Proposals due no later than 5 PM, Friday, July 11, 2014
I. PROJECT DESCRIPTION
The Baltimore National Heritage Area (BNHA) seeks a company, group, or artist to install a temporary illumination installation in Patterson Park from September 4 to September 18, 2014 to commemorate the attempted land invasion by the British 200 years ago. This installation will be part of the Star-Spangled Spectacular when Maryland and Baltimore will be on the national stage, commemorating Maryland’s pivotal role in securing America’s independence in the War of 1812, and subsequently giving our nation two of its most enduring icons—the national anthem and the flag.
II. BACKGROUND INFORMATION
The Baltimore Heritage Area Association, Inc. is the management entity of the Baltimore National Heritage Area. The heritage area is a state certified and federally designated heritage area consisting of approximately 22 square miles in Baltimore, Maryland. The heart of the heritage area is at the center of the city and the Inner Harbor. From this central location, the heritage area expands to include sections of the city with high densities of historic, cultural, and natural attractions for both visitors and residents. BNHA’s mission is to promote, preserve and enhance Baltimore’s cultural and historic legacy and natural resources for current and future generations.
Through a grant provided by Star Spangled 200 (SS200) and Maryland’s War of 1812 Bicentennial Commission, the heritage area is working with various partners throughout Baltimore to educate and inspire residents and visitors during and leading up to the bicentennial’s culmination in September 2014. SS200 is the not-for-profit entity that has supported the fundraising goals of the Maryland War of 1812 Bicentennial Commission since September 2010. The three-year Maryland War of 1812 Bicentennial kicked-off in June 2012 with the Star-Spangled Sailabration, which attracted 1.5 million visitors and generated $166 million in economic impact for the City of Baltimore. Events continue at War of 1812 battle sites through the Chesapeake Campaign, and will culminate with Star-Spangled Spectacular held September 6 through September 16, 2014. Like 2012’s Sailabration, the Spectacular will feature visiting international tall ships and grey hulls, performances by the Blue Angels and other air show acts, waterfront festivals, Baltimore’s largest fireworks display, live concerts, and an amazing array of free entertainment. Additional information can be found online at www.starspangled200.com.
III. SCOPE OF WORK
The contracted company, group, or artist will be responsible for designing, planning and executing a temporary illumination installation in Patterson Park. The goal of the installation is to visually represent the 15,000 plus citizen soldiers who defended our young nation in 1814 by building a large entrenchment that ran through today’s Patterson Park. Citizens ranging from the poor to wealthy landowners, slaves, and free blacks all gathered together in Baltimore to create a defensive line against a potential land invasion. By digging a trench that partially ran through today’s Patterson Park (then called Hampstead Hill) the city of Baltimore and our young nation were preserved as the British approached the line of defense and then turned away.
The installation should inspire today’s residents and visitors, helping them to understand what an amazing accomplishment it was 200 years ago to protect the city and our young country. The installation should commemorate and visually represent the following: approximately 15,000 citizen soldiers who defended our country; the entrenchment that was built by the citizens (free and enslaved); and the British forces who approached and then turned away. Special consideration will be given to proposals that successfully combine the use of recycled materials, low energy use, low impact on Patterson Park and the residents/communities that surround it, and the ability to create the “WOW” effect on people who come to see the installation.
The installation should be fully installed and functioning by Thursday, September 4 and removed by Thursday, September 18.
Technical Note:
Ultimately, it will be the company’s responsibility, working with BNHA’s guidance, to secure all the necessary permissions and MOUs to use a pre-determined section of Patterson Park, including any arrangements that need to be made to power the luminary aspect of the installation.
IV. PROPOSAL COMPONENTS
Proposals should include:
Company, group, or artist history and successes (one page or less),
Two case studies of installations similar in scope and size, with visual attachments and references/contact information,
Resume of the principal lead/s that would design, plan and execute the installation (one page or less),
Overview of any significant subcontractors/collaborative partners relevant to making the proposal a reality, and
Description of how your company would conceive and execute this once-in-a-lifetime installation, using a budget not to exceed $10,000.
This working budget of $10,000 has been provided to give prospective bidders a level playing field for designing their proposals, and to assist with consistency during the review process. The actual installation budget could be lower or higher, depending on variables such as negotiations between the company/group/artist and BNHA’s fundraising successes and the ability to secure in-kind donations.
The budget should be turn-key for all elements specific to the contractor’s responsibilities for producing the installation, including but not limited to staffing, labor, and crew; professional expenses including travel, hotel and per diems; all production costs (materials, equipment, generators, security, lighting installations, subcontractors, etc.), permits and licenses, insurance, etc.
Insurance Requirements
The successful bidder must furnish BNHA with a Certificate of Insurance prior to commencement of work. The required coverage shall not be less than the following:
Workers Compensation: Statutory Requirements, including USL&H
State Disability: Statutory Requirements
General Liability: $1,000,000 occurrence / $2,000,000 aggregate
Automobile Liability: $1,000,000
Commercial Excess Umbrella: $10,000,000
Insurance certificates shall name BNHA, SS200, the Governor and State of Maryland, and the Mayor and City Council of Baltimore as additional insured parties and shall state that all coverage shall be primary to any insurance coverage held by BNHA, SS200 and/or the City and State with respect to acts or omissions of the licensee. This information about insurance requirements is provided as a general overview. Final insurance requirements will be negotiated between BNHA and the contractor.
State Business Certificate
BNHA requires contractors not incorporated in the State of Maryland to produce a Certificate to Do Business in the State of Maryland prior to execution of a contract. In addition, a vendor must be in good standing with the State of Maryland for the duration of the terms of the project agreement.
V. SELECTION CRITERIA
In reviewing proposals, interviewing and making its decision, BNHA will be looking for the proposal that best demonstrates:
Creative vision and wow factor,
Technical expertise and professional execution,
Ability to work well with the BNHA, Friends of Patterson Park, Baltimore City Department of Parks and Recreation, and volunteers,
Appreciation, respect, and passion for this project and American history, and
Understanding of the installation’s potential as a marketing tool for Baltimore and Maryland.
VI. RFP PROCESS AND SUBMISSION GUIDELINES
RFP Process Timeline
RFP Released Friday, June 20, 2014
Q-and-A period for registered bidders Friday, June 20 to Friday, July 11, 2014
Deadline to register intent to bid Tuesday, July 1, 2014
Site tours available for registered bidders Monday, June 23 to Thursday, June 26, 2014 and Monday, July 7 to Thursday, July 10, 2014
Proposals due Friday, July 11, 2014 by 2pm
BNHA/stakeholder review Monday, July 14 to Friday, July 18, 2014
In-person interviews/presentations Monday, July 21 to Wednesday, July 23, 2014
Decision Friday, July 25, 2014
Company awarded first right to negotiate Wednesday, August 6, 2014
Contract executed Friday, August 8, 2014
Award announcement Tuesday, August 12, 2014
BNHA reserves the right to adjust the RFP timeline/process as necessary.
Submission Guidelines
Bidders shall register an intent to bid to BNHA by July 1, 2014. The intent to bid may simply consist of an email message from the bidding organization notifying BNHA of their interest. Only bidders who register their intent to bid will be included in the question-and-answer period. BNHA will only take questions in writing (via email) from registered bidders and reserves the right to not answer a question by responding “decline to answer.” All questions and all answers will be shared with all registered bidders in periodic email updates. Registered bidders may also request a site tour. To register, ask questions and/or request a site tour, contact BNHA Executive Director Jeffrey Buchheit.
Candidates should submit their proposal by 5 PM, Friday, July 11, 2014 to:
Jeffrey Buchheit
Executive Director
Baltimore Heritage Area Association, Inc.
100 Light Street, 12th Floor
Baltimore, MD 21202
Email: jbuchheit@baltimoreheritagearea.org
Submissions by email (preferred; Adobe PDF) or mail are acceptable. BNHA will confirm receipt of all proposals it receives. All proposals submitted to BNHA will remain confidential. No phone calls, please.