RFP for Exhibit Evaluation at APBPC.pdf

Request for Proposals (RFP) For Exhibit Evaluation & Survey Tool #C100296

Albany Pine Bush Preserve Commission

195 New Karner Rd.

Albany, NY 12205

Proposals Due August 6, 2026 prior to 4:00 pm

Services

The contractor will perform, for the benefit of the Albany Pine Bush Preserve Commission (“Commission”) the services described in the Scope of Work (“services”). The work will be performed remotely and deployed on site at the Discovery Center (“DC”) building and hosted on the APBPC website (“website”). The DC is located at 195 New Karner Road Albany, NY 12205 and website www.albanypinebush.org. The DC is located within the Albany Pine Bush Preserve which represents one of the best remaining examples of an inland pine barrens ecosystem in the world. The services shall be performed by the chosen contractor in a professional, courteous, competent, and motivated manner.

MWBE and SDVOB Goals

Professional firms including Minority and Women Owned Business Enterprises (MWBE) and Service Disabled

Veteran Owned Businesses (SDVOB) are encouraged to reply. The goal for Minority Business is 15%. The goal for Women Owned Business is 15%. The goal for SDVOB is 6%.

Term

The project will begin in August of 2026 and be completed before March 15, 2027.

Scope of Work

The Commission requires an empirical data collection method to analyze how effectively current and future physical exhibits meet their educational objectives. The selected vendor will build and deploy a survey system that includes visitors of all ages and can be updated for the addition of new exhibits in the future.

Project Scope & Tasks

Phase 1: Survey Design and Planning

• Develop clear, testable questions in collaboration with the Commission.

• Define the target population and establish a viable sampling frame.

• Design the survey method, in collaboration with the Commission.

Phase 2: Testing and Refinement

• Pre-testing & Cognitive Interviewing: Test the survey draft on a small sample of the target populations to identify confusing phrasing, ambiguous answers, or technical glitches.

• Pilot Study: Conduct a larger dry-run to ensure the methodology works seamlessly and the collected data fulfills the research goals.

• Finalize the Instrument: Adjust question content, instructions, and formatting based on feedback from the pilot and pre-testing phases.

Phase 3: Technical Development

• Leverage existing survey platforms (e.g. Formsite, SurveyMonkey, Microsoft Forms, etc.) to deploy the survey.

• Acquire and set up hardware that can run the survey in a locked down mode on iOS and Android based hardware.

• Develop back-end data analytics allowing the Commission to quickly visualize the data.

Phase 3: Testing & Governance

• Execute a field pilot test with select visitor focus groups across diverse age brackets.

• Provide a 30-day trial period with active vendor oversight to troubleshoot and resolve any crashes or performance issues throughout the system including hardware, software and analytic dashboard.

Phase 4: Documentation

• Provide a comprehensive user's manual with administrative workflow instructions and troubleshooting guide.

• Provide all hardware and software documentation, licenses, and warranties.

Legal & Regulatory Compliance (Minors Under 18)

To address the strict legal requirements associated with researching minors, the tool must enforce at least the following architecture:

• COPPA Compliance: The software must strictly abide by the Children’s Online Privacy Protection Act

(COPPA). It is prohibited from collecting personal information from children under 13 without verifiable guardian consent.

• Verifiable Guardian Permission Gate: For any survey completed by a minor, the system must display a

Guardian permission screen requiring an adult to opt-in before the child can answer questions.

• Child Assent Protocols: Following federal human subject research guidelines, the tool will feature a simplified, age-appropriate "assent screening" for children aged 7–17.

• Data Minimization: No demographic details beyond broad age ranges may be gathered from minor participants.

Assumptions & Exclusions

• Hardware Provision: The Commission is responsible for providing local Wi-Fi infrastructure.

• Accounts: The Commission will provide the necessary online accounts required to deploy software to the devices.

NYS Prevailing Wage This is not a prevailing wage project.

Proposal Requirements

All proposals must include the following information. Incomplete proposals will not be considered:

1. Total Cost

2. Company name

3. Team Experience: Demonstrate the project team's capability to execute the Scope of Work. Provide short biographies for the key people assigned to this contract, detailing their technical certifications, relevant past projects, and experience handling regulatory compliance and survey methodology for minors.

4. Approach: Proposals must outline approaches to survey design, technical development, testing, and documentation to meet the project scope above.

5. Three representative projects of similar size and scope

6. References: Three references that include the full name, business name, phone number, email(s) and description of work for each reference.

7. Reporting Requirements: A statement that the contractor will be able to fulfill reporting requirements for contracting with Commission. Required documentation includes:

• W9

• Certificate of Insurance

• Proof of NYS Workers Compensation – This must be on one of the following forms: Form CE-200

Form C-105.2 or Form SI-12.

• A copy of the contractor’s EEO policy

• A copy of the contractor’s Sexual Harassment Prevention Policy

• Sexual Harassment Prevention Certification Form (form provided by owner)

• EEO Staffing Plan (form provided by owner)

• MWBE Utilization Plan (form provided by owner)

• SDVOB Utilization Plan (form provided by owner)

• EEO Workforce Utilization Report (form provided by owner)

• Applicable Licenses

Evaluation and Selection Criteria

Complete and on-time proposals will be evaluated by the Commission’s Discovery Center Manager, Blake

Hastie-Etchison. Proposals may be emailed, mailed or hand delivered to the project manager listed below, prior to 4 pm on August 6, 2026. Interviews will be conducted for the top three proposals between August 12-

19, 2026. Proposals will be evaluated using the criteria of cost, technical expertise, references, and interviews.

The lowest responsible bidder will be awarded the contract.

Contact For questions and to submit proposals please contact

Blake Hastie-Etchison

Discovery Center Manager

Albany Pine Bush Preserve Commission

195 New Karner Road; Suite 1

Albany, NY 12205

518-690-2777 betchison@albanypinebush.org

About the Albany Pine Bush Preserve Commission Located in the heart of the Capital District Region, the Albany Pine Bush represents one of the best remaining examples of an inland pine barrens ecosystem in the world. This gently rolling sand plain is home to a unique diversity of animals and plants, including 20 rare species and two rare natural communities.

Thousands of people visit the Albany Pine Bush Preserve each year for outdoor recreation, research, nature study and respite. The preserve positively and significantly contributes to the quality of life in the municipalities it crosses. Its 3,400+ acres of protected Pine Bush land are a cherished resource to local communities.

The Albany Pine Bush Preserve Commission was created by the NYS Legislature in 1988 to protect and manage the unique and endangered natural communities and species of the Albany Pine Bush for ecological, recreational and educational benefits.

Albany Pine Bush Preserve Commission Purchasing and Procurement Guidelines https://albanypinebush.org/fckimages/uploads/1766175708_Procurement%20%20Purchasing%20Guidelines%2

0121825.pdf

Diversity, Equity and Inclusion The Commission is dedicated to providing a work environment that supports and fosters diversity, equity, and inclusion. The Commission’s mission can only be successfully accomplished when we embrace the diversity, strengths, and talents of all our employees, volunteers, vendors, and visitors.

Debriefings Unsuccessful bidders may request a debriefing up to 15 calendar days from Non-Award notification. Requests for a debriefing may be directed to the Commission contact.

-----END----

https://albanypinebush.org/fckimages/uploads/1766175708_Procurement%20%20Purchasing%20Guidelines%20121825.pdf https://albanypinebush.org/fckimages/uploads/1766175708_Procurement%20%20Purchasing%20Guidelines%20121825.pdf