DTMA91R1600043_Q As_09162016.pdf

U.S. Department of Transportation

1200 New Jersey Ave, S.E.

Washington, D.C. 20590

MARITIME

ADMINISTRATION

DTMA91R1600043 – MARAD Heritage Artifact Conservation Questions and Answers

(09/16/2016)

Question 1. Is the site visit on Tuesday, September 13 required as a pre‐requisite for submitting a proposal? Could we still submit a proposal without attending the site visit?

Answer ‐ Attending the site visit is not a pre‐requisite for submitting a proposal.

Question 2. Is the contractor that performed that surveyed the artifacts eligible to bid on this project?

Answer ‐ No one has been excluded from participating and all will be provided a fair opportunity with first considerations for WOSB’s as described in the RFP. We do not believe that the nature of the prior work provided any significant predispositions for the prior contractor.

Question 3. c.4.3.1: What artifacts are associated with victory ships for prioritizing the treatment in the proposal.

Answer ‐ There is a list of ship names in posting. If the word “Victory” is searched in the list, that should provide a good number. About 2/3 of the wooden name boards are from Victory ships and there is very likely something from every category that is from a Victory ship. Also, see attached spreadsheet.

Question 4. As an WOSB set aside, what documentation do you need? Is it automatically shown through SAM? I have an SBA certification letter, but not sure what you need.

Answer ‐ A firm’s WOSB eligibility will be confirmed via the steps at FAR 19.1503.

Question 5. Any chance at an extension?

Answer ‐ The response date will be extended to 3pm local time, Wednesday, September 21, 2016.

Question 6. What is MARAD's expectation regarding "a condition that is satisfactory for museum display" (see Performance Work Statement page 1 section C.2. Objectives). This is also paraphrased in

PWS page 2 section C.4 Tasks as "bring[ing] each object into public display condition." We understand that the provided survey should govern treatment approach; however, a clearer definition of the acceptable level of work, particularly for different classes of objects and/or specific materials, would be much appreciated to help define the parameters for all competing conservators. For example, does

MARAD expected for flaking overpaint on various artifacts to be simply consolidated, or fully removed and inpainted? As an another example, does MARAD expect tarnished metal to be polished, or for areas of corrosion to be spot removed? Should weathered and aged artifacts be revarnished or re‐lacquered for uniform appearance and protection, or should degraded areas generally be left "as is" where possible to reflect appropriate historic use and age? Alternatively, is MARAD leaving this "public display condition" up to the professional expertise of the conservators and risking different pricing levels in the submitted bids based on different levels of thoroughness in conservation treatments?

Answer ‐ The contractor will treat artifacts for their long‐term care and preservation. This generally means to clean, stabilize, and return an object to good condition. A thorough cleaning may be all that is necessary for display in a museum or other public venue. For objects that have been painted, paint shall be removed and objects shall be returned to their original condition. For example, all bells’ exteriors and interiors, to include the clappers (if they exist), shall be stabilized and returned to their original condition, as much as possible without stripping too much of its natural patina. However, some bells (and other objects) may require more aggressive treatment. In these cases, the contractor will discuss treatment options and recommendations prior to treatment.

Question 7. Can MARAD acknowledge that the condition assessment and treatment proposal process may require joint curatorial discussion about extent of treatment and resulting Change Orders to this contract and cost quote if the treatment direction or unforeseen conditions of individual artifacts greatly exceed the general parameters set and expected in the provided survey?

Answer ‐ During the performance of the resulting contract, the contractor shall submit a proposal for treatment of artifacts deemed outside of the scope of the contract, for consideration by the Government.

Question 8. Is it assumed that conservators should include provisions to return artifacts to MARAD in archival‐quality storage materials? Or are conservators simply responsible for returning the conserved artifacts to the MARAD facility and "plac[ing] them in their original locations" (per PWS section C.7.3. on page 4), where MARAD will be responsible for providing their own artifact storage or putting artifacts immediately on museum display?

Answer ‐ Treated artifacts will be returned to their original locations. If they were in an archival box, they will be placed in the same archival box, or returned in the same archival box.

Question 9. What days and hours are conservators able to access the Cheatham Annex and the artifacts referenced in this solicitation for transport and/or minor on‐site conservation work during the duration of the 24‐month period of performance? Is there any weekend access available?

Answer ‐ It is assumed that most conservation work will be performed off site because

MARAD does not have the infrastructure required for on‐site conservation. However, some minor work may be able to be completed on site. MARAD can make the warehouse accessible during the week (Monday‐Friday) with sufficient notice. The hours can be flexible, but for planning purposes, normal work hours would be 0730‐1500. Weekend access is not available.

Question 10. Are there any artifacts of particular value requiring a Fine Arts insurance rider, or is blanket coverage in excess of the combined estimated value of $1,182,865.47 stated in PWS section

C.8.2. on page 4 sufficient?

Answer ‐ Fine arts insurance is not required. Insurance coverage should be full coverage, all risk insurance, for loss or damage to the government property for the life of the contract, with no exclusions during the life of the contract. MARAD shall be identified as an additional insured.

Question 11. PWS section C.8.4 requires that "conservations must maintain a current membership to the American Institute for Conservation of Historic and Artistic Works (AIC) throughout the life of this contract." How does MARAD expect compliance with this requirement to be demonstrated for AIC

Associates or Professional Associates, as only AIC Fellows are provided with a certificate certifying their good standing within AIC? This requirement is very ambiguous, as anyone ‐ qualified conservator or otherwise ‐ who pays the annual AIC membership fee is considered an Associate member of AIC.

Answer ‐ Contractor can show their membership type (if a fellow, provide a certificate), if an associate member, provide proof of membership (annual membership dues, listing on their website, etc).

Question 12. Please clarify the proper invoicing procedure for MARAD regarding incremental progress on this project during the 24‐month duration. Is it reasonable for conservators to assume that monthly invoices for work performed may be submitted along with monthly progress reports?

Answer – Invoices may be included with the monthly progress reports. However, the invoice must be submitted directly to the payment center identified in the contract. It is not necessary to include the monthly progress report when submitting the invoice to the payment center.

Question 13. Is there a penalty for exceeding the page maximums stated on page 3 of the Combined

Synopsis?

Answer – There is no penalty, however, the Government may not consider any information contained in any pages that exceed page limitations.

Question 14. May two conservation companies jointly bid on this project, or must one be designed as the Prime Contractor and the second designated as a subcontractor?

Answer – Proposals may be submitted by joint ventures in accordance with FAR 52.212‐3

Offeror Representations and Certifications—Commercial Items.

Question 15. Are there any defined limitations on how much of this work may be subcontracted to outside companies or conservation personnel?

Answer – In accordance with FAR 52.219‐14 Limitations on Subcontracting, at least 50 percent of the cost of contract performance incurred for personnel shall be expended for employees of the prime contractor.

Question 16. PWS section C.8.3. requires that "the contractor and/or conservation professional(s) identified in its offer must possess a minimum of two years of professional curatorial experience at the same or similar level of scope and complexity as required by the PWS." Are there any requirements on the number of years or amount of experience by conservation professionals at/with the contractor that submits them as part of their key personnel for this project? For example, must contractors show that all key personnel submitted with their quote have a demonstrated history of working with the contractor's company in order to prevent the hiring or subcontracting of temporary personnel who do not actually have the experience the contractor is representing itself with based on past projects and references?

Answer ‐ The contractor shall ensure that all personnel who perform any portion of the conservation services required have the minimum experience required by the RFP.

Question 17. PWS section C.8.2. states the required value necessary to prove sufficient insurance, but the types of insurance required are not stated. Could you please confirm which of the following applicable insurance types are required in equal or excess value to the stated lot value of $1,182,865.47 in order to meet MARAD requirements?: Commercial General Liability; Fine Arts Insurance: Umbrella limit; Fine Arts Insurance: During transit; Fine Arts Insurance: Off‐site location; Professional Liability for

Conservators/Errors & Omissions for Conservators.

Answer ‐ See the answer to question 10.

Question 18. On page 2 of the Performance Work Statement, section C.4 Tasks, it states that the “goal of the conservation effort is to bring each object into public display condition.” Please define public display condition

Answer ‐ The contractor will treat artifacts for their long‐term care and preservation. This generally means to clean, stabilize, and return an object to good condition. It is possible that a thorough cleaning is all that is necessary for display in a museum or other public venue. For objects that have been painted, paint shall be removed and objects shall be returned to their original condition. For example, all bells’ exteriors and interiors, to include the clappers (if they exist), shall be stabilized and returned to their original condition, as much as possible without stripping too much of its natural patina. However, some bells (and other objects) may require more aggressive treatment. In these cases, the contractor will discuss treatment options and recommendations with the COR prior to application of any treatment.

Question 19. MARAD requires that the entire technical/professional proposal (including attachments) shall be no more than 20 pages. Please confirm if this includes CVs and prior examples of treatment and examination reports.

Answer ‐ This does not include CVs or prior examples of treatment and examination reports.

Question 20. Given badging requirements, what are the entry/exit procedures and processing times for contractors using larger cargo‐style trucks to transport objects to and from the base?

Answer ‐ The contractor would be sponsored in the RapidGate program, which allows contractors without a Common Access Card (CAC) access to secure participating government facilities. Please refer to the following webpage for details: http://www.rapidgate.com/faqs

Question 21. Can you provide us with the dimensions and weight for the artifacts? This will drive transportation costs. Which is the heaviest artifact or group of artifacts together on pallet?

Answer ‐ We don’t have weights and can’t provide anything more than the broadest estimates by object type. The heaviest artifacts by pallet are either the bells (large bronze or brass bells probably weigh 100 – 150 pounds each, and there are four per pallet), the large builders plates

(each of the 15 or so builders plates per pallet weigh 15 – 25 pounds), or the palletized wooden wheels (the tri‐walls contain 15 or so wheels, which weigh about 20 pounds each).

Question 22. Can you provide us with the linear feet/cubic feet of artifacts in the warehouse?

Answer ‐ The storage area at Cheatham Annex is approximately 60 feet long by 30 feet wide and 12 feet high, although it is probably a hair smaller in each direction.

Inside of the enclosure are 9 K‐racks, which ring the walls in the northern storage area. These shelving units are 120 inches high, 42 inches deep, and 108 inches long. All have a shelve at the highest possible height (essentially, a cap), on which are stored name boards. Below that is a middle shelf, of variable height, and below that is on‐the‐deck storage.

In the middle of the space are 5 wire racks that are each 48 inches high, 24 inches deep and 72 inches long. These racks are screwed together and bolted into the floor, effectively creating a single 360 inch unit of shelving. Each rack section has 2 – 4 shelves, which are of variable height; nothing is stored on the deck below them.

South of the northern storage area is a “scramble area” that is effectively the entryway to the enclosure; it is an approximately 135 inch by 305 inch open space that sits between the enclosure’s two roll top doors.

South of this area is the work area and southern storage area, which has two storage racks, approximately 96 inches high, 31 inches deep, and 101 inches long, and a wooden wheel rack, which holds 36 wheels.

Outside of the enclosure are 4 additional K‐racks, which are 144 inches high, 42 inches deep, and 108 inches long. Each has storage space on the deck and in three shelves above. Bells, Lyle guns, and extra‐long name boards are stored on these spaces.

Please see the attached for a diagram of the storage spaces.

Question 23. Will we need to fulfill the recommendations to be made to the facility, or are we only required to work with the artifacts?

Answer ‐ Only the artifacts.

Question 24. Is there a proprietary rust convertor we need to use, or can we choose our own brand?

Answer ‐ You may choose your own brand.

Question 25. Can you provide us with the dimensions of the facility storage area so we can make sure the artifacts are sent back in proper housing? Please provide linear footage and height for shelving.

Answer – See question 22 and floorplan attached.

Question 26. Are we required to take all of the artifacts at once? Can we take artifacts in different phases?

Answer: No, they may be removed in stages.

Question 27. Does MARAD have a standard form they would like us to utilize or are we encouraged to use our internal forms?

Answer ‐ Not sure what form you are referring to. If it is a condition summary/report, you may use your own.

Question 28. Are all artifacts are being prepped for exhibit vs. storage? Can you provide a list of those going back into storage?

Answer ‐ Everything is going back into storage.

Question 29. Can we submit the proposal in PDF format? Only Microsoft Word is mentioned?

Answer – Proposal documents shall be submitted in format(s) compatible with the Windows

7, MS Office Suite 2010 or Adobe Acrobat XI.

Question 30. Can we put the example reports as an appendix or do they count towards the 20‐page limit?

Answer ‐ The do not have to be included in the 20‐page limit.

Question 31. Do we need to replace the pallets that the artifacts are currently on?

Answer ‐ No.

Question 32. Do you require a database submittal?

Answer ‐ No.

Question 33. Is there a size limit for the truck that will be transporting the artifacts?

Answer ‐ No.

Question 34. No‐odor mineral spirits is recommended, are we allowed to use low‐odor mineral spirits?

Answer ‐ Yes.

Question 35. Are the artifacts ready for transport now, or do we need to package them?

Answer ‐ Some of the smaller items are already packed and ready for transport, however, the majority of the collection will need to be packed and/or secured.

Question 36. If we need to prep the artifacts for transport, will the facility have enough storage space for our packing material to be stored for this process?

Answer ‐ Yes.

Question 37. Will we be able to use the facility vacuum to prep the artifacts before transport or we will need to provide our own for initial transport?

Answer ‐ The warehouse does not have a proper vacuum for artifacts, so you will need to supply your own.

Question 38. Will we be able to use the facility fork lift/ pallet jack to move the artifacts on the transport or we will need to provide our own for initial transport?

Answer ‐ Yes, but MARAD warehouse personnel will have to operate the forklift for you.

Question 39. Why is the NAICS Code 711 ‐‐ Performing Arts, Spectator Sports, and Related

Industries/711510 ‐‐ Independent Artists, Writers, and Performers?

Answer – NAICS Code 711510 is for the industry of “Conservators (i.e., art, artifact restorers).”