25-03_13_PSRP4_CollectionsMove_PreBidRFIs_responses.xlsx
XLSX spreadsheet 21 KB Posted
- Solicitation number
- 33330225RF0010008
- Issued by
-
Smithsonian Institution
About this file
This file is a Request for Information (RFI) tracking document for the National Museum of American History (NMAH) PSRP IV Collection Move project. The RFI contains 50+ detailed responses addressing critical aspects of the collection move, including safety protocols, equipment requirements, transportation specifications, and logistical considerations. Key responses cover topics such as chemical handling, personnel qualifications, storage configurations, transportation requirements (including climate control and surveillance), and specific handling instructions for artifacts.
The associated federal contract opportunity involves moving NMAH collections to the Smithsonian Suitland Collections Center (SCC), with a total estimated project value exceeding $10 million and a 1,095-calendar-day performance period. The project requires comprehensive services including project management, collections packing, storage arrangements, physical transit, and rigging for artifacts. The solicitation includes specific subcontracting goals: 40% small business, with targeted allocations for small disadvantaged businesses (7%), women-owned businesses (7%), Hub-zone businesses (4%), veteran-owned businesses (4%), and service-disabled veteran-owned businesses (4%). The proposal is due on Wednesday, March 19, 2025, at 3:00 PM Eastern Standard Time.
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Deconflict Responses_asof250310
| SI RFI Tracking Number | Reference | QUESTION | FINAL RESPONSE | ||
| SI-RFI-100 | Is there any ether in the chemicals/medicines collection? | Yes, the medical and science collection contains ether and other specimen preservation chemicals. Refer to Division 1 (010000-50) Personal Protective Equipment. | |||
| SI-RFI-11 | What is the difference in the roles and duties of Contractor Quality Control Manager and the Lead On-Site Project Manager? Can they be fulfilled by the same person? | Refer to RFP language and Division 1 requirements for Quality Control and Project Management. Refer to SI-RFI-215 response. | |||
| SI-RFI-111 | Will there be any conflict w/ other SI or NGA moves into POD 6? | Access to Pod 6 for loading and freight elevator scheduling will need to be coordinated with SI. SI has a dedicated at-grade rolling door (1st floor) at Pod 6 that will be available most days, but also must be coordinated with deliveries to other bays. | |||
| SI-RFI-114 | Can we get a copy of the population plan? | Refer to SI-RFI-204 response | |||
| SI-RFI-118 | List of artifacts that will need a submittal and will submittal(s) need to be engineer stamped | All project submittals are listed in Specifications. For rigging requirements refer to Section 0224400 1.4.H. & 3.7 | |||
| SI-RFI-12 | Can the role of the Safety Coordinator (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) be fulfilled by the Lead On-Site Project Manager? | The Project Safety Coordinator can also be the project supervisor or art handler, if they meet the training and experience requirements identified in the specifications. | |||
| SI-RFI-123 | Is there a limit to the number of spaces the contractor can be working in at any given time? PG 8 (3) | Due to the existing conditions constraints of processing space, swing space and NMAH staff support, as well as the challenges of working in an operating museum, SI believes that somewhere between 2 and 4 rooms can be worked in simultaneously. | |||
| SI-RFI-14 | Are we responsible for disposal or removal of exhibition display furniture? Similarly, will we be responsible for packing and transporting any exhibition display | Refer to SI-RFI-43 Response. | |||
| SI-RFI-141 | Regarding CB069 Hazardous materials, please clarify what mitigation efforts will be required by the contractor vs. what will be in place prior to the move? | Contractor will be made aware of any existing hazards for proper PPE for handling of the objects. (Refer to Division 1 (010000-50) Personal Protective Equipment. | |||
| SI-RFI-143 | Crated Objects: Other than tall clocks (noted above), objects crated for move will remain crated and stored on Level 1 of Pod 6, in Open Storage area or on adjacent tall object shelves. | Is there a height determination that defines this category? If so, please provide the height limit for shelved collections. For instance something may be packed onto a pallet but be too tall for racking or shelving. | Refer to attachment "Pod6_StorageEquipment_Conformed_color.pdf" showing shelving elevations. Crated or Palletized objects which are too tall for practical storage on shelving shall be located on the 1st Floor in the "Open Floor Storage" area. | ||
| SI-RFI-146 | SCHEDULE OF OPTIONS FOR PROPOSAL | Please confirm if there are any hazardous materials in the archive collection that the bidders should be aware of. | No hazards in Archive collection. | ||
| SI-RFI-15 | In reference to the 02_NMAH Plans-WorkAreas document, can you please provide the legend for the color-coded areas for pages 7-27? | Refer to attachment PSRP IV_AHB ROOM MAPS_LEGEND.pdf | |||
| SI-RFI-16 | If anything is pre-packed, is the Contractor expected to repack in a similar manner? | All objects in 2301 (refer to RoomInventories_Bookmarked.pdf) were very recently packed, have up-to date condition reporting, and do not need to be repacked by the contractor. Assume other crates outside of 2301 will require visual inspection, processing and photography. For pricing purposes, assume new crating/retrofitting will be required for existing rooms other than 2301. | |||
| SI-RFI-165 | 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 bidders should not include costs associated with providing individual packing plan submittals per artifact in this scope. | All project submittals are listed in Specifications. Refer specifically to Section 0224400 for move plan submittal requirements. | ||
| SI-RFI-177 | For the Armament Collections Specialist, please expand on the specific tasks and skills that are expected of these individuals. Is this just experience packing and handling armament as part of a museum collection? Do the firearms need to be made safe, ie removal of firing pins? And / or does additional cataloguing data need to be provided for Mimsy XG database fields? Please clarify the specific tasks that the museum envisions this specialist performing. | Armaments specialist not required. NMAH has/will ensure that objects are made safe prior to packing. These objects do not require any different or additional XG cataloging data. | |||
| SI-RFI-181 | Please confirm that if oversized artifacts are too large to travel in an enclosed vehicle that they must be protected for open load transit. If yes, please provide specifications for open load protection. | Contractor to identify objects they believe may require open load transit. For those objects, open trailer loads can be scheduled only under acceptable road and weather conditions, as determined by NMAH, in which there is no precipitation or road spray. The requirements are 0% moisture on the ground at the time of the operation; 10% or less chance of precipitation; and no chemical residue i.e. road treatments on the roads. The go/no-go call can be made up to 24 hours in advance of the day of move, however, it is understood that if the weather or outlook changes, the transport maybe cancelled as determined by authorized Collections personnel. Open loads shall only be approved when an enclosed load is not possible. The trailer shall be secured with tamper resistant seal prior to transit. Level of protection for artifacts travelling as open loads shall be determined by the type of artifact, its materials, level of fragility, dimensions, and shape as necessary, and as approved by NMAH to protect it during transport. | |||
| SI-RFI-191 | Nomex coverings may be required for artifacts on aluminum pallets and shall be incorporated into the overall submittal as required. | Please provide a list of which artifacts shall require Nomex covers. Additionally, provide a specification for the type of Nomex required. | Refer to RoomInventories_Bookmarked.pdf. For all furniture identified for palette, provide Nomex cover. | ||
| SI-RFI-193 | Please provide AIA Document A-305 for bidders to include int their technical proposal. | Contractor can purchase from AIA.org | |||
| SI-RFI-198 | Who deinstalls, demos and/or disposes of exhibitry to create a path for larger artifacts to exit the galleries? | Refer to SI-RFI-43 Response. Contractor to detail in the Plan of Accomplishment which large items may require additional demolition for removal and indicate preferred pathway to freight elevator. SI will arrange for or procure demolition services at the appropriate time. | |||
| SI-RFI-199 | Please confirm that during select demolition of exhibitry to facilitate deinstallation of oversized artifacts, the MC will be required to protect-in-place any affected artifacts. Please additionally provide specifications for protection. | Remove all non-oversized collections prior to removing oversized collections. For the oversized object for which demolition is required, objects must be protected in place. Refer to Attachment SECTION 132000 – PROTECTION OF EXHIBITS AND COLLECTIONS | |||
| SI-RFI-204 | • | 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; | Please confirm if NMAH will be providing a population plan for the collections storage space at the SCC or if the contractor will be responsible for planning this. If NMAH will be providing this document, please provide so that deinstall, packing and transport sequence required to facilitate the population plan may be considered and factored into the cost proposal. | NMAH mapped collections from AHB to Pod 6 by store room. Specifics will be determined upon arrival at Pod 6. Refer to color coded attachement Pod6_StorageEquipment_Conformed_color.pdf | |
| SI-RFI-205 | • | 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; | Please confirm that the MC will only be responsible for coordinating with the COTR and other relevant stakeholders for the removal and disposal of old cabinetry and is not directly responsible for the physical removal and disposal. If the MC is required to provide all labor and equipment to physically remove and dispose of the old cabinetry, then please provide a complete list of cabinetry and volume identified for disposal. Please confirm that the contractor will be responsible for providing a dumpster on site to support this and that contractor staff will be responsible for moving old storage cabinets from the collections storage space and placing them in said dumpster. Please additionally confirm that there are no hazardous materials associated with old cabinetry such as arsenic. | Refer to SI-RFI-31 Response. | |
| SI-RFI-208 | 1. The truck shall be equipped with air ride suspension, a working lift gate, pallet jacks, dual drivers, Constant Surveillance Service, and climate control. | Please confirm that the requirement of "Constant Surveillance Service" is met by the dual driver requirement and locked and alarmed trucks. If not please clarify what would meet this requirement. | Dual driver requirement and locked and alarmed trucks are sufficient to meet security requirements. SI-OPS guard will attend both the loading and unloading points. | ||
| SI-RFI-209 | 3. Smithsonian may monitor truck temperature, humidity GPS location and shock readings. | Please confirm if the contractor should plan to provide GPS location tracking at an additional cost to the Smithsonian or if Smithsonian will be providing a GPS tracker to place with each shipment. | Contractor is not required to provide GPS location tracking. | ||
| SI-RFI-212 | 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 a Site Supervisor who is also an Art Handler can serve in this capacity | Refer to SI-RFI-12 response | ||
| SI-RFI-215 | 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. | Please confirm that this is intended to be a full time role dedicated to this project and that the person serving in this role cannot be serving in any other capacity, such as Registrar, Site Supervisor or Lead PM | Yes, Quality Control Manager must be a full time role dedicated to this project and the person serving in the role cannot be serving in another capacity, such as Registrar, Site Supervisor Lead PM. | ||
| SI-RFI-216 | Technical: Provide a completed Contractor's Qualifications Statement (AIA Document A-305) and the latest certified | ||||
| audit report. | Please prove AIA Document A-305 for bidders to include in their technical proposal. | Refer to SI-RFI-193 response | |||
| SI-RFI-22 | In reference to the 03_RoomInventories_Bookmarked document, are there any objects that frequently travel on loan or would require a more holistic or robust approach to its packing? Does SI anticipate any of these will be loaned out during the timeline of the project? | All objects on Room Inventory list should be packed for storage per Specifications. Refer to Division 6 (062999-2.2) Housing for Conveyance | |||
| SI-RFI-225 | Who is responsible for opening exhibit cases and/or removing vitrines in the exhibit spaces? | NMAH staff will open exhibit cases and/or open vitrines for access to objects. Coordinate with COTR when access is required. Refer to Specification Sections 010000 and 024400 for coordination time requirements. | |||
| SI-RFI-226 | Please confirm that all armament included in this scope are inert and / or have had the firing pins removed and made safe. | All ordnance will be confirmed inert before movement | |||
| SI-RFI-26 | There is a note that NMAH requires access to temp & humidity logs for all transportation. Does this mean live access to logs, and if so is NMAH going to provide temp & humidity trackers for trucks? | Tracking of temperature and humidity is not required by the move contractor. | |||
| SI-RFI-27 | Can the vendor assume that aside from the clocks, all pre-packed items should be unpacked for registration and processing, and repacked by the vendor? | Refer to SI-RFI-16 Response. | |||
| SI-RFI-28 | Which NMAH staff member(s) will decide whether an item will need better housing/new fabrication? What will the work-order process be when damage is discovered or inadequate housing needs replacing? | Refer to SI-RFI-16 Response. | |||
| SI-RFI-31 | For the disposal requested, approximately how much of the old furniture and cabinetry will need to be disposed of? Can you provide an estimated number/square footage/cubic feet for disposal? | This contract excludes "old furniture & cabinetry" disposal which will be performed by SI. | |||
| SI-RFI-33 | In reference to the 03_RoomInventories_Bookmarked document, what does the “Rehousing Details”, “Crate”, “BB Box”, and “Pallet” columns mean? Does the data in these columns reflect existing packing or “requested new fabrication” packing? | Lists and columns estimate new housing details. Any artifact currently in housing (that was noted in XG) was called out as “Existing Crate/Box/Pallet” and did not get included in the estimated total. | |||
| SI-RFI-34 | Could you provide the “packed dimensions” of existing packed works? | Refer to RoomInventories_Bookmarked.pdf (2301) | |||
| SI-RFI-45 | If the vendor contracted for the base move adjusts the racking or shelving themselves, is there a risk the warranty of these units will be voided? Would the vendor need to hire the company that installed the racks to modify them? | Refer to attachment "Pod6_StorageEquipment_Conformed_color" showing shelving elevations. If there is a need or request to adjust shelving, this work would need to be coordinated with SI. Move contractor is welcome to adjust, reuse and relocate storage equipment that has been emptied as needed for use at AHB for this project. | |||
| SI-RFI-46 | The multi-year funding document requests that FY25 items relate only to the Base |
Contract scope, whereas FY26 items are for both the Base Contract Scope and the Option 1 Scope. As we do not currently have clarity as to when work will begin, how should we approach splitting our costs between these two fiscal years within our
| proposal? | SI currently intends to award the project in FY25. SI will make a decision to award or not Option 1 at the time of award. If funds are available SI intends to award up to $5M in FY25 and the balance in subsequent years. | ||
| SI-RFI-56 | Are contractors fully liable for restoration or replacement costs, or is there a liability cap? | SI will purchase a policy to cover the objects during the movement. Restoration or replacement costs may be pursued in the event of gross negligence. | |
| SI-RFI-57 | If damage occurs, will the Smithsonian provide conservation support, or is the contractor responsible for arranging restoration? | SI would consult their own conservators for advice. Refer to SI-RFI-56 response. | |
| SI-RFI-58 | Is there a specific dispute resolution process for damage claims? | SI is likely to follow the guidelines of our insurance which means if we can’t agree on a settlement – each would hire an umpire and work with a third party to settle the claim. |
The Smithsonian would work with its insurer on any disputes. If damage is caused by gross negligence and there was a dispute for the damage, we would follow the guidelines in our policy.
| SI-RFI-62 | • | Are there specific temperature-controlled requirements for high-value or fragile artifacts? | Refer to SI-RFI-26 response. |
| SI-RFI-68 | If possible, please describe how involved the Gov't staff will be involved in the "Pack, Move & Unpack" Process. | NMAH staff will be on hand to provide initial training, and provide oversight of data, housing, transit, unpacking, and storage. NMAH staff will be providing access to collections storage areas, and be available daily for questions. | |
| SI-RFI-80 | Weight of helicopter? | Approximately 5000 lbs. | |
| SI-RFI-9 | Considering there are crates that are pre-packed but conditions are unknown, in the event that the crate needs to be retrofitted, how should we account for these additional costs or labor needed to meet deadlines? Would there be an opportunity to review these objects prior to the NTP? | Refer to SI-RFI-16 response. | |
| SI-RFI-98 | Can we get all the crate dimensions and weights for the works not being packed by move contractor but are in the move scope? | Refer to RoomInventories_Bookmarked.pdf (2301). Weights are not currently available. | |
| SI-RFI-99 | Will the move contractor require to unpack/condition report/populate conveyances packed by others? | Refer to SI-RFI-16 response. |
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