Amendment 1to RFPT11SOL10046.pdf

Smithsonian Institution Amendment #1 to F11SOL10046

Amendment #1

Request for Proposals F11SOL10046 Smithsonian-Wide Collections Storage Space Providers

The following amendments are hereby incorporated into F11SOL10046:

I. “Questions and Answers”, attached hereto and made a part hereof.

II. The following sentence shall replace Section C.3., Part 1: “It is desirable, not necessarily required, that Offerors’ proposed facilities be within fifty (50) miles of Smithsonian facilities in Washington, D.C. or New York, NY. Offeror shall be required to indicate how many miles the proposed facility resides from either Washington, D.C. or New York, NY.”

III. Part 1, G.1.A: The maximum number of single-sided pages for Tab 1(a) is 16, not

10.

IV. The second sentence of Part 1, F.2 shall be replaced as follows: “Proposals should offer SI an initial site visit to the proposed facilities sometime between February 15, 2012 and February 29, 2012.”

V. All other terms and conditions of F11SOL10046 remain unchanged.

QUESTIONS AND ANSWERS TO F11SOL10046

1. Pg. 5: Part I, B.2.

• Please define "fully-burdened" labor rate?

Answer

: The Fully-Burdened Labor Cost represents the actual cost of the labor per production hour, including hidden costs associated with each employee, such as paid time off, training, insurance, and use of equipment and space, etc.

2. Pg. 9: Part I, G.1 (a), iii. - Audited Financial Statements

• Would a “Certified Report of Current Working Capital” from Offeror’s bank suffice?

: It is desired, not necessarily required, that firms submit audited financial statements. A firm may provide non-audited statements or none and this factor will be taken into consideration with other factors contained in the financials. An explanation of why a Offerror has not submitted audited financial statements should be included in the proposal.

ATTACHMENT J.2 – SAMPLE CONTRACT

3. Pg. 23: Section 6, Standard of Care, 6.2 - Insurance - Professional Liability of $3M.

• Professional Liability coverage is normally called out for use in the building trades i.e.

architects, engineers, general contractors (builders). Is this specific coverage required in addition to $2M Gen Liab., and other coverage such as W.Comp, Employee Dishonesty (Theft)?

: Professional liability coverage will not be required in most cases.

ATTACHMENT J.3 – SPECIFICATIONS

4. Pg. 10: Section 4, APPLICABLE STANDARDS, #1-37.

• For the 14 individual National Fire Protection Agency (NFPA) standards alone, the cost to obtain is > $750. Is the Smithsonian going to make copies of all required standards available to prospective bidders?

In addition, many of the standards could potentially require review and analysis by 3rd parties (i.e. engineers, code consultants, etc.) to determine conformity. This could take longer than the time for response required in the RFP. Therefore, how are you seeking a vendor to:

: No, SI will not make any of the referenced codes available.

o Establish conformity in their response?

Answer: SI assumes that, to a large extent, a lessor of a facility has pre-existing knowledge of the building standards of the facility he/she may be offering for lease. Building standards will vary depending upon local jurisdictional codes and SI standards required for collections tiers. SI agrees that professional A/E services might be required, in certain cases, to document how the space complies with all the required codes and standards, including NFPA 909 to bring collections space into compliance where deficiencies exist. To the best extent possible, bidders should identify components which meet, exceed or are deficient to the standards provided.

How are you:

o Confirming that a vendor complies with same?

Answer: See response above. As for timing, there is a deadline for responses. Any request to extend the deadline should be submitted by e-mail to cranec@si.edu with an explanation why and a proposed new deadline.

Pg. 20: Section 4.9, Special Requirements - "Equilibration Chamber"

• Please define Temp (F) and RH (%) and any other parameters required for this staging area.

: Temperature and relative humidity will vary depending on the temperatures required in the particular tier and the collection requirements. For further information on variance, please see the link provided below:

https://www.imagepermanenceinstitute.org/resources/calculators

GENERAL

5. For all Tier classes if, during the term of the Master Lease, a vendor brings on line additional or new facilities with different storage rate cost structures, is there a mechanism for 'equitable adjustments' to the then current Master Lease rates provided under Matrix - especially if said facilities more ably met or even exceeded the Storage Specs or, any next closest ranked vendor from evaluation/award phase?

: Any space that a vendor desires to add to the Master Lease at a later date will need to first be examined and approved by SI. Once approved, it can be added to the Master Lease at the then existing rate or at a rate to be mutually agreed upon.

Attachment A, Security Risk Level Classifications and Associated Physical Security, to Exhibit C, Collection Storage Space Specifications, provides security standards for minimum and medium risk requirements, which apply to Tiers 1 through 5. Section 2 of Exhibit C, Operational Security for Storage Facility, provides separate security requirements. Please advise to which Tiers of storage these requirements apply.

Answer: Security requirements apply to all tiers of storage. Bidders should specify where they can and cannot meet requirements.

mailto:cranec@si.edu� https://www.imagepermanenceinstitute.org/resources/calculators�