Collection_move_RFI.pdf

1. Mezzanine:

1. Could the removal of the mezzanine from the scope please be confirmed?

2. In the event the mezzanine is included in the scope:

1. Is Registration and Condition Reporting needed for all of these objects? If so, will they need to be unpackaged and individually photographed (by fragment)?

Ans: Mezzanine should be removed. It is part of the VC Rehab contract to handle the items on the mezzanine.

2. Outer/Inner Vault:

1. Can the vendor assume the re-use of the Collections Cabinets offsite at the museum storage facility?

Ans: I would like to see the cost difference reflected in the bid. One for reuse of the cabinets and one without the reuse as it would add additional time and work for both parties.

1. A packing method could allow for the re-use of crating systems which would require the placement back into the associated cabinets for the artifacts. This method allows for a safer storage of the artifacts as any potential for micro-climate would be negated.

1. If using this method, would the CO or rep be required for the unpacking of the artifacts at the offsite storage facility? Could the frequency be 1x/2x week?

Ans: A park rep will be available as long as it takes to unpack and then repack the collection at the offsite facility.

2. Please verify that the reinstallation of cabinets in the vaults will not be impacted by future construction (duct/lighting height, etc).

Ans: Correct. Any work that is being done in the vaults will not impact the reinstallation of cabinets.

3. Will vendor be responsible for floor protection on reinstallation of the vault cabinetry?

Ans: Yes. There will be new carpet in this location and, to avoid any damage, floor protection will be required.

3. Museum Exhibition

1. For the items that are being marked for conservation, can they be packed together (assuming safe museum standard packing) during onsite packing at the Museum for cost saving measures?

Ans: That is what was intended. Anything going to a conservator will be packed separately at the park museum and the park will arrange transport to the conservator separately from this contract.

2. Please confirm vendor is not required to pack mounts and exhibition cases.

Ans: The exhibition cases and the mounts in the cases are not included in this scope.

4. Inventory/Registration

1. Will an exported version of the collections catalog be provided to the vendor prior to registration? (e.g. TMS export as CSV)

Ans: No

1. If so, what data fields will be provided (e.g. description, circa, unique accession, etc)

Ans: The park will provide the data field criteria by which the contractor will provide an Excel compatible database.

2. It is assumed that a condition photo will be needed for each item inventoried. Can this please be confirmed?

Ans: Yes a condition photograph will be needed.

1. Please confirm that condition photos can be taken with a standard point-and-shoot camera (not high res catalog photography)

Ans: That is correct

3. Since the number of photos associated with the inventory process will produce an extremely large file within the database, how will the data be shared with the NPS? Are there any data sharing restrictions?

Ans: The contactor will provide the image data on CD or an external hard drive. Each image will be labeled with the park catalog number (VAFO ######).

4. The vendor is being requested to verify and condition individual John Reed manuscripts

1. Can an approximate number of manuscripts be provided?

Ans: 330

2. Please confirm other manuscripts outside of the John Reed scope will not be be verified beyond the box level.

Ans: Documents outside of the Reed Collection will not have to be verified beyond the box level.

5. It was noted during the walkthrough that some objects that currently do not have accession numbers.

1. Could an estimated percentage of works without accession numbers please be provided?

Ans: I do not know the number but the park staff will make every effort to have them numbered prior to the start of the project. If this is not accomplished the items will be tagged with a unique number at the time of the packing.

2. What is the process for identifying objects that do not currently have accession numbers associated? Will the vendor be responsible for identification, and if so, what baseline information will be provided.

Ans: See above response.

5. Cleaning

1. Please confirm that a soft bristle brush and variable speed conservation vacuum is adequate for cleaning of objects prior to packing.

Ans: Those tools are adequate.

6. Transportation/Access

1. Loading dock access

1. Will the vendor have unlimited access to the loading dock space?

1. If not, where will vendor be required to park the transport vehicle?

Ans: It would be preferred that the vendor provide a schedule of when they will be utilizing the loading dock. This would allow for further coordination of the space should the park or other vendor need to temporarily occupy the space.

2. Inclement weather loading

1. It is noted in the RFP that inclement weather includes rain, and therefore no shipments will be made on such days. If vendor uses and submits for approval a sealed transport container, will vendor be allowed to load in light rain situations?

Ans: As long as the vendor has an approved sealed transport container they will be allowed to load in light rain situations.

7. Museum Storage

1. Please clarify the museum-quality storage environment ““Museum quality” is defined as an environment between 50 and 70 degrees F with a maximum of 5 degrees F fluctuation in any 24-hour period and with a permissible 40 to 65% Relative Humidity with a maximum deviation of 5% in any 24 hour period”

1. The - NPS Museum Handbook, Part I: Museum Collections || Ch. 4: Museum Collections Environment (1.9MB) (Updated) 2016 notes:

1. In exhibit, storage and research spaces, where comfort of people is a factor, the recommended temperature range for most NPS collections lies between 59 – 77°Fi (15 – 25°C). Keep the temperature as level as possible.

(Figure 4.3. Recommended Temperature Set Point for General Collections) The relative humidity set point for most NPS collections lies between 45 – 55 %. Ideally, fluctuations should not exceed ± 5% from the set point.

(Figure 4.4. Recommended RH Set Point and Fluctuation Range for General Collections.)

Ans: It should have read: NPS museum quality is defined as an environment between 60 and 75 degrees F with a maximum of 5 degrees F fluctuation in any 24 hour period and with a permissible 45 to 55% Relative Humidity with a maximum deviation of 5% in any

24 hour period.

2. Independent monitoring - In addition to the required “Responsibilities/Requirements of the Contractor; 8.14” the vendor also suggests the NPS integrate an independent monitoring system (HOBO with unique serial numbers) to ensure vendors data is accurate.

Ans: The park will provide HOBO units for verification of the environment.

3. Please confirm that the water detection devices required in section “8 Requirements for the museum quality storage” (16.) applies to only areas that the vendor deems potential risk areas (e.g. humidity control device basins)

Ans: Water detection devices are only required in areas that the vendor deems potential risk areas.

4. Please confirm motion detected lighting is allowed in contradiction to “8 Requirements for the museum quality storage” (7.m)

Ans: Motion detection lighting is acceptable.

8. Government Provided Support Service https://www.nps.gov/museum/publications/MHI/chap4.pdf https://www.nps.gov/museum/publications/MHI/chap4.pdf

1. During the walkthrough it was noted that items “1.” and “2.” would not be fully completed and therefore will be required by the vendor. Please confirm.

Ans: Item 1 is required by the vendor as the response to question 2 in this RFI.

Item 2: A park representative will be present at the time of packing and inventory by the vendor. If any items remain without the proper identification, one will be provided at that time