Sole Source Form - Interpretive Plan SPO Signed 9.3.24~1.pdf
PDF 764 KB Posted
- Solicitation number
- 25-506ALPLM-ALPLM-B-44433
- Issued by
- Illinois
About this file
This document is a Sole Source Justification Form submitted by the Abraham Lincoln Presidential Library and Museum (ALPLM) for a project to develop a four-part interpretive plan for the museum's Springfield campus. The ALPLM is seeking a National Association for Interpretation (NAI) Certified Interpretive Planner to work with museum staff to create a comprehensive interpretive plan that will connect the diverse audience with the museum's content, learning materials, and artifacts. The plan will be delivered in four phases over a 9-month period, including site assessment, collaborative development, plan creation, and final interpretive plan production. The ALPLM has selected Exhibit Concepts, Inc., an NAI Certified Interpretive Planner with relevant experience, to complete this project.
The total estimated value of the initial term is $150,000, with funding coming from a $100,000 grant and $50,000 from the ALPLM's general revenue funds. The ALPLM justifies the sole source selection based on Exhibit Concepts' unique qualifications, their existing relationship and familiarity with the museum, and the tight timeline to complete the project by the June 30, 2025 grant deadline. The ALPLM believes a competitive bidding process would not allow another vendor to meet the required deadline.
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Sole Source Justification Form
Version 7.01 Page 1 of 8
Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
Sole Source Justification Form - Part I Section I - General Information
Department/Bureau/Section: Abraham Lincoln Presidential Library and Museum
Need Identified Date: 09/11/2024 Supply/Service Need By Date: 06/30/2024
Project Title: ALPLM Interpretive Plan
Vendor: Exhibit Concepts, Inc.
Provide a description of the supplies or services required:
ALPLM is embarking on the development of a four-part interpretive plan for the Springfield campus that will result in a cohesive experience that links the legacy of Abraham Lincoln, his family, and our nation's sruggles during and after the Civil War together through interpreted spaces, stories and exhibits.
To luanch the new interpretive plan, the ALPLM is seeking a National Association for Interpretation (NAI) Certified Interpretive Planner that can work with the staff of the ALPLM to develop a compreshensive interpretive plan with long term goals that incorporate all aspects of the site.
Value: Estimated Value of Initial Term, this Change Order or Amendment: 150,000
Will this Sole Source amend a Professional or Artistic Services contract? Yes No
*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.
Type: New Sole Economically Feasible Source
Section II - Proposed Term
One-Time Purchase Term Contract
Estimated Contract Begin Date: 09/18/2024
Estimated Contract End Date: 06/30/2025
Number of Potential Renewals: 0
Length of Each Renewal in Months: 0
Total Value of All Renewals: 0
If a Term Contract, does the term, including renewals, exceed 12 months? Yes No
Section III - Funding Source Select the type of funding to be used (Check all that apply): State Appropriate Funds Federal Funds Other (Explain):
The Abraham Lincoln Presidential Library and Museum has received a $100,000 grant towards completing the interpretive plan. The remainder of the funding ($50,000) will come from the ALPLM General Revenue Funds for FY25. The grant has been extended and will end on June 30, 2025.
Section IV - Sole Source Justification
This purchase is economically only available from a single source primarily because it is: (If "Other" explain in one sentence)
Items are Required for Research and No Other Source is Able to Meet the Researcher's Documented Need
Version 7.01 Page 2 of 8
Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
Are there secondary justification(s) for this sole source? Yes No
Section V - Purchase History
Has the Agency or University Purchased these supplies or services in the past? Yes No
Term Term From Term To Value Description Contract Number Type
1 10/05/2023 10/04/2028 158,350
Concept and Schematic design, design detailing and "agent of Owner' during fabrication for the exhibit design services to create a core experience in the museum's children's gallery space
23-506ALPLM-ALPLM RFP
If more than 10, or if other comments, explain:
Section VI - Business Rationale
Version 7.01 Page 3 of 8
Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
1. Provide a detailed explanation of the need for the supplies or services:
For centuries, museums have played in integral role in preserving the history of our society. Exhibits tell us stories about how our nation, our communities and our culture came to be. Without museums, many stories could be forgotten.
The Abraham Lincoln Presidential Library and Museum was designed to immerse visitors within the life of Abraham Lincoln. The museum's interpretation and the structure itself are built around Lincoln's life story. The mission of the ALPLM is to inspire civic engagement through the diverse lens of Illinois history and sharing with the world the life and legacy of Abraham Lincoln. One of the core values of the museum is equitable collaboration. Equitable collaboration is characterized by six elements:
* Trauma-informed focus on relationships, and prepare and support people in ways that prevent, minimize or mitigate renewed trauma.
* Inclusive - research all segments of a community, and account for racial, ethnic, gender, class and other dynamics to ensure meaningful participation.
* Responsive - acknowledge and respond to community questions, needs, concerns, and ideas in timely and meaningful ways.
* Truth-seeking - Invite honest, complete histories, even when such histories are painful to hear and understand.
* Deliberative - Foster brave spaces where participants honestly and openly control past and present, for learning, growing and shared civic thinking.
*Adaptive - develop appropriate goals and processes for each situation, while adjusting as circumstances change.
The museums exhibits, which are 18 years old, are needing to adapt to modern day while maintaining the cherished history of Abraham Lincoln and Illinois. To be a museum for all people, the people need to see themselves as relevant to the story of Lincoln. Exhibit Concepts, Inc. has worked with the ALPLM in planning and designing a core experience in our children's gallery space and to oversee fabrication/production and installation to ensure alignment with the design including two prototype sessions to determine the viability/durability and effectiveness of the interactive exhibit elements. They will utilize the experience and knowledge to align the interpretive plan fro the museum with the museum's mission and ensure that equitable collaboration is integrated into the plan.
Exhibit Concepts has experience with creating an interpretive plan for the Mississippi Civil Rights Museum.
Version 7.01 Page 4 of 8
Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
2. Provide a list and describe in detail the specifications required to satisfy the need:
Exhibit Concepts, Inc will be responsible for developing a plan to connect the diverse and intergenerational patrons with the ideas, resources and opportunities to engage with the ALPLM content, learning materials and artifacts. The plan will address the following:
*Resource Analysis - help the institution allocate our limited resources of personnel, collections and time in the best ways possible.
*Priority Analysis - assign priorities for further site development, curation and interpretive programming.
*Audience Analysis - forecast public engagement, identify our current patron base and identify how to fulfill our visitor's expectations.
*Partner Analysis - assist in identifying potential content collaborators and future partnerships for the ALPLM.
In order to accomplish this, the interpretive plan will be broken into four phases -
Phase 1 - site assessment that includes an analysis of the institution's current resources including noted deficiencies which should include the use of two(2) months of institutional research to analyze the institutional resources, opportunities for improvement and capacities in the institution's personnel, collections, time management and prioritization.
Phase 2 is the collaborative development which includes research, surveys, listening sessions and workshops. Phase 2 must utilize six
(6) months of research on community engagement, the development including visitor surveys, facilitating 4-6 listening session, half of which must be conducted in the Chicago metro-facilitation 2-3 design workshops. The data collection must involve the staff at ALPLM, stakeholders, visitors, target communities and local communities as well as identifying partners, researchers, and resources that would benefit the project.
Phase 3 - the creation of the interpretive plan that must include the synthesized reports for all research, surveys, listening sessions and workshops, opportunities for growth, strengths, potential for desired outcomes and strategies to achieve the desired outcomes.
Phase 4 - Exhibit Concepts will produce an interpretive plan that will include analysis of all data collected, current visitor experience from decision to visit, arrival on site, to post visit engagement, opportunities for further research, exhibit potential and supplmental site uses, leveraging our state-wide role, diverse stories and prospective broadening experiences and efficiency, current strengths, summary of desired outcomes, potential for current organization and strategies to achieve the desired outcomes.
Exhibit Concepts feels that a 9 month window of completion will be a very tight and stringent timeline in order to complete the interpretive plan and meet all the requirements. To bid this out, award it to a different vendor and have them visit the ALPLM and become acclimated with the layout as well as the mission and goals would take at least a month to a month and a half and would put a large constraint on the timeline to complete this project by June 30, 2025. ALPLM does not feel that a new vendor will be able to meet the deadline of June 30, 2025 and complete the project, thus jeopardizing the grant funds.
Version 7.01 Page 5 of 8
Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?
The Abraham Lincoln Presidential Library and Museum received a $100,000 grant to hire an experienced company to develop a four-part interpretive plan for the Springfield campus that will result in a cohesive experience that links the legacy of Abraham Lincoln, his family, an our nation's struggles during and after the Civil War together through interpreted spaces, stories and exhibits. To launch this plan and meet the grant requirements, the museum was tasked with finding a company with experience in completing interpretive plans for museums similar to ours. Exhibit Concepts has experience working with the Mississippi Civil Rights Museum and is currently working on a contract with the Abraham Lincoln Presidential Library and Museum to create a detailed concept and schematic design for the children's gallery space in the museum. In order to complete this, Exhibit Concepts had to become familiar with the mission and goals of the ALPLM in order to align the new space. The goal of this space is to plan and design a core experience in our children's gallery space and to ensure alignment with the design. Exhibit Concepts has performed exceptionally and is meeting the targeted goals of the plan. ALPLM would like to work with Exhibit Concepts, Inc. due to their proven record and knowledge but also due to the reliability of the company in meeting deadlines and established stages.
The museum exhibits at the ALPLM are 18 years old and were designed to immerse visitors within the life of Abraham Lincoln. The museum's interpretation and the structure itself are built around Lincoln's life story. The story is divided into two journeys, one that takes patrons from Lincoln's childhood in a small cabin to his family's exodus from Springfield and a second journey which begins in the White House, navigates the war, and culminated with Lincoln's assassination and burial in Springfield, Illinois. In addition to the journeys, the museum has an exhibit space named the Illinois Gallery. The Illinois Gallery houses temporary exhibits designed by our staff to showcase artifacts and documents associated with Illinois History not related to the Lincoln's and frequently hosts visiting and loaned exhibits. We similarly have a community exhibit space called the Ghost Queue, located in the lobby of the Ghost of the Library Theatre. Given the age of the exhibit and the subject matter, the lens of focus is singular and not as diverse as current interpretation standards would deem appropriate. To be a museum for all people, the people need to see themselves as relevant to the story of Lincoln.
4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:
The Certified Interpretive Planner professional certification recognizes individuals with expertise in interpretive planning and experience creating effective interpretive plans for sites and media. In order to become a NAI certified planner, an individual must demonstrate their eligibility through 8,000 hours or work experience, and the completion of a degree in science, business, arts, or an area relevant/related to the field of interpretation. There are four NAI Certified Interpretive Planners in the state of Illinois (2 of whom work in Zoos). There are 135 listed in the United States (some who are retired, several who are employed at specific museums, sate parks and forest services). Exhibit Concepts is one of the companies listed as an NAI Certified Interpretive Planner. Exhibit Concepts is providing services to the museum for the upcoming children's exhibit. The relationship that the museum has created with this well qualified company would allow for easy transition to begin this project. A new relationship with a new company would require on-boarding and training for the company to understand the goals and missions of the ALPLM and to become accustomed to the layout of the museum. It is in the best interest of the ALPLM to continue work with Exhibit Concepts as they have the knowledge of the museum and will not have to learn the mission and layout of the museum as they are already aware due to the current project, thus saving time and money. They would be able to start this project immediately and save time and money which is not only imperative in completing this project in time to utilize the full amount of the grant funds but is a responsibility the agency owes to taxpayers in being accountable for all tax dollars utilized to support the museum's missions and goals.
5. Has the Agency or University considered alternative supplies or services to satisfy their need? Yes No
5a. If no, why weren't alternatives evaluated?
NAI Certified Interpretive Planners in the state of Illinois are limited in quantity. Exhibit Concepts, Inc., has a standing relationship with the ALPLM as they are currently designing Citizen City, a children's gallery space in the museum. If the ALPLM procures these services using a different method, ALPLM may not be able to secure the NAI Certified Planner most qualified to support this work due to their experience with the ALPLM and exemplary performance. A new partnership would require on-boarding and time to become familiar with the ALPLM and its goals and mission. This would cost more money as additional time would be needed. ALPLM would like to utilize Exhibit Concepts, Inc. as they have worked with this vendor in the past with this type of planning. ALPLM feels it is in the best interest to continue work with Exhibit Concepts Inc. as they have the necessary training and familiarity with the ALPLM. They have a proven track record in meetings established goals and deadlines which is imperative in meeting the deadline for the grant funds.
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Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
6. Are there resellers or distributors?
Yes No N/A
7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?
In order to secure the best pricing, ALPLM reviewed the deliverables and the savings that could be obtained in utilizing Exhibit Concepts due to their current presence at the museum. In comparing the project costs associated with the current project of planning and designing a core experience in our children's gallery space, ALPLM feels the cost is reasonable to complete an interpretive plan.
ALPLM is comfortable with the expertise and knowledge that Exhibit Concepts has shown in completing the current project. The staff are well qualified and knowledgeable and meet the established deadlines in completing the current project. ALPLM is comfortable in the fact that Exhibit Concepts will meet the required deadlines and enable ALPLM to utilize the full $100,000 grant this has been awarded without returning any of the funds for non-completion.
8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?
Yes No
9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?
If this sole source is not approved and a competitive bid is required, the agency stands to lose a $100,000 grant that was awarded to complete thses services and the museum will be unable to complete this much needed review on ways to make the museum more attractive to visitors. This upgrade will entice visitors to be repeat visitors and increase the revenues of the museum while teaching the legacy of Abraham Lincoln and the nation's struggles throughout history.
10. Is there any additional information you would like to add to justify this sole source?
This procurement needs to be completed as expediently as possible to allow the project to be completed by June 30, 2025 when the grant funds must be expended or returned to the grantor. The agency requested and received an extension of time due to procurement and staffing issues over the past six months.
Version 7.01 Page 7 of 8
Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
Section VII
Requesting Department Representative
Requesting Department Signature Required
I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.
Date 08/28/2024
Printed Name Tammy L. Miner E-mail Address Tammy.L.Miner2@Illinois.gov
Phone Number 217-785-4513
State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required
I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed)
E-mail Address christina.shutt@illinois.gov
Phone Number 217-558-8881 Date 9/3/2024
Printed Name Christina Shutt
Agency Bureau/Division Head or University Purchasing Director and Not a Designee
SPO Approval and Signature Required
I have reviewed and understand the contents of this Sole Source Justification and agree with the State Agency or University determination.
I have reviewed and understand the contents of this Sole Source Justification and do not agree with the State Agency or University determination. As a result, the State Agency or University must explore other sourcing methods to satisfy their need.
State Purchasing Officer Signature Phone Number 217-720-7077 Date Sep 3, 2024
Printed Name Abigail Bailey E-mail Address Abigail.K.Bailey@illinois.gov
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Bulletin Reference Number 25-506ALPLM-ALPLM-B-43956
Requesting Agency/University Abraham Lincoln Presidential Library and Museum
Sole Source Justification Form - Part II Section I - General Information
Project Title
Vendor
Initial Date of Procurement Bulletin Posting
Was a Sole Source hearing held per 30 ILCS 500/20-25?
Yes - Complete Section II and III below (Section II will only be visible when this option is selected)
No - Section II not required, go to Section III below Section III - CPO Approval and Signature Required
Based on my review, I authorize the Agency/University to proceed in accordance with the published Notice referenced above.
Based upon my review, I authorize the Agency/University to proceed with the following Changes.
Based on my review, the Agency/University is not authorized to proceed with this sole source as presented and my recommendation is that it be cancelled.
Other
CPO Signature CPO Phone
Printed Name Date
CPO E-mail
Version 7.01 Page of Sole Source Justification Form - Part I Section I - General Information Will this Sole Source amend a Professional or Artistic Services contract?
If yes, what was the original contract value?
*Sole Source may not be used for amendments for Professional or Artistic Services if the amendment would increase the value by more than 5% of the initial award or extend the term by more than 60 days.
Section II - Proposed Term If a Term Contract, does the term, including renewals, exceed 12 months?
If yes, provide a detailed justification including any economic benefit received for agreeing to a multi-year term:
Section III - Funding Source Select the type of funding to be used (Check all that apply):
Section IV - Sole Source Justification Are there secondary justification(s) for this sole source?
Section V - Purchase History Has the Agency or University Purchased these supplies or services in the past?
Term Term From Term To Value Description Contract Number Type Section VI - Business Rationale
1. Provide a detailed explanation of the need for the supplies or services:
2. Provide a list and describe in detail the specifications required to satisfy the need:
3. Provide detail explaining the justification selected in Section IV to explain why the requested supplies or services are the only ones available that can satisfy the agency or university requirements?
4. What are the unique features of the supplies or services that are not available in any other product or by any other vendor? Provide specific quantifiable factors/qualifications:
5. Has the Agency or University considered alternative supplies or services to satisfy their need?
5a. If yes, name the alternative vendors whose supplies or services were evaluated:
5b. If yes, what were the alternatives for each vendor and why were they unacceptable? Be specific with regard to features, characteristics, requirements, capabilities and compatibility:
5c. Explain how the market evaluation was conducted?
*This evaluation is to determine available options within a market. If the evaluation is to determine quality or best suited option, this is not the appropriate source selection. Under no circumstances shall the evaluation consist of testing alternative options. These activities must be conducted in a competitive transparent environment (i.e. IFB or RFP).
5a. If no, why weren't alternatives evaluated?
6. Are there resellers or distributors?
7. What efforts were made to get the best possible price (i.e. did the agency/university negotiate) and how did you determine the price for this purchase is considered fair and reasonable?
8. Will this purchase obligate the State to this vendor for future purchases such as maintenance, licensing or continuing need?
8a. If yes, please provide details regarding future obligations and/or needs:
9. What will be the financial or other impact to the State if this sole source is not approved and a competitive bid is required?
10. Is there any additional information you would like to add to justify this sole source?
Section VII Requesting Department Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed.
State Agency Bureau/Division Head or University Purchasing Director Approval and Signature Required I know and understand the contents of this Sole Source Justification and attest that all statements are true and correct and the fairness and reasonableness of the price was adequately confirmed. (All prior form fields will lock once this e-signature is completed) SPO Approval and Signature Required Sole Source Justification Form - Part II Section I - General Information Was a Sole Source hearing held per 30 ILCS 500/20-25?
Section II - Sole Source Hearing Details The State posted to the Illinois Procurement Bulletin a description of the State's need, the justification for the sole source decision, and information regarding the opportunity to submit comments and testify at a public hearing. Notice of the hearing was also posted outside of the hearing room 48 hours prior to the hearing.
The public hearing was conducted for the purpose of receiving testimony regarding the sole source determination. The Hearing Officer recommends the following:
The following relevant documents are attached:
Section III - CPO Approval and Signature Required 9.0.0.2.20101008.1.734229
| BulletinNum: 25-506ALPLM-ALPLM-B-43956 |
| Requesting: Abraham Lincoln Presidential Library and Museum |
| CurrentPage: |
| PageCount: |
| Department: Abraham Lincoln Presidential Library and Museum |
| NeedIdentifiedDate: 09/11/2024 |
| NeedbyDate: 06/30/2024 |
| ProjectTitle: ALPLM Interpretive Plan |
| Vendor: Exhibit Concepts, Inc. |
| Description: ALPLM is embarking on the development of a four-part interpretive plan for the Springfield campus that will result in a cohesive experience that links the legacy of Abraham Lincoln, his family, and our nation's sruggles during and after the Civil War together through interpreted spaces, stories and exhibits. To luanch the new interpretive plan, the ALPLM is seeking a National Association for Interpretation (NAI) Certified Interpretive Planner that can work with the staff of the ALPLM to develop a compreshensive interpretive plan with long term goals that incorporate all aspects of the site. |
| ValueIs: Estimated |
| ValueofInitialTerm: 150000.00000000 |
| P-Ayes: |
| P-Ano: |
| P-AValue: |
| ThisIsA: New Sole Economically Feasible Source |
| One-Time: |
| Term: |
| BeginDate: 09/18/2024 |
| EndDate: 06/30/2025 |
| NumberofRenewals: 0.00000000 |
| RenewalLength: 0.00000000 |
| RenewalValue: 0.00000000 |
| ExceedingYes: |
| ExceedingNo: |
| TextField3: |
| StateFunds: 1 |
| FederalFunds: 0 |
| FundingOther: 1 |
| TextField4: The Abraham Lincoln Presidential Library and Museum has received a $100,000 grant towards completing the interpretive plan. The remainder of the funding ($50,000) will come from the ALPLM General Revenue Funds for FY25. The grant has been extended and will end on June 30, 2025. |
| TextField4: Concept and Schematic design, design detailing and "agent of Owner' during fabrication for the exhibit design services to create a core experience in the museum's children's gallery space |
| DropDownList1: Items are Required for Research and No Other Source is Able to Meet the Researcher's Documented Need |
| DropDownList1: RFP |
| Justify: |
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| DateTimeField20: 10/05/2023 |
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| Q1Answer: For centuries, museums have played in integral role in preserving the history of our society. Exhibits tell us stories about how our nation, our communities and our culture came to be. Without museums, many stories could be forgotten. |
The Abraham Lincoln Presidential Library and Museum was designed to immerse visitors within the life of Abraham Lincoln. The museum's interpretation and the structure itself are built around Lincoln's life story. The mission of the ALPLM is to inspire civic engagement through the diverse lens of Illinois history and sharing with the world the life and legacy of Abraham Lincoln. One of the core values of the museum is equitable collaboration. Equitable collaboration is characterized by six elements:
* Trauma-informed focus on relationships, and prepare and support people in ways that prevent, minimize or mitigate renewed trauma.
* Inclusive - research all segments of a community, and account for racial, ethnic, gender, class and other dynamics to ensure meaningful participation.
* Responsive - acknowledge and respond to community questions, needs, concerns, and ideas in timely and meaningful ways.
* Truth-seeking - Invite honest, complete histories, even when such histories are painful to hear and understand.
* Deliberative - Foster brave spaces where participants honestly and openly control past and present, for learning, growing and shared civic thinking.
*Adaptive - develop appropriate goals and processes for each situation, while adjusting as circumstances change.
The museums exhibits, which are 18 years old, are needing to adapt to modern day while maintaining the cherished history of Abraham Lincoln and Illinois. To be a museum for all people, the people need to see themselves as relevant to the story of Lincoln. Exhibit Concepts, Inc. has worked with the ALPLM in planning and designing a core experience in our children's gallery space and to oversee fabrication/production and installation to ensure alignment with the design including two prototype sessions to determine the viability/durability and effectiveness of the interactive exhibit elements. They will utilize the experience and knowledge to align the interpretive plan fro the museum with the museum's mission and ensure that equitable collaboration is integrated into the plan.
Exhibit Concepts has experience with creating an interpretive plan for the Mississippi Civil Rights Museum.
Q2Answer: Exhibit Concepts, Inc will be responsible for developing a plan to connect the diverse and intergenerational patrons with the ideas, resources and opportunities to engage with the ALPLM content, learning materials and artifacts. The plan will address the following:
*Resource Analysis - help the institution allocate our limited resources of personnel, collections and time in the best ways possible.
*Priority Analysis - assign priorities for further site development, curation and interpretive programming.
*Audience Analysis - forecast public engagement, identify our current patron base and identify how to fulfill our visitor's expectations.
*Partner Analysis - assist in identifying potential content collaborators and future partnerships for the ALPLM.
In order to accomplish this, the interpretive plan will be broken into four phases -
Phase 1 - site assessment that includes an analysis of the institution's current resources including noted deficiencies which should include the use of two(2) months of institutional research to analyze the institutional resources, opportunities for improvement and capacities in the institution's personnel, collections, time management and prioritization.
Phase 2 is the collaborative development which includes research, surveys, listening sessions and workshops. Phase 2 must utilize six (6) months of research on community engagement, the development including visitor surveys, facilitating 4-6 listening session, half of which must be conducted in the Chicago metro-facilitation 2-3 design workshops. The data collection must involve the staff at ALPLM, stakeholders, visitors, target communities and local communities as well as identifying partners, researchers, and resources that would benefit the project.
Phase 3 - the creation of the interpretive plan that must include the synthesized reports for all research, surveys, listening sessions and workshops, opportunities for growth, strengths, potential for desired outcomes and strategies to achieve the desired outcomes.
Phase 4 - Exhibit Concepts will produce an interpretive plan that will include analysis of all data collected, current visitor experience from decision to visit, arrival on site, to post visit engagement, opportunities for further research, exhibit potential and supplmental site uses, leveraging our state-wide role, diverse stories and prospective broadening experiences and efficiency, current strengths, summary of desired outcomes, potential for current organization and strategies to achieve the desired outcomes.
Exhibit Concepts feels that a 9 month window of completion will be a very tight and stringent timeline in order to complete the interpretive plan and meet all the requirements. To bid this out, award it to a different vendor and have them visit the ALPLM and become acclimated with the layout as well as the mission and goals would take at least a month to a month and a half and would put a large constraint on the timeline to complete this project by June 30, 2025. ALPLM does not feel that a new vendor will be able to meet the deadline of June 30, 2025 and complete the project, thus jeopardizing the grant funds.
Q3Answer: The Abraham Lincoln Presidential Library and Museum received a $100,000 grant to hire an experienced company to develop a four-part interpretive plan for the Springfield campus that will result in a cohesive experience that links the legacy of Abraham Lincoln, his family, an our nation's struggles during and after the Civil War together through interpreted spaces, stories and exhibits. To launch this plan and meet the grant requirements, the museum was tasked with finding a company with experience in completing interpretive plans for museums similar to ours. Exhibit Concepts has experience working with the Mississippi Civil Rights Museum and is currently working on a contract with the Abraham Lincoln Presidential Library and Museum to create a detailed concept and schematic design for the children's gallery space in the museum. In order to complete this, Exhibit Concepts had to become familiar with the mission and goals of the ALPLM in order to align the new space. The goal of this space is to plan and design a core experience in our children's gallery space and to ensure alignment with the design. Exhibit Concepts has performed exceptionally and is meeting the targeted goals of the plan. ALPLM would like to work with Exhibit Concepts, Inc. due to their proven record and knowledge but also due to the reliability of the company in meeting deadlines and established stages.
The museum exhibits at the ALPLM are 18 years old and were designed to immerse visitors within the life of Abraham Lincoln. The museum's interpretation and the structure itself are built around Lincoln's life story. The story is divided into two journeys, one that takes patrons from Lincoln's childhood in a small cabin to his family's exodus from Springfield and a second journey which begins in the White House, navigates the war, and culminated with Lincoln's assassination and burial in Springfield, Illinois. In addition to the journeys, the museum has an exhibit space named the Illinois Gallery. The Illinois Gallery houses temporary exhibits designed by our staff to showcase artifacts and documents associated with Illinois History not related to the Lincoln's and frequently hosts visiting and loaned exhibits. We similarly have a community exhibit space called the Ghost Queue, located in the lobby of the Ghost of the Library Theatre. Given the age of the exhibit and the subject matter, the lens of focus is singular and not as diverse as current interpretation standards would deem appropriate. To be a museum for all people, the people need to see themselves as relevant to the story of Lincoln.
| Q4Answer: The Certified Interpretive Planner professional certification recognizes individuals with expertise in interpretive planning and experience creating effective interpretive plans for sites and media. In order to become a NAI certified planner, an individual must demonstrate their eligibility through 8,000 hours or work experience, and the completion of a degree in science, business, arts, or an area relevant/related to the field of interpretation. There are four NAI Certified Interpretive Planners in the state of Illinois (2 of whom work in Zoos). There are 135 listed in the United States (some who are retired, several who are employed at specific museums, sate parks and forest services). Exhibit Concepts is one of the companies listed as an NAI Certified Interpretive Planner. Exhibit Concepts is providing services to the museum for the upcoming children's exhibit. The relationship that the museum has created with this well qualified company would allow for easy transition to begin this project. A new relationship with a new company would require on-boarding and training for the company to understand the goals and missions of the ALPLM and to become accustomed to the layout of the museum. It is in the best interest of the ALPLM to continue work with Exhibit Concepts as they have the knowledge of the museum and will not have to learn the mission and layout of the museum as they are already aware due to the current project, thus saving time and money. They would be able to start this project immediately and save time and money which is not only imperative in completing this project in time to utilize the full amount of the grant funds but is a responsibility the agency owes to taxpayers in being accountable for all tax dollars utilized to support the museum's missions and goals. |
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| Q5aAnswer: The Abraham Lincoln Presidential Library and Museum published a Small Purchase bid in Bidbuy. The bid was sent to Small Business Set Aside vendors |
| Q5aAnswer: NAI Certified Interpretive Planners in the state of Illinois are limited in quantity. Exhibit Concepts, Inc., has a standing relationship with the ALPLM as they are currently designing Citizen City, a children's gallery space in the museum. If the ALPLM procures these services using a different method, ALPLM may not be able to secure the NAI Certified Planner most qualified to support this work due to their experience with the ALPLM and exemplary performance. A new partnership would require on-boarding and time to become familiar with the ALPLM and its goals and mission. This would cost more money as additional time would be needed. ALPLM would like to utilize Exhibit Concepts, Inc. as they have worked with this vendor in the past with this type of planning. ALPLM feels it is in the best interest to continue work with Exhibit Concepts Inc. as they have the necessary training and familiarity with the ALPLM. They have a proven track record in meetings established goals and deadlines which is imperative in meeting the deadline for the grant funds. |
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| Q7Answer: In order to secure the best pricing, ALPLM reviewed the deliverables and the savings that could be obtained in utilizing Exhibit Concepts due to their current presence at the museum. In comparing the project costs associated with the current project of planning and designing a core experience in our children's gallery space, ALPLM feels the cost is reasonable to complete an interpretive plan. ALPLM is comfortable with the expertise and knowledge that Exhibit Concepts has shown in completing the current project. The staff are well qualified and knowledgeable and meet the established deadlines in completing the current project. ALPLM is comfortable in the fact that Exhibit Concepts will meet the required deadlines and enable ALPLM to utilize the full $100,000 grant this has been awarded without returning any of the funds for non-completion. |
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| Q9Answer: If this sole source is not approved and a competitive bid is required, the agency stands to lose a $100,000 grant that was awarded to complete thses services and the museum will be unable to complete this much needed review on ways to make the museum more attractive to visitors. This upgrade will entice visitors to be repeat visitors and increase the revenues of the museum while teaching the legacy of Abraham Lincoln and the nation's struggles throughout history. |
| Q10Answer: This procurement needs to be completed as expediently as possible to allow the project to be completed by June 30, 2025 when the grant funds must be expended or returned to the grantor. The agency requested and received an extension of time due to procurement and staffing issues over the past six months. |
| SignatureField1: |
| TextField63: Tammy L. Miner |
| TextField63: Tammy.L.Miner2@Illinois.gov |
| TextField63: christina.shutt@illinois.gov |
| TextField63: Christina Shutt |
| TextField64: 217-785-4513 |
| TextField65: 217-558-8881 |
| Approve: |
| denied: |
| Comments: |
| Phone: 217-720-7077 |
| Date: 2024-09-03 |
| PN: Abigail Bailey |
| Email: Abigail.K.Bailey@illinois.gov |
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File details come from the government source that posted it. Updated .