Amendment 1 SI packing and shipping museum objects.pdf

Amendment #1 dated September 4, 2024 on RFP 33330224RF0010033 for packing and shipping museum artifacts, archives and library collections for the Smithsonian Institution provides responses to bidder questions and changes sections of the RFP.

A. RESPONSES TO BIDDER QUESTIONS

Page 3 Under B.2.1 it states that we must submit fully burdened hourly rates for all labor categories to be utilized for purposes of submitting a firm fixed cost proposal but Page 6 in C.3

Labor Categories we do not have a CDL Driver (Class A) does this preclude us from bidding?

SMITHSONIAN RESPONSE: Firms do not have to submit information for all labor categories in order to bid.

Page 42 Under L.5.2 Business Proposal we do not possess two of the three vehicles listed. Does that preclude us from bidding?

SMITHSONIAN RESPONSE: No. The following highlighted changes have been made to clarify the RFP:

Change Section C.2.B to read, “B. Physical transit of museum, archives, and library collection objects from one place to another.

Movement may be for purposes of loan, accession, move to another storage location, emergency services, etc. Work may include: 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, assisting with installation and de-installation in display spaces; moving crates and objects to or from the gallery or venue, documenting and addressing collections item condition situations, designing and fabricating crate interior fittings and outer shells, coordinating exhibition tours and mounts for that installation. Providing specialized equipment, tools, and supplies needed to move the works; condition reporting and loan requirements.

Types of transportation vehicles may include: vans, box trucks and tractor-trailers. Required vehicles can be obtained for specific task orders.”

Change L.5.2 Section C to read, “Vehicle rates for first two years of IDIQ -provide for metropolitan

Washington DC and New York, City. Not all vehicle rates are required but are preferred.”

Change L.5.1 to read, “A. Plan of Accomplishment

Propose a Plan of Accomplishment to work on a task order basis 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.

List out what museum transport vehicles owned or leased by firm, if any. List out what museum transport vehicles owned or leased by firm, if any. State your availability to provide with little advanced notice secure, climate controlled air-ride vehicles, with a working lift-gate, with constant surveillance service, dual drivers and any necessary permits or additional escort vehicles as detailed in section C above.”

Page 42 Under L.5.2 If we are allowed to utilize subcontractors for the areas we are not able to cover ourselves, do we need to list our preferred subs and provide daily, fully burden labor hour rates for these in our proposal?

SMITHSONIAN RESPONSE: Yes, list your preferred subs and provide their fully burdened labor rates in your business proposal.

PG1 Minimum Requirements

Is the contractor required to disclose the names of institutions associated with the five museum project examples or are descriptions of services provided sufficient in order to preserve confidentiality? (PG1 Minimum Requirements)

SMITHSONIAN RESPONSE: Yes, we are asking for the names of institutions in order to check on references. Please provide up to date contact information and alert your references in advance that the Smithsonian will be contacting them.

PG14 G.3.1

Regarding the key personnel labor categories, is it required that each category show different personnel or may there be some overlap? i.e. Can the lead onsite project manager also act as lead packer?

SMITHSONIAN RESPONSE: Yes, there can be overlap in Key Personnel

How many personnel should be listed under each category? Is one name sufficient or are alternate and/or additional names preferred?

SMITHSONIAN RESPONSE: We are not requiring a set number of staff for each category.

PG1 Proposal Due Dates

When will contractors be notified if their proposal has been accepted?

SMITHSONIAN RESPONSE: It will take time to evaluate the proposals, we expect to notify firms in December if they have been selected for an IDIQ Contract.

PG42 L.5.2 Business Proposal

We assume vehicle rates should be based on dual driver service for one full eight hour work day inclusive of any fuel or other surcharges. Please let us know if this assumption is incorrect.

SMITHSONIAN RESPONSE: Yes, assume dual drivers. Clarify and break down in your business proposal what you are including in the rates, such as fuel, tolls, length of the work day, etc.

PF 39 Minimum Requirement Documentation:

Is the contractor required to provide references along with the example projects?

SMITHSONIAN RESPONSE Yes, references are needed to support the experience listed to meet the minimum requirement.

Will individual competitive bids for projects be posted?

SMITHSONIAN RESPONSE We do not share proposals received online or on Sam.gov. The only information that will be posted on SAM.gov will be the names of the firms that were selected to receive an IDIQ contract. That information will not be posted until the contracts have been signed by all the final IDIQ firms.

If so, are they limited to the vendors chosen from the IDIQ?

SMITHSONIAN RESPONSE See answer above.

Is there a retainage for projects with multiple invoicing?

SMITHSONIAN RESPONSE Invoicing arrangements are usually made at the task order level.

Normally retainage is not held in these types of contracts, but it would depend on the particular situation.

If so. what percentage is the retainage?

SMITHSONIAN RESPONSE See answer above

Do the Smithsonian's safety, preservation and cultural sensitivity requirements differ from industry standards?

SMITHSONIAN RESPONSE: No, Smithsonian requirements are comparable. Individual task orders may, however, provide specific requirements tailored to individual collections items.

Can the Smithsonian's safety, preservation and cultural sensitivity requirements be provided as a document?

SMITHSONIAN RESPONSE: Smithsonian requirements are comparable to industry standards;

there is no single requirement document that encompasses requirements for the breadth of

Smithsonian collection types. At the time of a task orders for a particular museum, archive, or library, the task order may provide specific requirements tailored to individual collections items.

Does "vehicle under constant surveillance" mean, as with the TSA order, that one person must always assigned to a vehicle for observation and cannot do other work while observing?

SMITHSONIAN RESPONSE: As referenced at the top of page 5, C.2.B,“constant surveillance” means that a qualified representative of the firm must attend the vehicle at all times. This may be, for example, the driver/driving team while they are driving or during loading or offloading. At least one individual must always accompany and observe the vehicle with an unobstructed view – for example, at brief rest or fueling stops and any en-route overnight stays.

If should we assume a request, that requires two people to execute, have a third person exclusively as an observer?

PAGE REFERENCE - Pg. 5

SMITHSONIAN RESPONSE: For general purposes regarding surveillance, the firm’s representatives carrying out the work may also provide the constant surveillance.

What are the Smithsonian’s normal business hours?

PAGE REFERENCE - Pg. 5

SMITHSONIAN RESPONSE: For collections pickups and deliveries, business hours vary between Smithsonian units, but are generally between 6 A.M. and 6 P.M. Eastern.

Do they vary between the Smithsonian’s institutions and facilities?

SMITHSONIAN RESPONSE: See answer above.

Does the Smithsonian require the sub-contractor review as part of the quoting process or after the project has been assigned?

PAGE REFERENCE - Pg. 5, Section Rigging

SMITHSONIAN RESPONSE: If a rigger is proposed as a Key Personnel for the base IDIQ, then their resume should be provided with the proposal. If the rigger is added at the task order level, then the review and approval would occur at that time.

Is the Emergency Packing & Shipping 24 hour response a specialized service or is it a general requirement?

PAGE REFERENCE - Pg. 5, Section F

SMITHSONIAN RESPONSE: Emergency Packing & Shipping as referenced on page 6, section F is meant to be one of the specialties for bidding as listed under section C.2. Proposals do not have to include this specialty to be considered.

Does each project require final signoff by the contracting officer prior to completion/invoicing?

PAGE REFERENCE - Pgs 8 – 9

SMITHSONIAN RESPONSE: The Contracting Officer’s Technical Representative is usually the one who handles these duties. Invoicing arrangements are set at the task order level.

For RFP/RFQ's can an authorized vendor be a sub for another authorized vendor?

PAGE REFERENCE - Pg. 16, Section G 8.1 for example, could an authorized rigging company and an authorized shipping and art-handling company bid together?

SMITHSONIAN RESPONSE: Each proposed arrangement must have one firm as a prime contractor, with subcontractors. We are not accepting teaming agreements.

Would only authorized vendors receive the RFP/RFQ or are these open to bid?

PAGE REFERENCE - Pg 16 G, 8.5

SMITHSONIAN RESPONSE: If by authorized vendors, you mean firms that get selected for an

IDIQ contract, then the answer is YES. Those are the only firms that will be asked to bid on

RFP/RFQs.

Are the costs for repair of damages deducted from invoice payments before insurance considerations?

PAGE REFERENCE - Pg 20 H.5

SMITHSONIAN RESPONSE: Damage to Smithsonian Property is usually handled as an insurance issue, but it depends on the situation.

Does the Smithsonian have current health & safety material requirements, such as masks, vax records, hazmat suits/booties?

SMITHSONIAN RESPONSE: Health and safety requirements may vary by task order. There is no blanket requirement for masks, vaccination records, nor hazmat suits.

Pg. 1, Sect. A., 'Services shall primarily be provided for the Smithsonian museums and facilities located in Washington DC and New York but may be provided for Smithsonian facilities in other areas.' - Please provide a comprehensive list of cities and facilities that may be subject to this

IDIQ.

SMITHSONIAN RESPONSE: Services may be requested for Smithsonian facilities located in the following cities in the Washington DC metro area: Landover, MD; Lanham, MD; Suitland, MD;

Chantilly, VA; and also in the New York City metro area in Newark, New Jersey.

Pg. 2, Sect. B.1., 'Through this Request for Proposal (“RFP”) the Smithsonian Institution

(“Smithsonian” or “SI”) intends to award several Indefinite Delivery Indefinite Quantity (“IDIQ”) contracts for Packing and Shipping Museum Artifacts, archives and library collections' - Please clarify. Will the IDIQ contract be awarded to a single vendor from which multiple task orders will be issued? Or is the intent to award multiple IDIQ contracts to several different vendors?

SMITHSONIAN RESPONSE: The intent is to award IDIQ contracts to several different firms.

Pg. 5, Sect. C.2.B.4., 'Stoppage time is not allowed only on exclusive uses.' - This wording is confusing. Please clarify. Depending on the distance being traversed, stops may be required to allow for refueling and bathroom breaks.

SMITHSONIAN RESPONSE: On exclusive use transits, deliveries should be direct; roadside stops due to being ahead of schedule are not permitted.

Pg. 5, Sect. C.2.B., 'Types of transportation vehicles include: vans, box trucks and tractor-trailers.' - No specific mention or requirements are listed for oversized loads that cannot travel in an enclosed trailer. Please clarify whether this type of work may be included in the IDIQ scope and provide specifications for open loads.

SMITHSONIAN RESPONSE: Yes, flatbed trailers, including oversized, wide loads, and/or superloads may be requested for specific task orders. Rates for this RFP are only requested for enclosed trailers, with specific task orders to provide requirements for flatbed loads when applicable. Rates for enclosed trailers are not expected to apply for flatbed loads.

Pg. 11, Sect. F.4., 'Task Order Response Time. The Contractor shall begin performance for each

Task Order contract within ten (10) calendar days of the receipt of an executed Task Order and or Notice to Proceed, unless otherwise directed by the Contracting Officer' - This is less than 2 weeks. Please confirm that this is meant to either read (14) calendar days or (10) business days.

SMITHSONIAN RESPONSE: This means 10 calendar days, but the exact start time for a particular task order would be set then and there could be room for negotiation depending on the requirements.

Pg. 14, Sect. , 'G.3 Key Personnel' - Please provide detailed description of skills and years of experience required to meet each labor category outlined in this solicitation to include, but limited to, Lead On-Site Project Manager, Museum Object, Archives, Libraries/Art Handler -

Packer, Museum Object, Archives, Libraries/Art Handler - Installer, Carpenter/Crate Maker, CDL

Driver (Class A), Non-CDL Driver, Rigging Specialist.

SMITHSONIAN RESPONSE: In section G.3, all that is required is the key personnel name corresponding to the labor category. The backup information and resumes are to be provided with your proposal under section L.5.1, section C, Key Personnel.

Pg. 14, Sect. G.3.2., 'The persons named above are considered key personnel. The Contractor shall give at least 14 calendar days advance notice if any of these persons are to be removed or diverted from this contract, and shall supply written justification as part of this notice, and shall name the proposed substitute or replacement; but the Contractor will not remove or divert such persons unless authorized by written consent of the Contracting Officer.' - Please confirm that all contractor personnel that will execute any portion of work related to task orders from this award must have their resumes submitted for each specific role that they may fulfill and be approved by the Smithsonian. Please also clarify if this will be required for each individual task order or as an overarching exercise for the base award that can then be applied to all subsequent task orders.

SMITHSONIAN RESPONSE: Submit resumes with the proposal for all key personnel who are proposed to be on the IDIQ contract. These approved staff will be used on subsequent task orders so the information will not need to be resubmitted. If a new labor category or key person is going to work on a specific task order, then resumes would need to be submitted and approved for those new staff only.

Pg. 25, Sect. I.3., 'Where there is rigging involved, the rigger should have the following:

Contractor shall maintain Commercial General Liability, including care, custody, and control coverage for (1) bodily injury; broad form property damage; and (2) personal injury pertaining to all activities performed by Contractor as part of this agreement. This coverage is also to include coverage for boon or overload and for cargo that is on hook and in their care, custody, and control.' - States that coverage should be provided "for cargo that is on hook and in their care, custody and control" where rigging is involved. The transportation industry standard liability limits for loss or damage to property is $0.60 per pound. Please confirm that

Smithsonian is willing to accept these coverage limits or pay a higher rate for services to increase liability up to the declared value for the property. In order to provide additional liability coverage, in the form of Declared Value Liability, Smithsonian must provide valuation for each item.

SMITHSONIAN RESPONSE: The declared value would only be known at the task order level.

Negotiations of the terms would take place at that time.

Pg. 25, Sect. I.3., 'Where there is rigging involved, the rigger should have the following:

Contractor shall maintain Commercial General Liability, including care, custody, and control coverage for (1) bodily injury; broad form property damage; and (2) personal injury pertaining to all activities performed by Contractor as part of this agreement. This coverage is also to include coverage for boon or overload and for cargo that is on hook and in their care, custody, and control.' - The insurance requirements for when rigging is involved state that coverage must be provided "for cargo that is on hook and in their care, custody and control." It is our understanding that the Smithsonian self-insures their collections and this is not needed.

Additionally, in order for vendors to provide additional liability coverage for the "cargo on hook", the Smithsonian must provide a declared value in order for Declared Value Liability

(DVL) coverage to be priced and included in the proposal. Please either provide a detailed list of items with declared values or confirm that Smithsonian will self insure and no DVL coverage should be included in the proposal. All costs for DVL will be passed on to the Smithsonian for payment.

SMITHSONIAN RESPONSE: The declared value would only be known at the task order level so these terms would be worked out at that time.

B. THE DEADLINE FOR PROPOSAL SUBMISSION VIA EMAIL ONLY REMAINS AT October 1, 2024 12 p.m. EST.

C. With the exception of the changes made herein, all contract terms and conditions of RFP 33330224RF0010033 remain in effect.