Intent-to-Sole-Source-LetterElectrosonic.docx

April 10, 2025 To All Interested Vendors:

The Department of Administration, State Procurement Services Division, is considering a request from the Montana Historical Society, to award a Sole Source contract to Electrosonic for audiovisual systems integration for the Russell Gallery project for the Montana Heritage Center. The determination of this Sole Source purchase is based on the following requirements:

1. Creation and installation of a unique media piece for the new Charles M. Russell Gallery in the Montana Heritage Center. Drawing inspiration from the common elements in each of three Charles M. Russell paintings, Laughing Kills Lonesome, When Horses Talk War, and Bronc to Breakfast, the project will create a linear piece that will combine a rich audio soundtrack to highlight the stories in each scene with subtle animations of selected characters to visually enhance the dramatic moments of each painting. Animated transitions between paintings will serve to unify the three works into a coherent and engaging loop. The media will provide a stunning and welcoming entrance to the Gallery.

2. The Electrosonic Design Engineer (DE) will be the primary point of contact for all engineering tasks and responsibilities. The DE will be responsible for the CAD drafters, programmers, fabrication engineers, test engineers and commissioning engineers designated to work on this project. The DE works with the Electrosonic technical team to generate the drawings, schematics, diagrams and facility impact reports necessary for the project. These documents will be provided to the project’s key personnel to ensure that the design meets overall project needs and will work within the facility. The DE is responsible for maintaining the overall technical vision to which each additional team member will contribute.

3. The design and produce pre-production deliverables will be provided by RLMG working under Electrosonic. This will include producing animation and audio soundtrack and submission of rough and final cuts to MTHS for approval.

4. Electrosonic will supply the products and equipment per the equipment list needed to make the proposed systems complete and operational.

5. Electrosonic will supply and install standard power cords as supplied with the equipment. Equipment racks will be fabricated complete with power distribution and will either plug directly into outlets installed by others or include a power distribution box for connection by the electrical contractor. Power extension cords will not be used. As part of the facility impact, Electrosonic will specify the type and location of all AV power requirements.

6. Work begins April 25, 2025, and is to be completed by November 30, 2025. These dates are required specifically to adhere to installation requirements in order to meet larger deadlines for the full installation of the new Charles M. Russell Gallery for the Montana Heritage Center scheduled to open November of 2025.

7. Estimated costs for project total is $86,760. (RLMG Scope cost estimate is $58,824; AV hardware cost estimate is $10,572; AV Labor estimate is $16,612; Freight estimate is $752)

8. Electrosonic’s experiential technology advisors are uniquely able to provide innovative technology solutions. Electrosonic specializes in providing a vibrant multimedia components and engaging immersive spaces as well as large-scale complex audiovisual installations to clients across the globe. Electrosonic is the contractor currently assigned to the Montana Heritage Center project. Work on the extra Charles M. Russell Gallery media component will happen in conjunction with the current scope of their work at Montana Heritage Center and will therefore require no additional travel costs.

The State Procurement Services Division will accept written comments from potential vendors who believe they have the ability to provide an equivalent product and services, meeting all of the requirements listed above. This is not a request for competitive proposals. Vendors interested in providing this product to the State of Montana are invited to provide a detailed description of their product. Written comments must be received by 2:00 p.m. local time, April 17, 2025. Questions can be submitted on the Q&A board in eMACS or directed to:

Emily McKeever, Administrator, Montana Historical Society emily.mckeever@mt.gov 406-444-4699 A determination by the State not to compete this proposed purchase based upon responses to this notice is solely within the discretion of the State. If evidence presented reveals that more than one source is available to provide the product/services, the State may issue a competitive solicitation. If no evidence is presented in the timeframe specified, the State may proceed to award a contract to Electrosonic .

Thank you for your interest.

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