NMAH_Collections Move Bid RFIs_reponses_250314_all.pdf

SI RFI Tracking Number Reference Note QUESTION FINAL 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-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-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?

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-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

ChanVC Typewriter Dated 03/14/2025 Revisions are highlighted

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-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-110 Will aluminum pallets be needed for long term storage

No

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-112 Does the elevator need to be reserved at

POD 6?

Revised Response (3/14/25): Yes, Pod 6 Freight elevator, and also Pod 6 Exterior Rolling door, MSC loading dock -all three require reservation, in order to avoid conflict with other deliveries.

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-114 Can we get a copy of the population plan? Refer to SI-RFI-204 response

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-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-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-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-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)

Revised Response (3/14/25): The completion date for work in 4602, 4604 and 4606 can be pushed back to

August 5, 2026. Replace schedule in RFP and Divsion

010000 with ATTACHMENT NMAH Collections Move

Schedule_R1_250314

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-123 Is there a limit to the number of spaces the contractor can be working in at any given time? PG 8 (3)

Revised Response (3/14/25): In the proposal indicate the number of spaces the contractor intends to work on simultaneously. Consider existing conditions, number and processing space constrains, swing space as well as the challenges of working in an operating museum.

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)

Revised Response (3/14/25): Two spaces for contractor parking can be provided at MSC. One of those spaces can accommodate a moving truck.

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?

Revised Response (3/14/25): Yes, the contractor will be able to dictate the cadence as long as the start and completion dates presented in the schedule are maintained. The Candence shall consider restrictions. For example, available processing spaces and swing space at

AHB.

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, i.e.. 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-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-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.

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-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. Follow requirements for recycling as outlined in Specification Section 01000.

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-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-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-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-15 In reference to the 02_NMAH Plans-Work

Areas 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-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?

Basically 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?

Revised Response (3/13/25):The question is specifically asking about the existence of a shelving guide for the

Priced Option 1 Archival Move. The Archives Center does not have a shelving guide for the new location. Per

Specification Division 010000.4.1.4, the Archival move subcontractor shall assist SI in the development of that plan.

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 drawings) and one small map case

(20 drawers.)

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-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.

Revised Response (3/14/25): Web-based Project software is not required for this project. If the contractor chooses to use web-based project software, the contractor must allow access for SI COTR and project managers. Provide training to SI staff. Software will need to be approved by SI.

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-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-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?

Revised Response (3/14/25): See RFI 163 response.

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.

Revised Response (3/14/25): Rigging plans and calculations must be prepared and stamped by a licensed enginner but that enginneer is not required to be licensed in the jurisdiction where the work is ocurring. Refer to Specificaiton Division 2 (024400-1.6H).

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. ATTACHMENT

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-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-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.

Revised Response (3/14/25): Refer to RFI response 194.

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-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.

Revised Response (3/14/25): Contractor to indicate in their proposal which objects they believe 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. NMAH Collections Managers will review/approve all open load artifact shipping requests/recommendations. 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-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

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-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-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-193 Please provide AIA Document A-305 for bidders to include int their technical proposal.

Contractor can purchase from AIA.org

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.

Revised Response (3/14/25): The office spaces on the 4th floor will be fully occupied during the move and unavailable for use as swing space. Collections must be stabilized in place and relocated to one of the identified swing spaces for housing/packing. NMAH collections managers will inspect and approve all housing and packing of artifacts prior to transport. Once storage rooms are emptied, they 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-198 Who deinstalls, demos and/or disposes of exhibitry to create a path for larger artifacts to exit the galleries?

Revised Response (3/13/25): 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. Move contractor is not responsible for demolition. 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.

Revised Response (3/14/25): Refer to SI-RFI-198 Response. Contractor to 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. Contractor to indicate in their proposal what was their assumption for the oversized object that will require protection

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-200 For objects that are already packed into crates can shipping dimensions of each crate be provided?

Refer to RoomInventories_Bookmarked.pdf (2301)

SI-RFI-201 Gunboat Exhibit Room

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-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-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-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-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-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-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…