RFP Turtle Exhibit APBPC.pdf

Request for Proposals (RFP) for Turtle Enclosure Design, Fabrication and Installation Albany Pine Bush Preserve Commission 195 New Karner Rd.

Albany, NY 12205 Contract # C100297

Proposals due September 1, 2026 prior to 4:00 pm.

1. 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 final exhibit will be installed at the Albany Pine Bush Preserve’s Discovery Center (“property”) located at 195 New Karner Road Albany, NY 12205. The property 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.

2. 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 Owned Business is 15%. The goal for Women Owned Business is 15%. The goal for SDVOB is 6%.

3. NYS Prevailing Wage This is a prevailing wage project. All work will be required to pay NYS Prevailing Wage rates for applicable work and provide certified payrolls. Certified payrolls must be submitted with each invoice for payment. PRC # 2026020951:

https://apps.labor.ny.gov/wpp/publicViewProject.do?method=showIt&id=1627738

4. Term All design, fabrication and installation work will be completed by March 1, 2027.

5. Scope of Work The Commission is seeking proposals from qualified exhibit design and fabrication firms to provide complete design, fabrication, installation, and commissioning services for a new permanent semi-aquatic turtle exhibit to encompass approximately 50 sq. ft. of the main exhibit area inside the Commission’s Discovery Center. The project will replace an existing exhibit (see Attachment A) and create an interactive, ADA-compliant experience that interprets the Albany Pine Bush Inland Pine Barrens ecosystem while providing a safe, healthy, and enriching habitat for resident turtles.

The selected contractor shall provide all professional services necessary to complete the project, including exhibit design, habitat design, fabrication, demolition, installation, testing, commissioning, and warranty services. The Commission requires that the process be iterative, allowing for a team approach between the Commission staff and the contractor. Milestones are established throughout the process as a means of communicating, assessing, and recording the project’s progress.

Overall Objectives The project shall:

• Replace the existing cabinet and bench exhibit with a modern, immersive habitat.

• Provide a healthy and safe environment specifically designed for semi-aquatic native turtle species (Wood turtle, Eastern box turtle and Spotted turtle).

• Create an engaging visitor experience illustrating the Albany Pine Bush Inland Pine Barrens ecosystem above, within, and below the exhibit.

• Allow for animal care access and operational efficiency.

• Incorporate interactive educational elements for visitors of all ages.

• Meet or exceed ADA accessibility standards.

• Utilize durable, low-maintenance materials suitable for a live animal exhibit.

Design Phase The contractor shall develop complete exhibit designs through Concept, Schematic, Design Development, and Construction Documentation phases.

The habitat of the exhibit shall include, at a minimum:

• Habitat designed specifically to support the physical and behavioral needs for semi-aquatic native turtle species (Wood turtle, Eastern box turtle and Spotted turtle).

• Appropriate thermal gradients.

• Basking opportunities.

• Naturalistic shelters.

• Appropriate humidity management.

• Safe, durable construction materials suitable for reptiles.

• Aquatic features should be moving, recirculating and filtered with safe water depths and transitions suitable for semi-aquatic species.

• Easy and safe keeper access for routine maintenance of the entire habitat. Through-wall aquatic system providing direct keeper access from the animal care room.

• Living substrate supporting natural decomposition of waste generated by turtles.

• Safe barriers and containment systems meeting current zoological standards.

• UVB, UVA and heat lighting system that is adjustable and allows for flexible location of future lighting.

• Open-top exhibit design to maximize airflow while maintaining animal security.

• Artificial yet realistic native plants including flowers, native grasses, ferns and rushes.

• Realistic representation of vegetated sand dunes, riparian and underground systems.

The exhibit shall immerse visitors in the Pine Barrens ecosystem through interactive and realistic scenic elements extending above, within, and below the habitat. Interpretive elements shall include, at a minimum:

• A hands-on experience beneath the habitat educating visitors about subterranean ecology.

• Tactile experiences demonstrating sand textures, roots, and turtle features.

• Sloped front exhibit face inspired by a sand dune, incorporating a child-friendly step-up viewing area while maintaining ADA accessibility.

• Mural extending the visual field of the habitat onto the wall and incorporating interactive elements such as lights.

Fabrication Phase The contractor shall fabricate off-site all exhibit components. All materials shall be durable, non-toxic, easy to maintain, and suitable for long-term public use and live animal environments.

Demolition and Site Preparation Phase The selected contractor shall:

• Remove and properly dispose of the existing exhibit to accommodate the new exhibit footprint. Save existing exhibit components for reuse in other exhibits as designated by the Commission.

• Protect adjacent exhibits and facilities during demolition.

• Coordinate demolition activities with Commission staff to minimize disruption to operations.

• Prepare site for installation including any utility connections required by design.

Installation and Commissioning Phase The contractor shall:

• Deliver all exhibit components.

• Install the complete exhibit.

• Coordinate all utility connections.

• Test all life-support systems.

• Test lighting and interactive systems.

• Verify animal containment and safety.

• Train Commission staff in operation and maintenance.

• Provide as-built documentation, operation manuals, and maintenance instructions.

6. Milestones and Review The contractor shall present work for the Commission’s review at the following milestones:

• Project Initiation- Including overall project schedule, communication plan and overall project approach.

• 30%, 60% and 90% design review.

• Construction documents review.

• Partial (approx. 50%) and Substantial completion fabrication progress reviews.

• Partial and Substantial completion installation progress reviews.

• Final punch list The contractor shall incorporate and implement the Commission’s comments following each review milestone prior to proceeding to the next phase.

7. Warranty Provide a minimum five-year warranty covering workmanship, fabrication, mechanical systems, lighting, interactive components, graphics, finishes, and exhibit hardware. Manufacturers' warranties for specialty equipment shall also be provided.

8. Deliverables At a minimum, the selected contractor shall provide:

• Project Management Plan

• Concept Design Package

• Schematic Design Package

• Design Development Documents

• Construction Documents

• Fabrication Drawings

• Graphic Design Files

• Material Samples

• Interactive Prototypes (if requested)

• Installation Schedule

• Commissioning Documentation

• Operations and Maintenance Manual

• Staff Training

• Warranty Documentation

• As-Built Drawings

9. 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 contractor/company’s project team's capability to execute the Scope of Work including:

• Experience designing, fabricating, and installing permanent museum or zoo exhibits.

• Experience constructing reptile and live animal habitats that prioritize animal welfare, safety, and long-term durability.

• Knowledge of zoological life-support systems.

• Experience coordinating multidisciplinary exhibit projects.

• Provide short biographies for the key people assigned to this contract, detailing their technical certifications, relevant past projects, and experience.

4. Approach: Proposals must outline approaches to project phases giving the Commission an understanding of your iterative process.

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 the 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

10. 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, and received prior to 4 pm on September 1, 2026. Interviews will be conducted for the top three proposals. Proposals will be evaluated using the criteria of cost, technical expertise, references, and interviews. The lowest responsible bidder will be awarded the contract.

11. 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

12. 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.

13. Purchasing and Procurement Guidelines https://albanypinebush.org/fckimages/uploads/1766175708_Procurement%20%20Purchasing%20Gui delines%20121825.pdf

14. 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.

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

15. 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.

Attachment A Photograph of existing exhibit and location of new habitat.

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