Fairfax Museum Expansion Feasibility Study

Agency:	City of Fairfax
State:	Virginia
Type of Government:	State & Local
NAICS Category:	541310 - Architectural Services 541330 - Engineering Services
Posted Date:	Jan 11, 2024
Due Date:	Jan 30, 2024
Solicitation No:	24046
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

City of Fairfax, Virginia

Office of Procurement Services

10455 Armstrong Street

Fairfax, Virginia 22030

Title

Request for Proposals

Commodity Code

Issue Date

Questions Deadline

Due Date

Questions

Fairfax Museum Expansion Feasibility

Study

24046 (VBO 54337)

91846 Feasibility Studies

90648 Historic Preservation

90610 Buildings Architectural Design

December 28, 2023

January 23, 2024

January 30, 2024 @ 4:00 p.m.

Patricia Innocenti, CPPO

Patricia.innocenti@fairfaxva.gov

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED SOLEY TO

EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website (www.eVA.virginia.gov).

City of Fairfax

10455 Armstrong Street

Fairfax, Virginia 22030

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-

4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other basis

prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

Contents

1. PURPOSE ........................................................................................................................................... 1

2. CONTRACT TERM AND RENEWAL ..................................................................................................... 1

3. BACKGROUND ................................................................................................................................... 1

4. STATEMENT OF NEEDS...................................................................................................................... 2

5. SCOPE OF SERVICES (PHASE ONE): FEASIBILITY STUDY: ................................................................... 2

6. OPTIONAL SERVICES.......................................................................................................................... 4

7. SCOPE OF WORK (PHASE TWO): DESIGN DEVELOPMENT: ............................................................... 5

8. SCOPE OF WORK (PHASE THREE) CONSTRUCTION SERVICES ........................................................... 5

9. PROJECT DURATION (PHASE ONE):................................................................................................... 5

10. GENERAL COMPLIANCE REQUIREMENTS: .................................................................................... 6

11. RFP Response ................................................................................................................................ 6

12. Proposal Preparation .................................................................................................................... 6

13. SPECIFIC PROPOSAL INSTRUCTIONS ............................................................................................. 7

14. EVALUATION OF PROPOSALS........................................................................................................ 9

15. Evaluation Committee AND PROCESS......................................................................................... 11

16. CONTRACT AWARD ..................................................................................................................... 11

17. OFFEROR INTERESTED IN MORE THAN ONE PROPOSAL............................................................. 12

18. APPLICABLE LAWS AND COURTS................................................................................................. 12

19. ANTI-DISCRIMINATION ............................................................................................................... 12

20. ETHICS IN PUBLIC CONTRACTING ............................................................................................... 13

21. IMMIGRATION REFORM AND CONTROL ACT OF 1986 ............................................................... 13

22. DEBARMENT STATUS .................................................................................................................. 13

23. ANTITRUST .................................................................................................................................. 13

24. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS ............................................. 13

25. CLARIFICATION OF TERMS .......................................................................................................... 13

26. PRECEDENCE OF TERMS.............................................................................................................. 14

27. QUALIFICATIONS OF OFFERORS.................................................................................................. 14

28. ASSIGNMENT OF CONTRACT ...................................................................................................... 14

29. SUBCONTRACTS .......................................................................................................................... 14

30. CHANGES TO THE CONTRACT ..................................................................................................... 14

31. DEFAULT...................................................................................................................................... 15

32. TAXES .......................................................................................................................................... 15

33. INSURANCE ................................................................................................................................. 15

34. ANNOUNCEMENT OF AWARD .................................................................................................... 16

35. DRUG-FREE WORKPLACE ............................................................................................................ 16

36. NONDISCRIMINATION OF CONTRACTORS .................................................................................. 17

37. AVAILABILITY OF FUNDS ............................................................................................................. 17

38. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH ...................................... 17

39. TRADE SECRETS OR PROPRIETARY INFORMATION ..................................................................... 17

40. INTEREST IN MORE THAN ONE BID:............................................................................................ 17

41. ADDENDA .................................................................................................................................... 17

42. PROPOSAL ACCEPTANCE PERIOD................................................................................................ 18

43. PRICES AND PRICE ADJUSTMENT................................................................................................ 18

44. METHOD OF ORDERING .............................................................................................................. 18

45. PERIOD FOR PERFORMANCE OF PURCHASE ORDERS................................................................. 18

46. AUDIT .......................................................................................................................................... 18

47. PROMPT PAYMENT DISCOUNT ................................................................................................... 19

48. DELAYS AND SUSPENSIONS......................................................................................................... 19

49. INSPECTION-ACCEPTANCE .......................................................................................................... 19

50. CANCELLATION OF CONTRACT ................................................................................................... 19

51. COMPLIANCE WITH ALL LAWS .................................................................................................... 19

52. CONTRACTUAL DISPUTES............................................................................................................ 19

53. E-VERIFY PROGRAM .................................................................................................................... 20

54. LOBBYING AND INTEGRITY.......................................................................................................... 20

55. PRIME CONTRACTOR RESPONSIBILITIES..................................................................................... 20

56. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER ............................................... 21

57. SUBCONTRACTS .......................................................................................................................... 21

58. INVOICES AND PAYMENT............................................................................................................ 21

59. PAYMENT .................................................................................................................................... 21

60. Compliance with federal, state, and local laws and federal immigration law............................ 21

61. Compliance with state law; foreign and domestic businesses authorized to transact business in

the Commonwealth ................................................................................................................................ 22

62. INDEMNIFICATION ...................................................................................................................... 22

63. LEGAL ACTION............................................................................................................................. 23

64. TERMINATION OF CONTRACTS ................................................................................................... 23

65. TERMINATION FOR CONVENIENCE ............................................................................................. 23

66. TERMINATION OF CONTRACT FOR CAUSE.................................................................................. 23

RFP 24046

GENERAL TERMS AND CONDITIONS

1. PURPOSE:

This feasibility study will determine interest, support, and potential for a physical and programmatic

expansion of the Fairfax Museum and Visitor Center mission. Once completed, the facility is intended

to become a major attraction and destination for area residents and tourists and a catalyst supporting

economic vitality in the City.

The current museum building has outlived its usefulness as a 21st century museum offering the types

of exhibitions and educational programming expected by today’s museum goers. An expanded facility

is imperative for Fairfax Museum and Visitor Center to achieve its vision of “sharing our past to spark

engagement and inspire the future.”

A physical expansion, or complex, along with museum-standard exhibition galleries, environmentally

stable space for historic collections, and a dedicated programming area, is necessary to develop and

present educational outreach to an expanding diverse regional population having high expectations

for quality and innovation. An expanded museum facility, either on the current site, or on another site,

will complement the goal of the City’s Small Area Plan for Old Town Fairfax to have the core of the City

of Fairfax “reimagined as a cultural destination.” An updated museum also supports the City’s vision

as outlined in the Comprehensive Plan for 2035 of a “strong, sustainable economy that supports a

vibrant 21st century community.”

2. CONTRACT TERM AND RENEWAL:

The contract term will begin upon execution of the agreement, and terminate on following the

completion of Phase 1, 2 and 3, as authorized by the City. Contract renewals must be authorized by

and coordinated by the City’s Purchasing Agent.

3. BACKGROUND:

Fairfax Museum and Visitor Center, opened in 1992, is in the former Fairfax Public School No 1 of

Providence District built in 1873. It was the first brick public schoolhouse built in Fairfax County. The

building has a 1912 two-story addition and was the primary center of education for white students

until an adjacent larger elementary school was built in 1924-25. At that time the 1873/1912 school

building was sold to the “Virginia Cavaliers,” the local organization of the Ku Klux Klan. Following the

Cavaliers’ default on the bank loan, the Fairfax County School Board purchased the building and again

used the classrooms to accommodate the growing student population of the Town of Fairfax. The

building was later used as space for adult education and classrooms for students with physical

challenges and as a training center for the Northern Virginia Police Training Academy.

Fairfax Museum and Visitor Center is on the National Register of Historic Places (NRHP) and is a Virginia

Civil War Trails site. Follow this link to open the NRHP webpage: https://www.dhr.virginia.gov/historic-

registers/151-5003.

In the mid-1980s, the City of Fairfax sold the adjacent 1924 school and its 1940s addition but retained

ownership of the 1873/1912 building. Following renovation and rehabilitation work, the building

Page 1

RFP 24046

GENERAL TERMS AND CONDITIONS

opened as Fairfax Museum and Visitor Center on July 4, 1992, and has operated as a regional history

museum and certified Virginia tourism center since that time. During its 30 plus years of service, the

museum has greatly enlarged its holdings of historic collections, enhanced educational programming

for adults and youth, and increased the number of both staff-curated and traveling exhibitions. Interior

renovations took place in 2003 and again in 2005 to provide some enhanced environmental control for

artifacts and gallery expansion; however, the current environmental conditions and gallery space

prohibit securing important loaned artifacts and booking many traveling exhibitions. Additionally,

there is insufficient space for display of many important artifacts in the collection. The Museum and

Visitor Center has no dedicated programming space, as exhibition components and artifacts much be

relocated for monthly programs and some group tours. These relocations create wear and tear on

exhibition components as well as increasing opportunities for possible damage to artifacts. Workspace

is insufficient for regular staff functions, collections management, and exhibition preparation.

Currently, 95 percent of the historic collections must be stored in an off-site location, and there is no

space for exhibition preparation or onsite conservation of artifacts. Off-site storage costs over $30,000

annually for space with less than desirable temperature and humidity levels.

An expansion of the Museum and Visitor Center built specifically to museum standards, both in the

public areas and for “behind the scenes” collections and exhibition tasks, would allow the museum to

host major traveling exhibitions, display important objects in the historic collections, and save the City

operating and maintenance costs in the future. Additionally, a modern museum would raise the profile

of Fairfax Museum and Visitor Center within the network of regional museums, enable the Museum

and Visitor Center to better serve the community and visitors, and contribute to the City’s economic

sustainability and progress.

4. STATEMENT OF NEEDS:

The purpose of this Request for Proposal (RFP) is to obtain professional services from a qualified

architectural and engineering firm (A/E) to conduct a feasibility study exploring the expansion of the

Fairfax Museum and Visitor Center, currently located at 10209 Main Street, Fairfax, VA 22030. The

Facility Study must include the site plan and complex conceptual design and cost estimate for the

onsite building or buildings to meet museum objectives for the new Museum and Visitor Center

following the National Park Service’s (NPS) Guidelines and applicable local, state, and federal

standards. The City will need space programming to meet the objectives of a modern museum and

visitor center. Consensus will be required at the completion of the space programming task.

If the onsite expansion option is determined unsuitable, the A/E is expected to recommend options

under an approved contract amendment exploring other locations within Old Town Fairfax or the

Historic Overlay District and provide site plan and building conceptual designs and cost estimates for

two location options. Services for other locations are optional; see section 5 below.

5. SCOPE OF SERVICES (PHASE ONE): FEASIBILITY STUDY:

The Scope of Services for the Feasibility Study requires a multi-disciplinary team with expertise in all

the many facets of historic building renovation and rehabilitation, including planning and designing

Page 2

Fairfax Museum Expansion Feasibility Study

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also