CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0267 Doc. Ref#: RFP-02 Page 1 of 17

RFP Title: Art Gallery Retrofitting and Installation

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth ("City") is seeking proposals from qualified vendors to enter into an agreement to provide art gallery retrofitting and installation services on an as-needed basis for the Fort Worth Public Library. The selected vendor(s) shall furnish all labor, materials, equipment, supervision, transportation, and installation necessary to retrofit existing and new library and community center spaces with professional art display systems at various

Fort Worth Public Library and community center locations. The City intends to award agreements to ensure adequate service coverage and timely project delivery. All work shall be performed in accordance with the requirements, specifications, and terms outlined in this Request for Proposals (RFP).

2.0 SCOPE OF SERVICES

2.1 The vendor shall provide all labor, equipment, materials, permits (if applicable), supervision, and all other resources necessary to complete gallery retrofit projects in accordance with the bid documents. The work shall include, but is not limited to, the following:

2.1.1 Conduct site verification, field measurements, and existing conditions assessments.

2.1.2 Removal, transport, and properly dispose of existing gallery fixtures, hardware, and related materials.

2.1.3 Prepare, repair, patch, and reinforce existing walls and mounting surfaces as required to support new installations.

2.1.4 Installation of professional-grade gallery hanging systems.

2.1.5 Installation of professional art display panels

2.1.6 Installation of wall-mounted exhibit systems and associated components.

2.1.7 Installation of shelving, display supports, and mounting accessories.

2.1.8 Installation of museum-quality display cases and pedestals

2.1.9 Installation or retrofit of gallery lighting systems

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2.1.10 Installation of exhibit hardware, accessories, and other incidental components necessary for complete and functional installation.

2.1.11 Perform final alignment, leveling, operational testing, calibration

(where applicable), and adjustments to ensure all systems are fully functional and ready for use.

2.1.12 Removal of construction debris, packaging, and waste materials from the site, and leave all work area clean and tidy.

2.1.13 Protect existing library facilities, finishes, furnishings, and adjacent areas from damage throughout the duration of work and repair or replace any damage caused by the vendor at no additional cost to the city.

2.1.14 Vendor shall provide all equipment necessary to perform work including all rental equipment required to safely and efficiently complete each project.

2.1.15 Rental equipment may include, but is not limited to, scissor lifts, boom lifts, bucket trucks, pallet jacks, ladders, forklifts, power equipment, and other specialized equipment for installation.

2.2 Professional Gallery Systems and Equipment

2.2.1 Vendor shall furnish and install commercial-grade or museum-quality gallery systems and equipment designed for continuous use in public exhibition environments. All products shall be new, free from defects, and installed in accordance with the manufacturer’s recommendations.

2.2.2 Vendor shall furnish and install professional exhibit panel systems including:

2.2.2.1 Freestanding modular display panels

2.2.2.2 Mobile exhibit panels with locking casters

2.2.2.3 Wall-mounted exhibit panels

2.2.2.4 Fabric-wrapped display panels

2.2.2.5 Magnetic display panels

2.2.2.6 Trackable exhibit panels

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2.2.2.7 Acoustic display panels where specified

2.2.2.8 Interlocking modular panel systems

2.2.2.9 Custom-fabricated exhibit walls

2.3 Professional Hanging Systems

2.3.1 Vendor shall install and furnish professional hanging systems including:

2.3.1.1 Professional aluminum gallery tracks systems

2.3.1.2 Ceiling-mounted hanging tracks

2.3.1.3 Wall-mounted hanging rails

2.3.1.4 Adjustable stainless-steel cables

2.3.1.5 Adjustable hanging rods

2.3.1.6 Museum-grade picture hooks

2.3.1.7 Security hanging hardware

2.3.1.8 Anti-theft hanging systems

2.3.1.9 Heavy-duty hardware for oversized artwork

2.3.1.10 Flexible hanging systems allow repositioning

without wall damage.

2.4 Display Supports

2.4.1 Vendor shall furnish and install display support systems, including:

2.4.1.1 Adjustable artwork supports

2.4.1.2 Sculpture stands

2.4.1.3 Display easels

2.4.1.4 Artifact mounts

2.4.1.5 Acrylic supports

2.4.1.6 Metal supports

2.4.1.7 Custom object mounts

RFP Ref. #: 26-0267 Doc. Ref#: RFP-02 Page 4 of 17

2.4.1.8 Book display supports

2.4.1.9 Multimedia display supports

2.4.1.10 Exhibit risers

All supports shall be designed to safely accommodate the intended exhibit items while maintaining stability and visual presentation.

2.5 Professional Shelving Systems

2.5.1 Vendor shall furnish and install exhibit shelving systems, including:

2.5.1.1 Wall-mounted display shelving

2.5.1.2 Floating shelves

2.5.1.3 Adjustable shelving systems

2.5.1.4 Museum-quality glass shelving

2.5.1.5 Metal shelving

2.5.1.6 Wood shelving

2.5.1.7 Lockable display shelving where specified

2.5.1.8 Modular exhibit shelving

2.5.1.9 Heavy-duty shelving designed for artwork and

artifacts

2.6 Wall-Mounted Display Fixtures

2.6.1 Vendor shall furnish and install wall-mounted display fixtures, including:

2.6.1.1 Picture rails

2.6.1.2 Display ledges

2.6.1.3 Floating display systems

2.6.1.4 Interpretive signage holders

2.6.1.5 Graphic panel mounting systems

2.6.1.6 Literature holders

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2.6.1.7 Interactive display components

2.6.1.8 Wall-mounted vitrines

2.6.1.9 Lockable display cabinets

2.6.1.10 Display brackets, anchors, and mounting hardware

2.7 Display Cases and Pedestals

2.7.1 Vendor shall furnish and install museum-quality display furniture, including:

2.7.1.1 Museum-quality display cases

2.7.1.2 Lockable display cases

2.7.1.3 Freestanding Vitrines

2.7.1.4 Wall-mounted display cases

2.7.1.5 Glass display cabinets

2.7.1.6 Acrylic display enclosures

2.7.1.7 Museum display pedestals

2.7.1.8 Adjustable-height pedestals

2.7.1.9 Specialty artifact display cases

Display cases shall provide secure, stable, and professional presentation while protecting displayed items from unauthorized access and environmental exposure, where applicable.

2.8 Gallery Lighting

2.8.1 Vendor shall furnish, install, retrofit, modify, and commission professional gallery lighting systems as required for each project.

Service may include:

2.8.1.1 Light-emitting diode (LED) track lighting

2.8.1.2 Adjustable track heads

2.8.1.3 Accent lighting

2.8.1.4 Directional spotlights

2.8.1.5 Artwork illumination fixtures

RFP Ref. #: 26-0267 Doc. Ref#: RFP-02 Page 6 of 17

2.8.1.6 Dimmable lighting systems

2.8.1.7 Color-corrected LED fixtures

2.8.1.8 Ultraviolet (UV) Filtered lighting where specified

2.8.1.9 Lighting controls and dimming devices

2.8.1.10 Replacement of existing gallery lighting fixtures

2.8.1.11 Electrical modifications required to support new

installation

2.8.1.12 Fixture aiming, focusing, testing, and final

adjustments

The lighting system shall provide uniform illumination suitable for artwork and exhibits, while minimizing glare, heat generation, and UV exposure to the artwork.

2.9 Materials

2.9.1 Unless otherwise specified, all materials furnished under this contract shall be:

2.9.1.1 Commercial or museum-grade

2.9.1.2 New and unused

2.9.1.3 Heavy-duty construction

2.9.1.4 Designed for high-traffic public facilities

2.9.1.5 Corrosion-resistant where applicable

2.9.1.6 American Disability Act (ADA) compliant, where

required

2.9.1.7 Manufactured for long-term service life

2.9.1.8 Compatible with existing library architecture, finishes, and building systems

2.10 Installation Requirements

2.10.1 Vendor shall:

2.10.1.1 Coordinate all work schedules with Library staff.

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2.10.1.2 Perform installations with minimal disruption to library operations.

2.10.1.3 Protect all existing finishes, furnishings, flooring, artwork, equipment, and library collections throughout the duration of the work.

2.10.1.4 Install all fixtures plumb, level, and securely anchored.

2.10.1.5 Verify wall constructions prior to installation

2.10.1.6 Vendor shall perform work during non-business hours, including evenings, weekends, or City-observed holidays, when required by the City to minimize disruption to library operations, community center activities, or public programming. No additional compensation shall be provided for work performed outside of normal business hours unless specifically authorized in writing by the City. Vendor shall furnish, operate, maintain, and remove all rental equipment necessary to perform the work.

2.10.1.7 All equipment shall be maintained in safe operating

condition, comply with applicable Occupational Safety and Health Administration (OSHA) requirements and manufacturer recommendations, and be operated by properly trained and qualified personnel.

2.10.1.8 Repair or replace any damage resulting from installation activities at no additional cost to the city.

2.10.1.9 Remove all packaging, construction debris, and waste materials from the site upon completion at no additional cost to the city.

2.10.1.10 Leave each site in a clean, safe, and ready-for-use condition.

2.11 Service Location

2.11.1 Services under this contract may be required at City of Fort

Worth facilities, including but not limited to:

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2.11.1.1 Fort Worth Public Library Locations:

2.11.1.1.1 East Regional Library

2.11.1.1.2 Vivian J. Lincoln Library

2.11.1.1.3 Summerglen Library

2.11.1.1.4 East Berry Library

2.11.1.1.5 Southwest Regional Library

2.11.1.1.6 Diamond Hills/Jarvis Library

2.11.1.1.7 Sendera Springs Library

2.11.1.2 City of Fort Worth Community Centers:

2.11.1.2.1 Andrew “Doc” Sessions Community Center

2.11.1.2.2 Atatiana Carr-Jefferson Community Center

2.11.1.2.3 Betsy Price Community Center

2.11.1.2.4 Chisholm Trail Community Center

2.11.1.2.5 Como Community Center

2.11.1.2.6 Diamond Hill Community Center

2.11.1.2.7 Eugene McCray Community Center

2.11.1.2.8 Handley-Meadowbrook Community Center

2.11.1.2.9 HAWS Athletic Complex

2.11.1.2.10 Martin Luther King (MLK) Community

Center

2.11.1.2.11 North Tri-Ethnic Community Center

2.11.1.2.12 Northside Community Center

2.11.1.2.13 RD Evans Community Center

2.11.1.2.14 Southside Community Center

2.11.1.2.15 Southwest Community Center

2.11.1.2.16 Sycamore Community Center

RFP Ref. #: 26-0267 Doc. Ref#: RFP-02 Page 9 of 17

2.11.1.2.17 Thomas Place Community Center

2.11.1.2.18 Victory Forest Community Center

2.11.1.2.19 Worth Heights Community Center

2.12 Services may also be required at future Fort Worth Public Library locations, future City of Fort Worth Community Centers, and other

City-owned facilities designated for public art exhibitions, cultural programming, educational programming, or community engagement.

2.13 The City anticipates installing, replacing, upgrading, retrofitting, and expanding professional gallery display systems at multiple facilities throughout the contract term. Work may include new gallery installations, renovations of existing exhibit spaces, replacement of outdated systems, lighting upgrades, and the installation of professional display panels, hanging systems, wall-mounted fixtures, shelving, display cases, pedestals, and exhibit supports.

2.14 Each project will be issued through an individual work order. Prior to commencing work, the Contractor shall conduct a site visit to verify field conditions, dimensions, wall and ceiling construction, electrical requirements, mounting surfaces, and installation constraints. The

Contractor shall coordinate all work with the City's designated project manager to minimize disruption to library services, community center operations, and public programming. For project coordination, contact

Lindsey at 682-309-5079.

2.15 Contract Qualification and Requirements

2.15.1 Vendor shall demonstrate the experience, qualifications, and resources necessary to successfully perform the work described in this solicitation.

2.15.2 Vendor shall demonstrate successful completion of similar scope and complexity within the past five (5) years.

2.15.3 Vendor shall employ trained and qualified installation personnel experienced in the installation of professional gallery and museum display systems.

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2.15.4 Vendor shall provide references from public institutions, libraries, galleries, or universities.

2.15.5 Vendor shall maintain all licenses, registrations, insurance coverage, and certifications required by the federal, state, and local regulations.

2.15.6 Vendor shall maintain sufficient staffing, equipment, and resources to perform multiple projects concurrently if requested by the city.

2.16 Pricing

2.16.1 Pricing shall include all labor, materials, equipment and tools, supervision, freight, delivery, travel, cleanup, disposal, all incidental costs necessary to complete the work, testing and adjustments, overhead and profit, required permits and inspections.

2.16.2 Rental equipment costs, including delivery, pickup, fuel, and operating expenses, shall be included in the pricing unless approved by the city in writing.

2.16.3 City reserves the right to request pricing using one or more of the following:

2.16.3.1 Unit Cost

2.16.3.2 Individual projects

2.16.3.3 Time and materials pricing

2.16.3.4 Pricing for optional accessories

2.16.3.5 Pricing for replacement components

2.16.3.6 Pricing for additional installation services

2.17 Optional Services

2.17.1 During the contract term, City may request additional services to gallery, exhibit, and public display installations. These services may include, but are not limited to:

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2.17.1.1 Custom exhibit fabrication

2.17.1.2 Gallery space planning

2.17.1.3 Exhibit design consultation

2.17.1.4 Graphic design, production, and installation

2.17.1.5 Wayfinding and interpretive signage

2.17.1.6 Lighting modifications, adjustments, and upgrades

2.17.1.7 Preventive maintenance

2.17.1.8 Fixture repairs

2.17.1.9 Gallery reconfiguration or expansion of existing exhibits systems

2.17.1.10 Inspections and condition assessments of existing gallery system

2.17.1.11 Emergency repair services

2.17.1.12 Replacement of damaged hanging hardware, tracks, display panels, shelving, display cases, and exhibit accessories.

2.18 Holiday hours shall be all City-observed holidays as follows:

2.18.1 New Year’s Day

2.18.2 Martin Luther King Jr. Day

2.18.3 Memorial Day

2.18.4 Juneteenth

2.18.5 July 4th

2.18.6 Labor Day

2.18.7 Thanksgiving Thursday and the following Friday

2.18.8 Christmas Day

4.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for the award.

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5.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

5.1 Cost – up to 15 points available

5.2 Small Business Participation – up to 25 points available

0% SB Participation = 0 points

1-10% SB Participation = 10 points

11-20% SB Participation = 15 points

21-29% SB Participation = 20 points

30% or more (goal met) = 25 points

5.3 Ability to meet the City’s needs – up to 25 points

5.4 Qualification and Experience – up to 20 points

5.5 Approach to Perform Services – up to 15 points

6.0 PRICING STRUCTURE

6.1 Pricing shall be captured solely in the bid table, BT-69PY.

6.2 A bid of 0 (zero) will be interpreted by the City as a no-charge (free) item, and the City will not be expected to pay for that item.

7.0 SMALL BUSINESS PROGRAM – The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid.

Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

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a. Small Business Utilization form (RFP-06), detailing how the Small Business goal will be achieved.

b. Current Small Business Certification issued by the North Central Texas

Regional Certification Agency (NCTRCA), Women’s Business Council-

Southwest (WBCS), Dallas-Fort Worth Business Council (formerly

DFW/MSDC), Texas Historically Underutilized Business (HUB) Program, Texas Unified Certification Program (TUCP) DBE/ACDBE and TxDOT SBE

Directory.

8.0 CONTRACT AWARD PROCESS

8.1 The Purchasing Division will facilitate and manage the evaluation process.

8.2 An Evaluation Panel consisting of representatives from various City departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

8.3 The Evaluation Committee will evaluate responses and may select

Proposer for onsite interviews, presentations or demonstrations.

8.4 At its sole discretion, the City may request Best and Final Offers

(BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

8.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

8.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

8.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

9.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately

RFP Ref. #: 26-0267 Doc. Ref#: RFP-02 Page 14 of 17 address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the

Proposal fails to comply with the following instructions.

9.1 Proposal Format Requirements

9.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one-inch margins and single-spaced for the entire submitted proposal.

9.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

9.2 Required Response forms

9.2.1 Completed and signed RFP-03-Authorized Signature and

Questionnaire.

9.2.2 Completed and signed RFP-05-Forms.

9.2.3 Completed and signed RFP-06-Small Business Utilization Form.

9.2.4 Small Business Certification, If Applicable.

9.2.5 Completed RFP-07-Reference Sheet.

9.2.6 Completed RFP-08-Deviations.

9.2.7 Reference Letter (Minimum of One (1) Letter).

9.2.8 Statement of Experience and Qualifications.

9.2.9 Signed Addendum(s) acknowledging receipt. Note: If no

addendum issued, please attach a page stating "No Addendum

Issued"

9.2.10 Completed Bid Table BT-69PY.

9.3 Technical Response

9.3.1 Small Business Participation – Submit a current Small Business

Certification issued by a certifying agency listed under section b of Small Business Program.

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9.3.2 Ability to meet the City’s needs – Provide a minimum of three

(3) reference letters from municipal facilities or other entities of similar size and scope.

9.3.3 Qualifications and Experience – Provide a statement of

qualifications on company letterhead that includes but not limited to: brief history of company, number of years the

Proposer has been in business, geographical area of operations and professional affiliations, overview of the ownership structure of the company.

9.3.4 Approach to perform services – Documents used to evaluate this will include, but are not limited to RFP-03-Questionnaire and

Requirements

9.3.5 List of Exceptions/Substitutions/Clarifications/Additions

9.3.5.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

9.3.5.2 If no exceptions are taken, please include a single

document stating “No Exceptions taken” in the

Required section.

9.3.5.3 It is extremely important for the Proposer to make

clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft

Vendor Service Agreement and General Terms and

Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents.

Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer

RFP Ref. #: 26-0267 Doc. Ref#: RFP-02 Page 16 of 17 does not make it clear that an addition, exception or clarification is taken, the City shall assume the

Proposer is responding to and shall meet the City’s stated requirements.

9.3.5.4 Identify each exception, clarification, substitution

and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

9.3.5.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

9.3.5.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work.

Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

9.3.5.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

9.3.5.8 Begin responses to the major sections of the

solicitation on a new page.

9.3.5.9 The City shall consider the number and substance of

alterations to the City’s stated requirements as a factor in determining the most advantageous response.

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9.4 Pricing

9.4.1 Proposal pricing shall be assembled and presented in

accordance with the format and instructions of this solicitation.