TU-2623_-_RFP_Wrapper_-_Final.pdf

TU-2623 Planetarium Upgrade RFP

PLANETARIUM UPGRADE

SOLICITATION NO. TU-2623

Prospective bidders/offerors who obtained this document from the university’s website, e-Maryland Marketplace Advantage (eMMA), or any source other than the procurement officer must provide their names and email addresses to the issuing office by contacting Alex Webb at apwebb@towson.edu to ensure receipt of addenda and other communications regarding the solicitation.

ISSUING OFFICE

Procurement Department

8000 York Road

Towson, MD 21252-0001

NOTE: Responses shall be submitted electronically in accordance with this RFP, Section IV.

PROCUREMENT OFFICE LOCATION

Administration Building

7720 York Road, 4th Floor

Towson, MD 21204

CAMPUS LOCATION: Directions to the university and a campus map can be found at https://www.towson.edu/maps/index.html.

PARKING INFORMATION: Free 20-minute parking meters are available near the first (1st) floor building entrance. Please visit https://www.towson.edu/parking/visitors/index.html for more information.

MINORITY BUSINESSES ARE ENCOURAGED TO RESPOND TO THIS SOLICITATION

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KEY INFORMATION SUMMARY SHEET

PLANETARIUM UPGRADE

SOLICITATION NO. TU-2623

RFP ISSUE DATE: May 19, 2026

RFP ISSUING OFFICE: Towson University Procurement Office in coordination with the Towson University Planetarium

PROCUREMENT OFFICER

REPRESENTATIVE:

Name: Alex Webb

Phone: 410-704-4453

Email: apwebb@towson.edu

PROCUREMENT OFFICE LOCATION: Towson University Procurement Department

Administration Building, 4th Floor

7720 York Road

Towson, MD 21204

PRE-BID/PROPOSAL CONFERENCE: REGISTRATION IS REQUIRED!

May 22, 2026, at 10:00am EDT

Please register using the following link:

https://towson.webex.com/weblink/register/r012d91f8cd 0cd08c908537a806bea130

Link to attend the pre-proposal meeting:

https://towson.webex.com/towson/j.php?MTID=m46d8ac 0e558c27729551ab4994a86947

Meeting number (access code): 2301 313 7197

Meeting password: wYpgjD9Fb24

DEADLINE FOR QUESTIONS: May 28, 2026 – 4:30pm EDT

CLOSING DATE/TIME:

(Not a Public Bid Opening)

June 19, 2026 – 2:00pm EDT

ORAL PRESENTATIONS: Offerors will be individually invited to oral presentations after review of all technical proposals and before price proposals are requested.

CONTRACT TERM: Towson University is seeking to award one (1) contract to the offer who provides the best value to the University in completing the defined Scope of Work referenced in this solicitation. The University intends to have the work completed by December 31, 2026.

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should contact the Issuing Office at 410-704-2171 at least five (5) days prior to any meeting scheduled in connection with this solicitation.

mailto:apwebb@towson.edu https://towson.webex.com/weblink/register/r012d91f8cd0cd08c908537a806bea130 https://towson.webex.com/weblink/register/r012d91f8cd0cd08c908537a806bea130 https://towson.webex.com/towson/j.php?MTID=m46d8ac0e558c27729551ab4994a86947 https://towson.webex.com/towson/j.php?MTID=m46d8ac0e558c27729551ab4994a86947

NOTICE TO BIDDER/OFFERORS

To help improve the quality of bid and proposal solicitations and to make our procurement process more responsive and "business friendly," we ask that you provide comments and suggestions regarding the enclosed solicitation. Please return your comments with your bid, proposal or "no bid," response, as the case may be. Thank you for your assistance.

Project No.: TU-2623 Project Title: Planetarium Upgrade

If you have responded with a “no bid” please indicate the reasons below (check applicable boxes):

� Other commitments preclude our participation at this time � The subject of the solicitation is not something we normally provide.

� We are inexperienced in the work/commodities required.

� The specifications are either unclear or too restrictive (explain below).

� The scope of work is beyond our current capacity.

� Doing business with Maryland Government Agencies is simply too complicated (explain below).

� We cannot be competitive (explain below).

� Time allotted for completion of the bid/proposal response is insufficient.

� Start-up time is insufficient.

� Bonding/insurance requirements are prohibitive (explain below).

� MBE requirements (explain below).

� Bid/Proposal requirements (other than specifications or scope) are unreasonable or too risky

(explain below) � Prior experience with Towson University contracts was not profitable or otherwise unsatisfactory

(explain below).

� Payment schedule is too slow.

� Other:

Explanation:

If you have submitted a bid or proposal, but wish to offer suggestions or express concerns, please use the remarks section below:

Remarks:

Bidder/Offeror Name: _______________________________________________________________

Contact Person: ________________________________ Signature: __________________________

Address: ______________________________________

Email: _______________________________________ Phone:______________________________

Date: ________________________________________

TABLE OF CONTENTS

SECTION I. INFORMATION FOR OFFERORS

A. SUMMARY STATEMENT

B. ISSUING OFFICE AND PROCUREMENT OFFICER

C. PRE-PROPOSAL CONFERENCE

D. QUESTIONS AND INQUIRIES

E. INSURANCE

F. PROPOSAL DUE DATE

G. DURATION OF PROPOSAL OFFER

H. PROCUREMENT METHOD

I. BASIS FOR AWARD

J. ALTERNATE PROPOSALS

K. MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

SECTION II. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

B. ADDENDA TO THE RFP

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERORS

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

E. DISCUSSIONS

F. ORAL PRESENTATIONS

G. INCURRED EXPENSES

H. ARREARAGES

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

J. ECONOMY OF PREPARATION

K. PUBLIC INFORMATION ACT NOTICE

L. EXECUTION OF PROPOSALS

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

N. ORDER OF PRECEDENCE

O. REQUIRED CONTRACT PROVISIONS

P. OFFEROR RESPONSIBILITIES

Q. FALSE STATEMENTS

R. PAYMENT TO THE CONTRACTOR; TAXES

S. PRESS RELEASES

T. RECIPRICOAL PREFERENCE

U. VENDOR ELECTRONIC FUNDS TRANSFER REGISTRATION

V. NON-VISUAL ACCESS

W. PARKING

X. SMOKING

SECTION III. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

B. QUALIFYING PROPOSALS

C. TECHNICAL EVALUATION

D. FINANCIAL EVALUATION

E. DISCUSSIONS – BEST AND FINAL OFFERS

F. EVALUATION CRITERIA

G. FINAL RANKING AND SELECTION

H. DEBRIEFING

SECTION IV. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

B. EXECUTIVE SUMMARY/TRANSMITTAL LETTER

C. TECHNICAL PROPOSAL

D. TECHNICAL PROPOSAL CONTENTS

E. BID/PROPOSAL AFFIDAVIT

F. CONTRACT AFFIDAVIT

G. ADDENDA ACKNOWLEDGMENT FORM

H. CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

EXHIBITS

Exhibit A: Required Contract Provisions

Exhibit B: Bid/Proposal Affidavit

Exhibit C: Contract Affidavit

Exhibit D: Sample Agreement

Exhibit E: INTENTIALLY OMITTED

Exhibit F: Company Profile

Exhibit G: Firm Experience

Exhibit H thru J: INTENTIALLY OMITTED

Exhibit K: Addenda Acknowledgment

Exhibit L: Key Personnel Form

Exhibit M thru Q: INTENTIALLY OMITTED

Exhibit R: Conflict-of-Interest Affidavit and Disclosure

SECTION I. INFORMATION FOR OFFERORS

A. SUMMARY STATEMENT

Towson University (hereinafter “University”) is seeking a full-service planetarium systems provider to replace the current Spitz SciDome planetarium presentation system and its projectors. The successful contractor will be responsible for supplying all personnel, materials, equipment, supplies, etc., necessary to successfully execute these objectives

B. ISSUING OFFICE AND PROCUREMENT OFFICER

The sole point of contact in the State for purposes of this RFP is the Procurement Officer or his/her representative (hereinafter referred to as Procurement Officer) noted on the Key Information Summary Sheet. Only the information communicated by the Procurement Officer shall be deemed the official position of the University; no other State or University employee, official, or representative has authority to change the requirements of this solicitation. Attempts by offeror to contact members of the evaluation committee or otherwise circumvent this procedure in any manner may be grounds for disqualification.

C. PRE-PROPOSAL CONFERENCE

A pre-proposal conference will be held virtually as noted on the Key Information Summary Sheet. Offerors are encouraged to attend.

The University is committed to ensuring that persons with disabilities have equally effective opportunities to participate in and benefit from the University's programs and services. Persons who may require reasonable ADA accommodations should contact the Issuing Office at (410) 704-2171 at least five (5) days prior to any meeting scheduled in connection with this solicitation.

D. QUESTIONS AND INQUIRIES

Offerors shall direct all communications regarding this solicitation to the Procurement Officer.

Submit questions to the Procurement Officer, in writing, via email at apwebb@towson.edu, not later than the date indicated on the Key Information Summary Sheet. Addenda, if required, will be furnished to all potential offerors known to have received the RFP.

E. INSURANCE

1. The Bidder shall secure, pay the premiums for, and keep in force until the expirations of the contract, and any renewal thereof, adequate insurance as provided below, such insurance to specifically include liability assumed by the Bidder under the contract.

Upon award, the successful Bidder shall furnish certificates of insurance.

a. Commercial General Liability Insurance including all extensions; $2,000,000 each occurrence; $2,000,000 personal injury; $2,000,000 products/completed operations; and $2,000,000 general aggregate.

b. Workmen’s Compensation Insurance and Unemployment Insurance as required by the laws of the State of Maryland.

c. If automotive equipment is used in the operation, automobile liability insurance of $1,000,000 combined single limit, each accident.

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d. If food products are used in the operation, food products liability insurance, if not included in the Comprehensive, with limits of not less than $1,000,000 for each person and $2,000,000 for each accident.

2. Each policy for liability protection, bodily injury or property damage must specifically name, on its face, Towson University, as an additional named insured as respects operations under the contract and premises occupied by the Contractor provided, however, with respect to the Contractor’s liability for bodily injury or property damage under items 1.a.-1.e. above, such insurance shall cover and not exclude Contractor’s liability for injury to the property of the University System and to the persons or property of employees, students, faculty members, agents, officers, regents, invitees or guests of the University System.

3. Each insurance policy shall contain the following endorsements: “It is understood and agreed that the Insurance Company shall notify in writing procurement officer forty-five

(45) days in advance of the effective date of any reduction in or cancellation of this policy.” A certificate of each policy of insurance shall be furnished to the procurement officer. With the exception of Workmen’s Compensation, upon the request of the procurement officer, a certified true copy of each policy of insurance, including the above endorsement, manually countersigned by an authorized representative of the insurance company, shall be furnished to the procurement officer. A certificate of insurance for Workmen’s Compensation together with a properly executed endorsement for cancellation notice shall also be furnished. Following the notice of contract award, the requested certificates and policies shall be delivered as directed by the procurement officer. Notices of policy changes shall be furnished to the procurement officer.

4. All required insurance coverages must be acquired from insurers authorized to do business in the State of Maryland and acceptable to the University. The insurers must have a policyholders’ rating of “A-” or better, and a financial size of “Class VII” or better in the latest edition of Best’s Insurance Reports.

F. PROPOSAL DUE DATE

Proposals must be received at the Issuing Office by the date and time indicated in the Key Information Summary Sheet. Requests for extensions will not be granted, nor will late proposals, late requests for modification, or late requests for withdrawal be considered. Unless specifically requested, proposals submitted by fax will not be accepted.

G. DURATION OF PROPOSAL OFFER

Proposals submitted in response to this RFP are irrevocable for six (6) months following the closing date for proposals or, if requested, the due date for best and final offers (BAFO). This period may be extended by mutual written agreement between the offeror and the University.

H. PROCUREMENT METHOD

This solicitation shall be conducted in accordance with the University System of Maryland (USM) Procurement Policies and Procedures. The procurement method is Competitive Sealed Proposals.

I. BASIS FOR AWARD

1. The University may classify a proposal as "not reasonably susceptible of being selected for award" if it is incomplete or does not meet minimum requirements. The University may also determine that an offeror is non-responsible, i.e., does not have the capacity in all respects to perform the work required. Should a proposal be judged not reasonably susceptible of being selected for award, or an offeror found not responsible, the proposal will not be considered further; offeror will be notified accordingly.

2. Proposals will be evaluated by an evaluation committee. The committee will recommend award to the responsible offeror whose proposal is determined to be the most advantageous to the University, considering both technical factors and price.

3. Award pursuant to this solicitation is final only upon approval by the appropriate office of the University System of Maryland (USM) and/or the State of Maryland, and contract execution on behalf of the University.

J. ALTERNATE PROPOSALS

Neither multiple nor alternate proposals will be accepted.

K. MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

Minority Business Enterprises are encouraged to respond to this solicitation.

END OF SECTION I

SECTION II. GENERAL INFORMATION FOR OFFERORS

A. PURPOSE

The purpose of this solicitation is to provide information to offerors interested in preparing and submitting proposals to meet the requirements contained herein. Offerors shall familiarize themselves with each section and subsection of this document.

B. ADDENDA TO THE RFP

The University reserves the right to amend this solicitation at any time prior to the proposal due date. If it becomes necessary to amend any part of this solicitation, the Procurement Officer will furnish addenda to all prospective offerors known to the University to have received a copy of the RFP.

C. PRE-PROPOSAL MODIFICATION OR WITHDRAWAL OF OFFERORS

Proposals may be modified or withdrawn by written notice received at the Issuing Office at any time before the proposal due date and time.

D. CANCELLATION OF SOLICITATION/REJECTION OF ALL PROPOSALS

The University reserves the right to cancel this RFP, to accept or reject any or all proposals, in whole or in part, received in response to this RFP, and to waive or permit cure of minor irregularities as its best interests may require.

E. DISCUSSIONS

The University reserves the right to conduct discussions with all qualified or potentially qualified offerors, in any matter necessary to serve its best interests. The University also reserves the right to award a contract based upon written proposals received, without discussions or negotiations.

F. ORAL PRESENTATIONS

Offerors may be required to make oral presentations to University representatives. The Procurement Office will provide notice of the time and place for presentations.

G. INCURRED EXPENSES

The University assumes no responsibility for expenses incurred by offeror in preparing and submitting a proposal, making an oral presentation, or participating in discussions or any other activity in response to this RFP.

H. ARREARAGES

By submitting a response to this RFP, offeror represents that it is not in arrears in the payment of any obligation due and owing the State of Maryland, including the payment of taxes and employee benefits, and that it shall not become so in arrears during the term of the contract if selected for award.

I. VERIFICATION OF REGISTRATION AND TAX PAYMENT

Each prospective offeror is encouraged to ensure that it is appropriately registered to do business in the State of Maryland, and in good standing with respect to taxes, personal property returns, unemployment insurance, etc., before the closing date. Failure to complete registration with the State Department of Assessments and Taxation (SDAT) may disqualify an otherwise successful offeror from recommendation for contract award.

J. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straight-forward, concise description of the offeror's ability to fulfill the requirements of this solicitation.

K. PUBLIC INFORMATION ACT NOTICE

Offeror shall give specific attention to identification of those portions of its proposal considered confidential, or containing proprietary information or trade secrets. Upon request, offeror shall provide justification why such material should not be disclosed by the University under the Public Information Act, Title 4, Subtitle 3 of the General Provisions Article, Annotated Code of Maryland.

L. EXECUTION OF PROPOSALS

Proposals shall be typewritten or written legibly in ink, and signed in ink as follows, depending on the offeror's form of business organization. The University will accept electronic signatures and reserves the right to request supporting documentation of the electronic signature confirmation.

1. Sole Proprietorship. Proprietor shall sign full name, with address.

2. Partnership and Joint Venture. Submit the proposal in the name of the partnership or joint venture. Clearly state the partnership name and the identity of each general partner and execute all affidavits and certificates on behalf of the partnership, or on behalf of each general partner. No provision of any agreement among partners will be binding on the University unless it is disclosed in the offeror’s proposal. Reasonable evidence satisfactory to the University of the authority of one partner to bind other purported partners is required. It is recommended that the proposal contain a copy of the partnership agreement, if one exists. If no partnership agreement exists, and if the number of general partners is reasonably small, each general partner should execute all required documents included in the proposal. At the University's option, all general partners may be required to sign the proposal. Failure to present the University with satisfactory information concerning a purported partnership or joint venture may be grounds for finding a proposal unacceptable.

3. Corporation. An officer or authorized agent of the corporation shall sign with full name, indicate title, and include the name and address of the corporation. In the case of an authorized agent, enclose a letter from an officer of the corporation authorizing said individual to act on behalf of the corporation.

M. DISCREPANCIES, EXPLANATIONS AND CLARIFICATIONS

Should offeror find discrepancies in the specifications or other provisions included in this solicitation or be in doubt as to the meaning or intent of any section or subsection herein, offeror shall request clarification from the Procurement Officer. Failure to request clarification prior to the due date shall be a waiver of any claim by the offeror for expenses made necessary by reason of later interpretation of the contract documents, and offeror shall be bound to the University's interpretation. Request clarifications in accordance with the instructions above.

N. ORDER OF PRECEDENCE

The contract to be entered into because of the RFP ("Contract") will consist of the following Contract Documents, listed in their order of precedence:

1. The contract executed by the parties and/or Purchase Order issued by the University;

2. The solicitation, including Exhibit A (Required Contract Provisions) and all other exhibits;

and

3. Offeror's proposal including the technical proposal, oral presentation, and price proposal.

No modifications to this order of precedence will be accepted.

O. REQUIRED CONTRACT PROVISIONS

All proposals submitted, and the contracts executed by the successful offeror(s), are subject to Exhibit A.

By submitting a proposal, offeror is deemed to have accepted the terms of this RFP, including exhibits; a proposal that takes exception to the terms of the RFP may be rejected. Exceptions, if any, must be clearly identified in the Transmittal Letter enclosed with the technical proposal.

Mutually agreeable modifications of the solicitation provisions, if allowed by law, will be documented by express identification in the final contract as superseding the pertinent provisions of the solicitation.

P. OFFEROR RESPONSIBILITIES

The successful offeror shall be responsible for all products and services required by this RFP.

Subcontractors, if any, must be identified and a complete description of their role relative to the project must be identified

Q. FALSE STATEMENTS

Offerors are advised that the Annotated Code of Maryland provides that in connection with a procurement contract, a person may not willfully: Falsify, conceal or suppress a material fact by any scheme or device; make a false or fraudulent statement or representation of a material fact; use a false writing or document that contains a false or fraudulent statement or entry of a material fact; or aid or conspire with another person to commit any of the aforementioned acts.

A person who violates these provisions is guilty of a felony, and on conviction is subject to a fine not exceeding $20,000 or imprisonment not exceeding five (5) years, or both.

R. PAYMENT TO THE CONTRACTOR; TAXES

Payment is governed by Title 15, Subtitle 1 of the State Finance and Procurement Article, Annotated Code of Maryland. The State of Maryland is exempt from Maryland Retail Sales Tax and Federal Excise Tax.

S. PRESS RELEASES

The successful offeror shall issue no press release to any publication, including newspapers, about work being conducted under this contract.

T. RECIPRICOAL PREFERENCE

While Maryland law does not authorize state agencies to favor resident offerors, some other states grant preferences to their residents over Maryland businesses. Therefore, a resident business preference may be given to a Maryland firm if: A responsible offeror whose headquarters, principal base of operations, or principal site that will provide the services required by this RFP is located in another state submits the most advantageous offer; the other state gives a preference to its residents through law, policy, or practice; and the preference does not conflict with a Federal law or grant affecting the contract. The preference given shall be identical to the preference that the other state gives to its residents.

U. VENDOR ELECTRONIC FUNDS TRANSFER REGISTRATION

Contractors of the State are required to complete a COT/GAD Form X-10, Vendor Electronic Funds Transfer (EFT) Registration Request Form, for each new contract with a value greater than $200,000. Vendors must register for EFT by submitting a completed COT/GAD Form X-10 to the Comptroller’s General Accounting Division (GAD) or request an exemption from GAD. The revised form is on the Comptroller’s Web site at:

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Electronic_F unds_Transfer/

The form will be provided to all successful bidders as part of the contract process.

V. NON-VISUAL ACCESS

The Contractor shall ensure compliance in any applicable contract with State of Maryland IT Non-Visual Access Standards. The standards should be fully incorporated to the extent possible for information technology contracts. These standards/policies may be revised from time to time, and the Contractor shall comply with all such revisions. The Non-visual Access Clause noted in COMAR 21.05.08.05 and referenced in this RFP is the basis for the standards that have been incorporated in the Maryland regulations.

W. PARKING

All vehicles parked on Towson University property must strictly observe University parking regulations. Each vehicle parked on campus between 6 am and 8 pm, Monday through Thursday, and from 6 am to 3 pm on Fridays, must display a valid University permit unless parked at a paid meter. Parking on sidewalks or unpaved areas is always prohibited. All fines for parking or other vehicle violations are the responsibility of the Contractor. This applies to vendors, salespersons, company vehicles, and Contractor employees’ personal vehicles. Long-and short-term permits are available, at designated rates, for vendors with contracts that require them to park regularly on the campus; see the parking website at http://www.towson.edu/parking/visitors/index.html for permit rates and information to support preparation of Bid/Price Proposal. Parking Transportation phone: (410) 704-7275. NOTE:

Include parking fees in Bid/Price Proposal.

X. SMOKING

Smoking, defined as the burning of tobacco or any other material in any type of smoking equipment, including but not restricted to cigarettes, cigars or pipes, is prohibited on all property owned, leased or operated by the University. This consists of all buildings, including residence halls, leased restaurants and lodging facilities; all grounds, including exterior open spaces, parking lots and garages, on-campus sidewalks, streets, driveways, stadiums, recreational spaces and practice facilities; and in all University- owned or leased vehicles. The policy applies to all individuals on the University campus, including faculty, staff, students, parents, vendors and visitors. Contractor and its employees and subcontractors who violate the policy may be denied access to the University campus.

END OF SECTION II

http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Electronic_Funds_Transfer/ http://comptroller.marylandtaxes.com/Vendor_Services/Accounting_Information/Electronic_Funds_Transfer/ http://www.towson.edu/parking/visitors/index.html

SECTION III. EVALUATION PROCEDURE

A. EVALUATION COMMITTEE

All technical proposals received by the closing deadline will be evaluated by a committee appointed by the Procurement Officer. The committee may request additional technical assistance from any source within the University System of Maryland, state government, or other sources deemed appropriate. Technical and price proposals will be evaluated independently.

B. QUALIFYING PROPOSALS

Proposals shall be initially reviewed for compliance with the solicitation requirements. Failure to comply with solicitation requirements may result in a proposal being classified as not reasonably susceptible of being selected for award. Minor irregularities in proposals that are immaterial or inconsequential in nature may be cured or waived whenever it is determined to be in the University's best interest.

C. TECHNICAL EVALUATION

1. After determining compliance with the RFP’s minimum requirements, the evaluation committee will assess and rank technical merit of each proposal in accordance with the criteria below.

2. At the discretion of the Procurement Officer, and at the recommendation by the evaluation committee, a shortlist of qualified proposals may be established during the technical evaluation. If a shortlist is established, only shortlisted offerors would continue in the evaluation process; offerors not short-listed shall be so advised.

D. FINANCIAL EVALUATION

Price proposals will be evaluated separately from Technical Proposals. Please submit your price proposal as a separate file from the technical proposal.

E. DISCUSSIONS – BEST AND FINAL OFFERS

1. The Procurement Officer may invite one or more qualified offerors for oral presentations of their proposals. Discussions or negotiations may be conducted with qualified offerors.

The Procurement Officer reserves the right to make a contract award without discussions or negotiations.

2. When in the best interest of the University, the Procurement Officer may request that qualified offerors revise their initial proposals by submitting best and final offers.

F. EVALUATION CRITERIA

1. Technical will be weighted at 65% and the financial proposal will be weighted at 35% of the overall evaluation criteria.

2. The technical evaluation criteria are listed below in descending order of importance:

a. extent to which the offeror’s proposal meets the RFP objectives,

b. offeror past performance and experience in higher education planetarium upgrades and/or implementation

c. offeror capacity, management, and personnel,

d. overall quality of proposal relative to adherence to instructions and requested format and,

e. offeror oral presentation

G. FINAL RANKING AND SELECTION

Following evaluation of the technical and price proposals, the evaluation committee will recommend to the Procurement Officer award to the responsible offeror whose proposal is determined to be the most advantageous to the University.

H. DEBRIEFING

Unsuccessful offerors may request a debriefing. If the offeror chooses to do so, the request must be submitted in writing to the Procurement Officer within ten days after the offeror knew or should have known its proposal was unsuccessful. Debriefings shall be limited to discussion of the specific offeror's proposal only and shall not include a discussion of a competing offeror's proposal. Debriefings shall be conducted at the earliest feasible time.

END OF SECTION III

SECTION IV. INFORMATION REQUIRED IN ALL PROPOSALS

A. ORGANIZATION OF TECHNICAL PROPOSAL SUBMISSION

1. The technical and price proposal must be submitted electronically not later than the date and time indicated on the Key Information Summary Sheet.

2. Submit via e-mail as attachments – price and technical proposals in separate files.

The e-mail address in which to submit the bid is bids@towson.edu. This e-mail address is for the receipt and storage of authorized Bids ONLY. It is not monitored for any other type of correspondence. All other correspondence should be directed to the appropriate procurement representative per the instructions contained in this document. The project name and number must appear in subject line of email along with your company name.

3. Any email attachment, or cumulative email attachments, at or exceeding 150MB in size will not be accepted by the University email system. Bidders are permitted to separate email attachments into multiple, clearly labeled, emails.

4. If product literature and other publications are needed to supplement offeror’s response, include a reference to the document name and page in text, and insert the product literature, etc. following the last section of the response.

B. EXECUTIVE SUMMARY/TRANSMITTAL LETTER

Each technical proposal shall be covered by an executive summary/transmittal letter, prepared on the offeror’s business stationery, signed by an individual who is authorized to bind the firm to all statements, proposed services, and prices offered. The letter shall not exceed one 8.5 x 11 document. Do not include pricing information in the transmittal letter.

C. TECHNICAL PROPOSAL

Ensure that the proposal is page-numbered and prepared in a clear and concise manner that addresses each part of the RFP. Do not include price information in the technical proposal – all price related matters shall be included in the price proposal only.

The technical proposal should be well-organized, comprehensive yet concise, and should clearly address key elements of the firm’s expertise and interest outlined in the technical proposal contents (see Section IV.D. below).

D. TECHNICAL PROPOSAL CONTENTS

1. Executive Summary/Transmittal Letter. A brief synopsis that demonstrates offeror’s understanding of the University’s requirements, highlighting offeror’s proposed solution and a statement attesting to all terms and conditions or contract terms that Offeror is taking exception to. As a reminder, this letter shall not exceed one (1) 8.5 x 11 document.

2. Technical Proposal. Written documentation, visuals and other relevant materials that address the following key elements of the Offeror’s system, including:

a. The system’s current version and its planned End of Life and End of Support dates.

b. The upgrade path of the system’s hardware and software.

c. The proposed hardware specification, including those of the computers and projectors.

mailto:bids@towson.edu

d. Display realism of the software’s content, to include

i. Rendering of the night sky/stars

ii. Surface/terrain features

iii. Atmospheric features/phenomena

iv. Solar and stellar surfaces

v. Astrophysical phenomena such as ring systems, asteroids, nebulae, & galaxies.

vi. Astronomical datasets from surveys such as TESS, SDSS, DESI, Rubin/LSST.

e. The capability of the software to support content creation, including

i. Inclusion of new/updated datasets

ii. User-created 3D models

iii. Show creation and playback

iv. Addition of images, video, and text

f. External hardware control.

g. The ability to support third-party A/V display via the system’s projectors.

h. Evidence of expertise in core competencies outlined in the Scope of Work.

3. Company Experience and References

a. Company Profile. Complete the Company Profile form included with this RFP (Exhibit F), noting the website to be consulted for additional company information.

b. Complete the Firm Experience Form (Exhibit G), providing not less than three (3) comparable projects/contracts previously undertaken by the Offeror. Identify the similarities and differences between reference projects and the proposed project.

Note – The University reserves the right to make such investigations as it deems necessary to confirm the responsibility of Offeror.

c. Subcontractors. List each subcontractor proposed for the University’s contract, with a complete description of its role and involvement. Duplicate Company Profile (Exhibit F), form as necessary.

d. Financial Capacity. The University reserves the right to request Offeror to furnish the most recent annual financial statement or other financial report to confirm financial capacity and stability.

4. Key Personnel: Using Exhibit L, provide the name of one (1) key Offeror person proposed for the University’s project, if awarded, emphasizing specific experience on contracts similar in scope of this RFP.

NOTE: Offeror shall submit forms only for one person reasonably expected to be committed to the University for the duration of the project as identified in Section V.F.2.

Key Personnel will include, at a minimum, their name, role within the Offeror company, and experience.

5. Subcontractors. List each subcontractor proposed for the University’s contract, with a complete description of its role and involvement. Duplicate the "Company Profile" form as necessary for this response.

6. Offeror Experience on Similar or Relevant Projects. Complete the Firm Experience Form (Exhibit G), providing not less than two comparable projects previously undertaken by offeror. Identify the similarities and differences between projects recently completed and the proposed project. Documented success with higher education institutions (IHEs) is preferred. The University reserves the right to make such investigations, as it deems necessary to confirm the responsibility of offeror. In the absence of information clearly indicating that the Offeror is responsible, the Procurement Officer shall make a determination of non-responsibility.

7. Project Timeline. Offeror must include a one-page summary of the project timeline detailing the amount of time and steps required to complete the contract post contract execution, i.e., 1 month to finalize customer solution, 1 month to order supplies and equipment, 4 months to build and deliver the system. This request will be used by the University to project planetarium downtime, project schedules, payment timelines, etc.

8. Additional Documentation. Furnish any additional documents that may become part of the final agreement (e.g., Software License Agreements, General Terms & Conditions, etc.).

9. The University reserves the right to request offeror to furnish its most recent annual financial statements or other financial report to confirm financial capacity and stability.

E. BID/PROPOSAL AFFIDAVIT

Complete the Bid/Proposal Affidavit (Exhibit B) and enclose with the technical proposal.

F. CONTRACT AFFIDAVIT

The Contract Affidavit included in this solicitation as Exhibit C is a sample, for information purposes only. If a contract is awarded from this procurement, only the successful Offeror must complete the Contract Affidavit; do not enclose it with the technical proposal.

G. ADDENDA ACKNOWLEDGMENT FORM

Should one or more addenda be issued to this RFP, offerors shall acknowledge receipt of each on the Addenda Acknowledgment Form (Exhibit K). Identify each addendum by number and date, sign the form, and enclose it with the technical proposal.

H. CONFLICT OF INTEREST AFFIDAVIT AND DISCLOSURE

Complete the Conflict-of-Interest Affidavit and Disclosure (Exhibit R) and enclose with the technical proposal.

END OF SECTION IV

SECTION V. SCOPE OF WORK

1. Introduction The scope of the project is to replace the existing Spitz SciDome planetarium system with a new presenta-tion system. This includes computers, software, monitors, audio/visual control modules, and projectors.

Items such a new dome, seating, speakers, and cove lighting are not in this scope of work.

The successful Offeror will provide a complete system as a package that includes all required hardware, software, labor & installation costs, and required training. The proposed system must require minimal mod-ifications to the existing space. The proposed system must also integrate with or replace existing sound and lighting systems.

2. Hardware and Audio/Visual Requirements

2.1. Projectors and Image

The projection system shall consist of a minimum of two (2) but no more than four (4) projectors. Each projector shall meet or exceed the following minimum specifications

• 4K native resolution (4096×2160 or 4096×2400)

• 16,000:1 native contrast

• 3,000 lumens

• 10-bit Color depth

• Laser phosphor, RGB laser or LED as light sources

• Noise level less than 50dB

NOTE: Due to heat load considerations, two (2) projectors are preferred. Four (4) projector implementa-tions will be considered if the heat increase is deemed to be negligible.

The resulting image shall be at least 16 million native pixels, i.e., at least 4000 pixels on the meridian. The image shall present a full range of colors and gradients and appear free of banding and other artifacts.

Only the projectors’ native resolutions shall be used for this calculation. Effective resolutions using pixel-shift technologies (for example, JVC’s e-shiftX) may be quoted in the proposal but may not be used in the base calculation.

The Offeror will include the average pixels on meridian, the native resolution, and effective resolution if applicable. The Offeror will cite the source for these values or describe how they were calculated.

2.1.1. Mounting and Cabling

The Offeror shall deliver and install the following:

• The necessary mechanical support for the projectors, and

• The necessary cables and extenders to achieve signal transport from computers to the projec-tors; this link must be fully digital to avoid loss of image quality.

2.1.2. Image Compression and Warping

The system’s native 180° image must be compressed to the University’s 160° dome without any distor-tion (see About the Towson Planetarium for more information).

2.2. Audio

Upgrading or replacing the planetarium’s existing 4.1 stereo audio system is not considered part of the scope of work. However, the new planetarium system must be integrated with the existing audio system. If integration is not possible, the offeror shall propose costs and equipment to replace the existing audio sys-tem with a 5.1 surround or better audio system and corresponding components.

Information about the current audio system can be found in the About the Towson Planetarium section of this document.

2.3. Hardware

The delivered hardware shall include the following:

2.3.1. Computers

The computers (e.g., master and image generators) must be of sufficient capability to allow for mainte-nance and presentation software upgrades over a minimum of a 5-year period.

The proposal shall describe the specifications of the master and the image generator computers. The spec-ifications will include:

• Manufacturer

• Central Processor(s)

• RAM

• Hard Drive(s)

• Graphics/Video Card

2.3.2. Server Rack(s)

All computers shall be installed in one or more full-size server racks provided by the offeror. Ideally, there will be space in the rack(s) for additional computers running the legacy SciDome system, OpenSpace, and other applications. TU intends to have additional space in the server racks to add additional components within the offeror provided server racks (i.e. audio deck, laser system, etc.).

See the About the Towson Planetarium section of this document for a description of possible server rack locations within the planetarium.

2.3.3. Master Computer and Monitors

The master computer shall be equipped with a keyboard, mouse, and necessary monitors. Offerors may recommend a monitor setup that best supports their systems (i.e. single ultrawide vs multiple standard mon-itors) The ideal solution should allow the monitor brightness to be adjusted and set to a “night vision” mode via an external dimmer switch instead of finding the correct settings on the monitor or in the operating system. Offerors may recommend a monitor setup that best supports their systems (i.e. single ultrawide vs multiple standard monitors) and include any equipment changes in their proposal.

Note that the Master Computer should support the ability to switch screens / keyboard and mouse to any installed computers, as well as to any “external” computers, such as the legacy SciDome computers.

2.3.4. Image Generators

It is assumed there will be at least one (1) dedicated image generator per projector. A single image generator serving multiple projectors will only be considered if it is clear the proposed configuration has sufficient capability to always maintain a refresh rate of 60 fps or better on the dome.

2.3.5. Manual Controller Support

Manual control hardware such as sliders, jog wheels, and push button control is not considered a require-ment for this proposal. But the system shall support such devices should the University purchase them.

2.3.6. External Display via Laptop, iPad, Controller, etc.

The system must support audio/video display from an external source, such as a laptop or tablet.

The system must allow a choice of display formats on the dome at the operator’s discretion. Choices shall include a modal window over top of the planetarium system content, or in fulldome format.

2.3.7. Auto Calibration

The solution delivered shall include an auto calibration system. The auto calibration shall consist of the automatic adjustment of the following:

• image geometry,

• brightness uniformity in the bright images, as well as black level uniformity, and

• gamma and contrast correction of the projectors.

Note that the existing calibration camera, a Canon EOS Rebel with ethernet connection mounted on a stand, may be repurposed in lieu of the Offeror supplying one. Offeror will specify the equipment and/or technol-ogy used to auto-calibrate the system.

2.3.8. Cove Lighting

Replacing or upgrading the existing cove lighting is not in the scope of this project. However, the pro-posed system must, at a minimum, not interfere or prevent the existing cove lighting from being used as is.

The ideal system will allow the cove lighting to be controlled directly from the presentation system, which may include remote peripherals such as an iPad.

2.3.9. Hardware Manifest

Upon system acceptance, the vendor will provide a complete manifest of all items provided to Towson University because of this RFP, which includes the following information:

• Manufacturer

• Model

• Manufacturer SKU

• Serial Number

• Installation date

• Manufacturer Warranty activation date

• Manufacturer Warranty expiration date

All hardware must be of current generation with an anticipated End of Life (EOL) of at least three (life greater than 3) -years from the time of purchase. The intent is to ensure the systems have a long lifespan and will not be discontinued or outdated soon after the manufacturer’s warranty expires.

3. Planetarium Software/System Requirements

3.1. General Architecture

The planetarium software should be able to handle all common production and presentation tasks, includ-ing, but not necessarily limited to:

• Show creation (e.g., control panels)

• On-dome text generation and placement

• Sky simulation (e.g., views of the sky from any location on Earth)

• Space simulation (e.g., travel to and view from any location in the universe)

• Fulldome video playback

• Slide/Video overlay and placement

• Presentation creation and execution

• Domecasting / livestreaming

• Passthrough to external input

• Cove lighting control

The planetarium software should be able to perform all these functions in situ, as opposed to having to switch from the main planetarium software to separate applications for video, slides, etc. The offerors pro-posal will include the operating system and version used (i.e. Microsoft Windows, Linux, etc.). The Uni-versity requests the most current version of the operating system available.

The planetarium software shall be able to move from a wide view of the observable universe and zoom into subatomic particles from anywhere in the universe. The planetarium software shall include movement man-agement to switch from one reference to another at any time with no visual jump.

The planetarium software shall be able to visualize a massive 3D objects database and include a simulation of time management and allow diurnal, annual, and precession motion.

Non-presentation tasks such as video encoding, image calibration, language track generation, and subtitle generation do not have to be addressed by the main software. The University’s ideal system would enable video encoding from domemaster frames.

3.2. Simulation Realism

3.2.1. Terrain and Surface Features

The planetarium software must allow for the surfaces of planets, moons, and other solar system bodies to be accurately visualized, using a combination of datasets and procedural generation. Features that should be realistically depicted include

• hills, mountains, valleys, and canyons

• vegetation, grass, plains, and dessert

• urban / suburban environments

• surface water, ice, and snow

Ideally, the software will allow the operator to generate specific landscapes of their choosing.

Where applicable, the software must allow different data layers to be visualized on solar system bodies (e.g., false-color terrain maps of Venus, the Moon, etc.).

The ideal software will allow the operator to fly over the surfaces of solar system worlds and include 3D visualization of missions to solar system bodies. Such environments may include

• Apollo landing sites

• Landing sites on Mars (e.g., Viking, Perseverance, etc.)

• Notable geologic features (e.g., Olympus Mons, Iapetus crater, Tycho Crater)

3.2.2. Atmospheric Features

The planetarium software shall include realistic depictions of atmospheres on Earth and other worlds, de-picting phenomena such as Rayleigh and Mie scattering, clouds, and other effects.

Ideally, the planetarium software should allow the operator to generate specific cloud/skyscapes.

Likewise, the planet’s surface should also react to these atmospheric effects.

The ideal software will support dynamic atmospheric effects of storms on Jupiter, Saturn, Uranus, and Neptune, as well as different data layers to reveal cutaways of giant planets’ interiors.

3.2.3. On-Earth Simulation

Other effects planetarium software shall support includes, but is not limited to:

• Terrain data over the whole Earth at a resolution of up to 15m/pixel with data from LANDSAT 7 or/and LANDSAT 8 satellite images with homogeneous colors over the whole globe. Elevation data shall at least offer a resolution of 90-m at the equator, and this data shall be available offline.

• Texture and elevation procedural generation for Earth.

• Reflections of the Sun and Moon on the water are calculated in real time.

• Dynamic aurora seen continuously from Earth surface to outer space.

• Meteors with control of brightness, trail size, speed, and number per minute.

• Twinkling of the stars, based on the depth of atmosphere traversed by the light.

• The color of the stars, including the Sun, Moon, and other planets, shall be impacted by the depth of atmosphere crossed by the light (light absorption).

• The Belt of Venus in the atmosphere of the Earth at twilight.

• Light reflected by the Moon in the atmosphere of Earth, as well as the lighting of the ground of Earth and reflection on water according to its phase, and

• Animated procedural clouds can be enabled when the observer is on the ground. Like terrain and atmosphere, clouds will use advanced lighting routines to provide realistic effects including red sunset, magnitude-based star hiding, light scattering, moonlight, glory, fog bow.

3.2.3.1. Seasonal Variations

It should be possible to display seasonal changes on Earth (e.g., more snow/ice in the polar regions in winter, less in summer). This should either be demonstrated on the fly or by speeding up the time.

3.2.3.2. 3D Bolides The ideal software will allow the operator to create realistic bolides entering Earth’s atmosphere. Historical events such as the 2013 impact at Chelyabinsk and operator-created bolides should be supported.

The operator should be able to create a customized bolide directly from the GUI and visualize it in 3D.

Ideally, the…