s: Purpose: The Gumbo Limbo Nature Center Inc, (dba ) the 501(c)(3) non-profit organization to support the efforts of Gumbo Limbo Environmental Complex located at 1801 N. Ocean Blvd. is requesting proposals for consulting services to prepare a general interpretive plan with guidelines for visual signage and displays on the property. Submission Requirements Due Date: August 14,2015 Electronic responses to this RFP shall be provided by, Friday, August 14 at 4 p.m., in an email with attachment in Adobe Acrobat PDF format, addressed to diane@gumbolimbo.org. The e-mail subject line should read, Response to Gumbo Limbo Environmental Complex RFP. OBJECTIVE (FRIENDS) desires to contract with a consultant to develop a graphic design and general interpretive plan for Gumbo Limbo Environmental Complex (GLEC) in Boca Raton, Florida. The resultant graphic design is to provide guidelines for visual signage, exhibits, and displays, as well as formats and palettes (colors, fonts, etc) for informational signage, wayfinding signage, and exhibits throughout the property. The interpretive plan should present main themes and an appropriate flow of information but not specific topics, content, or details for individual exhibits. All aspects must be based on the Mission of GLEC: To increase public awareness of coastal and marine ecosystems through research, education, preservation and conservation. BACKGROUND GLEC is owned and operated by the City of Boca Raton. GLEC is located on 20 acres of native coastal hammock, situated on a barrier island and fronting the Intracoastal Waterway. It hosts over 170,000 eco-tourists annually, including over 6,000 K-12 students. GLEC focuses on public education about the coastal and marine environments. Components of GLEC include four (4), outdoor marine aquariums situated on permanent roofed pavilions; an eleven (11) bed sea turtle rehabilitation facility that can house and treat up to thirteen (16) sick and/or injured sea turtle patients at any given time; a boardwalk/nature trail through the coastal hammock with an observation tower; a butterfly garden and nature trail; a chiki hut (outdoor classroom); amphitheater, a gopher tortoise enclosure, a Nature Center with exhibits and live animal displays, and is home of the Boca Raton Sea Turtle Conservation Program. There are a variety of existing displays and exhibits throughout the property. To depict a more accurate setting that the awarded consultant will have to work in and with, Exhibit A attached here within shows drawings of the layout of the site. Note that there is a new Master Site Plan being prepared which will impact some areas. Information will be provided to the awarded consultant as it becomes available. Accuracy of the information will be subject to verification in the field by consultant. Page 1
For additional information about the Gumbo Limbo Environmental Complex visit www.gumbolimbo.org SCOPE OF SERVICES Work Objective Consultant shall provide a graphic design for exhibits, wayfinding, informational signage, and branding purposes and an overall interpretive plan for the site. The goal is to use education to effect personal change that positively impacts the marine and coastal environment. Indoor and outdoor exhibits will be required. The plan shall consider that while the content for the signs and exhibits is not included in this scope, it should identify themes and allow that the future messages are Mission based and identify education, conservation, preservation, and/or research efforts. The flow of information throughout the property is a priority. The target audience and ages to be considered are as follows: Demographics: 1) K-12 school classes and camps; 2) College and University students, faculty, and researchers; 3) families; 4) seniors; and 5) eco-tourists. Characteristics: a) individuals unfamiliar with local marine habitats; b) people seeking entertainment; c) non-native speakers/multi-lingual; d) environmentally conscious; e) divers/recreational fisherman/ boater; f) life-long learners, g) students; h)physically and mentally impaired. This contract is Phase I of developing a long range interpretive program. Subsequent phases will define, design as well as construct and install detailed signage, exhibits, displays and other interpretive tools. The winner of this contract will not be prohibited in such future projects. TASKS: 1. Kick-off meeting with FRIENDS and GLEC staff. Meeting intended to discuss and define goals, resources, expectations and schedules. 2. Create and implement surveys: Prepare a survey, identify stakeholders (with assistance from FRIENDS and GLEC staff), and gather input from up to 15 stakeholder individuals to help identify the goals and objectives of the programs and projects of GLEC. Results of a survey completed in 2012 for a strategic plan will be made available to Consultant. 3. Survey findings and information to be presented in a report to be evaluated and reviewed with FRIENDS and GLEC Staff to set the bases for the plan. 4. Report and Recommendations: Prepare a report with analysis and strategy to achieve the best types of indoor and outdoor exhibits. It should include a general interpretive plan of Page 2
exhibits, displays, and other interpretive tools. The recommended plan and guidelines in the report shall address the following elements. a. Purposes and goals of GLEC and stakeholders, including the Mission of GLEC of education, conservation, preservation, and research on coastal and marine environments. b. Possible methods and media of communication for Exhibits. c. Are the target audiences considering ages, demographics, and characteristics being addressed? d. What are the site conditions, locations, and utilities available and what are limitations for Exhibits. e. What types of changes and adaptations can be made to Exhibits after they are in place to ensure it is still cutting edge and engaging to public? f. What types of maintenance and support are needed on Exhibits and tools? g. Are existing exhibits/displays at GLEC consistent with the plan? h. Recommendation of types of materials to use for signage and exhibits. i. What is the final standardized format, layout, color scheme, etc. for all exhibits, wayfinding, informational signage, and branding needs? 5. GLEC staff and Friends will review report and provide comments. Consultant shall revise accordingly for the final report. Questions and Amendments to the RFP: Inquiries regarding this proposal shall be directed in writing via e mail to Jim Miller, at jim@gumbolimbo.org. Responses to inquires will be posted on the Gumbo Limbo website at www.gumbolimbo.org. In the event that any substantive issues require clarification or amendment during the process, an Amendment to this RFP will be issued and posted on the Gumbo Limbo website at: www.gumbolimbo.org. It will be the responsibility of the bidder to check for responses or amendments. FRIENDS reserves the right to reject any or all responses submitted in total or in part, and to disqualify any responses that do not contain the documentation requested in this. There is no expressed or implied obligation for FRIENDS to reimburse firms for any expenses incurred in preparing submittals in response to this request. Page 3
Timing of the Services The consulting arrangements are expected to begin September 21. The desired schedule is for Steps 1 and 2 to be completed within 30 days of contract award and a Draft report issued within 45 days of the contract award. FRIENDS will provide comments on the Draft report within 14 days. Step 4 and the final report shall be completed within 14 days of receiving comments on the Draft report. Resources and Supplies Available from Client FRIENDS will provide an overall Contract Manager, who will serve as the primary point of contact between FRIENDS and the selected consultant. There will be an Interpretive Committee of GLEC staff and Friends for this project, with a chair to provide resources and support. GLEC is owned and operated by the City of Boca Raton. Access and conduct at GLEC in the performance of the contract will be subject to the rules and regulations of the City and scheduled and coordinated with FRIENDS in conjunction with the Manager of GLEC. FRIENDS and the City will provide drawings and technical details on the facilities but accuracy of the information will be subject to verification in the field by Contractor. Resources expected from Contractor Unless specified all resources and needs are to be supplied by Contractor. Budget and Cost Control Requirements Any and all changes to the scope of work that will affect the cost or schedule must be submitted in writing to the Friends Contract Manager and agreed to by FRIENDS in writing before changes are implemented. Requirements for the Proposal Submissions and any samples included become the property of FRIENDS. Each submission shall include the following: 1) Title Page Include firm and contact person s name and contact information for the firm and contact person 2) Table of Contents 3) Transmittal Letter 4) Firm Qualifications and Experience The response should state the size of the firm, identify the location of the office(s) from which the work on this engagement is to be performed, and the numbers of the professional staff to be employed in this engagement on a full time and part time basis. The firm should provide information on its professional Page 4
experience in exhibit master planning, especially as it may relate to interpretive exhibits, nature centers, aquariums, museums, non profit and/or governmental entities, zoos, and Palm Beach County. If the proposer is a joint venture or consortium, the qualifications and experience of each firm comprising the joint venture or consortium should be separately identified and the firm that is to serve as the principal firm should be noted, if applicable. The firm shall provide information on the circumstances and status of any disciplinary action taken or pending against the firm during the past three (3) years with state regulatory bodies or professional organizations. 5) Staff Qualifications and Experience The firm shall identify the staffing for the project including an organization chart, and contact information for Project Manager (primary point of contact), and other key personnel who would be assigned to the engagement. Include resumes for key persons specifying their professional experience as it may relate to exhibit master planning, interpretive exhibits, nature centers, aquariums, museums, non profit and/or governmental entities, and Palm Beach County. The firm should provide as much information as possible regarding the number, qualifications, experience, and training of the specific staff to be assigned to this engagement. The firm also should indicate how the quality of staff over the term of the agreement will be assured. FRIENDS shall retain the right to approve or reject replacements of key managers, other supervisory staff and specialists. Other personnel may be changed at the discretion of the proposer provided that the replacements have substantially the same or better qualifications or experience. A description of the services of subcontractors expected to be included in completing the Project and the amount of work expected to be done by the subcontractor shall be included with identification and qualifications of each. 6) Proposed means and methods for completing the work as outlined in the Scope of Services. Please provide a summary of the approach your firm will take in accomplishing the goal of this project. 7) Anticipated Schedule An expected project schedule is to be included with milestones and critical points in the project. 8) Cost and Pricing: The following is to be included: A cost proposal with options if desired. Pricing table for other services which may be used during the execution of the contract Proposed payment schedule Page 5
Exceptions to the Contract Alternatives to improve cost, schedule, and quality may be included (optional) 9) Samples of Work Each submittal shall include information on three (3) examples of actual work of a similar nature performed in the last five (5) years. Examples shall include the name, email address, and telephone number of the principal client contact. Site Visits and additional information: Site visit scheduling and requests for additional information or questions by contacting Jim Miller at jim@gumbolimbo.org or phone 703-608-6364. For FAQs and a link to the RFP, please go to www.gumbolimbo.org/interpretive-plan. Evaluation Criteria: Selection will be made considering a variety of factors including response to the scope of work, quality, experience, timing and price. A decision may be made to not accept any of the proposals. Page 6
Exhibit A Page 7