NMAH_Collections Move Bid RFIs_reponses_250314_revisedOnly.xlsx
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Smithsonian Institution
About this file
This file is a collection of Request for Information (RFI) responses for the National Museum of American History (NMAH) Collections Move Bid. The RFIs cover critical details about the collections move project, including scheduling adjustments, workspace availability, transportation requirements, and artifact handling protocols. Key revisions include extending the completion date for work in specific rooms to August 5, 2026, confirming parking and elevator reservation requirements, and establishing guidelines for artifact transportation, such as open load transit conditions and special handling for oversized items.
The RFI responses provide clarity on project-specific logistics, such as the contractor's ability to dictate packing and transport cadence, the need for NMAH Collections Managers to inspect and approve artifact packing, and specifications for rigging and artifact protection. Notable requirements include allowing contractor access to swing spaces, maintaining specific environmental conditions during transit, and following strict protocols for moving and storing collections at the Smithsonian Suitland Collections Center. The responses also address project management software, scheduling, and the expectation that contractors will provide detailed plans for artifact handling and transportation.
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Collections Move Bid RFIs
| SI RFI Tracking Number | Reference Note | QUESTION | FINAL RESPONSE |
| 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-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-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-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-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-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-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-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-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-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-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-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-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-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? | Revised Response (3/14/25): Rooms may be packed in any order within those dates. The following will not be available for deinstall/packing until May 3rd, 2027: Presidency, First Ladies, Price of Freedom, First Do no Harm exhibit (in the second floor) and Landmarks (third and second floor). Replace schedule in RFP and Divsion 010000 with ATTACHMENT NMAH Collections Move Schedule_R1_250314 | |
| 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? | Revised Response (3/14/25): Refer to Specification section 024400 3.6.B. Only 64 tall clocks will be unpacked. Packing material for those objects should be removed from SCC and disposed of/recycled. All other objects will remain in their newly fabricated housing. | |
| 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? | Revised response (3/13/25): Include in the multi-year funding only the base scope. Assume 3 months of work in FY25. Refer to updated multi-year documents. | |||
| 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? | Revised Response (3/14/25): These are the normal hours that area available to the contractor. Working outside these hours requires coordination per the DIV 01. The choice of how many hours to work per day is not being dictated by the SI. | |||
| SI-RFI-6 | Is there a schedule of special events available, beyond the list of work holidays previously shared? Is there an estimated number of days in which special events may affect the critical path deadlines? | Revised Response (3/14/25): Assume 2 special events per month. Normal special events hours are 6pm to midnight. Contractor can work prior to or following the special event. | ||
| SI-RFI-63 | • | Will the Smithsonian inspect and approve all packed artifacts before transport? | Revised Response (3/14/25): Yes, NMAH Collections Managers will inspect and approve all housing and packing of artifacts prior to transport. | |
| SI-RFI-64 | • | Will specialized rigging equipment be required for any oversized items beyond standard pallet jacks and lifts? | Revised Response (3/14/25): Refer to Rigging sections in Specification Section 024400. Riggers use many different methods to move large items, and some may suggest alternatives using specialized equipment. | |
| SI-RFI-8 | Can the contractor assume that relocating art works to other rooms on site and restaging those works on shelves is permissible to meet Critical Path deadlines? | Revised Response (3/14/25): If the contractor asking to move collections without packing to another space in order to empty a critical path room, then no, collections cannot be moved until they are in the process of being packed. CB069, CB033A/B and 2301 are the staging areas available at AHB, but objects should be packed or in the process of being packed before moving to these rooms. | ||
| SI-RFI-84 | Will the helicopter need to be reassembled? | No |
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