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Museum Exhibition and Special Events Lighting Designer Services Rfp# C1352

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Museum Exhibition and Special Events Lighting Designer Services Rfp# C1352 FASHION INSTITUTE OF TECHNOLOGY REQUEST FOR PROPOSAL (RFP) MUSEUM EXHIBITION AND SPECIAL EVENTS LIGHTING DESIGNER SERVICES RFP# C1352 SCHEDULE RFP Release Date March 2, 2017 Pre-Site Inspection March 6, 2017 11:00 AM Last day for receipt of written questions March 9, 2017 3:00 PM Proposal Due Date March 13, 2017 3:00 PM Commencement of Work Within one (1) week of contract’s execution The Terms as contained in Section V of this RFP together with the Terms and Conditions attached hereto shall be incorporated into a final agreement (the “Contract”) that shall be delivered by FIT to the successful lighting designer upon award. INTRODUCTION A. The Fashion Institute of Technology (“FIT” or “College”), a community college of art and design, business and technology of the State University of New York, currently has an enrollment of approximately 10,000 students; approximately 6,500 students study full time and another 3,500 take part-time classes. Located in the Chelsea area of Manhattan, FIT’s facilities are composed of a twelve building complex containing administrative offices, classrooms, computer labs, and studios. The campus also includes the Gladys Marcus Library and The Museum at FIT (hereinafter, “MFIT”). B. MFIT seeks to engage the services of an experienced and highly creative lighting designer (“Firm”). The ideal Firm will have a proven record of innovation in lighting design within a not-for-profit museum. Firm will work closely with an MFIT curator and be charged with developing and designing a dynamic lighting design that enhances historical fashions but also minimizes damage to these fragile objects. Firm must be familiar with current museum conservation standards and practices, specifically as they relate to safe light levels and object exposure. The lighting will be for exhibitions which are housed in the museum’s lower level galleries. In addition, the Firm provides input and coordinates with the exhibition designer and graphics designer. In general, the services will be performed on a semi-annual basis and for special exhibits only. 1 The Firm must also work closely with the curator of education and public programming and exhibitions manager on the lighting design and installation of MFIT’s opening exhibition receptions. Firm must have a unique vision for these one-night receptions and be able to craft a design that echoes each exhibition’s conceptual theme. The installation must be completed in one afternoon and quickly de-installed the following morning. Firm must have extensive knowledge of all New York City fire and safety codes. I. REQUIREMENTS A. All Firms shall meet the following requirements and furnish all necessary information with the Proposal. Submit one (1) complete original and four (4) complete hard copies of the Proposal. Failure to comply with these requirements shall be grounds for rejection of your Proposal. FIT reserves the right to determine that a Firm has substantially met all the requirements of the RFP and/or ask for additional information. Those items for which Firm has or asserts proprietary rights, or which must remain confidential per the terms of any prior contract, shall be clearly indicated. Submission of Proposal shall be deemed to grant FIT the right to utilize submissions in any way, with or without prior notice. Absent affirmative assertion, the College reserves such right to use. Proposals shall be submitted on or before March 13, 2017, 3:00PM, to: WALTER WINTER PURCHASING DIRECTOR FASHION INSTITUTE OF TECHNOLOGY PURCHASING OFFICE 333 SEVENTH AVENUE, 15TH FLOOR NEW YORK, NY 10001 B. A non-mandatory pre-bid site inspection for prospective bidders will be held on March 6, 2017, 11:00 AM at the Museum at FIT Goodman Hall Lobby, located on the corner of West 27 Street and 7th Ave. Questions shall be submitted in writing to the attention of Purchasing Office via facsimile number 212 217-3631 or email Purchasing@fitnyc.edu no later than March 9, 2017, 3:00 PM, Answers will be provided in writing in a timely manner. C. Firm shall provide a comprehensive and complete proposal with individual sections. Each section shall be tabbed and organized in the sections detailed below. Each section shall contain, at a minimum, the information described below. 2 Firms shall provide with its Proposal: 1. Overview a) MFIT requires a Firm with more than ten (10) years of experience creating and installing lighting designs for AAM accredited museums. Ideally, Firm will have at least ten (10) years of experience designing fashion exhibitions, specifically within a university or academic institution, such as FIT, as well as opening receptions. b) The ideal Firm must have experience with a wide range of lighting equipment, from standard incandescent ceiling fixtures to LEDs to gobos, as well as digital lighting, projections, and new media in general. Staff of Firm must be physically able to work on and safely maneuver a mechanized lift. Firm must have met all state and city safety requirements and be up-to-date with all safety standards. Firm must also be insured and certified for lift use. c) The ideal Firm must use MFIT’s existing lighting equipment but also have resources to obtain specialty lighting equipment (rent or own) for unconventional lighting designs. 2. Similar Experience and References A list of other clients, for whom the Firm has provided similar services, with special reference to include detailed information for a minimum of three (3) references providing project description, project budget, contact person, title and phone number. II. FEE PROPOSAL Firm shall provide a fee proposal in accordance with the attached Proposal Analysis Sheet. III. EVALUATION CRITERIA A. A committee will use the following criteria to evaluate the Proposals, which meet the requirements of these specifications. 1. Range of Business Services and Qualifications 30% 2. Similar Experience and References 40% 3. Cost 10% 4. Interview or Oral Presentation 20% 3 B. FIT reserves the right to award the contract to the Firm with the highest score on criteria one (1) through three (3) listed above in Section III A., or to interview the Firm with the highest score on criteria one (1) through three (3). In the latter case, FIT will award the Contract to the Firm(s) with the highest scores on criteria on (1) through four (4). IV. CONTRACTOR’S RESPONSIBILITIES The Firm is required to work closely with MFIT professionals and FIT staff, as well as freelance fabricators and designers. The Firm must be both an independent creator and one who can easily accommodate MFIT’s hard deadlines, attend weekly production meetings, adhere to budgets, follow health and safety requirements, and accommodate the many internal regulations of a diverse, urban-based, state college. The ability to follow directives, work collegially with all exhibition participants, demonstrate a professional demeanor at all times, and assist with all graphics issues is essential. The Firm must have a flexible schedule and come to the Museum on short notice and be highly adaptable to changing plans and work schedules. V. TERMS A. The term of Contract shall be for one (1) year commencing upon award of Contract. B. FIT shall have the option to renew Contract in its best interest for two (2) additional one (1) year periods. If FIT elects to renew Contract, the Purchasing Office shall provide notice to Firm a minimum of ninety (90) days prior to the expiration date of Contract for such renewal year. Within ten (10) days of receiving such notice, Firm shall submit a sworn renewal to FIT. C. Unless mutually agreed to between the parties, each renewal shall be on the same terms and conditions as specified in the Contract. 4 PROPOSAL ANALYSIS SHEET MUSEUM EXHIBITION AND SPECIAL EVENTS LIGHTING DESIGNER RFP No.C1352 COST/ALL INCLUSIVE 1. Proposal for Exhibition Design and Architect Designer Services inclusive of travel and other expenses: $__________________________ Proposer: ____________________________________________ (Print or Type Company/Partnership/Individual Name) By: ____________________________________________ (Signature of Authorized Representative) Name: ____________________________________________ (Print or Type Name of Representative) Title: ____________________________________________ (Print or Type Title of Representative) Telephone: __________________________________________ Facsimile: ____________________________________________ Federal ID #: _________________________________________ E-mail: _____________________________________________ Date:_______________________________________________ IMPORTANT: This proposal analysis page is the only pricing format acceptable. Firms must submit pricing using this form. FIT will not accept proposal responses on any other form. 5 .
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