MISSISISSIPPI STATE UNIVERSITY Request for Proposals (RFP) Fabrication of Grant Museum Exhibits

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1 ISSUE DATE: May 26, 2016 MISSISISSIPPI STATE UNIVERSITY Request for Proposals (RFP) Fabrication of Grant Museum Exhibits ISSUING AGENCY: Office of Procurement and Contracts Mississippi State University 610 McArthur Hall 245 Barr Avenue P.O. Box 5307 Mississippi State, MS Sealed Proposals subject to the conditions made a part hereof will be received July 6, 2016, at 2:00 PM in the Office of Procurement and Contracts, same address above, for furnishing services described herein. IMPORTANT NOTE: Indicate firm name, and RFP number on the front of each sealed proposal envelope or package. Direct all inquiries concerning this RFP to: Don Buffum Office of Procurement and Contracts Same address above dbuffum@procurement.msstate.edu Questions concerning the specifications in this Request for Proposals must be submitted in writing and will be accepted until the date and time shown in Section 8. A summary of all questions and answers will be posted at as an addendum located under RFP It is the offeror's responsibility to assure that all addenda have been reviewed and if need be, signed and returned. 1) Intent: a) Mississippi State University (MSU), is requesting proposals from experienced and qualified organizations to provide Exhibit Fabrication and installation for the Grant Museum located in the Mitchell Memorial Library on its Starkville, MS campus. 2) Background: a) Mississippi State University (MSU) is a comprehensive land grant university of 20,000+ students and approximately 6,000 faculty and staff. The main campus is located adjacent to the community of Starkville in northeast Mississippi, with a remote campus located in Meridian. Additionally, the university operates several remote agricultural experiment stations and has a county Extension office located in each of the eighty-two Mississippi counties. 1

2 b) Additional information about MSU can be located at 3) Scope of Project: a) The purpose of this RFP is to solicit proposals from appropriately qualified firms to provide fabrication and installation of exhibits for the Grant Museum. b) MSU intends to award one (1) contract for all products and services described herein. 4) Requirements a) The following requirements are absolute minimums that a vendor must meet. If these requirements are not met, the proposal will be removed from consideration. The vendor must provide a detailed description of how each of these requirements will be met by the proposed firm. For items marked significant the process set forth in section 4(a)(i), below, shall be followed. For items not marked significant the process set forth in section 4(a)(ii) may be followed. All fabrication must be in compliance with the plans and drawings developed by the designer. The plans and drawings document is very large. The MSU fabrication package is at i) Product Selection (1) It is required that the firms submitting proposals have extensive background and experience in fabrication and installation of professional quality exhibits; therefore, it is expected that the firms would have extensive knowledge of the appropriate products to use in this process. Based on these assumptions, when there are specifications that include only one or two products and this RFP includes language or approved equal, firms are urged to submit products that they believe to be equal to or better than those listed. (2) Product Approval process (3) Potential providers are urged to submit a request for approval of a specific product, not later than June 16, 2016(14 days after second advertisement, giving time to review specs). (4) The request should include a listing showing the page and section number of the specifications, the specified product name, the proposed equivalent product brand, make, model, and shall submit product literature substantiating the equality of the product. (5) The design team will review the information and, if needed, may request a sample. Samples will be shipped with the cost absorbed by the potential provider. Samples must be delivered within 7 days after the request. (6) The design team will have full authority to accept or reject the proposed products, however, if rejecting, they shall provide an explanation of the area or areas where the proposed "equal" is not considered acceptable. (7) MSU will issue an addendum by June 28, 2016, listing all additionally approved products. 2

3 (8) Only approved products may be included in the proposal and only approved products may be used in completion of the project. (9) If any potential provider feels this process is unfair or not in the best interest of the State, in any way, they should submit a letter to MSU not later than (7 days after the second advertisement, again, giving time to review and bring issues to our attention). The letter must explain in detail why this process does not promote an open, fair, competitive process. ii) Additional Process. It is required that the firms submitting proposals have extensive background and experience in fabrication and installation of professional quality exhibits; therefore, it is expected that the firms would have extensive knowledge of the appropriate products to use in this process. There are additional items specified which are not considered to be as significant, for which the following process may be used (1) Within thirty (30) days after the Contract has been signed, the Contractor will submit to the Professional five (5) copies of a complete list of all products proposed for installation. Tabulate the list by Specification sections. (2) For products specified under reference standards, include with listing of each product: (a) Name and address of Manufacturer. (b) Trade name. (c) Model, or catalog designation. (d) Manufacturer's data. (e) Performance and test data. (f) Reference standards. (3) CONTRACTOR'S OPTIONS (a) For products specified only by reference standards or technical performance requirements, select any product meeting product standards by any Manufacturer. (b) For products specified by naming a minimum of three (3) products or Manufacturers, select any product and Manufacturer named. Equivalent products will always be accepted if equal in all consequential respects. (c) For product specified by naming one (1) or more products and/or Manufacturers, but indicating the option of selecting equivalent products by stating "or equal" after specified product and/or Manufacturer, select any product meeting specified reference standards or technical performance requirements as represented by the named products and/or Manufacturers. (d) For products specified by naming only one (1) product and/or Manufacturer as a basis of design, an equivalent product will always be accepted if it is equal in all consequential respects. (e) For products specified by naming only one (1) product and Manufacturer and stating no substitutions will be accepted, there is no option and no substitutions will be allowed. This option must have written approval by the Owner before bidding. 3

4 (4) SUBSTITUTIONS (a) A product or construction method that varies from a product or construction method specified in one or more consequential characteristics, reference standards, or technical performance requirements shall be considered a substitution. (b) Professional will not consider requests for substitutions during bidding. (c) Within thirty (30) days after the Contact has been signed, the Professional will consider formal requests from the Contractor for substitution of products in place of those specified. Submit five (5) copies of the request for substitutions. Include in the request: (d) Narrative summarizing characteristics, reference standards, or technical performance requirements that product varies from and how the proposed product or construction method will meet or exceed project requirements (e) For products: (i) Product identification including Manufacturer s name and address. (ii) Manufacturer s literature: Product description, performance and test data and reference standards. (iii)samples. (iv) Name and address of similar projects on which product was used and date of installation. (f) For fabrication methods: (i) Detailed description of proposed method. (ii) Drawings illustrating methods. (iii)agreement to pay for any additional professional costs if acceptance of substitution will require substantial revision of Contract Documents (iv) Data relating to any delays to the construction schedule if any will result from proposed substitution. (v) Accurate cost data on proposed substitution if any cost savings are being offered for proposed substitution. (g) In making request for substitution, Contractor represents: (i) Proposed product, or method, has been investigated and determined that it is equal or superior in all respects to that specified. (ii) The same or better guarantee and/or warranty will be provided for substitutions for product or method specified. (iii)installation of accepted substitutions will be coordinated into the Work, making such changes required of work to be complete in all respects at no additional cost to the Owner. (iv) All claims for additional costs related to substitution, including any delays to the construction schedule, which consequently become apparent will be waived. (v) Unless specifically identified in substitution submittal and such delay is specifically agreed to by Change Order to the Contract, substitution will not cause any delay to the construction schedule. (vi) Proposed product, or method, will not result in any additional costs to the Owner. 4

5 5) (h) Substitutions will not be considered if: (i) Indicated, or implied, on shop drawings or product data submittals without formal request submitted in accordance with this Section. (ii) Acceptance will require substantial revision of Contract Documents unless compensation for such additional professional costs are paid by Contractor at no additional cost to the Owner. (iii)in the Professional s judgment, the product, or material, is not equal. i) MSU Standard Contract. The awarded fabricator will be expected to enter into a contract which is in substantial compliance with MSU s sample contract for service (see: Proposal should include any desired changes to the sample contract. Significant changes to the standard contract may be cause for rejection of a proposal. ii) Certificate of Responsibility (1) The Mississippi State Board of Contractors is responsible for issuing Certificates of Responsibility to Contractors. It is the determination of the Board of Contractors that a portion of the on-site installation of the Exhibit work requires a Certificate of Responsibility. The Fabricators Certificate of Responsibility number shall be shown on the outside of the envelope or box containing the proposal. iii) Bonding (1) A Performance Bond shall be required payable to, in favor of or for the protection of such public body, as owner, for the work to be done in an amount not less than the amount of the contract and conditioned for the full and faithful performance of the contract. The Performance Bond will be required prior to signing of the final contract. (2) A Payment Bond payable to such public body but conditioned for the prompt payment of all persons supplying labor or material used in the prosecution of the work under said contract, for the use if each such person, in an amount not less than the amount of the contract. The Payment Bond will be required prior to signing of the final contract. (3) Proposals shall include a statement from the Fabricator indicating the ability and willingness to provide the Performance Bond and Payment Bond. iv) Mandatory Submittal Requirements and Qualifications (1) The following items must be included within the Proposal in order to be considered. Interested firms must be able to demonstrate past experience and current ability to complete complex, large-scale museum exhibit projects, which shall be demonstrated by achieving the minimum qualifications described in this section. Firms that do not meet these qualifications will not be considered responsible. 5

6 (a) Proposals shall include the following sections, and should be organized as outlined below. Information for all subcontractor firms shall be included toward fulfilling the requirements of this and subsequent sections. Proposals shall be provided in both hard copy formats in binders and as PDF. Include a Table of Contents and five tabbed sections titled Firm Profile, Experience, Key Personnel, Work Plan and Schedule, and Cost in each binder. Completed Cost Proposal Form should be the only item in the Cost tab. (b) Firm Profile (i) Company name, address, telephone number, fax number, and company . (ii) Legal form of organization, state where organized, and date of organization. (iii)how many years has the company been involved in fabricating museum exhibits? (iv) Identify capacity of facility and staff resources and capabilities proposed to be available to this project. Indicate size of fabrication/work areas as well as of storage/warehouse areas for holding of materials and works-inprogress. Clarify what portions of such spaces, if any, will be restricted to this project. Identify total staff by role and percentage of such staff that will be primarily dedicated to this project. Identify any specialized equipment that enhances the firm s capabilities to perform the work of this project. Provide breakdown of type of work performed by firm over the last five (5) years by type including museum exhibits, entertainment, commercial, and other. (v) Major contracts on hand/existing workflow: please provide a schedule showing gross amount of each contract and the appropriate anticipated dates of completion. (vi) Indicate total dollar value of contracts per year for the last five (5) years. Of this amount per year, identify percentage done in-house at firm s facilities (vii) Provide the names and credentials (items i-vi above) of all subcontractors proposed for the work of this project, with specific emphasis on the scenic fabricator and artifact mount maker, if not handled in-house. Provide a statement of the percentage of the work proposed to be performed in-house. Subcontractors must have worked with primary contractor on at least one (1) project of at least 3,000 sf and/or with a production budget of at least $1 million. Furnish references and contact phone numbers. Provide a statement of the percentage of the work to be performed in-house and how much is to be subcontracted. (c) Experience (i) A brief statement outlining the firm s and proposed sub-contractor s demonstrated successful experience in fabrication and installation of the exhibits described in this RFP and the accompanying bid materials. To be considered responsive, interested firms must be able to demonstrate past 6

7 and current ability to complete complex, large-scale museum exhibit projects. Please include information for five (5) projects within the last ten (10) years that demonstrate the Responder s ability to undertake and successfully complete exhibition fabrication and installation projects of a similar size, scope, and complexity to the MSU project. At least three (3) of the selected projects should be exhibits of at least 4,000 square feet and/or of a production value of $2 million each. The selected examples should feature engaging and effective museum-quality exhibitry. The ability to successfully manage a complex, multi-disciplinary exhibition is paramount. Selected projects must include casework, mechanical and audiovisual interactives, audiovisual media -designing and integration, artifact mount making, scenic elements, and graphics in a history or cultural museum setting. Experience must demonstrate strong understanding of designing and building custom museum quality cases and artifact mounts. The projects should demonstrate that the firm has integrated AV equipment and worked with independent media producers, who are responsible for loading software onto this equipment. Information for each project should include: 1. Project Name 2. Project Owner s contact information and/or letter of reference Scope of Work. This should include narrative description, square footage of exhibit area, as well as total budget along with breakdown of percentage of responsibility of Responder and Responder s proposed Sub-Contractor. 3. If fabrication and/or installation overlapped with building construction, describe working relationship with architect/engineers and/or general contractor 4. Designer of the Project 5. Square Footage of the Project 6. Original Budget 7. Final Cost; if different, please explain reason for difference 8. Bonding Requirement and Amount 9. Date Production Started 10. Date the Project was Scheduled to Open 11. Actual Opening Date 12. Final Completion Date (ii) For each of these projects submit illustrative examples including detail drawings prepared by the detailers who would be working on this project, images, other sample working drawings, and similar supporting documentation. Examples showing high quality casework, graphics, and interactive elements are desired to gauge the capabilities of the firm. Images of completed work should also be included. (d) Key Personnel 7

8 (i) In order to demonstrate the ability of the firm to complete the production and installation of the MSU project exhibits, please provide information on the proposed project team, including key in-house personnel and key subcontractor personnel. Submit the following: (ii) Project organization chart, including project manager, showing subcontractors, and lines of authority. As noted above, provide a statement of the percentage of the work to be performed in house and how much is to be subcontracted. The chart should identify the roles and responsibilities of key personnel. (iii)provide resumes of key personnel including project manager(s), detailers), shop foremen, lead graphics production, lead installer(s), mount maker(s), and lead scenic artist as well as those responsible for integration/coordination of lighting, mechanical interactives, and AV. For each, clearly indicate whether personnel are in-house or proposed Sub- Contractor and identify each individual s detailed work history at current and previous employers including roles held on similar projects, especially those projects also listed in 4(a)(v)(1)(c) Experience. (iv) All personnel proposed shall be assumed to be proposed to work on this project for the duration of the project unless otherwise indicated in the Proposal. Changes in key personnel after award of Contract shall not be permitted unless written request, including justification, is approved by Owner. (e) Work Plan and Schedule (i) Provide a detailed work plan describing how the Responder intends to fulfill the tasks required to complete the scope of work. Milestones should include shop visits, prototyping, and quality control measures. Please identify client review milestones and review periods. (ii) Detail your process for artifact mounting. Specifically, please describe how you plan to coordinate with the client to review artifacts and develop custom mounts. Describe the process of mounting artifacts in this exhibit. (iii)describe how your firm will coordinate with the audiovisual systems engineer/integrator and the audiovisual producer to manage installation of audiovisual equipment, including cabling and data runs. (iv) Describe your plan for working with the architect and general contractor, including subtrades for the Tenant Improvements phase of the building, as the space is built out. Please note: The Fabricator will be responsible for the management of the audiovisual subcontractor and the lighting subcontractor, both of which will under separate contracts for this project. (v) Describe your process (both formal and informal) for working with the designer and the client? While the designer will be assisting the client and providing quality assurance and adherence to design intent, the 8

9 designer is not the project manager and it is the Responder s responsibility to manage interface with both designer and client, as well as with the other trades working on the project. (vi) Describe any methods you will utilize to minimize the need for Change Orders on project. (vii) Provide a preliminary schedule indicating anticipated sequence of work by major milestone. A more detailed schedule as identified in Project Manual section will be required following award of Contract, however; provide sufficient detail here to demonstrate to Owner that Responder has a clear understanding of the scope and complexity of work process required. For basis of this schedule, incorporate the following dates: a. Anticipated Award Date 9/1/2016 b. Notice to Proceed 9/1/2016 c. Gallery Access for Field Verification 10/1/2016 d. On-site installation begins 6/1/2017 e. Substantial Completion 8/1/2017 f. Soft Opening 8/15/2017 g. Grand Opening 9/1/2017 (f) The Responder shall complete the Cost Proposal Form identified as Attachment #2. The Contract is in the form of a firm fixed-agreement cost for the indicated work subject to the terms and conditions as defined in the RFP, Project Manual, Drawings, and form of Contract including Attachments. Responder s cost shall include all direct and indirect costs including overhead and profit. A RFP for the production and equipment for the AV will be issued separately from this proposal and provided for with separate funds. The specifications for these items are included in the proposal as reference only and should not be included in the Cost Proposal Sheet. 6) Insurance a) The awarded Contractor, as an independent contractor, shall provide proof of Comprehensive General Liability insurance, Workers Compensation insurance and Commercial Auto Liability insurance. The Contractor shall provide a Certificate of Coverage mailed to the Board of Trustees of State Institutions of Higher Learning, Office of Insurance & Risk Management, 3825 Ridgewood Road, Suite 429, Jackson, MS, and MSU ten working days prior to start of services. The Certificate of Coverage should, at a minimum, contain the name of the carrier, effective and expiration dates of coverage, a description of the covered perils, amount of coverage by peril, the name and mailing address of the insurance company, and the name and mailing address of the insurance agent. The Certificate of Coverage must name the Board of Trustees of State Institutions of Higher Learning and MSU as an additional insured. The Comprehensive General Liability coverage and the Commercial Auto Liability coverage shall be a minimum amount of Three Million Dollars ($3,000,000) per occurrence and Three Million Dollars ($3,000,000), or equivalent, annual aggregate through an insurance company with a Best rating of 9

10 A- or higher and a financial size Class X or higher approved by the Mississippi Department of Insurance. b) Payment for materials and work-in-progress off-site will be made subject to documentation of the following of any such item included in the Contractor s monthly application for payment: i) Lease Agreement ii) Consent of Surety iii) All Perils Insurance iv) Complete List and inventory c) Review and Certification by Designer and Owner: Responder s Proposal cost shall include any/all costs for travel, lodging, meals, and expenses of Designer and/or Owner personnel required for the review and certification of any/all off- site work. In no case will costs of more than two (2) such personnel for such purposes. d) Retainage, in the amount of 5% will be held against each monthly progress payment until the work is at least fifty percent (50%) complete, on schedule and satisfactory in the Designer s opinion, at which time fifty percent (50%) of the retainage held to date shall be returned, subject to consent of surety, to Contractor for distribution to the appropriate sub-contractors and suppliers; provided, however; that future retainage shall be withheld at the rate of two and one-half percent (2½%). e) Final Payment shall not be considered due and payable until Final Acceptance as defined in the Project Manual has been certified by Designer and approved by Owner. 7) Proposal Evaluation a) Proposals will be evaluated based on these factors, which are weighted as indicated below. i) Firm Profile: Qualifications and capacity of Responder and proposed Sub- Contractors identified to perform exhibit fabrication and installation work. 10 Points. ii) Past Experience: Documented successful experience of Responder and proposed Sub-Contractor to perform work of similar size, scope, and complexity to the work required. 25 Points. iii) Key Personnel: Experience and qualifications of key personnel of Responder and proposed Sub-Contractors as well as adequacy of proposed organizational structure. 15 Points. iv) Work Plan and Schedule: Detailed plan demonstrating clear understanding of logistics and stakeholder coordination required for success. 10 Points. v) Cost: Total fixed cost of project. Points will be allocated on the basis of Lowest Cost Proposal Received divided by Responder s Proposal times forty (40) maximum points. 40 Points 8) Schedule of Critical Dates 10

11 a) The following dates are for planning purposes only. Unless otherwise stated in this RFP progress towards their completion is at the sole discretion of the university i) RFP Posted May 26, 2016 ii) Deadline for Proposal Equals Submitted - June 16, 2016 iii) Deadline for questions to be submitted June 22, 2016 iv) MSU to provide answers and approved equals list -June 28, 2016 v) Proposal Submission Deadline July 6, 2016 vi) Award Date (Estimated Target) August 20, 2016 vii) Contract Effective Date (Estimated Target) September 1, ) Discussion/Evaluation Criteria/Award Process a) MSU reserves the right to conduct discussions with any or all respondents or to make an award of a contract without such discussions based only on evaluation of the written proposals. MSU reserves the right to contact and interview anyone connected with any past or present projects with which the respondent has been associated. MSU likewise reserves the right to designate a review committee to evaluate the proposals according to the criteria set forth under this section. MSU may make a written determination showing the basis upon which the award was made and such determination shall be included in the procurement file. b) MSU reserves the right to award this contract in whole or in part depending on what is in the best interest of MSU with MSU being the sole judge thereof. c) The evaluation factors set forth in this section are described as follows: d) Failure to attend an interview presentation before the committee, may result in a proposal not being considered. e) Upon award of contract, successful respondent will be asked to provide a plan and timeline and obtain MSU s input and concurrence before moving forward. 10) Proposal Submission a) Proposals shall be submitted in one package (envelopes or boxes) marked as RFP #16-47 in the lower, left-hand corner. b) Proposal One original, five copies, and an electronic copy in the form of a thumb drive or disk. Each submitted package should be a complete copy. The original shall be marked on the first page Original. c) The proposal package must be received on or before 2:00 p.m. on the date shown in Section 8. It is the responsibility of the respondent to ensure that the proposal package arrives in the Procurement and Contracts office on-time. The proposal package should be delivered or sent by mail to: Office of Procurement and Contracts Mississippi State University 610 McArthur Hall 245 Barr Avenue Mississippi State, MS

12 11) Two-Phase, Best and Final Offer a) If the initial proposals do not provide MSU with a clear and convincing solution, or if MSU feels it is appropriate to offer the potential providers an opportunity to submit revised proposals, MSU reserves the right to use a two-phase approach and/or invite Best and Final Offers (BAFO). Based on the information obtained through the proposal submittals b) The evaluation committee may develop, for distribution to the top-ranked firms, refined written terms with specific information on what is being requested as a result of information obtained through initial RFP submittal process. Offerors may be asked to reduce cost or provide additional clarification to specific sections of the RFP. Selected offerors are not required to submit a BAFO and may submit a written response notifying the solicitation evaluation committee that their response remains as originally submitted. 12) Acceptance Time a) Proposal shall be valid for one-hundred and fifty (150) days following the proposal due date. 13) Award Terms: This contract shall be awarded at the discretion of the University based on the capabilities and overall reputation of the Supplier as well as the cost. Acceptance shall be confirmed by the issuance of a purchase order or contract from the University. 14) Taxes: The University is exempt from state sales tax. 15) Payment Terms: Payment will be made within 45 days after service is received, accepted, and proper invoice is submitted for payment. 16) Offerors are cautioned that this is a request for offers, not a request to contract, and MSU reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of the University. 12