Agenda 04/24/2012 Item #16D34/24/2012 Item 16.D.3.
EXECUTIVE SUMMARY
Recommendation to award Request for Proposal (RFP) 12 -5835 Museum Exhibit Design,
Fabrication and Installation to Creative Arts Unlimited, Inc. and authorize the Chairman to sign
the contract in the estimated amount of $75,957.44 in FY2012.
OBJECTIVE: To provide for the continuing design, fabrication and installation of educational exhibits
for the public at the County's five (5) historical museums in Naples, Marco Island, Everglades City and
Immokalee as well as for any other County department that may need these specialized services.
CONSIDERATIONS: Since 2002, the Collier County Museum has utilized professional museum
design firms to ensure quality presentations for the public's education and enjoyment, and to maintain
continuity of exhibit development, fabrication and installation at all Museum branches. This approach
has resulted in significant upgrades to the Museum's exhibits for greater visitor interest and appeal,
increased educational value, and enhanced security and conservation for the objects on permanent
display.
The County publicly advertised RFP # 12 -5835 on January 17, 2012. Staff sent a total of two hundred
ninety -four (294) e -mail notices through the County's online bidding system and one hundred seventeen
(117) RFP packages were downloaded. Eleven (11) proposals were received by the closing date of
February 15, 2012. A Selection Committee reviewed the proposal packages and met on March 22, 2012
to score and rank the proposals. By consensus, the committee selected Creative Arts Unlimited, Inc., of
Pinellas Park, Florida, as the top ranked firm. The contract term is for an initial one -year period with
three (3) additional one -year renewal periods to be awarded at the County's discretion. Services are to be
obtained by means of a quote and issuance of a purchase order to commence work.
FISCAL IMPACT: Tasks associated with each phase of the exhibit development and construction
process will be assigned as funds become available. Total funding for these services is currently available
in the Museums fiscal 2012 budget in the amount of $75,957.44. Of this amount, $75,272.35 is currently
available to aid in development of exhibits for the Marco Island Historical Museum, with an additional
$685.09 to enhance exhibits at the Naples Depot Museum. The actual amount allocated for exhibit design
and fabrication will vary from fiscal year to fiscal year, according to need and available funding.
GROWTH MANAGEMENT IMPACT: While this action has no direct impact, it is consistent with
Collier County's goals to streamline and expedite the procurement of services.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County Attorney's
Office, is legally sufficient for Board action and only requires a majority vote for approval —SRT.
RECOMMENDATION: That the Board of County Commissioners: 1.) award RFP 12 -5835 Museum
Exhibit, Design, Fabrication and Installation to Creative Arts Unlimited, Inc., and 2.) authorize its
Chairman to sign the contract after review and approval by the County Attorney.
PREPARED BY: Jennifer Guida, Museum Curator and Diana Diaz DeLeon, CPPB, Purchasing Dept
REVIEWED BY: Ron Jamro, Museum Director
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4/24/2012 Item 16.D.3.
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.D.3.
Item Summary: Recommendation to award Request for Proposal (RFP) 12 -5835 Museum
Exhibit Design, Fabrication and Installation to Creative Arts Unlimited, Inc. and authorize the
Chairman to sign the contract in the amount of $75,272.35.
Meeting Date: 4/24/2012
Prepared By
Name: ApkarianChristina
Title: VALUE MISSING
4/4/2012 2:14:02 PM
Submitted by
Title: VALUE MISSING
Name: ApkarianChristina
4/4/2012 2:14:03 PM
Approved By
Name: JamroRon
Title: Director - Museum,Museum
Date: 4/4/2012 3:25:14 PM
Name: AlonsoHailey
Title: Administrative Assistant,Domestic Animal Services
Date: 4/4/2012 3:47:38 PM
Name: WardKelsey
Title: Manager - Contracts Administration,Purchasing & Ge
Date: 4/5/2012 2:01:43 PM
Name: DeLeonDiana
Title: Contracts Technician, Purchasing
Date: 4/6/2012 9:07:52 AM
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Name: MarkiewiczJoanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 4/6/2012 1:19:33 PM
Name: CarnellSteve
Title: Director - Purchasing /General Services,Purchasing
Date: 4/10/2012 1:27:29 PM
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 4/12/2012 2:01:59 PM
Name: KlatzkowJeff
Title: County Attorney
Date: 4/13/2012 1:23:57 PM
Name: PryorCheryl
Title: Management/ Budget Analyst, Senior,Office of Management & Budget
Date: 4/16/2012 2:44:13 PM
Name: OchsLeo
Title: County Manager
Date: 4/17/2012 11:34:53 AM
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4/24/2012 Item 16.D.3.
4/24/2012 Item 16.D.3.
AGREEMENT
#12 -5835
for
"Museum Exhibit Design, Fabrication and Installation"
THIS AGREEMENT, made and entered into on this day of , 2012, by and
between Creative Arts Unlimited, Inc., authorized to do business in the State of Florida, whose
business address is 3730 -70ffi Avenue North, Pinellas Park, Florida 33781, hereinafter called the
"Contractor" and Collier County, a political subdivision of the State of Florida, Collier County,
Naples, hereinafter called the "County ":
WITNESSETH:
1. COMMENCEMENT. The contract shall be for a one (1) year period, commencing on May 1,
2012, and terminating on April 30, 2013.
The County may, at its discretion and with the consent of the Contractor, renew the
Agreement under all of the terms and conditions contained in this Agreement for three (3)
additional one (1) year periods. The County may, consistent with the Purchasing Policy,
extend the Agreement under all of the terms and conditions contained in this Agreement for
up to one hundred eighty (180) days. The County shall give the Contractor written notice of
the County's intention to extend the Agreement term not less than ten (10) days prior to the
end of the Agreement term then in effect.
2. STATEMENT OF WORK. The Contractor shall provide Museum Exhibit Design,
Fabrication and Installation services in accordance with the Scope of Work, terms and
conditions of RFP #12 -5835 and the Contractor's proposal referred to herein and made an
integral part of this agreement. This Agreement contains the entire understanding between
the parties and any modifications to this Agreement shall be mutually agreed upon in
writing by the Contractor and the County in compliance with the County Purchasing Policy
and Administrative Procedures in effect at the time such services are authorized.
3. COMPENSATION: The contract amount of services shall be mutually agreed upon in
writing by the Contractor and County Department in the form of work task proposals to be
attached to, and made part of, subsequently issued Purchase Orders. The County shall pay
the Contractor for the performance of this Agreement upon completion or partial completion
of the work tasks as accepted and approved by the Project Manager or his designee.
Payments shall be made to the Contractor when requested as work progresses, but not more
frequently than once per month.
3.1 Payments will be made for articles and/or services furnished, delivered, and accepted,
upon receipt and approval of invoices submitted on the date of services or within six (6)
months after completion of contract. Any untimely submission of invoices beyond the
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4/24/2012 Item 16.D.3.
specified deadline period is subject to non - payment under the legal doctrine of "laches" as
untimely submitted. Time shall be deemed of the essence with respect to the timely
submission of invoices under this agreement. The number of the Purchase Order by which
authority services have been made, shall appear on all invoices. Payments will be made
upon receipt of a proper invoice and in compliance with Section 218.70, Florida Statutes,
otherwise known as the "Local Government Prompt Payment Act." Collier County reserves
the right to withhold and /or reduce an appropriate amount of any payments for work not
performed or for unsatisfactory performance of Contractual requirements.
4. SALES TAX. Contractor shall pay all sales, consumer, use and other similar taxes associated
with the Work or portions thereof, which are applicable during the performance of the Work.
5. NOTICES. All notices from the County to the Contractor shall be deemed duly served if
mailed or faxed to the Contractor at the following Address:
T.C. "Chuck" Stanmore
Creative Arts Unlimited, Inc.
3730 -70th Avenue North
Pinellas Park, FL 33781
Phone: 727 - 525 -2066; Fax: 727 - 525 -8689
E -mail: chuck@creativeartsinc.com
All Notices from the Contractor to the County shall be deemed duly served if mailed or faxed
to the County to:
Collier County Government Center
Purchasing Department
3327 Tamiami Trail, East
Naples, Florida 34112
Attention: Joanne Markiewicz, Interim Purchasing/ GS Director
Telephone: 239- 252 -8975
Facsimile: 239- 252 -6480
The Contractor and the County may change the above mailing address at any time upon
giving the other party written notification. All notices under this Agreement must be in
writing.
6. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a
partnership between the County and the Contractor or to constitute the Contractor as an
agent of the County.
7. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits necessary
for the prosecution of the Work shall be obtained by the Contractor. Payment for all such
permits issued by the County shall be processed internally by the County. All non - County
permits necessary for the prosecution of the Work shall be procured and paid for by the
Contractor. The Contractor shall also be solely responsible for payment of any and all taxes
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4/24/2012 Item 16.D.3.
levied on the Contractor. In addition, the Contractor shall comply with all rules, regulations
and laws of Collier County, the State of Florida, or the U. S. Government now in force or
hereafter adopted. The Contractor agrees to comply with all laws governing the
responsibility of an employer with respect to persons employed by the Contractor.
8. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to use in
any manner whatsoever, County facilities for any improper, immoral or offensive purpose, or
for any purpose in violation of any federal, state, county or municipal ordinance, rule, order
or regulation, or of any governmental rule or regulation now in effect or hereafter enacted or
adopted. In the event of such violation by the Contractor or if the County or its authorized
representative shall deem any conduct on the part of the Contractor to be objectionable or
improper, the County shall have the right to suspend the contract of the Contractor. Should
the Contractor fail to correct any such violation, conduct, or practice to the satisfaction of the
County within twenty -four (24) hours after receiving notice of such violation, conduct, or
practice, such suspension to continue until the violation is cured. The Contractor further
agrees not to commence operation during the suspension period until the violation has been
corrected to the satisfaction of the County.
9. TERMINATION. Should the Contractor be found to have failed to perform its services in a
manner satisfactory to the County as per this Agreement, the County may terminate said
agreement for cause; further the County may terminate this Agreement for convenience with
a thirty (30) day written notice. The County shall be sole judge of non - performance.
10. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as to
race, sex, color, creed or national origin.
11. INSURANCE. The Contractor shall provide insurance as follows:
A. Commercial General Liability: Coverage shall have minimum limits of $1,000,000 Per
Occurrence, $1,000,000 aggregate for Bodily Injury Liability and Property Damage Liability.
This shall include Premises and Operations; Independent Contractors; Products and
Completed Operations and Contractual Liability.
B. Business Auto Liability: Coverage shall have minimum limits of $1,000,000 Per
Occurrence, Combined Single Limit for Bodily Injury Liability and Property Damage
Liability. This shall include: Owned Vehicles, Hired and Non -Owned Vehicles and Employee
Non - Ownership.
C. Workers' Compensation: Insurance covering all employees meeting Statutory Limits in
compliance with the applicable state and federal laws.
The coverage must include Employers' Liability with a minimum limit of $500,000 for each
accident.
D. Professional Liability: $1,000,000 per occurrence, each claim and in the aggregate.
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4/24/2012 Item 16.D.3.
Special Requirements: Collier County Government shall be listed as the Certificate Holder
and included as an Additional Insured on the Comprehensive General Liability Policy.
Current, valid insurance policies meeting the requirement herein identified shall be
maintained by Contractor during the duration of this Agreement. Renewal certificates shall
be sent to the County ten (10) days prior to any expiration date. There shall be a thirty (30)
day notification to the County in the event of cancellation or modification of any stipulated
insurance coverage.
Contractor shall insure that all subContractors comply with the same insurance requirements
that he is required to meet. The same Contractor shall provide County with certificates of
insurance meeting the required insurance provisions.
12. BONDS. If the construction portion of each exhibit project exceeds $200,000.00, the awarded
vendor shall be required to provide payment and performance bonds for 100% of the contract
amount prior to commencing the work. Said bonds shall act as a security guaranteeing the
vendor's work and the payment by the vendor to any other party providing labor and/or
materials.
13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Contractor
shall indemnify and hold harmless Collier County, its officers and employees from any and
all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys'
fees and paralegals' fees, to the extent caused by the negligence, recklessness, or intentionally
wrongful conduct of the Contractor or anyone employed or utilized by the Contractor in the
performance of this Agreement. This indemnification obligation shall not be construed to
negate, abridge or reduce any other rights or remedies which otherwise may be available to
an indemnified party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier County.
14. CONTRACT ADMINISTRATION. This Agreement shall be administered on behalf of the
County by Collier County Museum.
15. CONFLICT OF INTEREST: Contractor represents that it presently has no interest and shall
acquire no interest, either direct or indirect, which would conflict in any manner with the
performance of services required hereunder. Contractor further represents that no persons
having any such interest shall be employed to perform those services.
16. COMPONENT PARTS OF THIS CONTRACT This Contract consists of the attached
component parts, all of which are as fully a part of the contract as if herein set out verbatim:
Contractor's Proposal, Insurance Certificate(s), RFP #12 -5835 Specifications/ Scope of Services
and one Addendum.
17. SUBJECT TO APPROPRIATION It is further understood and agreed by and between the
parties herein that this agreement is subject to appropriation by the Board of County
Commissioners.
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4/24/2012 Item 16.D.3.
18. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or individual shall
offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of
value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier
County Ethics Ordinance No. 2004 -05, and County Administrative Procedure 5311. Violation
of this provision may result in one or more of the following consequences: a. Prohibition by
the individual, firm, and /or any employee of the firm from contact with County staff for a
specified period of time; b. Prohibition by the individual and /or firm from doing business
with the County for a specified period of time, including but not limited to: submitting bids,
RFP, and /or quotes; and, c. immediate termination of any contract held by the individual
and /or firm for cause.
19. IMMIGRATION LAW COMPLIANCE. By executing and entering into this agreement, the
Contractor is formally acknowledging without exception or stipulation that it is fully
responsible for complying with the provisions of the Immigration Reform and Control Act of
1986 as Iocated at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be
amended. Failure by the Contractor to comply with the laws referenced herein shall constitute
a breach of this agreement and the County shall have the discretion to unilaterally terminate
this agreement immediately.
20. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County encourages
and agrees to the successful proposer extending the pricing, terms and conditions of this
solicitation or resultant contract to other governmental entities at the discretion of the
successful proposer.
21. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in part, the remaining portion of this Agreement shall
remain in effect.
22. ADDITIONAL ITEMS /SERVICES Additional items and/or services may be added to this
contract in compliance with the Purchasing Policy.
23. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by this
Agreement to resolve disputes between the parties, the parties shall make a good faith effort to
resolve any such disputes by negotiation. The negotiation shall be attended by representatives
of Contractor with full decision - making authority and by County's staff person who would
make the presentation of any settlement reached during negotiations to County for approval.
Failing resolution, and prior to the commencement of depositions in any litigation between the
parties arising out of this Agreement, the parties shall attempt to resolve the dispute through
Mediation before an agreed -upon Circuit Court Mediator certified by the State of Florida. The
mediation shall be attended by representatives of Contractor with full decision - making
authority and by County's staff person who would make the presentation of any settlement
reached at mediation to County's board for approval. Should either party fail to submit to
mediation as required hereunder, the other party may obtain a court order requiring mediation
under section 44.102, Fla. Stat.
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4/24/2012 Item 16.D.3.
Any suit or action brought by either party to this Agreement against the other party relating to
or arising out of this Agreement must be brought in the appropriate federal or state courts in
Collier County, Florida, which courts have sole and exclusive jurisdiction on all such matters.
24. KEY PERSONNEUPROTECT STAFFING: The Contractor's personnel and management to be
utilized for this project shall be knowledgeable in their areas of expertise. The County reserves
the right to perform investigations as may be deemed necessary to insure that competent
persons will be utilized in the performance of the contract. The Contractor shall assign as many
people as necessary to complete the project on a timely basis, and each person assigned shall be
available for an amount of time adequate to meet the dates set forth in the Project Schedule.
The Contractor shall not change Key Personnel unless the following conditions are met: (1)
Proposed replacements have substantially the same or better qualifications and /or experience.
(2) that the County is notified in writing as far in advance as possible. The Contractor shall
make commercially reasonable efforts to notify Collier County within seven (7) days of the
change. The County retains final approval of proposed replacement personnel.
25. ORDER OF PRECEDENCE: In the event of any conflict between or among the terms of any of
the Contract Documents, the terms of the Request for Proposal and /or the Contractor's
Proposal, the Contract Documents shall take precedence. In the event of any conflict between
the terms of the RFP and the Contractor's Proposal, the language in the RFP would take
precedence.
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4/24/2012 Item 16.D.3.
IN WITNESS WHEREOF, the Contractor and the County, have each, respectively, by an
authorized person or agent, hereunder set their hands and seals on the date and year first above
written.
ATTEST:
Dwight E. Brock, Clerk of Courts
Bv:
Dated:
(SEAL)
First Witness
TType /print witness nameT
Second Witness
TType/ print witness nameT
Approved as to form and
legal sufficiency:
Assistant County Attorney
Print Name
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
Bv:
Fred W. Coyle, Chairman
Creative Arts Unlimited, Inc.
0
Contractor
Signature
Typed signature and title
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4/24/2012 Item 16.D.3.
Exhibit 1: Scope of Work, Specifications and Response Format
As requested by the Collier County Museum (hereinafter, the "Division or Department "), the
Collier County Board of County Commissioners Purchasing Department (hereinafter, "County ")
has issued this Request for Proposal (hereinafter, "RFP ") with the intent of obtaining proposals
from interested and qualified firms in accordance with the terms, conditions and specifications
stated or attached.
The Vendor, at a minimum, must achieve the requirements of the Specifications or Scope of
Work stated herein.
Brief Description of Purchase
The Collier County Museum is seeking proposals from experienced museum exhibit
consultants to provide museum and historical artifact exhibit design, fabrications and
installer services for temporary and permanent exhibits for any current or future exhibit
locations.
Background
The Collier County Museum was established in 1978 to preserve and interpret the history,
archaeology and development of Southwest Florida's last frontier. Permanent and traveling
exhibits at the main Museum and at its satellite facilities guide visitors through more than
10,000 years of local and regional history and provide a rich community resource for public
education and enjoyment. Exhibitions are continually upgraded, expanded and improved to
maintain the Museum's presence as a visible and valuable educational resource and to
attract and hold new audiences. The focus and theme of these exhibits is as varied as the
Museum's locations, subject matter and individual facilities.
The Collier County Museum currently operates a 5 -acre historical park, exhibition hall and
central collections archive at the County Government Center located in East Naples. In
addition, the Museum currently maintains and operates four, separate satellite facilities: the
Museum of the Everglades in Everglades City; the Immokalee Pioneer Museum at Roberts
Ranch in Immokalee; the Naples Depot Museum in downtown Naples; and the Marco Island
Historical Museum in Marco Island. The properties in Everglades City, Immokalee, and
downtown Naples are all listed on the "National Register of Historic Places."
The Museum's current exhibits were designed and developed over a period of four years
according to a professionally prepared comprehensive Master Plan. The new design
standardized graphic treatments, caseworks, gallery and fiber optic lighting, artifact mounts,
and other fabrication elements to integrate all of the exhibits into a cohesive and
contemporary environment for learning. Additions and modifications to existing exhibits at
the Collier County Museum (Government Complex), as well as all future exhibits planned for
the branch facilities will maintain and build on this approach to enhance the overall
presentation and provide continuity and ease of maintenance.
Over the next several months, the County will focus will be the Marco Island Historical
Museum, although, the Museum project manager may use the resultant agreement for any
of the County's current museums, or additional museum spaces added to its portfolio.
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4/24/2012 Item 16.D.3.
Marco Island as a community dates back only to the 1870s; however, for centuries it was
the domain of Southwest Florida's ruling Native American culture, the Calusa Indians.
Ultimately, the Museum's permanent exhibits will explore their long- vanished civilization, as
well as the pioneers, homesteaders and developers who eventually transformed the shell
mounds and sand hills of this six - mile -long barrier island — the largest in the Ten Thousand
Islands — into one of the country's most desirable resorts.
Detailed Scope of Work
The Collier County Museum is seeking proposals from experienced historical museum
consultants to provide museum and historical artifact exhibit design, fabrications and
installer services for temporary and permanent exhibits for any current or future exhibit
locations. The County shall focus for the next several months on the Marco Island Historical
Museum.
The Marco Island Historical Museum consists of approximately 8,000 square feet of exhibit
area, divided into separate galleries of various sizes and dimension. These include a
reception lobby, traveling exhibit gallery, Calusa Indian village, pioneer, and modern Marco
Island galleries (see Attachment 10).
Graphic panels, exhibit caseworks and themed elements will be carefully integrated into
these spaces, while relating the overall theme of the history of Marco Island.
At present, the Calusa Indian village's design has been approved and a portion of its
elements will be installed March / April 2012. This is a phased project that may span several
years and is subject to the availability of budgeted funds. As funding is identified and
becomes available, the Museum project manager will contact the selected firm and arrange
a design meeting to discuss the creation of a new exhibit(s).
The selected consultant shall provide the following services, at the County's request on an
"as needed basis" in accordance with budget requirements including but not limited to:
• Meet with County project manager to discuss the exhibit and begin outlining the
scope of the project.
• Provide design services for temporary and permanent Museum displays. This scope
of the design, creation and fabrication shall include, but not be limited to the
following:
• Design /Development and Related Services
• Production of Exhibit Fabrication Documents and CAD drawings
• Fabrication Services and Delivery to site
• Installation and Mounting
• Miscellaneous:
• Survey & Layout
• Permitting
• Job Site Cleanliness
• Management & Supervision
• Project Record Documents; As -Built Surveys
• Drawings
• Code Compliance
• Temporary Protection
• Scaffolding
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4/24/2012 Item 16.D.3.
• Coordination with Others
• Owner Furnished /Design /Builder Installed (OF /CI) Items
• Warranties
Provide the Collier County Museum with a complete and comprehensive exhibit
design and building plan in strict accordance with the design criteria and
specifications set forth in the RFP. The Exhibit Designer /Fabricator /Installer shall
prepare and provide a Conceptual Exhibit Plan, Design Development documents,
Fabrication /Shop Drawings, Manufacturer's Specification cut sheets,
Fabrication /Installation Documents, and Post - Design Services. Conceptual master
plan design documents should include:
• Scaled floor plan with color: '/4" = 1' (with labeled component description
item numbers for location identification),
• Three (3) perspective color views 11" x 17," and
• Component descriptions list.
Provide subcontractors who are to furnish materials or equipment fabricated to any
special design) proposed for such portions of the work as may be designated in the
future proposal(s) for work including, but not limited to:
• Caseworks,
• Graphics, Graphics design and reproduction,
• Acrylic Fabrication,
• Metal Fabrication,
• Glass Fabrication,
• Electrical Components,
• Audio visual Components, and
• Lighting and Fiber Optics
Present fabrication and installation services and prices and schedule for the exhibits
identified. Pricing proposal must be inclusive of design, fabrication and mounting,
installation and project management services, including all labor and materials for
contractor and subcontractor.
Proceed with fabrication once approved by the Museum project manager.
Coordinate the integration and installation of exhibits and historical objects according
to the schedule provided, including, but not limited to:
• Project manager must be on -site during the entire installation,
• Project manager shall conduct weekly construction /progress meeting during
installs,
• Project manager must provide a schedule for installations,
• Project manager shall address all warranty for the installation for at least one
year; warranty work phone calls to the contractor must be responded to
within eight business hours, and
• Travel shall be incorporated in the quotes that they provide to the County
and it shall not exceed the State of Florida's travel and meal per diem.
Protect the exhibits and historical artifacts from theft, damage from visible and non -
visible light spectrums, humidity, ambient air quality, temperature and environmental
conditions, corrosive reactions and interacting materials.
Provide exhibit elements and caseworks that are flexible in design; provide
techniques for mounting graphics and themed elements should be of a nature as to
minimize penetrations and damage to the building's original walls; and provide for
easy and routine maintenance and cleaning by Museum staff.
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4/24/2012 Item 16.D.3.
Term of Contract
The contract term, if an award(s) is /are made is intended to be for one (1) year with three (3)
one year renewal options. The successful consultant shall agree to the County's standard
contract as outlined in Attachment 11.
Prices shall remain firm once the price proposal is accepted by the County for a specific
exhibit project unless authorized by the County Project Manager according to the Board's
Purchasing Policy. Additional surcharges will not be accepted in conjunction with this
contract, and such charges should be incorporated into the pricing structure.
Projected Solicitation Timetable
The following projected timetable should be used as a working guide for planning purposes
only. The County reserves the right to adjust this timetable as required during the course of
the RFP process.
Event
Date
Issue Solicitation Notice
January 17, 2012
Last Date for Receipt of Written Questions
February 8, 2012, 4:00
PM, Naples Local Time
Addendum Issued Resulting from Written Questions
February 9, 2012, 4:00
PM
Solicitation Deadline Date and Time
February 15, 2012,
11:00 AM, Naples Local
Time
Anticipated Evaluation of Submittals
Late February — March,
2012
Vendor Presentations if Required
March 2012
Anticipated Completion of Contract Negotiations
March 2012
Anticipated Board of County Commissioner's Contract
March — April 2012
Approval Date
Response Format
The Vendor understands and agrees to abide by all of the RFP specifications, provisions,
terms and conditions of same, and all ordinances and policies of Collier County. The Vendor
further agrees that if it is awarded a contract, the work will be performed in accordance with
the provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of proposals, all proposals must conform to
the guidelines set forth in this RFP.
Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in the Acceptance of Conditions section of the proposal. However, any proposal
that contains such variances may be considered non - responsive.
Proposals should be prepared simply and economically, providing a straightforward concise
description of the Vendor's approach and ability to meet the County's needs, as stated in
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4/24/2012 Item 16.D.3.
this RFP. All proposals should be presented as described in this RFP in PDF or Microsoft
Word format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled
paper for proposal submission is strongly encouraged.
The items listed below shall be submitted with each proposal and should be submitted in the
order shown. Each section should be clearly labeled, with pages numbered and separated
by tabs. Failure by a Vendor to include all listed items may result in the rejection of its
proposal.
1. Tab I, Cover Letter / Management Summary — not to exceed two (2) pages
Provide a cover letter, signed by an authorized officer of the firm, summarizing the firm's
understanding of intent of this Request for Proposal and how the firm intends to fulfill the
scope of work. Include the name(s), telephone number(s) and email(s) of the authorized
contact person(s) concerning proposal submission. Submission of a signed Proposal is
Vendor's certification that the Vendor will accept any awards as a result of this RFP.
2. Tab II, Consultant and Subcontractor Experience (30 points)
Provide information that documents your firm's qualifications to produce the required
deliverables, including experiences, capacity, subcontractors strength and relationships
to the firm, and number of years of experience in providing the required services.
More specifically and in this format:
1. Number of years of experience that the firm coordinated
museum temporary and permanent exhibits.
2. Number of years of experience that the firm has
completed all types of design work for exhibits in
historical museums.
3. Number of years of experience that the firm has
coordinated the fabrication and installation exhibit work
for historical museums.
4. Provide the number of years the consultant has used
their "casework" subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
5. Provide the number of years the consultant has used
their "graphics, graphics design and reproduction"
subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
6. Provide the number of years the consultant has used
their "acrylic fabrication" subcontractor.
• If subcontractor used, provide the name and
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4/24/2012 Item 16.D.3.
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
7. Provide the number of years the consultant has used
their "metal fabrication" subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
8. Provide the number of years the consultant has used
their "glass fabrication" subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
9. Provide the number of years the consultant has used
their "electrical components" subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
10. Provide the number of years the consultant has used
their "audio visual components" subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
11. Provide the number of years the consultant has used
their "lighting and fiber optics" subcontractor.
• If subcontractor used, provide the name and
address of the subcontractor.
• If all work is coordinated "in- house," place a 25 in
the space adjacent to the cells.
TOTAL Experience and Technical Capacity Assigned
(Add 1 +2 +3 +4 +5 +6 +7 +8 +9 +10 +11 to
determine TOTAL
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area in the requested information 1
— 11 above:
• The County shall total Consultant and Subcontractor Experience by vendor.
• The highest number of points (30) will be awarded to the vendor who has the
greatest number of Consultant and Subcontractor Experience TOTAL.
• The next highest vendor's Consultant and Subcontractor Experience TOTAL will
be divided by the highest vendor's number of projects which will then be multiplied by
30 points to determine the vendor's points awarded. Each subsequent vendor's
number of project score will be calculated in the same manner.
• Points awarded will be extended to the first decimal point (per Microsoft Excel).
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4/24/2012 Item 16.D.3.
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
Vendor Name
Consultant and
Subcontractor
Experience TOTAL
Points Awarded
Vendor 123
375
30.0
Vendor 456
350
28.0
Vendor 789
225
18.0
Vendor 101
225
18.0
Vendor 201
111
8.9
Vendor 301
50
4.0
The Points Awarded by vendor will be distributed to the Selection Committee prior to
their evaluation of the proposals. The Selection Committee will review the vendor's
proposal to ensure consistency and completion of all tasks in the RFP, and review the
Points Awarded per vendor. The Selection Committee may, at their sole discretion,
contact references, and /or modify the reference points assigned after a thorough review
of the proposal and prior to final ranking by the final Selection Committee.
3. Tab III, Project Management and Staffing (20 points)
• Identify the consultant's transition plan should a vacancy occur in one of the three
positions identified below: project manager, supervisor of the project manager and
designer.
• Provide information that documents your firm's project manager, and other staff, by
responding to the format below. To determine a fraction of a year: if six or more
months are worked, add up by adding one more full year of experience; if five
months or less, count the total number of years.
1. Provide the number of years and months that the
project manager (who will be assigned to Collier
County) has worked in the firm.
(Attach resume)
Years
2. Provide the number of years and months that the
project manager (who will be assigned to Collier
County) has worked in the design, fabrication or
Years
installation of project for museums.
3. Provide the number of years and months that the
supervisor of the project manager (who will be
assigned to Collier County) has worked in the firm.
Years
(Attach resume)
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4/24/2012 Item 16.D.3.
4. Provide the number of years and months that the
Consultant and
Subcontractor
Experience TOTAL
designer assigned to this project (who will be
Vendor 123
assigned to Collier County) has worked in the firm.
Years
(Attach resume)
350
TOTAL Experience and Technical Capacity Assigned
Vendor 789
(Add 1 + 2 + 3 + 4 to determine Project Management
5.4
and Staffing TOTAL
Years
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area in the requested information 1
— 11 above:
• The County shall total Project Management and Staffing TOTAL by vendor.
• The highest number of points (20) will be awarded to the vendor who has the
greatest number of Project Management and Staffing TOTAL.
• The next highest vendor's Project Management and Staffing TOTAL will be
divided by the highest vendor's number of projects which will then be multiplied by 20
points to determine the vendor's points awarded. Each subsequent vendor's number
of project score will be calculated in the same manner.
• Points awarded will be extended to the first decimal point (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
Vendor Name
Consultant and
Subcontractor
Experience TOTAL
Points Awarded
Vendor 123
375
20.0
Vendor 456
350
13.5
Vendor 789
225
5.4
Vendor 101
225
2.7
Vendor 201
111
2.7
Vendor 301
50
0.8
The Points Awarded by vendor will be distributed to the Selection Committee prior to
their evaluation of the proposals. The Selection Committee will review the vendor's
proposal to ensure consistency and completion of all tasks in the RFP, and review the
Points Awarded per vendor. The Selection Committee may, at their sole discretion,
contact references, and /or modify the reference points assigned after a thorough review
of the proposal and prior to final ranking by the final Selection Committee.
4. Tab IV, Quality (20 Points)
The County is interested in providing "high quality" museum exhibits on time and on
budget, with limited changes orders. Historical data is often times the best predictor of a
consultant's performance. By using the five (5) references collected, and submitted with
the consultant's proposals, respond to the following in the format identified below.
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4/24/2012 Item 16.D.3.
1. For the five references submitted, identify the number
of museum projects that were completed within the
timeline identified by the consultants.
2. For the five references submitted, identify the number
of museum projects that were completed within the
budget identified by the consultants.
3. For the five references submitted, identify the number
of museum projects that change orders needed to be
identified due to the consultant's oversight.
TOTAL Quality (Add 1 + 2, and then subtract 3 to
determine TOTAL)
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area in the requested information 1
— 3 above:
• The County shall total TOTAL Quality by vendor.
• The highest number of points (20) will be awarded to the vendor who has the
greatest number of TOTAL Quality.
• The next highest vendor's TOTAL Quality will be divided by the highest vendor's
number of projects which will then be multiplied by 20 points to determine the
vendor's points awarded. Each subsequent vendor's number of project score will be
calculated in the same manner.
• Points awarded will be extended to the first decimal point (per Microsoft Excel).
5. Tab V, Cost (10 Points)
Provide the consultant's average square foot charge for the design, fabrication and
installation for permanent museum project in the format identified below. This square
foot charge shall only be used as a cost comparative analysis for the selection of
a firm for this request for proposal. Future projects will be proposed at an as needed
basis in accordance with budget requirements once a formal contract is issued and
museum projects are identified.
1. Provide the consultant's average square foot charge
for the design, fabrication and installation for $
permanent museum project. (AVG SQ FT Charge)
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area in the requested information.
• The highest number of points (10) will be awarded to the vendor who has the lowest
AVG SQ FT Charge.
• The next lowest vendor AVG SQ FT Charge will be divided by the lowest vendor's
AVG SQ FT Charge which will then be multiplied by 10 points to determine the
vendor's points awarded. Each subsequent vendor's score will be calculated in the
same manner.
• Points awarded will be extended to the first decimal point (per Microsoft Excel).
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4/24/2012 Item 16.D.3.
6. Tab VI, References (10 points)
In order for the vendor to be awarded any points for this tab, the County requests that
the vendor submits five (5) completed reference forms from clients whose projects are
of a similar nature to this solicitation as a part of their proposal. The County will only use
the methodology calculations for the first five (5) references (only) submitted by the
vendor in their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each vendor's information provided in this area:
• The County shall total each of the vendor's five reference questionnaires and create
a ranking from highest number of points to lowest number of points. References
marked with an N/A (or similar notation will be given the score of zero (0)). Vendors
who do not turn in reference forms will be counted as zero (0).
• The greatest number of points allowed in this criterion will be awarded to the vendor
who has the highest score.
• The next highest vendor's number of points will be divided by the highest vendor's
points which will then be multiplied by criteria points to determine the vendor's points
awarded. Each subsequent vendor's point score will be calculated in the same
manner.
• Points awarded will be extended to the first decimal point (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the five proposers.
Vendor Name
Vendor Total Reference
Score
Points Awarded
Vendor ABC
445
10.0
Vendor DEF
435
9.8
Vendor GHI
425
9.6
Vendor JKL
385
8.7
Vendor MNO
385
8.7
Vendor PQR
250
5.6
The points awarded by vendor will be distributed to the Selection Committee prior to
their evaluation of the proposals. The Selection Committee will review the vendor's
proposal to ensure consistency and completion of all tasks in the RFP, and review the
Points Awarded per vendor. The Selection Committee may, at their sole discretion,
contact references, and /or modify the reference points assigned after a thorough review
of the proposal and prior to final ranking by the final Selection Committee.
7. Tab VII, Required Form Submittals
• Attachment 2: Vendor Check List
• Attachment 3: Conflict of Interest Affidavit
• Attachment 4: Vendor Declaration Statement
• Attachment 5: Affidavit for Claiming Status as a Local Business
• Attachment 6: Immigration Affidavit Certification
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4/24/2012 Item 16.D.3.
• Attachment 7: Vendor Substitute W -9
• Attachment 8: Insurance and Bonding Requirements
• Attachment 9: Reference Questionnaire
• Other: signed addenda and promotional materials
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