1.05 PWS SFM Artifact Move_Draft.pdf

Performance Work Statement

Project Title: SUBFORCE MUSEUM ARTIFACT COLLECTION MOVE

Performance Period: 01 September 2025- 31 May 2026

Project Location: BUILDING 17 & BUILDING 571 NAVAL SUBMARINE BASE, NEW LONDON, CT. – BUILDING 13, NAVAL STATION NEWPORT, RI.

1. PART I – PROJECT SCOPE AND GENERAL INFORMATION:

1.1 The Submarine Force Museum (SFM) has a requirement for the safe inventorying, labeling, sorting, re-boxing, photographing, packing, moving, anoxic pest treatment, unpacking, and placement on new high-density shelves/drawers/racks of the entire artifact and fine art collection of the Submarine Force Museum (SFM). The collection is currently in Building 17 and Building 571 at Naval Submarine Base New London (NSB-NLON), Groton, CT, and will ultimately reside in Building 13 at Naval Station Newport (NAVSTANPT), Newport, RI.

1.2 The Contractor shall provide all labor, materials, transportation, equipment, supplies, and supervision to execute a move of the entire SFM collection stored in Building 17 at NSB-

NLON. This move will include assessing objects for pest infestation and condition, photographing and properly packing the SFM Collection at Building 17 in Groton with appropriate safe support inside each box for the artifacts, and inert barriers between artifacts, palletizing boxes, and crating objects, moving the collection to the new storage facility in

Building 13 at NAVSTANPT when new construction is complete and ready for object delivery, anoxic treatment of pest-infested items, unpacking, repacking in proper museum quality archival boxes with in-box support and inert barriers between artifacts, and placing collection on final high-density storage locations with museum staff oversight. Contractors will turn over a finding aid with locations for artifacts put onto new shelving.

2. Artifacts and Fine Art Move Requirements and Specifications

2.1 Requirements: The Contractor shall inventory with photography on box level, pack all the

SFM collection for safe shipment, crate all macros as specified below, move it to Building 13

NAVSTANPT, perform pest infestation treatment via freezing the collection under the approval of SFM and NWCM staff to ensure no insect infestation of the new storage facility, analyze for damage and communicate damage when found to SFM and NWCM staff, repack, and place into final housing of the storage units at Building 13. The Contractor shall also redistribute the existing NWCM collection already at Building 13 with the SFM collection into the new storage facility and existing storage space. The contractor will also turn over a drive of photographs with the inventory taken for the move, as well as post-move photographs and final finding aid (with updated locations in Building 13), and a list of all artifacts frozen for pest removal to the designated NWCM and SFM staff on a hard drive, cloud-based, and device/network of some kind that SFM will be able to put on their servers, to be approved by SFM before turning over.

2.1.1 Total number of objects to be moved from SFM storage to NWCM storage shall be less than 13,000. The objects vary in size and weight, see photos for examples:

2.2 Packing: Boxes shall be uniquely numbered by their original location number in Building 17.

The Contractor shall pack all SFM artifacts at NSB-NLON Building 17 and Building 571 collection storage rooms.

2.2.1. Materials to be Used: Final storage cartons, boxes, crates, pallets, and packing materials for artifacts must be archival museum quality approved by SFM/ NWCM museum collections staff before purchase and use. Crates must only use ISMP-15 compliant wood materials, which is certified to be free of pests and safe for art transport. Crates must be padded with archival materials for long-term storage.

All materials must be inert and ODDY tested for museum storage.

2.2.2 Small Boxed Artifacts: Boxes currently being used for storage of the artifact collection need to be assessed for structural security for travel, and if found to be unsafe for transport by SFM and NWCM staff then the boxes shall be replaced before shipment.

These boxes will be moved to Warehouse 13, and de-infested. The boxes and packing materials will then be thrown away and replaced with new archival quality materials to be approved by SFM and NWCM staff before purchasing.

2.3.1.1. Items within those boxes need to be safely wrapped, packed, padded, and stabilized for shipment. Some small artifacts are not in boxes currently and need to be boxed with an archival label documenting the found location, just as all the other object boxes are identified. Boxes should then be palletized on strong plastic pallets, or ISMP-15 compliant wood materials, with like items because future storage of items will be with other like items (silver with silver, glassware with glassware, matches with matches, bells with bells, etc.). The pallet should then be wrapped with shrink wrap to prevent any contamination, rain, damage, pest infestation, etc. Pallets and crates must be labeled with 8”x10” signage in plastic sleeves on each side of the containers with arrows to identify which way is up and where the box opens, and the general contents. Contractor must supply their own forklift. These pallets should be moved to NAVSTA Newport Building

13 as soon as possible after wrapping.

2.3.2. Large Unboxed Artifacts (Macros): These artifacts include machinery, marble bust, 12’ model ships, model submarines, lamps, tables, door, a submarine deck gun, 12’ plastic carpet, ships wheels, ships’ bells, ship name plates, etc. These artifacts need custom wooden crates and pallets made for them to be transported:

1. (40) Machinery (med)

2. (8) MACHINERY (lg)

3. HAMILTON SIGN

4. STAINED GLASS

5. BLACK TURTLE MODEL

6. (5) SHIPS WHEELS (5’)

7. (2) LARGE PLAQUES

8. BELLS

9. (2) PLASTIC RUG (12’)

10. (3) LARGE HALF HULL MODELS

11. (4) SUBMARINE MODELS

12. ENGINE (hazmat pallet)

13. JAPANESE DECK GUN

14. Ship name boards

15. Large plaques

16. (3) Lamps

17. (4) Torpedo carts

2.3.2.1 Similar items like the ship models and ship name boards may be boxed together if it’s safe to do so for both the objects and anyone moving the container. These may be crated together with dividers to protect the separate object. Crates should be made with room for a forklift and a pallet jack to be able to move the object. Decisions about how to pack should be confirmed with SFM and NWCM staff. Crates and pallets will be assigned a designated holder number which will be provided on a list to SFM and NWCM staff clarifying which inventoried items are being transported in/on them. Crated artifacts shall have the accession number(s) of the artifact(s), to be included on the outside crate on all sides in a plastic sleeve. In the case that there are multiple accession numbers on one artifact ask NWCM/SFM staff for guidance.

2.3.3 Fine Art: Fine art includes paintings, framed art, framed flags, painted plaques, bronze signage, etc. Fine art should be boxed individually for shipping; these boxes can be cardboard, marked with the direction that is the top of the art, marked with the accession number, and marked to indicate warnings for heavy objects.

3. Move to Newport:

3.1 Once the new storage facility inside NAVSTA Newport Building 13 is ready to receive artifacts, with construction finished and high-density shelving installed, the Contractor shall pack trucks and transport the SFM collection to Building 13. The truck utilized by the contractor must match the height of the loading dock at Building 13 (44”) and the contractor must supply a forklift to be able to move the pallets and crates from the truck to the warehouse. Large crates of machinery, bells, etc., will be put onto multi-height heavy-duty shelving, and will require a forklift to move. If necessary, contractor must supply a dock lever for the difference between truck and dock and safe movement of objects.

3.1.1 Order of objects being moved:

1. Macro artifacts – crated objects, bells, anything that requires a forklift or a pallet jack to move.

2. Fine art – including framed flags.

3. Rolled textiles, vinyl banners, oversized flat textiles and unframed art in flat files in Building 571.

4. Banker boxes and textile boxes.

5. Non-artifact tables, non-artifact cabinets, archival supplies/materials, fatigue mats, remaining inventory supplies.

3.2 Artifacts deemed necessary for pest removal will be treated using an anoxic treatment to destroy pests before being checked by SFM and/or NWCM staff before putting away onto correct shelving identified by SFM and NWCM staff, and having their locations documented into an

Excel sheet. SFM artifacts that don’t require pest removal can be repacked without anoxic treatment and distributed onto the new high-density storage shelving with finding aids. The redistribution of SFM’s hanging art collection with the NWCM collection, and the NWCM silver collection with SFM collection will be directed by SFM and NWCM staff, such that like items are stored in the same areas and with the same methods. Artifacts shall be housed in accordance with American National Park Service (NPS)/American Alliance of Museums best practices and

SFM and NWCM staff-approved methods and materials.

3.3 The contractor shall generate an Excel sheet with data columns agreed upon by the SFM and

NWCM staff of all artifacts (including information such as artifacts being moved, their original locations, their final locations, any anoxic treated artifacts, etc.). When the collections are properly distributed onto high-density storage shelving in both storage facilities inside of

Building 13, the Excel sheet finding aid for all of the items will be supplied to NWCM and SFM staff. All photographs and finding aids of the museum artifacts shall be given to the NWCM and

SFM designated museum staff on a hard drive and cloud-based server retrieval (SFM and NWCM will identify appropriate cloud base server during initial kick-off meeting, to be approved by SFM staff).

4. Redistribution of NWCM Collection:

4.1 The Contractor shall redistribute up to one thousand pieces of the existing NWCM collection with the SFM collection to the new and existing storage spaces in Building 13 as required to meet the new storage plan. Design will ensure maximum use of space between both climate-controlled units in Building 13, between the two collections housed there. All of the moved items must have their new location updated in the Excel sheet the Contractor will hand over at the end of the project.

4.2 The total time for the collection move out of the temporary storage facility into Building 13 until the contract is completed shall not exceed eleven (11) months after NTP. The performance period will end in May 2026 to allow for delays in construction of the new storage areas and installation of new high density shelving due to supply chain delays or other unforeseen delays.

5. Timeline:

5.1 Below is a breakdown of the timeline which begins from the Notice to Proceed (NTP) to completion of project.

1. Notice to Proceed (NTP): Virtual or in-person kick off meeting between NWCM/SFM

Staff and contractor before end of September 2025. Contractor shall perform a site walkthrough.

2. Floorplans with high-density shelving for the storage facility in Building 13 will be provided, any other required information needed by the contractor will be identified and provided on an agreed upon time table by all parties. Any additional site visits for planning purposes to either Building 17 or Building 13 will be identified and scheduled at this time as well.

3. NTP-90 days: Inventory, packing and moving of SFM Collection from Building 17 and

Building 571, Groton, CT will begin.

4. NTP-11 Months: (Full completion of contract NLT 31 May 2026): SFM Collection move to Building 13, redistribution of NWCM collection with SFM collection, organization/rehousing onto shelves with finding aids, (copies turned over on a hard drive and cloud service). Contract complete.

5. Status of project meeting will be conducted monthly during performance period between contractor and NWCM/ SFM staff.

5.2 The contractor must be able to demonstrate specialized experience in fine art and historical artifact collection relocation services including packing, handling, crating, and transportation.

Personnel qualifications listed in 5.1 below.

5.3 Personnel Qualifications

Category Required Qualifications

Company ▪ Must be able to pass a background check and have the correct identification (Real ID, US Passport) to get access to base.

▪ Extensive experience in art handling, art logistics and art crating.

▪ Experience working with not-for-profit and federal museums and institutions.

Project Manager ▪ Must be able to pass a background check and have the correct identification (Real ID, US Passport) to get access to base

▪ Extensive experience in museum collections care.

▪ Experience working with Military installations and upon

Military bases.

6. Meetings and Conferences

6.1 The Contractor shall perform a Site Survey/walk-through of the building layouts to verify routes. Following the Site Survey, a Pre-Production conference will be scheduled and held at

SFM during normal working hours, and the Contractor shall present its schedule of events for the

Period of Performance (POP), with estimated completion dates. During the POP, SFM will have access during normal working hours to inspect the progress of work being performed.

6.2 Workmanship or materials not in accordance with the requirements of paragraph 9.0 of this

PWS shall be immediately replaced by the contractor to meet the specifications listed, at no additional cost to the NWC.

6.3 LOCATION: The work shall be done at Building 17 and Building 571 on NSB-NLON, Groton, CT, an off-site facility provided by the Contractor, and at Building 13 on NAVSTA

Newport, Newport, RI.

6.4 COMMENCEMENT, PROSECUTION AND COMPLETION OF WORK: The Contractor shall commence work under the contract within 30 calendar days after the date of contract award.

The Contractor shall complete the entire work, ready for use, within 330 calendar days of Notice to Proceed. The time stated for completion shall include final clean-up of the premises. The

Contractor shall set up a meeting with the Contracting Officer or Government Representative prior to the start of work. The Contractor shall schedule their work no less than 48 hours in advance with the Government Representative.

6.5 PARTIAL PAYMENT: Partial payment for work accomplished under this contract will be paid at individual milestone steps.

6.5.1 First milestone is the inventorying and packing of the SFM collection in Building

17 and Building 571 on NSB-NLON, Groton, CT.

6.5.2 The second milestone is the delivery of the collection to Building 13 at NAVSTA

Newport, Newport, RI.

6.5.3 The third milestone will be the anoxic treatment for pest infestations and putting infestation-free artifacts onto high-density shelving/drawers/racks as designated by SFM and NWCM employees.

6.5.4 The fourth milestone will be the moving of artifacts residing at Building 13 on

NAVSTA Newport, Newport, RI, onto the newly installed shelving as designated by the

SFM and NWCM and providing a final (new) location inventory.

6.6 OSHA/EPA REGULATIONS: During performance of all work under this contract, the

Contractor shall strictly adhere to regulations of the Environmental Protection Agency (EPA) and the Occupational Safety and Health Agency (OSHA NFPA 70), as well as all applicable State and

Local requirements, NSB-NLON regulations, NAVSTA Newport regulations, and the Army

Corps of Engineers Safety and Health Requirements Manual EM-385.

6.7 MUSEUM PROVIDED DRAWINGS AND SPECIFICATIONS FOR WORK:

6.7.1 Floor plan Building 13 NAVSTA Newport

6.7.2 Floor plan Building 17 and Building 571 NSB-NLON

6.8 EXAMINATION OF THE PREMISES: Bidders are required to visit the site of work to make a survey of the conditions to be encountered which may affect the cost of the performance of the work. The Contractor is required to contact the Facilities Support Contracts Office at 860-694-

4486 prior to commencement and upon completion of work at NSB-NLON and 401-841-2047 at

NAVSTA Newport. Work at either NSB-NLON or NAVSTA Newport shall be performed during normal hours Monday through Friday 0800-1630 excluding federal holidays. Work performed outside of normal hours at either of these locations requires the approval of the Government representative. Submit requests for approval a minimum of 5 working days in advance.

7. PART III – SUPPLEMENTAL REQUIREMENTS

7.1 SECURITY AND IDENTIFICATION BADGING:

7.1.1. All Contractor employees and sub-contractors on the job site must be U.S. citizens.

A list of individuals requiring access to the job site will be provided to SFM staff for submission to NSB-NLON, Groton, CT prior to the start of work at Building 17 and to

SFM and NWCM staff for submission to NAVSTA Newport, Newport, RI prior to the start of work at Building 13. Instructions for base access to both bases will be provided upon requirement to the Contractor.

7.1.2 Obtain access to the installations by participating in the Navy Commercial Access

Control System (NCACS) or by obtaining passes each day from the Base Pass and

Identification Offices. Costs for obtaining passes through NCACS are the responsibility of the Contractor. One-day passes, issued through the Base Pass and Identification

Office will be furnished without charge. Furnish a completed EMPLOYMENT

ELIGIBILITY VERIFICATION (DHS FORM I-9) form for all personnel requesting badges. This form is available at http://www.uscis.gov/portal/site/uscis by searching or selecting Employment Verification (Form I-9). The Contractor shall immediately report instances of lost or stolen badges to the Government Representative.

7.1.2.1 NCACS Program: NCACS is a voluntary program in which Contractor personnel who enroll, and are approved, are subsequently granted access to the http://www.uscis.gov/portal/site/uscis installation for a period up to one year, or the length of the SECTION 01 14 00 contract, whichever is less, and are not required to obtain a new pass from the

Base Pass and Identification Office for each visit. The Government performs background screening and credentialing. Throughout the year the Contractor employee must continue to meet background screening standards. Periodic background screenings are conducted to verify continued NCACS participation and installation access privileges. Under the NCACS program, no commercial vehicle inspection is required, other than for Random Anti-Terrorism Measures

(RAM) or in the case of an elevation of Force Protection Conditions (FPCON).

Information on costs and requirements to participate and enroll in CACS is available at http://www.rapidgate.com/vendors/how-to-enroll or by calling 1-

877-727-4342. Contractors should be aware that the costs incurred to obtain

NCACS credentials, or costs related to any means of access to a Navy

Installation, are not reimbursable. Any time invested, or prices(s) paid, for obtaining NCACS credentials will not be compensated in any way or approved as a direct cost of any contract with the Department of the Navy.

7.1.2.2 One-Day Passes: Participation in the NCACS is not mandatory, and if the Contractor chooses to not participate, the Contractor’s personnel will have to obtain daily passes, be subject to daily mandatory vehicle inspection, and will have limited access to the installation. The Government will not be responsible for any cost or lost time associated with obtaining daily passes or added vehicle inspections incurred by non-participants in the NCACS.

7.1.2.3 NS Newport access: The Contractor will supply the NWCM POC and

COR completed SECNAV 5512/1 forms of all project personnel requiring access to Navy Station Newport and the Naval War College at least 10 days in advance of the visit for vetting purposes by NWC and NAVSTANPT Security. Contractor staff should arrive together to facilitate access through the Naval Station Pass &

ID Office and Gate 1.

7.1.2.4 NSB-NLON access: The Contractor will supply the SFM POC and COR completed SECNAV 5512/1 forms of all project personnel requiring access to

NSB-NLON and the SFM at least 10 days in advance of the visit for vetting purposes by SFM and NSB-NLON Security. Contractor staff should arrive together to facilitate access through the Naval Station Pass & ID Office and Gate

1.

7.1.2.5 Coordination with SFM and NWCM staff is required 1 month before the start of work on either base to ensure the current procedures are being followed to grant base access on the required installation.

8. SHOP DRAWING AND SUBMITTAL:

8.1 Prior to starting work, the contractor shall provide a minimum of 2 copies of all submittals for approval purposes for all materials and processes to be used on this project (project specifications may require the provision of additional submittal copies). These submittals are required to ensure http://www.rapidgate.com/vendors/how-to-enroll the contractor is using museum best practices and archival standard materials. These requirements are explained as outlined in the National Park Services museum handbook

(https://www.nps.gov/museum/publications/handbook.html) and the American Institute for

Conservation website (https://www.conservation-wiki.com/wiki/Collection_Care#Handling_Guidelines). Materials used and procedures must be approved by designated SFM and NWCM staff. Partial submittals will not be acceptable and will be returned without review. Submittals shall be from the manufacturer and complete with manufacturers name, catalog number, specifications, and any other information necessary to approve the materials. Safety Data Sheets (SDS) shall be submitted along with product data for any potentially hazardous materials such as paints, adhesives, sealants, cleaners, gypsum board compound, flux materials, etc. No hazardous materials shall be brought on to government property without approved SDS. The Contractor shall maintain a copy of all SDS at the job site at all times.

8.2 Accident Prevention Plan (APP)/Safety Plan at least 10 days in advance of starting work, following Appendix A of EM-385-1-1. The plan shall incorporate all aspects of the project and additionally include the items mentioned below, as appropriate. Work may not begin until approval of the APP.

8.3 Warranties the Contractor shall maintain full insurance coverage throughout the life of the contract to cover the cost of any repair, replacement or reimbursement of the damaged or lost item(s) that occur during the performance of this contract. The Contractor shall obtain and show proof of said coverage from an insurance provider with a current Standard and Poor's rating of not less than "AAA" to the Contracting Officer.

8.4 If any items are damaged or lost, the Contractor shall be held fully responsible for providing compensation for the repair or reimbursement of the item(s). Cost to repair or replace the damaged item will be determined by the Government. Documented appraisals and/or repair estimates/proposals will be provided by the government. The Government will be responsible for contracting repairs of the damaged historical artifacts.

9. GENERAL REQUIREMENTS:

9.1 Extreme care shall be exercised to avoid damaging government or personal property.

Damaged or destroyed objects will be repaired or replaced, at the Contracting Officers’ approval at no expense to the government.

9.2 Any road closures will be coordinated through the Navy Road closure process set forth by the

NAVFAC Groton and/or Newport Facilities Engineering Acquisition Division.

9.3 In accordance with the EM-385-1-1, the Contractor will be responsible for submitting an

Accident Prevention Plan (APP) to the Contracting Officer or representative before the start of work.

9.4 The Contractor shall be responsible for proper disposal of all items to be removed from government property and clean up all dust and debris generated at the construction sites on a daily basis. For specific direction, contact NSB-NLON or NAVSTA Newport’s environmental https://www.nps.gov/museum/publications/handbook.html https://www.conservation-wiki.com/wiki/Collection_Care#Handling_Guidelines https://www.conservation-wiki.com/wiki/Collection_Care#Handling_Guidelines divisions at (860) 694-3976 for NSB-NLON and (401)-841-7651 for NAVSTA Newport. The

Contractor shall comply with NSB-NLON and NAVSTA Newport waste recycling and green procurement policies.

9.5 During the performance of this contract, the Contractor shall strictly adhere to Environmental

Protection Agency regulations (EPA), the federal occupational safety and health regulations

(OSHA), EM 385-1-1, as well as all applicable state and local requirements.

9.6 Contractor parking is available on site at both locations.

9.7 Contractor to provide preferred space for lay down area for Government approval.