Ship Model Visit Questions_FINAL_June 27_2013.docx

1. Should minor or superficial damage to ship model bases be repaired?

a. Yes; bases should be restored to exhibit-quality condition, in such a way that they will not detract from or contrast with the model’s overall appearance.

2. What are the dimensions of the West Building freight elevator?

a. The elevator is approximately 6' 8" x 9' 4" although a kickboard extends about 2" from the wall around the bottom of the elevator and is approximately 4" above the floor.

3. Should ship model bases be secured to their display tables?

a. No.

4. Should the vitrine (dust cover) be secured to the base?

a. No.

5. In interpreting the statement of work, should full-hull models that are not on pedestals be placed on pedestals in all circumstances?

a. Retaining the model’s original display condition is preferred; however, there may be circumstances where the Maritime Administration (MARAD) may want them placed on pedestals; therefore each model’s final repair plan will be determined in consultation with the MARAD historian.

6. Should cracked but still intact and attached paint on a model be removed and replaced?

a. The final repair plan for each model will be determined in consultation with the MARAD historian. In general, however, whenever possible MARAD prefers conservation of models over restoration.

7. Why does object #2012.007R.0001 (NS Savannah model) have a helipad?

a. The model is a concept design for the proposed conversion of Savannah to an oceanographic survey vessel.

8. What is the ship type of object #2012.009R.0001?

a. L6-S-A1.

9. Would the winning contractor be expected to remove all in house models covered under the scope of the project at one time?

a. No.

10. If a waterline model is on a pedestal, should that pedestal be removed and re-mounted directly to the base?

a. Retaining the original display condition of the model is preferred; however, there may be circumstances where MARAD wants them placed on pedestals, so each model’s final repair plan will be determined in consultation with the MARAD historian.

11. Is the rudder of the SS Savannah model present and intact?

a. No.

12. At the pre-bid conference, it was stated that this will be a firm fixed price (FFP) contract covering all three phases of the work to be performed. This is not clearly stated in the RFQ. Please confirm.

a. Bidders have the option of submitting either one price for all three phases or three separate prices for each phase, to equal one final price.

13. It was also stated that DOT/MARAD would be making progress payments against the contract. Can you identify the terms of these progress payments?

a. Progress payments may be made on a quarterly basis.

14. During the pre-bid meeting, we believe that it was stated that the selected contractor will be responsible for removing the models from their current locations within the DOT HQ building and moving them to the loading dock for transport, then returning them once conservation is complete. Please confirm.

a. Confirmed. The selected contractor must remove the models from the building for conservation or repair. DOT headquarters has a freight elevator that leads to an access hallway to leads to another freight elevator up to the loading dock.

15. Because the contractor will be held liable for damage to or loss of the models that may occur during transport and conservation. Has DOT established a value that can be used to define the limits of liability for each model so that the contractor can obtain appropriate insurance?

a. No. The contractor will be responsible for establishing value as part of obtaining insurance.

16. During the pre-bid meeting it was stated that it was DOT’s requirement that each model is to be returned to like-new condition. Conservation generally involves cleaning and repairing actual damage, but seeks to retain as much of the historical object as possible. Returning a model to “like new” condition could require actions that extend beyond simple conservation, such as replacing fragile but otherwise intact rigging or repainting faded or yellowed paint to match the original appearance of the model. Please clarify if this is actually the intent of this contract.

a. For clarification, MARAD requires the base piece and/or dust cover to be in exhibit-quality condition. For the models, whenever possible MARAD prefers conservation over restoration. A final conservation plan for each model will be determined in consultation with the MARAD historian.

17. During the pre-bid meeting it was also stated that existing bases and cases were to be returned to like-new condition. In instances where bases and cases had been scratched or otherwise marred due to normal wear and tear in an open office environment, the contractor would be required to refinish or replace the damaged material to bring it to like-new condition. Please confirm that this is the intent.

a. Bases should be restored to exhibit-quality condition, in such a way that they will not detract from or contrast with the model’s overall appearance.

18. There are several models that are in otherwise good condition that do not comply with the mounting requirements stated in the RFP. These include full hull models (for example, 2011.001R.0069) that are not currently mounted on pedestals, but are instead secured with the keel mounted directly against the base. It was stated during the pre-bid meeting that DOT required to the contractor re-mount these models to make the curve of the hull visible. This requirement might necessitate completely replacing the bases and cases that the models were originally installed in. Is this, in fact, DOT’s requirement?

a. No. The original display condition of the model should be preserved whenever possible. Also, refer to the answer for question number five above.

19. There were also several models that are installed on bases that do not meet the requirements in the RFP for dark wood or black plastic bases. These include models 2011.001R.005, which is installed on an aluminum base, and 2011.001R.0014 which is installed on a light wood base. Is it DOT’s intent that these bases be replaced or refinished to comply with the requirements stated in the RFQ?

a. No. If the base of a ship model does not meet the requirements of the RFP but is otherwise in good condition, it is not necessary to replace that base.

20. Several models exhibit deterioration of fittings due corrosion resulting from their lead or lead-bearing composition, a condition commonly referred to as “lead disease.” Simply cleaning and repainting these fittings may be an option in some cases, though there is no guarantee that the corrosion process will not continue once the model is returned to DOT. However, in most of these cases, it will be necessary to remove and replace these parts. In instances where lead disease is observed on one or more fittings on a ship, does DOT wish the contractor to remove and replace similar fittings that do not, at present, exhibit lead disease? Does this extend to other undamaged fittings on the ship that may contain lead?

a. It is not necessary to remove undamaged fittings, even if they contain lead, so long as the replacement fittings match well with the originals and the contractor believes that the undamaged fittings are stable. As previously stated, the original fabric of the models should be retained to the greatest extent possible.

21. Several models were missing parts (e.g., rudders), or had rigging that was so badly damaged as to make it impossible to perform repairs without reverting to plans for the original vessel. Can DOT provide access to plans for each of these vessels, or will it be necessary for the contractor to conduct outside research to determine if original plans exist and to obtain these plans if they do?

a. We have some plans in-house. For others, (perhaps half) the contractor should plan to conduct outside research to determine if plans are available.

22. Given the magnitude of the technical, the proposal and bid preparation we respectfully request at least a 30 day closing response extension.

a. Closing date has been extended to August 2, 2012.

23. In order to plan / budget the costs involved in the aspects of moving models in and out of the DOT building, will there be a limit as to how many models can be removed at any pre-approved time? For example, removing all eighteen models listed on Matt’s tour sheet ref. Models in Public Areas.

a. There is no limit; whatever number the contractor can handle at one time will be acceptable.

24. Will the contractor be able to prioritize and designate the models they wish to remove in their preferred order?

a. Yes.

25. What will be the expected payment schedule for the successful bidder, e.g., monthly, quarterly?

a. MARAD plans to enact a quarterly payment schedule.