Questions_List_(1-8-16_final).pdf

1-8-16

Request for Proposals No. T16SOL10011

For

Arts & Industries Building

Exhibition Design Services

Amendment No. 1

The RFP #T16SOL10011 is hereby amended effective as of the date hereof by providing the changes identified below and by providing additional information identified in the bold, numbered questions and corresponding Smithsonian responses below. The issues are generally presented by subject matter.

Where a question relates to a certain page or section of the RFP, the Smithsonian response may refer to such page or section for clarification and may restate the section and the name of the section.

CHANGES TO RFP:

1. Section B.3 of the RFP (Estimated Budget) is hereby deleted in its entirety and replaced with the following new Section B.3:

“B.3 Estimated Budget. The Smithsonian Institution has estimated the budget for the base schematic design services for this project to be $250,000. The total budget for this project, to include all multimedia and audiovisual requirements, fabrication, and installation shall be determined by Smithsonian during the schematic design phase. The Smithsonian Institution will hold the Contractor responsible for producing design packages that can be produced within the budgets, to be provided. The Contractor shall be required to redesign the package(s), at no additional cost, if they are not within the stated budget(s).”

2. Section B.4 of the RFP (Pricing) is hereby deleted in its entirety and replaced with the following new Section B.4:

“B.4 Pricing. The Contractor shall perform all efforts in accordance with the requirements of this contract for the firm-fixed price below and as further specified in the Contractor’s pricing proposal. This firm fixed price shall include all direct labor, materials, communication, production and other direct costs as well as all indirect costs, subcontractor costs, commissions, travel and/or per diem, and any other profit and expenses for which the Contractor expects payment. No additional charge shall be made by the Contractor for the requirements of this

Contract, including source and documentation, error correction, or expense for any other materials or services to be performed hereunder unless specified otherwise.

B.4.1 Base Schematic Design Package

Firm Fixed Price: _________________________________________ $____________

Express in Words and Figures

B.4.2 Option 1 35% Design Package

Option 1 (35% Design Package) is an unpriced option. The need for these services will be identified and pricing requested for the work required.

B.4.3 Option 2 65% Design Package

Option 2 (65% Design Package) is an unpriced option. The need for these services will be identified and pricing requested for the work required.

B.4.4 Option 3 95%-100% Final Design and Deliverables

Option 3 (95% - 100% Final Design and Deliverables) is an unpriced option. The need for these services will be identified and pricing requested for the work required.

B.4.5 Option 4 (London Exhibition)

Option 4 is an unpriced option. The need for these services will be identified and pricing requested for the work required.

B.4.6 Option 5 (Expansion of Space Two)

Option 5 is an unpriced option. The need for these services will be identified and pricing

B.4.7 Option 6 (Construction Services)

Option 6 is an unpriced option. The need for these services will be identified and pricing

B.4.8 Unpriced Optional Services. The Smithsonian Institution reserves the sole option to exercise the optional services set forth in Section C herein. The awarded Contractor shall not commence work on the unpriced optional services without first receiving authorization from the

Contracting Officer in the form of a written modification to the Contract signed by the

Contracting Officer. If the Contracting Officer elects to exercise any unpriced optional services pursuant to the terms set forth herein, the Contractor shall perform all effort for the selected option(s) for an additional cost to be mutually agreed upon in writing as negotiated in good faith by the parties.

B.4.8.1 Exercise of Options. The Smithsonian Institution reserves the sole option to exercise options contained in Section B.4 above, subject to the following conditions: 1) acceptance and approval by the Smithsonian’s Contracting Officer Technical Representative of Contractor’s performance on contracted components; 2) successful negotiation of the

Statement of Work for the option and Contractor’s proposal for said work; 3) Smithsonian’s continued requirement for these services; and 4) availability of funding from which payment for contract purposes can be made. The Contractor shall not commence work on any optional services without first receiving authorization from the Contracting Officer in the form of a written modification to the contract signed by the Contracting Officer.”

3. The first sentence of Section C.4.1 f the RFP is hereby deleted in its entirety and replaced with the following new first sentence:

“Contractor shall provide at least three detailed schematic design options for the exhibit space in

Space One and three detailed schematic design options for the exhibit space in Space Two with associated schedule for execution and detailed cost projections.”

4. Section C.5.2.5 is hereby revised by deleting the phrase “Specifications (numbers, size and estimated costs) of” in the 9 th and 10 th bullets and replacing it with the phrase “Suggestions for”;

by deleting the word “Specifications” in the 11 th bullet and replacing it with the word

“Suggestions”; and by deleting the 12 th bullet in its entirety.

5. Section C.5.4 (Unpriced Optional Services) is hereby retitled as “Other Unpriced Optional

Services”, Section C.5.4.1 (Unpriced Option One) is hereby retitled as “Unpriced Option Four”, and Section C.5.4.2 (Unpriced Option Two) is hereby retitled as “Unpriced Option Five”.

6. Section C.5.4 (Other Unpriced Optional Services) is hereby revised by adding the following new

Section C.5.4.3 as follows:

“C.5.4.3 (Unpriced Option Six, Construction Services)

Option Six shall encompass all construction phase services including consultation. The

Smithsonian is the construction administrator and as such has the final word on all decisions.

C.5.4.3.1 Contractor shall assist in the review of special conditions for bid documents for fabrication contracts, and shall attend pre-bid, proposal review, and pre-construction meetings.

Contractor shall be available at the request of the Smithsonian to review fabrication and construction, and shall have a representative on-site during the construction phase as needed.

Contractor shall be responsible for resolving architecture and engineering and fabrication issues during this phase, and shall respond to requests for information in a timely manner, providing additional clarifying sketches, information required by the fabrication contractor, and reviewing submittals as needed.

C.5.4.3.2 During this phase, the Contractor shall be available as directed by the Smithsonian to provide: (1) site visits during construction and installation, and installation review (this may require visits to the fabrication contractor’s workshop); (2) responses to requests for information and submittals, with a turnaround time to be from a minimum of three (3) days to a maximum of two (2) weeks; (3) attendance and record keeping at all progress meetings; and (4) review of all shop drawings within ten (10) working days, or as agreed among all parties.”

7. Section L.6.2.1(d) is hereby deleted in its entirety and replaced with the following new Section

L.6.2.1(d):

“(d) Four (4) rough sketches for each space (a total of 8 sketches) evidencing Offeror’s familiarity with the project and initial thinking on design techniques that might meet the goals of the project.”

8. Section L.2.1 of the RFP is hereby modified to change the proposal due date from 2:00 PM

Eastern on January 20, 2016 to 2:00 PM Eastern on January 22, 2016.

QUESTIONS AND ANSWERS

1. Question: For the Arts & Industries exhibit project, what is the budget for exhibit fabrication, media production, exhibit and media systems installation and integration?

Answer: A total budget is unknown at this time and will be determined during the schematic design phase.

2. Question: Does the 1 mil fee include costs for expenses usually considered reimbursable?

Answer: The Smithsonian is seeking a firm, fixed fee proposal. The firm, fixed fee shall include transportation costs and travel allowances (per diem) of personnel authorized to undertake out-of-town, overnight travel under this contract, as applicable. Such transportation costs will not be reimbursed separately. Please refer to Section B.4 (Pricing) of the RFP.

3. Question: Regarding B.3, Estimated Budget, it is stated that the design services for this project is $1,000,000. Is this for both Space One and Space Two? Are these funds currently available and in place to launch this project as of February, 2016?

Answer: Please refer to revised Section B.3 above. $250,000 is the total budget for schematic design for both spaces. Funds are available to launch the project in February 2016.

4. Question: There is a budget stated in the RFP for the design services. Is there an estimated budget goal for the fabrication of the Space 1 and Space 2 exhibit and public engagement areas?

Answer: Please refer to the answer to Question #1 above.

5. Question: B.3 Estimated Budget. The Smithsonian Institution has estimated the budget for design services for this project to be $1,000,000. E.4.1 Contractor shall accomplish the design services required under this Contract in a manner that would permit the award of a contract for the fabrication and installation of the Exhibition designed by Contractor and its subcontractors at a price that does not exceed the exhibit budget set forth herein.

a. Does the Smithsonian have a proposed total project budget? Is the Schematic Design

Phase intended to develop a budget for implementation?

6. Question: B.3 & C.2 Please clarify what design phases and services are covered by the

$1,000,000 design services budget. Does it include all phases, Schematic, 35%, 65%, 95% ?

design for both spaces.

7. Question: B.3 "within the budgets, to be provided." Please provide budgets for the fabrication and installations of exhibits.

8. Question: Page 3, Section B.3 and Page 11, Section C.4: Please confirm that the $1,000,000 budget is for design services only for the deliverables listed in Section C.4. Does this budget include media development?

Answer: Please refer to the answer to Question #6 above. Only design services and deliverables listed for the schematic design phase need to be budgeted.

9. Question: Page 3, Section B.3: Is there a target fabrication budget established?

10. Question: B.4 Pricing. Please clarify the level of itemized pricing breakout detail required beyond that listed in the bid sheet. Is a complete spreadsheet required showing all labor, time and materials and associated costs totaled to equal the quantities on the bidsheet for the contractor and all subcontractors fees?

Answer: Yes, please refer to Section L.6.3.1 of the RFP.

11. Question: Regarding B.4, please confirm our understanding that the $1M listed for design services encompasses Option 3, 95% - 100% Final Design and Deliverables.

design for both spaces.

12. Question: There is a budget of $1M defined for the exhibit design being solicited by this

RFP, but no figures stated for the potential build-out of nearly 35,000 or more square feet of exhibits, including what may be significant space fit-out scope. Is SI prepared to renegotiate the design fees should the space fit-out and the exhibits in question garner significant donor funding that would allow for state-of-the-art exhibits, especially innovative digital interactives to be produced and installed? Put another way, the $1M design fee for 35,000 sf of exhibits implies a modest cost-per-square-meter budget for the exhibits and media despite the stated high aspirations for digital delivery of content and a wide array of climate-controlled cases. Any further info on the anticipated build-out budget figure would be very much appreciated for purposes of calculating our fees.

13. Question: What is the anticipated fabrication and installation budget?

14. Question: The design budget of $1,000,000 is for the Base Schematic Design Package alone, or for the Base plus all the Options (1, 2, and 3?)

Answer: Please refer to the answer to Question #6 above.

15. Question: What is the overall project budget?

16. Question: How was the $1,000,000 design fee determined?

Answer: Design fees for comparable exhibitions across the Smithsonian were compared.

17. Question: Page 4, Section B.5: Can you elaborate on which portions of the project have been funded to date?

Answer: Please refer to the answer to Question #3 above.

18. Question: Can you please clarify the current status of the AIB renovation effort within the intended exhibition spaces? 40% of the spaces are available for use, but are they done, in progress, or on hold pending this next round of design for exhibitions within these spaces?

Answer: The AIB interior has been designed and equipped to be in “Caretaker “mode for the vast majority of the time, indefinitely. There is minimal heating cooling, and ventilation sufficient only to keep the pipes from freezing in winter, and to prevent mold in summer.

In addition, the Halls, Rotunda, NE Court and NE Range are spaces set aside for special events, to take place perhaps 35 to 40 times per year, and lasting no more than a day or two. These spaces are designed to be controlled for 72 degrees F during special events. When not used for special events, these will be served by the HVAC system, providing tempered air at Caretaker levels of minimum temperature of 50 degrees, maximum temperature of 82 degrees, and maximum RH of

60 %. The system as designed, however, is robust enough to operate at “Special Events” level

24/7, if needed. RH could drop as low as 30% in winter.

The remainder of the building is minimally served to meet only the caretaker level of temp and

RH (minimum temperature of 50 degrees, maximum temperature of 82 degrees, and maximum

RH of 60 %. The spaces will be equipped with humidistats and temperature sensors which will notify the BAS when temp and RH reach certain threshold limits. In summer, when RH rises above 60%, humidistats will trigger closure of vents and no outside air will be introduced.

Makeup air for the non-special event spaces will be transferred from the special events spaces.

Large fans will keep air moving to prevent stratification and promote balanced temp and RH. In winter, thermostats will ensure that temps do not drop below 50 deg. F.

The building has historic plaster and finishes that do not allow the installation of a vapor barrier in the walls. Therefore, the building is not now humidified, nor will it be in the future. In winter or other dry conditions, RH may drop as low as 30%. If a moisture-controlled environment is needed, it would have to be a space-within-a-space.

19. Question: More specifically, how extensive would the additional build-out of HVAC, power, and signal be to deliver exhibition-quality, systems-served spaces? Is there extensive refinishing of existing building surfaces still required, for example? Extensive new partitioning, ADA-compliant doors, ramps, and railings needing to be installed, etc.?

Answer: There are no HVAC, lighting, power, or data systems for exhibitions in either Space One or Space Two. All of these systems would need to be designed and installed once a schematic design has been selected. The historic plaster walls have not been restored but their lead-based painted finish has been stabilized to minimize the amount of lead falling to occupied spaces.

(Periodic field testing is required to monitor lead dust levels and frequent cleaning to maintain levels within acceptable limits will be necessary.) The existing stone and tile floors in the Halls and Rotunda have not been restored or refinished. All construction of platforms, ramps, railings, partitions, etc. within exhibit areas is the responsibility of the Exhibition Design team.

20. Question: Will the dimensioned drawings, calculations, and specifications produced by previous A+E firms on the AIB renovation effort be made available to the successful exhibition design firm for use as base drawings to streamline exhibit and media design package preparation (due to tight 8 month schedule)?

Answer: Yes, the Smithsonian will make existing drawings, specifications, and calculations available to the successful offeror for reproduction at his/her expense.

21. Question: Is there any existing studies in place on solar conditions and UV levels thru existing windows that will be made available to the winning team?

Answer: A study of the daylighting of the original building configuration was prepared in 2009 by SmithGroup and will be made available to the successful offeror.

22. Question: For the “Innovation, Imagination, and Entrepreneurship” exhibits in Space One, please clarify how much content research and development SI staff will generate and how much will be the responsibility of the design firm working in collaboration? Specifically, will SI subject matter experts produce longhand exhibit script, provide artifact notebooks and a digital database with images, dimensions, and conservation needs defined for all objects? Does SI have experts to consult about cutting edge technologies and innovations to be covered in the proposed exhibits and media, or does the design team need to seek out these resources?

Answer: Smithsonian (SI) is developing a design brief to share with the design firm once they are under contract. A few objects will be selected for display in Space One by SI to set the stage for the experience. The focus is hands on experiences not traditional exhibition of objects. The design firm will need to seek out resources and experts on cutting edge technologies and innovations.

23. Question: With regard to the “Smithsonian’s Latino curators, experts, collections, and scholarly research” informing the exhibition content for the SLC, how much content research and development, script writing, and “digital didactic” content will be provided by

SI to the exhibit, media and experience designers? How much original content work will be the design team’s responsibility, including label script writing?

Answer: Content will be developed by the SLC for Space Two. The design firm will not be responsible for original content work.

24. Question: C 1.4. AIB is undergoing renovations and roughly 40% of the building is scheduled to reopen in late 2017. SI will be using the opportunity to re-invent the ground floor as a place dedicated to imagination, innovation, and entrepreneurship. Does the Smithsonian anticipate amenities such as a retail shop or food service in the AIB, and if so, are these within the

Contractor's scope of work?

Answer: Retail and food services are not planned for AIB.

25. Question: C.1.6.1 outlines the need for an ‘incubation space’. Is this seen as a permanent space (a criteria for much of the gallery seems to be about flexibility re: programs and exhibits) and, who is seen as using this space?

Answer: Space One is intended to be a space for SI to experiment and develop new content as well as test new approaches, technologies, and ideas. Fluidity and flexibility is key to all elements of Space One. The space will be responsive and the content will change biannually at a minimum.

Object-oriented exhibition space is not part of the plan.

26. Question: Is there any additional information on artifacts and/or objects specified for the initial installation of Space 1?

Answer: Objects have not been identified. However, given the environmental conditions of the

AIB only a few objects are intended to go on view and will likely be rotated frequently.

27. Question: Is there a preliminary draft script developed for Space 1? How much of this work will fall on the contractor?

Answer: A preliminary script has not been developed for Space One. The contractor will not be required to draft the script.

28. Question: There are multiple meetings specified in the RFP. Can some of those meetings take place via video conferencing?

Answer: Yes. Offerors should assume that presentations at the conclusion of each milestone

(Section C.3.5) and donor presentations (Section C.3.6) will be in person.

29. Question: The spaces for the exhibit areas are shown on Attachment J1 and equal 32,000

SF. :

a. The estimated approximate SF for Space 1 (30,000 SF) and Space 2 (4,500 SF) is greater than the space highlighted. How do you want the Contractor to address this?

Answer: The approximate combined area of the four Halls, the Rotunda, and the North East

Range is 32,000 SF. The area of the East North Range, West North Range, West South Range, or

East South Range is approximately 4,500 SF. The offerors should base their proposals on the figures provided (30,000 SF for Space One and 4,500 SF for Space Two). See Attachment J2 for possible locations for Space Two.

b. The spaces are defined in Attachment J1 by US customary units (square feet) and the RFP calls for metric. Can the contractor remain consistent with SI measurements and use US customary units?

Answer: The base and reference drawings that will be provided are in the metric system of measurement. The contractor shall use metric measurements.

c. There is no indication where the SI might place Space 1 or Space 2 on Attachment

J1. Is it correct to assume that the contractor will suggest the visitor flow, engagement, and placement of Space 1 and Space 2 within the A&I Building during the Schematic phase?

Answer: Yes.

30. Question: Will Space One feature exhibits in multiple languages?

Answer: A final decision regarding Space One has not been determined but it is possible AIB will be bilingual (Spanish/English) to ensure consistency across the spaces.

31. Question: Regarding Space Two: is there a curatorial team in place from S.I. for the designer/contractor to work with? Can you share the various areas of expertise that will be represented?

Answer: The SLC has a team in place that will work with the selected designer.

32. Question: Regarding C.1.6 and C.1.7, please describe the current size and nature of the collection to be utilized in Space One and Space Two. To what extent have objects and content already been acquired, catalogued, and curated?

Answer: Please refer to the answer to Question #26 above.

33. Question: Page 5, Section C1.6.1: Is there a desired percentage of the 30,000 sf that will contain rotating installations and incubation space?

Answer: Please refer to the answer to Question #25 above.

34. Question: Regarding C.1.6.5, in which audiovisual concepts should be coordinated with the

Space One’s web site: Is the web site included in the scope of this proposal/contract?

Answer: The web site is not included in the scope of this contract.

35. Question: Regarding Attachment J.1, the Breakdown: We understand that Area 1 will contain media, and the other two areas are to contain changing exhibitions. Is the design scope of this RFP to design the initial installation for these latter two areas, to be replaced by others annually or biannually?

Answer: Please refer to the answer to Question #25 above.

36. Question: On page 6, When “semi-permanent exhibition furniture" is described, does the

“semi-“ part refer primarily to need for the cases to be movable and reconfigurable? And the “permanent” aspects refer to quality of materials, detailing, durability, climate control, security and life expectancy?

Answer: Correct, the cases should be movable and reconfigurable. Quality, durability, security, climate control etc. are essential “permanent” elements.

37. Question: On page 15, The "Media + Tech Deliverables" require wireframes and written narratives for all interactives and video content. At this point, since there is not a pre-determined number of these experiences is it acceptable to define the number of experiences the bid covers or does SI want to provide a number on which to bid?

Answer: Option 1 is an unpriced option.

38. Question: Regarding C.2.4 and Section G, how many SI staff members and/or curators besides the Contracting Officer and the COTR will be on hand to assist the contractor in any potential content gathering and organization, curation, and other coordination that may be needed? Of these SI staff members, how many will be assigned to the AIB exhibition design and construction full-time?

Answer: The program team for Space One consists of ten staff members at this time and is anticipated to grow. The Space One program team lead will be available to work with the contractor full time regarding both spaces. However, a separate team has been established by the

Latino Center and will work with the contractor on the development of Space Two.

39. Question: Regarding C.2.8, please explain expectations for “case detailing to 65%”. Does this mean the contractor is responsible for case design through Option 2, 65% completion of the exhibitions, or that the SI will assist in 35% of the workload for case design within the overall exhibition design scope?

Answer: The contractor is responsible for case design through Option 2, 65% completion.

40. Question: What will determine whether the Latino Center occupies 4,500 sf or 7,600 sf?

Answer: The Latino Center may expand the space occupied if it is able to secure additional funds. Please refer to Section C.5.4.2 of the RFP, Unpriced Option 5.

41. Question: How much of the 30,000 sf is to be designed as exhibition space, and how much is left available for maker fairs and the like?

Answer: Please refer to the answer to Question # 25 above.

42. Question: Will the exhibit designer have any scope with respect to the content/design of the website? (from C.1.6.5 “These audiovisual concepts should also be coordinated with the

Space One’s web site” and C1.7.4 “…with the objectives of creating interfaces with social media, the SLC website, and the Latino Virtual Museum.”)

Answer: Please refer to the answer to Question #34 above.

43. Question: Are both Space One and Space Two intended to be bilingual?

Answer: Please refer to the answer to Question # 30 above.

44. Regarding C.2, Scope Summary: Can you please clarify the extent of “exhibit and case design” included in the scope vs. the “digital didactics system” and what the SI envisions for the latter?

Answer: Space one is envisioned as a heavily digital experience due to the many limitations associated with displaying objects. Therefore, interactive technology will be utilized to augment the encounters and the Offeror will be expected to strike a balance between the “real” and the digital experience.

45. Question: Regarding C.2.4, Program Development and Intellectual Content: What specific expertise/skillset does the Contractor need to provide to collaborate with the staff of the SI?

Answer: Please refer to Section L.6.2.1a of the RFP. The Smithsonian seeks the offeror’s plan for obtaining necessary information from the curators and other project team members to prepare the design and methods for ensuring effective interaction with the core project team and other

Smithsonian representatives and contractors.

46. Question: C.2. Summary Scope of Design Services and Design Requirements

This work will include concept development, design of exhibitions permanent casework, any custom installations within Space One and Space Two; Does the Smithsonian anticipate amenities such as a retail shop or food service in the AIB, and if so, are these within the

Contractor's scope of work?

Answer: Please refer to the answer to Question #24 above.

47. Question: C.2. Continued. The SI has a combined budget of $1,000,000 for exhibit and case design and digital didactics system. This fee seems well below industry standards for the complete exhibition design, given the scope of the project. Is this the fee for Schematic

Design only? Does the Smithsonian have a budget for the total project? Is the Institution open to fee proposals in excess of the $1 million stated (including options)?

Answer: Please refer to the answers to Questions #1, #3 and #6 above.

48. Question: C.2.1 Contractor shall engage architects and engineers, registered in the District of

Columbia, to oversee all A/E design and construction work for this project. Will the

Smithsonian be hiring a base building architect to develop and coordinate base building services to the exhibition, or is this work included in Contractor's scope?

Answer: Yes, the Smithsonian will contract with a base building architect/engineer to design base building work necessary to support the selected exhibit design

49. Question: C.2.7 The Contractor shall address acoustic considerations and develop an acoustic treatment plan to optimize sound in Space One and Space Two.

a. Will the installation of acoustic treatments in the building be part of the exhibition installation scope of work, or will they be included in a separate base building scope under a separate contractor?

Answer: Fabrication and installation will be included in a separate contract.

b. Will any other modifications of the base building be budgeted outside the exhibition scope?

Answer: Modifications of the base building are outside of the RFP scope of work.

50. Question: C.2.10 Therefore, the document package is to include floor plans, sections and elevations; large-scale plans, elevations, sections and details of any items to be constructed and installed within the space; and security, fire protection, electrical, mechanical, and plumbing drawings where modifications to any of these systems are required.

a. Will the construction drawings for modifications of base building systems be provided by a separate architectural/MEP firm or are final, stamped documents part of the

Contractor's scope?

Answer: Please refer to the answer to Question #48 above.

b. Will the modification work be performed under the exhibition budget and by exhibition contractors, or by a base building contractor working directly for SI?

Answer: Modifications of the base building are outside of the RFP scope of work.

51. Question: Regarding C.3.2, can SI provide an example of the fidelity and style that might be appropriate for the sixteen illustrations mentioned, with the understanding that SI staff will evaluate multiple styles once a contract has been awarded?

Answer: The offerors may suggest and/or provide examples of styles of graphic representation.

52. Question: C.3.2 mentions “16 illustrations required for each space”. Does this mean 16 for the “Innovation” area and another 16 for the SLC exhibits, or a total of 32 renderings?

Answer: Yes, 32 total renderings.

53. Question: C.3.6 mentions scheduling “8 donor presentations for each space”. This means a total of 16 presentations to local donors? When does SI intend to schedule these…during the 8 month design process, or at the end when the design is finalized? Will SI be responsible for all logistics for scheduling these meetings and their participants, and the design team will only need to present at each one? Please clarify.

Answer: The Smithsonian anticipates 8 donor presentations for Space One and 8 donor presentations for Space Two. SI will schedule the donor presentations during the design phase.

The Contractor shall assume all donor presentations will be made in the Washington, DC area for budgeting purposes.

54. Question: Regarding C.3.7, have previous studies on solar radiation and natural light been conducted by SI? Are there concerns about lighting similar to the limitations of adequate temperature, humidity, and sound controls in the AIB?

Answer: Please refer to the answers to Questions #19 and #21 above.

55. Question: C.4.1 Contractor shall provide at least three detailed schematic design options for the exhibit space in Space One and three detailed schematic design options for the exhibit space in Space Two

a. Will all six schematic design options be carried through to the end of phase and subject to SD 410 review? When will a decision be made which to proceed with? Following that decision, when does the Smithsonian anticipate needing the fundraising materials for the two selected options (one each gallery)

Answer: No, we do not foresee the six design schemes carried through the process and subject to

410 reviews. SI anticipates choosing a concept for both galleries at the end of March 2016, recognizing that the chosen concept could be one of those presented or a version of one of them modified by some of the ideas in another. Then the designer would go on to the 35% with that chosen concept and not with those rejected. Fundraising materials will be required following the

35% phase.

56. Question: Regarding C.4.4.3, 65% Final DD Phase Testing: Since the exhibits are yet to be designed, how should we budget for this prototyping?

Answer: Option 2 is an unpriced option.

57. Question: Regarding C.4.4.6, 65% Final DD Phase Draft Script: Can you provide some description of the number and nature of the didactics, so that we can budget?

Answer: Unknown at this time.

58. Question: Regarding C.5.2.6, 65% Final DD Phase Pre-construction Testing: Since the exhibits are yet to be designed, how should we budget for this prototyping?

59. Question: Is the SD model expected to be physical and/or digital? (Either format is specified for DD, but the requirement is unclear in C.4 for SD)

Answer: Both a physical and digital model is required.

60. Question: Can you provide a rough quantity of how many artifacts will be displayed?

Answer: Please refer to the answer to Question #26 above.

61. Question: Also regarding artifact quantity, what are the expected levels of risk? The addendum notes case requirements for “low risk” through “extreme high value.” If the casework is intended to be flexible, it would be helpful to know how much of the space should accommodate for high risk.

62. Question: On page 3 of J3 attachment, Is there a sense of how many of the exhibit ideas may populate the Latino Gallery space concurrently, or is each topic on the list intended to be a potential stand alone exhibition?

Answer: Each topic on the list is a standalone exhibition idea for the Latino Gallery. Only one exhibition will be on view at a time.

63. Question: C.5.1 Option 1 Design Development (35% Deliverables) (Page 12): Who will be selecting the Prototyping Contractor? Is that to be supplied by the Offeror as part of their team?

Answer: The Smithsonian anticipates making the selection from those suggested by the

Exhibition design team. The Smithsonian will contract with the prototyping contractor once the nature of the prototypes are known.

64. Question: Can you describe the Offeror’s role in content development, given the statement as a few deliverable outlines (Submittals Option 1, Pre-Construction 65%) note that the SI

Staff will provide the script contents?

Answer: SI staff will provide script content.

65. Question: Regarding C.5.1, please specify expectations for “elements (3-4) that will require prototyping and testing.” Specifically, we’d like to know if the following items are included within this scope: Will the contractor be expected to pay for fabrication of physical prototypes? Will the contractor be expected to provide samples of hardware or coded software under the exhibition design scope?

Answer: Contractor will be expected to provide samples of hardware or coded software when their nature and scope have been identified.

66. Question: C.5.1 mentions that 3 to 4 exhibit components for each space will be prototyped, and that the design team will “consult with the prototyping contractor”. Can we assume SI is paying for the fabrication of these prototypes? Elsewhere there is simply mention of mechanical interactives being prototyped…are these produced by an SI fabrication contractor, or provided by the design team?

Answer: The Smithsonian will contract with the prototyping contractor once the nature of the prototypes are known.

67. Question: What is the extent of user testing expected for physical interactives? (from C.5.2.5

65% Deliverables “...results of initial user testing”)

Answer: The extent of testing will be determined when the design of interactives has been determined.

68. Question: Regarding C.5.2.5,

a. Typically, interface design, storyboards, wireframes are developed by the media developer. Are the exhibition designers expected to hire them under this scope?

Answer: No

b. Is specification and/or procurement of A/V equipment and interactive units included under this scope?

69. Question: C.5.2.5 Prototypes of physical interactives. This section requires a scope of prototypes and mock ups that is impossible to determine with any accuracy before the design has begun. For instance, the quantity of mechanical exhibits is unknown and the cost of mechanical prototypes depends entirely on the number and complexity of them. As such, the only way to include a fixed fee for them is to provide an allocation of some kind. Is it permissible to provide a not-to-exceed dollar amount allocation for each of the various categories of mockup and prototype work, or are the contractors required to provide and itemized list of mock ups and prototypes budgeted in the fixed fees? If so, would it be possible to provide a quantity of such work to the bidders so the prices are apples to apples?

70. Question: Please clarify whether all prototypes and mockups are to be delivered to A.I.B for testing or if any larger mechanical prototypes maybe tested at the fabricator's facility.

Answer: It may vary but it is not likely that testing will be performed at AIB.

71. Question: Regarding C.5.3, is the contractor expected to pay for all A/V integration under this scope?

72. Question: C.5.4.1: Un-priced Option One [Four] and Two [Five] (Page 17): Do we need to provide any corresponding information in our proposal package with regards to these un-priced options?

73. Question: Regarding Space One: Can you describe to us the S.I. staff/team that will be responsible to work with the designer/contractor. For example, is there a team in place that is comprised of S.I. curators from different disciplines who will work on this project? If that is the case, can you provide information on the various areas of expertise from within the

S.I. that will be engaged in this project.

Answer: The program team for Space One consists of ten staff members at this time and is anticipated to grow. The Space One program team lead will be available to work with the contractor full time regarding both spaces.

74. Question: C.8.2 As there is no LEED rating system specifically for museum exhibitions, what LEED project type and rating system is to be used?

Answer: The principles and goals of LEED sustainable design will be integrated into the exhibition design and fabrication if LEED rating is not possible.

75. Question: There seems to be no mention of construction administration services listed in the

RFP. Are construction administration services required in either the priced or Unpriced options?

Answer: No construction administration should be included in fee at this stage. Construction services are an unpriced option.

76. Question: Does SI anticipate bringing on exhibit fabricators and/or media producers during the 8-month long design process, or only after final design (we understand casework will be released at 65% level)? Our question involves making the 2017 opening date and the potential longer lead times needed for certain media and interactive components to be produced, prototyped, and installed.

Answer: The Smithsonian anticipates releasing a separate RFP for fabrication and installation during the design phase pending commitment from funders.

77. Question: How much does the fact that AIB is designated an historic landmark building limit the use of contemporary track lighting and/or constrict mounting media screens, monitors, projectors and speakers to walls and floors? How much will connecting to or modifying the historic fabric of the AIB building’s public spaces and central Rotunda be permitted without the Historic Trust’s review, or will review be limited to OPDC’s Historic

Preservation Office?

Answer: Modern elements (lighting, monitors, speakers, etc.) may certainly be incorporated into the exhibit, but historic materials should not be penetrated/relied on to hold these items. For example, reversible brackets/clips may clamp onto exposed structure to anchor/hang elements;

mid-height frame/drywall partitions, existing or new, may support monitors, exhibit panels, etc.;

select areas of new finish floors/platforms may be slightly raised to run cables; free standing/strut supports/wheeled carts, free standing exhibit cases are acceptable/encouraged. Historic floors, for the most part should remain exposed and should not be penetrated to accept new frame walls, but adhesives and friction posts may be used as long as reversible when removed. The goal is to avoid drilling, gouging, or using mechanical fasteners anchored into historic fabric.

78. Question: The RFP refers to a “digital didactic system”. Please clarify if this refers to a mobile app type of content delivery system relying on new WiFi to be provided within the galleries, or whether all content delivered digitally will be handled by a single system using existing SI protocols of some kind?

79. Question: Have the “14 to 21 day” comment periods for SD410 reviews, starting with

Schematic, been built into the proposed 8 month design schedule?

Answer: Yes

80. Question: Regarding E.4.2, please list examples of and/or details regarding “conditions beyond the contractor’s’ reasonable control”.

Answer: Examples might include delays caused by actions or inactions of the Smithsonian, and force majeure events.

81. Question: F.2.1 Schedule of Delivery: (To be inserted) Has this date been determined?

Answer: The schedule of delivery will be determined by the Smithsonian and the successful offeror, with the goal of opening in late 2017.

82. Question: H.1 Has this, "date of insertion," been determined?

Answer: The date of the successful offeror’s proposal will be inserted in this space.

83. Question: Regarding L.1.4 and L.6.2.2.4, can an exception be made to this ownership clause in regards to photos of our previous work and IP, which are retained by previous owners?

Answer: Section L.1.4 and L.6.2.2.4 pertain to ownership of/ability to retain physical copies of materials submitted, not to ownership of intellectual property rights in materials submitted.

84. Question: Where in the Offerors proposal (and in which package, Technical or Cost

Proposal), should the statement be made that the offers are valid for a period of at least twelve (12) months following submission of their proposals? (L.4.1, Page 35)

Answer: This statement may be included in either package, and/or in the cover letter accompanying the submittal.

85. Question: L.4.4 Link to the Drop Box. Is this link currently available?

Answer: As stated in Section L.4.4 of the RFP, please send an email request to Susan

Engelhardt at the address set forth in Section L.5 below not later than December 31, 2015 in order to request a link to the DropBox.

86. Question: Is there a preference as to whether the original copies of the Technical and

Cost proposals are submitted in a binder, or, are clipped? (L.6, Proposal Requirements)

Answer: 3-ring binders or clips are acceptable.

87. Question: Can the initial sketches and concepts be presented on 11x17-sized paper?

(L.6.2.1.d, page 36)

Answer: Yes.

88. Question: L.6.2 asks for ‘Four (4) rough sketches’ that show familiarity with the project and design approaches to meet the project goals:

a. What defines a ‘rough sketch’? is this a hand sketch and/or a computer sketch?

Answer: Either is acceptable.

b. Can you tell the proportion of Evaluation Criteria that will be assigned to these sketches?

Answer: No. Please refer to Section M, Evaluation Factors for Award.

89. Question: L 6.2.1.a The Offeror’s plan for obtaining necessary information from the curators and other project team members to prepare the design and methods for ensuring effective interaction with the core project team and other Smithsonian representatives and contractors.

a. RFP requests a plan for obtaining information from the curators. What will be the curatorial structure for the AIB? Will there be dedicated curators attached specifically to the building? Will curators from other institutions rotate through? Has the

Institution considered which curators or body will select exhibition subjects, conduct research, and make decisions?

Answer: Program teams have been established for both Space One and Two. Permanent staff will not be hired during the design phase.

90. Question: L 6.2.1.c Strategies and examples for coping with unanticipated external factors that could impact this project. With respect to external factors that could affect the work, does the Institution anticipate specific factors pertinent to this project?

91. Question: Regarding L.2.1, L.4.3, L.6, does the Smithsonian have other standards for physical proposals that we should subscribe to?

92. Question: Regarding L.6.2.1, can SI provide additional detail into suggested information that demonstrates our ability “to ensure coordination of electrical, audio/visual, fire safety, security, and/or structural needs of the project”?

Answer: Examples of past successful coordination would be one way to demonstrate this.

93. Question: General: Is there a proposal page limit?

Answer: No. Please refer to Section L.4.3 of the RFP.

94. Question: Page 36, Section L.6.2.1 (d): Could you further describe "rough sketches." Does this include process sketches?

Answer: The designer should decide based on legibility and the requirement for work of the highest quality.

95. Question: On page 36, Is there a preference for the “4 rough sketches” to depict approaches—say 2 sketches each—for both “Space 1” and “Space 2”?

Answer: Four sketches of each space: a total of 8 sketches.

96. Question: On page 37, Apart from the request for photographic samples in section

L.6.2.2.4., may we submit additional, relevant work samples?

Answer: Yes, taking into consideration Section L.4.3 of the RFP. The offeror should strive for clear and concise communication and be considerate of the investment of time that will be required to review the proposals.

97. Question: Page 39, Section L.6.3: Does the Smithsonian have a form that should be filled out with pricing information? Or is the proposer allowed to use any format as long as it meets requirements in Section L.6.3?

Answer: Please refer to Attachment J.6, attached hereto. The proposer should fill out this form with its pricing information.

98. Question: What is the anticipated lifespan for the two exhibition spaces?

Answer: Five years.

99. Question: Will the Design Services awardee be allowed to bid for the fabrication and installation work?

Answer: No.

100. Question: Will the Design Services awardee be allowed to bid for case construction?

101. Question: Will the media design consultant on our team be allowed to bid media production in the fabrication phase?

Answer: The consultant cannot bid if they were involved in development of cost estimates for the work or if they have been provided or have access to any cost estimate information. The Smithsonian fully supports competition and a ‘level playing field’ among firms in all phases of the project.

102. Question: Will the AV integration consultant on our team be allowed to bid AV installation in the fabrication phase?

Answer: Please refer to the answer to Question #101 above.

103. Question: Will the fabrication consultant on our team be allowed to bid exhibit construction?

Answer: The fabrication consultant cannot bid if they were involved in the development of the scope of work or any cost estimates for the work. The Smithsonian fully supports competition and a ‘level playing field’ among firms in all phases of the project.

104. Question: With some institutions, if you work on the design phases you are not eligible to bid on the production or construction phase. Will design consultants such as AV

Integrators and Production companies be permitted to bid on the production or construction phase?

Answer: Please refer to the answers to Questions #101 and #103 above.

105. Question: Will the design completion awardee be able to compete for the fabrication and installation please?

Answer: Please refer to the answer to Question #99 above.

106. Question: If the Design Services contractor is not located near Washington, DC. What is the anticipated number and duration of face to face meetings with Smithsonian Staff?

Will the Design Services contractor travel be reimbursed per Federal Travel Regulations?

Answer: Please refer to the answer to Question #28 above. The Smithsonian seeks to award a firm, fixed price contract. Travel will not be reimbursed.

107. Question: Is the geographical location of the design firm an evaluation factor?

Answer: No. Please refer to Section M of the RFP, Evaluation Factors for Award.

108. Question: Will there be a pre-proposal meeting of bidders at the Smithsonian Arts and

Industries Building?

109. Question: Is a bi-lingual design team a requirement?

110. Question: Is the use of Latino owned sub-contractor/s an award evaluation factor?

Answer: No. Please refer to Section M of the RFP, Evaluation Factors for Award.

111. Question: Has SI completed any early design studies or pricing exercises?

112. Question: Is the Offeror to design the fit-out for the spaces? Or, will the finishes and systems (MEP, fire safety) be designed by an architect currently under contract or, TBD, under a separate RFP?

Answer: A separate A/E firm will be hired by SI.

113. Question: Are we to team up with an A&E firm(s) to complete the fit-out?

Answer: A separate A/E firm will be hired by SI.

114. Question: Is AV creative media firm precluded from bidding on project if they are part of the Offeror's design team?

Answer: Please refer to the answer to Question #101 above.

115. Question: Is there a limited recipient pool for this RFP, or is it publicly available to…