1403101 NMAH PSRP IV Collections Move Solicitation Document.docx

Solicitation – RFP Technical Proposal 17 September 2024 Project #: 1403101 – NMAH – PSRP IV – Collections Move

SECTION C.1 BACKGROUND

The National Museum of American History (NMAH), located at 1300 Constitution Avenue NW, Washington, DC 20560, will be undergoing a major renovation known as the Public Space Renewal Project IV (PSRP IV). The PSRP IV renovation project is expected to begin 2027. Within the approximately 32,000 square foot project area, there are several collections storage rooms and exhibits, containing approximately 65,000 artifacts. The collections need to be packed and moved safely to the Suitland Collections Center (SCC), then unpacked and placed in their final storage locations. Collections span history, cultural artifacts, art, books, archival documents and more, in every medium and composition. Artifacts include, but are not limited to, oversize objects, vehicles, ceramics/glassware, quilts, paintings, armaments, photographs, and costumes.

The Smithsonian Institution is seeking offers for the NMAH – PSRP IV Collections Move, as described herein and in the Scope of Work.

All requirements the successful Offeror must meet concerning this project are set forth in detail in the Solicitation Documents included with this Request for Proposal (RFP). Upon receipt of Technical and Cost Proposals and the selection of a successful Offeror, the Smithsonian Institution will execute a Firm Fixed Price contract.

This RFP is intended to provide all Offerors with sufficient information to enable them to prepare and submit offers for technical and cost review by the Smithsonian Institution. The Scope of Work includes specifications, drawings and a preliminary object list which are provided electronically as part of this solicitation. See Section J for the complete list of documents, exhibits and other attachments.

This solicitation neither commits the Smithsonian Institution to pay any proposal preparation costs, nor obligates the Smithsonian Institution to procure or contract for construction, or any other services. It shall not be construed as authorization to proceed with or be reimbursed for any of the costs for any of the work specified herein.

The Smithsonian Institution may cancel this RFP without prior notice.

This solicitation has a minimum requirement that bidders must have had recent and demonstrated experience with various packing and shipping tasks including handling, housing, packing, crating, and moving a range of museum, archives, and/or library collections materials, to include works of art, historical artifacts, natural and physical science specimens, images, bound materials, audiovisual media, paper records, photographs, and/or digital assets for complex museum projects involving display, storage, and/or research. Contractors must meet all qualifications listed in this document.

*A complex museum project is defined as one consisting of packing/crating; shipping and installation; tracking individual collections item locations daily; working with, assembling, disassembling and/or moving of collections of a variety of sizes and material types. Project examples should include examples of art and artifact handling, transport both domestically and internationally and installation of both small and large-scale artifacts relevant to the scope of work noted in this RFP.

*Museum classified (or museum quality) collections are defined as cultural heritage items, objects, artworks, artifacts, archival collections and/or records and library collections that are held in the public trust and carry a high burden of public accountability for their preservation and accessibility due to historical, intellectual, scientific and/or aesthetic significance, in addition to monetary value. For the purposes of the minimum requirement, collections other than what is defined above shall not meet the requirement. FIRMS MUST CLEARLY DEMONSTRATE THAT THEY MEET THIS REQUIREMENT IN THEIR TECHNICAL PROPOSAL. Failure to demonstrate Minimum Requirements may result in Bidder’s proposal not being evaluated. The Smithsonian reserves the right to determine the extent to which Offeror’s comparable projects meet the Minimum Requirements as set forth and as clarified herein, and the extent to which Offeror’s comparable projects are relevant to the subject project.

SUSTAINABLE PACKING 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.

SECTION C: 2. STATEMENT OF WORK

The successful offeror shall provide all materials, equipment, labor and supervision necessary to complete the following work at the Smithsonian Institution, National Museum of American History (NMAH), 1300 Constitution Avenue NW, Washington DC, 20560 and Smithsonian Institution's Suitland Collections Center (SSC), 4210 Silver Hill Road, Suitland, Maryland 20746.

The Work includes, but is not limited to, all work specified in the Scope of Work and consists of drawings, specifications and a preliminary object list.

The objective of the NMAH PSRP IV Collections Move project is to relocate NMAH collections from NMAH to off-site storage at the SCC and includes the following:

A. Project Management Services: Supply a dedicated Project Manager (PM) with art handling services background to lead a multi-disciplinary team. Work will include:

· Creating and maintaining a detailed schedule for all move activities;

· Coordinating with the designated NMAH move coordinator and project COTR on schedules, coordination, cost, and hold weekly progress report meetings;

· Handling the resolution of any problems that interfere with the progress of the project;

· Identifying and investigating problems and making recommendations for resolution to COTR;

· Providing collections and storage space access for move team;

· Advising on collections housing, packing, documentation, and shipping methods;

· Providing technical interface between the museum artifact inventory system (CIS XG) and barcoding systems (managing the collections information), and the contractor's housing and packing logs and shipping manifests (contract management tools);

· Coordinating with the NMAH Move Coordinator on delivery of supplies (boxes, trays, acid free tissue, etc. containers/crates either in parts or constructed at another site and delivered for packing; housing supplies; tools and equipment for housing/packing/photography); and staging for them until use and shipment to the SCC;

· Coordinating disposal of old cabinetry and containers as they are emptied and the collections are housed and packed, and shipped to SCC for storage on or in new rack and cabinets;

· Ensuring condition documentation, photography, location tracking, and object number reconciliation are built into the workflow;

· Overseeing contractors/objects transit between facilities (e.g. travel from NMAH to off-site storage at the SCC required);

· Overseeing contractors to remove boxed collections from shipping containers and store them on pallet racking and in cabinets at the SCC, and updating final location data;

B. Packing and Storage arrangements for museum collections. Preparing collections for a move from one location to another following all safety and preservation requirements. Work will include:

· Establishing, and moving artifacts within NMAH to processing area(s) for organizing, documenting, photographing, condition reporting, and housing artifacts for storage in new cabinets at the SCC – using housing methods that demonstrate economies of scale for like collections, and with housing dimensions fit to cabinet/racking configurations at the SCC – then packing the housed artifacts for shipment;

· After artifact processing is complete and the artifacts are containerized for relocation, moving them to staging while awaiting relocation to Pod 6 at the SCC, and then staging, unpacking, tracking, and storing the artifacts on stationary racking systems, and on manually operated mobile pallet rack systems, and on manually operated mobile cabinetry systems located on (3) separate floors accessible by elevator. The mobile pallet rack system sections are 11' H X 12'W X 4' D, with 3-4 racks to a carriage. These racks must be balanced as loaded.

· Tracking collections in storage, staging, and transit using barcode system that is separate but interfaced with contractor's manifest system, including final storage updates;

· Coordinating shipping and access with Move Coordinator and other tenants moving into Pod 6 concurrently;

C. Physical transit of art and museum objects from NMAH to SCC. Work includes:

· Providing the secure and climate-controlled air-ride vehicles with working lift-gate, constant surveillance, and the drivers and any necessary permits or additional escort vehicles;

· Loading and off-loading collections objects from vehicles; moving crates and objects to or from the gallery or venue (floor and shelf as identified by NMAH staff);

· Documenting and alerting the museum to collections found in poor condition and requiring special stabilization or conservation treatment prior to housing, packing, and shipment;

· Designing and fabricating crate interior fittings and outer shells;

· Providing specialized equipment, tools, and supplies needed to move the works;

· Condition reporting and data entry of documentation into NMAH’s collection management system (Mimsy XG).

· Types of transportation vehicles include: vans, box trucks or other vehicles meeting the NMAH loading dock size limitations (13’3” high, 42’ long). General standards for museum collections transportation vehicles are:

1. The truck shall be equipped with air ride suspension, a working lift gate, pallet jacks, dual drivers, Constant Surveillance Service, and climate control.

2. Climate must be maintained at 70 degrees, +/- 2 degrees over the duration of the trip.

3. Smithsonian may monitor truck temperature, humidity GPS location and shock readings.

4. Crates and packages shall be secured to prevent shifting or movement during transport and shall not be stacked.

5. Pickup and delivery should occur during normal business hours and a schedule of the transit is to be submitted with the estimate.

6. Stoppage time is not allowed.

D. Rigging. Provide all engineering and equipment expertise to install or deinstall large or suspended artifacts ranging from fine art works to vehicles. Specific objects known to require rigging are identified in the Scope of Work. Work includes:

· Producing engineering and architecture drawings;

· Developing a safety plan;

· Arranging suitable equipment including trucks, gantry, pallet jacks, personnel lifts, forklifts, and other handling equipment, hardware, and tools;

· Fabricating supports and mounts in suitable size and shape, in compliance with applicable safety regulations and standards, and providing experienced and licensed or certified equipment operators.

SECTION C.3. LABOR CATEGORIES

The following are labor categories required for this project. Provide qualifications for these categories in Offeror’s Technical Proposal under Key Personnel. As part of the Smithsonian Institution evaluation of Offeror’s proposal, the determination will be made if applicable skills, experience, training, and/or education meet the requirements for the key personnel proposed.

Lead On-Site Project Manager: At least five (5) years' experience in planning and project managing in construction, fabrication, or fine art logistics in museum or gallery setting, capable of managing and adapting scope, schedule, and budget with a working knowledge of project management software. Must demonstrate the ability to establish goals and objectives; prepare reports and schedules; communicate effectively with all stakeholders; monitor the project budget; and be capable of planning, assigning and supervising others' work. Can be one of the art/artifact handlers.

Museum, Archives, Libraries/Art Handler – Housing Specialists: Experience in art, artifact, archival, and/or library collections handling and installation in a museum or gallery-type environment including collections ranging in type from works of art, historical artifacts, natural and physical science specimens, archival and library collections, audio and visual media, paper records, photographs, and/or digital assets. Experience should include collections of various quantities, sizes, weights, complexities, fragility, significance, value, and knowledge of material composition including collections-based hazards. Experience handling culturally sensitive items with unique handling requirements may be requested for specific tasks. Must have experience working independently and as part of a team. Completed safety and hazard communication training program(s) specific to the collections-based hazard(s) and/or required personal protective equipment, or complete the specific training required for a particular project and task order on the job.

Museum, Archives, Libraries/Art Handler - Packers: Experience in art, artifact, archival, and/or library collections handling and packing in preparation for shipment, including collections ranging in type from works of art, historical artifacts, natural and physical science specimens, archival and library collections, audio and visual media, paper records, photographs, and/or digital assets. Experience should include packing and preparing for shipment collections of various quantities, sizes, weights, complexities, fragility, significance, value, and knowledge of material composition including collections-based hazards. Experience packing culturally sensitive items with unique handling or transportation requirements may be requested for specific tasks. Must have experience working independently and as part of a team. Completed safety and hazard communication training program(s) specific to the collections-based hazard(s) and/or required personal protective equipment, or complete the specific training required for a particular project and task order on the job.

Rigging Specialists: Completed an OSHA-compliant qualified rigger course or otherwise meet OSHA’s definition of qualified rigger, with a minimum of two years rigging and signaling experience in a museum or gallery environment. Must be physically capable of performing rigging work and have experience rigging loads for both collections transportation or storage, and collections display purposes.

Safety Coordinator: Completed OSHA 30-hour course and on site at all times with a minimum of five (5) years’ experience in similar projects of this scope and magnitude.

Contractor Quality Control Manager: Minimum five (5) years’ experience in a museum environment performing services of a similar size, scope and complexity to the project.

Other (Bidders can offer other categories necessary to handle the work, no more than 3)

1. Museum Technician

2. Museum Registrar

3. Maintenance Technician

4. Conservator

5. Equipment Operator

6. Collections Specialists

a. Aircraft (specifically military helicopter)

b. Armaments

c. Costumes

d. Clocks (horologist)

7. Photographer

8. Digital Asset Entry (XG/Reporting entry)

SECTION C.4 - SCHEDULE: WORK HOURS/DAYS AND SEQUENCING

Project Sequencing: Total period of performance allowed for construction is 1095 days from the Notice to Proceed (NTP). Provide a schedule that complies with SI’s critical path schedule below:

Critical Path spaces

Post Critical Path Spaces

Priced Option

SECTION L: Instructions, Conditions, and Notices to Bidders

L.1 TECHNICAL PROPOSAL

The Technical Proposal shall be directly responsive to the Statement of Work and as described in the Scope of Work specifications and appendices. The following specific material shall be included in the Technical Proposal.

L.1.A Plan of Accomplishment

Propose a Plan of Accomplishment to work on this Collections Move project for a large client such as Smithsonian Institution. The Plan of Accomplishment should address all aspects of managing the work such as adhering to schedule, project management, communication strategies, quality controls, staff retention, coordination of work, coordination with subcontractors, and coordination with SI and other SI contractors. Explain any incentives or plans to keep trained personnel on staff. As part of your response, summarize and explain any assumptions, deviations and exceptions taken with respect to this RFP without reference to price or cost. The plan of action should include a minimum, the following:

A. CPM Summary Schedule – See also Specification Divisions 013100, Project Management and Coordination, and 013200, Construction Progress Documentation. The summary should contain approximate activities, that show sequence, duration, concurrency and interdependency, to accomplish the work within the period of performance. Identify all critical elements of work, including all contract activities containing but not limited to technical submittals, government reviews and approval, material delivery, material warranty and close-out documentation. Address in the narrative how the contractor will address all risk management and mitigation challenges including but not limited to any potential material, labor and/or transportation delays or other potential project hold-ups.

Clearly show the critical path. Work, including option(s), shall be performed in Contract Time for Completion, see Division 010000 for contract schedule requirements.

B. Coordination Management 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 ensure staffing work in multiple rooms concurrently and completion of milestones.

C. Project Control and Coordination - Provide a procedural and administrative plan for progress reporting, cost accounting, shop drawing and product submittals controls, equipment/materials storage, staging, and staffing plan.

D. Safety - Provide the current workman compensation rates, insurance certificates and insurance modifiers assigned for your company. Provide an object damage response plan for how the contractor handles object handling and safety as well practices in the event of a damage incident. This may include a complete work stoppage to review and adjust practices to prevent further incidence. Describe corporate policy on safety and frequency of safety training.

L.1.B Key Personnel Propose key personnel to fulfill the required labor categories needed to accomplish the scope of work as described in Section C. Key Personnel will be incorporated into the contract(s) resulting from this solicitation.

A. Organization Plan – Submit a personnel chart to show who works for whom and who supervises whom and addresses quality control, administration, etc. As part of the technical evaluation, SI will review whether the staff proposed have the appropriate experience and training to do the work and may call references.

B. Resumes – Provide resumes of key personnel listing their specialized qualifications, special training and experience over the past five years, particularly as the qualifications relate to work on a project of similar size and scope. Note particular experience on similarly sized projects accomplished in the Washington, DC area or a similar metropolitan setting and in an operating museum, with high-value and sensitive collections objects. The individual resumes shall be prepared in a consistent format for each of the key positions and contain at a minimum, the following:

1. Name, Title, Labor Category

2. A brief description of proposed duties and responsibilities of the person for this contract and how the individual fits into the overall organization

3. Work experience covering the last five years or at a minimum the last five project assignments of $5m and/or significant duration (18 months or more). Identify the specific role held for each project.

4. Qualifications and skills applicable to this project.

5. Education including educational institutions attended, dates, and degrees or certificates obtained; and

6. Training and certifications or licenses related to current position and experience.

7. Length of time employed with current firm.

8. Percentage of time available for this project.

9. For those Key Personnel determined to be major or significant staff provide an up-to-date reference email and phone contact. SI may call references.

L.1.C Experience & Past Performance

A. Projects – Provide detailed examples of Offeror’s prior work that demonstrates knowledge and experience and backs up the minimum requirement, including examples of sustainable packing procedures and examples of custom museum crating completed. Projects should demonstrate experience working in: an operating museum, high-value and sensitive collections objects, and constrained sites with restricted or limited work / laydown areas. List a minimum of five (5) successfully completed museum collections handling, transport, and installation projects over the last five (5) years, two (2) of which are 25,000 sq. ft. or larger and with a minimum contract value of $10M or more and include a variety of objects including works of art, historical artifacts, natural and physical science specimens, images, bound materials, audiovisual media, paper records, photographs, and/or digital assets for complex museum projects involving display, storage, and/or research. If a major portion of the Plan of Accomplishment is to be handled by subcontractors, give an example of a project completed where both firms worked together. For each of the prior projects listed, give the following information:

Project Name and contact information Project Type (e.g. new exhibit, core, temporary, addition, traveling) Owner Name and contact information Owner Point of Contact (name, position, email, phone number, address if different) Initial Project Contract Value/Final Contract Value Initial Contract Schedule Start/Finish (month/year for each) Provide a list of all subcontractors and their trades for each of the projects referenced

Provide current references (name, telephone number and address) for the projects mentioned in your submission. If the evaluation team is unable to contact the references listed to verify experience and performance, that project will not be considered.

B. Offeror's Technical, Safety, Financial, and Corporate Resources:

Technical: Provide a completed Contractor's Qualifications Statement (AIA Document A-305) and the latest certified audit report.

Contractor is required to disclose any judgements, claims, or pending lawsuits. If applicable, provide details of all judgements or claims against either parent office or division/branch responsible for performing this project on a separate sheet.

The contractor must disclose if their company has ever been suspended or debarred by any federal, state, or local agency, or if it has been terminated from any previous projects. If applicable, provide details on a separate sheet.

Safety: Provide a narrative of your company’s safety experience over the past five (5) years. Information shall be furnished on your insurance carrier’s letterhead. Provide your firm’s Experience Modification Ratio (EMR) __ __. __ __. If your EMR is above 1.0, provide a written explanation. If your firm is a joint venture and has no prior safety record, then the EMR of the majority construction partner shall be provided.

Financial Capability (Pass/Fail): Inclusion of audited and/or interim financial statement; total bonding capability; written bank references; and determination that your company possesses sufficient resources to successfully complete this project.

Provide your Unique Entity ID (UEI)______________________________.

You must be registered at System for Award Management (SAM) http://www.sam.gov

Corporate Resources/Backlog (Pass/Fail): Provide a statement of total entity backlog, currently and for the past two years. Include only those contracts for which the company has responsibilities and liabilities. Exclude construction management contracts.

L.2 Cost Proposal Listed below is the information to be included in the Cost Proposal. Cost Proposal must be submitted as a document separate from the technical proposal.

A. Bid Schedule: Base Bid and Option 1 (see Section B of 33330225RF0010008)

B. Multi-Year Funding Document: Base and Option 1, if exercised, shall be funded in FY25 and FY26. The Smithsonian Institution’s obligation under this contract beyond $5M is contingent upon the availability of appropriated funds. (see Section B of 33330225RF0010008)

C. Fully Burdened Labor Hour Rates: Offerors shall submit fully burdened labor hour rates for the labor categories described above in Key Personnel. The fully burdened hourly rates include direct labor, all indirect rates (e.g., overhead and G & A expense, and profit) for all labor categories that will be used to support the submission of a firm-fixed price proposal.

D. Vehicle rates: Provide vehicle rates that will be used to support the submission of a firm-fixed price proposal.

Van – one day rate Year 1______________ Year 2______________ Year 3______________

Box Truck– one day rate Year 1______________ Year 2______________ Year 3______________ L.3. 52.204-6 Unique Entity Identifier. (OCT 2016)

(a) Definitions. As used in this provision-

Electronic Funds Transfer (EFT) indicator means a four-character suffix to the unique entity identifier. The suffix is assigned at the discretion of the commercial, nonprofit, or Government entity to establish additional System for Award Management records for identifying alternative EFT accounts (see subpart 32.11) for the same entity.

Unique entity identifier means a number or other identifier used to identify a specific commercial, nonprofit, or Government entity. See www.sam.gov for the designated entity for establishing unique entity identifiers.

(b) The Offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation "Unique Entity Identifier" followed by the unique entity identifier that identifies the Offeror's name and address exactly as stated in the offer. The Offeror also shall enter its EFT indicator, if applicable.

(c) If the Offeror does not have a unique entity identifier, it should contact the entity designated at www.sam.gov for establishment of the unique entity identifier directly to obtain one. The Offeror should be prepared to provide the following information:

(1) Company legal business name.

(2) Tradestyle, doing business, or other name by which your entity is commonly recognized.

(3) Company physical street address, city, state and Zip Code.

(4) Company mailing address, city, state and Zip Code (if separate from physical).

(5) Company telephone number.

(6) Date the company was started.

(7) Number of employees at your location.

(8) Chief executive officer/key manager.

(9) Line of business (industry).

(10) Company headquarters name and address (reporting relationship within your entity).

(End of provision)

L.4. 52.215-1 Instructions to Offerors - Competitive Acquisition. (JAN 2017)

(a) Definitions. As used in this provision-

Discussions are negotiations that occur after establishment of the competitive range that may, at the Contracting Officer's discretion, result in the offeror being allowed to revise its proposal.

In writing, writing, or written means any worded or numbered expression that can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

Proposal modification is a change made to a proposal before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

Proposal revision is a change to a proposal made after the solicitation closing date, at the request of or as allowed by a Contracting Officer as the result of negotiations.

Time, if stated as a number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day.

(b) Amendments to solicitations. If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Offerors shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

(c) Submission, modification, revision, and withdrawal of proposals. (1) Unless other methods (e.g., electronic commerce or facsimile) are permitted in the solicitation, proposals and modifications to proposals shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified in the solicitation, and (ii) showing the time and date specified for receipt, the solicitation number, and the name and address of the offeror. Offerors using commercial carriers should ensure that the proposal is marked on the outermost wrapper with the information in paragraphs (c)(1)(i) and (c)(1)(ii) of this provision.

(2) The first page of the proposal must show-

(i) The solicitation number;

(ii) The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available);

(iii) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item;

(iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with the Government in connection with this solicitation; and

(v) Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

(3) Submission, modification, revision, and withdrawal of proposals. (i) Offerors are responsible for submitting proposals, and any modifications or revisions, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that proposal or revision is due.

(ii)(A) Any proposal, modification, or revision, received at the Government office designated in the solicitation after the exact time specified for receipt of offers is "late" and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and -

(1) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of proposals; or

(2) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government's control prior to the time set for receipt of offers; or

(3) It is the only proposal received.

(B) However, a late modification of an otherwise successful proposal that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(iii) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the proposal wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(iv) If an emergency or unanticipated event interrupts normal Government processes so that proposals cannot be received at the office designated for receipt of proposals by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation, the time specified for receipt of proposals will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(v) Proposals may be withdrawn by written notice received at any time before award. Oral proposals in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile proposals, proposals may be withdrawn via facsimile received at any time before award, subject to the conditions specified in the provision at 52.215-5, Facsimile Proposals. Proposals may be withdrawn in person by an offeror or an authorized representative, if the identity of the person requesting withdrawal is established and the person signs a receipt for the proposal before award.

(4) Unless otherwise specified in the solicitation, the offeror may propose to provide any item or combination of items.

(5) Offerors shall submit proposals in response to this solicitation in English, unless otherwise permitted by the solicitation, and in U.S. dollars, unless the provision at FAR 52.225-17, Evaluation of Foreign Currency Offers, is included in the solicitation.

(6) Offerors may submit modifications to their proposals at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

(7) Offerors may submit revised proposals only if requested or allowed by the Contracting Officer.

(8) Proposals may be withdrawn at any time before award. Withdrawals are effective upon receipt of notice by the Contracting Officer.

(d) Offer expiration date. Proposals in response to this solicitation will be valid for the number of days specified on the solicitation cover sheet (unless a different period is proposed by the offeror).

(e) Restriction on disclosure and use of data. Offerors that include in their proposals data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall -

(1) Mark the title page with the following legend: This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed - in whole or in part - for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offeror as a result of - or in connection with - the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets (insert numbers or other identification of sheets); and

(2) Mark each sheet of data it wishes to restrict with the following legend: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this proposal.

(f) Contract award. (1) The Government intends to award a contract or contracts resulting from this solicitation to the responsible offeror(s) whose proposal(s) represents the best value after evaluation in accordance with the factors and subfactors in the solicitation.

(2) The Government may reject any or all proposals if such action is in the Government's interest.

(3) The Government may waive informalities and minor irregularities in proposals received.

(4) The Government intends to evaluate proposals and award a contract without discussions with offerors (except clarifications as described in FAR 15.306(a)). Therefore, the offeror's initial proposal should contain the offeror's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary. If the Contracting Officer determines that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals.

(5) The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit cost or prices offered, unless the offeror specifies otherwise in the proposal.

(6) The Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government's best interest to do so.

(7) Exchanges with offerors after receipt of a proposal do not constitute a rejection or counteroffer by the Government.

(8) The Government may determine that a proposal is unacceptable if the prices proposed are materially unbalanced between line items or subline items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more-line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A proposal may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

(9) If a cost realism analysis is performed, cost realism may be considered by the source selection authority in evaluating performance or schedule risk.

(10) A written award or acceptance of proposal mailed or otherwise furnished to the successful offeror within the time specified in the proposal shall result in a binding contract without further action by either party.

(11) If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(i) The agency's evaluation of the significant weak or deficient factors in the debriefed offeror's offer.

(ii) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(iii) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(iv) A summary of the rationale for award.

(v) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(vi) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

L.5. 52.216-1 Type of Contract. (APR 1984) The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation.

(End of provision)

L.6. 52.233-2 Service of Protest. (SEP 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer by obtaining written and dated acknowledgment of receipt from MRC 1200, PO Box 37012, Washington, DC 20013.

(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

(End of provision)

L.7. 52.252-1 Solicitation Provisions Incorporated by Reference. (FEB 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: www.acquisition.gov

(End of provision)

L.8. 52.237-1R Site Visit. (APR 1984) Offerors or quoters are urged and expected to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event shall failure to inspect the site constitute grounds for a claim after contract award.

(a) An organized site visit has been scheduled for Wednesday, February 5, 2025, at 8 am.

(b) Participants will meet at – NMAH Staff Entrance, 12th & Constitution AVE NW

(c) Point of Contact: Participants must contact Virginia Chan at ChanVC@si.edu to confirm their attendance.

(End of provision)

L.9. Requests for Clarification Offerors requiring technical clarifications must submit all requests in writing, by email to chanvc@si.edu not later than February 21, 2025. As questions must be reviewed by technical personnel, no guarantee is given that responses to request for clarification received after the above date will be made available.

L.10. Proposal Preparation Instructions L.10.1. Proposals must be complete, independent, and respond directly to the requirements of this solicitation. They must also be clear, coherent, legible, and prepared in sufficient detail for effective evaluation by the Smithsonian. A team of qualified personnel utilizing the criteria set forth in Section M of this Request for Proposal (RFP) will evaluate proposals. Offerors should assume that the evaluation team has no previous knowledge of their capabilities and experience.

Proposals are to be submitted in pdf form (1 PDF for Technical, 1 PDF for Cost, and 1 PDF for the Subcontracting Plan) to DropBox.com using the link:

https://www.dropbox.com/request/2Z5pLiGF2paTCfus3kUq

The successful Offeror’s proposal shall become part of the resulting contract. If any pricing information is on the Technical proposal, then the offeror will be disqualified.

The successful Offeror’s proposal shall become part of the resulting contract.

Completed proposals must be received at the above Dropbox link no later than 3PM Eastern Standard Time, March 19, 2025.

Proposals will be privately opened.

L.10.2. VOLUME I: COST PROPOSAL FORMAT: The following format shall be used:

Tab A: General Information:

· Cover page with Solicitation Number and Project Title

· Table of Contents

· Company information to include: UEI Number, Main points of contact, address, phone numbers and email address.

Tab B: Offer and Certifications:

· Sign offer signed by Authorized Representative and dated in SF 1442

· Cost Proposal (Bid Form)

· Multi-Year Funding Document

· Labor/Vehicle Rates

· Section K of this solicitation shall be filled out.

· Acknowledgement of SF30 Amendments of Solicitation (if any)

COST PROPOSAL DOCUMENT SHALL BE SUBMITTED IN A SEPARATE PDF/PACKAGE.

L.10.3. VOLUME II: TECHNICAL PROPOSAL FORMAT: Technical Proposal shall address all evaluation factors. (See Section L.1.) The following format shall be used:

Tab A: General Information:

· Cover page with Solicitation Number and Project Title

· Table of Contents

· Company information to include: UEI Number, Main points of contact, address, phone numbers and email address.

Tab B: Factor 1- Plan of Accomplishment A. CPM Summary Schedule B. Coordination Management Plan C. Project Control and Coordination D. Safety

Tab C: Factor 2 - Key Personnel A. Organization Plan B. Resumes

Tab D: Factor 3 – Experience & Past Performance A. Projects B. Offeror’s Technical, Safety, Financial and Cooperate Resources

L.11. The Smithsonian Institution reserves the right, in accordance with the regulations governing this solicitation, to reject offers which are not received at the time on the date specified.

L.12.The Smithsonian Institution reserves the right to enter into negotiations with any, all or none of the Offerors who submit proposals.

L.13.The Smithsonian Institution reserves the right to cancel this solicitation without prior notice.

L.14. This RFP does not commit the Smithsonian Institution to pay any preparation costs nor to make reimbursements for any costs associated with a response to this RFP.

L.15. Any costs incurred for materials, professional evaluation fees or otherwise expenditures made in anticipation of an award are solely the responsibility of the Offeror.

L.16. Any and all information, drawings, photographs, or materials submitted with a proposal from the Offeror for consideration by the Smithsonian Institution become the property of the Smithsonian and shall not be returned.

L.17. Offerors are required to submit complete pricing technical proposals which are fully and clearly acceptable without additional explanation or information since the Smithsonian Institution may make final determination as to whether an offer is acceptable or unacceptable solely on the basis of the offer as submitted.

L.18. The Smithsonian Institution may reject any or all offers received in response to this RFP.

L.19. The Smithsonian Institution will deem offers that exhibit an unrealistic price or technical approach to be inherently lacking in the ability of the Offeror to comprehend the complexity and risk of the contract requirements and may reject such an offer.

L.20. Requests for clarifications that are deemed by the Contracting Officer to be necessary for completion of proposals by all Offerors shall be amended to the solicitation and a determination will be made as to whether such clarifications warrant an extension of the offer due date.

L.21. Requests for clarification that contain proprietary information from an Offeror should be so noted and such information identified.

L.22. Inability of the Smithsonian Institution to reach the Offeror's point of contact, during the verification process from the information provided, may affect the decision on making award.

L.23. Offerors are hereby notified that any and/or all parts of this solicitation and any and/or all information provided in response to the RFP and/or amendments made thereto may become a part of an awarded contract either in full text or by reference.

L.24. Offerors are required to pay hourly wages and fringe benefits issued by the US Department of Labor that comply with the Davis Bacon Act and the Service Contract Act in accordance with FAR clause 52.222-6, Construction Wage Rate Requirements and FAR clause 52.222-41 Service Contract Labor Standards.

L.25. 52.219-S0097 Small Business Subcontracting Plan

a. This provision does not apply to Small Business concerns.

b. The successful Offeror shall submit with their proposal a Small Business and Small Disadvantaged Business Subcontracting Plan which will be evaluated for compliance with FAR 19.7, statutory requirements and approval must be granted by the Office of Equal Employment & Supplier Diversity.

Public Laws 95-507, 99-661, 100-656, and Executive Order 13360. The plans shall provide comprehensive responses to the requirements of the clause entitled, "Small Business Subcontracting Plan (FAR 52.219-9). The plan, as a minimum, shall include a detailed discussion of the elements set forth in FAR Clause 52.219-9(d)(1) through (11).

c. Additionally, the proposed subcontract plan must demonstrate clear and concise knowledge and understanding of statutory requirements and regulations as it relates to Small Business, Veteran-owned Small Business, Service-disabled Small Business, HUBZone Small Business, Small Disadvantaged Businesses (SDB), Historically Black Colleges and Universities/Minority Institutions (HBCU/MI), and Woman Owned Businesses (WOB).

d. The proposed plan shall address efforts to broaden SDB/HBCU/MI/WOB vendor base, outreach efforts, description of supplies and services to be subcontracted, identification of proposed firms who will be utilized, intended value to be subcontracted and percentage goals for the basic contract and each option year, (if any), which are realistic yet which are realistic yet challenging. Past performance and goal achievement for past performance shall be addressed.

e. For the purposes of this procurement, the following goals are considered reasonable and achievable during the term of the contract:

_40% a minimum of the planned subcontracting dollars to be placed with small business concerns. (The following are subsets of the small business goal):

_7% a minimum of the planned subcontracting dollars to be placed with small disadvantaged small business (SDB) concerns to include:…