DOIAFBO260092_-_Sources_Sought_-_Multi-Site_Museum_Exhibit_Case_1.pdf

Bureau of Indian Affairs Request for Information (RFI) and Sources Sought

Multi-Site Museum Exhibit Case Procurement, Delivery & Installation

DOIAFBO260092

THIS IS A SOURCES SOUGHT/REQUEST FOR INFORMATION (RFI) NOTICE ONLY.

I. Introduction This Request for Information (RFI) is issued by the Bureau of Indian Affairs (BIA) Museum Program to gather market research and vendor capability statements for the procurement, delivery, and installation of museum-quality exhibit cases and archival-grade cabinets across 11 multi-state locations. This is not a solicitation. The Government is seeking information only. Vendors are asked to provide company information, capabilities, past performance, technical approach, logistics plan, documentation processes, warranty information, comments on the draft SOW, and general questions or recommended improvements. Responses should be submitted via email to the identified Contracting Officer by the deadline specified. This is a Request for Information (RFI) and Sources Sought. This is not a solicitation for a contract award. This action is for market research purposes only and does not obligate the Government in any way. A solicitation may or may not result from this request. The Government will not reimburse respondents for any costs associated with information submitted in response to this request. If the Government decides to pursue a solicitation, portions of your responses to this RFI may be incorporated into the final solicitation. Respondents are discouraged from submitting any information deemed competition-sensitive or proprietary.

The Statement of Work (SOW) provided is in DRAFT status and not final and complete. However, it is for reference to ensure contractors understand the scope of the requirement. See the attached draft Statement of Work (SOW) for the general description, requirements, and specifications.

II. Background The BIA Museum Program is preparing for a collection expansion and bureau-wide upgrade of exhibit cases and archival cabinets across 18 facilities. The project includes procurement and installation of approximately 91 museum-quality cases and cabinets, removal/disposal of 49 legacy cases, and integration of custom pedestals and accessories. The goal is to meet modern conservation standards, ensure long-term protection of sensitive cultural materials, and maintain consistency across multiple facilities.

III. Purpose and Objectives The BIA is seeking information from ISBEE/IEE companies who can responsively addres the scope and anticipated requirements outlined within. This RFI/sources Sought is intended to inform the BIA about vendor interest, capabilities and experience in performing these services.

Draft Scope of Work Overview: Procure exact specified cases, cabinets, and accessories (manufacturer, model, finish, color, quantity); Meet DOI/BIA conservation standards: airtight gaskets, UV-filter glazing, inert/low-VOC materials, structural integrity; Provide logistics, freight, inside delivery, and staging at 11 multi-state locations; Assemble, install, protect surfaces, and remove/dispose legacy cases; Provide quality control, submittals, documentation, training, and photo reports; Minimum one-year warranty on installation and materials; Support curator-assisted installs at key sites and perform all work with a 1 year performance period.

IV. Information Requested

Please provide the following:

1. Company Information

• Name, address, point of contact, phone, email.

2. Capabilities & Experience

• Describe your firm’s capabilities relevant to museum-quality case procurement, delivery, and installation.

• Specify and describe your prior experience demonstrating ability to procure, deliver, and install custom museum exhibit cases or similar archival-grade units.

(Include Scope of Work, agency, contract number, total price for work completed for the Federal Government.)

3. Technical Approach

• Describe your approach to meeting the exact specifications (manufacturer, model, finish, color, quantity).

• Explain how you will ensure compliance with conservation standards (airtight gaskets, UV-filter glazing, inert materials, etc.).

• Describe your logistics plan for multi-site delivery, staging, and installation.

• Describe your plan for removal/disposal of legacy cases and site protection.

4. Quality Control & Documentation

• Describe your quality control process, submittals, and documentation (data sheets, warranty, manuals, training, photo reports).

• Do you have ability to provide digital submittals and minimum photo resolution

(300dpi, multiple angles).

5. Warranty & Schedule

• Confirm minimum one-year warranty and ability to meet installation deadlines (within 10 days of arrival).

• Describe your approach to curator-assisted installs and coordination with site POCs.

6. Price Structure

• Provide input on pricing structure, completeness, and realism. (Price will be evaluated on a Lowest-Priced Technically Acceptable basis.)

7. General Input

• Do you have any suggestions for improving the structure or requirements of any future solicitation (RFP)?

• Are there specific performance metrics or success indicators you would recommend the BIA use to evaluate the success of a project?

• Would your organization be interested in responding to a formal Request for Proposal (RFP)? If not, please explain why.

8. Responses to the following questions:

• Are there preventive conservation standards or specific acceptance tests that must be met and documented?

• What are your recommendations for site access, staging, and delivery logistics?

• How do you address defect-free acceptance, warranty response, and insurance requirements?

• What experience do you have with museum installation, references, and project sheets?

• How would you coordinate scheduling and approvals with the Museum Program and site POCs?

9. Questions & Comments

• Submit any questions or comments regarding the draft SOW, technical requirements, logistics, or evaluation factors.

• Address any concerns about missing information, site access, staging, defect-free acceptance, insurance, disposal, or scheduling.

V. Instructions for Respondents

• Responses shall be submitted via email to the BIA Contract Specialist, jodi.zachary@bia.gov.

• Respondents may submit questions for clarification. Questions shall be sent via email to jodi.zachary@bia.gov. The subject line should state “Museum Exhibit Case

• DOIAFBO260092”.

• Do not submit proprietary or competition-sensitive information. The information is requested for planning purposes only. Only material suitable for internal government distribution shall be submitted. Any restricted information should be marked accordingly.

The Government will protect all restricted information received from respondents, and distribution of any material will be based on a strict need-to-know basis. No classified material should be provided. Submittals identified as containing such material shall be destroyed and not considered further.

• It is emphasized that this RFI is for planning and information purposes only and is not to be construed as a commitment by the Government to enter into a contractual agreement, nor will the Government pay for information provided.

• As part of the Government’s market research process, the Government may hold further exchanges with none, some, or all respondents depending on the Government's needs.

Please be sure the RFI response contains the correct contact information for this potential communication.

• Responses are limited to 10 pages.

• Questions: You are encouraged to submit questions or comments regarding the requirement; however, please note that responses will not be provided. This section of your response aims to evaluate your understanding of the requirement and to enhance the draft SOW. Questions page limit is 2 pages and is not included in the 10-page response limit.

END

mailto:jodi.zachary@bia.gov mailto:jodi.zachary@bia.gov

No. UNIT Exhibt Case Name/ Type Product Number UV-Filter Deck Size Interior Clearnce Overall Dimensions Linen Color Powder Coat Quantity Website of case

1 Tonkawa Tribal Museum Gaylord Archival® Metro™ Tribeca Museum Case 24x24 ZZ-NCTP2424UV Yes 23 1/4W x 23 1/4"D 24"H 56H x 24W x 24"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Tribeca Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Metro™ Soho Square Leg Museum Case ZZ-NCTL306020UV-S 59 1/4W x 29 1/4"D 20" 52H x 60W x 30"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Soho Square Leg Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

2 Kayenta Boarding School

Gaylord Archival® Metro™ Gramercy Floor-Standing Wall Museum Case ZZ-NCGC4020UV Yes

49H x 39 7/8W x 18 1/2"D

72 3/4H x 41 1/4W x 21 1/2"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Gramercy Floor-Standing Wall Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

3 Dilcon Community School

AXS Case UV 84Hx 59 3/4W x 29 3/4D w/ 4Shelves and DesChambr 12778X Yes

84H x 59 3/4W x 29 3/4"D Black 1 Gaylord Custom - No webpage link

Full-Depth Museum Cabinet with Glass Doors ZZ-STD532G Yes 84H x 58W x 32"D Warm White 1

Full-Depth Museum Cabinet with Glass Doors | Cabinets | Natural History Preservation | Preservation | Gaylord Archival

Depth Standard Museum Cabinet ZZ-4BBD32 Size: 4" Drawer Height Warm White 5

Ball Bearing Drawer for Full-Depth Standard Museum Cabinet | Cabinets | Natural History Preservation | Preservation | Gaylord Archival

4 Flandreau Indian School Painted Pedestal 12H x 48W x 35"D 12779X 12 H x 48 W x 35" D Black 2 Gaylord Custom - No webpage link Custom pedestal 36x36x36 36 H x 36 W x 36" D Black 1 Display Pedestal | Art Display Pedestal | Pedestal Source AXS Case UV 84Hx 59 3/4W x 29 3/4D w/ 4Shelves and DesChambr 12778X Yes

84H x 59 3/4W x 29 3/4"D Black 4 Gaylord Custom - No webpage link

Gaylord Archival® AXS™ Showcase System 84x36x36 ZZ-AX843636B-UV Yes

77 3/4H x 34 5/8W x 34 5/8"D

84H x 35 3/4W x 35 3/4"D Black 1

Gaylord Archival® AXS™ Showcase System | Tower/Freestanding Cases | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Full-Depth Museum Cabinet with Glass Doors ZZ-STD532G Yes 84H x 58W x 32"D Warm White 3

Full-Depth Museum Cabinet with Glass Doors | Cabinets | Natural History Preservation | Preservation | Gaylord Archival

Depth Standard Museum Cabinet ZZ-4BBD32 Size: 4" Drawer Height Warm White 18

Ball Bearing Drawer for Full-Depth Standard Museum Cabinet | Cabinets | Natural History Preservation | Preservation | Gaylord Archival

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top ZZ-NCTAS2424UV Yes 81H x 24W x 24"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Metro™ Soho Square Leg Museum Case ZZ-NCTL306020UV-S 59 1/4W x 29 1/4"D 20" 52H x 60W x 30"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Soho Square Leg Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Extra-Large Locking 5-Drawer Horizontal Flat File ZZ-XLFF564L 2 3/4H x 60W x 47

22 1/4H x 64 3/4W x 49 3/8"D Warm White 1

Gaylord Archival® Extra-Large Locking 5-Drawer Horizontal Flat File | Flat Files | Storage & Handling Equipment | Gaylord Archival

2 3/4" Base for Gaylord Archival® Extra-Large Horizontal Flat Files ZZ-TB64

2 3/4H x 64 3/4W x 46 3/8"D Warm White 1

2 3/4" Base for Gaylord Archival® Extra-Large Horizontal Flat Files | Flat Files | Storage & Handling Equipment | Gaylord Archival

Large Stackable Vertical Art Storage Cabinet ZZ-VASB404840 Warm White 1 Large Stackable Vertical Art Storage Cabinet

5 Southern California Agency

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top ZZ-NCTAS2424UV Yes 81H x 24W x 24"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

6 Sherman Indian School

AXS Case UV 84Hx 59 3/4W x 29 3/4D w/ 4Shelves and DesChambr 12778X Yes

84H x 59 3/4W x 29 3/4"D Black 8 Gaylord Custom - No webpage link

AXS Case UV 84Hx 47 3/4W x 35 3/4D w/ 4Shelves and DesChambr 12777X Yes

84H x 47 3/4W x 35 3/4"D Black 2 Gaylord Custom - No webpage link

Gaylord Archival® AXS™ Showcase System 78x29x29 ZZ-AX843030B-UV Yes 77 3/4H x 28 5/8W77 3/4H x 28 5/8W x 28 5/8"D Black 1

Gaylord Archival® AXS™ Showcase System | Tower/Freestanding Cases | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top ZZ-NCTAS2424UV Yes 81H x 24W x 24"D

Ulster / Ulster 357 Black 2

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Metro™ Soho Square Leg Museum Case ZZ-NCTL306020UV-S 59 1/4W x 29 1/4"D 20" 52H x 60W x 30"D

Ulster / Ulster 357 Black 2

Gaylord Archival® Metro™ Soho Square Leg Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Full-Depth Museum Cabinet with Glass Doors ZZ-STD532G Yes 84H x 58W x 32"D Warm White 3

Full-Depth Museum Cabinet with Glass Doors | Cabinets | Natural History Preservation | Preservation | Gaylord Archival

Depth Standard Museum Cabinet ZZ-4BBD32 Size: 4" Drawer Height Warm White 18

Ball Bearing Drawer for Full-Depth Standard Museum Cabinet | Cabinets | Natural History Preservation | Preservation | Gaylord Archival

Gaylord Archival® Metro™ Tribeca Museum Case 30X30 ZZ-NCTP3030UV Yes 29 1/4W x 29 1/4"D 30"H 62H x 30W x 30"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Tribeca Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

7 Great Lakes Agency

AXS Case UV 84Hx 47 3/4W x 35 3/4D w/ 4Shelves and DesChambr 12777X Yes

84H x 47 3/4W x 35 3/4"D Black 1 Gaylord Custom - No webpage link

Gaylord Archival® Metro™ Uptown Floor-Standing Wall Museum Case ZZ-NCTU2236UV Yes

72H x 36W x 21.81"D Ulster/ Ulster 357 Black 1

Gaylord Archival® Metro™ Uptown Floor-Standing Wall Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top ZZ-NCTAS2424UV Yes 81H x 24W x 24"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Gaylord Archival® Delphi™ Triton Case ZZ-DT544228-UV 54H x 42W x 28"D Natural Maple

Off-White Linen 1 https://www.gaylord.com/Exhibit-%26-Display/Exhibit-%26-Display- Cases/Shop-Our-Exclusive-Cases-by-Line/Delphi/Gaylord- Archival%26%23174%3B-Delphi%26%23153%3B-Triton- Case/p/HYB09070

Red Cliff Tribal Administrative Building and Tribal Court

Gaylord Archival® Metro™ Gramercy Floor-Standing Wall Museum Case ZZ-NCGC4020UV Yes

49H x 39 7/8W x 18 1/2"D

72 3/4H x 41 1/4W x 21 1/2"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Gramercy Floor-Standing Wall Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

9 Blackfeet Dormitory

Gaylord Archival® Metro™ Uptown Floor-Standing Wall Museum Case ZZ-NCTU2236UV Yes

59 H x 34 3/4W x 18"D

72 H x 36W x 21.81"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Uptown Floor-Standing Wall Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

10 Rocky Mountain Regional Office

AXS Case UV 84Hx 59 3/4W x 29 3/4D w/ 4Shelves and DesChambr 12778X Yes

84H x 59 3/4W x 29 3/4"D Black 1 Gaylord Custom - No webpage link

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top ZZ-NCTAS2424UV Yes 81H x 24W x 24"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Astoria Museum Case with Clear Top | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

11 Rosebud Agency Gaylord Archival® Metro™ Tribeca Museum Case 24x24 ZZ-NCTP2424UV Yes 23 1/4W x 23 1/4"D 24"H 56H x 24W x 24"D

Ulster / Ulster 357 Black 1

Gaylord Archival® Metro™ Tribeca Museum Case | Metro | Shop Our Exclusive Cases by Line | Exhibit & Display Cases | Exhibit & Display | Gaylord Archival

Totals 91

DRAFT

Statement of Work (SOW) Project Title: Multi-Site Museum Exhibit Case Procurement, Delivery & Installation

1. Background and Objective The Bureau of Indian Affairs (BIA) Museum Program is upgrading exhibit cases across multiple facilities to properly house and exhibit collections in compliance with Department of the Interior (DOI) and BIA museum policy. DOI requires secure, environmentally appropriate storage and exhibit spaces, including microclimates and preventive conservation measures, to reduce deterioration and prolong object life.

1.1 Objective

The Contractor shall purchase, receive, assemble, and install museum-quality exhibit cases and archival-grade museum cabinets; remove and dispose of specified legacy display cases (or relocate onsite as directed); and provide training, documentation, and warranties to support long-term preservation and safe exhibition of collections.

2. Scope of Work The Contractor shall furnish all labor, materials, equipment, tools, supervision, and services necessary to:

• Procure all museum-quality exhibit cases listed in Attachment A (no substitutions without written approval from the Staff Curator).

• Receive, stage, assemble, and install new archival-grade museum cabinets and exhibit cases.

• Remove and dispose of legacy display cases off-site or relocate onsite as directed.

• Provide training, maintenance manuals, and documentation required for safe operation.

3. Procurement of Museum-Quality Exhibit Cases

3.1 Requirement to Purchase Specific Cases

The Contractor must purchase all 91 exhibit cases specified in Attachment A: Exhibit Case Inventory & Cost Table, matching exact manufacturer, model/product numbers, dimensions, finishes/linen colors, powder-coat colors, and quantities shown in the inventory. No substitutions are permitted unless the BIA Staff Curator (Primary POC) provides prior written approval.

3.2 Approved Products and Non-Substitution

Approved products are the exact items listed in Attachment A (e.g., Gaylord Archival® Metro Astoria, Tribeca, Uptown, Plaza, Gramercy; AXS™ Showcase Systems; Full-Depth and Mid-Depth

Museum Cabinets; ball-bearing drawers; pedestals; custom AXS/12777X and 12778X configurations).

No substitutions (brand, model, finish, color, glass/glazing, gasket, interior linen) are allowed without written approval from the Staff Curator. Proposed alternates must meet or exceed all technical specifications and preservation requirements in Section 4 and provide manufacturer technical data for review.

3.3 Technical and Conservation Standards

All cases must conform to DOI/BIA preventive conservation expectations and the SOW’s archival performance requirements, including stable/inert materials, airtight gaskets, UV-filter glazing, low-VOC coatings, and uniform structural integrity.

3.4 Logistics, Freight, and Inside Delivery

FOB Destination to each site listed under Section 10 (Place of Performance); Contractor shall manage vendor coordination, freight, crating, insurance, and inside delivery to the designated staging/installation areas.

Contractor must coordinate staging space needs in advance; equipment cannot be stored outside or in uncontrolled environments. Hallways must remain unobstructed. If cases arrive late or in split shipments, Contractor shall plan additional mobilizations to complete work without additional cost to the Government unless authorized.

Lift-gate, pallet jack, dollies, and protective floor/wall coverings must be provided as needed.

3.5 Receiving, Inspection, and Damage Resolution

Contractor shall inspect all shipments upon receipt, documenting any shipping damage (photographs), and shall handle carrier claims and expedite replacements to meet schedule.

Cases must arrive defect-free, and any deficiencies must be acknowledged within two business days and corrected within an agreed timeline.

3.6 Documentation and Warranties

• Provide purchase orders, order acknowledgments, packing slips, serial numbers, and manufacturer warranties for each item.

• Submit product data sheets and manuals; include maintenance guidance for each case type.

• Consolidate a Procurement Closeout Package per Section 5 (Deliverables).

3.7 Contingency and Availability

If any listed item becomes unavailable, the Contractor must immediately notify the Staff Curator with documented evidence and propose (a) the earliest restock date; or (b) a single equivalent item meeting all technical and aesthetic requirements, for written approval prior to ordering.

Price protection and schedule impact must be identified; substitutions are not authorized without written approval.

4. Performance Requirements

4.1 Removal and Relocation of Legacy Cases

Remove legacy cases, dispose off-site, or relocate onsite as needed per direction from Museum staff. A total of 49 cases will need to be removed and/ or relocated.

No. State Building Name No. of Cases

Remove or Relocate

1 California Sherman Indian School Museum 21 Remove 2 California Southern California Agency 1 Remove 3 Oklahoma Tonkawa Tribal Museum 2 Relocate 4 South Dakota Flandreau Indian School Museum 17 Remove and/ or Relocate 5 Wisconsin Red Cliff Band of Lake Superior Chippewa 1 Remove 6 Wisconsin Great Lakes Agency 3 Remove 7 South Dakota Rosebud Agency 0 N/A 8 Arizona Kayenta Boarding School 1 Remove 9 Arizona Dilcon Community School 1 Remove 10 Montana Blackfeet Dormitory 1 Remove 11 Montana Rocky Mountain Regional Office 3 Remove

4.2 Delivery, Staging, and Installation

Meet deliveries, transport equipment, protect surfaces, assemble cases, and remove all waste off-site. Installation must be level, secure, and free of defects. Coordinate staging spaces and ensure indoor, secure storage. Plan for additional mobilizations if shipments are staggered.

4.3 Quality Control, Inspection, and Technical Specifications Upon installation, inspect cases and cabinets; notify Museum Curator or on-site POC if they do not meet standards (UV filter, low-VOC, airtight gaskets, inert materials). Acknowledge service issues within two business days and resolve them by agreed timeline.

4.4 Submittals

Provide product data sheets and manuals for all items installed.

4.5 Museum Object Handling

Assist only under direct supervision of BIA Staff Curator or designated museum staff.

4.6 Communication & Coordination

Coordinate schedules with each location in advance of delivery to confirm building access;

follow daily check-in/check-out protocols.

Contractor must coordinate with Staff Curator on the following installations as the Staff Curator will need to be on-site to assist with museum object deinstall and install.

1. Sherman Indian School Museum

2. Flandreau Indian School Museum

3. Dilcon Community School

4.7 Safety Requirements

Follow OSHA standards; protect floors/walls; use proper PPE; bring appropriate equipment to move exhibit cases and cabinets safely.

4.8 Training

Provide onsite training at each location for museum-designated staff, including correct operation of each case type (safe opening/closing, maintenance). Training shall be provided upon final installation at each site, for BIA receipt and acceptance.

5. Deliverables

• Procurement Closeout Package: purchase orders, packing slips, serial numbers, warranty certificates, and manufacturer technical data sheets for all items in Attachment A.

• Installation Completion Report and photo documentation of completed installations.

• Inventory list of all delivered units, reconciled to Attachment A.

6. Schedule and Milestones

• Kickoff: within 5 days of award.

• Installation: within 10 days of each shipment arriving onsite.

• Coordination with Museum Staff: if Curator travel is needed, notify at least 3 weeks before scheduled installation date.

7. Acceptance Criteria Work is accepted when:

• All items procured match Attachment A (brand, model/product number, finish/linen, powder-coat, dimensions, quantity) and are delivered in new, defect-free condition.

• Cases/cabinets are fully installed, functional, level, clean, and free of damage.

• All deliverables in Section 5 are submitted and approved.

8. Administrative Requirements Contractor must demonstrate experience with museum installations; follow access and safety rules; and provide all required equipment.

9. Warranty Minimum 1-year warranty on installation workmanship and materials.

T

10. Place of Performance

No. State Building Name Address 1 California Sherman Indian School Museum 9010 Magnolia Avenue, Riverside, CA

92503 2 California Southern California Agency 1451 Research Park Drive, Suite 100, Riverside, CA 92507 3 Oklahoma Tonkawa Tribal Museum 10951 Allen Drive, Tonkawa, OK 74653 4 South Dakota Flandreau Indian School Museum 1132 North Crescent, Flandreau, SD

57028 5 Wisconsin Red Cliff Band of Lake Superior

Chippewa 88385 Pike Road, Bayfield, WI 54814

6 Wisconsin Great Lakes Agency 916 Lakeshore Dr., West Ashland, WI 54806

7 South Dakota Rosebud Agency 1004 Omaha St., Mission, SD 57555 8 Arizona Kayenta Boarding School 1000 Main Street, Kayenta, AZ 86033 9 Arizona Dilcon Community School 40 miles North of Winslow Arizona off

AZ SR87 and NR60, Winslow, AZ 86047 10 Montana Blackfeet Dormitory 1 Dormitory Road, Browning, MT 59417 11 Montana Rocky Mountain Regional Office 2021 4th Ave N, Billings, MT 59101

Questions/Comments/Notes re: SOW review:

• The excel ListExhibitCaseNeedsIALocations will be provided to vendors (minus pricing)

– Some blocks are missing information. Is it assumed that it doesn’t apply for that item?

ο That is correct. If the cell is empty, it means that there are no specs available for that item. I can enter N/A in the empty cells so that is made clear, just let me know.

• Does BIA have any preventive conservation standards or specific acceptance tests that must be met and documented? If so, please provide the standard references or required metrics so vendors can align submittals.

o 1. Conservation & Microclimate Air Exchange: High‑quality exhibit cases must minimize air leakage to protect environmental stability. Ideal performance is 1 air exchange per 72 hours, with standard cases allowing only 10–25% air exchange per day.

Seals: Use silicone compression gaskets or brush seals to keep the chamber airtight.

Materials: All woods, sealants, adhesives, and internal materials (fabrics, the deck, any deck padding or wrapping) must be chemically inert and tested to ensure they do not off-gas volatile acidic vapors. It also includes the base, typically made from formaldehyde-free MDF or powder-coated metal.

Silica gel compartment: A silica gel compartment is built into the case to hold silica gel for humidity control. Cases with silica gel compartments should also have seals/gaskets to minimize air exchange and maintain humidity.

o 2. Security & Hardware Locks: Exhibit cases should have concealed, heavy-duty, or multi‑point locks to prevent tampering. High‑value objects may require tamper‑resistant hardware.

Glazing: Glass must meet safety standards such as BS EN 12600 or BS EN 12150 (toughened/laminated safety glazing).

o 3. Lighting Lighting: Case lighting must minimize heat and UV exposure while maintaining good visibility; heat sources should be isolated from the display chamber.

• BIA is staying away from lighted cases.

o Resources o https://www.conservation-wiki.com/w/images/2/2e/NPS_Exhibit_Guidelines_Figure_06.pdf o Category:Standards & Guidelines - MediaWiki

• Locations - Ground Floor? Are loading docks available? Dock height? Freight elevator dimensions? Are liftgate deliveries required at any locations without docks?

https://www.conservation-wiki.com/w/images/2/2e/NPS_Exhibit_Guidelines_Figure_06.pdf https://www.conservation-wiki.com/w/images/2/2e/NPS_Exhibit_Guidelines_Figure_06.pdf https://www.conservation-wiki.com/wiki/Category:Standards_%26_Guidelines

Location Floor Door-type Freight elevator Dock Lift-gate Needed

Tonkawa Tribal Museum

1 Double door No No Yes, to get case out of truck

Kayenta Boarding School

1 Single door No No Yes, to get case out of truck

Dilcon Community School

1 Single door No No Yes, to get case out of truck

Flandreau Indian School

1 Double door No No Yes, to get case out of truck

Southern California Agency

1 Single door No No Yes, to get case out of truck

Sherman Indian School

1 Single door No No Yes, to get case out of truck

Great Lakes Agency

1 Single door No No Yes, to get case out of truck

Red Cliff Tribal Admin and Courts

1 Double door, middle brace

No No Yes, to get case out of truck

Blackfeet Dormitory

1 Double door No No Yes, to get case out of truck

Rocky Mountain Regional Office

3 and 4 Single door No -regular elevator, Facilities person indicated items will fit in elevator.

There is the possibility of one old case on the 4th floor will not fit in the elevator and will need to carry case down the stairs.

No Yes, to get case out of truck

Rosebud Agency 1 Single door No No Yes, to get case out of truck

• Do the contractor work with each site POC to secure indoor staging space and for how long should this be coordinated before delivery is expected? Has each location already identified a staging area?

o Yes, the contractor will need to work with the POC at each site. The only sites that might need to worry about this is Flandreau Indian School, Sherman Indian School, and Great Lakes Agency; each site

• If manufacturers ship in waves, the SOW says additional mobilizations must be planned “without additional cost unless authorized.” Do you expect remobilzations costs be made via a contract modification?

o There might be some back-order items. For custom Gaylord cases, we have learned that these arrive later than the items already preassembled in their warehouse ready to ship.

o Not sure if a contract modification is needed.

• What’s the threshold for “defect‑free” acceptance at receipt? Are you talking about cosmetic blemishes vs. functional defects? and what replacement lead‑time expectations apply? “to meet schedule”?

o Cosmetic blemishes should not take away for the visual appearance/ aesthetic of the case.

o Functional defects should be reported and replaced. I believe Gaylord has a warranty on functional defects. For example, if the case does not properly seal, this would need to be addressed.

o If case can be replaced within a one month timeframe that would be great, but here is no particular lead time expectation, we prefer to have a case that doesn’t have defects.

• Are the old cases anchored to floors/walls? Is so, patching/repair is not to be required after removal.

o Old cases are not anchored to the floors or walls.

• Re: the removal of cases – any restrictions for disposal or can contractors salvage or recycle materials, and are there restrictions on resale? Any hazardous materials (lead paint) to anticipate?

o There are no restrictions. There also should not be any hazardous materials.

• Contractors responsibility to be aware of any local disposal permits or specific waste handling requirements (metal/glass/wood separation) mandated at any location o Yes, it’s the contractor's responsibility.

• Are all cases freestanding, or will anchoring to floors/walls be required? If required, are there seismic standards and site‑approved anchor types?

o All cases are freestanding. There might be some seismic concerns for cases in California but the current cases at these locations are not anchored.

o I did not think of using anchors for the California cases but like the idea. If the straps or anchors are not visually intrusive, it would be great to anchor the cases.

• Will work only be performed M-F, 8-5p or are after‑hours/weekend installations permitted if needed?

o Only M-F, 8am-5pm

• Are contractors required to carry a specific insurance for working near/with collections?

o I believe in the SOW we requested that the company demonstrate similar types of work, and if possible, for them to have experience working in museums around museum collections. If they break or damage an object, can they be held accountable for repair costs? This is a good question.

• Are there floor protection standards and wall protection requirements? Any restrictions on powered equipment indoors?

o Contractor will need to communicate with on-site POC about these requirements.

• Submittals format? digital only? Or hardcopy?

o Digital format

• Photo resolution/angles requirements for the Installation Completion Report?

o Minimum photo resolution is 300dpi. Please include multiple angle photographs.

Provide an overview photo, showing the case inside the larger room/ space.

• Vendors can propose their own route for install locations? Are there any blackout dates for the locations or schools?

o Contractor should work with on-site POC to determine if there are any blackout dates.

• Re: 3 week notice to curator, What happens if manufacturer slips ship dates inside the

3‑week window and schedule has to be pushed back? Contractor will update the Curator and installation schedule will lapse.

o There are many museum objects in the locations identified as needing to provide curator 3-weeks’ notice. On-site POC might be able to deinstall all the museum objects from the old cases themselves. However, if they need assistance, this is why we are requesting that the contractor have some experience in moving collections in case the on-site POC needs assistance with deinstalling objects. See 4.5 in SOW.

This is not ideal but if I can’t travel on a whim’s notice then at least the POC will have some assistance.

• The 1‑year warranty covers “installation workmanship and materials.” Since the manufacturer warranties separate, and who is first‑call for service? What response time and on‑site repair expectations apply? Include travel Costs?

ο I would assume the first call would be the contractor to work with the company they purchased the case from, in this instance this would be Gaylord, but I might be incorrect on this assumption.

• Is there specific evidence of museum installation experience you’d like to see references, photos, project sheets?

o If they can demonstrate in their company resume working on similar projects that would be great.

• Will scheduling and approvals flow through curator or through site‑specific POCs?

o If the company can keep the Museum Program in the loop that would be great, but they can work with on-site POC.

o For Sherman Indian School Museum, Flandreau Indian School Museum, and Dilcon Community School, however, Curator would need to be informed of scheduling.

• Can multiple locations be worked simultaneously or only 1 at a time?

o I don’t see a problem with this outside Sherman Indian School Museum, Flandreau

Indian School Museum, and Dilcon Community School.

CS comments on SOW 6.1.26