RFP 50COMR-S1696 Rock and Mineral Exhibit.docx

STATE OF NEVADA

DEPARTMENT OF ADMINISTRATION

Purchasing Division 515 East Musser Street, Suite 300 │ Carson City, NV 89701 Phone: 775-684-0170 │ Fax: 775-684-0188

Request for Proposal: 50COMR-S1696 For Rock and Mineral Exhibits Fabrication

Release Date: 08/25/2021 Deadline for Submission and Opening Date and Time: 09/14/2021 @ 2:00 pm Refer to Proposal Timeline and Submission Requirements for complete RFP schedule and submission instructions

Single point of contact for the RFP:

Ryan Vradenburg, Purchasing Officer II Phone, 775-684-0197 Email Address, rvradenburg@admin.nv.gov

(TTY for Deaf and Hard of Hearing, 800-326-6868 Ask the relay agent to dial, 1-775-515-5173/V.)

TABLE OF CONTENTS

APPLICABLE REGULATIONS GOVERNING PROCUREMENT

All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.

Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to NRS 281A, NRS 333.800, and NAC 333.155.

PROJECT OVERVIEW

The State of Nevada Purchasing Division on behalf of the Nevada Division of Minerals (the Division) is currently seeking responsible vendors to submit proposals for review, fabrication, delivery, and installation of a pre-designed interactive museum exhibit, as well as the creation of a technical manual for the exhibit as described in the scope of work and attachments.

The State intends to award one (1) contract in conjunction with this Request for Proposals (RFP), as determined in the best interests of the State. Division of Minerals shall administer contract(s) resulting from this RFP. The resulting contract(s) are expected to be for a contract term of less than one (1) years, subject to Board of Examiners approval.

AGENCY BACKGROUND

The Nevada Division of Minerals (Division) is authorized to allocate funds not to exceed (NTE) amount of $49,499.00 toward the creation of a Rock and Mineral exhibit to be delivered to the Reno Discovery Museum. This exhibit will serve to educate a broad audience on rock and mineral formation and properties, and the importance of rocks and minerals in society and to our state economy.

This RFP process is predicated on identifying a vendor to review, fabricate, deliver, and install an interactive display in the museum, located at the Reno Discovery Museum, 490 S Center St, Reno, NV 89501, by no later than March 31, 2022.

Design documents and photographs of the exhibit its elements are provided herein. See Sketches and Designs Documents, Attachment H. A working version of the exhibit may be viewed at the Las Vegas Natural History Museum, 900 Las Vegas Blvd N, Las Vegas, NV 89101.

The project is divided into three Phases: (1) Design Specification Review and Modification; (2) Fabrication, Delivery & Installation; and (3) Creation of a Technical Manual for the Operation and Maintenance of the Exhibit.

The Awarded Vendor may invoice the Division after the successful completion of each phase. Successful completion of a phase is triggered when all deliverables defined Section 3, Scope of Work, have been met, reviewed, and signed off by the Division.

All creative content has been sourced by the Division and will be provided to the Awarded Vendor once the project begins; information regarding sourcing is noted in Sketches and Designs Documents, attachment Design Files.

Exhibit components and illustrations or graphics that the Division will provide at no cost to the Awarded Vendor include: any rocks and minerals shown or described (unless explicitly stated otherwise in Sketches and Designs Documents, Attachment H), interactive mine tour software, rock cycle graphic, rock forming environments graphic, generalized geologic map of Nevada graphic, minerals in society graphic, Moh’s scale of hardness graphic, Ammonite fossil graphic, fossil rubbing plate(s), and all text content.

The awarded contract will begin on or about September 27, 2021, and last until the work is completed, to include delivery and installation, and submission of a technical manual on or before March 31, 2022. Final invoices must be received by the Division on or before April 15, 2022.

SCOPE OF WORK

DESIGN SPECIFICATION REVIEW AND MODIFICATION

Awarded Vendor will work closely with the Division to review the design parameters provided in attachment Design Files and decide if modifications are necessary. The Division must approve of any proposed modifications.

This phase will be considered complete when the Division approves of any proposed exhibit medications, in writing, if applicable, and is satisfied that the Awarded Vendor understands and is able to produce the exhibit as outlined in Attachment Design Files. Awarded Vendor may invoice the Division for costs associated with the Design Specification Review and Modification phase.

FABRICATION, DELIVERY, AND INSTALLATION OF EXHIBIT

Awarded Vendor will fabricate the museum exhibit to the specifications detailed in the attachment Design Files, incorporating any Division-approved modifications from Section 3.1.

Deliverable shall be a museum exhibit designed to the specifications of the attachment Design Files, inclusive of any Division-approved modifications.

Awarded Vendor will deliver the finished exhibit table to the location on or before March 31, 2022.

Exhibit will be placed in the location desired by the Reno Discovery Museum staff.

Delivery and Installation will be considered complete when the Reno Discovery staff receive delivery of the exhibit and verifies it has not been damaged during shipment. Staff and Awarded Vendor will function-check the exhibit to ensure it is working to design specifications before signing off and releasing the exhibit to the Reno Discover staff.

Awarded vendor will work with the Reno Discovery staff to identify an install date and time between the dates of March 16, 2022 and March 31, 2022.

Awarded Vendor may invoice the Division for costs associated with the Fabrication, Delivery and Installation phase. This phase will be considered complete after two conditions are met: (1) upon completion of the exhibit Division staff function checks and signs off that the exhibit meets design specifications; and, (2) the exhibit is delivered and installed at the Reno Discovery museum, and the Reno Discovery staff again function check the exhibit to ensure it was not damaged during shipping and installation.

CREATION OF A TECHNICAL MANUAL FOR THE OPERATION AND MAINTANENCE OF THE EXHIBIT

Awarded Vendor will produce an electronic technical manual, or “user manual”, in Adobe PDF format, for the exhibit, listing, at a minimum, the following: (1) assembly and disassembly instructions; (2) a maintenance schedule for any applicable components; (3) a general wiring diagram for any electronics; (4) the companies that raw materials and printed graphics are sourced from, types of materials, colors, and other applicable information of building materials for subsequent repairs; (5) component replacement part numbers, vendors sourced from, and cost at the time of ordering; (6) instructions on replacement of components.

Deliverable shall be a Division-approved “user manual” in Adobe PDF format containing the five sections listed in 3.3.1.

Awarded Vendor may invoice the Division for costs associated with the Creation of a Technical Manual phase. This phase will be considered complete when the Division reviews and signs off on the completed technical manual.

CONTRACT CLOSEOUT

All deliverables must be provided and signed off by Division and Reno Discovery staff on or before March 31, 2022.

All invoices and supporting documentation must be submitted to the Division on or before April 15, 2022.

ATTACHMENTS

INCORPORATED ATTACHMENTS. To be read and not returned.

Terms and Conditions for Services Terms and Conditions for Goods Contract Form Insurance Schedule S1693 Federal Laws and Authorities

PROPOSAL ATTACHMENTS. To be completed and returned.

Vendor Information Response Proposed Staff Resume Reference Questionnaire Confidentiality and Certification of Indemnification Vendor Certifications Cost Schedule110 Design Files Certification Regarding Lobbying

PROPOSAL TIMELINE

All questions regarding this RFP shall be submitted using the Bid Q&A feature in NevadaEPro by the deadline below.

The following represents the proposed timeline for this project.

All times stated are Pacific Time (PT).

These dates represent a tentative schedule of events.

The State reserves the right to modify these dates at any time.

PROPOSAL EVALUATION PROCESS

Proposal evaluation and scoring is conducted in accordance with NRS 333.335 and NAC 333.160-333.165.

Proposals shall be kept confidential until a contract is awarded.

In the event the RFP is withdrawn prior to award, proposals remain confidential.

The evaluation committee is an independent committee established to evaluate and score proposals submitted in response to the RFP.

Financial stability shall be scored on a pass/fail basis.

Proposals shall be consistently evaluated and scored based upon the following factors and relative weights.

Cost proposals will be evaluated based on the following formula.

Cost Factor Weight x (Lowest Cost Submitted by a Vendor / Proposer Total Cost) = Cost Score

The State awards a five percent (5%) preference to Nevada-based businesses, pursuant to NRS 333.3354.

Nevada-Based business is defined in NRS 333.3352(1).

The term ‘principal place of business’ has the meaning outlined by the United States Supreme Court in Hertz Corp v. Friend, 559 U.S. 77 (2010), typically meaning a company’s corporate headquarters.

To claim this preference a vendor must indicate it on their vendor account and submitted Quote in NevadaEPro.

This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis.

MANDATORY MINIMUM REQUIREMENTS

Pursuant to NRS 333.311 a contact cannot be awarded to a proposal that does not comply with the requirements listed in this section.

Confirm vendor agrees to comply with required contract terms on Indemnification: " To the fullest extent permitted by law, Contractor shall indemnify, hold harmless and defend, not excluding the State’s right to participate, the State from and against all liability, claims, actions, damages, losses, and expenses, including, without limitation, reasonable attorneys’ fees and costs, arising out of any breach of the obligations of Contractor under this contract, or any alleged negligent or willful acts or omissions of Contractor, its officers, employees and agents. Contractor’s obligation to indemnify the State shall apply in all cases except for claims arising solely from the State’s own negligence or willful misconduct. Contractor waives any rights of subrogation against the State. Contractor’s duty to defend begins when the State requests defense of any claim arising from this Contract."

Confirm vendor agrees to comply with required contract terms on Limited Liability: "The State will not waive and intends to assert available NRS Chapter 41 liability limitations in all cases. Contract liability of both parties shall not be subject to punitive damages. Damages for any State breach shall never exceed the amount of funds appropriated for payment under this Contract, but not yet paid to Contractor, for the Fiscal Year budget in existence at the time of the breach. Contractor’s tort liability shall not be limited."

The awarded vendor shall be the sole point of contract responsibility. The State shall look solely to the awarded vendor for the performance of all contractual obligations which may result from an award based on this RFP, and the awarded vendor shall not be relieved for the non-performance of any or all subcontractors.

Each vendor shall include in its proposal a complete disclosure of any alleged significant prior or ongoing contract failures, contract breaches, any civil or criminal litigation or investigations pending which involves the vendor or in which the vendor has been judged guilty or liable.

Vendor will complete Vendor Information Response form and include in their proposal.

CRITICAL ITEMS

In addition to the Scope of Work and Attachments, the items listed in this section are critical to the success of the project. These items will be used in evaluating and scoring the proposal. Vendor proposal should address items in this section in enough detail to provide evaluators an accurate understanding of vendor capabilities. Proposals that fail to sufficiently respond to these items may be considered non-responsive.

CONTRACT FORM. The State strongly prefers vendors agree to the terms of the attached Contract Form as is. Ability to agree to contract terms is a high priority to the State. Vendors who cannot agree to the contract as is must include a redlined Word version of the attached Contract Form with their proposal response.

INSURANCE SCHEDULE. Confirm vendor will comply with attached Insurance Schedule. If not, please explain which areas are causing non-compliance and attach a red line if necessary.

Awarded vendor shall maintain, for the duration of the contract, insurance coverages as set forth in the fully executed contract.

Work on the contract shall not begin until after the awarded vendor has submitted acceptable evidence of the required insurance coverages.

Failure to maintain any required insurance coverage or acceptable alternative method of insurance shall be deemed a breach of contract.

VENDOR BACKGROUND

Company background/history and why vendor is qualified to provide the services described in this RFP.

Provide a brief description of the length of time vendor has been providing services described in this RFP to the public and/or private sector.

VENDOR STAFF RESUMES

A resume shall be included for each proposed key personnel, see Proposed Staff Resume.

A resume shall also be included for any proposed key subcontractor personnel.

SUBCONTRACTORS

Subcontractors are defined as a third party, not directly employed by the contractor, who shall provide services identified in this RFP. This does not include third parties who provide support or incidental services to the contractor.

Proposal should include a completed Vendor Information Response form for each subcontractor.

Vendor shall not allow any subcontractor to commence work until all insurance required of the subcontractor is provided to the vendor.

Vendor proposal shall identify specific requirements of the project for which each subcontractor shall perform services.

How the work of any subcontractor(s) shall be supervised;

How channels of communication shall be maintained;

How compliance with contracts terms and conditions will be assured; and Previous experience with subcontractor(s).

VENDOR FINANCIAL INFORMATION

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5(b) and is not public information pursuant to NRS 333.333.

This information should be submitted as a separate attachment, flagged as confidential in NevadaEPro.

BUSINESS REFERENCES

The information requested in this section is designated as confidential business information by the Administrator pursuant to NRS 333.020(5(b) and is not public information pursuant to NRS 333.333.

Vendors shall provide a minimum of three (3) business references from similar projects performed for private and/or public sector clients within the last five (5) years, see Reference Questionnaire.

The purpose of these references is to document relevant experience and aid in the evaluation process.

Business references should return Reference Questionnaire directly to Single Point of Contact via email.

Business references will not be accepted directly from proposing vendor.

The State will not disclose submitted references, but will confirm if a reference has been received.

The State reserves the right to contact references during evaluation.

SUBMISSION CHECKLIST

This section identifies documents that shall be submitted to be considered responsive. Vendors are encouraged to review all RFP requirements to ensure all requested information is included in their response.

Proposals must be submitted as a Quote through NevadaEPro, https://NevadaEPro.com.

Vendors are encouraged to submit a single file attachment per proposal section if possible.

Technical proposal information and Cost proposal information shall not be included in the same attachment.

Additional attachments may be included if necessary, but are discouraged and should be kept to a minimum.

Files name format should be ‘VendorName-SectionTitle.*’

TECHNICAL PROPOSAL

Title Page Table of Contents Response to Mandatory Minimum Requirements Response to Critical Items Response to Scope of Work Proposed Staff Resumes Other Informational Material

PROPRIETARY INFORMATION. If necessary. Attachment can be flagged confidential in NevadaEPro.

Title Page Table of Contents Trade Secret information, cross referenced to the technical proposal

COST PROPOSAL

VENDOR FINANCIAL INFORMATION. Attachment can be flagged confidential in NevadaEPro.

SIGNED ATTACHMENTS

Vendor Information Response Confidentiality and Certification of Indemnification Certification Regarding Lobbying

OTHER ATTACHMENTS. If necessary, not recommended.

REFERENCE QUESTIONNAIRES. Not submitted directly by vendor.

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