Request for Qualifications and Proposals (RFQ/RFP) For Museum Master Planning Services Adler Planetarium Qualifications due: 11:59 PM Central on December 8, 2017 General Information The Adler Planetarium is seeking proposals for comprehensive master planning services for our existing facility, including space planning, visitor flow, amenities, and exhibition plans. The plan should include, but is not limited to: conceptual art package, interpretive package, anticipated project budget, and proposed renovation schedules. This will be a two-stage process, with an open RFQ followed by an invited RFP. One digital copy of the qualifications submission must be submitted on or before 11:59PM Central on Friday, December 8, 2017. Submission should be sent via email to Amy Iverson ( amy.iverson@givendeavors.com), Sarah Cole ( scole@adlerplanetarium.org), and Michael Stellfox ( mstellfox@adlerplanetarium.org). For files over 10MB, please use a file sharing service like Dropbox, Google Drive, or other of your preference. If password protected, please share password. Email subject should read: Submission Statement of Qualifications Adler Planetarium. Questions will not be taken for the RFQ phase. For short-listed firms, invited to respond to the RFP, any questions regarding the RFP should be submitted in writing only to Amy Iverson ( amy.iverson@givendeavors.com) via email. RFQ Opening Date: 11/20 Statement of Qualifications and Firm background/portfolio due: 11:59 PM Central, 12/8 Short-list for RFP announced 12/18 Voluntary on site meetings/tours: 1/8/18-1/19/18 Questions due: 5:00 PM Central, 1/26/18 Final Proposal due: 11:59 PM Central, 2/16/18 Final Selection announced: 3/5/18 Project Description The Adler Planetarium America s first planetarium was founded in 1930 as a classroom under the heavens. What began as a single theater and small collection has expanded into Page 1 of 7
approximately 60,000 square feet of public space, inclusive of entries, theaters, galleries, and amenity spaces. Since 2012, the Adler has welcomed a new leadership team, led by president and CEO Dr. Michelle Larson. As we move further into the 21st century, the Adler Planetarium is focused on becoming more inclusive and welcoming, and reignited our drive to demystify the universe while encouraging active participation in the scientific process. Over the past 5 years, the Adler has experienced significant audience growth, and our operations and facilities have not been able to keep pace with demand. The institution is currently deeply focused on planning efforts, including a facility assessment (projected completion January 2018) and a brand positioning development (projected completion Spring 2018). Those plans plus others will serve as inputs to this master planning effort, which will transform the institution for the future. We are seeking a plan and design for a flexible, multi-use operational space that will allow us to capitalize on increased demand, and an interpretive plan that will allow us to respond rapidly to content opportunities and new discoveries. This plan will provide guidance as the Adler reinvents all of our public spaces, theaters, and facilities to support the guest experience, and to support staff by providing adequate and appropriate spaces to develop that experience. The Adler is currently engaged in brand positioning planning, as well as a facilities assessment. Both of those efforts will provide inputs to the master planning effort. This master plan will serve as a major component of a comprehensive campaign to be publicly launched in the next 2-3 years. The master plan will need to provide adequate concepts, artwork, budgets, and timelines to inform trustee and donor conversations. The master plan will also be integral in any needed conversations with local agencies and stakeholders in final construction planning. Ideal working relationship We are a team of non-traditionalists seeking a firm who will partner with us to transform the Adler. In 1937, this building was awe inspiring to all who visited. We seek to create that same level of mind-blowing wonder in modern guests. There are some challenges with our building s design and location, but we are confident that there are creative solutions that will move us forward. We are seeking a true partner relationship. Over the last few years, new team members have been added to the Adler exhibits and programs departments. With a range of experiences and fresh perspectives, they have worked to slowly transform the visitor experience and establish a new aesthetic. We desire to see our team actively participate in and learn from the master planning process. We seek a firm that allows us to sit side-by-side with its experts, acknowledges that we can learn from one another, and values collaboration, transparency and open-source thinking. We are looking for a firm who will challenge our assumptions, draw inspiration from diverse sources, and leave nothing unquestioned. This partner firm should have wide capabilities and experience in themed entertainment, cultural attractions, museums, and resorts. Page 2 of 7
We seek a culturally competent partner with knowledge of visitor behavior in attraction and informal learning settings. The partner firm must be able to lead a team through visioning processes that take into account our diverse audiences and their varying needs. An awareness of effective strategies for engagement of a variety of audiences is desired. Expected capabilities include art direction, 3D design, architecture, experience planning, interactive technology, collections management, space planning, operational logistics, experience with historic buildings, civil engineering, and experience navigating local regulations. The firm should expect to provide the majority of the project management for this effort, but content discussion should be done in concert with Adler experts. Scope of Work General The selected firm shall furnish all expertise, labor, and resources to provided complete services for this project. The work shall be conducted in coordination and collaboration with Adler staff and other stakeholders (to be identified through the planning process). A more detailed scope of work can be found in Appendix A. The firm may be required to complete any or all of the following: 1. Discovery meetings with key stakeholders, including staff, volunteers, trustees, and other stakeholders. 2. Informational meetings with brand strategist and with facilities assessment team, as well as any other teams who may need to share institutional findings. 3. Inventory of current state of exhibits, theater programming, and overall guest experience 4. Analysis of back of house facility, including office spaces and collections storage 5. Conceptual comprehensive guest experience plan narrative with illustrative art 6. Preparation of final renderings and cost estimates for key elements 7. Phasing plan 8. Other services consistent with the intent of this RFP Deliverables Formative evaluation report/summary of inventory findings Concept narrative Conceptual drawings/renderings for all elements 3D models/fly-throughs for key elements Cost estimate of a level appropriate for fund raising Proposed project schedule Anticipated schedule and critical dates Project award March 5, 2018 Work to commence March 2018 Reporting Milestones (includes but not limited to): o Adler Annual Meeting May 30, 2018 Page 3 of 7
Enough material will be needed to present progress to date to stakeholders, including early design sketches and concepts Firm representatives may be asked to attend this meeting and present alongside Adler staff o Executive Committee of the Board of Trustees meeting July 11, 2018 An executive summary of work to date and design renderings for the Lobby, Entrance, and one flagship gallery should be ready to share with the Committee TIme is limited, so firm will not be asked/required to present Project completion August 31, 2018 Specific information to consider The Adler Planetarium is open year round. The Adler Planetarium does not own our building, but our lease with the City of Chicago indicates that all upkeep and alterations to the building are our responsibility. The Adler Planetarium was designated a National Historic Landmark in 1987. The Adler Planetarium has undertaken master planning before, to various degrees. Historic documents will be shared with awardee. Submittal requirements and selection criteria RFQ Submittal requirements: For the initial selection phase, each proposal is limited to 10 pages, excluding cover page and dividers, and should address the following: 1. Cover Letter including but not limited to a statement of understanding and approach to this project 2. Background information on firm (1 page max) 3. List of anticipated team members with qualifications/certifications (3 pages max) 4. Overview of planning philosophy and process, including definitions of roles and responsibilities (2 pages max) 5. Summary of 2 similar projects completed in the last 5 years (4 pages max) Process and Criteria for Short Listing A selection committee of internal Adler personnel will evaluate the qualifications and identify no more than 8 firms for the short list based on the following criteria: 1. Firm capacity and relevant experience 2. Demonstration of comparable previous work, demonstrating ability to transform an established institution in creative and dynamic ways 3. Demonstration of Adler needs and desires 4. Alignment of planning philosophy with Adler needs 5. Clarity of planning process 6. Firm reputation Page 4 of 7
Full Proposal Submittal requirements Short-listed firms will submit a full proposal, limited to 35 pages, excluding cover pages, appendices, and dividers, which will address the following: 1. Cover letter 2. Executive summary of proposal (2 pages) 3. Final list of team members with qualifications (3 pages) 4. Identification of anticipated subcontractors or partner firms who will participate in project (1 page) a. Identified subcontractors/partner firms should be represented by a statement of qualifications and references b. Letters of support should be included from any subcontracted firms intended to fill a critical role in the project. 5. Detailed explanation of planning process with specific references to how this process will look at the Adler (no more than 6 pages including figures) 6. Proposed schedule with critical points and milestones. Assume completion by end of August 2018. 7. Budget reflecting scope of work represented as a lump sum figure a. Firm shall indicate what conditions would generate a scope change or change order and indicate pricing thereof b. Firm shall indicate hourly costs for key personnel to complete any items not included in the scope of work 8. Firm shall clearly indicate what elements are considered out of scope 9. Details on no more than 4 significant projects similar in scope and method, as a detailed portfolio with images (12 pages max) 10. Other similar projects can be listed separately with year, institution, and location indicated (2 pages max) 11. References (3-5) for portfolio projects with contact information (email, phone, institution name) (1 page) Process and Criteria for Project Award A selection committee of internal Adler personnel will evaluate the full proposals based on the following criteria: 1) Alignment of proposal with Adler goals and identity 2) Vision and energy 3) Team dynamic and fit with Adler team 4) Demonstration of forward thinking and creativity 5) Demonstration of clear understanding of needs and scope, as evidenced by proposed team members and subcontractors 6) Portfolio of previous work 7) Reputation and positive references 8) Project timeline and alignment to Adler needs 9) Overall cost Page 5 of 7
Appendix A Detailed Scope of Work The following is a detailed scope of work. Additional elements may be exposed in the discovery process. This list is not meant to be prescriptive or comprehensive, but rather illustrative of the extent of the project. 1. OVERALL EXPERIENCE PLAN a. Identify, in coordination with Adler staff and other parties, Adler core competencies and work with team to conceptualize how those competencies will be woven into the overall experience plan b. Complete formative evaluation with visitors, members, and staff to assess visitor needs (both in terms of space and equipment) for amenities including, but not limited to: i. Guest Services/Admissions ii. Amenities such as vending and coat storage iii. Cafe space iv. Hallways/respite spaces v. Gift Shop vi. Storage (coat room, temporary storage, stroller parking, etc.) vii. Multi use rooms (birthday/school lunch/etc) viii. Flexibility of space and ability to move from public use to private events ix. Entry/Exit/Drop off x. Visitor Flow and Wayfinding xi. Accessibility c. Work with staff, partners and stakeholders in the development of new guest experience plan for all of the above elements, as appropriate d. Propose new layouts and designs for a redesigned end to end guest experience 2. PRELIMINARY FLAGSHIP EXHIBIT AND THEATERS PLAN a. Review of existing exhibits and exhibit concepts b. Complete formative evaluation with visitors, members, stakeholders and partners to assess existing exhibits and concepts c. Work with staff, partners and stakeholders in the development of 3 Flagship preliminary exhibit plans, for which early concepts are already in formation and are proposed for specific locations 1. Dynamic Universe - Lowest level/johnson Theater 2. Destination Mars - Solar System/Solarium 3. Collections encounter - Lower Level ii. Planning should include, but is not limited to: 1. Bubble plans for each area 2. List of components and activities within each area 3. Budget estimates for each exhibit area 4. Conceptual artwork for each exhibit area d. Work with staff in the development of space plan for exhibit maintenance, construction and storage Page 6 of 7
e. Work with staff to document ideas for other exhibition spaces that are generated during the process f. Work with staff, partners, and stakeholders in the development of concepts for interactive full-dome theater programs 3. EXPERIENTIAL SPACE PLAN a. Review of onsite educational and experiential programs (Information gathering only - new programmatic elements are out of scope) b. Work with staff, partners and stakeholders in the development of preliminary experiential space plans, including i. Presentation/Program spaces (classrooms, meeting spaces, activity centers, etc. ) ii. Storage needs for materials, equipment and interpretive collections iii. Technology needs for these programs/spaces 4. COLLECTIONS STORAGE AND ACCESS PLAN a. Review of current collections storage and access, including onsite storage, offsite storage, and current operations/logistics b. Work with staff and other stakeholders to develop proposed solutions to challenges as identified by the team 5. MUSEUM STAFF SPACE a. Develop a space plan for museum back of house space, including offices and conference rooms, to provide optimal efficiency and productive work environments b. Provide budget estimates for construction/furniture needs 6. PHASING AND PRELIMINARY BUDGETS a. Explore and propose options for construction timelines and phasing b. Create preliminary budgets for proposed work, for fundraising purposes 7. FINAL PACKAGE a. Final package should include, but is not limited to: i. Interpretive/experience storylines ii. conceptual artwork iii. bubble floor plans iv. evaluation reports and summary of findings v. 3D models for key elements vi. Cost estimates for all elements at a level appropriate for fundraising vii. Proposed project timing/phasing Page 7 of 7