Florida Department of Environmental Protection Marjory Stoneman Douglas Building 3900 Commonwealth Boulevard Tallahassee, Florida 32399-3000
Charlie Crist Governor Jeff Kottkamp Lt. Governor Michael W. Sole Secretary
September 15, 2009
Dear Prospective Contractor: The enclosed addendum has been issued for consideration in the preparation of your response to the Florida Department of Environmental Protection (DEP) Solicitation No. 2010002C, entitled "Request for Proposals (RFP) for Exhibit Design Services for the Alachua Savannah Visitor Center”, issued on September 1, 2009. All responses to the subject solicitation must be received no later than 2:30 P.M. (ET) on Wednesday, September 30, 2009. A response received after the exact time specified will not be considered. Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes (F.S.). Written notices, formal requests and proceedings must conform with the requirements set forth in Chapter 28-110, Florida Administrative Code (F.A.C.). Protests must be filed with the Procurement Section, Department of Environmental Protection, Carr Building, Room 235, 3800 Commonwealth Boulevard, MS#93, Tallahassee, Florida 32399 within the time prescribed in Section 120.57(3), Florida Statutes and Chapter 28-110, Florida Administrative Code. Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the DEP pursuant to Section 120.57(3), F.S. shall post with the DEP at the time of filing the formal written protest a bond payable to the DEP in an amount equal to 1 percent (1%) of the estimated contract amount as determined pursuant to Section 287.042(2)(c), Florida Statutes, which bond shall be conditioned upon the payment of all costs which may be adjudged against him in the administrative hearing in which the action is brought and in any subsequent appellate court proceeding. In lieu of a bond, the DEP may accept a cashier's check or money order in the amount of
“More Protection, Less Process” www.dep.state.fl.us
Prospective Contractor September 15, 2009 Page 2
the bond. FAILURE TO FILE THE PROPER BOND AT THE TIME OF FILING THE FORMAL PROTEST WILL RESULT IN A DENIAL OF THE PROTEST. Sincerely,
Ruth Heggen Ruth Heggen Procurement Administrator
RH/rh Enclosure
ADDENDUM NO. 1 FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION Procurement Section 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 September 15, 2009 Addendum To:
DEP Solicitation No. 2010002C, entitled "Request for Proposals (RFP) for Exhibit Design Services for the Alachua Savannah Visitor Center” ITEM #1
Attachment B, Section B.30, subsection B, the second paragraph is hereby deleted in its entirety and replaced with the following: Each respondent shall limit the Technical Response Package to no more than forty (40) pages (not including resumes; photos, maps diagrams, charts or other non-text material provided on paper greater than 8.5” X 11”; and Attachment D). The page limit for each section of the Technical Response Package shall be determined by the respondent. However, in no event shall the entire Technical Response Package (excluding the resumes; samples; Attachment D; and photos, maps diagrams, charts or other non-text material which are provided on paper greater than 8.5” X 11”) exceed the forty (40) page limitation. Any paper greater than 8.5” X 11” which includes text materials shall be included in the page count. ITEM #2 Attachment B, Section B.30, subsection B.3. is hereby revised to read as follows: 3.
Qualifications and Experience This section shall present the qualifications of the respondent or respondent’s team in the following areas: 9 9 9 9 9 9
Experience designing projects of similar size and scope, including projects carried through to actual exhibit installation; Experience in designing interactive, audiovisual programs, and other interpretive solutions that creatively use technology; Experience using a design approach that is environmentally conscious/sensitive; Experience in designing way-finding systems; Knowledge of this area of Florida’s natural resources; and, Knowledge of this area of Florida’s cultural history.
The respondent may also provide examples of interactive programs or exhibits. Examples shall be provided on DVDs and a copy included with each copy of the Technical Response Package.
DEP Solicitation No. 2010002C, Addendum No. 1, Page 1 of 2
ITEM #3 Attachment C, Scope of Services, the Phase II Deliverables section is hereby revised to include the following: NOTE: Drawing software programs other than CAD, which delivers drawing which can be converted to CAD files, may be utilized with prior approval from the DEP Contract Manager. ITEM #4 Questions, which were raised by prospective contractors, and the DEP’s answers, are herein provided for your consideration in responding to the above referenced solicitation (see Exhibit I).
END OF ADDENDUM NO. 1
Attachment to Addendum No. 1: Exhibit I - Questions and Answers (9/15/09) (9 pages)
DEP Solicitation No. 2010002C, Addendum No. 1, Page 2 of 2
EXHIBIT I FLORIDA DEPARTMENT OF ENVIRONMENTAL PROTECTION Procurement Section 3800 Commonwealth Boulevard, MS#93 Tallahassee, Florida 32399-3000 September 15, 2009 Questions and Answers for DEP Solicitation No. 2010002C Request for Proposals (RFP) for Exhibit Design Services for the Alachua Savannah Visitor Center
The following questions were raised by prospective contractors through e-mails received on the dates shown next to the company names. The answers are herein provided for your consideration in responding to the above referenced solicitation. Malone Design/Fabrication – September 8, 2009 Question:
Will the chosen company have an opportunity to work on the design and fabrication/installation, or will you select two companies for the project – one for design, the other for fabrication?
Answer:
A similar RFP process will be used to select a contractor for Phase III fabrication/installation. The contractor chosen for the completion of Phases I and II may submit a response to that solicitation.
Pandion Systems, Inc. – September 9, 2009 Question #1:
Will new interpretive opportunities be made available at the satellite locations? If so, should the design for the new visitor center take this into account to ensure that all interpretation at the site is designed with the same look and themes?
Answer #1:
The re-designed visitor center will establish the themes, symbology, and a graphic style that will be carried through to satellite locations. See Attachment C, Scope of Services, Project Goals section, Theme 1.
Question #2:
Does the state have a library and database of resources for the contractor to use during the content research phase?
Answer #2:
Yes. There is a resource room available (though not extensive or complete) and a database of photographs. See http://www.prairiefriends.org and http://dommartino.zenfolio.com/ .
Question #3:
What is the budget?
Answer #3:
The DEP has budgeted $160,000 for the completion of Phases I and II.
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 1 of 9
Question #4:
Who is on the proposal review team?
Answer #4:
The evaluators have not been selected yet.
Question #5:
Will you provide the names of teams submitting questions.
Answer #5:
Yes.
Experience Design – September 9, 2009 Question #1:
Are there any interpretive outlines available for the exhibits, besides what is written in the scope of work? Has any other conceptual work been done to date?
Answer #1:
No.
Question #2:
Are there any elements of the old exhibits that the team would like to see either re-used, repurposed, or merely updated?
Answer #2:
No, although content in some exhibits may relate to new exhibits.
Question #3:
Can you please explain the public meetings mentioned in the work plan? Would these be for public feedback? Would there be focus groups, or would they merely be a presentation of the design concepts to-date?
Answer #3:
Yes, public meetings will be held to present the project and concepts to date and provide an opportunity for public feedback. The meeting format (presentation style, Q&A, focus groups) will be determined by the selected contactor and the Visitor Center Committee, in conjunction with the DEP, as the project moves forward.
Question #4:
Fundraising is mentioned as part of Phase 1. What does this entail? Renderings of proposed exhibits, a brochure, etc.?
Answer #4:
This is to be considered a marketing package. Specifics included will be determined through collaboration with the Visitor Center Committee and the DEP. The selected contractor will be expected to provide print/press ready artwork.
Question #5:
Is the redesign of the Auditorium included in this scope, as well as a redesign of the front desk? Is this part of the 2500 sf? How many sf is the auditorium?
Answer #5:
Yes. The Auditorium space and the front desk are included in the redesign. The Auditorium is approximately 500 sf (30’ long by 20’ wide).
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 2 of 9
Question #6:
Would media production be part of the final phase of work – to run concurrently with fabrications?
Answer #6:
Yes. Production will be completed in Phase III (fabrication and installation). NOTE: Scripts and storyboarding will be completed in Phase II and the Final Design Plan must specify all audiovisual and computer-interactive exhibit elements to afford bidders for Phase III (fabrication and installation) a clear understanding of production and hardware requirements.
Question #7:
Can we propose a shorter timeline for this scope of work, or is it tied to grant funding?
Answer #7:
Yes, a shorter timeline can be proposed.
Question #8:
Who would be the main team members (and what are their roles) from the Visitor Center/State Park?
Answer #8:
MAIN TEAM: Florida Park Service Grant Specialist (Contract Manager), Park Manager, Park Biologist, Park Service Specialist. VISITOR CENTER COMMITTEE: Representative from each of the following: the Department of Transportation, Friends of Paynes Prairie, Florida Museum of Natural History, and Preserve Visitor Center Volunteer Staff.
Synergy Design Group – September 9, 2009 Question #1:
Is a dimensioned floor plan and electrical/mechanical plans available of the space/areas to be redesigned?
Answer #1:
Architectural drawings will be provided to the selected contractor.
Question #2:
Is there a preferred time for a site visit and would a guided tour be possible?
Answer #2:
Guided tours will not be available. The visitor center is open seven (7) days a week from 9 a.m. to 4 p.m. When touring the visitor center, questions regarding this solicitation cannot be asked of the staff. All questions must be submitted in writing as outlined in Attachment B, Section B.7 of the solicitation.
Question #3:
Will wayfinding plans be required for all trails/areas?
Answer #3:
No.
Question #4:
Will research and academic reviews be provided or are they a requirement of the vendor?
Answer #4:
All drafts – first, second and final – will be reviewed by the Contract Manager and selected members of the Visitor Center Committee.
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 3 of 9
Question #5:
What length of time will be necessary for client reviews?
Answer #5:
This is dependent on the timeline established by the selected contractor and the DEP Contract Manager.
Question #6:
Are any artifacts available for display and if so, what types do they represent (natural history, cultural history, metal, wood, textile, etc.)?
Answer #6:
Yes, natural and cultural.
Question #7:
What is the park’s annual visitorship?
Answer #7:
250,000.
Question #8:
Is there a target date for completion of Phase I and Phase II?
Answer #8:
As stated in the Scope of Services, Phase I is to be completed within five (5) months of contract execution. Phase II is to be completed within twelve (12) months of authorization to proceed with Phase II.
Pandion Systems, Inc. – September 10, 2009 Question:
Phase 1 of the RFP describes creating a budget and timeline presumable for Phase 3 (Phase 1, Conceptual Design, Clause #6). How accurate is the expectation for this budget and timeline? The designs at this point will be conceptual. Will the budget be conceptual too? Are there any significant budget constraints for Phase 3?
Answer:
Yes, the proposed Phase III timeline and budget submitted in Phase I will be conceptual. The budget and timeline for Phase III to be submitted in Phase II will be specific, NOT conceptual. The anticipated budget for fabrication is estimated to be between $600,000 and $800,000. This figure is based on the size of the visitor center – 2,500 sf.
Archaeological and Historical Conservancy, Inc. – September 10, 2009 Question #1:
What is the budget allocated for Phases I and II?
Answer #1:
The DEP has budgeted $160,000 for the completion of Phases I and II.
Question #2:
May a DVD or web link with an example of an interactive program be included in the proposal?
Answer #2:
DVDs which demonstrate examples of interactive programs or exhibits may be included with the Technical Response Package. (See Addendum No. 1, Item #2.)
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 4 of 9
Question #3:
Are the AV production and interactive computer programming and testing relegated to Phase III?
Answer #3:
Yes, production will be completed in Phase III (fabrication and installation). NOTE: Scripts and storyboarding will be completed in Phase II and the Final Design Plan must specify all audiovisual and computer-interactive exhibit elements to afford bidders for Phase III (fabrication and installation) a clear understanding of production and hardware requirements.
Question #4:
Is a dimensional or scaled floor plan of the Center available as an aid to formulating our proposal?
Answer #4:
Architectural drawings will be provided to the selected contractor.
Question #5:
Concerning wayfinding, could you explain a little more the extent of design element involved? For example, do you envision the contractor designing a series of exterior signs throughout the preserve, and if so, of what complexity, and how many? Does the scope include design of any visitors aids or guides other than signs?
Answer #5:
The re-designed visitor center will establish the themes, symbology and graphic-style to be carried through to satellite locations. See Attachment C, Scope of Services, Project Goals section, Theme 1. Recommendations for a wayfinding/symbol/graphics-style solution to be used in exhibits/maps/signage is required under the contract resulting from this solicitation. Final artwork for exterior signage associated with the visitor center is expected; however, final artwork for signage at satellite locations within the Preserve is not required.
The Design Minds, Inc. – September 10, 2009 Question #1:
Does the Park and/or State have a photo archive for us to select images from?
Answer #1:
Yes. For example see http://dommartino.zenfolio.com/ .
Question #2:
Is there an existing video and audio footage that can be used or is everything associated with the AV needs to be custom produced?
Answer #2:
No. Video and audio footage will need to be produced. The current AV program was produced in 1995 on tape and is not in digital format.
Question #3:
Are there existing as-built drawings?
Answer #3:
Architectural drawings will be provided to the selected contractor.
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 5 of 9
Question #4:
How many artifacts are available for inclusion in the exhibits? Is there a general list or breakdown to give a sense of the type of artifacts/objects?
Answer #4:
Paynes Prairie is fortunate to have a relationship with the Florida Museum of Natural History in Gainesville, Florida, in addition to the State of Florida Archives. These museum resources can provide access to artifacts that the selected contractor recommends for new exhibits.
Question #5:
Deliverables for Final Design (Phase II) reference CAD files. Our firm works in Vectorworks drawing software, which can be converted/imported into CAD files. Is this acceptable?
Answer #5:
Yes. (See Addendum No. 1, Item #3.)
Question #6:
When does the DEP intend for work to begin on the project? In our proposed schedule, what is a suggested start date from which we can outline the 5 months for Phase I? How long a time lag is expected between the conclusion of Phase I and the start of Phase II?
Answer #6:
Although the DEP hopes to have a contract in place before November 1st (December 1st if oral discussions are recommended prior to contract award), it is recommended that respondents use “contract execution” as the start date and build their timeline from there. The DEP seeks a minimal time lag between Phases I and II. As stated in Attachment C: “The selected contractor is not authorized to begin any Phase II services until written authorization to proceed is received from the Department. The Department shall review all Phase I deliverables to determine if they are satisfactory and have met Phase I goals and objectives prior to determining if issuance of authorization to proceed with Phase II will be provided.”
ADH Design Associates – September 10, 2009 Question #1:
Project dollar value was noted as $160,000. Could you please confirm what the amount includes?
Answer #1:
This includes Phase I and II only with deliverables as outlined in Attachment C. Phase III (fabrication and installation) is not included in this figure.
Question #2:
Attachment C, Scope of Services, Phase I – Conceptual Design Plan overall scope (page 2 of 9), please elaborate on line item #5, is this to be considered as a “marketing package”?
Answer #2:
Yes, this is to be considered a marketing package.
Question #3:
Attachment C, Scope of Services, Required Project Management for Phase I (page 3 of 9), please elaborate on bullet point #5. If materials will be used for fundraising and exhibit naming opportunity, please elaborate on degree or level of completed material and material content. Will the Visitor Center Committee provide guidance, review and approval process for material content during prior to start and to completion of materials?
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 6 of 9
Answer #3:
Materials need to be print/press-ready at minimum. Yes, this will be developed with guidance from the Visitor Center Committee and DEP.
MACTEC Engineering and Consulting, Inc. – September 10, 2009 Question #1:
What is the anticipated cost for this project – for construction in Phase 3 as well as cost for Phase 1 and 2?
Answer #1:
The DEP has budgeted $160,000 for the completion of Phases I and II. Phase III (fabrication and installation) is anticipated to cost between $600,000 and $800,000.
Question #2:
Are there monies already assigned for the scope of work defined in Phase 1 and 2?
Answer #2:
As stated in the Scope of Services, Federal Scenic Highway funding has been secured for Phases I and II of this project.
Question #3:
Are there examples of other visitor centers that the project managers have seen which provide a sense of what the Alachua Savannah Visitor Center is looking for?
Answer #3:
This topic will be discussed during initial meetings with the Visitor Center Committee. See the project themes and goals for a sense of what is being sought.
Question #4:
How much interpretive and media do the client desire for the exhibit area – based on the % of exhibit space?
Answer #4:
This will be determined during Phase I – Conceptual Phase.
Question #5:
What is the anticipated staffing and expectation for maintenance of the exhibits? Does the client desire hands-on changing exhibits or permanent exhibits that need little or no maintenance?
Answer #5:
The visitor center is staffed by state employees and volunteers. Like many nature centers, the staff juggles a long list of duties; therefore minimal maintenance if preferred. However, the Visitor Center Committee is interested in including some hands-on, changeable-temporary exhibits to encourage repeat visitation by the local community and travelers.
Question #6:
Does the client desire space to be LEED-certifiable or just use of green practices and materials?
Answer #6:
No, a LEED-certifiable renovation is not sought.
Question #7:
Does the client desire interior architecture to be modified to be more environmental and energy efficient?
Answer #7:
Recommendations of more environmental and energy efficient use of the interior space will be encouraged.
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 7 of 9
Question #8:
Will the client provide any resource material for exhibit content or should the contractor expect to seek out all necessary?
Answer #8:
Some resources are available. The DEP expects the selected contractor to engage in directed research where required and make selections of photographs, maps, illustrations. The selected contractor will work with the DEP to identity objects and images to be used and acquired, if necessary.
Hilferty & Associates, Inc. – September 10, 2009 Question #1:
What is the exhibit construction budget? Inclusive or exclusive of fees?
Answer #1:
The estimated budget for Phase III (fabrication and installation) is $600,000 to $800,000 inclusive of fees.
Question #2:
Will the selected contractor be responsible for all content development?
Answer #2:
Yes, in collaboration with the Visitor Center Committee and the DEP.
Question #3:
Are there any content development materials available to the selected contractor beyond the themes described in Attachment C?
Answer #3:
There are numerous resources specific to Paynes Prairie Preserve State Park and the old Florida Heritage Highway. There is a resource room available at Paynes Prairie (though not extensive or complete) and a database of photographs. Resource examples include: Books such as Paynes Prairie by Lars Anderson Websites such as http://www.prairiefriends.org and http://www.scenicus441.com /
Question #4:
Are there staff members or other human resources available to work with the selected contractor in developing the exhibit?
Answer #4:
The selected contractor will be working in collaboration with the DEP Contract Manager and the Visitor Center Committee for development/approval of the exhibits, however, the selected contractor will be responsible preparation of the deliverables outlined in Attachment C.
Content Design Collaborative – September 10, 2009 Question #1:
Is there a project budget established?
Answer #1:
The DEP has budgeted $160,000 for the completion of Phases I and II.
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 8 of 9
Question #2:
Please confirm that this is a design/development-only project and not a design/build contract.
Answer #2:
Confirmed. A similar RFP process will be used to select a contractor for Phase III (fabrication and installation).
RJ Studios – September 14, 2009 Question:
Are some of the attachments which prospective contractors need to compete as part of the proposal package available in Microsoft word forma (i.e. Attachments: A, D, F, I)?
Answer:
No. End of Questions and Answers (9/15/09) for DEP Solicitation No. 2010002C
DEP Solicitation No. 2010002C, Questions & Answers (9/15/09), Page 9 of 9
