Saint Louis Zoo RFP 2024 Holiday Lights Program User Guide

Saint Louis Zoo RFP 2024 Holiday Lights Program

Specifications

• Project Name: Holiday Lights Program RFP 2024
• Project Number: 2024-01-010
• Date: March 6, 2024

Product Information

The Holiday Lights Program RFP 2024 involves the design and installation of Boo at the Zoo and Wild Lights exhibits at the Saint Louis Zoo.
Vendors are responsible for installation, on-site management, and decor removal according to the Zoo’s requirements.

Product Usage Instructions

Installation

1. Installing all exhibit components based on the agreed design and timeline.
2. Creating an installation calendar with the Zoo before bringing decor items on-site.
3. Ensuring exhibit components are weatherproofed for durability.

On-Site Management

1. Provide services to maintain the exhibits each night.
2. Have an on-site contact for troubleshooting and operation.
3. Collaborate with the Zoo’s Facilities Management team.

Decor Removal

Vendors are responsible for dismantling displays and removing them from Zoo grounds after the event series.

FAQ

What kind of electrical outlets are available for use?

The electrical outlets available are GFI-protected. Some areas may require creative solutions for stringing lighting due to limited electric availability.

What restrictions are there on lifts for the installation process?

Lifts used must comply with OSHA and ANSI standards, and vendors should follow all Zoo protocols for aerial lift operation.

How should vendors handle animal welfare concerns regarding display brightness and noise levels?

Vendors must consider input from the Zoo’s Animal Care team and relocate exhibits that may disrupt animal welfare. Exhibits should not have unnecessary electrical use, and timers are encouraged for energy efficiency.

INVITATION TO BIDDERS

PROJECT

• Holiday Lights Program RFP 2024-
• Boo at the Zoo and Wild Lights Design and Installation Services

SCOPE OF WORK

• The Saint Louis Zoo (Zoo) is accepting proposals from design and installation services companies to be the 2024 vendor of record for the Zoo’s Holiday Lights Program, which includes Boo at the Zoo and Wild Lights.
• The design and installation services vendor of record will collaborate with the Zoo’s Special Events and Marketing team to create and design exhibit areas for events.
• In addition, the awarded vendor will work in tandem with the Zoo’s Facilities Management team for installation.

1.  Boo at the Zoo – The Zoo’s non-scary, kid-friendly Halloween experience.
   • Open on select consecutive nights during October.
2. Wild Lights – For the holiday season, the Zoo transforms into a wonderland filled with twinkling holiday light displays.
   • Open on select nights through the holiday season in November and December, including designated nights for private event rentals.

The scope of work required is as follows

1. Inventory Control
   • a. Vendor will be responsible for the organization of lights, displays, and necessary equipment, and always maintaining an up-to-date inventory list of items.
   • b. Vendor to suggest items from their rental inventory as needed (not required).
2. Transport – The vendor will be responsible for the transportation of all lights, displays, and equipment from the storage facility to the designated staging area at the Zoo, and onto Zoo grounds in accordance with all Zoo safety standards. After the event, the vendor will be responsible for the transportation of all items back to the storage facility.
3. Maintenance of Displays
   • a. Vendor to be responsible for the maintenance and upkeep of all Zoo-owned inventory including functionality, aesthetics, and general maintenance, and it is to be approved by the Zoo’s representative for the event.
   • b. Vendor to communicate any maintenance needs on inventory items to the Zoo’s representative for the event promptly, along with an estimated repair cost.
   • c. Vendor to provide a service level agreement to be mutually agreed upon as part of the program contract.
4. Design and Source Recommendations
   • a. Vendor to provide the Zoo’s event representative with creative advice and purchasing suggestions.
   • b. Vendor to negotiate special pricing/discounts at the yearly convention, as well as with lighting, décor, and custom-creation companies throughout the year.
   • c. The Zoo will be responsible for all purchases.
5. Installation, On-Site Management and Decor Removal
   • a. Vendor will be responsible for the installation of all exhibit components according to design, layout, and timeline agreed upon with the Zoo’s event representative, as well as the subsequent dismantling of displays, and removal from Zoo grounds.
   • b. The Zoo and Vendor must have a mutually agreed installation calendar for all decor items before the vendor brings them onto Zoo grounds.
   • c. Vendor will be responsible for troubleshooting and installing exhibit components to sustain operation for the entire duration of each event series. This includes but is not limited to weatherproofing for precipitation and wind.
   • d. Vendor to provide services to keep the event running each night of each event series, except in instances of inclement weather. The Zoo expects to host outdoor events in rain or shine.
   • e. Vendor to provide an on-site contact for each event night to turn on, troubleshoot, and turn off all exhibit areas.
   • f. Vendor to work with the Zoo’s Facilities Management team, including electric, horticulture, irrigation, and site work.
   • g. Vendor to provide expertise on standard outdoor lighting practices.
   • h. Vendor to provide installation of temporary fencing in the exhibit display areas.
   • i. Vendor to install all exhibit components under the Zoo’s safety protocols and standards. The vendor must comply with the Zoo vehicle policy for on-grounds use as it relates to installation, on-site management, and decor removal.
6. Storage (Not required)
   • a. Storage of the Zoo’s lights, displays, and other equipment is not required, however, if the vendor can provide storage of these items, the Zoo will provide payment for the storage facility at an agreed-upon monthly rate.
   • b. Vendor will need to supply equipment and staff to transport the inventory to and from the storage facility.

ADDITIONAL BACKGROUND INFORMATION

1. The electrical outlets available are GFI-protected. Not all areas have electricity readily available and some creativity will be necessary to string lighting to some areas. Communication will be necessary with the Zoo’s electrician team.
2. The Zoo’s Animal Care team will have input about displays and animal welfare. Exhibits deemed too bright/too loud which disrupt animal welfare will be moved to accommodate animal needs.
3. The Zoo is a conservation organization and non-necessary electrical use is not wanted so there is a desire to use timers.
4. Lifts are restricted to the kinds that you are trained to operate under OSHA and ANSI standards, including adherence to all Zoo protocols for aerial lift operation, including any requirements for barricades and pathway closures. Additionally, companies should provide their own equipment and appropriately trained operators—the Zoo will not lend out equipment or provide operators. The Zoo prefers no cranes for normal decoration activities, except for the deck crane required to erect the Zoo’s topiary giraffe and 40-foot tree. These rentals will be coordinated by Zoo staff.
5. The Saint Louis Zoo supplies signage.
6. The Zoo’s food and beverage outlets and retail locations will be open during these events.
7. Overhead décor on pathways must be at least 14 feet high to accommodate emergency vehicle access.
8. Historical Event Timeline: In the past, the Zoo needed to wait until the mid-end of August to begin bringing items to the Zoo from the storage facility since the space we use to store items on the grounds is used for our Education team’s summer camp. In August, trees usually begin to be wrapped with lights (double-wrapped with one strand for Boo and the other for Wild Lights). After Labor Day, décor may be set up on the grounds. The target timeframe to have hay bales, cornstalks, and pumpkins, as well as photo ops, and other small decor out, is the first two weeks of October for Zootoberfest (the Zoo’s family-friendly Oktoberfest). As soon as the Boo series ends, the Zoo rapidly flips to Wild Lights. The Zoo expects all items to be removed from the event footprint by the end of January, and off Zoo grounds completely by mid-February.

ATTACHMENTS

1. 2023 Boo at the Zoo Exhibits Outline
2. 2023 Boo at the Zoo Event Program
3. 2023 Wild Lights Exhibits Outline
4. 2023 Wild Lights Event Program
5. Vendor Response Sheet- Holiday Lights Program RFP 2024

SELECTION CRITERIA

1. Scope of Work – Including two samples of designs for one of the events mentioned (25 points)
2. Pricing (25 points)
3. Vendor Response Sheet (10 points)
4. Two samples of other holiday lights programs (10 points)
5. Ability to start and timeline (10 points)
6. References (10 points)
7. Supplier Diversity Participation (5 points)
8. Tax Base/Focus Geography (5 points)

PROPOSAL DELIVERABLES

• A completed Vendor Response Sheet- Holiday Lights Program RFP 2024 ( Attachment 5) should be submitted in Excel format along with the proposal submission and bid documents.

BID DOCUMENTS

• Bid documents will be available on March 6, 2024, at: https://stlzoo.org/vendoropportunities

PRE-BID MEETING AND SITE INSPECTION

• A pre-bid meeting will be held at 4:00 p.m. CST on March 13, 2024, in the lower level of the Living World located at the north entrance. Only attendees of this meeting will be granted additional site visits.

IN PROPOSAL QUESTIONS

• All questions must be received by March 20, 2024, for issuing of addendums. All emailed questions and answers will be shared with all responders. The source of the questions will remain anonymous.
• Addendums will be placed on the Zoo website as they become available: https://stlzoo.org/vendoropportunities. Any oral responses shall be unofficial and not binding on the Zoo.

BID DATE

• Proposals will be accepted on or before 2:00 p.m. CST on March 27, 2024. Only electronic submissions will be accepted. Please submit the Proposal as a single pdf to the following link. https://stlzoopoc.egnyte.com/ul/i3q47pdqWP
• To ensure ease of submission, consider uploading well ahead of the deadline time. Late submissions will not be accepted.
• Any submitted proposal shall remain valid and subject to acceptance for ninety (90) days after the proposal’s due date.
• NOTE: Failure to include a completed Supplier Diversity Utilization Statement will result in participation recorded as NONRESPONSIVE/ DISQUALIFIED at bid opening.

ZOO CONTACTS

Questions concerning this solicitation shall be submitted via email to Candace Bingham, Director of Procurement at cbingham@stlzoo.org.

REQUEST FOR BID

The Saint Louis Zoo is seeking competitive proposals from qualified bidders as outlined in the Invitation to Bidders, this Request for Proposal, and the Scope of Work contained in these bid documents.

THE BIDDING PROCESS

A. Bid Form and Submittal of Proposal

1. Note: Failure to include a completed Supplier Diversity Utilization Statement will result in participation recorded as NONRESPONSIVE/ DISQUALIFIED at bid opening.
2. 2. Quotations on bid form provided should be submitted in PDF format. Altered or erased prices will not be accepted.
3. 3. Proposals will be accepted on or before 2:00 p.m. CST on March 27, 2024. Only electronic submissions will be accepted. Please submit the Proposal as a single pdf to the following link. https://stlzoopoc.egnyte.com/ul/i3q47pdqWP
4.  No bid received after the specified time will be considered.
5. Any bid may be withdrawn before the specified time for opening bids or any authorized postponement thereof.
6. Bids having an acceptance time limit of less than 30 days may be rejected.
7. Mailed, faxed, phoned in, or emailed bids will not be accepted.
8. Sunshine Law. “Bidder” acknowledges that Zoo has represented to Bidder that Zoo may be subject to the provisions of Missouri’s Sunshine Laws (Mo. Rev. Stat. Sects. 610.010-.225) (the “Sunshine Law”), which statute creates a presumptive rule of public availability of all records held by public governmental bodies, such as the Zoo unless an exemption from disclosure is available under the Sunshine Law (this includes all Bidding Materials that are not exempt from disclosure under the Sunshine Law).

B. Bid Proposal components and Attachments

Cost(s)

• a. Performance and payment bonds are not required.
• b. The laws of the state of Missouri provide that the Saint Louis Zoo pay no state sales or use tax or federal excise taxes, and these taxes should be excluded from your bid price.
• Documentation will be provided for the Contractor’s use in making tax-exempt purchases for this project. (Refer to Appendix B).
• C. Minority Participation List
• Bidder shall execute and include with Bid Proposal the Policy on Supplier Diversity on Saint Louis Zoo Contracts attachment to Bid Form (Appendix C).

D. Responsibilities of the Bidder for Accuracy of Bid Proposal

1. Bidders may not use omissions or errors in the bid documents or other contract documents to their advantage. The Owner reserves the right to issue new instructions correcting any such errors or omissions, which new instructions shall be treated as if originally included.
2. The bid documents contain the available information about the work and the conditions pertaining thereto. Information obtained from any officer, agent, or employee of the Saint Louis Zoo, or any other person, will not relieve the Contractor’s responsibility to assume all risks and obligations on the work and to fulfill the conditions of the contract. Bidders are required to satisfy themselves as to the accuracy of the estimated quantities in the bid documents, and must thoroughly examine the site and review the bid documents, including addenda, if any, before submitting a Bid.
3. No Bidder may assert after bids have been opened that there was a misunderstanding concerning the bid documents, the conditions under which the work must be performed, or the quantities of work involved.

E. Direct questions about this Request for Bid to Candace Bingham.

SELECTION OF SUCCESSFUL BIDDER AND CONTRACT AWARD

• A. The Saint Louis Zoo enjoys the support of the community through the Metropolitan Zoological Park & Museum District. For this reason, the Zoo makes every effort to return that support by contracting with qualified businesses within the District (comprised of St. Louis and St. Louis County) whenever possible.
• B. The time specified for awarding a Contract and for commencing work may be extended or shortened by mutual agreement between the Zoo and the successful Bidder.
• C. The Zoo reserves the right to waive any informalities or minor defects in the Bid or bidding procedures; to reject any or all Bids; to rebid the project at a later date if Bids are rejected; and to accept the Bid that, in the judgment of the Zoo, will serve the best interests of the Zoo, whether or not said Bid is the low Bid.
• D. Before awarding any Contract, the Saint Louis Zoo reserves the right to require the successful Bidder to file proof of his ability to properly finance, manage, staff, and execute the project. The Zoo reserves the right to reject any bid if the evidence submitted by, or other investigation of, the Bidder fails to satisfy the Zoo that the Bidder has the proper qualifications, experience, equipment, manpower, or financial and managerial capability to carry out the obligations of the agreement or to perform the work contemplated.
• E. Before the award of the Contract is Successful Bidder may be required to furnish the.

1. Cost breakdown and unit prices
2. Proposed schedule
3. Information regarding material Subcontractors upon request
4. Bonds and insurance certificates

APPENDIX A SAINT LOUIS ZOO STIPULATED SUM BID FORM

Holiday Lights Program RFP 2024 #2024-01-010

• Date:- —————————————-
• Proposal of———————————-

Hereinafter called “Bidder

• [ ] a corporation organized and existing under the laws of the state of.
• [ ] a partnership, or [ ] an individual doing business as.
• TO: Candace Bingham
• Director of Procurement
• Saint Louis Zoo
• One Government Drive
• St. Louis, MO 63110
• The Bidder, in compliance with the Invitation to Bid for the project, and having carefully examined the bid documents, dated which documents are made a part hereof, as well as the site and all conditions surrounding and affecting the work, agrees to furnish all labor, materials, and supplies necessary to perform all the work under said documents and within the time and at the prices stated below.
• Furnish all labor, tools, and equipment required to perform all work as defined in the bid documents for the sum of.
• Dollars ($ ——————————–).

1. BID DOCUMENTS
   • Bidder acknowledges the review of the following documents.
   • A. Specifications
   • B. Drawings
   • C. Addendum No——————–
   • Dated———————–
   • Addendum No———————–
   • Dated————————-
   • Addendum No———————-
   • Dated————————–
2. SUPPLIER DIVERSITY EFFORTS
   • A. Bidder will make every good faith effort to utilize minority and women business enterprise (M/WBE) firms as subvendors and suppliers whenever possible and engage in joint ventures or mentor-protégé relationships between vendors and subvendors with local M/WBE firms in the aggregate that 25% of the value of contracts awarded each fiscal year be let with MBEs and that 5% of the aggregate value of contracts awarded each fiscal year be let with WBEs.
   • B. Bidder will report supplier diversity spend including M/WBE spending and non-supplier diversity spending to the Saint Louis Zoo on a quarterly and annual basis to the Purchasing Department via the Zoo’s Participation Form or the VIVA-IT platform.
3. MISCELLANEOUS BID REQUIREMENT
   • A. The undersigned understands that this bid shall be good and may not be withdrawn for sixty (60) calendar days after the scheduled closing time and date for receiving bids.
   • B. The undersigned understands that the Owner reserves the right to reject any or all bids or Subcontractors.
   • C. The undersigned further agrees to indemnify and hold harmless the Owner and Engineer from and against all losses, judgments of every nature and description made, brought, or recovered against the Owner because of any act or omission of the undersigned, his agents, Subcontractors, or employees in the execution of the work or in guarding the same.
   • D. The undersigned hereby declares that this Stipulated Sum Bid is based solely upon the materials and equipment described in the bidding documents (including the Addenda) and that no substitutions are contemplated.
   • E. The Bidder declares that they have had an opportunity to examine the site of the work and they have examined the bid documents therefor and that they have carefully prepared their bid upon the basis thereof and that they have carefully examined and checked this bid and the materials, equipment, and labor required thereunder, the cost thereof, and their figures therefor, and hereby state that the amount or amounts outlined in this bid are/are correct and that no mistake or error has occurred in this bid.
   • F. Upon receipt of written notice of the acceptance of this bid, the Bidder will execute a formal contract attached within fifteen (15) calendar days and deliver to the Owner a surety bond or bonds as required by the bid documents.
   • G. The Zoo Public Relations must provide written approval for any/all promotional materials in advance of publishing – this includes, but is not limited to: social media posts, web copy and images, etc.
4. CONTACT INFORMATION (preferred point of contact)
   • Name: ———————-
   • Title:- ——————–
   • Phone: ——————
   • Email:- ——————

By signing The Bidder hereby states to perform all work indicated in the Bid Documents and necessary to bring the Project to completion.

IF A CORPORATION

Name of Corporation Incorporated under the laws of the state of Licensed to do business in Missouri? (Check one) [    ] Yes    [    ] No
(Seal if Bid is by the corporation)| Signature of Officer Name and Title of Officer (Print) Address for Communications:| Date
IF A PARTNERSHIP

| State Name and Address of ALL Partners:
Name of Partnership Signature of Authorized Partner| Date|

IF AN INDIVIDUAL

| Address for Communications:
Name of Firm (if any) Signature of Individual Print Name| Date|

IF BIDDING AS A JOINT VENTURE
List All Parties: __

**** Email Address __

SIGNATURE FOR THE SAINT LOUIS ZOO
Saint Louis Zoo| |
Address for Communications:| Signature of Officer|
1 Government Dr.| |
Saint Louis, MO 63110| Name and Title (Print)| Date

APPENDIX B SUPPLIER DIVERSITY UTILIZATION STATEMENT

• Policy: It is the policy of the Saint Louis Zoo, that disadvantaged-owned businesses, as defined in the Policy on Supplier Diversity on Saint Louis Zoo Contracts, shall have the maximum opportunity to participate in the performance of contracts or sub-contracts of the Zoo. The Zoo shall take all necessary and reasonable steps to ensure that said businesses have the maximum opportunity to compete for and perform under all Zoo contracts.

• The Zoo shall not discriminate based on race, color, national origin, or sex in the award and performance of contracts.
  Obligation: The contractor/vendor/organization agrees to ensure that disadvantaged-owned businesses have the maximum opportunity to participate in the performance of contracts or subcontracts financed in whole or in part with Zoo funds.

• The contractor/vendor/organization shall take all necessary and reasonable steps to ensure that said businesses have the maximum opportunity to compete for and perform under this contract.

• The contractor/vendor organization shall not discriminate based on race, color, national origin, or sex in the award and performance of contracts.

PROJECT AND BID IDENTIFICATION

• Complete the following information concerning the Project and Bid.
• Project Name/Product : __
• Total Bid: $ ____

ORGANIZATION DEMOGRAPHIC DECLARATION

Define the organizations’ employee demographics for minorities & women. Organization, as defined by the Zoo, is the entire labor pool for a single company including professional and labor staff.
If the percentage cannot be disclosed, an organization’s diversity statement and detailed explanation for inability to disclose is required to be submitted separately.

If included, check here:

• Minority—————————– %
• Women—————————— %
• Example: The company has 100 employees, of which 15 are women and 25 are minorities (minority women count as a minority
• Minority = 25
• Women = 15%

PROJECT DECLARATION

Define the proposed dollar amount and resulting percentage of the project that will be subcontracted to M/WBE businesses and list applicable subcontracted partnerships to achieve those amounts.

Saint Louis Zoo Contract Goals

• 25% MBE
• 5% WBE

| Proposed MBE| Proposed WBE| Non M/WBE
---|---|---|---
Dollar Amount| $| $| $
% of the Contract| %| %| %
Proposed MBE Subcontractor/Subvendor Companies| Proposed WBE Subcontracted/Subvendor Companies| Non-M/WBE Subcontracted/Subvendor Companies
---|---|---
| |
| |

ASSURANCE STATEMENT

• I, acting in my capacity as an officer of the undersigned bidder or bidders of a joint venture, hereby assure the Saint Louis Zoo that on this project my company: (check one)
• Meets or exceeds contract award goals as defined above under Project Declaration
• Does not meet contract award goals, but will demonstrate that good faith efforts were made to meet the goals and that my company will provide participation as defined above under Project Declaration
• Does not meet contract award goals

CERTIFICATION STATUS

(if declared, certification of prime and subcontractors/sub-vendors must be attached)

Check all that apply:

| MBE| WBE| Other| Not Applicable
---|---|---|---|---
Prime / Tier 1| | | |
Subcontractor/Subvendor/ Tier 2| | | |
Subcontractor/Subvendor/ Tier 3| | | |

• At contract completion, the Zoo shall obtain final documentation of M/WBE participation.
• The Zoo must have complete and acceptable documentation as determined by the Zoo of amounts paid to all project M/ WBE subcontractors/subvendors on file before the final payment is made to the prime contractor/vendor/organization.
• Name of Company ____
• Authorized Signature ____
• Title ____
• Date____
• THE WILLFUL FALSIFICATION OF ANY OF THE ABOVE STATEMENTS MAY SUBJECT THE CONTRACTOR/ SUBCONTRACTOR/ SUBVENDOR/ ORGANIZATION TO CIVIL OR CRIMINAL PROSECUTION.
• NOTE: Failure to include a completed Supplier Diversity Utilization Statement will result in participation recorded as NONRESPONSIVE/ DISQUALIFIED at bid opening.

APPENDIX C STATE OF MISSOURI EXEMPTION FROM MISSOURI SALES AND USE TAX ON PURCHASES

APPENDIX D POLICY ON SUPPLIER DIVERSITY ON SAINT LOUIS ZOO CONTRACTS

POLICY ON SUPPLIER DIVERSITY ON SAINT LOUIS ZOO CONTRACTS

1. POLICY

   • It is the policy of the Saint Louis Zoo that disadvantaged-owned businesses, as defined herein, shall have the maximum opportunity to participate in the performance of contracts or sub-contracts of the Zoo. The Zoo shall take all necessary and reasonable steps to ensure that said businesses have the maximum opportunity to compete for and perform under all Zoo contracts. The Zoo or its Contracting Agencies shall not discriminate based on race, color, national origin, or sex in the award and performance of contracts.
     The method that the Saint Louis Zoo shall employ to implement this policy is the establishment of a goal of at least 25% Minority Business Enterprise participation and at least 5% Women Business Enterprise participation in contracts and purchases wherein Zoo funds are expended. This goal shall be pursued by the programs described below.

2. PROGRAM ADMINISTRATION

   • A. The Chief Financial Officer for the Saint Louis Zoo shall be charged with the overall responsibility for the administration and enforcement of this Policy on Supplier Diversity on Saint Louis Zoo Contracts.
   • The Director of Procurement shall be charged with establishing procedures & implementation to monitor the Zoo’s overall performance to Minority and Women Business Enterprise participation.
   • The duties and responsibilities of the Director of Procurement shall include.
   • Developing and distributing a directory of certified disadvantaged-owned businesses.
   • Reviewing regularly, the progress of the Zoo toward achieving the goals for the utilization of Minority and Women Business Enterprises and preparing an annual report concerning its progress in achieving the goals established in this policy reporting that progress which has been made, together with recommendations as to such further remedial action that should be taken, if any to the Zoo Commission.
   • Working with Project Managers to establish the selection criteria for projects over $25,000 to ensure M/WBE commitment is established as part of the evaluation/ award process.
   • Working with Project Managers to establish a completed policy file for reference when multiple purchases with a vendor are over $25,000 per year. The document is valid for three (3) years.
   • Monitoring large Zoo projects to ensure Project Managers are tracking project goals and that those goals are followed and captured throughout contracts to ensure all efforts are made to comply with the requirements of this policy.
   • Certifying whether or not the requirements of this policy have been satisfied before contracts are signed or countersigned. This will be captured in the project justification statement and confirmed by the Campus Director.
   • The advertisement for bids, if any, shall appear in the St. Louis Post Dispatch and the St. Louis American no later than 21 days before bids are due on specific contracting opportunities, except where the contracts are awarded on an emergency basis.
   • All contract solicitations shall include this supplier diversity policy and any other materials required.
   • B. It shall be the responsibility of each bidder and proposer to adhere to the procedures and provisions outlined in this policy.
   • Each bidder and proposer must complete a Supplier Diversity Utilization Statement and identify therein its commitment, if any, to utilize M/WBE’s. Any failure to complete and sign the Supplier Diversity Utilization Statement will result in the bid or proposal being declared nonresponsive and disqualified. In response to an invitation to bid or request for proposal, the bidder or proposer shall provide proof of their M/WBE certification if applicable, and include the names and certifications of Minority and Women Business Enterprises to whom it intends to award subcontracts, if any, the dollar value of the subcontracts and the scope of work to be performed.
   • It is the bidder’s or proposer’s responsibility to ensure all disadvantaged suppliers projected for use have been certified by recognized agencies, including local and national diverse-owned supplier development councils, centers, local, state, and federal government agencies, or nationally recognized chamber of commerce before bid opening. The Zoo will not accept self-certification or certification in process but will note it when declared. All declared certifications must be attached to bid documents.
   • The awardees of a contract must, for the duration of their contract, submit a copy of executed agreements with the disadvantaged business enterprises being utilized. Awardees will be required to submit disadvantaged business enterprises’ workforce participation with their pay application and/or invoice as well as annually at the calendar fiscal year’s end.
   • The prime contract bidder must declare their workforce demographics upfront at the time of the time of the bid. Workforce, as defined by the Zoo, is the entire labor pool for a single company including professional and labor staff.
   • If a vendor for some reason cannot disclose their organization’s workforce demographics, a diversity statement shall be submitted as additional information.
   • The prime contract bidder should break its subcontracts down into discrete items or packages that at least some of the disadvantaged business enterprises in the relevant area may find economically feasible to perform.
   • The prime contract bidder should not deny a subcontract to an otherwise qualified and competitive disadvantaged business enterprise solely because the latter cannot perform an entire package of related items, but the bidder may deny a request to repackage the work where doing so would jeopardize scheduling or increase that bidder’s cost of performing the original package by more than 5%.
   • The Zoo shall use at least part of any pre-bid meeting to encourage prime contractors/vendors and disadvantaged business enterprises to work together, providing an opportunity for all firms to identify themselves and for all disadvantaged business enterprises to identify the type(s) of work that they perform. The Zoo should also emphasize that it expects all firms to perform a commercially useful function.
   • Change orders whether made individually or in the aggregate, which alter the total dollar value of the original contract must maintain the level of disadvantaged business enterprises’ participation as established in the original contract.
   • If the contractor/vendor is unable to meet its disadvantaged business enterprise contractual commitment, it must submit documentation of reasons for failure to meet the goals.
   • C. Bonding and Insurance
   • The prime contract bidder should be encouraged not to deny a subcontract to an otherwise qualified and competitive, and if necessary, certified disadvantaged business enterprise solely because the latter cannot provide a performance or payment bond for the work unless the bidder’s bonding is contingent upon bonding for all subcontractors/sub-vendors.
   • D. Written Policy
   • Independent and apart from its interest in any one project, the prime contract bidder should have a written policy stating that it affirmatively supports subcontracting to disadvantaged business enterprises and that bringing such firms into the mainstream of the involved industry is a priority for that firm. This policy shall be made available to the Zoo upon request.
   • E. Compliance tracking, monitoring, reporting, and remedies for projects $25,000 and above.
   • Tracking and monitoring system- The Purchasing office shall maintain a centralized tracking and monitoring system such as VIVA- IT or manually depending on the size and scale of the project to ensure compliance with the supplier diversity commitments listed in bid documents and/or contract documents. The VIVA- IT system shall track subcontractor/ subvendor goals, commitments, and payments. VIVA- IT shall also monitor unauthorized subcontract substitutions and late payments. A record of any discrepancies or proof of failure to comply with the contract goals and regulations shall be filed in the Purchasing Office, and appropriate ramifications shall be determined.
   • Tracking compliance- VIVA- IT shall track a prime contractor’s/ vendor’s compliance with the Contract goal to ensure M/WBEs listed as subcontractors/subvendors are utilized. In the absence of a demonstration of a good faith effort, a prime contractor’s / vendor’s failure to meet an M/WBE subcontract goal during the contract term shall constitute a material breach of contract. The prime contractor/vendor shall be subject to remedies for such a breach.
   • Remedies- A Contractor, Vendor, or Firm who fails to comply with the Compliance commitment outlined in this Part, including the timely and accurate filing of reports, contracts, and subcontracts required herein, or knowingly and willfully provide false, erroneous, misleading, or incorrect information or statements in connection with any material aspect of the Program or these Rules, shall be investigated by the Director of Procurement and Project Manager. The Director of Procurement will confer the non-compliance with the Chief Financial Officer to determine the course of action. Remedies may include one or more of the following:
   • a. Remedies in law, policy, or equity;
   • b. Disqualification from eligibility to submit a bid or proposal for a Contract for a period not to exceed one year.

3. ZOO CONSTRUCTION AND IMPROVEMENT CONTRACTS

   • This section shall apply to all contracts for Zoo construction or improvements.
   • MBE and WBE participation shall be counted under the following provisions.
   • A. The Zoo may count MBE or WBE participation only expenditures to MBEs and WBEs that perform commercially useful functions in the execution of a contract. An MBE or WBE is considered to perform a commercially useful function when it is responsible for executing a distinct element of the work and carrying out its responsibilities by actually performing, managing, and supervising the work involved. To determine whether an MBE or WBE is performing a commercially useful function, the Zoo will evaluate the amount of work subcontracted, industry practices, and other relevant factors.
   • B. All contracts made by the Zoo for the construction services, the estimated cost of which exceeds $25,000, shall be subject to this goal.
   • C. The Zoo may count MBE or WBE participation as the total dollar value of a contract with an MBE or WBE prime contractor less any amount that is subcontracted to non-M/WBEs (noting any persons or firms that are identified as a certified disadvantaged-owned business and are/ are not certified by a certifying authority).
   • D. An enterprise that is owned and controlled by a minority woman will be counted as minority participation.
   • E. The Zoo may count as MBE or WBE participation a portion of the contract value with a joint venture equal to the percentage of MBE or WBE participation in the joint venture. The joint venture must be certified by a Certifying Authority (as defined below) and the M/WBE participation in the joint venture must be responsible for a clearly defined portion of the work to be performed, equal to a share in the ownership, control, management, responsibility, risks and profits of the joint venture.
   • F. The Zoo may count toward a bidder’s MBE and WBE goals expenditures for material and supplies obtained from M/WBE suppliers and manufacturers, provided that the M/WBE assumes the actual and contractual responsibility for the provision of materials and supplies.
   • a. The Zoo may count a bidder’s entire expenditure to a M/WBE manufacturer. A manufacturer is defined as an individual or entity that produces goods from raw materials or substantially alters them before resale.
   • G. The Zoo may count as MBE and WBE participation the entire expenditure to certified MBE or WBE supplier when the supplier.
   • a. Assumes the actual and contractual responsibility for furnishing the supplies and materials; and
   • b. Is recognized as a distributor by the industry involved in the contracted supplies and materials; and
   • c. Owns or leases a warehouse, yard, building, or whatever other facilities are viewed as customary or necessary by the industry; and
   • d. Distributes, delivers, and services products with their own staff and/or equipment.
   • H. The Zoo may count as MBE and WBE participation only those firms that have been certified as MBEs and WBEs by local and national minority supplier development councils, women-owned business development centers, Local, State, and Federal government agencies, or nationally recognized chambers of commerce (“Certifying Authority”) before bid opening. If a firm listed by a bidder in its bid documents has not been so certified as MBE or WBE, the amount of participation it represents will be deducted from the total MBE or WBE participation proposed by the bidder.
   • I. Joint ventures or mentor-protégé relationships between prime contractors and subcontractors with local disadvantaged business enterprises firms are encouraged.
   • J. Representatives of the Zoo or its designee shall make periodic visits to the project site to verify minority and women’s business enterprise participation and staffing.
   • K. Contracts totaling $3 million and above include a three (3) month paid training program for a minority or woman individual.
   • L. When awarding projects over $25,000, Project Owners shall include M/WBE commitment as part of the selection criteria /evaluation process and include a justification statement.
   • M. For maximum consideration, the Zoo reserves the right to award the most responsive bidder whose proposal meets the project requirements, timing, pricing, geographical, sustainability, and supplier diversity contract goals.

4. ZOO SERVICE CONTRACTS

   • A. It shall be the goal of each Contracting Agency where anticipated service contracts, including professional service contracts, for any year exceed the sum of $25,000 in the aggregate that 25% of the aggregate value of contracts awarded each fiscal year be let with MBEs and that 5% of the aggregate value of contracts awarded each fiscal year be let with WBEs.
   • B. All contracts let by the Zoo for the services, the estimated cost of which exceeds$25,000, shall be subject to this goal.
   • C. All requests for services, including professional services, shall require proposers to make every good faith effort to utilize disadvantaged business enterprises as sub-vendors and suppliers whenever possible.
   • D. Joint ventures or mentor-protégé relationships between vendors and subvendors with local disadvantaged business enterprises are encouraged.
   • E. Participation of disadvantaged business enterprises located within the Zoo Museum District is preferred (City of St. Louis and St. Louis County, Missouri).

5. ZOO SUPPLY CONTRACTS

   • A. The goal of the Zoo is that 25% of the value of all contacts let and purchases made by the Zoo shall be let or made with MBEs and that 5% of the value of all contracts let and purchases made by the Zoo shall be made with WBEs.
   • B. All contracts let by the Zoo for the purchase or lease of materials, equipment, supplies, commodities, or services, the estimated cost of which exceeds $25,000, shall be subject to this goal.
   • C. Joint ventures or mentor-protégé relationships between vendors/ distributors, subvendors, and materials suppliers with local M/WBE firms are encouraged.
   • D. Participation of disadvantaged business enterprises located within the Zoo Museum District (ZMD) is preferred.

6. ZOO ARCHITECTURE, ENGINEERING, & SURVEYOR CONTRACTS

   • A. It shall be the goal of each Contracting Agency where anticipated Architecture, Engineering & Surveyor contracts for any year exceed the sum of $25,000 in the aggregate that 25% of the aggregate value of contracts awarded each fiscal year be left with MBEs and that 5% of the aggregate value of contracts awarded each fiscal year be let with WBEs.
   • B. All contracts let by the Zoo for the services, the estimated cost of which exceeds$25,000, shall be subject to this goal.
   • C. All requests for such services, including professional services, shall require proposers to make every good faith effort to utilize disadvantaged business enterprises as subcontractors/sub-vendors and suppliers whenever possible.
   • D. Joint ventures or mentor-protégé relationships between prime contractors/vendors and subcontractors/subvendors with local disadvantaged business enterprises are encouraged.
   • E. Participation of disadvantaged business enterprise firms located within the Zoo Museum District is preferred (City of St. Louis and St. Louis County, Missouri).

7. ZOO QUALIFICATION-BASED SELECTION CONTRACTS

   • A. The submitter is to submit a supplemental form containing actual disadvantaged business enterprises information as the project scope is known with a work order.
   • B. It is a requirement that the Zoo subsequently consents to such supplemental M/WBE information before moving forward with the proposed contract.

GLOSSARY

• For purposes of this policy, the following terms have the meanings indicated below.
• Certification: The process by which the Saint Louis Zoo determines a person, firm, or legal entity to be a bona fide MBE or WBE through a certifying agency. Recognized agencies include local and national minority supplier development councils, women-owned business development centers, Local, State, and Federal government agencies, and nationally recognized chambers of commerce.
• Contract: a mutually binding legal relationship or any modification thereof obligating a vendor to furnish goods or services, including, but not limited to, construction and professional services. For purposes of these rules, a work order, binding quote, and lease for services provided by a contractor/consultant/ vendor or subcontractor/sub-consultant/sub-vendor are considered to be a contract.
• Contracting Agency: Any Agency or Department making a contract on behalf of the Saint Louis Zoo.
• Good Faith Effort : all actions taken by a bidder or prime contractor/vendor consistent with the requirements, rules, and procedures established by the Saint Louis Zoo to engage M/WBEs toward meeting the goals for minority and women business enterprise utilization.
• Disadvantaged Business Enterprise (DBE): a sole proprietorship, partnership, or corporation owned, operated, and controlled by disadvantaged group members who have at least 51% ownership.
• The disadvantaged group member(s) must have day-to-day operational and managerial control and an interest in capital and earnings commensurate with his or her percentage of ownership.
• M/WBE: Minority and Women-Owned Business Enterprise
• M/WBE Utilization Plan: the form detailing the goods and services to be provided by the prime contractor/vendor by each M/WBE list to meet the M/WBE goals.
• This form must be submitted at bid opening by each bidder and include the names(s) of all the M/WBE subcontractors/sub-vendors to be utilized in the contract, certification information, the items of work to be performed, and their percentage of the bid amount.
• Minority Business Enterprise (MBE) : a sole proprietorship, partnership, or corporation owned, operated, and controlled by minority group members who have at least 51% ownership.
• The minority group member(s) must have day-to-day operational and managerial control and an interest in capital and earnings commensurate with his or her percentage of ownership.
• Minority Group Member(s): persons legally residing in the United States who are African American, Asian-American, Native American, or Hispanic-American.
• Services: defined as any action of doing work, assistance, or consultation.
• Subcontractor: provides services under contract to a prime contractor/vendor or other subcontractors/subvendors.
• Subvendor: sells products and services to a primary vendor or distributor VIVA-IT Stars- web-based software, diversity management reporting system the Zoo utilizes which is accessible to all prime contractors, vendors, and consultants, regardless of tier, automates communication with prime contractors regarding compliance issues; permits submission of monthly utilization reports online; tracks progress toward supplier diversity goal attainment; and automates verification and concurrence of subcontractor payments.
• (implantation expected fall 2022)
• Women Business Enterprise (WBE): a sole proprietorship, partnership, or corporation owned, operated, and controlled by a woman or women who have at least 51% ownership.
• The women or women must have day-to-day operational and managerial control and an interest in capital and earnings commensurate with her or their percentage of ownership.
• Workforce: the entire labor pool for a single company including professional and labor staff.
• Workforce Participation: a form submitted by the contractor/vendor or agency on a monthly & year-end basis declaring workforce participation based on pay application/ invoice statements.
• Date: March 6, 2024
• Candace Bingham
• Director of Procurement
• Saint Louis Zoo
• One Government Drive
• St. Louis, MO 63110
• cbingham@stlzoo.org

Documents / Resources

| Saint Louis Zoo RFP 2024 Holiday Lights Program [pdf] User Guide
RFP 2024 Holiday Lights Program, RFP 2024, Holiday Lights Program, Lights Program, Program
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References

• Vendor Opportunities | Saint Louis Zoo
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