Heritage Destination Consulting guide to RFP request for proposal for interpretive exhibits

Indoor Interpretive Exhibit Planning, Design & Fabrication Services

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1) Agency & Project Introduction

This introductory section gives the bidder an overview of who you are, what you do, and what the project is. It might give a brief history of the project, who is funding it, and what you want the project to accomplish when completed.

2) Project Requirements

This section provides more detail on what you are looking for, such as a team of experienced exhibit designers, or exhibit planners that are familiar with your subject matter. It may also describe other project requirements such as the need for interactive exhibits, or exhibit that are bi-lingual. Will the project require any handicap visitor design needs or expertise?

3) Scope of Work

This is one of the most important sections of the RFP. Here you will detail exactly what the scope of work will cover. The following is a template example of typical “scope of work” for an exhibit project.

The selected contractor will:

Conduct a focus workshop session with staff to determine/re-affirm, the main interpretive theme and sub-themes of the total interpretive message presentation

Develop, with staff, the specific objectives (in writing) – of the total presentation of the interpretive theme to include:

Learning Objectives

Behavioral objectives

Emotional objectives

Review the facility visitor numbers, market make-up and mix, and seasonal visitation patterns that might influence exhibit design, and any needs for easily changeable exhibits (seasonal or topical)

For each proposed exhibit, the exhibit designer will develop an Interpretive Exhibit Planning Form that details each individual exhibits:

Main interpretive sub-theme or message concept

The specific recommended/approved objectives that individual exhibit is to accomplish (learn, feel, do)

The best interpretive media or approach for that exhibit to accomplish its’ stated objectives

The interpretive exhibit plan for the individual exhibits will be reviewed by facility staff and approved before moving on to the DESIGN phase of the exhibit project. The individual exhibits will be designed to accomplish the objectives stated, and draft designs will be reviewed for approval on how well the design addressed the specific objectives.

Working with facility staff, review the facility collections for appropriate artifacts, photographs, or related materials to help illustrate the theme of each exhibit.

Provide a draft concept design for the individual exhibits, and the exhibit areas as a whole for review and approval.

Develop draft label copy for the exhibits. Label copy should be “interpretive” and based on the Tilden Interpretive Principals.

Provide a final design (based on comments from the review of the draft design)for approval.

Provide exhibit fabrication as per your proposal.

Have the client review exhibits at the production facility for any technical or editorial errors.

Have the client sign-off on the exhibits production after the on-site review.

Install exhibits by the deadline set forth in the contract

Additional considerations

Contractor will provide a one-year WARRANTY on exhibits.

Contractor will provide a maintenance manual on exhibits (for cleaning, repairs, etc.).

Contractor will provide a supplier contact list for any replacement parts that might be required in exhibit maintenance or operations.

Contractor will provide the original manufactures warranty for any technical equipment if used (Digital equipment, computers, etc.).

4) Agency Provided Support & Resources

This is the section of the RFP where you list what support or resources you, the client will provide for the project. These might include:

As part of the project our agency (name) will provide the following materials or services for the project:

Assistance in photographic research and photo selection.

Assistance in historic or biological research.

Assistance in artifact selection.

Access to a historian or biologist (or other resource staff).

Assistance in organizing meetings and providing meeting rooms and associated audio-visual needs.

Current visitation data and records.

Building bueprints.

5) Qualifications

This section is where you list the qualifications that the successful bidder or firm should possess. This might include:

Technical Qualifications

Bidders should meet or exceed these minimum qualifications:

Five or more years of experience planning, designing, construction of interpretive exhibits.

It is recommended that the team has a professional interpreter on the team to provide the interpretive planning expertise.

Have experience in planning/design of projects of a similar size or nature.

Have team members who have expertise in the related subject matter

Have experience in designing interactive exhibits for children

Bid submittal requirements

Provide list/samples of interpretive exhibit design projects developed within the past year.

Provide a sample of an interpretive exhibit plan illustrating how you developed the main interpretive theme and objectives for the exhibition.

Provide a sample of your “best interpretive exhibit design” with a narrative of why the exhibit is interpretive (how did you use Tilden’s Interpretive Principles” in the design and message presentation?).

Provide a list of three references from recent projects.

Provide a list of personnel (resumes) who will be involved with the project management, interpretive planning, design, research and fabrication, including any/all sub-contractors.

Provide a breakdown of budget covering:

Exhibit research, planning and design.

Exhibit construction/fabrication.

Exhibit delivery and installation.

Provide a draft project time line.

Payment terms and conditions.

6) Selection Process

This is the section where you explain how your will judge the proposals and the criteria you have established to make your final selection. This could include:

Selection Criteria
Our selection criteria follow the rules and standards of….(your agency, company, government, etc).

The selection of the successful candidate/bidder is not based solely on “low bid”, but on the best product to accomplish the objectives of the project. The successful bidder will:

Meet our (agency or organization) standards for bidder qualifications through our formal bid process.

Not exceed the amount budgeted for the project.

Meets or exceeds the qualifications as listed in the RFP.

Clearly details how they will accomplish the stated scope of work

Interviews

The top three bidders will be invited (at their own expense) to deliver a formal presentation of their proposal, qualifications, examples of past projects, etc. to the selection committee.

Award of Contract

Award of the contract is not based on low bid, but by the receipt of the proposal that best meets the needs of the (agency, company, government, etc.) and this project.

It is our intent to select the consultant/firm no later than (add date), and to have the project formally begin by (add date).

Send one (or as many copies as you need) copy of your proposal to: (Name and address you want the proposal sent to)

All proposals are due in our office by (add time and date).

Any specific questions about this project or proposal contents should be directed to (add the name of the project manager) at: (add address, phone, fax, e-mail).

Visit our projects list!

Find out about HDC heritage interpretation services: what is heritage interpretation?; why do you need heritage interpretation?; what are the benefits of heritage interpretation?; what are interpretive planning themes & objectives?; who was Freeman Tilden?; heritage interpretation planning; heritage interpretation design; heritage interpretation panel & exhibit fabrication; heritage interpretation training; developing tourist trails; request for proposal guidance notes; exhibit request for proposal template; interpretive planning request for proposal template; panel request for proposal template
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Find out about HDC tourism marketing: exhibition services; travel trade marketing; public relations and awareness; tourism brochure design; tourism research; tourism facts

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Heritage Destination Consulting Ltd.
heritage interpretation & tourism consultants
www.heritagedestination.com
www.heritagedestination.co.uk

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