Final_RFP_660_2300000215_1_SO_FORM.PDF

Document ID: RFP 660 2300000215 Page: 1

Commonwealth of Kentucky

SOLICITATION

Modification: No Version #:

TITLE: KDFWR - Salto Wildlife Education Center Exhibit Design

Date Issued:

12/05/2022 Record Date:

12/05/2022

Solicitation Closes Date:

01/04/2023 Time:

12:00

Solicitation No:

RFP 660 2300000215

Online Bidding Prohibited: No For Information Call:

Alexis Cataldo 502-892-4542

Bid Receiving Location:

Vendor Customer Number:

Vendor Name:

Phone Number:

Fax Number:

Email Address:

Ordering

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Payment

Address:

City, State, Zip:

Contact Name:

Contact Email:

Contact Phone Number:

Ownership Type

__ Sole Proprietorship __ Partnership __ Corporation __ Other_________________________

SIGNATURE OF AUTHORIZED AGENT IS REQUIRED UNLESS RESPONSE

IS SUBMITTED ELECTRONICALLY. FAILURE TO SIGN SHALL RENDER

THE BID INVALID.

Signature X_________________________________________ FEIN#____________________ Date____________

All offers subject to all terms and conditions contained in this solicitation.

Document ID: RFP 660 2300000215 Page: 2

Line Items

Commodity Group: Default

Line CL Description Quantity UOM Unit Cost Line Total or Contract Amnt

1 KDFWR - Exhibit Design Fabrication & Installation

Comm Code Comm Description Manufacturer Model # Manuf Part #

95836 Exhibition/Exposition Management Services

Extended Description The Kentucky Department of Fish and Wildlife Resources (KDFWR) is making a Request for Proposals for the conceptual design, production, fabrication, delivery, and installation of a new approximately 850 square foot permanent game hunting exhibition at the Salato Wildlife Education Center (SWEC). The exhibit reflects the Department's strategic initiatives to increase public engagement in wildlife recreation through hunter recruitment and to grow our base by expanding our education approach to reflect a changing society.

Shipping Information Kentucky Department of Fish & Wildlife Resources Kentucky Department of Fish & Wildlife Resources #1Sportsman's Lane

Frankfort KY 40601

Billing Information Kentucky Department of Fish & Wildlife Resources Kentucky Department of Fish & Wildlife Resources #1 Sportsman's Lane

Frankfort KY 40601

Document ID: RFP 660 2300000215 Page: 3

Submission Checklist

The following items will be required to be submitted with bid:

Item

COMMONWEALTH OF KENTUCKY

THE KENTUCKY DEPARTMENT OF FISH AND WILDLIFE RESOURCES (KDFWR)

DIVISION OF ADMINISTRATIVE SERVICES

REQUEST FOR PROPOSALS (RFP)

Professional Exhibit Design Services

RFP NO: 660 2300000215

BID OPENS: Monday, December 5, 2022

INSTRUCTIONS TO OFFERORS

All offerors MUST be registered in the Commonwealth eProcurement System via the Vendor Self Service System at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService

Allow 24 – 48 hours to complete Vendor Registration. Vendor Self Service Registration Guides are provided at https://finance.ky.gov/eProcurement/Pages/default.aspx

All offerors are cautioned to begin their electronic submission in sufficient time to complete before the closing date and time. Delays due to technical difficulties or document upload impediments shall not be justification for acceptance of a late bid or proposal. Vendor attention to this advisory is encouraged.

If you have any questions or need assistance registering as a vendor in the Commonwealth eProcurement System, please contact the Customer Resource Center (CRC) by email at Finance.CRCGroup@ky.gov or phone 502-564-9641 or toll-free 877-973-HELP (4357).

An offer may be modified or withdrawn by electronic or written notice ONLY if received prior to the bid closing date and time.

PLEASE READ THIS SOLICITATION AND ITS INSTRUCTIONS IN ITS ENTIRETY.

This is a Request for Proposals (RFP).

Vendors shall comply with the terms and conditions stated in the solicitation. Any efforts to negotiate these terms and conditions SHALL

NOT be accepted and SHALL cause the bid to be deemed non-responsive.

All proposals MUST be submitted electronically to FW.Solicitations@ky.gov no later than 12:00 PM Eastern Time on Wednesday, January 4, 2023

Paper proposals will NOT be accepted and will result in the proposal being deemed nonresponsive.

Document Description Page 4

2300000215 KDFWR - Salto Wildlife Education Center Exhibit Design mailto:FW.Solicitations@ky.gov

The Kentucky Department of Fish and Wildlife Resources reserves the right to reject any or all proposals.

Schedule of RFP Activities

Release of RFP Monday, December 5, 2022 ***Pre-Bid Conference – 2:00 p.m. Eastern Time Monday, December 12, 2022

Written Questions Due by 4:00 p.m. Eastern Time

Wednesday, December 14, 2022

Anticipated KDFWR Response to Written Questions

Wednesday, December 21, 2022

Proposals Due by 12:00 p.m. Eastern Time Wednesday, January 4, 2023 Oral Presentations Week of January 23, 2023

Offerors Notified of Award – Anticipated January 30, 2023 Contract Execution - Anticipated February 15, 2023

***The Pre-Bid Conference will take place at the Salato Wildlife Education Center located at #1 Sportsman’s Lane Frankfort, KY 40601 on Monday, December 12, 2022 at 2:00 PM Eastern Time. While the Pre-Bid Conference is not required, the KDFWR strongly encourages all potential offerors to attend. All questions asked by potential offerors at the Pre-Bid conference will be recorded by the KDFWR Purchasing Branch and answered via a modification to the RFP, anticipated to be issued on Wednesday, December 21, 2022.

KDFWR BUYER

Alexis Cataldo-Johnson Kentucky Department of Fish and Wildlife Resources (KDFWR)

Administrative Services – Purchasing Branch #1 Sportsman’s Lane Frankfort, KY 40601

Document Description Page 5

2300000215 KDFWR - Salto Wildlife Education Center Exhibit

Form of Proposal (SEALED BID)

Proposal Receipt Closing Date:

January 4, 2023, 12:00 PM Eastern Time

Offerors MUST submit the proposal electronically to the following email address:

FW.Solicitations@ky.gov

The Subject Line shall contain the following information:

Sealed Request for Bid No: RFP # 660 2300000215

Inquiries – Restrictions on Communication

The KDFWR Buyer named below shall be the sole point of contact throughout the procurement process. All communications, oral and written (regular, express, or electronic mail, or fax), Document Description Page 6

2300000215 KDFWR - Salto Wildlife Education Center Exhibit concerning this procurement shall be addressed to. All communications, oral and written (regular, express, or electronic mail, or fax), concerning this procurement shall be addressed to:

Alexis Cataldo-Johnson FW.Solicitations@ky.gov

From the issue date of this bid package until a Offeror is selected and the selection is announced, Offerors are not allowed to communicate with any KDFWR Staff concerning this bid package except:

~The KDFWR Buyer (Alexis Cataldo-Johnson) cited in this bid package ~Commonwealth representatives during a scheduled Pre-Bid Conference; or ~Via written questions submitted to the KDFWR Buyer (Alexis Cataldo-Johnson)

For violation of this provision, the KDFWR shall reserve the right to reject their proposal response.

All inquiries must be submitted no later than ten (10) days prior to receipt of proposals to allow sufficient time for written responses to be routed.

Offerors are cautioned that the Restriction on Communications applies to all KDFWR employees except as listed above.

All communication attempts by the offeror, requests for approval of equal products, questions or requests for explanation concerning the meaning or interpretation of the RFB instructions, specifications, etc., shall be submitted in writing via email to FW.Solicitations@ky.gov on or before Wednesday, December 14, 2022 at 4:00 PM Eastern Time.

All questions and inquiries must be submitted electronically to FW.Solicitations@ky.gov

No phone calls will be accepted, nor will voicemails be returned.

Responses to all questions will be published to the eProcurement website as a modification to the RFP.

From the issue date of this RFP until a Contractor is selected and the selection is announced, offerors are not allowed to communicate with any KDFWR employees or officials concerning this RFP except for the KDFWR Purchasing Branch, Administrative Services Division.

The KDFWR reserves the right to reject the proposal of any offeror who violates this provision.

Legislative Background

Senate Bill 217 created a new section of KRS Chapter 150 which designated the KDFWR Commissioner as the chief procurement officer for the purposes of conducting procurements for the Kentucky Department of Fish and Wildlife Resources. In addition, the KDFWR Commissioner was vested with the same level of authority and responsibilities as the Kentucky Finance and Administration Cabinet’s Secretary to implement the policies and procedures necessary to conduct future biddings and procurements for the Kentucky Department of Fish and Wildlife in accordance with KRS Chapter 45A.

Document Description Page 7

The Kentucky General Assembly enacted Senate Bill 217 and designated it as an “emergency”, allowing the legislation to be effective immediately upon enrollment. On May 19, 2022, due to the day-to-day operational requirements of the Kentucky Department of Fish and Wildlife Resources and in the best interest of the citizen of the Commonwealth, the KDFWR Commissioner declared an emergency pursuant to KRS § 45A (1)(a), which allows for an “emergency condition” due to state or federal legislative mandates.

As of April 13, 2022, the Kentucky Department of Fish and Wildlife Resources is responsible for its own procurements. The Kentucky Department of Fish and Wildlife Resources is committed to following KRS Chapter 45A regarding all current and future procurements.

*****ADVERTISEMENT*****

PURPOSE AND BACKGROUND

The Kentucky Department of Fish and Wildlife Resources (KDFWR) issues this solicitation with the intent of contracting with a single vendor to provide Professional Exhibit Design Services to be utilized by the KDFWR.

The Kentucky Department of Fish and Wildlife Resources (KDFWR) is making a Request for Proposals for the conceptual design, production, fabrication, delivery, and installation of a new approximately 850 square foot permanent game hunting exhibition at the Salato Wildlife Education Center (SWEC). The exhibit reflects the Department’s strategic initiatives to increase public engagement in wildlife recreation through hunter recruitment and to grow our base by expanding our education approach to reflect a changing society.

The project is expected to begin in February 2023.

The project, including final installation MUST be completed by September 30, 2023.

The exhibit budget is $300,000 with an estimated average budget amount of $353 Per square foot, including design, production, graphics, fabrication, delivery, and installation costs. The total square footage is approximately 850 square feet.

Salato Wildlife Education Center is located at #1 Sportsman’s Lane, Frankfort, Kentucky and opened in 1995. Each year 40,000-50,000 people visit the Center which consists of outdoor animal enclosures and a visitor center with indoor displays, where this exhibit will be housed. The 11,550 square foot visitor center also houses a meeting space, public bathrooms, and animal prep room, mechanical room, and staff offices. Staffing consists of eight fulltime educators, animal care specialists, and administrative staff, as well as five seasonal staff serving in various capacities.

This exhibit will increase awareness and appreciation for the role hunting plays in the health of Kentucky’s natural resources and its people. Put simply, the objective is to illustrate the benefits of hunting. The challenge is to go further than just presenting information, by seeking to provoke and inspire cultural support as the first step toward recruitment, retention, and reactivation. Through interactive displays, visitors will learn how the health of our animals, lands and waterways, as well as the physical and mental health of Kentuckians, are all improved by hunting and why everyone should support hunting, even if it isn’t an activity for everyone. Building cultural support is an important challenge because the future of hunting is vulnerable to public opinion and negative representations. Efforts such as this exhibit, directed at enhancing and maintaining acceptance of hunting, are needed.

BIG IDEA:

Legal regulated hunting is healthy for both people and animal species as a whole

Document Description Page 8

KEY MESSAGES:

1. Legal regulated hunting funds conservation and protects healthy habitat

2. Hunting is healthy physically and mentally

3. Legal regulated hunting is ethical and safe

The key messages will be framed by concepts, rational reasoning and facts as well as emotions, and stories. Objects, photographs, aesthetics, and physical experiences (including touch, sound, and lights) will promote active learning through interactive elements and built environments. The content of the three Key Messages will establish a thematic format for traffic flow, rather than a linear story. Visitors will not need to be funneled through in a specific path. Although this exhibit will increase awareness and encourage hunting for all ages, the target audience is adults ages 18-47. Because adults are often visiting in small family groups, the exhibit must also draw and hold a child’s attention and engage the entire family

SCOPE

The Kentucky Department of Fish and Wildlife Resources (KDFWR) issues this solicitation to establish a contract for: Professional Exhibit Design Services.

It is the vendor’s responsibility to check the web site for any modifications to this solicitation.

Electronic Bid submittal is the vendor’s agreement to be bound by the terms of all addenda issued.

This contract shall be for use by the following agency of the Commonwealth of Kentucky:

The Kentucky Department of Fish and Wildlife Resources

Paper Bids are NOT acceptable for this RFP and shall be considered nonresponsive.

The selected offeror MUST be able to construct and install all exhibitions with the current electrical systems already in place at the Salato Wildlife Education Center. Electrical outlets may be viewed at the optional Pre-Bid Conference. While this Pre-Bid Conference is not required, the KDFWR strongly encourages all potential offerors to attend.

The Prebid Conference will take place at the Salato Wildlife Education Center located at #1 Sportsman’s Lane Frankfort, KY 40601 on Monday, December 12, 2022 at 2:00 PM Eastern Time.

All questions asked by potential offerors at the Pre-Bid conference will be recorded by the KDFWR Purchasing Branch and answered via a modification to the RFP, anticipated to be issued on Wednesday, December 21, 2022.

The Exhibit Designer selected for this project will use exhibit content provided by KDFWR to develop conceptual drawings and renderings that illustrate the exhibit’s areas, elements, graphics, components, and environments, as well as the relationships between them, and how they will be integrated into existing SWEC visitor center spaces. This includes any media delivery systems, integrated technology hardware and software, or other interactive components needed for the project.

The Exhibit Designer will work in partnership with the KDFWR, under the supervision of the Department’s designated Project Manager. The Designer shall obtain KDFWR approval on final shop drawings/conceptual designs, detailing fabrication and installation, before beginning fabrication. Designs shall include consideration of infrastructure requirements for exhibit power, data, loading and any other required element. Designs shall identify any potential site or building restrictions and integrate exhibit components with building structure and systems. Technology, casing, and equipment must be designed to allow staff to easily maintain it, with minimal training required. The Designer will include a graphic design phase to this project, designing and producing graphics, illustrations, photo enlargements, and murals to convey content.

Document Description Page 9

Designer will develop a preliminary budget for building and installing the exhibit based on the approved conceptual plans and renderings. This budget should provide line-item totals for major design, fabrication, production, shipping, and installation categories.

Designer will develop a projected exhibit construction schedule for fabricating, delivering, and installing the exhibit noting major deadlines and expected completion dates for major project components.

Designer will provide prototyping consisting of such items as graphic types (for panels, murals, etc.), replicas, material samples, and interactives that require testing prior to construction such as light-up maps or habitat wheels and media equipment such as a light projection system.

The Designer is also charged with production, fabrication and delivery of all components and on-site installation. Fabrication shall be completed off-site and brought on-stie for installation.

Designer will organize logistics for shipping and crating and uncrating materials on site and provide unloading and installation equipment. Designer will be responsible for all on-stie installation, which will take place during regular business hours, Mon.-Fri. 8 a.m.-4:30 p.m. The Designer shall coordinate all electrical and technology installation and integration and provide all necessary cabling, racking, and wiring for display monitors, audio repeaters, light projection systems, etc.

All information regarding the planning for or funding of this exhibit, as well as information about the design or status of its implementation will remain confidential throughout the course of the project and should not be shared with other institutions or vendors without the permission of KDFWR. KDFWR assumes full ownership of any plans and documents generated at any point of the design process. The design of the exhibit will comply with all national, state, and local regulations pertaining to accessibility, health, and safety. Designer will comply with the Americans with Disabilities Standards for Accessible Design.

The initial project deliverables include the following cohesive exhibit areas and bulleted elements.

The approximate square footage and dimensions of each area is for general planning purposes only, and not intended to be used to determine, or necessarily influence, ultimate design decisions and specifications. Where exhibit furniture is referenced, such as reading rails and fabricated walls, the actual design will determine if these solutions are appropriate for use. Bidders should refer to the Floor Plan (See ATTACHMENT C) for detailed spatial considerations and will have an opportunity to view the space during a pre-bid conference. Exhibit elements, casings, hardware, media equipment, such as audio repeaters, and other interactive components such as sliders, flips, maps, etc. should be constructed of durable materials capable of withstanding repetitive use by large numbers of visitors for many years to come, with minimal replacement and repair.

1. Intro Scene: 140 square feet (14’ Long x 10’ Deep x 8’ Height)

~ Main intro label, with exhibit title, chunked into three large text panels with two corresponding images to break up text.

~ Fabricated wall backdrop with nature scene ~ Taxidermy game animals (deer, bear, rabbit, duck, dove, squirrel, bobcat) in a natural setting with two 2-D trees.

~ The spring and fall seasons, each appearing in 3-minute intervals, will be projected onto the scene and trees, creating an immersive atmosphere with light and film, and supported by nature sounds characteristic of Kentucky ~ 2 animal identification text panels, with corresponding animal track molds on each ~ Small text panel with image

2. Hunting Funds Conservation: 24 square feet (6’ Long x 4’ D x 8’ H)

~ Diorama scene with 2 taxidermy turkey and a large wall label. Scene height extends 5’ from top of a reading rail

Document Description Page 10

~ Reading rail (or equivalent) with labels, photographs, graphics, and a quote (6’ W x 24” H) ~ Interactive slider overlay on reading rail photograph ~ Display case drawer with label in reading rail

3. Hunting Funds Conservation Education: 15 square feet (6’ Long x 2.5’ D x 8’ H)

~ Fabricated wall (6’ W x 8’ H) ~ Large wall Image (6’ W x 5’ H) with wall label ~ Reading rail with labels, photographs, graphics (6’ W x 24” H) ~ Interactive slider overlay on large photograph on reading rail ~ 1 push button audio repeater

4. Kentucky Afield Selfie Station: 20 Square feet (8’ Long x 2.5’ D x 8’ H)

~ Fabricated wall (8’ W x 8’ H) ~ Large wall mural/selfie scene (6’ W x 8’ H) ~ Text panel for Selfie Station with hooks holding hunter orange clothing (12” W x 16” ) ~ Large nature scene image on reverse of fabricated wall (8’ W x 6’ H)

5. Hunting Funds Conservation, The Buck Stops Here: 15 square feet (6’ Long x

2.5’ D x 8’ H)

~ Large wall graphic (6’ W x 5’ H) with wall label ~ Interactive slider overlay on wall graphic ~ Reading rail with labels, photographs, graphics (6’ W x 24” H) ~ 2 Interactive flips on reading rail

6. Hunting Supports Healthy Habitats & Animals, WMAs: 15 square feet (6’ Long x

2.5’ D x 8’ H)

~ Large wall graphic (6’ W x 5’ H) with wall label ~ Reading rail with labels, photograph, quote (6’ W x 24” H) ~ Interactive slider overlay on reading rail Image ~ 3 or 4-Interactive flips on reading rail with graphics

7. Hunting Funds Access: 20 square feet (8’ Long x 2.5’ Deep)

~ Fabricated wall, or reverse side of another such wall (6’ W x 8’ H) ~ Large wall photograph (6’ W x 5’ H) with wall label ~ Reading rail with labels, graphics, and interactive flips (6’ W x 24” H) ~ 2 Interactive flips on reading rail ~ Sign replica (32” W x 46” H)

8. Hunting Supports Healthy Habitats & Animals, Disease Prevention: 15 Square

Feet (7’ Long x 8’H x 2’ D)

~ Fabricated wall, or reverse side of another such wall (8’ W x 8’ H) ~ Large wall photograph (3.5 W x 3.5 H) with large wall label, smaller label, and graphics ~ Interactive slider overlay on wall photograph ~ Interactive wall unit—spinning wheel with revealed graphics and text (4’ W x 4’ H)

9. Hunting Funds Restoration: 24 square feet (6’ Long x 8’ H x 4’ D)

~ Diorama scene with taxidermy deer, duck, and a large wall label, scene height extends 5’ from top of reading rail

Document Description Page 11

~ Reading rail with labels and graphics (6’ W x 24” H) ~ Interactive elevation/raised relief map of Kentucky with 3-push buttons to light up and see the spread of deer populations during specific years.

10. Duck Hunting Blind: 72 square feet (6’ L x 8’ H x 12’ Deep)

~ Built environment, replica of a hunting blind with wrap around wetland mural ~ Reading rail with labels, graphics/photos (6’ W x 24” H—rail could be split into two) ~ Four push button sound repeaters for game bird calls on reading rail ~ Nesting box interactive with label, lift the lid to see nest ~ Display case for 4 small banding tools (27” W x 19” H) ~ Flatscreen monitor to play footage of duck rocket net banding (32” monitor, depending on space). Footage provided by KDFWR.

11. Legal Regulated Hunting is Ethical and Safe, COs: 12 square feet (6’ Long x 2’ D x 8’ H)

~ Fabricated wall (6’ W x 8’ H) ~ Large wall photograph (6’ W x 5’ H) with wall label ~ Reading rail with labels, photograph, graphic, quote (6’ W x 24” H) ~ Inset shallow display case on reading rail for badges (12” W x 12” H x 3” D) ~ Interactive slider overlay on reading rail photograph

12. Legal Regulated Hunting is Ethical & Safe, Hunter Ed: 6 square feet (6’ Long x 8’

H)

~ Fabricated wall, or reverse of another fabricated wall (8’ W x 8’ H) ~ Large wall photograph (6’ W x 8’ H) with wall label ~ Printed graphics, photo, and labels across image (possibly in lieu of a reading rail)

13. Legal Regulated Hunting is Ethical & Safe, Tree Stand Safety: 22 square feet (8’

Long x 8’H)

~ 3-D tree replica (potential to wrap an existing building support beam) equipped with a real fall-arrest system as interactive (3’ Diameter pole plus wrap and 32” x 20” fall arrest system platform): (3’ W x 6’ D) ~ Large wall photograph/mural of fall wooded scene (4’ W x 8’ H) ~ Wall label and a wall graphic

14. Hunting is Healthy: 16 square feet (8’ Long x 2’ D x 8’ H)

~ Large wall photograph (6’ W x 5’ H) with wall label ~ Reading rail with labels and graphics (6’ W x 24” H) ~ 3 interactive flips on reading rail ~ Interactive audio repeater unit, listen to 3 short stories by pushing buttons and picking up the handset.

15. Hunting is Healthy, Exercise: 12 square feet (6’ Long x 2’ D x 8’ H)

~ Large wall photograph (6’ W x 5’ H) with wall label ~ Reading rail with labels, photographs, and graphics (6’ W x 24” H) ~ 1 interactive flip on reading rail

Document Description Page 12

If any of the above-mentioned exhibits requires the offeror to obtain a construction, electrical, or any other additional permit, then the offeror will be deemed nonresponsive

*****ADMINISTRATIVE OVERVIEW*****

NO PRIOR COMMITMENT OR OBLIGATION OF THE KDFWR

The issuance of this bid package in no way constitutes an expressed or implied commitment by the KDFWR to award a License or to pay for the costs incurred in the preparation of a response to this bid package.

The KDFWR unconditionally reserves the right to withdraw or cancel this bid package and to reject any and all offers at any time and for any reason without recourse Commonwealth confers no rights upon the Offeror nor obligates the KDFWR in any manner.

No license resulting from this bid package can be deemed valid and/or binding until properly approved and executed by the KDFWR Commissioner.

The KDFWR may waive minor irregularities or technicalities; however, such waiver shall in no way operate to modify the bid package requirements or provisions if the Offeror is awarded the License.

ISSUING OFFICE

This bid package is being issued by the Division of Administrative Services, Kentucky Department of Fish and Wildlife Resources, on behalf of the Commonwealth of Kentucky. The only authority empowered to sign or obligate the Commonwealth is the Commissioner of the Kentucky Department of Fish and Wildlife Resources. Receipt of proposal materials by the KDFWR or submission of a proposal to the KDFWR confers no rights upon the Offeror nor obligates the KDFWR in any manner.

DUTY TO INQUIRE

Offeror, by submitting a bid, represents that it has read and understands the RFP, and that its bid is made in compliance with the RFP. Offerors should request an explanation of any ambiguities, discrepancies, errors, omissions, or conflicting statements in the RFP. Failure to do so will be at the bidder’s risk. Offeror assumes responsibility for any patent ambiguity in the RFP that offeror does not bring to the KDFWR’s attention.

BIDDER REPSONSIBLE FOR BID LANGUAGE

All proposals submitted shall be deemed to have been made with the full knowledge of all of the terms, conditions, provisions, specifications and requirements contained in this bid package and any addenda thereto.

Each Offeror has the responsibility of delivering his/her bid by the time and at the place prescribed in this bid package. Proposals received prior to the closing for receipt of bids will remain unopened until the time scheduled for opening bids. Any proposal received after the date and time specified in this bid package may be rejected and returned unopened to the Offeror.

The KDFWR shall not have any liability to an Offeror due to the failure of such bid to be properly addressed or marked, or the premature opening of such a bid due to the improper address. Neither the proposals nor their contents will be made available for public information or inspection until a determination of a successful offeror has been made and award is final.

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BID PACKAGE ADDENDA

This bid package may be supplemented or amended at any time by appropriate addenda which will be mailed to all known bid package holders and will be posted to the eProcurement website.

Addenda may also be necessary after the receipt date and will be sent to all Offerors who have submitted a bid. It shall be the Offeror’s responsibility to verify all addenda prior to submittal of response by viewing https://finance.ky.gov/services/eprocurement/Pages/default.aspx

OFFER OF GRATUTIES

By submission of bid, the Offeror certifies that no elected or appointed official or employee of the Kentucky Department of Fish and Wildlife Resources has or will benefit financially or materially from this procurement.

*****PROCUREMENT RULES AND REQUIREMENTS*****

RULES OF PROCUREMENT

To facilitate this procurement, various rules have been established. These are described in the following paragraphs.

KDFWR NOT RESPONSIBLE FOR PREPARATION COSTS

The KDFWR will not pay any cost associated with the preparation, submittal, presentation, or evaluation of any bid.

WAIVER OF MINOR IRREGULARITIES

The KDFWR reserves the right to reject any proposals and to waive informalities and minor irregularities in bids received.

BEST AND FINAL OFFERS

The KDFWR reserves the right to request a Best and Final Offer (BAFO) for bids. Offerors are cautioned to bid their best possible offers at the outset of the process, as there is no guarantee that any bidder will be allowed an opportunity to submit a BAFO.

CLARIFICATION OF BIDS

The KDFWR reserves the right to request additional information as may reasonably be required for selection, and to reject any bids for failure to provide additional information on a timely basis.

The KDFWR reserves the right to conduct discussions with any offeror who has submitted a bid to determine the bidder’s qualifications for further consideration. Discussions shall not disclose any information derived from proposals submitted by other offerors.

Verbal explanations, representations, or instructions shall not be binding on the KDFWR. Any information given to a prospective offeror concerning a solicitation shall be furnished to all prospective offerors by being posted at https://emars.ky.gov/online/vss/Advantage .

Document Description Page 14

2300000215 KDFWR - Salto Wildlife Education Center Exhibit https://emars.ky.gov/online/vss/Advantage

All questions and inquiries must be submitted electronically. No phone calls will be accepted, nor voicemails returned.

BIDDER RESPONSE AND PUBLIC INSPECTION

The RFP specifies the format, required information and general content of bids to be submitted.

The KDFWR will not disclose any portions of the bids prior to contract award to anyone outside of the KDFWR, except representatives of the Federal government, if required.

After a contract is awarded in whole or in part, the KDFWR shall have the right to duplicate, use, or publicly disclose all bid data submitted by offerors in response to this RFP that is not designated by the offeror as proprietary. To designate information as proprietary, the bidder shall mark each and every page it wishes to so designate with the word “Proprietary”.

CERTIFICATE OF AUTHORITY

A domestic corporation submitting a proposals must be in good standing in accordance with the requirements of the Kentucky Secretary of State.

In comity with KRS 45A.480(1)(b), the KDFWR will not award a contract to a person that is a foreign entity required by KRS 14A.9-010 to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS 14A.9-030 unless the person produces the certificate within fourteen (14) days of the bid opening.# Foreign entities should submit a copy of their certificate with their RFB response or as soon as possible thereafter, but in no case later than fourteen (14) days after the bid opening date. If the foreign entity is not required to obtain a certificate as provided in KRS 14A.9-010, the foreign entity should identify the applicable exception in its RFB response.

“Foreign entity” is defined within KRS 14A.1-070.

For all foreign entities required to obtain a certificate of authority to transact business in the Commonwealth, if a copy of the certificate is not received by the KDFWR within the time frame identified above, the foreign entity’s RFP response shall be deemed nonresponsive or the awarded contract shall be cancelled.# Businesses can register with the Secretary of State at https:// secure.kentucky.gov/sos/ftbr/welcome.aspx.

BIDDER’S EXCEPTION TO SPECIFICATIONS

If a offeror takes exception to any part of the specifications as set forth in this solicitation, the offeror must note and explain the exception in the Transmittal Letter included in the bid. If no exceptions are noted or set forth, the KDFWR is assured that the offeror guarantees to furnish and deliver the product as specified, at the price bid. Unless a request for their return is made within thirty (30) days of award of contract, all samples, if applicable, shall become property of the KDFWR.

BASIS OF PRICE QUOTATION/REVISIONS – PRICE FIRM FOR INITIAL PERIOD

Prices quoted or negotiated in response to this solicitation shall remain firm for initial period of the resulting contract. After the initial term of the contract, prices are subject to revision which may be either an increase or decrease. Such revisions may be requested by either of the contracting parties and must be requested in writing. The party to whom the request is presented must notify the requesting party of its decision within thirty (30) days after receipt of the request or satisfactory supporting documentation whichever occurs later. In the event the requested revision is refused, the requesting party shall have the right to decline to extend the contract for additional periods, without prejudice.

Document Description Page 15

Design http://www.lrc.ky.gov/KRS/014A09/010.PDF http://www.lrc.ky.gov/KRS/014A09/030.PDF http://www.lrc.ky.gov/KRS/014A09/010.PDF http://www.lrc.ky.gov/KRS/014A01/070.PDF https://secure.kentucky.gov/sos/ftbr/welcome.aspx

*****DEVELOPMENT OF THE BID*****

FORMAT OF THE BID

The proposal MUST be arranged and labeled with tabs separating the information provided in the manner set forth below. Failure to arrange and label the submittal in this manner may result in rejection of the bid. Offerors shall set forth full, accurate, and complete information as required by the RFP.

Proposals that contain a bidder’s own special terms and conditions in conflict with the terms of the RFP or any applicable Kentucky law may be rejected.

TAB 1 - TRANSMITTAL LETTER

Provide a letter on offeror’s letterhead and signed by an agent authorized to bind the offeror.

If the Transmittal Letter is not signed, the proposal may be deemed non-responsive. The Transmittal Letter shall include the following:

~The name, address, telephone number, fax number and email address and website address, if available, of the contact person to serve as a point of contact during the bid process.

~ List of all owners, board members or other individuals with a controlling interest in the company.

~A statement affirming that the offeror is properly authorized under the laws of the Commonwealth of Kentucky to conduct business in this state and will remain in good standing with the office of the Kentucky Secretary of State for the duration of any awarded contract resulting from this Solicitation.

A statement affirming that the offeror will not require any additional permits to construct and install any of the exhibits outlines in the “SCOPE” section of the RFP ~Foreign entity’s organization number issued by the Kentucky Secretary of State in a certificate of authority or a statement of foreign qualification, if applicable.

~Subcontractor information to include name of company, address, telephone number, contact name, product/services to be provided, percentage of project to be completed by the subcontractor, and a professional reference letter for each subcontractor, if applicable.

~A statement certifying that to the best of its knowledge and belief, the bidder and/or its subcontractors or any of their Principals is (are) not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any State or Federal agency.

~A statement certifying that the prices in this bid were arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other offeror or with any competitor.

~A statement that the contents of the bid have not been communicated by the bidder or its employees or agents to any person not an employee or agent of the bidder, and will not be communicated to any such person prior to the bid opening.

~A statement that the bidder is legally eligible to enter into a contract with the KDFWR and the award of a contract shall not create any conflict of interest.

~A statement that, if awarded a contract as a result of this Solicitation, the offeror shall comply in full with all the requirements of the Kentucky Civil Rights Act, and shall submit all data required by the KDFWR.

~A statement designating pages with proprietary information included, if applicable.

~A statement affirming that the offeror has the ability to meet all requirements of the RFP upon submission of the bid.

~A statement explaining any deviations or exceptions the bidder has to the requirements, terms and conditions in the RFP, if applicable.

The Transmittal Letter MUST NOT include any cost/pricing information. Cost information must only be provided in the Bid Form.

TAB 2 – SIGNED SOLICITATION AND ADDENDUM

Document Description Page 16

An authorized representative of the bidder MUST complete and sign the Solicitation form (Page 1 of the Solicitation). Failure to sign shall render proposal invalid.

“Vendor” box and “Remit To” box must be completed.

Vendor shall indicate ownership type and “Additional Vendor Information” Vendor shall complete “FEIN” if applicable.

Vendor shall provide date the form is completed and signed.

Signed face of most recent Addendum, if applicable, must also be included in this Tab.

TAB 3 – CERTIFICATE OF AUTHORITY

Pursuant to KRS 14A.1-070, a "foreign entity" is any corporation, not-for-profit corporation, cooperative, association, business or statutory trust, partnership, limited partnership, or limited liability company not: (a) organized pursuant to the laws of the Commonwealth of Kentucky; or (b) as to its internal affairs, governed by the laws of the Commonwealth of Kentucky.

In this Tab, any offeror who is not a foreign entity under the definition provided in KRS 14A.1-070 shall declare that it is not a foreign entity. Any offeror meeting the definition of a foreign entity shall:

1. Provide a copy of its certificate of authority; or

2. Detail the steps taken to ensure that a certificate will be provided within the time frame below; or

3. Identify any applicable exception under KRS 14A.9-010, if the offeror believes that an exception applies.

In comity with KRS § 45A.480(1)(b), the KDFWR will not award a contract to an offeror that is a foreign entity required by KRS § 14A.9-010 to obtain a certificate of authority to transact business in the Commonwealth (“certificate”) from the Secretary of State under KRS § 14A.9-030 unless the offeror produces the certificate within fourteen (14) days of the bid opening.

For all foreign entities required to obtain a certificate of authority to transact business in the Commonwealth, if a copy of the certificate is not received by the KDFWR within the time frame identified above, the foreign entity’s solicitation response shall be deemed nonresponsive or the awarded contract shall be cancelled. Businesses can register with the Secretary of State at https:// secure.kentucky.gov/sos/ftbr/welcome.aspx.

TAB 4 - REFERENCES

Offerors must provide a minimum of three (3) references from current customers.

The following information is required for each reference:

- Customer name

- Customer address

- Contact person

- Contact person’s title

- Contact person’s phone number

- Contact person’s email address

- Sales volumes

- Description of services provided

- Reference letter (if possible)

TAB 5 – MINIMUM REQUIREMENTS

Document Description Page 17

Design http://www.lrc.ky.gov/KRS/014A09/010.PDF http://www.lrc.ky.gov/KRS/014A09/010.PDF http://www.lrc.ky.gov/KRS/014A09/030.PDF

Offeror must be a professional full-service exhibit design firm with 7 years of experience providing design services for projects of similar scope and size and experience as the lead designer on three projects similar in nature (i.e. nature center, zoo, natural history museum or related complex). Offeror must have professional affiliations such as the American Alliance of Museums, National Association for Museum Exhibition, etc. Offeror must provide proof of such.

TAB 6 – QUALIFICATIONS AND EXPERIENCE OF OFFEROR

Tab 6 must include the following in this order and conform to the format detailed below:

A. Summary of firm’s qualifications, background, resources, and relevant experience which detail evidence of ability to deliver the goods and services of this RFP (max 2 pages). Include how long the respondent has been providing the goods or services required, number of employees, client base, location of offices, training, certifications, etc.

B. Examples from past projects of a similar size and scope. Examples of past projects should help demonstrate the respondent’s ability to successfully complete the goods and services of this RFP.

These should include projects carried through to actual exhibit installation. Each project’s square foot costs, listing design fees separately, and time to complete should be included. (maximum 5 pages).

C. Statement of firm’s design philosophy and capabilities. How do you view the relationships between designers and clients? What arrangements have worked out best for you on past projects? Specify in this section why you feel your firm can handle this project (maximum 3 pages).

D. Proposed Timeline for completing the design, including project stages, milestones and payments. Include a narrative that illustrates how the respondent will ensure completion of the project within the timeframe of this RFP. Identify any anticipated facilities needs required for installation and support of exhibit components (maximum 3 pages).

E. Current workload. If selected as the Designer for this project, how does it fit into your firm’s current scheduled activities? (1 page).

F. Narrative description of the proposed project team, its members, and the organizational structure. Identify the key people who will be assigned to deliver the goods or services required by this RFP. Include resumes of key personnel that will be directly involved in the project (maximum 1 page for narrative description and 2 pages per key person).

G. Supporting materials of the firm’s choosing (maximum 10 pages. Not to exceed the equivalent of ten 8.5” x 11” pages if including brochures or catalogues).

TAB 7 – BID FORM

All cost information shall be submitted on the Bid Form attached as ATTACHMENT B. All blanks in the Bid Form shall be completed and any required support data shall be furnished.

If required in the Bid Form, sums shall be expressed in both words and numerical figures. In the case of discrepancy between the two, the amount in words shall prevail.

The authorized representative of the bidder who signed the Transmittal Letter shall initial any alteration or erasure in ink.

Cash discounts shall not be considered in making the award of the contract.

Trade discounts shall be deducted by the bidder in calculating the unit price quoted, unless otherwise stated.

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Quantity discounts shall be included in the price of the item. The unit price shown on the bid form shall be the net price less the discount unless otherwise stated.

Bidders shall state a definite time for delivery of supplies or performance of services if requested, unless otherwise specified in the RFB.

In addition to including the Bid Form as Tab 5 of their bid, Offerors shall email a copy of the Bid Form as a separate attachment to FW.Solicitations@ky.gov before 12:00 PM Eastern Time on January 4, 2023.

*****RFP EVALUATION******

BID EVALUATION

The KDFWR shall conduct a comprehensive, fair, and impartial evaluation of all proposals. The KDFWR may reject any proposal that is incomplete or in which there are significant inconsistencies or inaccuracies. The KDFWR reserves the right to reject all proposals.

Each offeror is responsible for submitting all relevant, factual and correct information with their proposal.

Past offeror performance may be considered in the award of this Contract. Offerors with a record of poor performance may be found non-responsible and ineligible for award.

RESPONSIBILITY OF THE BIDDER

The KDFWR may, at any time, make a supplemental investigation of the responsibility of any bidder. This may include investigation of the bidder’s financial responsibility, capacity to produce or source of supply, performance record in the business or industry, compliance with state health rules and regulations, and any other matter related to the offeror’s probable ability to deliver in the quantity and at the time required by a contract.

If the KDFWR concludes on the basis of all available evidence that a particular offeror does not appear sufficiently responsible to assure adequate performance, the offeror’s response may be rejected.

Past Vendor Performance may be considered in the award of this Contract. Vendors with a record of poor performance in the last 12 months may be found not responsible and ineligible for award.

******AWARD OF CONTRACT*****

METHOD OF AWARD

The evaluation process is designed to award the contract resulting from this RFP not necessarily to the respondent offering the lowest cost, but rather to the respondent deemed by KDFWR as having the capacity to perform fully the requirements reliably and offering the best combination of attributes based upon the evaluation criteria.

The KDFWR intends to award the contract to the highest scoring responsive and responsible offeror. However, the KDFWR reserves the right to reject any or all proposals in whole or in part and to waive informalities and minor irregularities in proposals received based on the best interest of the KDFWR.

Document Description Page 19

2300000215 KDFWR - Salto Wildlife Education Center Exhibit

Proposal Scoring Criteria Points Possible

Past Experience with Similar Size and Scope Exhibits

General Qualifications, Philosophy, Expertise, and Resources

Timeline and Completion Schedule

Cost Proposal

Oral Presentations

Total Points Possible

On the evaluation line for the Bid Form, the offer with the lowest total cost receives the maximum score. The offer with the next lowest total cost receives points by dividing the lowest total cost by the next lowest total cost and multiplying that percentage by the available points.

COLLUSIVE BIDS

If it is determined in writing by the KDFWR that there are reasonable grounds to believe that offerors have agreed to restrain competitive bidding by establishing a fixed price on commodities or equipment sought to be purchased by the KDFWR, or by any other means, the proposals of all such /offerors shall be rejected, and the offerors barred from further bidding for a period of time considered appropriate.

a. If collusion is suspected among any bidders, a written notice of the facts giving rise to such suspicion shall be transmitted to the Attorney General.

b. All documents involved in any procurement in which collusion is suspected shall be retained by the KDFWR until the Attorney General gives notice that they may be released, and shall be made available to the Attorney General or designee upon request.

REJECTION OF ALL BID RESPONSES

If it is in the KDFWR’s best interest, as determined in writing by the Commissioner of the Kentucky Department of Fish and Wildlife Resources, an RFP may be cancelled and an RFP reissued containing the same or revised specifications, terms and conditions. If time does not permit or if an emergency exists, the KDFWR may purchase the items or nonprofessional services on a negotiated basis. The rejection of all proposals and selection of the negotiated method of purchase shall be fully documented in the bid file.

AGREEMENT BETWEEN PARTIES

By submitting a proposal, the proposal acknowledges and agrees to be bound by the terms and conditions of the RFP.

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The KDFWR shall not be required to enter into or sign further agreements, company orders or other documents to complete the Agreement.

The offeror agrees that a resulting contract is the complete and exclusive statement of the agreement between the parties, which supersedes all prior agreements, oral or written, and all other communications between the parties relating to the subject matter of this RFP.

EFFECTIVE DATE

The contractor shall not commence any billable work until a valid Contract has been fully executed. The Contract shall represent the entire agreement between the parties. Prior negotiations, representations, or agreements, either written or oral, between the parties hereto relating to the subject matter hereof shall be of no effect upon this Contract.

CONTRACT COMPONENTS AND ORDER OF PRECEDENCE

It is mutually agreed by and between the KDFWR and the contractor that the KDFWR’s acceptance of the offeror’s bid shall create a contract between the parties thereto containing the following:

1. Any written Agreement between the Parties;

2. Any Addenda to the RFB;

3. The RFB and all attachments hereto;

4. Any Best and Final Offer;

5. The Contractor’s bid in response to the RFB.

In the event of any conflict between or among the provisions contained in the Contract, the order of precedence shall be as enumerated above.

CONTRACT TERM AND RENEWAL OPTION

The initial term of the Contract shall be one year.

Upon expiration of the initial term, the contract may be renewed for period for four (4) additional one-year periods. Each extension must have the written approval of the contractor and the

KDFWR.

KDFWR reserves the right to renegotiate any terms and/or conditions as may be necessary to meet requirements for the extended period.