F14SOL10050

SOLICITATION, OFFER AND AWARD

4. TYPE OF SOLICITATION2. CONTRACT NUMBER 3. SOLICITATION NUMBER

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

ORDER UNDER DPAS (15 CFR 700)

6. REQUISITION/PURCHASE NUMBER

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

NEGOTIATED (RFP)

SEALED BID (IFB)

5. DATE ISSUED

1. THIS CONTRACT IS A RATED RATING PAGE OF PAGES

1 60

C. E-MAIL ADDRESS

EXT.NUMBERAREA CODE

B. TELEPHONE (NO COLLECT CALLS)A. NAME

10. FOR

INFORMATION

CALL:

CAUTION: LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

(Date)(Hour) local timeuntildepository located in copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the

SOLICITATION

9. Sealed offers in original and

PART IV - REPRESENTATIONS AND INSTRUCTIONS

OTHER STATEMENTS OF OFFERORS

EVALUATION FACTORS FOR AWARD

INSTRS., CONDS., AND NOTICES TO OFFERORS

REPRESENTATIONS, CERTIFICATIONS AND

LIST OF ATTACHMENTS

CONTRACT CLAUSES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

I

J

K

L

M SPECIAL CONTRACT REQUIREMENTS

CONTRACT ADMINISTRATION DATA

DELIVERIES OR PERFORMANCE

INSPECTION AND ACCEPTANCE

PACKAGING AND MARKING

DESCRIPTION/SPECS./WORK STATEMENT

SUPPLIES OR SERVICES AND PRICES/COSTS

SOLICITATION/CONTRACT FORM

PART II - CONTRACT CLAUSESPART I - THE SCHEDULE

H

G

F

E

D

C

B

A

SEC. DESCRIPTION PAGE(S) (X) DESCRIPTION SEC. (X)

11. TABLE OF CONTENTS

18. OFFER DATE17. SIGNATURE

SUCH ADDRESS IN SCHEDULE.

IS DIFFERENT FROM ABOVE - ENTER

15C. CHECK IF REMITTANCE ADDRESS

EXT.NUMBERAREA CODE

15B. TELEPHONE NUMBER

(Type or print)AND

ADDRESS

OF

OFFEROR

CODE FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER15A. NAME

DATEAMENDMENT NO.DATEAMENDMENT NO.

and related documents numbered and dated):

amendments to the SOLICITATION for offerors

(The offeror acknowledges receipt of

14. ACKNOWLEDGEMENT OF AMENDMENTS

CALENDAR DAYS (%)30 CALENDAR DAYS (%)20 CALENDAR DAYS (%)10 CALENDAR DAYS (%)

(See Section I, Clause No. 52.232.8)

13. DISCOUNT FOR PROMPT PAYMENT

designated point(s), within the time specified in the schedule.

by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the

12. In compliance with the above, the undersigned agrees, if this offer is accepted within ______________ calendar days (60 calendar days unless a different period is inserted

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

OFFER (Must be fully completed by offeror)

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

28. AWARD DATE

(Signature of Contracting Officer)

27. UNITED STATES OF AMERICA

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

CODE 24. ADMINISTERED BY (If other than Item 7)

ITEM

(4 copies unless otherwise specified)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

41 U.S.C. 253 (c) ( 10 U.S.C. 2304 (c) (

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION20. AMOUNT19. ACCEPTED AS TO ITEMS NUMBERED

AWARD (To be completed by government)

CODE

07/30/2014 X

OCON

SMITHSONIAN INSTITUTION

P.O. BOX 37012

MRC 1200

Washington DC 20013-7012

BID DROP OFF 1500 ET

Jennifer L. Kroan 202 kroanj@si.edu

633-7275

X

X

X

X

X

X

X

X

X

X

X

X

X

PAGE(S)

Dorothy A. Leffler

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

STANDARD FORM 33 (Rev. 9-97)

Prescribed by GSA - FAR (48 CFR) 53.214(c)

2-3

3-30 31-32 32-35 35-41

41-51

51-52

52-53

53-59 59-60

RFP # F14SOL10050 Page 2 of 60 Indefinite Delivery Indefinite Quantity – Exhibition Design, Fabrication, and Design/Fabrication

Section B – Supplies/Services and Prices/Costs

B.1. Contract Type

Through this request for proposals (“RFP”) the Smithsonian Institution (“Smithsonian” or “SI”) intends to award several contracts for the following three types of professional exhibition services: 1) exhibition design, 2) exhibition fabrication, and 3) exhibition design/fabrication.

The Contracts awarded from this RFP shall be Indefinite Delivery Indefinite Quantity (“IDIQ”) Contracts, each with an initial two (2) year term, with the Smithsonian reserving the right to extend said term for eight (8) additional one year option periods. The successful Offeror(s), referred to herein as the Contractor, shall perform work as generally described in Section C and as specifically identified in each future task order contract (“Task Order”). Each project that falls within the scope of the Contracts awarded hereunder shall take the form of a Task Order that shall have its own specific Task Order number and shall be a firm fixed price contract in accordance with the terms and conditions of the awarded IDIQ Contract. Please note that the Smithsonian does not guarantee a minimum or maximum number of Task Orders or Task Order dollar amounts for either the base year or for any option year; and the Smithsonian is not in any way obligated to issue any Task Orders under the resultant contract. Task Orders issued under the awarded Contracts may or may not be competed at the discretion of the Smithsonian Institution.

Depending on the proposals received, and depending on the needs of the Smithsonian at the time of award, the Smithsonian may award separate groups of IDIQ Contracts for large, small, and other categories of exhibition projects in an effort to better meet the needs of the Institution. The Smithsonian may also award IDIQ Contracts strictly for specific services in an individual labor category (e.g. the Smithsonian can envision a scenario where they award a group of IDIQ Contracts for bracket fabrication and a separate group of IDIQ contracts for exhibition lighting design services only). Furthermore, under the awarded exhibition design, exhibition fabrication, and exhibition design/fabrication IDIQ Contracts, the Smithsonian reserves the right to award individual Task Orders specifically for desired services in a given labor category rather than for an entire exhibition project (e.g. a museum may award a Task Order for an exhibition lighting designer, rather than awarding a Task Order for full design services related to an exhibition).

B.2. Labor Categories and Rates

B.2.1 Utilizing the attached Schedule of Fees, the Contractor shall submit fully burdened hourly rates established for all labor categories to be utilized for purposes of submitting a firm fixed cost proposal for each future Task Order. Said fees shall include all direct labor, direct costs, indirect costs [e.g., overhead, G&A] and profit) for the base period.

B.2.2 All services to be provided by subcontractors hereunder will be negotiated on a case-by-case basis, but in all circumstances where subcontractors are utilized, the prime Contractor’s maximum total markup (including overhead, G&A, commission, FCCM, profit, etc.) for any such subcontractors’ labor and other direct costs (except travel, see Section B.3.3) shall not exceed ten percent (10%) for all Task Orders. A smaller markup is encouraged.

B.2.3 For each of the applicable one (1) year option terms beyond the base Contract Term, the labor rates for each labor category shall be proposed by the Contractor in writing and successfully negotiated with the Smithsonian at least thirty (30) days prior to the beginning of each subsequent one year term.

The renewal rates, however, shall not exceed the previous year’s labor rates plus the percentage increase for U.S. City Average for the most recent one year period (Consumer Price Index for All Urban

RFP # F14SOL10050 Page 3 of 60

Consumers: Selected Areas, all items index). In the event that Contractor fails to propose renewal labor rates at least thirty (30) days prior to the then current expiration date of a given term, the previous year’s labor rates shall automatically apply to the subsequent one year term.

B.3. Travel and Per Diem

B.3.1 The Contractor shall obtain approval from the Contracting Officer’s Technical Representative (COTR) prior to any travel. The Contractor shall be reimbursed for pre-approved travel for actual transportation costs and travel allowances (per diem) of personnel authorized to undertake out-of-town, overnight travel under this contract. Such transportation costs shall not be reimbursed in an amount greater than the cost of economy class rail or of economy air travel, unless economy rail travel and economy air travel space are not available and the Contractor certifies to this fact in vouchers or other documents submitted for reimbursement. Travel allowances (per diem) shall be reimbursed in accordance with the Contractor’s established policy but in no event shall such allowances exceed the rates established in the Federal Travel Regulations.

B.3.2 The Contractor shall be reimbursed for the cost of out-of-town, overnight travel performed by its personnel in their privately owned automobiles at the rate established in the Federal Travel Regulations not to exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in the same automobile, no additional charge shall be made by the Contractor for such travel.

B.3.3 No profit or fee (i.e., commission, G&A expense, overhead expense, etc.) shall be paid to Contractor for any travel expenses hereunder.

B.4. Title I Fee Limitation for Task Orders with Architect-Engineer Services:

B.4.1 For Title I services (the Architect-Engineer services involved in the formation of plans, specifications, drawings, and cost estimates for construction, as differentiated from Fabrication/Installation), the Contractor shall be paid a fee not to exceed 6% of the construction budget (exclusive of the Architect-Engineer fee) for the design of the construction portion of the Task Order contract.

B.4.2 The construction budget prepared by the Smithsonian Institution prior to Task Order contract negotiations and specified in the Task Order contract will be utilized to determine the maximum allowable Title I A&E fee as well as the responsiveness of the Contractor's proposal for the Task Order contract.

Section C – Description, Specifications, Statement of Work

C.1 Background. The Smithsonian Institution’s core mission, “the increase and diffusion of knowledge,” is accomplished in part through its many permanent and temporary exhibitions at its sixteen (16) public museums and the National Zoo, as well as through its various traveling exhibitions which travel through communities across the country and globally.

The purpose of these Smithsonian-wide contracts is to establish support services for Smithsonian museum, zoological, and traveling exhibits. These contracts are designed to respond to a need for the design, development, planning, fabrication, and installation of exhibits. Anticipated projects awarded under the Contracts may vary from rehabilitation, replacement, updates and maintenance on existing exhibits; the design and/or fabrication of small temporary exhibits; the design and/or fabrication of major, permanent museum installations; or the design and/or fabrication of traveling exhibits. Target ranges for design and production will be included in each individual Task Order and will vary depending on the

RFP # F14SOL10050 Page 4 of 60 complexity of each individual project. Services shall primarily be provided for the Smithsonian museums and facilities located in Washington DC and New York, but may be provided for Smithsonian facilities in other areas.

C.2 General. The Contractor shall furnish professional services as specified in each Task Order contract which may include, but not limited to, the study, planning, writing, editing, research, model making, illustrating, evaluation, media presentation (including but not limited to: video, film, slides, CDs, and sound), presentation tools (animations, walk-throughs, and other computer modeling), design (including the preparation of contract drawings, specifications, and cost estimates), detailing of Smithsonian exhibitions, crate building and exhibit fabrication and installation. The Contractor shall further provide architect-engineer services (including the preparation of contract drawings, specifications, and cost estimates) as required in support of the above mentioned services which may include, but not be limited to, new projects, alterations, maintenance and repair of Smithsonian exhibitions. Architects or engineers registered to practice in the particular professional field involved in a State, the District of Columbia, or an outlying area of the United States shall prepare or review and approve the design of architectural, structural, mechanical, electrical, civil, or other engineering features of any work performed hereunder.

This Contract shall serve as the basic contract against which individual Task Order contracts may be issued to the Contractor.

C.2.1 All work shall be performed in accordance with the terms of the applicable Task Order contract, this base Contract (including all attachments), and the Contractor's proposal for the project identified in individual Task Order contracts.

C.3. Scope of Work for DESIGN IDIQ CONTRACTS ONLY

C.3.1. Scope of Work – Design Services. The Contractor shall provide all technical, professional, non-personal services, including all labor, materials, equipment, supplies, facilities, travel, management, and supervision necessary to provide the Smithsonian with exhibit planning and design services as set forth in the individual Task Orders awarded hereunder. Task Orders awarded hereunder may include, but not be limited to the following types of work: Design of exhibitions (including Concept Design, Design Development, Final Design) and design of all exhibition components (which may include all 3D components, graphics, lighting, exhibition security, object security, and object mounts); layout of all exhibition components (including but not limited to display cases, platforms, object risers, object layouts, wall panels, interactive experiences, specialized floor, wall and ceiling structures and treatments, and contextual/theatrical recreations and environments); architectural/engineering services for the exhibition elements; multimedia design, production, AV hardware and systems requirements and integration planning; writing services and photo acquisition; project documents including without limitation project drawings and specifications; exhibition cost estimating services; development of fabrication and installation timeline; project management; contract administration; fabrication administration quality assurance and coordination services for various sized permanent, temporary, and traveling exhibitions.

Not all tasks set forth in this Section C.3 will be required for every Task Order issued under this Contract.

Each Task Order scope of work and specifications will indicate the general and specific tasks required for a given design project.

C.3.2 Contractor shall perform all services required hereunder in accordance with the Smithsonian Institution Planning and Design Specifications, as well as in accordance with the applicable attachments set forth in Section J, and the terms and conditions set forth herein. Depending on the scope of the individual Task Orders, Contractor will be required to consult with additional Smithsonian offices and resources for information regarding conservation and artifact display requirements, Americans with Disabilities Act (“ADA”) requirements, health and safety, and ease of exhibits maintenance including maintenance of audio/visual, computer, and mechanical interactive devices, if any. In addition Contractor will be required to coordinate with the Smithsonian Office of Protection Services for security, and the

D E

S I G

N

RFP # F14SOL10050 Page 5 of 60

Office of Facilities Engineering and Operation (“OFEO”) for engineering and construction requirements, if applicable.

C.3.3 In designing exhibitions hereunder, Contractor shall take into account as essential design considerations life safety, barrier-free design, accessibility/universal design, sustainability, energy conservation, daylight modulation from skylights and windows, if applicable, control of sound-spill from AV programs, security provisions as required by Smithsonian Office of Protection Services, integration with existing architecture where relevant, lamping, functionality, maintenance, conservation, and durability restrictions.

C.3.4 All Exhibitions shall be designed in accordance with applicable codes, standards, design parameters or regulations noted in this or other sections of this Contract. In case of conflict between codes, standards, or regulations, the most stringent requirement shall apply.

(i.) Reference to standard specifications of any technical society, organization, or association, or to codes, manuals, or regulations of Federal or local authorities shall mean the latest standard, code manual, regulation, specification, or tentative specification adopted and published at least thirty (30) days prior to submittal of proposals, unless specifically stated otherwise.

(ii.) Any code, standard, regulation, or specification listed below, in the attachments/Section J or otherwise referenced herein, that references the “authority having jurisdiction”, “local authority”, or “governmental authority” shall be interpreted to refer to the Contracting Officer as being this authority for purposes of interpreting/clarifying codes, standards, regulations, and specifications.

(iii.) As applicable, Contractor’s performance shall conform to the following codes, standards, and regulations as well as those set forth in Section J/Attachments:

International Building Code 2012 Edition Americans with Disabilities Act (ADA) Architectural Barriers Act (ABA) Casework - Architectural Woodwork Institute (AWI) Electrical Work - National Electric Code (NEC) Professional Standards for Museum Accreditation U.S. Department of Energy - Architects and Engineers Guide to Energy Conservation Illumination Engineers Society Standards National Fire Protection Association Life Safety Code 2012 Occupational Safety and Health Standards ASHRAE Handbook and Standards (for lighting) All governing local, state, and national codes

C.3.5 General Requirements. The following standard general requirements shall apply to exhibit design services provided under individual Task Orders, as may be revised in said Task Orders:

(i.) Schedule. For each project awarded under a Task Order, Contractor shall prepare and submit a detailed task and resource Gant bar schedule for the services which shall includes design and deliverable milestones for all phases of exhibit design, planning, fabrication, and installation;

critical path activities and resources; submission dates; projected dates for cost estimates and design reviews; Smithsonian review periods; Contractor review periods; meetings specified herein; and task dependencies for submissions and meetings. The Contractor shall immediately

RFP # F14SOL10050 Page 6 of 60 notify the COTR and the Smithsonian Contracting Officer of any problem, unexpected occurrence, or delay in performing the services.

(ii.) Work Plan. For each Task Order, Contractor shall prepare and submit a detailed work plan outlining each phase of the services to the Smithsonian for review within twenty-one (21) days of the Contract award date. Contractor shall update and submit the work plan to the Smithsonian as needed to remain current, but no less than monthly.

(iii.) FTP Website. For each Task Order awarded, Contractor shall provide, develop, support, and maintain a secure file transfer protocol website for the exchange of large electronic data files related to the services (“FTP Site”) within twenty-one (21) days after Contract award. Contractor shall COTR and the Smithsonian Office of Contracting with full access, including the password, to the FTP Site and shall maintain the FTP Site throughout the Contract Term.

(iv.) Quality Control Plan. Contractor shall perform quality control reviews that evaluate both the technical accuracy and discipline coordination in connection with the exhibit design s ervices.

Contractor shall submit a quality control plan to Smithsonian for review and approval within an agreed upon period following award of the Task Order.

(v.) Meetings. As set forth in the individual Task Orders, Contractor shall attend and participate in required project meetings which may include meetings at the Smithsonian, Contractor’s offices, subcontractor’s offices, and the exhibit design fabrication shops and offices. The Contractor shall prepare and distribute to the COTR a written report of all telephone conversations, meetings, or discussions related to the project. Such written report shall be delivered within four (4) calendar days of any said conversation, meeting or discussion.

Specifically, Contractor shall plan, participate in, and/or facilitate an intensive design workshop at which the planning team determines the essential ideas and decisions that will complete the project definition phase of the project. The final product resulting from this design workshop will be the textual and graphic information which normally appears in a Schematic Design Plan.

Contractor shall write a report documenting the ideas developed and decisions reached at the design workshop.

(vi.) Documentation. The Contractor shall provide to the COTR all engineering design calculations, computer printouts, equipment data sheets and other source data used to develop the design, estimates, and contract documents. These calculations shall be prepared in a professional, accurate, and easily understood manner.

(vii.) Site Conditions. Any files, documents, or other information provided by Smithsonian is not warranted to show present existing conditions for exhibition sites; therefore the Contractor is solely responsible for independently verifying all data necessary for the accomplishment of the services and shall obtain all other data required to ensure the complete and adequate design of the project. It shall be the Contractor’s responsibility to conduct the necessary research, interview the relevant Smithsonian personnel, and otherwise gather all information necessary to develop an accurate survey of existing conditions prior to design development.

(viii.) Site Visits. During the term of any Task Orders awarded hereunder, Contractor shall travel to the project site specified in the Task Order for purposes of the following: (a.) meet with project participants to review the project requirements; (b.) Gain a general understanding of the project resources; observe site conditions; assess project needs; identify and interview project resource persons; determine visitor types, characteristics, and use patterns; (c.) determine other

RFP # F14SOL10050 Page 7 of 60 facts useful for exhibit design. Survey other interpretive operations in the museum, and determine their relevance to the exhibit project; and determine and document the interpretive themes and objectives of the exhibits from museum staff and relevant documents. Utilize preliminary planning documents such as the exhibit concept plan, or statement of purpose, in the determination of themes and objectives; (d.) Inspect, measure, map, videotape, and otherwise document proposed exhibit spaces and sites, and obtain and verify the accuracy of any architectural drawings of the site. Record locations of all outlets, registers, switches, and other equipment that might affect exhibit design; (e.) Review design and construction drawings for proposed exhibit spaces to assure that all interpretive areas are appropriate for the conceptual and technical requirements of proposed exhibits, and prepare review comments on such drawings.

Address any universal accessibility issues; (f.) Inspect artifacts that may be available to determine their suitability for inclusion in proposed exhibits. For each relevant object take a photographic image and record the catalog number, dimensions, description, and any other data that will be needed to assist the project team in selecting display objects; (g.) Inspect graphics in the Smithsonian Collections and other designated sources to determine their suitability for inclusion in exhibits; copy or photograph the graphics, and record information regarding subject, source, and content; and (h.) Draft a written trip report documenting principal decisions and agreements reached by the planning team; and revise that draft based on review and comment by the COTR.

(ix.) Reviews and Professional Responsibility. Where necessary and appropriate, the Smithsonian may provide reviews to aid in the correct interpretation of its requirements, to encourage appropriate creativity in design, and to assess the entire project. These reviews may be highly detailed and conducted at the highest levels within the Smithsonian. The Smithsonian reviews and approval shall not relieve Contractor of professional liability or conformance with the Task Orders. Contractor is totally responsible for all facets of the projects. Such responsibility remains with the Contractor until construction is complete, as-built documents are submitted and all claims are resolved.

(x.) Bubble Plans. Contractor shall develop and draw a bubble plan of the proposed exhibit space showing the locations, scale, and relationships of proposed exhibit treatments. The plan shall consist of a floor plan with proposed exhibit areas outlined with irregular shapes or “bubbles.”

(xi.) Cost Estimates. Contractor shall prepare a detailed cost estimate for exhibit fabrication and installation for each phase of the Task Order exhibit project(s).

(xii.) Promotional Materials and Presentations. Contractor shall develop a promotional document or other promotional materials designed to describe the proposed exhibit project for prospective project donors, fund-raising agencies, or designated reviewing officials.

Requirements will be specified in the Task Order. Contractor may also be required to travel to the presentation site specified in Task Order to meet with project staff and reviewers, prepare, and distribute copies of presentation materials at the meeting in the numbers specified in the Task Order.

(xiii.) Audiovisual, Computer, and Multimedia Programs. Contractor shall provide audiovisual treatments for all audiovisual, computer, and electronically controlled programs. These treatments will include an outline of the subject matter to be presented, a description of the sequence of events and options visitors will encounter, and a description of the materials, equipment, software and structures associated with the program. Insure that all specified items are obtainable.

RFP # F14SOL10050 Page 8 of 60

(xiv.) Models and Prototypes. Contractor shall fabricate scale models and/or prototypes. The level of detail and scale of such models will be stated in the individual Task Orders.

(xv.) Material, Color, and Finish Samples. Contractor shall provide samples for all colors, materials, and finishes specified for exhibits. The samples shall be fastened on a presentation board, secured with a ring binder, or similarly secured for ease of reference.

(xvi.) Digital Files. Contractor shall develop a set of graphic layout files for all graphic panels and prepare them for direct digital output onto a final exhibit medium. Digital layout files shall contain all text, graphics, and design elements in the final exhibit. Contractor shall maintain a secure backup copy of all digital files at all times. For each digital layout file, Contractor shall prepare a one-piece color proof for all text and graphic elements to be reviewed and approved by the COTR. Proof sizes will be specified in individual Task Orders.

C.3.6 Contractor produced contract drawings, specifications, and cost estimates shall be sufficient for competitive bidding. The Contractor shall submit these documents at the 10% (familiarization and concept design), 35% (schematic design), 65% (design development), 95% (design control drawings), and 100% completion levels unless otherwise specified in the individual Task Order contract.

C.3.6.1 The Smithsonian SD 410 review, see Attachment J.1, is conducted by Smithsonian reviewers responsible for construction and MEP/FP code compliance, life safety, accessibility, and related issues.

Therefore, the document packages to be submitted at each phase shall include floor plans, sections and elevations; large-scale plans, elevations, sections and details of any items to be constructed and installed within the space; and security, fire protection, electrical, mechanical, and plumbing drawings where modifications to any of these systems are required. As a result of the SD410 review, Contractor shall respond in writing to every review comment received and prepare a response package to be submitted within three (3) weeks of its receipt of comments.

C.3.7 10% Concept Design. The 10% concept design phase shall include familiarization of the Exhibition and project needs, initial consultations, coordination, project analysis, and initial planning/design towards the development of the exhibition design. During this phase Contractor shall prepare a review of and response to the overall plan for the exhibition, with initial thoughts and sketches on the overall planning strategy (bubble plan), flow and affordance diagrams, visual aesthetic, physical environment and elements, audio/visual and other media elements, and the furnishings of the overall space as well as the individual spaces. At the conclusion of this phase, Contractor shall deliver a submission package for the Smithsonian’s review including key floor plans and design elements, thematic bubble plan, outline, and storyline; a fully-manipulable virtual model of the Exhibition at 10% in SketchUp or Vectorworks; if relevant, fundraising and promotional sketches illustrating key sections or exhibition elements; interpretive goals; description of architectural modifications, if any; and electronic file copies of all submittal materials in original source (editable) format, including all linked images, graphics, and in pdf format. Requirements for multiple design alternatives may be required by individual Task Order.

C.3.7.1 Contractor shall conduct general research to support exhibit planning and design work during the concept planning and design phase to locate and identify graphics, artifacts and display objects.

C.3.8 35% Schematic Design. Upon acceptance and approval by the Museum of the 10% Concept Design submittal, the Contractor shall prepare complete 35% design documents in the preferred Smithsonian format for submission to the Smithsonian for the SD-410 review process. Changes shall be incorporated and packages updated at each succeeding phase. The 35% Schematic Design package shall

RFP # F14SOL10050 Page 9 of 60 include, but not be limited to: sketches, renderings (at least four finished artist renderings for PR/fundraising purposes), illustrations, and/or storyboards; floor plans indicating architectural interventions, circulation and traffic flow (include take-offs of circulation vs. exhibit areas and reflected ceiling plans, if applicable); perspective view drawings; elevation drawings; materials/ finishes sample board; power, lighting and signal plans with draft equipment schedules; and may also include: HVAC, plumbing, fire protection and security modifications; larger-scale plan details, sections indicating heights of exhibitry and mounting heights and clearances above and below major specimens, elevations, etc.;

schedules of fixtures and furnishings and of items intended for display; items to be acquired or purchased, items to be fabricated; locations, rough dimensions, and elevations of floor and wall cases including their concept lighting, access for maintenance and conservation, and security approaches; spatial details such as doors, windows etc., overall dimensions of exhibit space; overall Exhibition security plans; lighting plan indicating fixture locations and lamp specifications; product and material samples; catalog cuts and specifications; fully manipulable, computer-based, 3D virtual model of the Exhibition at 35% (virtual walk-through) in and editable format in sketch up or Vectorworks; paper prototypes of any mechanical or tactile interactives and selected exhibition elements to evaluate interactivity, level of content, graphic design, and/or AV approach (if corresponding A/V options are required) in simple materials not intended for durable use; full-scale mockups of proposed graphic styles for each type hierarchy; optional illustrative photographs; project schedule including the next phase of the project; and initial cost estimate.

C.3.9 65% Design Development. At the 65% design development phase, Contractor shall prepare 65% complete design documents for submission to the Smithsonian for the SD-410 process. Working with the 35% concept script content, Contractor shall develop a complete design development package to include, but not be limited to fully-developed experience narrative reports and iterations of the 65% script, design and engineering drawings and schedules, detailing, audio/visual program developments, final graphic style sheets, fixture and furnishing cut sheets, and specifications. Contractor shall present enough information to enable the Smithsonian to comment on proposed construction/fabrication and installation details and materials, media and technology hardware and software, as well as fixture and furnishing layouts and graphic elements. All elements, placement, and treatment of the final fit-out shall be clearly presented and agreed upon. Contractor’s 65% submission shall include a refined cost estimate which shall cover all fabrication and building alterations identified in Contractor’s design documents.

Contractor shall provide drawings and documentation depicting major architectural features, exhibit elevations, indication of electrical placements with circuits specified, and may also include details of exhibit case installation, lighting, artifacts, and graphics, etc. Further details such as finishes and proposed treatment of walls, content, etc. shall be specified in individual Task Orders.

C.3.9.1 At 65%, Contractor shall also provide a graphics package which shall including but not limited to all labels, text, panels, murals, photo murals, and photographs, including accurate sample layouts with proposed typefaces, palettes, and typesetting specifications indicating colors, or black and white for each style of label and/or panel keyed to the script (created in Adobe InDesign) for each style of panel, mural, label, or other graphic. All keyed information from the case layouts, graphic layouts, and the script shall be consistent. All graphics shall be consistent between physical and digital elements. Panel layouts shall include all graphics with the correct crops, sizes and keyed information. Contractor to furnish a complete schedule of all images (photographs, artwork, etc.) with written confirmation that all have been obtained, licensed and that all are of sufficient high resolution that they can be enlarged to sizes and resolution levels needed for the exhibition.

C.3.9.2 Contractor shall prepare a package of all exhibition the textual data, graphic facsimiles, artifact facsimiles, and source information. Contractor shall write the introduction, summary of interpretive

RFP # F14SOL10050 Page 10 of 60 themes, textual resource information, facsimile labels, and bibliography of books and videos and shall assemble this package of exhibition resources in the format and packaging specified in the Task Order.

C.3.9.3 Prior to incorporation into final design documents, all new or innovative products, processes, and materials—including graphics, lighting, fixtures, furnishings, etc.—shall be tested by the Contractor during this 65% design phase.

C.3.10 95% Design, Engineering and Detailing. The 95% design phase shall encompass the final design production, and the creation of the final estimates for construction and fabrication. The goal of this phase is the production of a detailed design package ready for fabrication. The design package shall be submitted at in a 95% submittal package which shall include the previously approved 65% submission changes with all working drawings, details, sample finishes, finish schedule, and specifications in preparation for the fabrication and location of elements including, but not limited to exhibit cases and displays, support brackets, a detailed lighting plan that identifies lighting fixtures and lamp specifications, security and alarm system specifications, environmental protection, demolition plans, and construction features such as paneling and partitions, and mounting details.

C.3.10.1 The 95% package also shall include the final graphic typeface and typesetting layouts and specifications keyed to the script and drawings, and shall include final locations and measurements for the placement of graphics in each gallery. The Contractor shall purchase and provide the licenses and electronic files of all Exhibition fonts (minimum of three licenses or installation rights on three computers in both Mac and PC format) and provide documentation and electronic files to the Smithsonian with the 95% package. Drawings and graphic layouts shall supplement each other and be coordinated. The Contractor shall bear any costs associated with changes submitted by the fabrication contractor due to conflicts between Contractor’s drawings.

C.3.10.2 Contractor shall prepare detail specifications for the drawing sets. The detail specifications shall describe the materials used in the casework and exhibits; the method of fabrication of the exhibits and their component parts, types, makes, models and sources; explanations of fabrication, erection, installation, and specific handling; and other services and facilities necessary or appropriate for the assembly, location, erection, installation, and display of the exhibits.

C.3.10.3 Contractor shall follow the Construction Specifications Institute (“CSI”) format in preparing technical specifications, and shall use Smithsonian cost estimating form for preparing cost information.

C.3.10.4 Contractor shall prepare the Special Conditions technical specifications in accordance with the Smithsonian General Conditions for Construction Contracts or other specifications as provided by the Smithsonian. All technical specifications shall be presented on white bond paper without a watermark, sized 8 ½ inches by 11 inches. The project number and pages number (i.e. 1 of 60, 2 of 60) shall be indicated in the upper right corner of each page.

C.3.10.5 Contractor shall prepare detail specifications coordinated with the drawing sets. The detail specifications shall describe the materials used in casework and exhibits, the method of fabrication of items and their component parts, types, makes, models, sources; explanations of fabrication, erection and installation as well as the specific handling of the above: and other services and facilities necessary or appropriate for the assembly, location, erection, installation and display of the project components. The specifications shall indicate those items for samples, shop drawings, and maintenance product data manuals shall be submitted by the fabrication contractor. All items shall be biddable by three (3) or more vendors who produce like items of comparable quality. Contractor shall use and reference federal Specifications and Standards to the maximum extent possible. Further, Contractor shall ensure that all

RFP # F14SOL10050 Page 11 of 60 technical specifications require any tests, ratings, etc. that must be performed by the fabrication contractor.

a. The Construction Specifications Institute (CSI) format shall be used in preparing the cost estimate/technical specifications.

b. The use of manufacturer's names or brand names is to be minimized in the specifications and on the drawings unless the item is necessary to match or interface with existing items, or is necessary to describe a general standard. In all such cases, the item description shall specify the salient features required and be followed with the phrase “or Smithsonian Institution approved equal.” Federal Specifications and Standards shall be used and referenced to the maximum extent possible.

c. The technical sections are to indicate those items for which samples and shop drawings are to be submitted and for which operating and maintenance product data manuals shall be provided.

d. These specifications shall be edited to fit the job of which they are a part. If the specifications call for tests, fire rating, etc., Contractor shall make sure that test is a requirement for this project.

e. Drawings and specifications must supplement each other and be coordinated.

C.3.10.6 Contractor shall bear any costs for claims submitted by fabrication contractors due to inconsistencies between drawings and specifications.

C.3.10.7 Contractor shall provide, on hard drive or as otherwise directed by the Smithsonian, graphic design specifications for this phase including, as follows: (a.) full size samples of typographic style, and depicting the system of positioning, captioning, and other typographic elements within the Exhibition following the guidelines to be provided by the Smithsonian; (b.) designs and material specifications for signs and/or special graphic symbols, charts, or diagrams not a part of the general captioning system; (c.)

complete panel schedule including number, style, size, mount, color, inks, graphic number, and graphic type; (d.) numbered, cropped photographs, murals, art, etc. into the interior case layouts; and (e.) wall mounting layouts including numbers, mounting details, and special layouts of all text panels and graphics.

C.3.10.8 All interactive computer/video systems and/or other electronic/audio visual elements such as films and multi-image presentations shall be presented to the Smithsonian for approval prior to incorporation in the final design.

C.3.10.9 Contractor shall execute all graphic designs necessary to complete the work, including but not limited to the following:

Text: Contractor shall provide full size samples of typographic style system of positioning captioning and other typographic elements within the exhibit structure in accordance with specific SI guidelines regarding type specifications.

Signs and Symbols: Contractor shall provide designs and material specifications for signs and/or special graphic symbols, charts or diagrams not a part of the general captioning system.

RFP # F14SOL10050 Page 12 of 60

Schedule: Contractor shall provide a complete graphics schedule including number, style, size, mount, color, inks, graphic number, and graphic type to be provided on disk.

Contractor’s package shall include the final graphic layouts and specifications all keyed to narrative script and drawings. Final location and measurements for the placement of graphics in each area shall be included as well. Drawings and graphic layouts must supplement each other and be coordinated. Any conflicts between drawings submitted by Contractor shall immediately be resolved by Contractor at no cost to the Smithsonian. All (100%) photographs, artwork, and other images, and rights for use, shall be procured.

C.3.10.10 The cost estimate provided at 95% design shall be a detailed engineering estimate itemized, organized, and presented in the CSI format applicable to construction specification. All materials for each of the subject items shall be tested and determined by a drawing quantity takeoff. The material unit price and labor shall be applied to each item. Profit, overhead, labor burden and contingency shall be itemized at a percentage based on the total until price. Lump sum estimates shall be avoided. The estimate shall be subdivided to provide for a reasonable implementation of this worked on a phased basis.

All major cost equipment and long lead items shall be identified.

C.3.10.11 The 95% fabrication documents shall be complete and biddable in every respect. Only very minor revisions shall be anticipated after Smithsonian review. All comments made by the Smithsonian in response to previous submissions shall be addressed and accounted for.

C.3.10.12 During the biding phase for fabrication and construction of the Exhibition, Contractor shall provide revised drawings and specifications as may be necessary to clarify or correct any errors or deficiencies in the Contract documents, at no additional cost to the Smithsonian. Contractor shall be responsible for such clarification or correction for a period of one (1) year from the completion date of all services required under this Contract.

C.3.11 100% Final Design, Engineering, Detailing and Fabrication Package. 100% design services shall encompass the final design production, and the creation of the final estimates for construction and fabrication. The goal of this phase is the production of a detailed design package ready for fabrication.

The design package shall be submitted at in a 100% submittal and fabrication bid package. This package shall include the previously approved 95% submission changes with all working drawings, details, sample finishes, finish schedule, and specifications in preparation for the fabrication and location of elements including, but not limited to exhibit cases and displays, support brackets, a detailed lighting plan that identifies lighting fixtures and lamp specifications, security and alarm system specifications, environmental protection, demolition plans, and construction features such as paneling and partitions, and mounting details.

C.3.11.1 This package also shall include the final graphic typeface and typesetting layouts and specifications keyed to the script and drawings, and shall include final locations and measurements for the placement of graphics in each gallery. Drawings and graphic layouts shall supplement each other and be coordinated. The Contractor shall bear any costs associated with changes submitted by the fabrication contractor due to conflicts between Contractor’s drawings.

C.3.11.2 Contractor shall prepare detail specifications for the drawing sets. The detail specifications shall describe the materials used in the casework and exhibits; the method of fabrication of the exhibits and their component parts, types, makes, models and sources; explanations of fabrication, erection, RFP # F14SOL10050 Page 13 of 60 installation, and specific handling; and other services and facilities necessary or appropriate for the assembly, location, erection, installation, and display of the exhibits.

C.3.11.3 Contractor shall provide all other deliverables required at the 95% phase in final approved form.

The Contractor shall incorporate all corrections into a final 100% submission. Any adjustments from the 95% submission to the 100% submission shall be at no additional cost to the Smithsonian. In the event that the 100% design does not fall within the cost previously proposed by Contractor for this phase for the work, Contractor must make alterations at no additional cost to the Smithsonian. The 100% package shall be complete and ready to be competed in every respect. Only very minor revisions shall be anticipated after Smithsonian review. All comments made by the Smithsonian in response to previous submissions shall be addressed and accounted for. During the solicitation phase for fabrication and construction of the Exhibition, Contractor shall provide revised drawings and specifications as may be necessary to clarify or correct any errors or deficiencies in the Contract documents, at no additional cost to the Smithsonian.

Contractor shall be responsible for such clarification or correction for a period of up to one (1) year of the completion all services required under this Contract.

C.3.11.4 For 100% review Contractor shall deliver to the Smithsonian construction costs estimates;

complete drawings; specifications; final calculations; construction time schedules; Original estimates of construction cost based on bid documents; Original drawings; Original specifications; Original construction time schedules based on bid documents; and electronic file copies of documents in original source (editable) format, including all linked images, graphics, fonts, and in pdf format.

C.3.11.5 Contractor shall bear any costs for claims submitted by fabrication contractors due to inconsistencies between drawings and specifications.

C.3.12 Contract Oversight and Administration Services. This final phase shall encompass all contract phase services including fabrication consultation and supervision. The Contractor will facilitate the successful implementation of the exhibition design during the fabrication and installation phase of the project. Contractor shall assist in the preparation of special conditions for bid documents for fabrication contracts; and attend pre-bid, proposal review, and pre-construction meetings. Contractor shall be available at the request of the Smithsonian to review and/or supervise fabrication and construction, and shall have a representative on-site during the construction phase as needed. Contractor shall be responsible for resolving architecture and engineering, and exhibit fabrication issues during this phase, and shall respond to requests for information within the timeline identified by the COTR for each response, providing additional clarifying sketches, information required by the fabrication contractor, and reviewing submittals as needed.

C.3.12.1 During this phase, the Contractor shall make regular and frequent site visits and will be available throughout the fabrication and installation phase to review shop drawings, samples, and finished construction, notify the COTR of any…