REQUEST FOR PROPOSAL # 33330226RF0010004

SMITHSONIAN INSTITUTION

NATIONAL MUSEUM OF THE AMERICAN LATINO

DESIGN OF INAUGURAL MUSEUM EXPERIENCE

via email Delivery

Questions regarding RFP due on April 13, 2026, 9:00 am EST

Proposals due via email on May 18, 2026, 9:00 am EST

Raíces, historia y justicia latinas

(Latino Roots, History, and Justice)

Mixed media, 2022

Verónica Castillo (1967- )

Lives in San Antonio, Texas

Request for Proposal #33330226RF0010004

Table of Contents

Section A – General Requirements

Section B – Supplies/Services and Prices/Costs

Section C – Description, Specifications, Statement of Work

Section D ‑ Packaging and Marking

Section E ‑ Inspection and Acceptance

Section F - Deliveries or Performance

Section G ‑ Contract Administration Data

Section H ‑ Special Contract Requirements

Section I - Contract Clauses

Section J ‑ List of Attachments

Section K. - Representations, Certifications and Other Statements of Offerors

Section L – Instructions, Conditions, and Notices to Offerors

Section M - Evaluation Factors for Award

SECTION A – General Requirements

The Smithsonian Institution (the “Smithsonian” or “SI”) National Museum of the American Latino

(“NMAL”) hereby invites bidders (“Offerors”) to submit a proposal to develop the initial concept plan and design for its inaugural exhibitions. The contract is expected to be awarded at the end of

September 2026 for the concept plan with options for exhibition design services through final design and fabrication administration.

This solicitation is for a contract funded by federal and trust funding; the result of this solicitation will be a federal contract. The successful Offeror (the “Contractor”) must agree to create all materials for the

Smithsonian as “work made for hire,” if applicable, or assign the materials to the Smithsonian as stated in terms and conditions in Section I. This requirement is non-negotiable. NMAL intends to contract with a single entity (prime contractor) but encourages interested parties who have worked together on full projects in the past to assemble a team with one primary contractor to respond to all aspects of the requested scope. NMAL encourages Offerors to include non-typical creative partners on their team— theater designers, authors, artist, etc.—to better meet NMAL’s need for truly innovative exhibition experiences.

MINIMUM REQUIREMENT

This solicitation has a minimum requirement that Offerors must demonstrate the capacity to design a multimillion-dollar museum exhibition experience of similar size and scope as the NMAL exhibits intend to be. Offerors must have worked with a diverse group of personnel, such as content developers, architects, curators, scientists, educators, exhibition evaluators, design coordinators, writers, collections managers, facility managers, engineers, media producers, museum technical staff, and exhibit fabricators, etc. Offerors must demonstrate this capacity by showing the Offeror’s prior experience from the past seven years designing exhibitions for at least three complete museum or very complex museum exhibits that integrated objects, images, and multimedia. For the purposes of this minimum requirement, a “museum” is defined as a not-for-profit institution that uses historical artifacts or living collections to create a participatory, transparent, and educational experience that enhances visitors’ understanding of the world. Each example of Offeror’s prior exhibition-design experience must involve a total exhibition footprint of at least 35,000 sq./ft.; and at least one example must involve a total exhibition footprint larger than 45,000 sq./ft. At least one example must have been fabricated and completed; the other examples may be in the process of fabrication. Note that subcontractor performance cannot satisfy the minimum requirement of the prime contractor. Failure of an Offeror to meet the minimum requirement will result in Offeror’s proposal not being evaluated. The Smithsonian reserves the right to determine the extent to which Offeror’s comparable projects meet the minimum requirement as set forth and as clarified herein, and the extent to which Offeror’s comparable projects are relevant to the subject project.

PROPOSAL SUBMISSION

The technical proposal and business proposal must be submitted as two separate files. PROPOSALS

MUST BE RECEIVED VIA EMAIL NO LATER THAN May 18, 2026, 9:00 am EST. The email response should be submitted to Debra Berke, Contracting Specialist at berked@si.edu. Make sure to receive acknowledgement via email that your proposal has been received by the Smithsonian Institution and was not rejected due to the 18 mb size limit of the incoming mail server. No hard copy submission is required. Requests for extensions cannot be granted as this is a fast-track project.

SECTION B – Supplies/Services and Prices/Costs

B.1 Type of Contract

The Smithsonian intends to award one firm fixed price contract for development of the 10% Concept

Design for NMAL under base services. Priced options for additional phases of design will be assessed as a percentage of the fabrication budget allocated per design phase.

B.2 Services

B.2.1. The Smithsonian is building the National Museum of the American Latino (NMAL) to recognize the accomplishments, history, and culture of Latino communities. Congress enacted legislation in 2020 that established the American Latino Museum in Washington, DC. This world-class destination will center and celebrate the Latino experience as essential to the American narrative. Through innovative and immersive exhibition experiences, the new museum will illuminate the full American story for all and inspire future generations.

NMAL is seeking a design firm to develop and design state-of-the-art exhibitions. The exhibition concept design (the “Concept Design”) will shape the museum’s exhibition experience and inform the architectural program. A site has not yet been designated for NMAL, the site may be confirmed by the start of this contract. If the site has not been confirmed by the start of the contract the contractor will work with the NMAL team to develop the Concept Design without a site plan or building concept.

The future museum will be a key attraction for visitors to the National Mall. The exhibition experience will be similar in scope to the National Museum of African American History and Culture. The Concept

Design will assume an exhibition footprint of about 80,000 sq/ft and an exhibition fabrication and installation budget of one hundred million ($100,000,000) to one hundred and thirty million

($130,000,000).

B.2.2. The Contractor shall provide all professional and technical exhibition design services for the exhibition to 100% design development, all of its components, and associated materials necessary for fabrication, space preparation, and installation of the new exhibitions, in accordance with the requirements of Section C, and as otherwise specified in this Request for Proposal (“RFP”) and any attachments and amendments hereto (collectively referred to herein as the “Services”). The Contractor will be expected to cooperate actively as appropriate with the Smithsonian’s project team (“Project

Team”). The Project Team shall vary and expand as the project moves from concept through fabrication but will initially include, but may not be limited to, NMAL’s internal curatorial, exhibition, digital initiatives, collections and education teams, and external advisors and stakeholders as required.

B.3 Budget

B.3.1. The Smithsonian Institution has estimated the total exhibition budget for this project, to include all exhibition fabrication, and installation to be in the range of one hundred million ($100,000,000) to one hundred and thirty million ($130,000,000). This total budget does not include the following:

exhibition design, collections acquisition, fine arts shipping, and conservation; which have their own separate budgets, and which will be handled by SI staff or awarded to third parties under separate contracts.

B.3.2. Smithsonian Institution will hold the Contractor responsible for producing design packages that can be produced within the stated budget minus a 15% contingency. The Contractor shall be required to redesign the package(s), at no additional cost, if they are not within the stated budget(s).

B.4 Pricing

The Contractor shall perform all Services in accordance with the requirements of this RFP and any amendments and attachments from the RFP for the firm-fixed and percentage-based rates as described below. The design services price listed below shall include design fee, all supervision, labor, materials, equipment, and facilities, indirect costs (overhead and general and administrative expenses), other direct costs (i.e., materials, communication, reproduction, etc., and travel, per diem and lodging), subcontractors, commission, and profit for which Contractor expects payment. No additional charge shall be made by the Contractor for the requirements of this Contract, including but not limited to source and documentation, error correction, or expense for any other materials or services to be performed hereunder unless specified otherwise.

The Base Contract is for Concept Design services and phased options will continue through fabrication administration.

Detail complete pricing, as described below, in the business proposal in section L to be submitted in response to this RFP.

BASE BID - Familiarization and 10% Concept Design Services

Firm Fixed Price: $_____________________________________________ (will be filled in at contract award)

PRICED OPTIONS

NMAL is seeking a percentage-based fee linked to the fabrication costs of the project.

Total exhibition design fee %, excluding base services and including priced options 1-4:

Confirming estimate for all priced options using $100,000,000 fabrication cost:

(For example, $100,000,000 x 15% =$15,000,000)

Fabrication cost range for Offeror’s proposed percentage-based design fee, if applicable:

______________________________ (for example, $80,000,000 to $130,000,000)

Offeror should assume 80,000 sq/ft of exhibitions and a fabrication budget of $100,000,000. Provide total percentage based on the fabrication budget. Indicate thresholds, if relevant, for a change in the percentage-fee based on a significant change in the sq/ft or fabrication costs. If no thresholds are listed, it will be assumed that the total exhibition design fee percentage % will not change regardless of the adjustment to the size and scope of the project. The exhibition design fee percentage shall include all supervision, labor, materials, equipment, and facilities, indirect costs (overhead and general and administrative expenses), other direct costs (i.e. materials, communication, reproduction, etc. and travel, per diem and lodging), subcontractors, commission, and profit.

Divide the total fee into the following options and indicate the percentage of fee each phase would require.

OPTION #1 – 35% Schematic Design Phase

_____________________________________________ % of Total Design Fee

Confirming estimate for Option #1 using $100,000,000 fabrication cost:

The percentage fee will be calculated based on further refinement of the fabrication costs. Option 1 pricing will be based on the fabrication budget at the start of the design phase.

OPTION #2 - 65% Design Development Phase

Confirming estimate for Option #2 using $100,000,000 fabrication cost:

The percentage fee will be calculated based on further refinement of the fabrication costs. Option 2 pricing will be based on the 35% exhibit fabrication estimate.

OPTION #3 –100% Final Design Phase

Confirming estimate for Option #3 using $100,000,000 fabrication cost:

The percentage fee will be calculated based on further refinement of the fabrication costs. Option 3 pricing will be based on the 65% exhibit fabrication estimate.

OPTION #4 – Fabrication administration and final digital artwork for all graphics

Confirming estimate for Option #4 using $100,000,000 fabrication cost:

The percentage fee will be calculated based on further refinement of the fabrication costs. Option 4 Bid and Procurement and final digital artwork fee will be based on the 100% exhibit fabrication estimate.

Fabrication administration will be based on the fabrication contract at the time of the invoice.

UNPRICED OPTIONS

OPTION #5 – Media Production and Delivery

Media/digital design and AV hardware design is included within the scope of the base contract through

Option #3 100% Final Design. The Contractor will work closely with NMAL to develop the digital design of the museum’s exhibitions and ensure an integrated, visitor-forward exhibition experience. Media production and delivery includes final scripting, production, post-production, installation, and testing of final media files. The Contractor will be responsible for the acquisition and licensing of all media assets

(still images, moving images, music). A not-to-exceed amount per media piece will be designated by the

Contracting Officer’s Technical Representative (“COTR”) along with requirements for license term and territory, and all other requirements. Contractor will provide NMAL with a complete and accurate database of assets, licensing information, and final licenses in a format and software agreed to by both parties. Individual media elements may be excluded from the option based solely on NMAL’s preferences and needs.

Unpriced option to be negotiated within the 100% design phase.

Individual media elements may be excluded from the option based solely on NMAL’s preferences and needs.

Unpriced option to be negotiated within the 100% design phase.

OPTION #6 – Interim Design Coordination

NMAL anticipates potential pauses between phases as both the advancement efforts and architectural work progresses. If this should occur, NMAL would likely need to draw on the Contractor expertise on a time and materials basis.

Provide an hourly rate for key personnel with a predicted yearly cost increase.

OPTION #7 – Image and Media Licensing

The Contractor will be responsible for the acquisition and licensing of all media assets (still images, moving images, music) not included within a specific media production contract. A not-to-exceed amount will be designated by the COTR along with requirements for license term and territory, and all other requirements. Contractor will provide NMAL with a complete and accurate database of assets, licensing information, and final licenses in a format and software agreed to by both parties. The database will be designed to accommodate all project licensing needs and may be shared with other vendors. A complete package will be provided the Contractor to NMAL as final deliverable.

Unpriced option to be negotiated within the 35% schematic design phase.

B.5 Travel and Per Diem

B.5.1. The Contractor shall obtain approval from the COTR prior to any travel that is not covered in the base bid, priced options, and/or scope of work. The Contractor shall be reimbursed for pre-approved travel for actual transportation costs and travel allowances (per diem) of personnel authorized to undertake out-of-town, overnight travel under this contract outside of 50 miles from the National Mall.

Such transportation costs shall not be reimbursed in an amount greater than the cost of economy class rail or of economy air travel, unless economy rail travel and economy air travel space are not available and the Contractor certifies to this fact in vouchers or other documents submitted for reimbursement.

Travel allowances (per diem) shall be reimbursed in accordance with the Contractor’s established policy but in no event shall such allowances exceed the rates established in the Federal Travel Regulations.

B.5.2. If applicable, the Contractor shall be reimbursed for the cost of out-of-town, overnight travel performed by its personnel in their privately owned automobiles at the rate established in the Federal

Travel Regulations not-to-exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in the same automobile, no additional charge shall be made by the Contractor for such travel.

B.5.3. No profit or fee (i.e., commission, G&A expense, overhead expense, etc.) shall be paid to the

Contractor for any travel expenses hereunder.

B.6 Optional Services

The Smithsonian Institution reserves the sole option to exercise the optional services. The awarded

Contractor shall not commence work on the optional services without first receiving authorization from the Contracting Officer in the form of a written modification to the contract as signed by the Contracting

Officer. If the Smithsonian Institution exercises some or all of the optional services, the Contractor will be notified ninety days prior to the expected start of the optional services and their deliverables will be executed according to the schedule outline herein.

SECTION C – Description, Specifications, Statement of Work

C.1 Project Overview

For centuries, Latino communities have played foundational roles in building the United States and shaping its national culture. Their rich histories and legacies predate the nation’s establishment and are deeply rooted in this country’s pursuit of democracy, freedom, and economic opportunity. Their stories and perspectives deepen our understanding of the United States and what it means to be American.

On December 27, 2020, the United States Congress enacted legislation establishing NMAL within the

Smithsonian. The legislation authorized the creation of a Smithsonian museum to serve as “the keystone for people in the United States and other Smithsonian Institution visitors to learn about Latino contributions to life, art, history, and culture in the United States.”

The museum’s board of trustees was established in 2021 and consists of 19 citizens, the Smithsonian

Secretary and Under Secretary for Museums and Culture, one member of the Smithsonian’s Board of

Regents, and two members of Congress. Jorge Zamanillo, former executive director and CEO of

HistoryMiami Museum, was named the founding director of the National Museum of the American

Latino. He began work at the Smithsonian in May 2022.

C.2 Exhibition Messages

NMAL will be a place for rediscovering U.S. history and culture from the perspective of the Latino communities, past and present, shaping the nation. It is a forward-looking institution that seeks to engage with visitors and their families over the course of lifetimes and generations. NMAL aspires to transform its visitors by promoting seeing alongside doing, by cultivating wonder with curiosity, and by stimulating memory and civic pride. NMAL will be a model for a next generation museum by offering programs and exhibits on and off the National Mall, digitally and in-person, to visitors from across the

United States, and the world.

Over the last year, NMAL staff have discussed the ideas, stories, and experiences that will be incorporated into the new museum. The team developed a core message and primary messages from which the exhibition design will evolve. The messages will guide the development of themes, exhibit experiences, and thematic organization. The messages convey the big ideas that visitors to the museum will take away, but they are not a plan for gallery themes or exhibition experiences.

The museum’s core message is:

We all have different origin stories—that is our strength.

Latino communities, rooted across the Americas and the Caribbean, have helped shape this country through resilience, creativity, and deep connections. For generations, in neighborhoods across the nation, Latinos build and lead with heart—enriching our shared culture and future.

This is a story of community, identity, and legacy in motion.

This core message, along with the primary messages below, guides the development of all topics, thematic organization, and exhibit experiences to ensure the creation of relevant content that speaks to the future as much as the past. The museum’s exhibits and programs will be anchored by these messages that cut across disciplines and make connections between a wide range of topics.

The museum’s primary messages are:

1. Different Origins, Shared Identity

Despite different heritages, migration paths, and histories, U.S. Latinos are forging a shared national identity—one that embraces differences and celebrates unity. We all have different origins...and we’re all building this together.

2. Shaping the Nation

From the colonial era to the present, Latinos play vital roles in the political, economic, and social development of the United States. Latinos are writing the story of America.

3. Culture as Contribution

Latino traditions, food, music, language, and values are integral to the American experience. At the same time, Latinos embrace and reshape American traditions. What’s Latino is American.

What’s American is Latino.

4. Service, Sacrifice, and Civic Pride

Latino stories of military service, public leadership, and community organizing reflect deep commitments to justice, liberty, and democratic ideals. Latinos inspire and defend the promise of America.

5. Faith, Family, and Community

Core values like faith, family, and perseverance are driving forces behind Latino communities— and the same values that built the United States. Latinos lead with community at heart.

6. Land, Legacy, and Place

From the Caribbean to the Pacific Ocean, and from Anchorage to Brownsville, understanding the varied landscapes where Latinos call home reveals how generational movement and placemaking, in all forms, shapes the past, present, and future of the United States. Latino legacies shape the American landscape.

C.3 Design Considerations and Services

C.3.1. The Contractor’s design team and any of its consultants and/or subcontractors must include a blend of individuals with professional expertise in the following areas: exhibition design, lighting design, graphic design, acoustics, cost estimation, project management, graphic production, image and illustration research, image and media licensing and acquisition, mechanical interactives design, fabrication, system design and AV integration, system scheduling, exhibition multimedia writing, and visitor evaluation. Any team members that are included in the Contractor’s proposal are expected to work on the project for its duration. The Contractor’s team must have experience in weaving a variety of elements into creative and powerful museum experiences and have knowledge of visitor experience design, informal education, and conservation. The Contractor shall engage architects and engineers, registered in the District of Columbia, to oversee all architecture and engineering (“A/E”) design and construction work specific to the exhibitions. All A/E drawings must be prepared in the approved

Smithsonian format with appropriate stamps. It shall be the Contractor’s responsibility to coordinate the work, to interview the relevant Smithsonian personnel, to take field measurements within the space, and otherwise gather all information necessary to develop an accurate survey of existing conditions. The

Contractor is responsible for obtaining the latest drawings and specifications and coordinating with the museum A/E.

The exhibition design shall be consistent with the expected use and life of the facility. The Contractor shall consider as essential life safety, barrier-free design, energy conservation, daylight modulation from skylights and windows, control of sound spill from interactives, security provisions as required by

Smithsonian Office of Protection Services, and lamping, maintenance, and durability restrictions. The

Contractor shall provide the Services in accordance with the design considerations listed below:

Approach to Education and Learning. The Smithsonian views education to be at the core of its purpose and is thus committed to providing a contextual framework and engaging designs to support a meaningful and memorable visitor experience. The successful exhibition will employ a balanced variety of educational and entertainment techniques that address the full range of visitor learning styles and age groups. These techniques may include multi-media, immersive, and other contextual arrangements;

interactive devices (mechanical and electronic) and traditional displays. The choice of techniques shall be driven by content and desired visitor experiential outcomes.

Visitor Experience. Visitor-first strategies that consider visitor expectations and needs, and provide the highest standard of customer service, result in a more meaningful, relevant, and memorable experience.

This requires a holistic view of all elements that combine to create an exhibition experience, as well as its place within a series of interconnected experiences museum-wide, all viewed from a visitor perspective. At the earliest stages, exhibition concepts and designs shall incorporate visitor surveys, evaluation, and usability testing done by the Contractor. Evaluations shall explore, but not be limited to, visitor perspectives, interests, and understanding of the exhibition content and key themes; degree of background knowledge required to engage with the subject matter; expectations and motivations to engage with; and overall usability of, interactive experiences. Principles of design thinking and user-experience design shall be applied to involve the public in defining and iteratively refining the exhibition experience.

Use of Technology. The creative use of technology is one of the richest challenges facing museums.

With technology evolving so quickly, it is difficult to make hardware choices today for an exhibition opening years in the future. Perhaps more important is the process of determining when and where technology is used and how it is incorporated into the broader exhibition experience. The museum believes that technology can be a powerful tool to engage the senses and transform experience. The technology should be designed to be flexible, expandable, and allow for enhancements as new technologies become available.

NMAL Visual standards and Branding. The Smithsonian and NMAL have distinct style and branding standards that Contractor should be aware of and follow in the development of materials for

Advancement, etc. See NMAL Brand Guidelines April 2025rev (Attachment J.1).

Accessibility/Universal Design. Every aspect of the design of NMAL should include accessibility as part of its core design criteria, to provide a rich interpretive experience for all visitors regardless of age, culture, physical differences, or cognitive capabilities. The museum's goal is to provide all visitors an integrated equal opportunity, to benefit from all of its facilities, content, and presentations. To this end, the design of all exhibitions must meet or exceed federal Americans with Disabilities Act (“ADA”) and

Architectural Barriers Act (“ABA”) compliance (whichever is more stringent), as well as follow the

Smithsonian’s Guidelines for Accessible Exhibition Design (Attachment J.2) and Smithsonian Directive

215 (SD-215, Accessibility for People with Disabilities) (Attachment J.3).

At key points in the design development, the Contractor will work with an SI-supplied user expert group to test exhibit elements and incorporate their recommendations into the design.

Section 508 of the Rehabilitation Act (29 U.S.C. 794d), as amended in 1998, is a federal law that requires agencies to provide individuals with disabilities equal access to electronic information and data comparable to those who do not have disabilities. The Contractor shall include the necessary efforts to support this mandatory compliance when providing project information in the software platforms and formats that will be publicly released, including submissions to review agencies, or posted on a public-facing website.

Sustainable Design. The exhibition should provide a physical demonstration of the museum’s commitment to sustainability, incorporating sustainable design elements whenever possible. The

Contractor will be required to specify sustainable materials, finishes, and to the greatest extent possible, sources and fabrication/installation processes and/or techniques while at the same time meeting the

Smithsonian’s requirements for durability, functionality, and maintenance. The Smithsonian Institution is committed to the preservation of our environment and considers sustainable design as an integral part of basic design services. It acknowledges sustainable design as a process of informed action aiming to improve its project’s contribution to natural, social and economic prosperity throughout its life cycle.

Durability. The exhibitions must be durable. They must be able to withstand continued heavy use for at least 20 years by large numbers of visitors (in excess of 1 million visitors per year) typical of Smithsonian museums. The materials, finishes, and hardware (including multimedia hardware) must be of the highest quality and chosen for, and in conjunction with, aesthetics, durability, longevity, and replaceability. This is especially true of interactive devices, both mechanical and electronic, which are particularly prone to heavy use. The workmanship and fabrication techniques employed during the fabrication and installation phase must consider and address durability, longevity, and maintenance.

Functionality and Maintenance. All exhibitions must be designed with functionality and for ease of maintenance throughout the 20-year operational life of the exhibition. Visitor-operated devices, such as electronic and mechanical interactives, must work smoothly, effectively, and efficiently. Staff access to all display areas, including display case objects/contents, multi-media and interactive hardware

(electronic and mechanical), mechanical interactives, and lighting, sound, and security systems must be easily accessible for routine cleaning, maintenance, adjustment, and repair. Material choices should be informed by how often they may need to be changed out for object rotations; graphic types, case furniture, and other elements that may need to change throughout the lifespan of the exhibition should be specified as something that can be easily produced and changed out at a relatively low cost.

Permanent case configurations and sizes should allow for future flexibility for varying object sizes and differing attachment points and support methods.

Updateability. Exhibitions need to be durable but also be updatable with modest interventions and for modest cost so that content – or selected content areas – can be refreshed as knowledge and understanding changes to keep the exhibitions relevant. There are multiple levels of “updateability” envisioned, including the use of dedicated temporary exhibition spaces, the development of permanent media and exhibition infrastructure that will allow for easy rotation of content, and the establishment of standard graphic and case types that can be recycled and reused.

Security of Collections in Exhibitions. The security of collections displayed in exhibitions is of paramount importance. The Contractor must follow the guidelines contained in the Smithsonian’s Office of

Protection Services report Security Exhibit Design Best Practices, updated Feb. 2018 (Attachment J.4).

Permanent casework and reusable case systems for temporary shows shall allow for any and all future high security needs.

Conservation. All exhibition elements shall be fabricated and finished with conservation-grade materials and permanent casework should be made of metal and glass. NMAL’s conservators will review all in-case materials. NMAL currently uses the following guidelines established by the Smithsonian’s National

Museum of the American Indian, Exhibit Materials (Attachment J.5) and Mountmaking Materials

(Attachment J.6). These guidelines will continue to be updated and revised with advancements in conservation and the evaluation of new materials.

Integration with Architecture. NMAL believes that the exhibits and the building architecture should complement each other. The building should support and enhance the exhibit experience and vice versa. Accordingly, the Contractor is expected to work closely with the A/E in a collaborative manner to develop a unified visitor experience. The Smithsonian desires a synergy between exhibitions and architecture that enhances the visitor experience—an experience where the whole is greater than the sum of its parts.

Fire and Life Safety. Please refer to SI Office of Safety, Health, and Environmental Management Fire

Protection & Life Safety Design Manual (Attachment J.7). Chapter 8 Exhibit Fabrication Guide, Appendix

F General Notes for Exhibit Design, and Appendix G/F Exhibit Materials are of particular relevance.

Codes, Standards, and Regulations. The exhibition shall be designed in accordance with all applicable codes, regulations, standards, and design parameters. Placement for items such as fire extinguishers, strobes, and fire shall be considered and coordinated when creating designs for the exhibitions. These documents are found in Smithsonian Facilities Office of Planning, Design, and Construction’s (“OPDC”)

Architect-Engineer Information Center (Office of Planning, Design, and Construction | Planning, Design, & Construction)(Attachment J.10) https://www.sifacilities.si.edu/a-e https://www.sifacilities.si.edu/a-e

(i) "Applicable Codes, Standards, & Guidelines" and consist of the following documents:

Smithsonian Institution Office of Facilities Engineering and Operations Codes, Standards and

Guidelines; Smithsonian Facility Design Standards; and Smithsonian Institution Fire Protection &

Life Safety Design Manual. In case of conflict between codes, standards, or regulations, the most stringent requirement shall apply. The exhibition design shall incorporate the latest applicable codes, standards, regulations, and guidelines available at the time of the design.

(ii.) Reference to standard specifications of any technical society, organization, or association, or to codes, manuals, or regulations of Federal or local authorities shall mean the latest standard, code manual, regulation, specification, or tentative specification adopted and published at least thirty (30) days prior to submittal of proposals, unless specifically stated otherwise.

(iii.) Any code, standard, regulation, or specification therein, that references the

“authority having jurisdiction,” “local authority,” or “governmental authority” shall be interpreted to refer to the Deputy Director for Engineering and Design, OPDC, as being this authority for purposes of interpreting/clarifying codes, standards, regulations, and specifications.

Acoustics. Contractor shall include an acoustical engineer as part of their design team to make sure that the environmental sound as well as the competing sound bleed from adjacent electronic treatments is considered during the design and installation phases.

Lighting Design. The Contractor shall include a lighting designer as a part of their design team starting at schematic design to ensure that the lighting design is appropriate and meets required accessibility and conservation lighting levels.

C.3.2. Design Services. The Services provided by Contractor shall include the following provisions for base bid and all options services over the course of the project:

Summary. Provide all labor, equipment, supplies, materials, management, and supervision necessary to provide the services outlined herein including but not limited to: exhibition planning, exhibit design

(including all graphics, lighting, exhibition security, object security, multi-media content design, audiovisual integration design, and interactives design, visitor evaluations, layout of all exhibition components including, but not limited to, display cases, platforms, object risers, object layouts, wall panels, interactive kiosks, mini theaters, studios and maker spaces, specialized floor, wall and ceiling structures and treatments, and contextual/theatrical recreations and environments), cost estimating, project management, and meeting participation. Working in close collaboration with NMAL, the

Contractor will develop designs that are attractive, engaging, accessible, educational, sustainable, functional, and durable while proposing methodologies, approaches, and techniques that are both effective and creative.

Schedule. As part of its proposal, the Contractor shall prepare and submit a detailed task and resource list; Gantt bar schedule for the Services which shall include design and deliverable milestones; critical path activities and resources; submission dates; projected dates for cost estimates, visitor evaluations, and design reviews; Smithsonian review periods; Contractor review periods; meetings specified herein;

and task dependencies for submissions and meetings (the “Schedule”). Unless otherwise agreed to by the parties in writing, the Schedule must be coordinated with the Smithsonian durations listed below in each design phase and include sufficient time to share information with subcontractors who will vary and be coordinated at the initiation of the project. The Schedule needs to take into consideration and follow the building architectural design and construction schedule. Work activities for each exhibit shall be depicted as separate and independent from the other exhibit work activities. The Contractor shall revise the Schedule to reflect Smithsonian comments, track the Schedule, update the Schedule as needed to remain current but no less than monthly, and provide the Schedule to the Smithsonian upon request. The Contractor shall maintain this schedule during the life of this project including design and fabrication. The Contractor shall immediately notify the COTR and the Smithsonian Contracting Officer of any problem, unexpected occurrence, or delay in performing the Services.

Work Plan. The Contractor shall prepare and submit a detailed work plan outlining each phase of the

Services to the Smithsonian for review within twenty-one (21) calendar days of the Contract award date.

The Contractor shall update and submit the work plan to the Smithsonian as needed to remain current, but no less than monthly.

Building Information Modeling. The Contractor shall produce all CAD drawings in Vectorworks v2025, or the latest approved version utilized at NMAL for Exhibit BIM model and contract drawings. Other acceptable software utilized for specified drawing integration are as follows: Autodesk Inventor 2023 for modeling assets or Fabrication, Autodesk Fusion 360 2023 for modeling assets or Fabrication, Autodesk Revit 2023 for referencing A&E Contractors, and Rhino 5.0 for modeling assets or

Fabrication. The Contractor will coordinate with NMAL throughout the project to confirm the current software versions in use. Any drawings created in a previous version should be concluded in the version of software that they originated in, unless instructed to the contrary from the COTR. Contractor shall not use Autodesk AutoCAD or other programs not listed above and any source files submitted in AutoCAD will be required to be redrawn by the Contractor at its own expense in the programs listed above. The

Contractor shall set up their drawings using the SI template (import the .dwg into Vectorworks) and the

BIM Execution plan template found here : https://www.sifacilities.si.edu/codes-standards while following the SI CAD guidelines (Attachment J.8) and BIM guidelines (Attachment J.9) and applying them to Vectorworks for items including but not limited to layer/class naming conventions, text styles, plug-ins, dimension/note standards, revision bubble protocol, line weights, drawing organization, and drawing tolerances.

Collaboration. Contractor shall work collaboratively with the Smithsonian and all Smithsonian contractors and consultants and incorporate their Smithsonian approved recommendations into the

Services. Contractor shall collaborate with other professionals hired directly by NMAL, including but not limited to the A/E, commissioning provider, and fabrication contractor.

Collaborative work includes but is not limited to:

https://www.sifacilities.si.edu/codes-standards

• Providing exhibit design services throughout each exhibition design phase in coordination with the building design services performed by the A/E so that each design effort informs the other to achieve an overall integrated and coordinated design of the building and exhibitry. Of particular concern will be the establishment of visitor flow patterns as well as the intellectual, visual, and physical relationships, both between and among, the spaces and the building architecture.

• Collaborating with artists, illustrators, film directors, authors, theater and experience designers, to create a broad and rich experience, whether they are subcontractors or independent consultants. Co-creation is major part of NMAL’s design strategy.

• Coordinating with the A/E on all exhibition components and systems that interface with the building structure and systems, including, but not limited to, exhibition security, microclimate systems, HVAC and fire protection systems, exhibition lighting and controls, AV, and any specialized wall, floor, and ceiling treatments.

• Creating, maintaining, and sharing a matrix of design elements with SI and A/E in order to define responsibility for design elements that might not be clearly defined as base building versus exhibit versus owner and will require close coordination. The matrix shall also be used to track progress.

• The Contractor must use the latest BIM base building model, provided by the A/E once it is developed, as a reference for its exhibit BIM model for the exhibit design SD410 submissions.

A/E to provide BIM models (IFC or equivalent files) at each A/E SD410 submission for the building design.

• Coordinating and collaborating with the A/E to resolve clashes between exhibit design model and the A/E base building model. The Contractor shall participate in the clash detection meetings with the A/E but outside those meetings, the contractor is responsible for immediately notifying the A/E after discovering any critical issues between the exhibit and base building model OR when the exhibit design updates require changes to the base building systems. The

Contractor is responsible for resolving any clashes within the exhibit model itself.

• Participating and sometimes leading various collaborative meetings. See C.4 Project Phases for more details.

• Actively communicating with NMAL and A/E regarding schedule of exhibit and A/E deliverables and monitoring how it impacts the overall project schedule.

• Collaborating with the A/E on any required construction phasing and construction logistics plans during the design phase.

Priority of Drawings and Files. The Contractor is advised that while the BIM files are intended to be a useful tool for detecting clashes and other anomalies that typically occur during the design and/or building portion of a complicated project, the submitted contract documents that are recognized by the

Federal Government are the submitted 2D printed paper drawings. The submitted 2D printed paper drawings take precedence over all other forms of information conveyance and must be reviewed against the BIM files in order to check for errors and/or omissions.

• Version Upgrades. All contractors and subcontractors shall maintain the above-mentioned version of Vectorworks for the duration of the project. In the event of unforeseen efficiencies that are forthcoming in an upgraded version of Vectorworks, the contractor can propose that an upgrade be made and submit a request to upgrade in writing to NMAL. The request submission will require any embodied cost and impact to schedule for the contractor and all associated subcontractors. NMAL will consult with all parties involved in the contract to reach a consensus.

Final approval of Vectorworks upgrade can only be directed by the COTR and/or designated

NMAL Technical Point Of Contact (TPOC).

File Storage and Sharing. The Contractor is also responsible for providing a secure file sharing platform, separate from the SI FTP site, that shall facilitate and track the review and approval process, is accessible to NMAL and A/E firm, and is approved by all parties. The platform must have standard folder/file organization and file naming conventions following SI CAD guidelines (Attachment J9).

The Contractor shall fully implement the approved platform and procedures prior to the completion of schematic design phase. The Contractor shall provide NMAL and the Smithsonian Office of Contracting with full access, including the password, and shall maintain and upgrade it on a yearly basis throughout the Contract Term. Yearly upgrades shall be performed for all server-based applications after discussion and approval with NMAL. The cost of yearly Vectorworks upgrade shall be borne by the Contractor.

Contractor and NMAL shall discuss potential upgrades to Vectorworks, provided that NMAL shall be solely responsible for determining whether Contractor must upgrade Vectorworks.

The Contractor shall provide to the COTR all engineering design calculations, computer printouts, equipment data sheets, and other source data used to develop the design, estimates, and contract documents. These calculations shall be prepared in a professional, accurate, timely, and easily understood manner.

At the end of the Contract, the contractor shall transfer all data to NMAL.

Quality Control Plan. The Contractor shall have a Quality Control Manager (“QC Manager”) as one of its

Key Personnel and perform quality control reviews that evaluate both the technical accuracy and discipline coordination in connection with the Services. Comments made by the Smithsonian during review periods and in meetings shall be tracked, disposition documented, and be incorporated as needed, into exhibit documents and coordinated across platforms in a timely manner. Document references and all nomenclature are expected to match among disciplines. The QC Manager shall certify submission packages with signature. If more than 5% of comments from previous submittal have not been addressed, payment shall be withheld. The Contractor shall submit a quality control plan to

Smithsonian for review during the schematic design phase with full approved implementation prior to the start of design development. The plan shall include a compliance matrix to be maintained by the QC

Manager for the duration of the project. The matrix shall document requirements and the status of the contractor compliance.

Meetings. As set forth herein, the Contractor shall attend and participate in project meetings at various locations throughout the duration of the Contract, which may include meetings at any SI facilities in

Washington, DC, and the surrounding area, as well as the Contractor’s offices and subcontractors’ offices. All associated travel costs are subsumed in the price set forth in Section B above. The Contractor or subcontractor shall prepare an agenda and submit relevant materials at least five (5) working days before the start of any meeting. The Contractor shall prepare and distribute to the COTR a written report and/or meeting minutes of all telephone conversations, meetings, or discussions related to this project within five (5) working days of any said conversation, meeting, or discussion.

Site Conditions. The Contractor is solely responsible for independently verifying all data necessary for the accomplishment of the Services such as significant point or distribution loading or connections to the building structure and shall obtain all other data required to ensure the complete and adequate design of the project. It shall be the Contractor’s responsibility to conduct the necessary research, interview the relevant Smithsonian personnel, and otherwise gather all information necessary to develop an accurate survey of existing conditions prior to design development. Ongoing coordination with the architects will be required with each phase as the building progresses through design and construction.

Reviews and Professional Responsibility. NMAL is responsible for intellectual content and the

Contractor is responsible for visual presentation and experiential quality, subject to Smithsonian

Institution approval. The Contractor will work in a team concept environment where problem solving through constructive criticism and compromise is normal. Where necessary and appropriate, the

Smithsonian will provide reviews to aid in the correct interpretation of its requirements, to encourage appropriate creativity in design, to evaluate the engineering system, and to assess the entire project.

These reviews may be highly detailed and conducted at the highest levels within the museum and

Smithsonian. The Smithsonian reviews and approvals shall not relieve the Contractor of professional liability or conformance with the Scope of Work. This responsibility remains with the Contractor until construction is complete, as-built documents are submitted, and all claims are resolved. Requirements stated herein are minimums. Innovative, creative, cost-saving designs and proposals that meet or exceed these requirements are encouraged.

Cost Estimates. The Contractor must maintain a cost estimate developed by an independent cost estimator, and it is to be a part of each submission. The Contractor shall design a project that is within the range of fabrication costs provided in B.3.1. The Contractor is responsible for developing a project that is completely functional, maintainable, operational, and within the cost and scope constraints for this project. Design checks shall be made in each phase. If at any time the Contractor determines that the estimated project cost or scope of the project exceeds, or is likely to exceed, the estimated construction contract price and the approved budget or scope set forth in this Statement of Work, the

Contractor shall report this fact in writing to the COTR. No design submittals will be accepted by the

COTR with a…