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Request for Proposal (RFP)

Adler Planetarium

Object Collection Mass Digitization Project

Adler Planetarium

1300 S. Lake Shore Drive

Chicago, Illinois 60605

February 26, 2018

Table of Contents

1.Summary and Background3

2.Proposal Guidelines4

3.Scope of Services5

4.Project Timeline5

5.Request for Proposal6

6.Bidder Qualifications8

7.Proposal Evaluation Criteria8

8.Request for information procedure9

Summary and Background

The Adler Planetarium, America's first planetarium, was founded in 1930 by Chicago business leader Max Adler. The museum is home to three full-size theaters, extensive space science exhibitions, and one of the world's most important antique astronomical instrument collections on display. Adler is a recognized leader in science education, with a focus on inspiring young people, particularly women and minorities, to pursue careers in science.

Adler is currently seeking proposals for a mass digitization project of the scientific instruments object collection. The goal of this project is to complete digitization of the object collection to 100%. Currently there are approximately 1,000 objects left to digitize. Once completed, this will allow the public and researchers to access 100% of the scientific instrument object collection online.

The purpose of this Request for Proposal (RFP) is to solicit proposals from various photographers or digital imaging professionals, to conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate, or candidates, who best satisfy the requirements for meeting the scope of work and timeline set by the planetarium.

The timeline for implementation of this project runs from June 2018 to approximately June, 2019. The project requires 700 hours from the photographer within this time frame.

Proposal Guidelines

This Request for Proposal represents the requirements for an open and competitive process. Proposals will be accepted until March, 23 2018, 8PM CT. Any proposals received after this date and time will not be considered. All proposals must be signed by the applicant before submitting the proposal (Digital Signatures allowed).

If the individual submitting a proposal chooses to bid on some requirements, but not the entire project, this is acceptable and it should be clearly stated which of the requirements the proposal addresses. For example, if the individual would like to bid on work for 300 hours instead of the requested 700, this should be noted.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by Adler Planetarium and its legal counsel and will include scope, budget, schedule, and other necessary items pertaining to the project.

Intent-to-bid: All individuals intending to provide a proposal in response to this RFP must submit an ‘Intent to bid email’ no later than March 23, 2018 at 8:00pm CST. The email must be sent to Jessica BrodeFrank, Digital Collections Specialist ([email protected]).

Scope of Services

The Adler seeks to hire in a project photographer for the Object Collection Mass Digitization Project. This individual (or individuals) will work with the Digital Collections Specialist and the Collections Manager to digitize all remaining scientific instrument objects, roughly 1,000 objects in total. The work will be done at the Adler Planetarium between the hours of 8:00am-4:00pm each day. The individual will be responsible for the primary shooting of objects, and assisting the Digital Collections Specialist in file naming and basic file structure. Will work closely with the Collections Manager to secure objects to digitize each day. The individual will be given the opportunity before project commencement to look over the intended equipment for use. Work will consist of 700 hours of photography, to be completed between June 2018 and June 2019.

Project Timeline

Event / Phase

Target Date

RFP released

February 26, 2018

RFI responses due

March 16, 2018

Intent-to-bid emails due

March 23, 2018

RFP responses due

March 23, 2018

Interviews Conducted

April 9, 2018 – April 13, 2018

Vendor selection complete

April 25, 2018

Project Commencement

June 1, 2018

Request for Proposal

Adler is seeking proposals for a project photographer.

1.1. Approach

This project will encompass digitization, metadata creation, and online upload for the remainder of the Adler’s scientific instrument object collection. The Project Photographer will be charged with capturing a minimum of 6 shoots for each object (front, back, top, bottom, side views), naming them correctly, and placing in pick up folder for the Digital Collections Specialist.

1.2. Staffing

The Digital Collections Specialist will work alongside the Project Photographer working on post-production, creating metadata, organizing file structures, and uploading to the Trusted Digital Repository and to the online collections search site (OPAC).

The Collections Manager will work with the Project Photographer to pull and arrange objects that will be photographed each day and will assure they are returned to the proper storage areas after each day.

1.3. Schedule

Digitization of the 1,000 objects remaining in the scientific instrument object collection will require approximately 700 hours of digitization/photography to capture the minimum of 6 images required for each.

June 1, 2018 – June 8, 2018 – Photographer will become acquainted with Adler digitization set up, will meet with Collections Manager on proper object handling and workflow processes, and will work with the Digital Collections Manager to understand the project workflow and expectations.

June 8, 2018 – June 1, 2019 – Photography of the scientific instrument object collection will begin. Photography of all objects must be complete by June 1, 2019. The hours worked by the photographer must fall between 8:00am-4:00pm Monday – Friday. Working hours may fall subject to presence of the Digital Collections Specialist and the Collections Manager, but Project Photographer will be notified of any absences in advance.

Digital Collections Specialist will work alongside the Project Photographer to ensure imaging is being done correctly and to the project specifications.

1.4. Pricing

Provide pricing with the following breakdown:

1. Hourly Rate

2. Project Rate (700 hours)

1.5. Submittal details

Bidders are requested to submit electronic copies of their proposal to Jessica BrodeFrank, Digital Collections Specialist ([email protected]).

Emails should be titled: ADLER PLANETARIUM Object Mass Digitization RFP.

Emails must be received no later than 8pm CST on March 23, 2018.

Alternatively, printed copies of your submittal may be sent as follows:

Jessica BrodeFrank Digital Collections Specialist

Adler Planetarium

1300 South Lake Shore Drive

Chicago, IL 60605

The outside backside of the envelope should clearly state: ADLER PLANETARIUM Object Mass Digitization RFP. Printed copies must be received no later than 5pm CST on March 23, 2018.

Bidder Qualifications:

Bidders should provide the following items as part of their proposal for consideration:

· Description of experience in photography, notably in object photography for museums, archives, or libraries.

· Descriptions and documentation of technical expertise and experience related to this project.

· Examples of two or more organizations, preferably nonprofit, for which similar services have previously been provided. Include reference names and contact information for the primary point of contact on above projects.

· Resume – specifically noting education or experience in photography, digitization, and/or museum/library/archive experience.

Please note there is a 10-page limit for the above information. Double-sided pages will be counted as 2 pages.

Proposal Evaluation Criteria

Adler will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:

· Overall proposal suitability: individual must meet the scope and needs included herein and be present qualifications in a clear and organized manner.

· Timely completion: Bidders must provide assurance that they can work within the designated time frame listed for this project

· Value and cost: Bidders will be evaluated on their proposed cost for the project workload taking into consideration their expertise, experience, and the Adler’s budget

· Organizational experience: Bidders will be evaluated on their experience as it pertains to the scope of this project.

· Previous work: Bidders will be evaluated on examples of their work pertaining to object photography and cultural heritage digitization, as well as references and testimonials.

· Technical expertise and experience: Bidders will be evaluated on the technical expertise and experience to complete specified project.

Request for information procedure

During the RFP period, please submit all questions and requests for information on the following form. Answers will be circulated to all bidders. RFIs will be accepted until 5pm CST on March 16, 2018.

RFI forms should be emailed to Jessica BrodeFrank, Digital Collections Specialist ([email protected]).




Email Address:

RFP Project:

Object Collection Mass Digitization