Final_RFP.docx

State of Minnesota Department of Natural Resources

REQUEST FOR PROPOSAL

Wildfire Prevention State Fair Exhibit SWIFT Event #2000015752 Date Posted: May 03, 2024

· Responses must be received not later than 2:00 PM, Central Time, May 24, 2024

· Late responses will not be considered

Minnesota’s Commitment to Diversity and Inclusion The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to ensure that those providing goods and services to the State are representative of our Minnesota communities and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities. Creating broader opportunities for historically under-represented groups provides for additional options and greater competition in the marketplace, creates stronger relationships and engagement within our communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional information on this program, or to determine eligibility, please call 651-296-2600 or go to the Office of Equity in Procurement home page, at www.mn.gov/admin/oep.

SPECIAL NOTICE: This is a request for proposal. It does not obligate the State of Minnesota to award a contract or complete the proposed program, and the State reserves the right to cancel this solicitation if it is considered in its best interest.

This Solicitation requires proposals to be submitted through the SWIFT Supplier Portal. Please note the security changes below that may impact responders from submitting a timely response.

SWIFT SUPPLIER PORTAL SECURITY CHANGES

There are new security measures that the Minnesota Management and Budget implemented on October 16, 2022. It is a new multi-factor authentication (MFA) to enhance the security of the State of Minnesota Supplier Portal. MFA is an authentication method that requires bidders and suppliers provide two verification factors to log into the SWIFT Supplier Portal. The goal of MFA is to create a layered defense that makes it more difficult for unauthorized system access to occur.

For information about these changes, please refer to the SWIFT Supplier Portal Multi-Factor Authentication FAQ document.

If you have not done so already, please make sure to log into the SWIFT Supplier Portal as soon as possible to get this authentication set up early so there are no issues when submitting a response to an RFP.

You are strongly encouraged to set your MFA during business hours of 8:00 A.M. to 4:00 P.M., Central Time, Monday through Friday. You may experience delay setting your MFA after hours.

TABLE OF CONTENTS

Solicitation Content

Solicitation Attachments

· Attachment A: Responder Declarations

· Attachment B: Exceptions to State's Terms and Conditions

· Attachment C: Cost Detail

· Attachment D: Responder Forms

· Veteran-Owned Preference Form

· Workforce Declaration Page

Sample Contract

· Exhibit A: Contract Terms

· Exhibit B: Insurance Requirements

· Exhibit C: Specifications, Duties, and Scope of Work

· Exhibit D: Pricing

SECTION 1 – INSTRUCTIONS TO RESPONDERS

Step 1: Read the solicitation documents and ask questions, if any Step 2: Write your response Step 3: Submit your response

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

How to Ask Questions

The contact person for questions is:

Charles Schuman, Contract Officer Department of Natural Resources charles.schuman@state.mn.us Questions should be emailed to the contact seven days prior to event closing.

Other personnel are not authorized to answer questions regarding this Solicitation.

STEP 2 – WRITE YOUR RESPONSE

The Response Content section is in this link to Section 4. Prepare a written response and supply all requested content. Responses should address the requested information and documents detailed in Section 4. DO NOT INCLUDE Non-Public/Trade Secret data (as defined in this link to Minn. Stat. § 13.37).

Review, sign, and include the Responder Declarations with your response.

STEP 3 –SUBMIT YOUR RESPONSE

Where to Send Your Response

All responses to this solicitation (termed an “Event” within SWIFT) must be submitted through SWIFT using the Supplier portal (https://mn.gov/supplier). Training and documentation on how to submit your response is available through the Supplier portal link above. Fax, e-mail, and printed responses will not be accepted or considered. All costs incurred in responding to this solicitation will be borne by the responder.

Late responses will not be considered. Responses received after End Date above will not be considered, even if errors or delays were caused by issues outside of responders’ control. If you need assistance please contact the SWIFT Vendor Assistance Helpline at 651-201-8100, Option 1, and then Option 1.

By submitting a response, your company is making a binding legal offer for the period of time set forth below in Section 6, Conditions of Offer.

SECTION 2 – SUMMARY OF SCOPE

Procurement Overview and Goals.

The Department of Natural Resources (DNR), Division of Forestry request proposals from interested Interpretive Exhibit Design firms for professional services for a project to redesign roughly 289 square feet of interpretive exhibit space in inside the DNR wildfire prevention building, with possible displays outside the building or around the fire tower area located on the Minnesota State Fair grounds, 1265 Snelling Ave. N., St. Paul, MN.

The exhibit will be redesigned over two phases. Phase I will be the concept design. Phase II will be design, development, fabrications, and installation of the exhibits developed in Phase I. Phase II is to be completed by the beginning of the Minnesota State Fair, August 2025.

This Request for Proposal is for hiring a firm to plan, design, fabricate, and install interpretive displays and exhibits.

The work will involve developing a comprehensive interpretive exhibit concept plan for the building including research, write, design, fabricate, delivery, and installation of theme-based exhibits for an approximately 289 square foot building. Work may include the fire tower area (inside the cab, the fenced area around the fire tower, or just outside) and around the outside of the wildfire prevention building. Depending on the concept design, the design and fabrication work may involve children’s interactive displays, exhibit construction, artifact reproductions, indoor/outdoor graphic panels, and technology-based interactions. We anticipate both traditional interpretive methods and the use of emerging technology will be used.

Note: RFP will be awarded for the Phase I concept design. Upon completion of Phase I Concept Design, it is the State’s intent to request a proposal from the contractor and negotiate the design development, fabrication, and installation for Phase II, with the Phase I contractor.

Goal The goal of the redesign is to provide an attractive, engaging visitor experience with opportunities for observation, learning, and hands-on experiences that result in an increased understanding of the importance of wildfire prevention and what steps people can take to protect themselves, their community, and Minnesota’s natural resources.

Exhibit Themes Wildfire Prevention’s State Fair Exhibit Theme is: Preparing for wildfires, natural or human caused, helps all of us protect lives, property, and resources.

Supporting themes

1. How Fires Work Understand the fire triangle, causes of wildfire starts (people cause over 90%) in Minnesota, and wildfire behavior factors (weather, topography, fuels, moisture, etc.).

2. Good Fire/Bad Fire Not all fire is bad. Benefits include ecological health, wildlife habitat, and invasive species management. Fire can also be an important cultural or community practice: prescribed burning, campfires, cooking, ceremonial, heating, etc.

3. Wildfires Affect All of Us Wildfires can and does occur everywhere in Minnesota. Wildfires have local and far-reaching effects (air, water, ecosystem, wildlife, and damage to homes and properties). Wildfires are costly.

4. What can you do to prevent wildfires?

People can make a difference by following wildfire prevention tips, being aware of fire danger, being Firewise, reducing wildfire risk around their homes and communities, and getting a burning permit.

5. What does the DNR do?

The DNR has a wide variety of wildland fire jobs from air and ground operations to finance, dispatch, and education. They use specialized equipment, vehicles, and PPE. They analyze data, plan, prepare, and act as needed, throughout the year and work in collaboration with federal, state, Tribal, private, nonprofit and industry organizations.

Sample Tasks and Deliverables.

Tasks Phase I: Concept Design

1. Work with Wildfire Prevention team to finalize interpretive messages for the exhibits.

2. Work with the Wildfire Prevention team to produce a comprehensive interpretive exhibit concept plan for the exhibit area that provides interpretation of all selected themes and meets the goals and objectives of the project. The concept plan should include the contractor’s’ recommendations for exhibits that incorporate both traditional interpretive methods and emerging technologies where sustainable for message delivery.

3. Exhibits must meet state and federal accessibility laws (so people with cognitive, hearing, physical and visual disabilities can receive the same information and context). This must include audio description of the entire exhibit space and the hardware to deliver the audio description.

All exhibits must be accessible for people with cognitive, hearing, physical and visual disabilities. The exhibit falls under the Americans with Disabilities Act (ADA) (https://www.ada.gov/pubs/ada.htm) which requires the State to give people with disabilities an equal opportunity to benefit from all programs, services and activities.

Electronic Exhibit Elements All electronic exhibit elements (audio, video, etc.) must meet and comply with Minnesota Statute 16C.03 State Information and Communications System, Subd. 9. Subdivision 9 incorporates federal requirements under Section 508 of the Rehabilitation Act of 1973 (Revised) and the Web Content Accessibility Guidelines 2.1, level AA.

Physical Exhibit Elements All physical exhibit elements (panel height, route, reach, passing space, etc.) must meet and comply with:

· US Access Board Proposed Guidelines for Outdoor Development

· https://www.access-board.gov/guidelines-and-standards/recreation-facilities/outdoor-developed-areas/background/proposed-guidelines

· 2010 ADA Standards for Accessible Design

· https://www.ada.gov/2010ADAstandards_index.htm

Phase II: Design, development, fabrication, and installation

1. Produce a detailed exhibit plan, including research, design, development, and fabrication of interpretive exhibits including storylines, visual recommendations, and interactive components where sustainable.

2. Work with the Wildfire Prevention team to write storylines, secure artwork, photography, tools, equipment, wildfire prevention data, and produce graphic design. DNR will provide resources they already have including photography, Minnesota wildfire prevention data, wildfire historical information, etc.

3. Manufacture all displays according to approved exhibit designs and to withstand high use and follow Minnesota State Fair building requirements including meeting with their building inspector to ensure all exhibits meet building requirements. Exhibits should be made to withstand changes in weather (high heat to freezing temperatures) to stay in the building whenever possible.

4. Deliver and install displays at the DNR state fair wildfire prevention building.

5. Provide a 2-year warranty on all display work.

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

1. Anticipated Contract Term.

The term of this contract is anticipated to be from May 2024 to August 2025, with the option to extend up to an additional 1 year in increments determined by the State.

Question and Answer Instructions.

All questions should be submitted no later than the date and time listed in Section 1, Instructions to Responders. The State is not obligated to answer questions submitted after the question due date and time.

Only personnel listed above are authorized to discuss this solicitation with responders. Contact regarding this solicitation with any personnel not listed above could result in disqualification. This provision is not intended to prevent responders from seeking guidance from state procurement assistance programs regarding general procurement questions.

If a Responder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in the solicitation, please immediately notify the contact person detailed above in writing of such error and request modification or clarification of the document.

Additional Tasks or Activities.

Responders are encouraged to propose additional tasks, activities, or goods above and beyond the scope of what is requested in this solicitation if they will substantially improve the results of this procurement. Any costs associated with these additional tasks, activities, or goods should be clearly marked and separated from costs associated with the tasks, activities, or goods specifically requested under this solicitation. Because cost is a factor in the evaluation of responses to this solicitation, failure to separate costs for additional tasks, activities, or goods may result in those costs being included in a responder's cost proposal and result in a lower cost score for that proposal.

SECTION 4 – PROPOSAL CONTENT

Please submit the following information:

Work Plan. Responder should provide a description of the deliverables to be provided by the Responder along with a detailed work plan that identifies the major tasks to be accomplished and be used as a scheduling and managing tool, as well as the basis for invoicing. This document should NOT list cost detail. If cost detail is included in this document, the State may disqualify the proposal as non-responsive. Responder should provide a statement of the objectives, goals, and tasks to show or demonstrate the Responder's view and understanding of the nature of the contract, and what makes the Responder uniquely suited for this work.

Qualifications and Experience. Responder should provide an outline of background and experience with examples of similar work done by the Responder and a list of personnel who will conduct the project, detailing their training, and work experience. Resumes or other information about project personnel should not, if possible, contain personal telephone numbers, home addresses, or home email addresses. If it is necessary to include personal contact information, please clearly indicate in the response that personal contact information is being provided.

Work Sample. Responder should provide a Work Sample that is reflects the quality of the deliverables they will provide to the State. Work Samples are ideally very similar to the services being requested in this RFP.

Diversity, Equity, and Inclusion.

· Describe how responder’s policies and practices promote diversity, equity, and inclusion in areas such as:

· hiring practices,

· supply chain management,

· subcontracting, etc.

· Detail the responder’s demographic breakdown and any other information pertinent to efforts in this area.

Cost Detail. Complete and submit Attachment C, “Cost Detail,” attached to this solicitation.

Sample Transaction Documents. Prior to award, a potential successful Responder must submit samples of any transaction documents proposed for use under the resulting contract. The State will review the transaction documents to ensure they contain sufficient detail and to review additional terms and conditions contained therein, if any. The State reserves the right to request additional detail in the transaction documents or to reject additional terms and conditions within transaction documents. Once approved by the State, Contractor may not materially change transaction documents unless a change has been approved in writing by the Commissioner of Administration, as delegated to the Office of State Procurement. Any terms and conditions included in transaction documents but not approved by the State are voidable by the State. Any terms and conditions that are in conflict with Minnesota law or in conflict with the terms of the State Contract are void. Failure to void a non-approved term or condition included in a transaction document does not waive the State’s right to void any non-approved term or condition.

License Agreements, Maintenance Agreements, or Other Terms and Conditions. Responder must provide any license agreements, maintenance agreements, or any other terms and conditions relevant to the work under a resulting contract. Review and approval by the State will be required prior to contract execution. In the event Responder fails to comply with this provision, Responder agrees that it will not seek to enforce terms and conditions of any such agreement against the State. Further, failure to provide any of the pertinent documents upon request may result in the State not agreeing to sign any additional documents, rejecting your response, or cancelling the award.

Submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations

2. Attachment B: Exceptions to State's Standard Terms and Conditions

3. Attachment C: Cost Proposal

4. Attachment D: Responder Forms

a. Veteran-Owned Preference Form

b. Workforce Declaration Page

DO NOT INCLUDE Non-Public/Trade Secret data (as defined by Minn. Stat. § 13.37).

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

The State will conduct an evaluation of responses to this Solicitation. The evaluations will be conducted in three phases:

Phase 1 - Review responses for responsiveness and pass/fail requirements Phase 2 - Evaluate responses Phase 3 - Select finalist(s)

1. Phase 1 – Responsiveness and Pass/Fail Requirements The purpose of this phase is to determine if each response complies with mandatory requirements. The State will first review each proposal for responsiveness to determine if the Responder satisfies all mandatory requirements. The State will evaluate these requirements on a pass/fail basis.

Mandatory Requirements. The following will be considered on a pass/fail basis:

· Responses must be received by the due date and time specified in this RFP.

Phase 2 - Evaluate Responses Only those responses found to have met Phase 1 criteria will be considered in Phase 2.

The factors and weighting on which responses will be evaluated are:

Preference points are described under Solicitation Terms and will be applied to the total score after points have been awarded.

Phase 3 – Select Finalist(s) Only those responses that have been evaluated under Phase 2 and received a score of 800 or above shall be eligible for Phase 3.

The State will make its selection based on best value, as determined by this evaluation process. The State reserves the right to pursue negotiations on any exception taken to the State’s standard terms and conditions. In the event that negotiated terms cannot be reached, the State reserves the right to terminate negotiations and begin negotiating with the next highest scoring responder or take other actions as the State deems appropriate. If the State anticipates multiple awards, the State reserves the right to negotiate with more than one Responder.

It is anticipated that the evaluation and selection will be completed by the beginning of June 2024.

SECTION 6 – SOLICITATION TERMS

1. Competition in Responding The State desires open and fair competition. Questions from responders regarding any of the requirements of the Solicitation must be submitted in writing to the Solicitation Administrator listed in the Solicitation before the due date and time. If changes are made the State will issue an addendum.

Any evidence of collusion among responders in any form designed to defeat competitive responses will be reported to the Minnesota Attorney General for investigation and appropriate action.

Addenda to the Solicitation Changes to the Solicitation will be made by addendum with notification and posted in the same manner as the original Solicitation. Any addenda issued will become part of the Solicitation.

Data Security - Foreign Outsourcing of Work is Prohibited All storage and processing of information shall be performed within the borders of the United States. This provision also applies to work performed by subcontractors at all levels.

Joint Ventures The State allows joint ventures among groups of responders when responding to the solicitation. However, one responder must submit a response on behalf of all the others in the group. The responder that submits the response will be considered legally responsible for the response (and the contract, if awarded).

Withdrawing Response A responder may withdraw its response prior to the due date and time of the Solicitation. For solicitations in the SWIFT Supplier Portal, a responder may withdraw its response from the SWIFT Supplier Portal. For solicitations done any other way, a responder may withdraw its response by notifying the Solicitation Administrator in writing of the desire to withdraw.

After the due date and time of this Solicitation, a responder may withdraw a response only upon showing that an obvious error exists in the response. The showing and request for withdrawal must be made in writing to Solicitation Administrator within a reasonable time and prior to the State’s detrimental reliance on the response.

Rights Reserved The State reserves the right to:

· Reject any and all responses received;

· Waive or modify any informalities, irregularities, or inconsistencies in the responses received;

· Negotiate with the highest scoring Responder[s];

· Terminate negotiations and select the next response providing the best value for the State;

· Consider documented past performance resulting from a State contract may be considered in the evaluation process;

· Short list the highest scoring Responders;

· Require Responders to conduct presentations, demonstrations, or submit samples;

· Interview key personnel or references;

· Request a best and final offer from one or more Responders;

· The State reserves the right to request additional information ; and

· The State reserves the right to use estimated usage or scenarios for the purpose of conducting pricing evaluations. The State reserves the right to modify scenarios, and to request or add additional scenarios for the evaluation.

Samples and Demonstrations Upon request, Responders are to provide samples to the State at no charge. Except for those destroyed or mutilated in testing, the State will return samples if requested and at the Responder’s expense. All costs to conduct and associated with a demonstration will be the sole responsibility of the Responder.

Responses are Nonpublic during Evaluation Process All materials submitted in response to this Solicitation will become property of the State. During the evaluation process, all information concerning the responses submitted will remain private or nonpublic and will not be disclosed to anyone whose official duties do not require such knowledge. Responses are private or nonpublic data until the completion of the evaluation process as defined by Minn. Stat. § 13.591. The completion of the evaluation process is defined as the State having completed negotiating a contract with the selected responder. The State will notify all responders in writing of the evaluation results.

Trade Secret Information Responders must not submit as part of their response trade secret material, as defined by Minn. Stat. § 13.37.

In the event trade secret data are submitted, Responder must defend any action seeking release of data it believes to be trade secret, and indemnify and hold harmless the State, its agents and employees, from any judgments awarded against the State in favor of the party requesting the data, and any and all costs connected with that defense.

The State does not consider cost or prices to be trade secret material, as defined by Minn. Stat. § 13.37.

A responder may present and discuss trade secret information during an interview or demonstration with the State, if applicable.

Conditions of Offer Unless otherwise approved in writing by the State, Responder’s cost proposal and all terms offered in its response that pertain to the completion of professional and technical services and general services will remain firm for 180 days, until they are accepted or rejected by the State, or they are changed by further negotiations with the State prior to contract execution.

Award Any award that may result from this solicitation will be based upon the total accumulated points as established in the solicitation. The State reserves the right to award this solicitation to a single Responder, or to multiple Responders, whichever is in the best interest of the State, providing each Responder is in compliance with all terms and conditions of the solicitation. The State reserves the right to accept all or part of an offer, to reject all offers, to cancel the solicitation, or to re-issue the solicitation, whichever is in the best interest of the State.

Requirements Prior to Contract Execution Prior to contract execution, a responder receiving a contract award must comply with any submittal requests. A submittal request may include, but is not limited to, a Certificate of Insurance.

Targeted Group, Economically Disadvantaged Business, Veteran-Owned and Individual Preference Unless a greater preference is applicable and allowed by law, in accordance with Minn. Stat. § 16C.16, businesses that are eligible and certified by the State as targeted group (TG) businesses, economically disadvantaged (ED) businesses, and veteran-owned businesses will receive points equal to 12% percent of the total points available as preference.

For TG/ED/VO certification and eligibility information visit the Office of Equity in Procurement website at https://mn.gov/admin/business/vendor-info/oep/ or call the Division’s Helpline at 651.296.2600.

Reciprocity State shall comply with Minn. Stat. § 16C.06, subd. 7, as that applies to a non-resident vendor. This paragraph does not apply for any project in which federal funds are expended.

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