Amend_1_-_Attach_1-_QUESTIONS_AND_ANSWERS_pre_bid_meeting_april_12_Crissey_Field.pdf

Questions and Answers

Pre-bid Site Meeting: April 12, 2016 Solicitation Number: F16PS00378 Project Description: Design, Fabrication and Installation of interpretive exhibits at Crissey Field SRS and Coastwide New Carissa Seabird and Marine Mammal Education Project

CRISSEY FIELD Questions:

Q: Is there a Draft Contract?

A: No.

Q: Based on deliverables, what is the payment schedule for the Crissey Field project?

A: Monthly progress payments based upon agreed upon percentage completed bwteen contractor and

COR.

Q: What happens if the project is not completed by the deadline of December 2017?

A: No liquidated damages are applicable. If circumstances are encountered beyond the control of the contractor, a no cost modification extension would be entertained. Otherwise, some type of consideration would be asked for if an extension if desired past the original due date and there are no extenuating circumstances to consider.

Q: Is there a performance bond requirement?

A: A bid bond would apply if a proposal exceeds $150,000.00. If you were to only bid on Crissey field and that proposal did not exceed $150k, no need for a bid bond. Otherwise, a proposal submission over $150k would require a bid bond with proposal submission to be considered responsive. The successful awardee would be required to provide a 100% payment and performance bond for an award exceeding $150,000.00 (per contract clause 52.228-15 incorporated by reference in the solicitation).

Q: What is the average visitation for the Welcome Center?

A: The average is 8,000 visitors/month from October 1 through May 1 and then 20,000 visitors/month from May 1 through September 30.

Q: Can the color/paint pallet in the center be changed?

A: Yes.

Q: Please confirm the total number of signs that are to be produced as part of the New Carissa seabird and Marine Mammal education project. At the pre-bid meeting we learned that USFWS seeks bids for a total of 160 sign panels. This total includes two copies of 60 individual signs and 20 copies of 2 individual signs. Eighty-five of the 160 signs are to be supported by appropriate free-standing or rail mounted pedestals and installed at 34 locations specified by USFWS and OPRD project managers. The remaining signs are to be created as “duplicates” that will be held in storage by OPRD to be used in the event that installed signs are vandalized. These “duplicate signs” and are to be provided without additional mounting hardware or pedestals. Is this correct? If not, please clarify.

A: Yes, that is correct. No additional mounting hardware or pedestals are needed for the duplicate signs. The total number of signs listed above is correct.

Q: We understand that OPRD has some type of design standard for signage. Can any appropriate design standard documents be provided prior to the bid deadline?

A: Yes, see attached design guidelines from Oregon State Parks.

Q: Since the work is on federal land, is an Oregon Contractors License required for installation?

A: The work is NOT on federal land. It is on state land and yes an Oregon Contractors License will be required.

Q: OPRD has recently compiled an inventory of interpretive panels in place in parks on the Oregon Coast. Can you provide us with access to this document?

A: OPRD will provide this document to the successful awardee.

Q: Are murals or tile mosaics allowed on the concrete on the outside of the Welcome Center?

A: No painted murals are allowed outside due to the harsh conditions that will erode it too quickly. Tile mosaics and impressions may be made in the concrete. Painted murals are allowed on the inside of the Welcome Center.

Q: Please provide more detail about how the winning contractor will be selected? What are the evaluation factors for award?

A: A team of representatives from the U.S. Fish and Wildlife Service and Oregon State Parks will review the proposals. The following evaluation factors will be considered: 1) Experience level of the personnel who will be performing the work. Resumes of personnel should be provided along with samples of each person’s work. Each personnel resume and samples of work should not exceed five pages; 2) Past Performance of the contractor and personnel will be considered and references on projects performed in the past that are similar in nature to the work described in the RFP should be provided; 3) Examples of past work that is similar in nature to the work described in the RFP should be provided. Samples should include: text samples from past interpretive projects, design/layout samples and wildlife illustrations. 4) price.

Q: If maps are to be used in exhibits who will be responsible for developing the maps?

A: The contractor will be responsible for development of maps, however, Oregon State Parks and the U.S. Fish and Wildlife Service may provide reference maps and GIS information if it is available.

Q: Are there any sections of the Welcome Center that may not be altered in any way?

A: Yes, the Travel Oregon office and desk space may not be altered.

Q: Are interpretive products allowed to be placed on windows?

A: Yes, so long as they don’t block the west view of the ocean.

Q: Will a floor plan of the Crissey Field Welcome Center be made Available?

A: Yes, See attachment called Crissey Field Welcome Center Floor Plan.

Q: Does this exhibit project have potential conflict with future exhibit/interpretive plans for the Welcome Center?

A: No, this project will set the stage for any future interpretive assessment/plans that are developed for the Welcome Center. Currently there are no other interpretive exhibits planned for the welcome center.

Q: Who was the Architect of the Crissey Field Welcome Center?

A: David Evans and Associates, Inc.

Q: In the RFP it states that the design proposal should include interior and exterior site plan with the budget allocated for this project; do you expect a balance or equal distribution of funds to both exterior and interior exhibits?

A: The interior exhibits/displays should take up the highest portion of the budget. Roughly a minimum breakdown of 60/40 with 60% going to interior exhibits and 40% to exterior. There is flexibility with these percentages so long as more than 50 % of the budget is allocated to interior exhibits.

Q: The project background highlights broad themes and messages desired for the displays/exhibits.

What is the priority for content?

A: While developing the themes and messaging for the exhibit content contractors must follow this order of priority Seabirds (seabirds are the TOP priority and should be the focus of the bulk of the exhibits and messaging) followed by seals and sea lions; rocky intertidal habitat and animals; and coastal island geology.

Q: In the RFP it is mentioned in the general design requirements that exhibits should take into consideration alternative/informal learning opportunities with interactive displays-if displays or exhibits would have hands on or auditory components is there a specific level of noise competiveness that you would want to limit?

A: Exhibits with auditory components are allowed but should be limited in amount to not create excessive noise pollution and must be situated in an appropriate location so it does not interfere or compete with other interactions that occur within the facility. Exhibits with headphones or ear pieces are discouraged due to the high maintenance upkeep.

Q: Are there limitations to changing the infrastructure within the facility, especially counters and brochure racks?

A: Infrastructure such as counters, desk space, floor, walls and entry ways cannot be altered or removed. However there is an opportunity to redistribute brochure racks from current locations, and to move chairs and tables from current locations and to remove/alter cabinet space located under counters for exhibit/display purposes.

Q: What are the hours of operation for the Welcome Center?

A: Winter hours are Friday through Monday from 9:30 a.m. to 3:30 p.m.

Summer hours the facility is open 7 days a week from 9:00 a.m. to 3:30 p.m.

Work within the welcome center must be coordinated with the park manager and may occur on days and evenings when the welcome center is closed. No overnight work in the facility will be allowed.

Q: Why is there a rolling gate that separates the welcome center from the restrooms on days when the welcome center is closed? Can a screen be installed on the gate?

A: The rolling gate separates the foyer/restrooms from the main lobby and office spaces. The gate allows visitors to access the restrooms during the off hours of the welcome center while keeping the main lobby and offices closed to visitors when the welcome center is closed. Yes a screen with imagery on it can be installed on the gate as long as it does not compromise the retracting system of the gate.

Any screen must be able to roll up with the gate as staff will not be able to put the screen up and take it down on a daily basis.

Q: If brochure racks are removed or redistributed within the facility- would the contractor or Oregon State Parks be responsible for the labor?

A: Oregon State Parks will be responsible for the labor of removing or redistributing the brochure racks.

Q: What are the limitations to the exterior of facility?

A: It is acceptable to add interpretive displays to the exterior surface/siding of the facility. Interpretive panels and/or displays should not obstruct the view west (towards the ocean). This would indicate no panels mounted on railing west of building. Impressions or non-intrusive panels may be installed on the concrete if design is appropriate. Panels may be installed on the east facing railing.

Q: If exhibits call for electrical power, is it a possible to connect exhibit power to existing electrical outlets or system within the facility. Would a monitor or tv screen be able to be mounted on wall space?

A: Yes it is possible to connect exhibits with the existing electrical system within the facility. Any exhibits that will need power will need detailed specs for park staff to review. Mounting on the walls will be allowed. No new power will be allowed to be run through the floor system.

Q: We request information regarding digital data to be used to prepare maps to be used as part of this project. At the pre-bid meeting we were told that USFWS and OPRD have digital GIS files that they would like project contractors to use as the basis of maps to be produced by this project. Please confirm the nature and type(s) of data files that will be available to the successful bidder. If it is possible to access these data files prior to the bid deadline, please provide appropriate links or data files. Lastly, do you consider these maps adequate for a designer to enhance and embellish? Or, do you see them as the basis for highly stylized maps requiring advanced cartography?

A: Clarification to the statement “ we were told that USFWS and OPRD have digital GIS files that they would like project contractors to use as the basis of maps to be produced by this project.” USFWS and OPRD has digital files that project contractors MAY use but we don’t require they use them. It is not possible to have access to these data files prior to bid deadline. This data will only be provided to the successful awardee if requested. These files will mainly serve as a basis and will require someone with GIS or cartography skills to develop and finalize.

Q: Will the design team have access to artifacts, images, videos, recordings or interpretive message content developed by USFWS, or other appropriate public agencies such as US Forest Service or US Bureau of Land Management? For example, will the design team have access to exhibit content or media developed for and used at the Alaska Maritime Wildlife Refuge? Also, will it be possible to access or use confiscated or salvaged seabird and marine mammal specimens in possession of federal agencies USFWS, the wildlife forensics lab or the customs and immigration service?

A: There is no guarantee that the design team will have access to artifacts, images, videos, recordings or interpretive message content developed by USFWS, or other agencies such as US Forest Service or US Bureau of Land Management. The design team can reach out to these agencies on their own and request these materials but again there is no guarantee they will be provided. The USFWS can and will help facilitate the use of confiscated or salvaged seabird and marine mammal specimens.

Q: Can interpretive installations be added along the entrance road to the Crissey Field Welcome Center?

A: No.

Coastwide Interpretive Panel Questions:

Q: Will the contractor or Oregon State Parks be responsible for digging holes, setting forms and pouring concrete to support pedestals?

A: The site preparation for the installation of either concrete pads or holes in the ground to support pedestals will be completed by Oregon State Parks. Site preparation will be the excavation of a 4’ x 5’ space to a depth of 8” to 10” and or drilling/digging an 8” diameter hole in the ground to the depth of 2’.

Any excavation work must be coordinated first with the monitoring/surveying done by the contracted archeologist. The gravel can be considered part of the installation which would be the responsibility of the contractor. Concrete used should have a minimum of 3000 PSI average compression rate. Concrete will need added reinforcement-either fiber or welded wire mesh.

Q: Also related to concrete work. Who will be responsible for setting the forms for the concrete to be poured as part of this project? Many of the concrete pads supporting existing signage in state parks still have the original wooden form boards surrounding the concrete pads. For this project, will it be necessary to remove the form boards surrounding the mounting pads after the concrete cures or is it acceptable to leave the form material in place at the end of the project?

A: Contractor will be responsible for setting the forms. For this project it will be necessary to allow the concrete to cure and then the contractor will be responsible for removing forms at the end of the project.

Q: Will pedestals be single legged or double? Do the panels have to have frames?

A: No, the panels do not have to have frames. Panels with a minimum standard size of 24”x36” will need a frameless single legged pedestal with a backing plate of no less than 12”x18”.

17- 56” pedestal leg length

40-32” pedestal leg length

Contractor should take into consideration that 20% of panels may be larger than the standard 24”x 36” which would require double legged pedestals to support.

Q: It is understood that in order to assure protection of any archaeological resources, all excavation work required for sign mounting posts, concrete slabs and any other soil disturbing activities will be conducted by the project sponsors. Please confirm that successful bidders will not be required to conduct excavation work as part of this project. If excavation work will be required, please describe the nature of this work in order for us to develop an appropriate budget for excavation work.

A: The site preparation for the installation of either concrete pads or holes in the ground to support pedestals will be completed by Oregon State Parks.

Q: Two additional, independent projects to develop interpretive signage were mentioned at the prebid meeting: One project developing signs to highlight the state system of Marine Reserves, and one to complement the Whale Watching Spoken Here program. Please provide us with additional information related to this project. Specifically, we request information related to project scope, and how design and placement of the signs created by these projects relate to or interact with the signs that will be installed as part of this proposal.

A: A full scope of work has not been completed for these projects to date. The New Carissa project is being developed ahead of schedule of these two other projects. Therefore, the independent panel projects for Marine Reserves and Whale Watching Spoken Here programs should not significantly influence the direction of the New Carissa Oil Spill Settlement Fund Education Project nor contribute significantly to how perspective contractors should bid on the New Carissa project. Once the contract is awarded-information regarding these two separate projects will be summarized, when available, during the initial planning meeting.