Schmidt Family Complex Branding

Agency: Florida Atlantic University
State: Florida
Type of Government: State & Local
Posted Date: Jul 18, 2018
Due Date: Aug 15, 2018
Solicitation No: 2019-ITN-0017-CB
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Event Title
Schmidt Family Complex Branding
Event Type
Invitation to Negotiate
Event Number
2019-ITN-0017-CB
Stage Title
ITN
Currency
USD
Payment Terms
Sealed Bid
Yes
Time Zone
EST - Eastern Standard Time (EST)
Event Open Date
7/18/2018 3:00 PM EST
Event Close Date
8/15/2018 3:00 PM EST
Sealed Bid Open Date
8/15/2018 3:00 PM EST
Question Submission Close Date
7/31/2018 3:00 PM EST
Contacts
If you need more information on this event, please contact:
Carolyn Bethmann
+1 561-297-2608
cbethmann@fau.edu
Description

Purpose:

Florida Atlantic University requests proposals from qualified firms to design a brand and provide graphics and dimensional hangings that communicate the brand in the Schmidt Family Complex.

Scope of Work

Engineering and Design

  • FAU will provide blueprint drawings indicating the spaces for potential graphics for the branding of the Schmidt Family Complex. Although FAU will make recommendations during the ITN process it will remain open to different design ideas.
  • Using provided drawings, vendor will create and design a series of graphic representations throughout the highlighted areas to draw attention to the presence, history and tradition of FAU football. FAU will make available photographs, images and trademarks as requested by selected vendor. Please contact Peter Thomson at pthomson@fau.edu or 561-662-2986 to access the prints to the Schmidt Family Complex.
  • Provide a series of design renderings for proposed area improvements for FAU approval before installation. All designs must adhere to FAU brand and visual standards. NOTE: FAU’s Division of Public Affairs will review and provide final approval for all designs.
  • Initial Areas contemplated for graphics include, but are not limited to: locker room, athletic training room, weight room, team meeting rooms, dining hall, lobby areas and other public spaces.
  • When designs are completed but prior to fabrication and installation, vendor will provide high-res renderings to FAU for use in marketing and fundraising.

Fabrication and Installation

  • In conjunction with FAU’s Design and Construction Services office, vendor must install all graphics, dimensional hangings and all other types of elements that are a part of the design. Vendor must also provide list of subcontractors for FAU approval if any are being used for installation.
  • All sub-contractors and installation personnel must work around unique schedule of the Schmidt Family Complex. Night and weekend work is to be expected.
  • All installation and design to be completed by date to be determined in late Summer 2019.

Schedule and Costs

  • Bids must include price, scope, initial design ideas, images from previous installations, a list of any intended subcontractors, a list of previous installations similar to the proposed FAU project, and a list of references.
  • Design to begin immediately upon awarding of bid.
  • All elements of project must be designed, fabricated, and installed by date to be determined in late Summer 2019.
  • Vendors must provide a structured, comprehensive and logical breakdown of all costs associated with the scope of work (design, production, installation) for three budget levels: $200,000, $350,000 and $500,000

Non-mandatory Pre Proposoal Conference

A non-mandatory pre-proposal conference has been established for this ITN. The conference will be held on­­­­­­­­­­­­­­­­ July 26 at 9:00am, at the FAU Stadium, Gate 6

Florida Atlantic University 777 Glades Road

Boca Raton, FL 33431

For directions and campus maps, please visit:

http://www.fau.edu/explore/campuses.php

The purpose of the pre-proposal conference is to provide a structured and formal opportunity for the Department to respond to questions from vendors as well as an opportunity to inspect the facility. The Department may provide additional background information at this time. Any major revisions to the ITN as a result of the pre-proposal conference, or answers to deferred questions affecting the substance of the solicitation, will be made in the form of written addenda to the original ITN at the discretion of the University. Oral explanations or instructions shall not be binding unless reduced to writing in the form of a written addendum

Vendors are encouraged to carefully examine the site of the work and all related documents to become fully informed of the conditions to be encountered and the character of work to be performed. Vendors are required to collect all necessary data and information required for developing its proposal.

During the conference the University will answer questions as best as possible but only to the extent that the information is available and maintained by FAU. Additional documentation may be provided during the conference. Only one set of documents per company will be provided.

All vendors attending the conference are requested to pre-register by July 25 @ 3:00 PM by e-mailing a confirmation notice with the company name, persons attending, phone and fax numbers to: cbethmann@fau.edu

Vendors not registering for the conference in advance can still attend the conference. Non-registered vendors may not receive any additional documentation passed out on the day of the conference if there are insufficient copies for distribution. Also, the University is not responsible for information missed by vendors arriving late or missing the conference nor is the University required to repeat or revisit areas already covered.

No special consideration shall be given after proposals are opened because of Proposer's failure to be knowledgeable of all conditions existing at the site. By submitting a proposal, Proposer covenants and agrees that they have satisfied themselves, from their own investigation, of the conditions to be met; that they fully understand their obligations; and that they may not make any claim, or have right to cancellation or relief, because of any misunderstanding or lack of information.

University Priorities:

  1. Pricing/Cost: Vendor must provide a comprehensive proposal to meet the requirements in the scope of work.
  2. Experience/Qualifications: Vendor must detail experience on similar projects; specifically, vendor has completed at least five similar projects in the past eight years for NCAA Division I level or professional athletics organization.
  3. Service: Service approach and methodology to perform the required services.
  4. References: Vendor must provide contact information for 3 – 5 references
  5. Timing: Vendor must provide a project schedule that meets FAU’s timelines

Evaluation Process and Award:

The University’s sole point of contact for all matters relating to this ITN is

Carolyn Bethmann, Assistant Director of Purchasing

Phone No: 561-297-2608

E-Mail: cbethmann@fau.edu

Proposals will be evaluated by an ITN Evaluation Committee to determine which written responses most closely adhere to the ITN requirements and whose proposals best address the University’s priorities, as previously stated. The committee members may consist of University Faculty, Staff, Students and designated experts. The short list may be comprised of as few as a single vendor or as many as all vendors. Those selected for the short list will continue in the evaluation process, which may involve at the University’s sole and absolute discretion site visits, vendor presentations, vendor management team interviews, negotiations, and evaluation of the vendor’s best and final offer.

The determination of the vendors selected for the short list with which negotiations may continue will be based on evaluation of the written response submitted. There will be no opportunity for presentations at this stage. Any response that is not complete, detailed, and accurate, or that indicates the company prefers to defer providing complete details until a later stage in the process, may be declared non-responsive at the University’s discretion and rejected without further evaluation.

The Committee may meet with the short-listed vendors to discuss their capabilities, plans for servicing FAU and satisfying FAU’s requirements. After negotiations, if any, have been completed, the short-listed vendors will be given a deadline for submission of “best and final” offers (BAFOs). BAFOs may not be withdrawn within 90 days of submission and Vendors will not be allowed to make further adjustments to their offer, except to respond to requests for clarification from the Committee. The recommendation of the Evaluation Committee will be based upon the initial written response, interviews (if any), negotiations (if any), and best and final offers.

The University reserves the right, in its sole and absolute discretion, to skip the short list process, to award this ITN in full or in part, or make no award at all, or cancel or modify this ITN at any time.

(Note: Florida Atlantic University reserves the right to cancel this solicitation and acquire the products and services contained within via a pre-existing agreement, such as State of Florida Contract, Cooperative Contract, etc. if it is determined to be in the best interest of the University.)

The University also reserves the right to award to another responsive and responsible Proposer in the event of vendor default, non-performance, non-compliance or similar issues affecting the University at any time throughout the development agreement and any renewal period.

Award shall be based upon a responsible Proposer whose proposal is responsive to the ITN, demonstrates a clear understanding of the priorities, and demonstrates the capabilities to perform satisfactorily based on service and price matters. FAU reserves the right in its sole and absolute discretion to select the proposal deemed to be in the best interests of the University.

Confidentiality: From the date of issuance of this ITN, until an award is made, the vendor must not make available or discuss its proposal, or any part thereof, with any employee or agent of the University, unless permitted by the Procurement Director, in writing, for purposes of clarification only, as set forth herein.

Any individual associated with the company participating in this ITN who contacts any other university employee and/or Evaluation Committee member regarding any aspect of this ITN, who attempts to discuss the ITN with any representative of FAU other than the person designated as the sole point of contact, whether such contact be in person, telephone, or through electronic or written correspondence, may be determined to have violated the terms and conditions of this solicitation. If that determination is made, any proposal received from such an individual OR their company may be rejected as non-responsive and not subject to evaluation. If there are any changes or additions to the Sole Point of Contact information at any time in the process, participating companies will be notified via an addendum to the ITN.

Questions regarding the ITN document and/or process should be submitted in the Q&A Board of this electronic sourcing system. No oral communications shall be considered as a change to the ITN. All postings referred to in this ITN will be posted electronically on the Purchasing website at http://www.fau.edu/purchasing/bid_info.php. . At all times it shall remain the responsibility of the company participating in the ITN to check the website for postings of short-lists and award decisions. No further notice will be given.

Posting of Recommended Awards:

The official bid/proposal recommended awards will be posted for review electronically and will remain posted for a period of 72 hours (excluding weekends and holidays). Failure to timely file a protest or failure to timely deliver the required bond or other security in accordance with the Board of Governors’ Regulations 18.002 and 18.003, and FAU Regulations 6.008 shall constitute a waiver of protest proceedings. Notice of bid awards will also be available electronically on the Purchasing website at: http://www.fau.edu/purchasing/bid_info.php

Calendar of Events

The following Calendar of Events has been estimated for award of this ITN. These dates are tentative and subject to change without notice:

ITN Issue Date July 18, 2018

Non-mandatory Meeting July 26, 2018

Deadline for Questions July 31, 2018

ITN Closng Date (Proposals Due) August 15, 2018

Evaluation Committee Meetings August 22, 2018

Short-list Notice Posting August 23, 2018

Short-list Proposer Meetings and Negotiations August 28, 2018

Evaluation Committee Meetings August 31, 2018

Award Notice Posting & Final Contract Preparation Sept 4, 2018

Contracts Signed Sept 6, 2018

Contract Commencement Sept 6, 2018


Stage Description

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