**IMPORTANT NOTICE**
§ The format of this RFP has been simplified.
§ Only the following pages require signatures:
1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
a. Must be signed by Bidder
2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
a. Must be signed by Bidder
b. Must be signed by SLEB Partner if subcontracting to a SLEB
Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901360
for
Fine Art Framing Services
MANDATORY NETWORKING/BIDDERS CONFERENCE AND SITE WALKTHROUGH
For complete information regarding this project, see RFP posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!Contact Person: Ariana Figueroa, Procurement & Contracts Specialist
Phone Number: (510) 208-9599
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
June 3, 2015
at
Alameda County, GSA-Procurement & Support Services
1401 Lakeside Drive, Suite 907
Oakland, CA 94612
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR PROPOSAL No. 901360
SPECIFICATIONS, TERMS & CONDITIONS
for
Fine Art Framing Services
TABLE OF CONTENTS
Page
I. STATEMENT OF WORK 4
A. INTENT 4
B. SCOPE 4
C. BIDDER QUALIFICATIONS 5
D. SPECIFIC REQUIREMENTS 5
E. DELIVERABLES / REPORTS 7
II. CALENDAR OF EVENTS 7
F. NETWORKING / BIDDERS CONFERENCES 7
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 8
G. EVALUATION CRITERIA / SELECTION COMMITTEE 8
H. CONTRACT EVALUATION AND ASSESSMENT 13
I. NOTICE OF RECOMMENDATION TO AWARD 13
J. TERM / TERMINATION / RENEWAL 14
K. BRAND NAMES AND APPROVED EQUIVALENTS 14
L. QUANTITIES 15
M. PRICING 15
N. AWARD 15
O. METHOD OF ORDERING 17
P. WARRANTY 17
Q. INVOICING 18
R. ACCOUNT MANAGER / SUPPORT STAFF 18
IV. INSTRUCTIONS TO BIDDERS 19
S. COUNTY CONTACTS 19
T. SUBMITTAL OF BIDS 19
U. RESPONSE FORMAT 22
ATTACHMENTS
EXHIBIT A - BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - VENDOR BID LIST
Specifications, Terms & Conditions
for Fine Art Framing Services
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe archival fine-art museum-quality custom framing requirements for the County’s art collection.
The County intends to award a three-year contract (with option to renew) to the bidder selected as the most responsible bidder, providing the best value and whose response conforms to the RFP and meets the County’s requirements.
B. SCOPE
The Alameda County Arts Commission (ACAC) is building a public collection of museum-quality artwork created by Alameda County artists to be installed at County buildings for the benefit and enjoyment of the general public.
Fine art picture framers, with extensive experience with museum-quality picture framing, interested in submitting a response to this project are required to provide a price quote for the framing of four sample frame styles in specific finished sizes. The four sample frame styles are on display at the Alameda County Office Building located at 1401 Lakeside Drive, Oakland, CA. These fine artworks were previously framed by a fine art framer and are representative of framing styles and materials for the newly acquired artworks. (See full description in the “Specific Requirements” section below). Quotes for each frame style must be based on the existing framing style and materials and other specifications included in the Bid Form.
Contracted fine art picture framer will frame approximately 250 artworks throughout the duration of the contract. Artworks will primarily range in size from 10” x 10” to 70” x 70” (and up to 3” deep) and will be framed in a variety of styles as mainly reflected in the enclosed Bid Form.
Fine art picture framers will be evaluated based on their quote for the framing costs of each of the four sample frame styles in specific finished sizes, the quality of past work, their current and past experience with conducting large quantity, museum-quality fine art picture framing projects, ability to safely store large quantities of artworks (small and large two-dimensional and low relief three-dimensional works), submitted references of other major museum/gallery exhibitors and/or art collectors, ability to provide high quality service with cooperative solutions for complex framing problems, and extensive experience and ability with archival framing methods and materials.
C. BIDDER QUALIFICATIONS
1. Bidder Minimum Qualifications
a. Bidder shall be regularly and continuously engaged in the business of providing fine art museum-quality, archival framing services and storage capabilities as described herein for at least five years. Experience must be demonstrated by references provided by Bidder at the time of the bid.
b. Bidder shall possess all permits, licenses and professional credentials necessary to supply product, perform services and provide artwork storage as specified under this RFP.
c. Bidder shall have proof of successful client relationships with fine art professionals. Proof of successful client relationships with fine art professionals must be demonstrated by references provided by Bidder at the time of the bid.
D. SPECIFIC REQUIREMENTS
Contractor requirements include, but are not limited to the following:
1. Contractor must be able to adhere to strict artwork conservation standards with an understanding of current developments in techniques and materials.
2. Contractor’s facility shall be fully equipped to accommodate a wide range of projects such as oversized frames, complex mountings, fabric-wrapped mats, multiple aperture mats, deep bevel mats, acrylic vitrines, and welded metal frames.
3. Contractor shall have knowledge and ability to custom mill mouldings for projects that require extra deep shadow boxes, custom profiles, and specialty finishes.
4. Contractor shall have experience and ability to work with client to understand issues regarding the artwork such as unique, complex, one-of-a-kind artworks; and complex and specific framing and installation needs. Contractor shall be prepared to develop a comprehensive written plan for review and approval; and professionally follow approved plan.
5. Contractor’s work site and artwork storage facility managed and under direct control of framer shall be located in a facility with building code compliance including fire suppression system, with security alarm system, and other security measures, such as perimeter locked entries and security gates.
6. Contractor’s work-site and artwork storage facility shall be able to hold in a professional and archival manner for up to five months up to 100 artworks of various sizes and materials ranging in size from 10”x10” to 70”x70” including some textiles and low-relief sculpture.
7. Contractor proximity of work-site and storage to Arts Commission office, located at 1401 Lakeside Drive, Suite 603, Oakland, CA will be a factor considered in selection of contractor.
8. For each artwork, Contractor shall provide samples of framing materials. Framing materials must be archival.
a. Sample items shall be submitted at no charge to the County.
b. The materials used for framing, such as 100% cotton rag mat board and frame mouldings samples, shall be delivered within one week of the request.
9. Contractor shall work with ACAC staff to identify appropriate materials and framing style for each artwork and submit individual price quotes for each artwork for ACAC staff review and approval.
10. For each artwork, Contractor shall build custom frames using archival materials such as oversized frames, complex mountings, fabric-wrapped mats, multiple aperture mats, deep bevel mats, acrylic vitrines, custom milled moldings, custom profiles and specialty wood finishes.
11. Contractor shall allow ACAC staff to review the frames and framed artworks before acceptance is issued. Interim progress check-in(s) may also be required. Framer must ensure ACAC staff can review the artwork.
12. Contractor shall safely and securely store up to 100 artworks of various sizes and types at any time during the framing period.
13. Contractor shall prepare artwork for transportation (labeled and wrapped in protective packaging).
14. Contractor shall work in a professional manner with ACAC staff and others designated by ACAC staff as requested and required. Provide clear communication, problem solving, and detailed tracking of project plans and requirements.
15. Contractor shall perform work in a timely manner and meet all deadlines.
E. DELIVERABLES / REPORTS
1. Pick-up and delivery of artworks will be coordinated by the ACAC office.
2. Each framed artwork must be labeled according to County’s requirement and wrapped in protective packaging.
3. Delivery must be received on the date specified.
4. All deliveries shall be shipped FOB Destination to various County locations as requested.
II. CALENDAR OF EVENTS
NETWORKING/BIDDERS CONFERENCE AND SITE WALKTHROUGH IS MANDATORY
EVENT / DATE/LOCATIONRequest Issued / April 30, 2015
Written Questions Due / by 5:00 p.m. on May 8, 2015
Networking/Bidders Conference
*Mandatory Bidders Conference and On-Site Walkthrough / May 7, 2015 @ 1:00 p.m. / at: General Services Agency
1401 Lakeside Drive
Room 1105, 11th Floor
Oakland, CA 94612
Addendum Issued / May 19,2015
Response Due / June 3, 2015 by 2:00 p.m.
Evaluation Period / June 3, 2015 – June 25, 2015
Vendor Interviews / June 12, 2015
Board Letter Recommending Award Issued / July 7, 2015
Board Consideration Award Date / July 21, 2015
Contract Start Date / August 1, 2015
Note: Award and start dates are approximate.
F. NETWORKING / BIDDERS CONFERENCES
1. Bidders Conference scheduled for May 7, 2015 is mandatory. Bids from bidders who do not attend the bidders conference will not be accepted. An on-site walkthrough will be conducted at the beginning of the bidders conference to have bidders view the four different frame styles.
2. Networking/bidders conferences will be held to:
a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFP.
b. Provide an opportunity for bidders to ask specific questions about the project and request RFP clarification.
c. Provide the County with an opportunity to receive feedback regarding the project and RFP.
3. All questions will be addressed, and the list of attendees will be included, in an RFP Addendum following the networking/bidders conference.
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS
G. EVALUATION CRITERIA / SELECTION COMMITTEE
All proposals that pass the initial Evaluation Criteria which are determined on a pass/fail basis (Completeness of Response and Debarment and Suspension) will be evaluated by a County Selection Committee (CSC). The County Selection Committee may be composed of County staff and other parties that may have expertise or experience in fine art museum-quality, archival framing services. The CSC will score and recommend a Contractor in accordance with the evaluation criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.
All contact during the evaluation phase shall be through the GSA-Procurement & Support Services department only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidder to contact and/or influence members of the CSC may result in disqualification of Bidder.
The CSC will evaluate each proposal meeting the qualification requirements set forth in this RFP. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments, or unrealistically high or low in cost, will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County’s requirements as set forth in this RFP.
Bidders are advised that in the evaluation of cost it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.
As a result of this RFP, the County intends to award a contract to the responsible bidder(s) whose response conforms to the RFP and whose bid presents the greatest value to the County, all evaluation criteria considered. The combined weight of the evaluation criteria is greater in importance than cost in determining the greatest value to the County. The goal is to award a contract to the bidder(s) that proposes the County the best quality as determined by the combined weight of the evaluation criteria. The County may award a contract of higher qualitative competence over the lowest priced response.
The basic information that each section should contain is specified below, these specifications should be considered as minimum requirements. Much of the material needed to present a comprehensive proposal can be placed into one of the sections listed. However, other criteria may be added to further support the evaluation process whenever such additional criteria are deemed appropriate in considering the nature of the goods and/or services being solicited.
Each of the Evaluation Criteria below will be used in ranking and determining the quality of bidders’ proposals. Proposals will be evaluated according to each Evaluation Criteria, and scored on the zero to five-point scale outlined below. The scores for all Evaluation Criteria will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred fifty (550) points, including the possible fifty (50) points for local and small, local and emerging, or local preference points (maximum 10% of final score).
The evaluation process may include a two-stage approach including an initial evaluation of the written proposal and preliminary scoring to develop a short list of bidders that will continue to the final stage of oral presentation, interview, and reference checks. The preliminary scoring will be based on the total points, excluding points allocated to references, oral presentation, and interview.
If the two-stage approach is used, the top five bidders receiving the highest preliminary scores and with at least 200 points will be invited to an oral presentation and interview. Only the bidders meeting the short list criteria will proceed to the next stage. All other bidders will be deemed eliminated from the process. All bidders will be notified of the short list participants; however, the preliminary scores at that time will not be communicated to bidders.