US FWS R7 iovc concept plan

AM IOVC Concept Plan
RFP 140F0718R0007
07/30/2018
Question and Answers
1. What is the proper format for the proposal? In accordance with the combined synopsis/solicitation, ¿No formal format is required as this is a combined synopsis/request for proposal solicitation¿. You may use your own letterhead or whatever format you choose in order to present your proposal in a manner that presents your best chance to win the award based on best value to the government using FAR part 13 simplified acquisition procedures.
2. How is the proposal to be submitted? In accordance with the combined synopsis/solicitation, ¿It is preferable that quotes are emailed, however quotes may be mailed, e-mailed or faxed to the attention of: anthony_kuntz@fws.gov¿. This is amended to remove the fax option. I will not be able to accept a faxed proposal/quote.
3. Is there a budget or fee range for the project? The budget is not disclosed, however, I will disclose that it is under the simplified acquisition threshold and simplified acquisition procedures are being used in accordance with FAR part 13.
4. Please clarify the focus of the RFP and Master Interpretive Plan. The RFP mentioned the visitor center, the outdoor area around the center, a trail, and the Maritime Refuge. Will the Master Interpretive Plan include all these areas, or select areas? Please specify which areas (since the refuge is 4.9 mil acres) and the amount of focus (could assign a percentage.) The plan should be informed by the context of the visitor center in the broader refuge scale and scope, but this RFP and Interpretive Concept Plan will only address the visitor center, the outdoor area around the center, and trails around the center.
5. Is the Contractor selected precluded from submitting a bid on the eventual exhibit design and/or fabrication RFP to follow? Yes
6. Please confirm that only two trips anticipated during the course of the project. Only two trips are anticipated during the course of the project. Deliverable are identified in the scope of work as well as minimum length of time for each trip.
7. What is the schedule for this project? Proposed schedule Project Start Date: October 15, 2018 and Final Concept Plan Due: April 22, 2019. This date range and start and end dates may be negotiable but refuge staff will be unable to respond to drafts or participate in on-site visits during our peak season from late April through mid-August.
8. What is the evaluation criteria? In accordance with the simplified acquisition procedures found in FAR part 13, the evaluation criteria are based on best value to the government. This will be a firm fixed price contract and no break down in price is required.
9. What is the socio economic set aside for this RFP? This is set aside for small businesses only as determined by your registration at www.sam.gov.
10. Regarding the need to visit other area attractions: How many of these do we need to investigate or, how much time do you expect will need to be allotted for making these visits? Will the FWS provide points of contact with these attractions? During phase I, the contractor will tour the publicly accessible sites in the refuge administrative site at Islands and Ocean Visitor Center that could be good locations for interpretive opportunities to inventory opportunities that could be included within the interpretive network. Understanding the context within which the facility functions, and potential visitor experiences helps define what needs to happen within the Visitor Center. The Refuge will provide contacts for key spots to visit include the Pratt Museum, Center for and Alaskan Coastal Studies, Kachemak Bay Research Reserve, City of Homer Parks and Recreation, and Homer Chamber of Commerce.
11. The project is described as a ¿Visitor Center Refresh¿, possibly indicating that current exhibits at the VC will need to be evaluated and plans made to replace some, update others and possibly keep some as they are. Is this a goal of the project, or is the concept plan to describe all new elements for the Visitor Center, a complete renovation? The purpose of this plan is to evaluate current exhibits and facilities and to make recommendations for the future. We anticipate that these recommendations may be to keep some existing components and replace others but do not begin the process with hard and fast preconceived notions about which elements will stay and which need to be retrofitted.
12. Regarding Audience Analysis: Will we rely on information provided by the refuge staff as to existing and potential audience characteristics and interests, or do we need to do an independent audience analysis? What methods of data collection and what size of survey sample would be required? Refuge staff will provide existing data on audience.
13. Regarding task 6-2, "Prepare preliminary design concepts for Draft Master Interpretive Plan" : Does ¿preliminary design concepts¿ mean a preliminary design of physical elements, such as a schematic floor plan, elevations and sketches of the exhibit area, preliminary designs of exhibition elements, interactive devices, wayside signs, etc., or does this mean only a verbal specification for the location and interpretive purpose for each element? Prepare the preliminary design concepts for all orientation, way-finding and interpretive strategies. The concepts will include the location, media to be used, the interpretive objectives, the themes to be communicated, and a description of the content. This task will not entail a full floor plan with elevations but would provide verbal specifications for location and interpretive purpose as well as some tentative sketches of proposed exhibits or facilities.
14. Thinking of exhibit resources that the concept plan might inventory ¿ photographs, objects, graphics, maps and other things ¿ is the relevant material for your exhibits located on-site, or will there be a need to survey archival and other resources elsewhere? There will not be a need to survey archival or other resources elsewhere but the refuge is looking for recommendations for how to tell stories about refuge resources.
15. Under Description of process, Step 1 is information gathering prior to work session 1. Is there a deliverable associated with this step? Will existing materials be provided by the refuge in a timely manner for review? Upon award of the contract, the refuge will provide copies of any previous master plans, area-wide plans and similar materials
16. Under Step 3, the requirement 3-1 is to conduct follow-up telephone interviews as needed with staff, teachers in nearby schools, and tour guides. Will these individuals be identified by the client and initial contacts made for us to confirm willingness and availability? Yes
17. Will the client offer a stipend or incentive for these individuals' time? NO, this is a firm fixed price contract.
18. How many calls are envisioned? 15
19. Will the client be able to provide high-quality images of key resources for the final report? Yes
20. Do accurate architectural plans and/or digital renderings of buildings and site components exist from which we can develop floorplans and site plans for the interpretive plan? Yes ¿ plans from the 2003 finished construction of the building and exhibits will be available.
21. Please confirm that the proposal is to include only form SF-1449 (or the same info on company letterhead), and that the proposal should not include additional information such as relevant project experience, resumes of team members, company information, etc. You may include a proposal with as much detail as you wish. According to the solicitation instructions, no formal format is required as this is a combined synopsis/request for proposal.
22. Will preference be given to firms that have worked with USFWS? This is not an evaluated factor.
23. Will preference be given to firms that have worked on projects in Alaska? This is not an evaluated factor.
24. Phase I includes interviews with the Visitor Center¿s Interpretive Team. Will there need to be interviews or focus groups with other stakeholders, such as community members, local educators/teachers, civic leaders, etc? Yes -The refuge will select a group of stakeholders to provide input. The refuge will provide the final say in any review or final feedback to the contractor and can solicit the input from stakeholders.
25. The period of performance is noted as 10.15.18 to 04.22.19. Is the end date based on any important event (anniversary, board meeting, community meeting, procurement requirement, etc.), or is there any flexibility in that date? Proposed schedule Project Start Date: October 15, 2018 and Final Concept Plan Due: April 22, 2019. This date range and start and end dates may be negotiable but refuge staff will be unable to respond to drafts or participate in on-site visits during our peak season from late April through mid-August.
26. Will there be on-site interviews as part of the selection process? We will host real-time interviews that may be VTC or phone.
27. Are expenses (travel, lodging, etc.) reimbursable or should expenses be included in the price? Do expenses need to be separately accounted for? Included in the price as this will be a firm fixed price award.
28. Will the consultant team be able to rely upon on-site staff for pertinent information regarding natural and cultural resource protection and management? Yes
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U.S. Fish and Wildlife Service, Anchorage, AK has a requirement for a commercial item or service. This combined synopsis/solicitation is prepared in accordance with the format in FAR Subpart 12.6 (as supplemented with additional information included in this notice). This posting will be referred to under Request for Quotation (RFQ) Number 140F0718R0007. This announcement constitutes the only solicitation. A written solicitation will be issued and attached to this posting for reference only. This RFQ falls under procedures in FAR Parts 12 and 13. This document incorporates provisions and clauses updated by way of the Federal Acquisition Circular (FAC) #05-99, effective Jun 15, 2018. This requirement is set aside for small businesses. The North American Industrial Classification System (NAICS) number is 541430, Support- Professional: Program Evaluation/Review/Design and the business size standard is $7.5M. This announcement constitutes the Government's only official notice of this procurement. The Government does not intend to pay for any information provided under this synopsis.
The U.S. Fish and Wildlife Service is requesting proposals to assist in developing a Visitor Center Concept Plan in accordance with the following Performance Work Statement. The basis of award is Best Value to the government. All questions must be asked no later than July 25, 2018. Questions received after that date may not get answered.
STATEMENT OF WORK
Alaska Maritime Wildlife Refuge
Visitor Center Refresh Concept Plan
Homer, AK
Background
The US Fish and Wildlife Service has an existing visitor center in Homer, Alaska that is called the Alaska Islands and Ocean Visitor Center. Homer is approximately 222 road miles south of Anchorage on the Kenai Peninsula. The current center has been in operation since 2004 and serves the visiting public year round. In 2017, 60,000 visitors came to the Refuge Visitor Center. Some of the current visitor center exhibits are outdated and a concept plan should be developed to guide any future changes to create a quality visitor experience.
For the visitor center concept plan, needs have been identified and a draft list of topics and themes to be interpreted at the center have been developed.
Scope of Work
The Contractor shall provide the necessary personnel, supplies, equipment, and services to conduct an interpretive planning process with the Interpretive Team and produce a Master Interpretive Plan. The Interpretive Planning Team consists of approximately four interpretive resource specialists and other resource staff from the National Wildlife Refuge System and partners. The Plan will document the planning process and the decisions made by the Interpretive Planning Team, graphically document how this might look, and direct the team¿s future interpretive research and writing efforts which will later be given to any contractors for specific design work and eventual fabrication or production. See attached Description of Process with Sequence of Tasks.
The Center is approximately 30,828 square feet in size with 4,730 square feet of exhibit space, 2,150 square foot theater. A .3 mile interpretive trail starts at the visitor center. Some of the possible interpretive components include exhibits, videos, staff-led presentations, self-guided interpretive trails, on-site wayside exhibits, and outdoor informational kiosks.
Specific Requirements and Tasks
The contract will be organized in four phases as follows:
Phase I:
A. Site Visit: Contractor will travel to Homer, Alaska to meet with the Interpretive Planning Team at the Alaska Maritime National Wildlife Refuges for a minimum of three days to:
1. Conduct a workshop on the interpretive process and planning effort that is involved in a visitor center.
2. Interview the Interpretive Team to gather information to analyze and synthesize into an audience analysis, to compile a list of interpretive resources and to prepare a description of the constraints for the project.
3. Facilitate a meeting to develop a list of prioritized interpretive themes, goals and objectives for the Center.
4. Tour the publicly accessible sites in the refuge that could be good locations for interpretive opportunities to inventory opportunities that could be included within the interpretive network. Understanding the context within which the facility functions, the potential stories that can be communicated based on features and landscapes, and potential visitor experiences on the refuge helps define what needs to happen within the Visitor Center. Potential key spots to visit include the Pratt Museum, Center for and Alaskan Coastal Studies various facilities.
B. Contractor will analyze, synthesize, and evaluate the information gathered and develop a Draft Background Information section of the Interpretive Site Plan consisting of:
1) Management goals, interpretive goals and objectives of the program
2) Audience analysis (no more than 5% of the total project).
3) Resource inventory: of potential interpretive opportunities.
4) Constraints: of the program such as staffing, location, natural conditions, local infrastructure, and other considerations.
C. Contractor will document the prioritized themes, goals and objectives for the Center.
Phase I Review: The Interpretive Team will review the Draft Background Information and prioritized list of themes and provide written comments to the Contractor.
Phase II:
A. Contractor will develop a First Draft Interpretive Prescription for the site consisting of each of the interpretive topics and themes and the following:
1) A description of the desired visitor experiences in the refuge. (This is a description of how you want people to experience the refuge. The desired visitor experiences are a key to figuring out the information network necessary to support that array of experiences.)
2). A description/outline of the information network (orientation, wayfinding and interpretation) necessary to support those experiences.
3) Points to cover to get the theme across (sub-themes).
4) Suggested interpretive media and a conceptual summary description of the exhibit, film, etc.
3) Interpretive resources available (identified by the Interpretive Team).
4) Objectives for the exhibit, film, trail, etc.
B. Contractor will visit Homer, Alaska and spend two days with the Interpretive Team.
1) Day 1 will be spent discussing the First Draft Interpretive Prescription with the Interpretive Team at the visitor center.
2) Day 2 will be spent brainstorming conceptual designs for exhibits and other media.
Phase III:
A. The Contractor will prepare and submit the following sections of the Draft Master Interpretive Plan:
1) Draft Executive Summary
2) Draft Introduction
3) Second Draft Interpretive Prescription incorporating comments from the Interpretive Team and the new information learned from the site visit. The Draft shall also include the following:
a) Conceptual design drawings for exhibits (thumbnail sketches.)
b) Estimates of costs to implement the plan, including design and fabrication costs.
c) Description of evaluation techniques for each interpretive component.
4) Draft Appendices (Methodology and Bibliography)
Phase III Review: The Interpretive Team will review the above and provide written comments to the Contractor.
Phase IV:
A. The Contractor will prepare the Final Interpretive Site Plan.
B. The Interpretive Team will perform a technical review of the final plan to make sure that all changes to drafts have been incorporated into the final product. If needed, the Contractor will make these changes and re-submit the Final Plan.
Deliverables
Interpretive Site Plan (5 Adobe digital copies on hard drive, 3 bound copies, and one unbound copy that will serve as a copy master). All will include the following format:
I. Title Page: Title of the Project, Contractor¿s name and company, date.
II. Executive summary
III. Introduction
IV. The Plan
A. Background Information
B. Interpretive Prescription
V. Appendices:
A. Methodology: a description of planning process and the methods used in obtaining goals, target audiences, resource inventory, and constraints.
B. Bibliography
Description of Process with Sequence of Tasks
The following is a detailed step-by-step description of the process we will use to complete the project as specified in the work scope taking the suggested changes into account.
Step 1: Information Gathering and Review Prior to Work Session 1
Given the number of tasks to accomplish at the first work session it will be important to conduct as much background research as possible, such as reviewing any previous master plans, area-wide plans and similar materials. This step includes the following tasks:
1-1: Obtain and review any existing information related to this project. This includes, but is not limited to, context, existing plans and site reviews (interpretive, management, etc.) for the refuge, current visitation information, program and any other information with bearing on the interpretive plan.
1-2: Obtain, review and summarize relevant information on existing interpretive opportunities near the visitor center in Homer and along the Sterling Highway to gain a thorough understanding of the context in which the interpretive network within the refuge, of which the Visitor Center is a key component, must function.
Step 2: Kick-off Meeting and Site Visit
Specific tasks include the following.
2-1: Visit all parts of the refuge accessible to the public that could be used in the overall interpretive program to accomplish the following:
¿ Identify/discuss existing and potential facilities/infrastructure that are or could be a part of the visitor experience;
¿ Inventory existing interpretive opportunities;
¿ Inventory the features and discuss potential stories;
¿ Inventory site-specific parameters. This typically includes existing access, locations of rare and endangered or sensitive plants and wildlife, areas of visitor concentration, areas subject to vandalism, safety issues, and other factors that can inform the planning process;
2-2: Facilitate a meeting with the planning team to achieve the following:
¿ Gather and discuss any additional background information associated with goals and measurable objectives, target audiences, existing and potential interpretive opportunities, and management issues including those related to resources;
¿ Review current and projected visitation and programs and discuss visitation trends;
¿ Collect additional information on desired outcomes (objectives);
¿ Collect suggestions for themes;
¿ Identify gaps in the information base and possible sources of additional information.
2-3: Interview field staff to gather additional information on audiences, site parameters and resources. Information of use includes common visitor questions and complaints; maintenance issues due to vandalism, weather or other environmental circumstances; management issues related to visitor behavior; opinions regarding current and potential interpretive opportunities that work well and those that don¿t work; and issues with way-finding and orientation.
2-4: Visit potential complementary experiences in the immediate area outside the refuge, such as the Homer Chamber of Commerce, Pratt Museum, and Center for Alaskan Coastal Studies, that are potentially a part of the visitor experience. Specific sites that should be visited will be identified during the planning process.
Step 3: Develop Draft Background Report and Preliminary Themes
Interpretation is driven by goals and measurable objectives and the themes to be communicated, and tailored to appeal to target audiences within the parameters (context and constraints) of the setting. Therefore, it is important to establish the accuracy and completeness of the background information and gain approval of themes and goals before proceeding to other tasks. Consequently, this submittal contains the following:
This submittal includes the following for each unit in the contract:
¿ Draft goal hierarchy (management goals, interpretive goals and objectives);
¿ Brief profiles of current and potential audiences;
¿ Inventory of resources and associated interpretive opportunities in the refuge, with emphasis on those at the site;
¿ Parameters (constraints), including management needs and issues in relation to interpretation, budget, staffing, context (location), weather, local infrastructure, safety issues, sensitive resources, and other factors that will affect the implementation and functioning of the interpretive network.
¿ Preliminary themes with a suggested priority.
Specific tasks include the following:
3-1: Conduct follow-up telephone interviews as needed with staff, teachers in nearby schools who currently take field trips to the Center (if any) and tour guides who are currently taking tour groups to the existing Visitor Center.
3-2: Compile all input on goals gathered at Work Session 1 and based on that input and management goals, develop preliminary interpretive goals and measurable objectives (Goal Hierarchy).
3-3: Prepare the draft profiles of existing and potential target audiences, noting key interests and characteristics that have a bearing on identifying and designing effective interpretive opportunities in the Center and around the refuge.
3-4: Prepare a listing of the key parameters that will have impact on developing and maintaining the information network (orientation, way-finding, interpretation). The parameters will include, but are not limited to:
¿ Operation and maintenance issues and needs;
¿ Natural and cultural resource management needs and issues;
¿ Budget for implementation and for operation and maintenance (to the extent possible);
¿ Incidence of vandalism;
¿ Issues with resource protection;
¿ Weather;
¿ Safety issues;
¿ Staff availability;
¿ Location of and access to existing and potential interpretive opportunities;
¿ Potentially competing opportunities;
¿ Existing infrastructure.
3-5: Prepare an inventory of potential stories based on the landscapes and features in the refuge.
3-6: Compile all input on themes gathered at Work Session 1 and, based on that input and the inventory of potential stories, identify the preliminary set of themes and prioritize.
3-7: Prepare and submit the draft Background Report, including the draft goal hierarchy and the Preliminary Themes.
Step 4: Prepare First Draft Interpretive Prescription
Completing this step involves the following tasks:
4-1: Review written comments and clarify as necessary via telephone or Skype.
4-2: Modify the Background Information, Goal Hierarchy and Preliminary Themes based on feedback.
4-3: Submit revised themes to Interpretive Planning Team for review (this may not be necessary, but in case significant additions, deletions or changes are requested the revised themes should be reviewed for approval prior to developing sub-themes and identifying supporting stories).
4-4: Review and discuss feedback on revised themes as necessary.
4-5: Based on feedback prepare the complete draft theme hierarchy (themes, sub-themes and supporting information / storylines.) (This includes the points to cover to communicate the themes.)
4-6: Based on information gathered during the site visit and in follow-up work, develop a description of the qualities of every visitor experience based on the goals and objectives and the themes to be communicated. These help inform the design of exhibits, and the development of associated interpretive opportunities.
4-7: Prepare a narrative of the desired visitor experiences, beginning with their trip to the Visitor Center and ending with their search for more information when they return home. Outline strategy, the information to be delivered, and the media being considered for delivering the information.
4-8: Prepare the First Draft Media Prescription and submit.
Step 5: Work Session (on-site)
The key purpose of this work session is to review and discuss the First Draft Media Prescription. It involves completion of the following tasks:
5-1: Prepare work session presentation and materials.
5-2: Meet with Interpretive Planning team on-site to gather feedback on the First Draft Media Prescription.
5-3: Field check the proposed network of information (orientation, way-finding and interpretation) in the company of the planning team. This will only include sites where we anticipate locating interpretive opportunities.
5-4: Based on the concept, discuss the spaces and types of opportunities desired within the facility from an interpretive perspective and discuss the sequence of experiences within the facility.
Step 6: Prepare Draft Master Interpretive Plan
This step focuses on developing the complete design concepts for all interpretive media and services, including sketches and maps as necessary. Specific steps include the following:
6-1: Based on feedback from the work session, modify the information as necessary, including any changes to the theme hierarchy and concepts for the orientation, wayfinding and interpretive strategies.
6-2: Prepare the preliminary design concepts for all orientation, way-finding and interpretive strategies. The concepts will include the location, media to be used, the interpretive objectives, the themes to be communicated, and a description of the content.
6-3: Prepare a bubble diagram showing a potential flow of a visitor experience within the new Center.
6-4: Based on budget, staffing, critical needs and other factors on which the plan is based, develop a preliminary implementation schedule noting priority of components.
6-6: Prepare and submit draft Master Interpretive Plan, including Executive Summary, Introduction and draft Appendices (Methodology and Bibliography).
Step 7: Prepare final Master Interpretive Plan
Specific tasks include:
7-1: Review written feedback and clarify over the telephone or via Skype as necessary.
7-2: Incorporate all comments into the document.
7-3: Prepare final Master Interpretive Plan, including cover, and submit.
The process of revision and submittal will continue until the Planning Team is satisfied that all comments have been incorporated.
Organization to be supported:
U.S. Fish and Wildlife Service, Region 7
Alaska Maritime Wildlife Refuge
Homer, AK 99603
Please submit your quote on the attached SF-1449 or company letterhead with all pertinent point of contact information including SAM, Cage Code, DUNS No., and business size/type. In addition, your proposal should provide unit price and total price. No formal format is required as this is a combined synopsis/request for proposal solicitation. Offers must be received by 5:00 pm Eastern Time, 08/17/2018, at the U.S. Fish and Wildlife Service, 1011 E. Tudor Rd M/S171, Anchorage, AK. Offers received after this date and time will be considered non responsive in accordance with 52.212-1(f) and will not be evaluated. It is preferable that quotes are emailed, however quotes may be mailed, e-mailed or faxed to the attention of: anthony_kuntz@fws.gov.
Offerors must comply with all instructions contained in the Internet Payment Platform (IPP) DOI Electronic Invoicing instructions, and all clauses in the attached solicitation documentation.
The full text of any solicitation provision or clause referenced herein may be accessed electronically at http://farsite.hill.af.mil/.
In order to have a quote considered, all offerors must be registered in the System for Award Management (SAM) website (https://www.sam.gov) as an active vendor by the closing date of this solicitation. SAM is the database that has replaced the Central Contractor Registration (CCR) website (www.ccr.gov) and the On-line Representations and Certifications Application (ORCA) website (https://orca.bpn.gov). Quotes received from firms not registered in SAM by the closing date of the solicitation will not be considered.
Additional document information and attachments can be accessed at the FedConnect link under the (Additional Info) heading. Click (Public Opportunities) and search by using the reference number 140F0718R0007 to find any documents related to this requirement.
All questions regarding the subject synopsis/solicitation shall be directed to the attention of Tony Kuntz via email: anthony_kuntz@fws.gov or telephone: (907) 786-3436.
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