01_1403101_PSRP IV Collections Move_Specs.pdf

Smithsonian Institution Office of Planning Design and Construction

SPECIFICATIONS

PROJECT NO.: OPDC 1403101

PROJECT TITLE: NMAH PSRP IV COLLECTIONS MOVE

FACILITY: NATIONAL AMERICAN HISTORY

1300 CONSTITUTION AVENUE, NW

WASHINGTON, DC 20560

DATE: OCTOBER 25, 2024

Contract Documents

This project is approved as being in conformance with applicable provisions of the

Smithsonian Directive (SD) 410.

OPDC Capital Gallery

600 Maryland Avenue, S.W. USPS Mail: MRC 511 Washington, D.C. 20024 P.O. Box 37012 Voice: 202.633.6230 Washington, D.C. 20013

October 25, 20024 SF Project No. 1403101

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S P E C I F I C A T I O N S

TABLE OF CONTENTS

DIVISION 1 GENERAL REQUIREMENTS

010000 Supplementary Conditions

PROJECT SUMMARY AND INFORMATION

1. Project Information

2. Summary of Work

3. Contract Time for Completion

4. Schedule of Options for Bid

5. Schedule of Unit Prices – NOT USED

6. Bidder/Offeror Examination of Site

7. Availability of Documents

SPECIAL PROJECT REQUIREMENTS

8. Units of Measure

9. Non-Public, Tenant and Secured Spaces

10. Museum Artifacts and Scientific Research Materials

11. Protection of Historic Properties

12. Commitment to Sustainability

13. Commissioning – NOT USED

CONTRACTOR USE OF PREMISES

14. Hours of Work, Workdays and Government Holidays

15. Conditions Affecting Contractor’s Work

16. Contractor Deliveries, Hauling and Access

17. Dress and Deportment

18. Contractor Parking

19. Eating, Drinking, Smoking and Illegal Substance Abuse

PROJECT COORDINATION

20. Coordination of Trades – NOT USED

21. Quality Control

22. Permits, Licenses and Fees

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23. Utility Service Interruptions and New Connections – NOT USED

24. Smithsonian-Furnished Items Installed by the Contractor – NOT USED

25. Salvage – NOT USED

26. Cutting, Patching and Matching Existing Work – NOT USED

PROTECTION OF THE SITE

27. Protection of the Site

28. Protection of Flora, Fauna and Central Computer Controller Irrigation

System – NOT USED

29. Debris Control and Daily Cleanup

30. Dust and Air Quality Control

31. Noise Control

32. Vermin, Pest and Rodent Control – NOT USED

33. Drilling, Welding and Torch Cutting

TEMPORARY FACILITIES

34. Contractor Field Offices, Trailers and Sheds

35. Staging, Storage and Work Areas

36. Sanitary Facilities

37. Temporary Utility Services and Extensions – NOT USED

38. Scaffolding and Platforms

39. Project Signs – NOT USED

MEETINGS

40. Pre-work Meeting

41. Pre-Condition Survey of the Site

42. Project Meetings

SUBMISSIONS

43. Submittal Definitions

44. Submittals and Reviews

45. Criteria for Product Selection – NOT USED

46. Progress Photographs – NOT USED

47. Contractor Correspondence and Daily Reports

SAFETY, HEALTH AND FIRE PROTECTION

48. Jobsite Safety

49. Toxic and Hazardous Substances

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50. Personal Protective Equipment

51. Barriers, Barricades and Walkways

52. Existing Fire Protection Systems

SECURITY REQUIREMENTS

53. General Security Requirements

54. Identification Badges

55. Access and Property Control at the Museum Support Center

56. Security of Temporary Openings

57. Existing Building Alarm Systems

58. Security Guard Duty Charges

SCHEDULES AND PAYMENTS

59. Schedule of Values

60. Scheduling & Payments / Bar Chart

61. Scheduling & Payments / Critical Path Method – NOT USED

62. Assignment of Claims

PROJECT CLOSEOUT REQUIREMENTS

63. Project Closeout

64. Substantial Completion – NOT USED

65. Final Completion and Acceptance

SECTION 010000 ATTACHMENTS

No. 1 Demolition Waste Tracking Sheet

011323 Basic Collections Documentation

013100 Project Management and Coordination

013200 Project Progress Documentation

014200 References

DIVISION 2 EXISTING CONDITIONS

024400 Relocation and Protection of Museum Collections

DIVISION 3 – DIVISION 5 NOT USED

DIVISION 6 WOOD, PLASTICS AND COMPOSITES

062999 Museum Collections Housing

DIVISION 7 – DIVISION 50 NOT USED

END OF TABLE OF CONTENTS

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DIVISION 1 - GENERAL REQUIREMENTS

SECTION 01000

SUPPLEMENTARY CONDITIONS

PROJECT SUMMARY AND INFORMATION

1. PROJECT INFORMATION

1.1. OPDC Project No. 1403101

Renovate East Wing - PSRP IV - Collections Move

National Museum of American History

1300 Constitution Avenue, NW

Washington, DC 20560

1.2. Smithsonian Institution Contacts:

Contracting Officer (CO):

Smithsonian Institution

Office of Contracting

600 Maryland Avenue, SW, Suite 500E

Washington, DC 20024

Contracting Officer's Technical Representative (COTR): TBD

Smithsonian Institution

Attn: TBD

Office of Planning, Design & Construction

600 Maryland Avenue, SW, Suite 5001

Washington, DC 20024

2. SUMMARY OF WORK

2.1. The National Museum of American History (NMAH) will be undergoing a major renovation known as the Public Space Renewal Project IV (PSRP IV) at the American

History Building (AHB), 1300 Constitution Avenue NW, Washington, DC 20560. The

PSRP IV renovation project is expected to begin in 2027. To enable the PSRP IV renovation, approximately 65,000 artifacts and archival collections located on four floors and occupying an area of approximately 32,000 square feet will need to be removed from the project renovation areas. The collections need to be documented, packed and moved safely to the Suitland Collections Center (SCC), then unpacked and placed in their final storage locations at the Smithsonian Institution’s Suitland Collections Center, 4210 Silver

Hill Rd, Suitland Maryland, MD 20746.

The Contractor shall furnish all supervision, labor, materials, equipment and transportation required to move collections within the American History Building (AHB), NMAH PSRP IV - Collections Move Page 6 of 86

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provide new Smithsonian approved collections housing for all identified artifacts, perform basic collections photography, documentation, condition reporting, rehouse artifacts, track all collection location changes, and move the collections to the

Smithsonian Suitland Collections Center (SCC), and unpack at either the Museum

Support Center (MSC) Pod 6 or a Paul E. Garber Facility (Garber) designated building, and as set forth in these specifications and appendices.

2.2. Definitions and Assumptions:

A. Rehouse: Take the object from its current location and storage condition (eg.

in cabinet or old box) and stabilize in new archival-quality material and container, sized for shelving in new facility and for transport to Pod 6.

B. Uncrate: Remove object(s) from wooden crate and install in dedicated cabinets or shelving (Note: this will be required for 64 tall clocks, crated under a previous project).

C. Unpack: Remove containers from PFCs, Kivas or palettes and install boxed objects on shelves/cabinets in Pod 6.

D. Crated Objects: Other than tall clocks (noted above), objects crated for move will remain crated and stored on Level 1 of Pod 6, in Open Storage area or on adjacent tall object shelves.

E. Collections: Collections are defined by the collections management policies of authorized Smithsonian Directive (SD) 600 collecting units. In general, collections may include works of art, historical artifacts, natural and physical science specimens, living animals and plants, images, archives, libraries, audio and visual media, and born-digital materials. Collections serve as the intellectual base for scholarship, discovery, exhibition, and education.

F. Refer to the bookmarked list of Room Inventories for list of objects to be moved to from NMAH to Pod 6. List includes assumptions of packing method (crate vs. archival box (BB) vs. palette). Bidders should use this information to calculate their bid price.

2.3. The Work includes, but is not limited to:

• Providing a qualified move coordinator responsible as the project point of contact who will be responsible for completing all submittals prior to proceeding with the work; coordinating, sequencing, and scheduling the work with all required staff and subcontractors; and coordinating with SI COTR and museum staff for documentation, rehousing, and staging of collections within

AHB, collections relocation to SCC, unpacking collections at final location, and tracking all collection location changes during the project.

• Developing a coordinated move plan for collections documentation, basic collections photography, collections pre-move condition reporting, NMAH PSRP IV - Collections Move Page 7 of 86

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recommended housing submittals, rigging plans, staging collections, relocating collections, post-move condition reporting, unpacking of collections, and final location updates in coordination with SI COTR and museum staff.

• Providing a team of qualified fine arts handlers with museum experience as required to perform documentation, photography, pre- and post-condition reporting artifact rehousing, track, and move from AHB to their new locations, and unpacking at SCC.

• Providing experienced specialists as required to disassemble/deinstall, document, rehouse, and relocate collections to include but not limited to aviation artifacts, vehicular artifacts, munitions, and textiles.

• Providing fine arts handling staff and subcontractor staff in quantities as necessary to work in multiple locations concurrently.

• Providing labor and equipment (e.g. forklift) at Pod 6 to load crated/boxed collections onto both fixed and mobile storage solutions.

All such work shall be coordinated with the Smithsonian's review and approval, as set forth in these Specifications and as communicated by the COTR. All work must be coordinated with museum operations to include public opening hours and special events.

2.4. Critical Elements of the Work: The successful Contractor shall be fully qualified to install critical elements of the Work. Upon request of the Contracting Officer, bidders shall submit a statement of qualifications to address the following critical elements of the

Work:

• Contractor shall provide a coordinated work plan to indicate fully qualified staffing in multiple concurrent locations to enable collections to be documented, photographed, condition assessed, rehoused, packed, moved off-site, off loaded, unpacked at final location, and tracking of all artifact location moves during the project.

• Qualified fine arts staff, with demonstrated experience handling museum collections, to provide all materials, equipment and labor necessary to perform handling, packing and relocation of artifacts from AHB to Pod 6 (or other designated location on the Garber Facility) under SI supervision. Fine arts handler to also provide material and labor as required to temporarily stabilize objects for transport from AHB to Pod 6 or other designated Garber location..

• Qualified fine arts rigger, with demonstrated experience handling museum collections, to provide all materials, equipment and labor necessary to perform rigging and relocation of artifacts from AHB to Pod 6 (or other designated location on the Garber Facility) under SI supervision.

• Qualified specialty experts with demonstrated experience with:

o Deinstalling, packing and shipping exhibit objects or fine arts pieces o Disassembling, packing and shipping large aviation artifacts o Handling, packing, and shipping of textile artifacts o Handling, packing, and unpacking of munitions-related artifacts

(relocation by the Smithsonian)

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2.4 Delegated Design Elements of the Work: The Contractor shall furnish full engineering services on the following elements of the Work:

• Rigging of large objects to be moved.

All such work shall be coordinated with the Smithsonian’s review and information, as set forth in these Specifications and as communicated by the COTR.

3. CONTRACT TIME FOR COMPLETION

3.1. Work under this contract shall begin by the Contractor within ten (10) calendar days after the Notice to Proceed and shall be completed within the total contract time of

1095 calendar days. All work, including project closeout activities, shall be completed in every respect within the contract time.

The following are the contract work areas and proposed sequencing, however the contractor shall propose a schedule and sequence that can be performed within the following timelines:

Critical Path spaces

Floor Space Type Room Start date Completion date

Swing Space Storage

2301/2301B (most objects are already crated and are ship only.

will clear space for moves in other locations)

Contract NTP 60 days after NTP

Collections Storage

4606 Contract NTP

By 1/1/2026 (empty space for construction turnover)

Collections Storage

4604, 4602, 4617 Contract NTP By 7/1/2026

LL

Collections Storage

CB069 (Empty of permanent storage to serve as staging area for move to

SCC)

Contract NTP 180 days after NTP

Collections Storage

3205/3205A/3205C/3205M Contract NTP 730 days after NTP

Collections Storage

2203, 2303, 2306 Contract NTP 730 days after NTP

2 &

Exhibits

Price of Freedom, First Ladies, American Presidency, Select objects from Gunboat Philadelphia, 2nd and 3rd floor Landmark Objects

10/1/2026 730 days after NTP

Post Critical Path Spaces

LL

Collections Storage

CB015 , CB024 , BB018 , CB064

(south side)

Upon completion of critical path work 365 days

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Priced Option

LL Archives CB023, CB033, CB064 (North side) If awarded, 365 days upon completion of critical path work (can be concurrent with other post critical path spaces) SCC Archives Garber Bldg 19

Second Floor rooms 2301 and 2301B contain packed and crated objects and should be moved first to allow for additional staging and processing space during move activities.

Lower Level Space CB069 is intended to serve as the staging space for crated/packed objects ready for loading on trucks to Pod 6 and therefore should be one of the earliest spaces packed, moved and cleared for use.

Note that the start for each work area shall be determined by the program schedule and is subject to change as determined by the COTR. All work, including training, submittals, and closeout activities, shall be completed in every respect within the contract time.

3.2. The start date and completion date shall be as stated in the Notice to Proceed issued by the Contracting Officer.

4. SCHEDULE OF OPTIONS FOR PROPOSAL

4.1. Relocation of archival materials (by specialty archival move subcontractor) from Lower

Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move.

4.1.1. The subcontractor shall provide all planning, supervision, labor, materials, equipment and professional archive handling, moving, reshelving and relocation services necessary to accomplish the Relocation of the NMAH

Archives Center collections located in the NMAH lower levels and Garber

Building 19 to the new space at Pod 6. The contractor shall make any site visits, attend required meetings, and utilize the services of other professional consultants as required to execute specific parts of the Work described herein.

4.1.2. The subcontractor’s handling, crating, packing, loading, transportation, tracking and unloading of all items designated for relocation shall conform to the highest industry standards; all services provided under this Contract shall be in full compliance with Smithsonian Institution policy, practices and process requirements, including security regulations, inventory tracking, handling, packing, moving, shelving, loading, unloading and safeguarding of archive materials.

4.1.3. The subcontractor should collect relocation information by attending meetings with the Archives Division POCs, construction, and other SI personnel. The analysis shall include reviews of internal business schedules, new and existing floor plans, proposed departmental locations, archival handling requirements , installation schedules and elevator capacity and availability.

4.1.4. Once all the relocation information has been collected, analyzed and validated, the subcontractor shall develop a Relocation Plan that will include all key elements required to ensure that all aspects of the relocation process are tracked and successfully implemented. The relocation plan will be considered a living document that shall be updated and maintained by

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the subcontractor throughout the successful completion of the project. The subcontractor shall work in conjunction with the Archives Division to determine factors and priorities affecting the schedule of activities. Tasks and responsibilities shall be clearly outlined, and coordination of activities performed by SI personnel and all move related vendors shall be addressed.

5. SCHEDULE OF UNIT PRICES – N/A

6. BIDDERS EXAMINATION OF SITE

6.1. Every effort has been made to indicate all work necessary to complete the project as identified. All bidders shall carefully examine the premises during the bid period and satisfy themselves as to the extent, nature and location of the work, general and local conditions, particularly those bearing on transportation, disposal, handling and storage of materials, availability of labor, water, electric power, access routes, uncertainties of the weather, type of equipment and facilities needed for the successful execution of the

Work.

6.2. Pre-Bid Conference and Site Visit. Before the bid opening date, a scheduled pre-bid conference and site visit will be announced by the Contracting Officer. The purpose of the scheduled meeting is to provide an opportunity for all bidders to review the project site. Any comments, information or discussion during the site visit shall not modify the contract documents.

6.4. The exhibit areas of this project are in public areas and require no special arrangements to visit the site between the hours of 10:00AM and 5:30PM.

7. AVAILABILITY OF DOCUMENTS

7.1. The Bid Documents are available electronically from the Contracting Officer.

SPECIAL PROJECT REQUIREMENTS

8. UNITS OF MEASURE

8.1. Contractor shall provide documentation in both Metric and Imperial units of measure. All Contractor and subcontractor personnel working on the site shall possess and use metric measuring equipment for all work shown in metric units. Conversion of dimensions shown on contract drawings to English units for use of non-metric measuring equipment is prohibited.

9. NON-PUBLIC, TENANT AND SECURED SPACES

9.1. During execution of the work, certain tenant spaces, non-public spaces, utility and equipment rooms and other areas related to or used for purposes of storage, conservation, research, curation of museum collection and artifacts or for scientific research may have restricted access.

9.2. The Contractor shall identify to the COTR as soon as possible, but no less than

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two (2) working days in advance, any occupied areas that the Contractor must access that are located outside the limits of the project site. The Contractor shall identify in writing:

9.2.1. Restricted areas to be accessed.

9.2.2. Specific reason for needing access.

9.2.3. Nature of the work to be performed.

9.2.4. Date(s) and hours needed to complete work activity.

10. MUSEUM ARTIFACTS AND SCIENTIFIC RESEARCH MATERIALS

10.1. Contractor handling of museum collections outside the defined RFP scope of work is strictly prohibited without written consent of the Smithsonian. Existing museum collections not in the provided museum inventories and any research related materials may be moved only by authorized Smithsonian museum personnel. An offender of this clause may be subject to arrest or removal from the premises and project by Smithsonian security officers.

10.2. If temporary relocation of collections or research experiments is necessary and not in the scope of work, the Contractor shall give notice to the COTR at least five (5) working days in advance of the time relocation is needed.

10.3. Humidity/Temperature Controlled Spaces: The Contractor shall take care to minimize fluctuations in air conditions and quality, particularly in areas containing artifacts and storage of collections and laboratories and scientific research experiments.

Humidity and temperature-controlled areas require consistency of utility operation.

11. PROTECTION OF HISTORIC PROPERTIES

11.1. The project site is located in a designated National Historic Landmark property and requires special attention to the quality of materials selected for installation and workmanship efforts to satisfactorily preserve and restore historic elements and finishes of an historic landmark structure.

11.2. Without exception, all original building fabric of the National Museum of

American History Mall Building is designated historic.

12. COMMITMENT TO SUSTAINABILITY

12.1. The Smithsonian Institution is a trust instrumentality of the United States

(recognized as a tax-exempt organization under Section 501(c)(3) of the Internal Revenue

Code) and although not an Executive Branch of the U.S. Government, is committed to planning, designing, constructing, maintaining and operating its owned and leased buildings and facilities consistent with Federal environmental and energy management requirements, as listed in the Smithsonian Codes, Standards and Guidelines document, to the maximum extent practical.

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12.2. Refer to MasterSpec (AIA) Division 01 sections following this section 010000

Construction Waste Management and Disposal and other related sections, as required.

12.3. The Smithsonian is committed to sustainable practices in all aspects of our work including those which involve the packing of collection items for storage and shipment. When possible, contractors should use materials that are reusable, compostable, recyclable, or biodegradable. Reusable, low-carbon footprint materials or materials made from recycled content are to be utilized over single use, high carbon footprint materials not made from recycled content, provided those materials meet standards for the safety of collection items. When disposing of packing materials, every effort should be made to recycle or repurpose materials.

Landfill waste should be a last resort.

13. COMMISSIONING – N/A

CONTRACTOR USE OF PREMISES

14. HOURS OF WORK, WORKDAYS AND GOVERNMENT HOLIDAYS

14.1. Work shall be performed, under this contract, during the normal workdays of

Monday through Friday, except Smithsonian holidays as specified herein and the normal work hours of 8:00 AM to 6:00 PM

14.2. The premises will be continually occupied, requiring the Work under this contract to be performed during periods when the building is occupied by the public and when the building is closed to the public. The normal public hours for the Museum are 10:00 AM and 5:30 PM There will be occasions when work after the building closes to public will be impacted by special events and need to be rescheduled or scheduled around the special events.

14.3. Work will not be allowed on Saturdays, Sundays or Smithsonian holidays.

14.4. The Contractor shall reimburse the Smithsonian Institution for security and inspection services provided by the Smithsonian when the Contractor chooses to work outside the normal workdays and hours, as identified herein. However, the Contractor will not be charged for SI overtime security and inspection services, if in the opinion of the COTR, the Work cannot be done during the normal workdays and hours due to requirements of the Smithsonian.

14.5. Smithsonian Holidays: For holidays that fall on Saturday, the Smithsonian

Holiday is observed on the previous Friday. For holidays that fall on Sunday, the

Smithsonian holiday is observed on the following Monday. The Smithsonian Holidays are listed below.

New Year's Day January 1

Martin Luther King Jr.'s Birthday January, third Monday

George Washington's Birthday February, third Monday

Memorial Day May, last Monday

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Juneteenth June 19

Independence Day July 4

Labor Day September, first Monday

Columbus Day October, second Monday

Veterans' Day November 11

Thanksgiving Day November, fourth Thursday

Christmas Day December 25

President's Inauguration Day January 20, 2025

15. CONDITIONS AFFECTING CONTRACTOR'S WORK

15.1. Existing Occupied Spaces: The premises will be occupied during the performance of the Work. The Contractor shall schedule work activities to minimize interruption of occupants and occupied spaces.

15.2. Relocation of Existing Occupants: Contractor's requests for the Smithsonian to temporarily relocate existing occupants or for Contractor's access to secured areas shall be made to the COTR as far in advance as possible, but no less than five (5) working days in advance of the need for relocation.

15.3. Space for Contractor Use: The space available for Contractor's use is limited to areas indicated in the Bid Documents or as identified by COTR. Space allocation and availability are subject to change, at the discretion of the Smithsonian, to meet the needs of all parties requiring access and space within the building and the surrounding areas.

Before any work is started, the Contractor shall coordinate with the COTR regarding the use of area for staging and storage of materials and equipment required for the Work.

15.4. Contractor to provide their own tools, including but not limited to, power tools, ladders, lifts, measuring tapes or rolls, protective goggles and other special equipment as detailed in the project

15.5. No conservation work will be performed by the contractor. If, in consultation with

NMAH collections staff, it is determined that conservation work is required prior to safe packing, notify COTR who will coordinate with SI conservators for assistance or treatment.

16. CONTRACTOR DELIVERIES, HAULING AND ACCESS

16.1. The Contractor's materials and equipment shall be delivered, received and handled by the Contractor's personnel.

16.2. The collections storage and exhibition areas listed at NMAH will be closed to visitors, but some staff will be in and out of the spaces, performing their day-to-day tasks and facilitating the move. Collections transportation pathways between storage and staging rooms and the freight elevator and loading dock will require movement through active public and staff areas and will need to be coordinated with building operations.

16.3. Access to the AHB and SCC/MSC buildings for on- and off-loading of all material, structures and equipment shall be strictly coordinated in writing and in advance with the COTR, OPS and Loading Dock / Building Manager. OPS to be

NMAH PSRP IV - Collections Move Page 14 of 86 notified of object moves via log memos submitted by COTR.

16.4. The Contractor may use the freight elevator indicated in the Bid Documents or as identified by COTR for movement of material, structures and equipment within acceptable limits for each building.

16.5. AHB and MSC Loading Dock limitations: The AHB loading dock is limited to trucks under 13’3” high and 42’ long; no tractor trailers are allowed. Loading dock usage requests must be submitted electronically through COTR. Tractor trailers also will not fit at the direct access dock at the MSC, and the main dock will be shared by all tenants moving in within the same schedule.

16.6. All deliveries to MSC Pod 6 will require careful coordination with the National

Gallery of Art, HMSG, NMNH, NPM and the MSC Management Team. Neither the loading dock nor the freight elevator will be dedicated for use by one group and could impact scheduling of both deliveries and unloading of trucks. Coordinate access with

COTR and NMAH Move Coordinator.

17. DRESS AND DEPORTMENT

17.1. Contractors' personnel shall be fully and appropriately clothed at all times and shall conduct themselves in a manner appropriate to a public place. The COTR may require removal of any individual from the premises and project for unacceptable dress, demeanor or disruptive conduct, if the Contractor superintendent fails to correct conditions in violation of this paragraph.

18. CONTRACTOR PARKING

18.1. American History Mall Building (AHB): There is no available parking at AHB.

Contractor is solely responsible for parking at this location.

18.2. Suitland Collections Center (SCC): There is no assigned or reserved parking available adjacent to any SCC building. Parking is available on a first come, first served basis in the existing SCC campus parking lots.

18.3. Arrangements for Contractor's parking are the sole responsibility of the

Contractor. Parking may not be available at either project site.

19. EATING, DRINKING, SMOKING AND ILLEGAL SUBSTANCE ABUSE

19.1. Eating and drinking in Smithsonian buildings or leased space will be allowed only in designated areas. Offenders may be subject to removal from the premises and project should the Contractor's Superintendent fail to correct conditions, which, in the opinion of the COTR, violate this clause.

19.2. The consumption of alcoholic beverages by the Contractor's personnel is prohibited in all Smithsonian buildings or leased space.

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19.3. Vaping, smoking or carrying lighted tobacco products is prohibited in all

Smithsonian buildings or leased space, in exhibition and public spaces, in areas where hazardous materials are stored or handled and in areas undergoing construction, renovation or repair. Acceptable areas for smoking are outside of the building at least 25 feet from any opening, operable window or air intake vent and as designated by the

Smithsonian Building Manager.

19.4. The possession, sale and/or use of narcotics or other illegal substances or firearms by Contractor employees are strictly prohibited in all Smithsonian facilities and leased space. Contractor employees are strictly prohibited from working on the project under the influence of alcohol and/or illegal substances. Contractor employees in violation of any of the above prohibitions will be removed from the project.

PROJECT COORDINATION

20. PROJECT MANAGEMENT AND PERFORMANCE MONITORING

20.1. During its performance hereunder, the Contractor shall keep in close liaison with the

COTR or the COTR’s designated representative. Acceptance of work and frequency of review is at the discretion of the COTR. S/he will request the Contractor to meet on a regular basis to review the progress of the work. The periodic performance meetings shall determine acceptance of work and payment. Written reports and documentation of work completed may be required.

21. QUALITY CONTROL

21.1. The Contractor shall provide for quality control and inspections as necessary for all work, including that of Subcontractors, to assure compliance with the contract documents.

21.5. CQC Staffing Requirements: The Contractor shall designate a CQC person and alternate with a minimum five (5) years of experience in a museum environment performing services of a similar size, scope and complexity to this project. The

Contractor shall ensure an adequate staff to meet the CQC requirements at all times during the Work. When necessary for a proper CQC organization, the Contractor shall provide additional staff at no cost to the Smithsonian.

22. PERMITS, LICENSES& FEES

22.1. The Contractor shall obtain and pay for all applicable permits and licenses required by regulating agencies, including but not limited to: permits for pedestrian and road markings, permits for trucking and shipping, elevator certificates, waste containers, etc.

22.2. The Contractor shall keep the Smithsonian indemnified against all penalties and liability for breach of provisions of any national, provincial, district or city statute, NMAH PSRP IV - Collections Move Page 16 of 86

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ordinance or law and the regulations and by-laws of any local or other duly constituted authority, which may be applicable to the Work and with such rules and regulations of public bodies and companies.

23. UTILITY SERVICE INTERRUPTIONS AND NEW CONNECTIONS – N/A

24. SMITHSONIAN-FURNISHED ITEMS INSTALLED BY THE CONTRACTOR –

N/A

25. SALVAGE – N/A

26. CUTTING, PATCHING AND MATCHING EXISTING WORK – N/A

PROTECTION OF THE SITE

27. PROTECTION OF THE SITE

27.1. The Contractor shall provide adequate protection for all parts of each building, including interior and exterior surfaces, its occupants and contents and grounds wherever work under this contract is performed.

28. PROTECTION OF FLORA, FAUNA AND CENTRAL

COMPUTER CONTROLLER IRRIGATION SYSTEM – N/A

29. DEBRIS CONTROL AND DAILY CLEANUP

29.1. The Contractor shall regularly clean up the work areas and shall, at all times, maintain the project in as neat and orderly a manner as is consistent with normal operations. Debris resulting from the Work shall be removed from the site daily by the Contractor. The Contractor shall keep all access, haul routes and site storage areas free of dirt, debris and other materials resulting from Work activities.

29.2. The Contractor shall recycle, salvage, or otherwise divert from landfills and incinerators, at least 50%, with a goal of at least 75%, by weight (tons), unless otherwise noted, of non-hazardous materials. The Contractor shall track recycling efforts and diversion rates using the Construction Waste Tracking Sheet, attached. Before any work is started, the Contractor shall submit a Construction Waste Management Plan, consisting of waste identification and a waste reduction work plan. Waste identification shall indicate anticipated types and quantities of site-clearing and waste generated by the

Work. Include estimated quantities and assumptions for estimates. Waste reduction work plan shall list each type of waste and whether it will salvaged, recycled, or disposed of in landfill or incinerator. Include points of waste generation, total quantity of each type of waste, quantity for each means of recovery, and handling and transportation procedures.

With each application for payment, the Contractor shall submit the Construction Waste

Tracking Sheet with data compiled for the payment period, including receipts from hauler or destination. Before request for substantial completion, the Contractor shall submit calculated end-of-Project percentage of total waste generated by the Work. With request for final payment, the Contractor shall submit actual percentage of waste diverted from landfills and incinerators (recycled, salvaged, or disposed) as a percentage of total waste generated by the Work.

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30. DUST AND AIR QUALITY CONTROL

30.1. The Contractor will execute the Work by methods that minimize dust, vapors and gases raised by work operations. The Contractor will utilize engineering controls and work practices to prevent airborne dust, vapors, gases and objectionable odors from dispersing into the atmosphere and from being drawn into existing air-intake louvers, ductwork and adjacent elevator shafts. A work plan of methods and means for this section shall be submitted to the COTR for review and approval.

31. NOISE CONTROL

31.1. The Contractor shall comply with the regulations of the District of Columbia and

OSHA Standards 1926.52 and 1910.95 and all other regulations relative to safety noise control.

31.2. Activities that generate excessive noise or vibration and interrupt museum functions or create public disturbances may be required to be performed during off-hours at the discretion of the COTR.

32. VERMIN, PEST AND RODENT CONTROL – N/A

33. DRILLING, WELDING AND TORCH CUTTING – N/A

TEMPORARY FACILITIES

34. CONTRACTOR FIELD OFFICES, TRAILERS AND SHEDS

34.1. NMAH will designate a space within the building for the move contractor to have offices, computers, store supplies, and serve as the contractor’s processing area.

35. STAGING, STORAGE AND WORK AREAS

35.1. Before any work is started, the Contractor shall coordinate with the COTR regarding the use of spaces for field office, staging, and storage of materials and equipment required for the Work.

35.2 The Contractor shall provide adequate storage and protection of materials and equipment delivered to the site to prevent theft, weather damage, mold infiltration, moisture damage and other physical damage.

35.3 At the end of the project, the Contractor is responsible for the complete removal of any materials and returning the areas to its original pre-contract condition.

36. SANITARY FACILITIES

36.1. Contractors' personnel will be permitted to use designated restrooms located on the premises. If, in the opinion of the COTR, the Contractors' personnel fail to maintain

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acceptable dress and conduct appropriate to a public place, permission to use the public restrooms may be rescinded.

37. TEMPORARY UTILITY SERVICES AND EXTENSIONS – N/A

38. SCAFFOLDING AND PLATFORMS

38.1. The Contractor shall erect any temporary scaffolding in accordance with OSHA

29 CFR 1926.451 and ANSI A10.8. The Contractor shall provide landing platforms with stairways or ladders for proper access and egress to all work areas.

38.2. For all frame scaffolding greater than 4 m in height, the Contractor shall submit working drawings to the COTR a minimum of ten (10) working days in advance of scaffolding erection. Working drawings submitted by the Contractor shall be certified by a registered Professional Engineer.

38.3. During non-working hours, the Contractor shall close and lock the scaffolding with a physical barrier to prevent access by unauthorized persons.

39. PROJECT SIGNS – N/A

MEETINGS

40. PRE-WORK MEETING

40.1. A meeting will be scheduled with the Contractor before any work is started at the site. As soon as possible after the Date of Award, the COTR will contact the Contractor to arrange a time, date and place for the conference. Items to be discussed at the Pre-project Meeting include, but are not limited to:

40.1.1. Contract Time: Notice to Proceed date and Completion date;

40.1.2. Scheduling and Submittals;

40.1.3. Mobilization and Staging;

40.1.4. Access to the Premises, Haul Routes, Loading Dock;

40.1.5. Contractor Deliveries;

40.1.6. Security Requirements/List of Contractor's Personnel;

40.1.7. Emergency Procedures and Phone Numbers;

40.1.8. Protection of Site and Historic Preservation;

40.1.9. Fire Protection and Safety Requirements;

40.1.10. Smithsonian training and badge application process for Contractor staff;

40.1.11. Applications for Payment;

40.1.12. Pre-Condition Survey of the Site;

40.1.13. Accessibility Requirements;

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40.1.14. Sustainability Requirements;

40.1.15. Quality Control.

40.2. The Contractor's key staff and representatives of all Subcontractors shall attend the Pre-project Meeting.

40.3. Coordination Plan: Provide a Coordination Management Plan addressing coordination amongst the team, in an occupied museum with limited processing space, challenges, issues, long lead items. Discuss how management will assure staffing work in multiple rooms concurrently and completion of milestones.

The plan shall be submitted no less than five (5) working days after the pre-work meeting and shall address interactions with other contractors, tenants, the public and any others making use of the site and surrounding areas. As a minimum it shall include:

40.3.1. Locations of overlap in use of the site by the Contractor and others, including work areas, delivery points, access/egress areas.

40.3.2. Specific items of work by others required to support critical milestones in the Contractor's schedule.

40.3.3. Completion or delivery of work by others that may impact the

Contractor's schedule.

40.3.4. Portions of the work that create special hazards or disturbances.

41. PRE-CONDITION SURVEY OF THE SITE

41.1. After the pre-work meeting and before the start of work on the site, the project site(s) (i.e. building(s), its contents, grounds and equipment) shall be inspected by the

Contractor, major Subcontractors, COTR and other Smithsonian Institution personnel as may be required for the purpose of verification of the existing conditions. Any damages or defective equipment will be noted at this time and this survey will serve as the basis for the establishment of the pre-contract conditions. The identification of pre- contract conditions will be jointly established by the Contractor and Smithsonian Institution.

41.2. Written and photographic documentation: The Contractor shall prepare a typewritten and photographic report in PDF format to identify damages or defects of materials, equipment, and the site. The Contractor shall submit report electronically to the

Contracting Officer and the COTR.

42. PROJECT MEETINGS

42.1. Progress Meetings: The COTR will lead regular progress meetings with an interdisciplinary integrated management team consisting of representatives of the

Contractor, Smithsonian, major Subcontractors and other critical Subcontractors. The

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purposes of these meetings are to expedite the work, coordinate and schedule the Work, and coordinate the work with Smithsonian activities. Progress meetings shall be held weekly unless otherwise directed by the COTR. The time and place of the meetings will be established by the COTR. The Contractor shall ensure that all required

Subcontractors attend the Progress Meetings and the COTR will ensure that all necessary SI personnel attend.

42.2. Special-Topic Meetings: At the discretion of the COTR, additional meetings may be scheduled to address issues of quality control, coordination between contractors on the premises, coordination with other agencies, scheduling of the work, application for payments, etc. The Contractor's staff and Subcontractors shall attend as directed.

42.3. Meeting Minutes: The Contractor shall promptly prepare minutes of each meeting and transmit,to the COTR, within five (5) working days.

SUBMITTALS AND REVIEWS

43. SUBMITTAL DEFINITIONS

43.1. Submittals are defined to include shop drawings, product data, samples and additional data required for submission to the COTR for review and approval prior to proceeding with the work.

44. SUBMITTALS AND REVIEWS

44.1. Contractor Responsibility for Submittals: The Contractor shall provide all required submittals, by technical specification section, in accordance with the contract documents. All submittals, with the exception of mockups or samples, are to be submitted electronically in PDF format, using e-mail, Dropbox, or a contractor-sponsored FTP site, as directed by the COTR. The Contractor shall clearly indicate, on the submittal, that it has been reviewed by the Contractor and found to meet the project requirements. Any items submitted as substitutions shall be clearly identified as such on the submittal and the transmittal document. If shop drawings show variations from the contract documents because of standard shop practices or for other reasons, the

Contractor shall provide a separate, written description of variations along with the submittal. The Contractor shall:

44.1.1. Review each submittal for conformance with requirements of the contract documents and coordination with related work.

44.1.2. Determine and verify all field measurements, required material quantities, method of assembly or erection, installation requirements and proper connection to adjoining materials installed by others.

44.1.3. Assure that all submittals use the appropriate units of measure.

Preprinted literature in other units shall be accompanied by documentation to show conformance to project requirements.

44.1.4. Transmit all required submittals for a technical specification section at

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the same time unless prior written waiver of this requirement has been provided by the COTR.

44.1.5. Transmit submittals to the COTR in a logical and orderly sequence in accordance with the Submittal Schedule to prevent project delays or adversely impact work by the Smithsonian Institution or other contractors.

44.1.6. Correct and resubmit submittals according to response from the COTR.

44.1.7. Commence work on items requiring submittals only after all related submittals are reviewed and approved by the Smithsonian. All Work shall conform to approved submittals.

44.2. Submittal Schedule and Control Log: The Contractor shall submit, to the COTR, a schedule of work-related submittals using the Smithsonian Submittal Log form within fourteen (14) calendar days after the effective date of the Notice to Proceed. (Submittal

Log form is available from COTR upon request.) Submittals shall be listed in the order they are scheduled to be submitted and the following information shall be given:

44.2.1. Project Name, Project Number, Contractor Name, Contract Number;

44.2.2. Technical Specification Section for each submittal;

44.2.3. Unique Submittal Number;

44.2.4. Description of item to be submitted, as listed in the specifications;

44.2.5. Date item must be submitted to the Smithsonian in order to support the project schedule;

44.2.6. Subcontractor providing submittal (in "Comments" column).

44.3. SI Responsibility for Submittals: The COTR shall return all submittals within fourteen (14) calendar days of receipt. Submittals shall be reviewed by the COTR and stamped with the following action designation: Approved, Approved as Noted, Revise &

Resubmit, For Information Only, For Record Only, or Rejected.

45. CRITERIA FOR PRODUCT SELECTION – N/A

46. PROGRESS PHOTOGRAPHS – N/A

47. CONTRACTOR CORRESPONDENCE

47.1. The Contractor shall correspond with the COTR for all matters related to this project unless otherwise directed. All correspondence shall be signed and dated by the

Contractor and shall reference the project, project number and contract number.

SAFETY, HEALTH AND FIRE PROTECTION

48. JOBSITE SAFETY

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Contractor shall perform all services in accordance with the Smithsonian Institution safety requirements specifications as set forth in the specifications. Contractor will be required to consult with additional Smithsonian offices and resources for information regarding standards and requirements.

48.1. Safety Coordinator: The Contractor shall designate a person responsible and accountable for personnel safety at both corporate and level at the project site for the duration of the project. Qualifications for the Safety Coordinator shall include the OSHA

30-hour course or equivalent course. The Safety Coordinator must be onsite at all times.

The Safety Coordinator must review and approve all project submittals for rigging and moving all large/oversized artifacts prior to being submitted to COTR for review. All large/oversized artifact rigging and relocation activities cannot start until the Safety

Coordinator confirms that all approved submittal details are in place and ready for implementation.

48.2. Occupational Safety and Health: This contract is subject to Title 29 of the Code of

Federal Regulations, Part 1910 "Occupational Safety and Health Standards" and Part

1926 "Safety and Health Regulations for Construction" pursuant to the Occupational

Safety and Health Act (OSHA) of 1970 administered by the US Department of Labor, Occupational Safety and Health Administration.

48.3. Emergency Assistance: The Contractor shall post, at the site, telephone numbers for reporting emergencies, including the Smithsonian Office of Protection Services

(OPS), ambulance, police, fire department, gas utility, electric utility, water/sewer utility, poison prevention aid and hazardous-waste handling. This information shall be posted in a conspicuous location within the project area prior to the start of any work at the site.

48.4. Report of Accident or Illness: In the event of any accident or illness for which medical assistance is required, any criminal action or any fire, the Contractor shall notify the appropriate authority (Ambulance, Police, Fire Dept.), Smithsonian Security, and the

COTR.

48.5 Contractor Personnel to be Contacted: The Contractor shall submit a written list of emergency telephone numbers and names of persons to contact for the Project

Superintendent and for each major subcontractor working on the project site. The initial list shall be submitted to the COTR at the Pre-project Meeting. The list shall be updated and resubmitted to the COTR as needed.

48.6. Site Specific Safety Plan: Upon award of this contract, the Contractor shall provide a Site Specific Safety Plan (SSSP). The SSSP is a safety and health policy and program document and outlines how the Contractor will safely conduct their work. This plan shall be job specific and shall also address any unusual or unique aspects of the project or activity for which it is written. The plans shall address each work area, Exhibit area and building in which the Contractor shall be working. The SSSP shall interface with the Contractor’s overall safety and health program, and a copy shall be available on the work site. Any portion of the Contractor’s overall safety and health program that is reference in the SSSP shall be included as appropriate. The plan shall include but not

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limited to the following:

a. Signature Sheet that must include plan occurrence (e.g., Chief of

Operations, Corporate Chief of Safety, Corporate Industrial Hygienist, project manager, superintendent, project safety professional, project QC).

Provide concurrence of other applicable corporate and project personnel.

b. Background Information that must include brief project description, description of work to be performed and locations; phases of work anticipated that will require Job Hazard Analysis (JHAs), OSHA 3071.4.

c. Statement of Safety and Health Policy

d. Responsibilities and lines of Authority

e. Subcontractors and Suppliers

f. Training

g. Equipment and Operating Licenses, and or inspection reports

h. Safety and Health inspections that include assignment of responsibilities for a minimum daily/weekly job site safety…