The following is a RFP template for Interpretive Master Planning Services - feel free to copy and adapt to your individual needs.
REQUEST FOR PROPOSAL- Heritage Interpretation Planning Projects
1) Agency Introduction
This introductory section gives the bidder an overview of who you are, what you do, why you do what you do, how you do what you do and so on.
2) Project Introduction
This introductory section gives the bidder an overview of the project; its context, history, who is funding it, and what you want the interpretive planning project to accomplish when completed.
3) Project Requirements
This section provided more detail on what you are looking for, such as trained, qualified, accredited, experienced interpretive planners and/or interpretive planners that are familiar with your geographical or subject area.
4) Project Outputs
This section should describe the specific interpretive planning project requirements such as the need visitor analysis, resource analysis, outcomes, or will the interpretive project require any handicap visitor design needs or expertise, and so on.
5) 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 interpretive master planning 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 LFD objectives (in writing) – of each interpretive panel:
- Develop an interpretive master plan that addresses and contains the following elements.....(the following outline is provided as an example and can be changed as needed).
Introduction and scope of the interpretive plan.(What is the scope of work the plan is to cover?)
Main interpretive theme and sub-themes (from focus workshops and site resource analysis).
A. Main interpretive theme and rational.
B. Main sub-themes and rational.
C. Interpretive story-line flow bubble diagram.
Total interpretive program/services objectives (Learn, Feel, Do - This is for the total interpretive program/services effort – site and/or visitor centre combined. This usually comes from a focus workshop, and edited based on the interpretive site resources review.)
A. Learning Objectives
B. Behavioural Objectives
C. Emotional Objectives
6) Visitor Analysis
This is usually based on existing visitor data as doing new visitor surveys is both time consuming and expensive. Sections of this part of the plan can include:
A. Visitation numbers and trends over the past 3-5 years (graph this data).
B. Basic market profile – who are the visitors, where are they traveling from, how long are they staying, gender and age variables, etc.
C. Visitor experience desires or focus (why are they visiting this site?).
D. Seasonal visitation trends or issues.
E. School group and curriculum based interpretive planning needs and issues.
F. Visitor management issues (relate to behavioural objectives).
7) Individual Site Interpretive Inventory and Story Development Forms.
A. Site resource location/inventory map. This map would show the locations of each interpretive site, feature, facility, etc. that an interpretive planning form set would be completed for (existing or proposed).
B. Interpretive Site Index list. This is a list of all of the interpretive sites inventoried and included in the interpretive planning form sets that follow.
C. Interpretive Planning form sets for each interpretive site inventoried including orientation sites, facilities, trails, demonstration areas, historic sites, natural resource areas, etc .(existing or proposed).
For each planning form set include:
a. Site Inventory Form.1. Site Index Number(keyed to map).
2. Site Name
3. Site Location (reference site index map, etc.)
4. Site Description (refer to photos if available).
5. Interpretive Significance (why are we interpreting this site?).
b. Story Development Form Set:1. Main Interpretive Theme/Topic for each individual site.
2. Site Objectives. These are physical development objectives such as building a stair way, add a viewing deck, etc.
3. Interpretive program/services objectives. These are the specific objectives (learn, feel or do) that interpretive programs, services or media are to accomplish at this specific site.
4. Recommended Interpretive Media for this location. This is a list of the interpretive media that could best be used to accomplish the stated objectives (i.e. self-guiding trail, interpretive panel, outdoor demonstration, guided walk, exhibit in a visitor center, etc).
5. Any budget issues or estimates. This helps make each individual interpretive planning form set a “mini” work plan for each individual site or feature that is part of the interpretive plan.
6. Five year implementation and operations strategy/matrix. This includes: Site Index Number – each Interpretive Media or Site Development needs – Fiscal Year for implementation – estimated cost for each site/item listed. This allows us to plan priorities and costs for actually implementing the total interpretive plan 5 years down the road.
7. Evaluation recommendations. How will you know if the interpretive media you are going to purchase actually works (accomplishes its objectives), such as pre-testing interpretive panels in draft form, etc.
8. Appendices as needed.
8) Agency Provided Services and Materials
This is the section of the RFP where you list what products or services you will provide for the project. This
might include:
As part of the project our agency (name) will provide the following materials or services for the project:
- Provide historical or biological research materials.
- Assistance in organising meetings and providing meeting rooms and associated audio-visual needs as needed.
- Base maps of the site.
9) Qualifications
This section is where you list the qualifications that the successful bidder or firm should possess. This might include:
Technical QualificationsBidders should meet or exceed these minimum qualifications:
Five or more years of dedicated interpretive planning experience and/or have a university degree in interpretation or closely related field and/or agency provided interpretive planning courses or workshops (list) and/or be a NAI (National Association for Interpretation) Certified Interpretive Planner and or other proof of specific qualifications in interpretive planning.
10) Bid Submittal Requirements
- Provide list/description of interpretive planning projects developed within the past year.
- Provide your qualifications in interpretive planning.
- Provide a list of three references from recent interpretive planning projects.
- Provide (resumes) of staff who will be involved with the project.
- Provide a sample of a recently completed interpretive master plan similar in nature to this particular projects scope of work.
- Provide a narrative on how you will accomplish the stated scope of work.
- Provide a breakdown of budget: for master planning services and travel expenses
- Provide a draft project time line.
- Payment terms and conditions.
11) Selection Criteria
Our selection criteria follow the rules and standards of (your agency or facility, such as a county government), and the National Park Service Chesapeake Bay Gateways Program.
- 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 or exceed the standards of the National Park Service Chesapeake Bay Gateways Program.
- Meet our city (agency or organisation) 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 within the allotted time frame.
12) 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 site (city, county, agencies, etc.), and this project.
It is our intent to select the consultant/firm no later than (date), and to have the project formally begin by (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 5:00 pm (due date).
13) Contact Details
Any specific questions about this project or proposal contents should be directed to the project manager (name) at: Address, phone, fax, e-mail.
Please remember to add HDC to your tender list!