25-03_11_PSRP4_CollectionsMove_PreBidRFIs_responses.xlsx
XLSX spreadsheet 39 KB Posted
- Solicitation number
- 33330225RF0010008
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Smithsonian Institution
About this file
This document is a Request for Information (RFI) response spreadsheet for the National Museum of American History (NMAH) PSRP IV Collections Move project. The RFI contains 70+ detailed responses to bidder questions covering critical aspects of the collections move, including site access, collection handling procedures, documentation requirements, and logistical details. Key responses address artifact handling protocols, photography standards, condition reporting processes, inventory management using Mimsy XG system, transportation specifications, and specific requirements for moving complex artifacts like the Huey Helicopter.
The RFI provides comprehensive guidance for the $10+ million contract to relocate NMAH collections from the American History Building to the Suitland Collections Center (SCC), with a 1,095-day performance period. Critical details include requirements for specialized move teams, condition reporting, artifact housing, transportation standards (climate-controlled vehicles with air-ride suspension), and specific handling instructions for unique artifacts. The project involves moving approximately 65,000 artifacts, with subcontracting goals of 40% small business participation, including specific targets for small disadvantaged businesses, women-owned businesses, veteran-owned businesses, and hub-zone businesses. The proposal was due March 19, 2025, with anticipated contract award within 2-3 months of submission.
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Copy of Archives RFIs to Answer
| SI RFI Tracking Number | Reference | QUESTION | SI Response |
| SI-RFI-1 | Do you know if a site visit at Pod 6 (SCC) will be coordinated to permit bidders an opportunity to inspect the premises prior to submitting questions and subsequent proposals? Even though I believe it is still under construction, I believe it will be important to see. | Site Visit Feb 20th - 10 am | |
| SI-RFI-10 | What level of supervision by NMAH staff and level of access to workspaces should the Contractor expect at NMAH and at Pod 6? | NMAH collections staff will be present in collections storage rooms and when collections are in transit at AHB and Pod 6. NMAH collections staff must approve housing, packing, and move methods for all collections. NMAH will provide direct access to designated collections staging areas. | |
| SI-RFI-101 | Are any of the archives or film collection cellulose nitrate? | No collections containing cellulose nitrate will be moved to SCC and are excluded from this contract. | |
| SI-RFI-102 | What is the floor load of the exhibition spaces? | 100 PSF | |
| SI-RFI-103 | How would a govt shutdown affect the project? | The project may continue during a government shutdown, provided that funding is available. However, it's contingent upon the availability of funds, as outlined in Clause 52.232-18 Availability of Funds. | |
| SI-RFI-104 | Will a NMAH representative required to be in each room the move contractor is working in? | Refer to SI-RFI-10 response | |
| SI-RFI-105 | Will PPE be required? | Refer to Division 1 (010000-50) Personal Protective Equipment. PPE shall be as required to perform the work but is anticipated to be standard collections PPE (gloves, masks, safety shoes). When rigging additional safety gear may be required. | |
| SI-RFI-106 | Will restrooms be available to the move contractor during the duration of the project? | Refer to Division 1 (010000-36) Sanitary Facilities | |
| SI-RFI-107 | What is the level of access level to inventory management system; will the move contractor update spreadsheets or directly to inventory management system? | Refer to Division 1 (011323-2.1) Basic Collections Inventory. Move Contractor will update directly within the XG system. Photography submitted via excel spreadsheet, all other data entry (condition assessment, location info. etc.) is direct into collections information system. | |
| SI-RFI-108 | Can photography be on an aggregated level for smaller items that are in trays/drawers? | Refer to 04_Appendices (Appendix 4: Record Photography Background & Examples, p30-p62) Item level photography is the standard for this project. | |
| SI-RFI-109 | Move contractor required to disposal of old cabinetry, cases, and file cabinetry? | No | |
| SI-RFI-110 | Will aluminum pallets be needed for long term storage | No | |
| SI-RFI-112 | Does the elevator need to be reserved at POD 6? | SCC/MSC Pod 6 passenger & freight elevators are shared (not dedicated) with multiple SI Units and NGA which will require coordination. | |
| SI-RFI-113 | Is there a map of the different SI designated areas for POD 6 | Refer to 02_NMAH+Plans-Work Areas (p30-p32) SCC/MSC Pod 6 Floor Plans | |
| SI-RFI-115 | Will the move contractor have direct access and data entry capabilities to Mimsy XG? | Refer to SI-RFI-107 | |
| SI-RFI-116 | Will there be cool storage in POD 6 and if so, where? | No | |
| SI-RFI-117 | Will the move contractor be allowed to use NMAH's dumpster | Refer to Refer to Division 1 (010000-16) Debris Control and Daily Cleanup and (011323 2.4.E). MC will have to arrange for dumpster delivery and haul away when disposing of materials or debris associated with the project. | |
| SI-RFI-119 | What is the start/end time? | Refer to Specification Division 1000. Section 3. Contract time for completion and Contractors use of premises and Section 14. Hours of work, Workdays and Government Holidays. | |
| SI-RFI-120 | What is the anticipated timeline for the Notice to Proceed to be issued? PG 8 (3) | Refer to SI-RFI-2 Response. | |
| SI-RFI-121 | Collections Storage 4606 - completion by 01/01/26, how much lead time will be provided PG 8 (3) | The completion date for work in 4602, 4604 and 4606 can be pushed back to August 5, 2026. | |
| SI-RFI-122 | Can the contractor begin work in critical path spaces in any order required to meet the posted completion date or must they be completed in the order listed? PG 8 (3) | MC may work in the critical path spaces in any order as long as the target start and completion dates listed in the schedule are maintained. | |
| SI-RFI-124 | Is it permissible to reuse primary contact materials for multiple objects once unpacking of items at Pod 6 has begun provided materials are clean and deemed in good condition by the contractor in order to eliminate waste? PG 12 (12.3) | It is permissible to reuse clean primary contact materials if they are in good condition. If reused material is found to be insufficient, NMAH working with the COTR has the right to request new material be used. | |
| SI-RFI-125 | Are dimensions and weight limitations of the freight elevators at all locations available? PG 14 (16.4) | AHB freight capacity - 24,000 lbs. 11’-9”W x 24’-10”D x 14’-0”H |
SCC/MSC: 20,000lbs. 12'-6"W x 20'-6"D x11'-0"H
| SI-RFI-126 | Once a contractor vehicle is unloaded at SCC, will parking be permitted and available, so that driver staff can also assist with unpacking and placement? PG 14 (18.3) | Parking is available at SCC. | |
| SI-RFI-127 | What is the typical duration of time a contactor vehicle will be permitted to remain in the loading dock at AHB? PG 14 (18.1) | 30 minutes is typical. Coordinate with bldg for longer times | |
| SI-RFI-128 | Will the contractor be permitted to stage trash and recycling receptacles on the premises of SCC or will all debris need to be removed daily? PG 16 (29.1) and PG ( 2.4 E) | Refer to Division 1 (010000-16) Debris Control and Daily Cleanup | |
| SI-RFI-129 | What penalties occur if the contractor makes a good faith effort, but fails to comply with recycling and salvage targets or is unable to provide sufficient documentation to prove the target has been met? PG 16 (29.2) | The Contractor is expected to meet the salvage targets, with local companies available to assist in achieving these goals. Salvage and recycling companies are used to providing back up documentation. Failure to meet the targets may result in non-compliance. Refer to technical requirements and project specifications. | |
| SI-RFI-13 | Will the contractor be able to dictate the packing, transport, and packing cadence, or will SI staff dictate this schedule? | The contractor will be able to dictate the cadence as long as the start and completion dates presented in the schedule are maintained and there is sufficient swing space at AHB. The Pod 6 concurrent moves and NMAH staff availability/oversight/quality control may also impact schedule and plan of approach. | |
| SI-RFI-130 | Will use of basic wood working equipment for minor crate adjustments be permitted at AHB if dust collection equipment is provided? PG 17 (30.1) | Crate adjustments are permitted in designated work areas. Contractor work spaces have been identified and included in the RFP (02-NMAH + Plans-Work Areas, p05-p06). When additional rooms are cleared they may be used for this purpose. | |
| SI-RFI-131 | Are virtual meetings permitted for per-work and other ongoing project meetings? PG 18 (40.1, 42.1 and 42.2) | Yes | |
| SI-RFI-132 | Is it permitted for the contractor to provide an alternate safety coordinator in the event of an illness or other absence by the primary safety coordinator? PG 22 (48.1) | Yes | |
| SI-RFI-133 | What is the anticipated duration of the training period? PG 36 (1.3) | Refer to SI-RFI-35 Response. | |
| SI-RFI-134 | Must all staff and subcontractors complete the training or only staff designated to complete the noted tasks? PG 36 (1.3) | All staff that may be designated to complete the noted tasks must complete the training. Training will be provided at the start of the project. | |
| SI-RFI-135 | Will the contractor be directly inputting this information into the Smithsonian database or providing it in some other format for the museum to upload? PG 37 (2.1) | Refer to SI-RFI-107 | |
| SI-RFI-136 | Please confirm the contractor will be completing the condition reporting directly use the XG view indicated in the appendix or will a separate document be required? PG 38 (2.2) | Refer to SI-RFI-107 | |
| SI-RFI-137 | Is a second full condition report after unpacking required or is it sufficient for the contractor to check the object against the initial condition report and verify that no change has occurred? PG 38 (2.2) | A second full condition report is not required after unpacking if condition is unchanged. A new condition report is required for any change in condition. Condition Report will have a verification field for post-move condition verification with a signature field for MC and SI. | |
| SI-RFI-138 | Please clarify the number of times each object's location must be updated. We read this to indicate the location must change only at the close of the day, ie. if an object moves from a staging area at AHB to a truck, to a staging area at SCC, and finally to a shelved location at SCC within a single day, we assume the location would only be updated once at the close of the day? Is this interpretation correct? PG 39 (2.3 A) | Refer to Division 1 (011323-2.3) Location Information | |
| SI-RFI-139 | Is the subcontract list due upon submission of the RFQ response or upon Notice to Proceed? PG 41 (1.4 A) | Upon submission of the proposal | |
| SI-RFI-140 | Will the large object that require disassembly to move need to be reassembled once placed into storage or will they remain disassembled? PG 73 (3.7) | Specific collections designated by NMAH should be reassembled once placed into storage for example: Tall clock cases, Huey Helicopter. | |
| SI-RFI-142 | Uncrate: Remove object(s) from wooden crate and install in dedicated cabinets or shelving (Note: this will be required for 64 tall clocks, crated under a previous project). | Please confirm that bidders should include all costs associated with disposal of shipping containers / crates and packing material after unpacking objects at Pod 6. | Confirmed. Please include costs for disposal of crates and packing material for 64 clocks. Follow requirements for recycling as outlined in Specification Section 01000. |
| SI-RFI-144 | Post-move condition reporting | Please confirm that this should just be a condition verification and will constitute only visual inspection of each unpacked artifact and comparison to the condition report created prior to packing and moving. If any changes are noted an update to the condition report will be made. Additionally confirm if objects which are intended to remain within their crates should be unpacked and then re-packed to facilitate a condition verification upon receipt at the SCC. | Refer to SI-RFI-137 Response. |
| SI-RFI-145 | Providing labor and equipment (e.g. forklift) at Pod 6 to load crated/boxed collections onto both fixed and mobile storage solutions. | Please confirm that propane powered equipment is permitted for use inside of all areas of Pod 6. | The use of propane powered MHE is prohibited inside NMAH and Pod 6. All equipment must have non-marking tires. |
| SI-RFI-147 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | Is there an existing collection inventory or individual collection finding aids that can be provided? | Refer to PSRP IV_Inventory Lists_By Room_Excel. There are individual finding aids but SI Archives will be able to provide an spreadsheet inventory of all collection/box locations |
| SI-RFI-148 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | Are there barcodes on the boxes? If not, are there consistent box identification labels? | There are shelf barcodes that were put on by Collections staff, but they are not used by the Archives. A shelf reading can be provided. |
| SI-RFI-149 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | We observed shelf barcodes. Is there an inventory of shelves that the Smithsonian can share? | There are shelf barcodes that were put on by Collections staff, but they are not used by the Archives. A shelf reading can be provided. |
| SI-RFI-150 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | We observed map case drawer level barcodes. Is there an inventory of map case drawers? | There is no inventory of the map case drawers at this time. |
| SI-RFI-151 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | Is there a linear foot estimate as well as the provided cubic foot estimate? If not, can an additional visit to the archival spaces be accommodated to allow a specialty contractor the opportunity to collect this data? | Bascially the linear foot is the same as the cubic ft . As of Feb. 2024, the cubic measurement for CB23 was 6,786 cubic feet; CB33 was 680 cubic feet, and CB64 was 990 cubic ft. |
| SI-RFI-152 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | Does the Smithsonian want a shelf-to-shelf move or are they seeking improved density and optimization of box/format type? | Collections are currently packed fairly tightly in CB023, but any improved density by vendor would be welcome. |
| SI-RFI-153 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | Is the vendor required to map the new location or does the Smithsonian anticipate providing a new location map for shelving? | Provide support from vendor for mapping new locations of archival material. |
| SI-RFI-154 | Relocation of archival materials (by specialty archival move subcontractor) from Lower Level and Garber Building 19 to Pod 6. Specialty who specializes in the movement of archival materials, shall also assist in the planning and sequencing for the archival move. | Does the Smithsonian have a shelving guide and shelving height information for the new location? | No |
| SI-RFI-155 | Does the Smithsonian want the stack height of oversized flat boxes adjusted when being relocated? | Yes, for ease of access. | |
| SI-RFI-156 | We observed unboxed materials. Will the vendor be required to stabilize and box those materials? | No, this should be done by the SI Archives team. | |
| SI-RFI-157 | Does the Smithsonian have a count or high level estimate of the number of flat stacked boxes? | No | |
| SI-RFI-158 | We observed materials that are most likely glass plate negatives in the pictures provided - can the Smithsonian indicate how many boxes of glass plate negatives are estimated to be moved? | Not at this time, but the cubic footage will be low; Archives just received a collection of lantern slides which we are in the process of rehousing. Most of the glass collections have already been moved offsite by Archives staff. | |
| SI-RFI-159 | Is there a count of map cases with dimensions? | Here is the current info we have: Lower Level contains approximately 1,244 cubic feet of archival material in map cases. CB-064 contains approximately 990 cubic feet of archival material, 18 stacks (totaling 450 drawers) while CB-23 houses 12 large stacks (for 60 drawers) with a larger 8' by 4'x 4' (10 drawins) and one small map case (20 drawers.) | |
| SI-RFI-160 | Are collections held within map cases primarily paper based materials? | Yes, they contain drawings and oversized (mostly) paper materials. | |
| SI-RFI-161 | Are there any artifacts or specimen collections housed within the map cases that are specific to the Archival Collection move (Priced Option)? | No | |
| SI-RFI-162 | Will any of the current storage furniture used for the Archive Collection (Priced Option) be deinstalled, moved and reinstalled in Pod 6? And if so, should bidders include costs to do this work? | Scope of work does not include furniture disposal or relocation to SCC. | |
| SI-RFI-163 | Project Schedule: The Contractor shall submit to the COTR for approval a CPM schedule within twenty-one (21) calendar days after the date of contract award. Submit Project Schedule in both PDF format and electronic format to incorporate into the Program schedule. | Please confirm if there is a specific web-based project management software program that the Smithsonian prefers for the MC to use. | Web-based Project software is not required for this project. If the contractor chooses to use web-based project software, please allow access for SI COTR and project managers. Note that creation and regular updates of a Gantt chart schedule is required, although this may be done in any software platform possible for export to PDF. Mimsy-XG is required for the collections recording, as specified. |
| SI-RFI-164 | As-Built Record Specifications Submitted: During the course of the Work, the Contractor shall maintain a complete and up-to- date set of records, open to inspection by the COTR at any time. These records shall provide a complete and accurate as-built record of all changes to the Contract Documents, including revisions to any rigging plans, disassembly plans, packing plans, move transport plans | Please confirm that the only artifacts which require a move plan submittal are those identified on pg. 73 of the Specs, Sect. 024400.3.7.A and any others that are identified by the bidders as large and needing rigging. | Refer to Division 2 (024400-3.7A) Requirements for Large and/or Suspended Artifacts. Move and coordination plans are required submittals for the complete project in addition to rigging submittals required for artifacts identified on p73. |
| SI-RFI-166 | Several mentions of "web-based Project Software" are mentioned throughout this section. Is there a specific PM software suite that the contractor will be required to use? And if so, is the contractor responsible for purchasing its own license and hosting Smithsonian stakeholders or will the contractor be using Smithsonian's instance of the program? | Web-based Project software is not required for this project. If the contractor chooses to use web-based project software, please allow access for SI COTR and project managers. Note that creation and regular updates of a Gantt chart schedule is required, although this may be done in any software platform possible for export to PDF. Mimsy- XG is required for collection tracking, and SI will arrange for the contractors access to the system. | |
| SI-RFI-167 | Submittal Review Time: Include review and resubmittal times indicated in Division 01 Section 01 3300 SUBMITTAL PROCEDURES in schedule. Coordinate submittal review times in Contractor's Project Schedule with submittal schedule. | Please provide Division 01 Sect. 01 3300 specs for Submittal Procedures | Submittal Procedures are included in Division 1 (01000-44) Submittals and Reviews and specific submittal requirements are provided in each specification section. |
| SI-RFI-168 | Sample of Smithsonian Institution Log Memo for artifact moves (See Appendix) | Please confirm that the Smithsonian Institution Log Memo is the same as the "PSRP IV COLLECTION MOVE IMAGE SHEET" on pg. 62 of the document titled "04_Appendices". If this is not the correct document referenced in 014200.1.3.A, then please provide. | SI Log Memo as called on in Division 1 (014200-1.3A) Museum Industry Standards, Sample and Reference Documents is also known as "OCON 204 Property Pass. Refer to 04_Appendices (Appendix 1: OCON 204 - Property Pass, p03-05). |
Image Sheet on p62 is to document photography.
| SI-RFI-169 | Sample of Smithsonian Institution Artifact Incident Report (See Appendix) | No Artifact Incident Report sample appears to be included in the document titled "04_Appendices." Please provide. | Refer to ATTACHMENT PSRP4 Object Damage Incident Reporting.pdf |
| SI-RFI-17 | Could you please share the confirmed doorway and portal dimensions (H x W) of all storage areas, exhibition areas, and key entrances/egresses prior to bid submission date? | Refer to ATTACHMENT NMAH Plans-WorkAreas_with openingDims.pdf | |
| SI-RFI-170 | SF 1630102 MSC POD 6 Collections Storage Equipment | Please provide the document 'SF 1630102 MSC POD 6 Collections Storage Equipment' | Reference to related document "SF 1630102 MSC POD 6 Collections Storage Equipment" are specific to the SCC/MSC Pod 6 Floor plans included in the RFP (02-NMAH + Plans-Work Areas, p.30-32 |
| SI-RFI-171 | Rigging Plan: Details what material handling equipment and personnel lifts will be used and where they will be located within the AHB. Artifact lifting/lowering points and the types of slings, cables or chains being used by the MC will be defined. This is a detailed, step by step account of what will occur and how it will be executed in order to lift and/or lower the artifact. The MC shall install all supports required to implement a rigging scheme. | Please confirm that the structural engineer that the MC shall engage for review of Rigging Plans must be licensed in the jurisdiction where the work will occur. | Refer to Division 2 (024400-1.6H) . It is preferred that the rigging team's structural engineer is licensed in the jurisdiction (DC) but not required. |
| SI-RFI-172 | Rigging Plan: Details what material handling equipment and personnel lifts will be used and where they will be located within the AHB. Artifact lifting/lowering points and the types of slings, cables or chains being used by the MC will be defined. This is a detailed, step by step account of what will occur and how it will be executed in order to lift and/or lower the artifact. The MC shall install all supports required to implement a rigging scheme. | Please confirm that the MC must engineer all temporary rigging systems used to rig the artifact and that it is the responsibility of Smithsonian's structural engineer to evaluate the building structure as it relates to proposed MC rigging activities. | Contractor is responsible for engineering of artifact rigging plans and submitting them for SI review and approval. |
| SI-RFI-173 | Weight Load Mitigation Plan: ... SI shall determine what the threshold weight/point-load limits are for all spaces in the AHB. Whenever an artifact movement activity exceeds this threshold, a Weight Load Mitigation Plan must be submitted to the SI COTR. | For the purposes of pricing appropriate equipment and/or accounting for potential need for weight mitigation, please provide threshold weights and point load limits for all project spaces. | Refer to SI-RFI-174. Point load diagrams are not available currently but can be provided to the successful bidder. However, SI can provide model names and numbers of items currently used at NMAH for size and weight reference. Refer to ATTACHMENT NMAHequipment.pdf |
| SI-RFI-174 | Weight Mitigation Plan: Identify when the weight of the workers, artifact(s), equipment, and housing or any combination thereof exceeds the rated load limit of the AHB floor. Describe remedial measures to be taken to shore building structure or reduce or spread the load to acceptable levels. Provide licensed professional engineer stamped drawings with calculations for the proposed measures to be implemented. | Please provide the rated load limit of the AHB floor. | 100 PSF |
| SI-RFI-175 | Documentation of Large and Suspended Artifacts: Photograph and video each artifact in situ pre deinstallation documentation and post deinstallation documentation | Please provide specifications for videographic and photographic documentation of large oversized artifacts for this purpose. | Refer to 04_Appendices (Appendix 4: Record Photography Background & Examples, p30-p62) |
| SI-RFI-176 | For the purposes of providing accurate pricing, please clarify the extent to which NMAH requires a "Costumes Collections Specialist". Is this just for the packing and unpacking of the First Ladies Inaugural Gowns or for all apparel collections? Please clarify the specific tasks that the museum envisions this specialist performing. | This position is for all costume collections. Position would be required to advise on appropriate condition assessment, packing, housing, mounts, photography, and storage methods. | |
| SI-RFI-178 | After packing objects, dispose of all cabinets and shelving in AHB previously used to store collections objects. Coordinate with COTR to obtain required forms. | Please confirm our understanding of this specification is correct. The MC is to deinstall and dispose of all cabinetry and shelving currently used to store collections at AHB, including but not limited to Viking Cabinets and Interlake pallet racking. Please additionally confirm that laydown space for a dumpster will be provided on site for this purpose. | The MC is NOT to deinstall and dispose of all cabinetry and shelving currently used to store collections at AHB, including but not limited to Viking Cabinets and Interlake pallet racking. |
However, move contractor is welcome to reuse and relocate storage equipment that has been emptied as needed for use at AHB for this project.
| SI-RFI-179 | Please confirm that none of the current storage furniture at AHB is contaminated with Arsenic or other known toxins. | Scope of work does not include furniture disposal or relocation to SCC. | |
| SI-RFI-18 | Are swing spaces CB069, CB033, Room 2301 the only available staging areas? We anticipate more staging areas will be needed, in particular while these rooms are still occupied with inventory. | These are the only staging areas available at AHB. Packed objects will need to be stored in these rooms until transport to Pod 6 is available. | |
| SI-RFI-180 | Huey Helicopter (Price of Freedom) | Does any historical documentation exist for how the Huey was brought into the museum. assembled and installed in 'Price of Freedom'? If so, can it be provided to bidders? | Will share the SI magazine article with this forward: "Please see the article from SI magazine about the process of moving the Huey into the museum. A team from Davidson Airfield, with a Huey crew, did the work. The team took the Huey out of the freight elevator on 3, came across the center, in front of the escalators, and into the space (which is now the back exit of the POF exhibit) to the platform Shortest route and easiest to manipulate the helicopter. |
It came down to the Museum at 4am on a flatbed pulled by a HUMMER. Then down the west entrance to the loading dock. SI believes that the landing skids will have to be removed this time to get it out – due to the basement ceiling trays being installed and lowering the hall height clearances down to the loading dock. The curator is still in touch with the Huey crew chief from Davidson Airfield, who oversaw the dismantling and re-assembly of the Huey in the Museum. He is retired and presently in the Philippines but may be reachable for a discussion just prior to and during the work.
Only interested bidders, please contact chanvc@si.edu to request access to photos of the installation."
| SI-RFI-182 | Please provide fabrication details of the platform that the Huey Helicopter is currently displayed on. Are there any structural supports underneath the platform that are specific to the helicopter that spread the load over more than one joist? Are there weight concerns that the Smithsonian is aware of related to the deinstall of the Huey, such as point loading or load spreading issues? | Photos from the installation indicate wood framing under the platform. SEE ATTACHMENT scan3 Huey platform.zip | |
| SI-RFI-183 | Please confirm if the Smithsonian has dolly wheels and ground handling wheels specific to the Huey Helicopter and that they can be made available for MC usage. | Refer requirements in Specification 010000 and 024400 3.7. The company doing the rigging out needs to provide all lifts, dollies, etc to disassemble the Huey and move it. | |
| SI-RFI-184 | Stanley Robot (3rd Floor Landmark) | Please confirm that this artifact cannot be rolled on its existing historic tires. | It requires gojaks and a forklift for movement. |
| SI-RFI-185 | Clara Barton Ambulance (2nd Floor Landmark) | Please confirm that this artifact must be packed in such a way that its self-weight is not bearing on it historic wheels. | Existing pallet can be reused to transport wagon. |
| SI-RFI-186 | Jeep | Please confirm that this artifact cannot be rolled on its existing historic tires. | It requires gojaks and a forklift for movement. |
| SI-RFI-187 | Fountain (2301B) | Our understanding is that this object is already packed and crated. Please confirm that this object does not need to be unpacked and repacked into a new crate prior to moving to Pod 6. Additionally, please confirm that it is intended to remain inside of its crate upon arrival at Pod 6. If this does need to be repacked prior to shipment, can additional documentation please be provided, including images and weights and any photographic documentation of previous handling/installation/deinstallation efforts. | Confirmed. The fountain in 2301B will remain packed and crated for transport and storage at Pod 6. Crate weight 3546lbs. Can be moved in existing crate after visual inspection by contractor. |
| SI-RFI-188 | For each artifact requiring disassembly, the Contractor shall provide the following documentation in the disassembly submittal: |
1. Still photographs of disassembly process, with annotation to describe what is being conveyed by the image.
2. Videography of the disassembly process.
3. Handwritten field notes and diagrammatic sketches of how the pieces were disassembled.
| 4. Numbering of disassembly sequence and disassembled components is required. | Please provide specifications for disassembly videography. Is timelapse video sufficient for this purpose? And are multiple simultaneous angles required? | Timelapse is sufficient. Multiple angles not required unless requested. | ||
| SI-RFI-189 | General: Provide miscellaneous lumber indicated and lumber for support or attachment of other construction. Lumber shall be fire-retardant treated. | Please confirm that artifacts should not be packed in crates or pallets that are constructed of lumber that has been treated with chemicals to make it fire-retardant. | Confirmed. Lumber for crates SHALL NOT be treated with fire retardant chemicals. | |
| SI-RFI-19 | For fragile items requiring a conservator assessment before packing/transportation, will there be a conservator readily available onsite throughout the project? If not, what kind of turnaround time can we expect for a conservator to assess a piece, if needed? | Refer to Specification section 01000 15.5. SI has conservators on staff. If a member of the MC team believes an object may require conservation assessment, immediately notify the COTR and a member of the collections management team who will arrange for conservation assessment. Depending on workload, the assessment may be made by the collections point of contact with a follow-up from conservation and provide an action plan within a week. | ||
| SI-RFI-190 | ALUMINUM PALLETS | Are Aluminum pallets required for any specific collections going to Pod 6? Or are pallets constructed of heat treated wood sufficient to meet the contract requirements? | Aluminum pallets are not required. Heat treated wood is sufficient. | |
| SI-RFI-192 | Plastic Shipping Containers (PSCs) | The B.O.D. PSC model, H-7831, has drainage holes in the bottom of the container. Please confirm that the MC shall be required to lay coroplast or other acceptable material inside and fitted to the bottom to cover said holes. | Yes | |
| SI-RFI-194 | While collections are being packed from rooms 4602, 4604, 4606 & 4617, will the office spaces along the same corridor be vacated prior in order to facilitate having a workspace on the 4th floor? Or will collections have to be shuttled down to the swing space in 2301 / 2301B. | The intent is to use 2301 and CB033A/B as processing spaces. Offices on the corridor will not be vacated. Emptied storage rooms can be repurposed for additional staging and processing. | ||
| SI-RFI-195 | Garber Building 19 | Please provide a date and time when the interior of Garber Building 19 can be visited. If this is not possible, please provide photos of the interior in keeping with the other spaces defined in the RFP documentation. | SCC site vist on 2/20/2025 included MSC Pod 6 and exterior of Garber Building 19 and Garber Building 28. All building floor plans are included in the RFP (02-NMAH + Plans-Work Areas, p.30-32) and the archival collections are detailed in 03-Room Inventories_Bookmarked. | |
| SI-RFI-196 | For the Fixed Pallet Racks and Compact Storage Systems at MSC Pod 6, the heights listed in the documents provided appear to indicate overall unit height. What is the maximum container height that can be planned for storage on the pallet racks and/or compact storage units? Please specify max. container height for each type of storage furniture. | The majority of objects are planned to be located on adjustable shelving, in cabinets or on Open Floor Storage on one of three floors at Pod 6. |
1st Floor: Fixed Heavy Duty Pallet Racks (nothing stored above 22'H) with 4-5 levels and largest opening currently set at 78"".
2nd Floor: Pallet Racks on mobile storage carriages (nothing stored above 11'H) with 3-4 levels and largest opening currently set at 54"".
3rd Floor: Multiple cabinet types and 6-tier case type archival shelving on mobile storage carriages (nothing stored above 11'H).
| SI-RFI-197 | Please indicate where in Pod 6 the Priced Option Archival Collections will be relocated to. | Archival collections will be relocated to Pod 6 3rd Floor, in designated 6-tier case type archival shelving or flat files on mobile storage carriages. | ||
| SI-RFI-2 | Following the bid submissions due March 19th, when do you anticipate notification to the awarded vendor? | Anticipated award issuance within 2-3 months of the submission due date. | ||
| SI-RFI-20 | Please share any documentation on the Huey Helicopter (assembly, blueprints, technical specifications, etc.) and how it was installed in its present location to better inform our bid? | Refer to SI-RFI-180 Response. | ||
| SI-RFI-201 | Gunboat Exhibit Room 3204 | Please confirm that all work associated with packing, moving and/or protecting in place the Gunboat Philadelphia is specifically excluded from this scope. Additionally confirm that none of the artifacts that are listed in the provided inventory are currently or will be installed on or inside of the Gunboat at the time that the MC begins work in this space. | Refer to PSRP IV_Inventory Lists_By Room_Excel. The Gunboat Philadelphia is not included in Scope. | |
| SI-RFI-202 | 2002.0205.01 - 9-11 / WTC objects. Large steel spandrel plate | Please provide a weight for this artifact. | 4660 pounds | |
| SI-RFI-203 | 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. | The 4th paragraph mentions 'Section J' however, there is no Section J in this document. Please provide. | Apologies for the typo. There is no Section J in this document. All required documents needed to prepare a proposal are posted to the SAM.gov solicitation. | |
| SI-RFI-206 | • 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 | Is the expectation that all collections will be packed and then moved and unpacked at the SCC as a finish to start relationship, or is it expected that packing at the AHB will happen concurrently with unpacking at the SCC? | Due to the lack of staging space at AHB, we expect the moves to Pod 6 will occur on a rolling basis once Pod 6 is available to receive objects. | |
| SI-RFI-207 | Coordinating shipping and access with Move Coordinator and other tenants moving into Pod 6 | |||
| concurrently | When is SCC expected to be ready to receive collections? And is the move from AHB to the SCC expected to begin at that time or at a later date? | SCC buildings will be ready to receive collections after award of this contract and processing of applicable project submittals. Refer to Division 1 (010000-8) Contract Time for Completion. | ||
| SI-RFI-21 | Will SI require a courier to accompany the transport between NMAH and POD6? If so, will SI be supplying their own staff to courier these shipments? | No SI courier is required. | ||
| SI-RFI-210 | 4. Crates and packages shall be secured to prevent shifting or movement during transport and shall not be stacked. | Please confirm if this also applies to the Priced Option Archive Collection Move. | Yes it is applicable to all collections including archives. | |
| SI-RFI-211 | 5. Pickup and delivery should occur during normal business hours and a schedule of the transit is to be submitted with the estimate. | Please confirm that transportation schedule can be provided by the MC to NMAH upon award. | Yes. Refer to Division 1 (010000-40) Pre-Work Meeting and Submittal Requirements | |
| SI-RFI-213 | 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. | Please confirm that the contractor must provide a Safety Coordinator for each location. Or if one Safety Coordinator is serving both job sites, so long as the contractor has a team member with OSHA 30 certification at each job site. | Yes, if work is being performed at two or more locations then Contractor must provide a Safety Coordinator meeting training and experience requirements at each location. | |
| SI-RFI-214 | 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. | Please confirm that the contractor must provide a Safety Coordinator for each location. Or if one Safety Coordinator is serving both job sites, so long as the contractor has a team member with OSHA 30 certification at each job site. | Refer to SI-RFI-213 Response. | |
| SI-RFI-217 | (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). | How long does this proposal need to be valid for. | 60 days | |
| SI-RFI-218 | Sign offer signed by Authorized Representative and dated in SF 1442 | Is SF 1442 a specific form that bidders should include in their cost proposal? If so, please provide. | SF 1442 can be found on pages 1 to 4 of the 'Clauses_33330225RF0010008' document. Offerors are required to complete and sign page 2 and include it in their Cost Proposal. | |
| SI-RFI-219 | 52.219-S0097 Small Business Subcontracting Plan | If the offeror does not intend to subcontract any portion of the work, does this clause still apply? | No, if the firm does not intend to subcontract any portion of the work, then this clause does not apply. 52.219-S0097 applies to subcontracted work. | |
| SI-RFI-220 | Do bidders need to append the Clauses_33330225RF0010008 document to their technical proposal? | No, bidders are not required to append the 'Clauses_33330225RF0010008' document to their technical proposal. However, they must acknowledge the terms and conditions by signing SF 1442 (pages 1-4 of Clause_33330225RF0010008) and all Amendments to the solicitation. | ||
| SI-RFI-221 | all on-site Contractors shall designate a site-specific COVID-19 officer who will be responsible for coordinating all onsite controls and personnel behavior, which may include the gathering and retention of vaccination status information. | Is this still applicable? Vaccination status is protected by HIPPA. Is this a requirement to be awarded this contract? Additionally, this document is 3 years old and the links no longer work. | Disregard Covid-19 specific safety protocols. This document is no longer applicable. | |
| SI-RFI-222 | Are there expected to be ebbs and flows in the the deinstall schedule? Ie. if the deinstall and packing team at AHB is ahead of schedule, will they be permitted to move into the next deinstall/packing area even if it is earlier than that area is scheduled to be closed? | Refer to the schedule provided in the specifications and solicitation. Rooms may be packed in any order within those dates. Exhibit areas (Presidency, First Ladies and Price of Freedom) will not be available for deinstall/packing until October 2026. | ||
| SI-RFI-223 | Please confirm if any portion of monthly progress payments will be held in retention until project completion. And if so, what percentage? | Clause 52.232-S0065 Progress Payments, which outlines the 10% retainage for progress payments was left out in the solicitation. This document will be provided as part of Amendment 002. | ||
| SI-RFI-224 | Please provide detailed specifications for the requisite condition reports? How many photos? Length and level of detail? Can a sample please be provided to better ascertain the level of effort being requested and preferred format? | Refer to 04_Appendices (Appendix 4: Record Photography Background & Examples, p30-p62) and new attachment Creating Conditon Reports during PSRP4 moves.pdf | ||
| SI-RFI-227 | Please confirm if the MC is required to flow down any bond requirements to lower tier subcontractors. | No, it is not a requirement of subcontractors. The prime contractor is required to provide 100% performance and payment bonds. | ||
| SI-RFI-228 | Can the proposal deadline please be extended to give bidders 3 to 4 weeks of preparation time after complete responses are provided for all RFI’s? | See Contracting Officer notice of extension. | ||
| SI-RFI-23 | Should the new housings for most objects be designed primarily for short transit to the SCC, or do they need to be more robust for long-term storage? Is there an existing hierarchy established by NMAH staff determining which objects require only short-term transit protection? | Housings should be assumed for long-term storage. Refer to Division 6 (062999-2.2) Housing for Conveyance | ||
| SI-RFI-24 | In reference to the 03_RoomInventories_Bookmarked document, are there any objects whose pre-existing or newly fabricated housings/containers will need to be retained after unpacking in Pod 6? | Refer to Division 2 (024400-3.6B) Placement of Artifacts at Off-Site Storage. Only 64 tall clocks will be unpacked. Packing material for those objects should be removed from MSC and disposed of/recycled. All other objects will remain in their newly fabricated housing. | ||
| SI-RFI-25 | Is the Contractor expected to provide all prep/packing furniture for work spaces and staging areas (tables, carts, pallet racking, open shelving, equipment, etc.) or will NMAH? Does NMAH define the architecture of the work/packing spaces? | Refer to SSpecification 010000. MC is required to provide furnish all supervision, labor, materials, equipment and transportation required to move collections within AHB as well as staging areas of packed artifacts prior to move to SCC. | ||
| SI-RFI-29 | Is the height capacity noted at the dock (13’3” H) accurate, or are there any further | |||
| height restrictions that would | 13'3" high is the highest the loading dock (and its access path) can accommodate. | |||
| SI-RFI-3 | Following the notice of the awarded vendor, when do you anticipate the Contract being provided to the awarded vendor? Following the contract, when do you anticipate the Notice to Proceed being given to the awarded vendor? | Refer to SI-RFI-2 and SI-RFI-120 Responses. NTP will be coordinated with the COTR. NTP will be coordinated with the COTR. Performance and Payment Bonds and Certificate of Insurance required prior to the issuance of the NTP. | ||
| SI-RFI-30 | Given we did not visit the gunboat in the 3rd floor exhibition space during our site visit, will this piece remain onsite, or will it need to be disassembled and transported to Pod 6 for storage? Please share any documentation on handling instructions if available | Refer to SI-RFI-201 Response. | ||
| SI-RFI-32 | Please outline the “formula” or standard format(s) used for objects’ accession numbers. Specifically, what are the accession number structures and how do they indicate the components of an object, parent/child items, or items with a “relationship” to one another? | Refer to Division 1 (011323-2.1) Basic Collections Inventory. Multiple formulas are in use due to age of the collection. There will be no component objects, or parent/child records in this move. | ||
| SI-RFI-35 | What level of training on Mimsy XG can authorized Contractor staff expect from NMAH staff prior to the NTP (how many hours, how comprehensive, etc.)? At what time after the bid is awarded will authorized Contractor staff be able to access and familiarize themselves with Mimsy XG? | In depth XG training will take approximately 1 week, followed by 3 weeks of supervised use of CIS. Photography training will take approximately 1 day, followed by 1 week of close supervision of test shots and lighting. Photography and CIS work will be audited throughout project and additional training may be required if deficiencies are found. Members of the selected contractors team will receive their training after contract award and after background checks and badge issuance is complete. Team members need SI email addresses in order to create XG accounts and receive training. | ||
| SI-RFI-36 | In reference to the 02_NMAH Plans-WorkAreas document, are the object/item counts listed for each room accurate and representative of the items/objects within solely the project scope or do the counts include objects/items out-of-scope? | Object lists are accurate representative of rooms at time of inventory in June 2024. As rooms are dynamic and still in use, there may be a small amount of variance, but objects listed are all to be housed,packed and moved. Use 03-Room Inventories_Bookmarked for project scope in conjunction with other RFP sections for proposals. | ||
| SI-RFI-37 | Will any items require acclimatization prior to and after transit to off-site storage? In particular, will items stored in CB018 (Cold Room) require any special acclimatization or shipping environments? | Acclimatization may be required for objects upon leaving BB018. Acclimatization not required for objects upon receipt at Pod 6. Consultation with NMAH costume conservator AND contract costume specialist needed. | ||
| SI-RFI-38 | If an object has a recent and accurate condition report on-file in Mimsy XG, what level of condition report is expected prior to it being packed? Would an additional condition report simply confirming “no change” suffice? | Refer to SI-RFI-137 | ||
| SI-RFI-39 | In reference to location tracking in the 01_1403101_PSRP IV Collections Move_Specs document, what does “in the correct order” mean on page 40? | Refer to Division 1 (011323-2.3) Location Information | ||
| SI-RFI-4 | Will the critical path deadlines stated in the Solicitation be adjusted based on the dates for above? | If the construction project is delayed for any reason, SI may be able to allow the FA handler additional time to complete the tasks. However, SI intends for the FA handler to come up with a schedule (and identify concurrent move activities/rooms) that can meet the anticipated construction start date. | ||
| SI-RFI-40 | How many bar code scanners and printers will be available for use? | 3 barcode printers, and 4 scanners. | ||
| SI-RFI-41 | Will we be expected to unpack immediately upon receipt at SCC (same-day as delivery)? Will the works need to be re-photographed or solely their new locations updated into Mimsy upon unpacking? | Contractor to submit a coordinated work plan for SI review and approval prior to proceeding wtih the work. Refer to Division 1 (010000-7) Availability of Documents. It is assumed that Contractor will have an onsite unpacking team at SCC to receive deliveries and process them which includes XG location updates, unpacking, condition reporting, relocation to final location, and final XG location update. All activities may not be performed on the same day. Upon unpacking, no new photography required unless there is a change in condition in which case, a new condition and photography are needed. | ||
| SI-RFI-42 | Will there be any SI staff at SCC/MSC directing the placement of unpacked items, or will Atelier be solely responsible with staffing for this? | Yes, SI will have staff at both AHB and SCC. | ||
| SI-RFI-43 | As the exhibition property will need to return to the NMAH at a later date, should these be unpacked upon arrival to POD 6, or should they remain packed if in bespoke | |||
| packaging fabrication? Would it be possible to utilize reusable conveyances for exhibition property, which would require unpacking upon receipt at POD 6 to keep reusing these containers throughout the project? | "Exhibition Property" is excluded from this contract. Refer to Division 6 (06299) Museum Collections Housing for list of re-usable containers. | |||
| SI-RFI-44 | Please confirm if there is a cold room in POD 6 and provide its location. | Refer to SI-RFI-116 Response. | ||
| SI-RFI-47 | Since Normal Work Hours are specified as being Monday through Friday, from 8:00 AM | |||
| to 6:00 PM, should bidders account for 9-hr or 10-hr. days in providing Day Rates? | Bidders should plan on 8 hour days. The given hours provide options for the contractors when crafting their schedules. | |||
| SI-RFI-48 | We did not visit Garber Bldg 19 (SCC) - will there be additional information provided on this space? | Refer to SI-RFI-195 Response. |
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