Collection IDIQ Specs .pdf

ATTACHMENT J.3

COLLECTION STORAGE SPACE SPECIFICATIONS

Table of Contents

1. Introduction

1.1 Scope

1.2 Subcontracting, Joint Ventures, and Partnerships

1.3 Tiers of Service

2. Operational Security for Storage Facility

2.1 Background Security Checks for Contract Service Personnel

2.2 Security Staffing

2.3 Physical Security and Safety for Existing Storage Facilities

3. Liquidated Damages

4. Applicable Standards

4.1 Collections Storage Facility Requirements

4.2 General Requirements

4.3 Design Requirements

4.4 Fire Compartmentation Requirements

4.5 Fire Suppression and Detection Requirements

4.6 Environmental Control Requirements

4.7 Integrated Pest Management Program

4.8 Storage Equipment

4.9 Special Requirements for Tiers 1, 2, 3, 5 and 6 Services

4.10 Special Requirements for Tier 7 Services

4.11 Facility Inspections

5. Pickup, Retrieval, Delivery and Handling of Collections

6. Final Disposition of Collections

7. Tracking of Collections

8. Contract Management and Reporting

8.1 Problem Identification, Tracking and Resolution

8.2 Management Reports

8.3 Storage Management Reports

8.4 Billing Reports

9. Responsibility for Injuries or Damage

Attachment “A”: Security Risk Level Classifications and Associated Physical Security

ATTACHMENT J.2

COLLECTION STORAGE SPACE SPECIFICATIONS

1. INTRODUCTION

1.1 Scope. The following specifications (“Specifications”) apply to off-site collections storage space and associated services contracted by the Smithsonian (“SI”). Any Collection Storage Space Service Provider (“CSSS Provider”) to whom SI may issue a Work Order or other contract for services is required to meet the requirements of these Specifications. The Office of Real Estate shall administer contracts for CSSS Providers under the Office of Contracting.

1.1.1 Definition of the Term “Collections Storage.” SI defines the term “collections storage” very broadly as “an area, owned or leased, enclosed or outdoors, the primary purpose of which is to permanently protect and preserve, through managed environmental and security controls, collections owned by or in the custody of the Smithsonian Institution in furtherance of its mission;

and may include adjacent areas that provide managed environmental and security controls suitable to accommodate temporary use of collections. This use may include but is not limited to registration, processing, conservation, study, photography, preparation and packing, and movement.”

1.1.2 Definition of the Term “Collections.” SI defines the term “Collections” to include “objects, natural specimens, artifacts, and other items that are acquired, preserved, and maintained for public exhibition, education and study. Collections also provide content for Smithsonian ventures such as publishing, licensing, and media projects. Smithsonian collections represent a diverse range of materials and disciplines, including works of art, historical artifacts, natural and physical science specimens, living animals and plants, images, archives, libraries, audio and visual media, and their associated information.” (SI Directive 600.) For purposes herein, the term “Collections” may also include records storage, consisting of archival documents as well as general records (confidential or non-confidential), and related collection items, such as exhibit crates.

1.1.3 Volume Requirements. As is common with requirements contracts, SI is not able to definitely state the quantity of collection storage services that it shall purchase during a given period. An SI survey and current records show that SI has over 137.2 million objects and specimens within its inventory and 1.8 million library volumes and materials. It is expected that multiple SI units shall require collections storage under the Open Term Contract, but the timetable for or amount of those procurements has not been established.

SI may issue Work Orders for services in multiple Classes, based on its needs.

1.2 Subcontracting, Joint Ventures, and Partnerships. For a given Class of service, a Contractor may subcontract portions of the work, create a joint venture, or form a partnership with a third party. The Contractor shall identify any subcontractors or business partners who shall work on this project and their specific responsibilities and qualifications. All subcontractor arrangements, joint ventures, and partnerships are subject to written approval by SI. In no case shall the storage of collections be subcontracted, except in the case of an emergency, such as when the Contractor’s storage facility temporarily fails to meet the storage facility requirements listed in this specification, and only with SI’s prior written consent.

1.3 Tiers of Service. There are up to several different Classes of Services, and seven Tiers of requirements that CSSS Providers fall into (see Tier Matrix, below). The Tiers provide for off-site collections storage and associated services, in different environments, as defined below. The seventh tier (Classes 7A-C) provides for management staff services for collections and records handling under different working conditions and project scale.

Tier Matrix

Collection Storage Staff Services

Tier 1 Tier 2 Tier 3 Tier 4 Tier 5 Tier 6 Tier 7

Climate-controlled Limited Climate – controlled

Heated Only Non-climate controlled (including secured outside storage)

Cool and Cold Storage

Cold Storage

– No Humidity Control

Transport and personnel

(Relative Humidity and Temperature Controls Required – typically 70° F (±5°) and 50% RH (± 5%) ;

(Book collections – typically 65° F (±2°) and 55% RH (± 3%)

(Temperature Controls Only Required – typically 70° F (± 5°)

(No temperature controls or relative humidity required)

(Max. 45°-55°F

(±2°)/35% RH,

±5%)

Max. 20°- 30°F, ±2°/35% RH, ±5%);

(-20°F. to

- 32°F.)

Personnel services include:

1. Packaging

2. Crating

3. Cataloging

Class 1A: Economy retrieval of collections required.

1A-i: Minimum risk security standards.

1A-ii: Medium risk security standards.

Class 2A: Economy retrieval of collections required.

2A-i: Minimum risk security standards.

2A-ii: Medium risk

Class 3A:

Economy retrieval of collections required.

3A-i: Minimum risk security standards.

3A-ii: Medium risk security standards.

Class 4A: Economy retrieval of collections required.

4A-i: Minimum risk security standards.

4A-ii: Medium risk

Class 5A: Cold Conditions - Max.

45°-55°F/35% RH.

Economy or Standard retrieval NOT required.

5A-i: Minimum risk security standards.

5A-ii: Medium risk

Class 6A: Cold Conditions - Max.

-20°to -32°F/.

Economy or Standard retrieval NOT required.

6A-i: Minimum risk security standards.

6A-ii: Medium

Class 7A: Small projects (projects requiring fewer than 5 persons for less than 10 business days).

Class 1B: Standard retrieval of records required.

1B-i: Minimum risk security standards.

1B-ii: Medium risk

Class 2B: Standard retrieval of records required.

2B-i: Minimum risk security standards.

2B-ii: Medium risk

Class 3B:

Standard retrieval of records required.

3B-i:

Minimum risk security standards.

3B-ii: Medium

Class 4B: Standard retrieval of records required.

4B-i: Minimum risk security standards.

4B-ii: Medium risk

Class 5B: Cold Conditions - Max.

20°- 30°F, 35% RH:

Economy or standard retrieval NOT required.

5B-i: Minimum risk security standards.

5B-ii: Medium risk

Class 7B: large projects (projects requiring more than 5 persons or for more than 10 business days).

Class 7C: projects of any size with special handling requirements (e.g., confidential records).

1.3.1 All Tiers of storage may encompass the storage of collections, archives and/or artifacts (physical objects) that are considered SI collections. Examples of artifacts include geological core and soil samples, biological specimens, statues and other large collection items, decorative arts objects (such as furniture), signs and architectural models. These items may be packed in a variety of containers; in some cases, collections and/or artifacts may be sent to storage without being placed in a container.

1.3.2 Economy retrieval of records and/or collections shall mean delivery by the third business day, Mondays through Fridays, during normal business hours (9 am to 5 pm), excluding Federal holidays.

1.3.3 Standard retrieval of records and/or collections shall mean delivery by next day, Mondays through Fridays, during normal business hours (9 am to 5 pm), excluding Federal holidays.

Tier 1: The two Classes labeled “Tier 1” consist of Collections, including archival records, in environmentally controlled conditions and associated services. Typically, these items require stringent temperature and humidity controls: 70° F (± 5°); 50% RH (± 5%), and for book collections, 65° F (± 2°); 55% RH (± 3%), but may vary depending on collection type. Associated services may include pick-up of collections and/or archival records from and delivery to SI locations, computer tracking of collections in storage, and re-shelving of collections. It is expected that Class 1 storage will be used principally for collections that require permanent preservation, including high value paper records, collections and artifacts.

Class 1A: In this Class, economy retrieval of collections and/or archival records is required.

Class 1B: In this Class, standard retrieval of collections and/or archival records is required.

For all Classes under Tier 1, two levels of security standards are required (Minimum and Medium). See Exhibit “A” for definitions. Tier 2: The two Classes labeled “Tier 2” consist of warehouse (limited climate-controlled/HVAC only) storage of collections and/or archival records and associated services, such as pick-up of collections and/or archival records from SI locations, retrieval and delivery upon request by authorized persons, computer tracking of collections/records in storage or circulation, re-shelving of collections/records returned to storage, and certified document destruction. “Tier 2” items may also consist of Collection-related items, such as exhibit cases, general storage articles and records. Class 2A: In this Class, economy retrieval of collections and/or archival records is required.

Class 2B: In this Class, standard retrieval of collections and/or archival records is required.

For all Classes under Tier 2, two levels of security standards are required (Minimum and Medium). See Exhibit “A” for definitions.

Tier 3: The two Classes labeled “Tier 3” consist of warehouse (heated only) storage of collections and/or records and associated services, such as pickup of collections and/or archival records from SI locations, retrieval and delivery upon request by authorized persons, computer tracking of collections/records in storage or circulation, re-shelving of collections/records returned to storage, and certified document destruction. “Tier 3” items may also consist of Collection-related items, such as exhibit cases, general storage articles and records.

Class 3A: In this Class, economy retrieval of collections and/or archival records is required.

Class 3B: In this Class, standard retrieval of collections and/or archival records is required.

For all Classes under Tier 3, two levels of security standards are required (Minimum and Medium). See Exhibit “A” for definitions.

Tier 4: The two Classes labeled “Tier 4” consist of warehouse (non-climate controlled) storage of collections, related items and associated services, such as pickup of collections from SI locations, retrieval and delivery upon request by authorized persons, computer tracking of collections in storage or circulation, and re-shelving of collections returned to storage. Items may also include collections suitable for secured outside storage.

Class 4A: In this Class, economy retrieval of collections and/or archival records is required.

Class 4B: In this Class, standard retrieval of collections and/or archival records is required.

For all Classes under Tier 4, two levels of security standards are required (Minimum and Medium). See Exhibit “A” for definitions.

Tier 5: The two Classes labeled “Class 5” consist of storage of collections in cold and sub-freezing conditions and associated services, including pickup of collections from and delivery to SI locations, computer tracking of collections in storage, and reshelving of collections returned to storage. It is expected that Tier 5 storage will be used principally for long-term preservation of photographic films, prints and plates (including acetate-base films). Because of the need for lengthy acclimatizations, standard or economy retrieval of collections may not possible and therefore is not required.

SI also has nitrate-base films within its Collections. Bidders should specify if it is able to provide storage and related services for this type of Collection, which is optional.

Class 5A: This Class covers collections stored under “cold conditions,” defined as temperatures not to exceed 45-55° F (±2°) and 35% RH (±5%).

Class 5B: This Class covers collections stored under “cold” conditions, defined as temperatures not to exceed 20-30° F (±2°) and 35% RH (±5%).

For all Classes under Tier 5, two levels of security standards are required (Minimum and Medium). See Exhibit “A” for definitions.

Tier 6: The one Class Labeled “Tier 6 – Class 6A” consists of storage of collections in sub-freezing conditions (-20°F to -32°F, no humidity control) and associated services, including pickup of collections from and delivery to SI locations, computer tracking of collections in storage and reshelving of collections returned to storage. It is expected that Tier 6 storage will be used principally for cryogenically frozen specimens or photographic negatives. Because of the need for lengthy acclimatizations, economy or standard retrieval of collections are not possible and therefore not required.

For the Class under Tier 6, two levels of security standards are required (Minimum and Medium). See Exhibit “A” for definitions.

Tier 7: The three Classes Labeled “Tier 7” consist of staff services to perform transportation functions and specialized storage-related tasks, such as handling, boxing or crating collections and/or archival records.

Class 7A: Small projects (projects requiring fewer than five persons for less than 10 business days).

Class 7B: Large projects (projects requiring more than five persons or for more than 10 business days).

Class 7C: Projects of any size with special handling requirements (e.g., contaminated and/or highly confidential records). The types of contamination will vary, but typically include one or more of the following: water, mold, lead paint/dust, and asbestos.

Other special handling requirements may include handling and transport of cellulose nitrate-base film. Bidders should specify if it is able to provide services for transport and handling of nitrate-base film, which is optional.

2. OPERATIONAL SECURITY FOR STORAGE FACILITY

2.1 Background Security Checks for Contract Service Personnel

2.1.1 SI shall conduct background checks on CSSS Providers, its employees and contractors for all Tiers and with access to SI leased storage facilities.

2.1.2 The CSSS Provider shall submit completed fingerprint charts and personal history statements for each employee as well as employees of any Contractor or subcontractor who will provide building operating services requiring routine access to SI leased storage facilities. SI may also require this information for CSSS Provider’s employees, contractors, or subcontractors who will be engaged to perform alterations or emergency repairs in SI leased space or perform Tier 7 services. For the purpose of this requirement, routine access shall be any period beyond 30 days.

Escorts (by cleared personnel or SI personnel) will be required for any Contractor whose association with SI is less than 30 days.

2.1.3 SI will furnish the CSSS Provider with Form FD-258 (Fingerprint Card), resume or CF-612 (Statement of Personal History), and OF- 306 (Declaration for Federal Employment) to be completed by each person and returned by the CSSS Provider to the Contracting Officer (or the Contracting Officer's designated representative) within 10 working days from receipt of the forms. Based on the information furnished, SI shall conduct security checks of the employees. The Contracting Officer will advise the CSSS Provider in writing if an employee fails the check, and effective immediately, such employee will no longer be allowed to work or be assigned to work in SI leased storage facilities or perform services within the scope of this Solicitation of Offers.

2.1.4 Throughout the life of the contract, the CSSS Provider shall provide the same data for any new employee(s), contractors, or subcontractors who will be assigned to SI’s space or performing Tier 7 services. In the event the CSSS Provider’s contractor/subcontractor is subsequently replaced, the new contractor/subcontractor is not required to submit another set of these forms for employees who were cleared through this process while employed by the former contractor/subcontractor.

2.2 Security Staffing

2.2.1 Contract Guard Service Included as Part of Contract. The CSSS

Provider shall provide daytime, evening and weekend/holiday security staffing as follows to respond to security and safety alarms and issues. The security staffing shall be located on site or in such a location as to be able to respond and assess alarms or issues within five minutes of notification. See also Section 6.6. The cost of such services shall be borne by Contractor.

2.3 Physical Security and Safety for Existing Storage Facilities

2.3.1 Emergency Voice/Alarm Communication System. The building-wide fire alarm system installed in the storage facility shall be an emergency voice/alarm communication system. The emergency voice/alarm communication system shall be designed and installed to meet the requirements of the applicable local codes and ordinances (current as of the date of the RFP) adopted by the jurisdiction in which the facility is located. The emergency voice/alarm communication system shall be capable of originating and distributing voice instructions (e.g., in the event of possible contamination of the HVAC system, blasts, etc.), as well as alert and evacuation signals pertaining to fire or other emergencies to the occupants of the facility.

2.3.2 Emergency Power

2.3.2.1 Provide Emergency Power to Critical Systems (Alarm

Systems, Radio Communications, Computer Facilities, Etc.). All alarm systems, CCTV monitoring devices, fire detection systems, entry control devices, lighting, etc., and special security requirements requiring power, as identified elsewhere in the Solicitation for Offers, must have emergency power sources. In addition, SI leased storage areas for all Tiers of Service, except for Tier 4 and Tier 7, shall be supported by emergency generators so that climate-control levels can be sustained.

2.3.3 Comprehensive Electronic Security and Access System. The CSSS Provider shall install a comprehensive security and access control system on the premises to meet SI’s requirements in accordance with Appendix A. Additionally, the access control system must be compatible with SI access control proximity access.

The CSS Provider shall provide 24/7 monitoring, operation, and maintenance of all security and life safety systems provided for both the storage facility and individual SI leased space. Monthly system operation reports will be provided to SI. The systems to be monitored include, but are not limited to, the following:

• Intrusion detection

• Access control (includes issuance of devices or cards)

• CCTV, and recording systems

• Fire and smoke detection

• Intercom systems

• Elevator controls and emergency phones

The cost of such services shall be included in the contract.

Monitoring and operation may occur either on site or at a remote facility.

3. LIQUIDATED DAMAGES

If Collections are released to unauthorized persons or entities, the Contractor shall pay the costs to replace this material as well as any costs associated with the loss of highly confidential records including, but not limited to, advising SI of the loss of Collections or records, costs to make the parties whole and the cost to replace the Collections or records.

4. APPLICABLE STANDARDS

For a given tier of service, Contractors shall comply with applicable specifications presented in the latest editions of the following standards and other publications:

1. ANSI/AIIM TR34 “Sampling Procedures for Inspection by Attributes of Images in Electronic Image Management (EIM) & Micrographics Systems”

2. ASHRAE 52.1 Gravimetric and Dust-Spot Procedures for Testing Air-Cleaning Devices Used in General Ventilation for Removing Particulate Matter. American Society of Heating, Refrigeration and Air Conditioning Engineers.

3. ASHRAE 52.2 Method of Testing General Ventilation Air-Cleaning Devices for Removal Efficiency by Particle Size. American Society of Heating, Refrigeration and Air Conditioning Engineers.

4. ASHRAE 55. Thermal Environmental Conditions for Human Occupancy. American Society of Heating, Refrigeration and Air Conditioning Engineers. ????

5. ANSI/ASHRAE 62.1. Ventilation for Acceptable Indoor Air Quality. American Society of Heating, Refrigeration and Air Conditioning Engineers.

6. ASTM E119. Standard Test Methods for Fire Tests of Building Construction and Materials. ASTM International.

7. IAPMO 10-061. Uniform Plumbing Code. International Association of Plumbing and Mechanical Officials.

8. IPPMO 12-061. Uniform Mechanical Code. International Association of Plumbing and Mechanical Officials.

9. ICC IBC. International Building Code. International Code Council.

10. ISO 10356. Cinematography—Storage and Handling of Nitrate-Base Motion-Picture

Films. International Organization for Standardization.

11. ISO 11799. Information and Documentation – Document Storage Requirements for

Archive and Library Materials. International Organization for Standardization.

12. ISO 18911. Imaging Materials – Processed Photographic Reflection Prints – Storage

Practices. International Organization for Standardization.

13. ISO 18918. Imaging Materials – Processed Photographic Plates – Storage Practices.

International Organization for Standardization.

14. ISO 18920. Imaging Materials – Processed Safety Photographic Films – Storage

Practices. International Organization for Standardization.

15. ISO 18923. Imaging Materials – Polyester-base Magnetic Tape – Storage Practices.

International Organization for Standardization.

16. ISO 18925. Imaging Materials – Optical Disc Media – Storage Practices. International

Organization for Standardization.

17. NFPA (Fire) 10. Standard for Portable Fire Extinguishers. National Fire Protection

Association.

18. NFPA (Fire) 13. Standard for the Installation of Sprinkler Systems. National Fire

Protection Association.

19. NFPA 14 (Fire). Standard for the Installation of Standpipes and Hose Systems. National

Fire Protection Association.

20. NFPA (Fire) 20. Installation of Stationary Pumps for Fire Protection. National Fire

Protection Association.

21. NFPA (Fire) 25. Standard for the Inspection, Testing and Maintenance of Water Based

Fire Protection Systems. National Fire Protection Association.

22. NFPA (Fire) 40. Storage and Handling of Cellulose Nitrate Motion Picture Film. National

Fire Protection Association. NFPA (Fire) 42. Storage of Pyroxylin Plastic. National Fire Protection Association.

23. NFPA (Fire) 72. National Fire Alarm Code. National Fire Protection Association.

24. NFPA (Fire) 80. Standard for Fire Doors and Other Opening Protectives. National Fire

Protection Association.

25. NFPA (Fire) 101. Life Safety Code. National Fire Protection Association.

26. NFPA (Fire) 110. Standard for Emergency and Standby Power Systems. National Fire

Protection Association.

27. NFPA (Fire) 221. Standard for Fire Walls and Fire Barrier Walls. National Fire Protection

Association.

28. NFPA (Fire) 230. Standard for the Fire Protection of Storage. National Fire Protection Association.

29. NFPA (Fire) 232. Protection of Records. National Fire Protection Association.

30. NFPA (Fire) 909. Code for the Protection of Cultural Resource Properties: Museums, Libraries, and Places of Worship. National Fire Protection Association. National Fire Protection Association.

31. NISO Tr01. Environmental Guidelines for the Storage of Paper Records. National Information Standards Organization.

32. Smithsonian Directive 502, Cellulose Nitrate Still Picture and Motion Picture Film.

33. Smithsonian Institution Safety Manual.

34. Smithsonian Institution Fire Protection and Life Safety Design Manual.

35. UL 155. Tests for Fire Resistance of Vault and Fire Room Doors. Underwriters

Laboratories.

36. UL 827. Central Stations for Watchman, Fire-Alarm, and Supervisory Services.

Underwriters Laboratories.

37. UL 1076. Proprietary Burglar Alarm Units and Systems. Underwriters Laboratories.

4.1 Collections Storage Facility Requirements

4.1.1 Personnel Requirements. For all tiers of collections storage service space bid on, the Contractor’s storage facility or facilities shall comply with the following personnel requirements:

4.1.2 Any manager in sole charge of the proposed facility or facilities shall have at least three years of experience in museum collection center operations, of which at least two years shall be in a management capacity. This requirement shall also apply to replacement staff.

The Contractor shall notify the Office of Real Estate within ten (10) business days whenever a facility manager is replaced.

4.1.3 If requested, the storage facility shall provide bonded personnel for pickup, delivery, or other collection and record transport services, which shall be pre-approved by SI. No services are to be subcontracted without prior SI approval.

4.1.3.1 For informational purposes: bonded courier transport

services are not considered subcontracting for the purposes of this Contract. Bonded freight forwarder transport services are considered sub-contracting.

4.1.4 Any personnel providing transport services shall have requisite experience and/or training in the proper handling, packing and crating of collections and archival records.

4.1.5 The bidder shall provide its personnel, including subcontractor personnel (if any), with ongoing training and up-to-date written instructions for day-to-day operations, policies and procedures.

This training shall include SI’s policies regarding confidentiality and nondisclosure of Collections, including any amendments thereto that may be required by the provisions of this Contract. Copies of SI policies shall be provided to Contractors, upon request. Contractors may receive ongoing training from appropriate SI Collections management staff and, when given, shall be required to attend.

4.1.6 Following any incident involving loss of, theft or damage to the Collections, or of release of Collections information to unauthorized parties, the Contractor shall immediately notify SI and take all reasonable steps required by SI to determine the cause of the incident, and communicate its determination to SI.

4.1.7 The bidder shall have internal control procedures used to prevent and detect human errors resulting in Collections being delivered to the wrong place, incorrectly stored or shelved or destroyed by mistake.

4.2 General Requirements. The bidder shall list the location or locations where it expects to store SI Collections.

4.2.1 Collections shall not be moved to or stored in a different location, handled and/or rearranged within the SI leased space without written approval by Office of Real Estate and/or the responsible SI unit.

4.2.2 Storage facilities that house SI Collections shall be in compliance with International Building Code (IBC), current edition in effect on the date of execution of the Work Order.

4.2.3 Storage facilities that house SI Collections shall not be located adjacent to hazardous operations, including under the landing paths of an airport, near flammable liquids processing/bulk storage, immediately next to a freight rail line or a road that is regularly used to transport hazardous materials.

4.2.4 The storage facilities must be located within a short response time of emergency services, if such Class requires emergency services. If local emergency services are not available, or are unable to provide emergency services for the facility, such emergency services may be provided by specially trained Contractor staff, with written approval by SI.

4.2.5 Storage facilities that house SI Collections shall not be located immediately next to industrial, agricultural or other facilities that emit harmful gases, smoke, dust or other pollutants. The storage facilities shall not be located on contaminated land, such as a landfill site.

4.2.6 Smoking, eating and drinking shall be prohibited in areas where Collections are handled or stored.

4.2.7 The storage facility shall provide a functional area on-site where SI units or other authorized persons can review Collections.

4.2.8 The location(s) of the Contractor’s storage facility or facilities shall permit the provision of services specified in the Tier Matrix, and elsewhere in the RFP, within the specified turnaround time periods.

4.3 Design Requirements.

4.3.1 The bidder’s storage facility shall comply with the following design requirements:

4.3.2 The storage facility shall be a stand-alone structure specifically designed for storing Collections (Tier 4 facilities are exempt from this requirement, but not from the other requirements listed below).

4.3.3 Collections storage areas shall not be used for any purpose, such as storage of equipment and supplies, unrelated to Collections management functions.

4.3.4 If the Collections storage facility is shared with other tenant functions (such as warehouse parts), two-hour firewalls (regardless of International Building Code) shall separate the Collections storage facility from other areas of the building. A higher rating may be required depending on the materials stored and hazard presented, as determined by SI.

4.3.5 Activities conducted in other parts of the building shall not pose hazards for stored Collections. Under no conditions shall any part of the shared facility be used to store explosives or large quantities of flammable liquids or corrosives.

4.3.6 If the use of the facility change or are intended to change during the course of the contract term, such change shall be at the advance written approval of SI. Any change in use or tenant(s) over the term of the contract shall not violate other provisions of this Solicitation, as contained herein.

4.3.7 The storage facility shall have separate staging areas for Collection/record accessioning, Collection/record retrieval, and Collection/record disposal to ensure that Collections/records being accessioned or retrieved are not accidentally destroyed.

4.3.8 The storage facility shall be equipped with loading bays and docks, pallet-handling and box-handling equipment, and automated Collections tracking systems for the traffic of Collections coming into the facility and going out of it.

4.3.9 The storage facility shall be structurally sound. It shall also be noncombustible or fire resistive construction (Construction Types I or II, as defined by IBC). Wet collection (ethanol) storage of 500 square feet or greater shall be in a separate building of Type I construction.

4.3.10 The storage facility shall be designed in accordance with the edition of the International Building Code in effect by the Authority Having

Jurisdiction (AHJ) on the date the contract is fully executed, as cited above, or with applicable local building codes, whichever is more restrictive.

4.3.11 Roads, fire lanes and parking areas shall permit unrestricted access for emergency vehicles.

4.3.12 Unless IBC or local codes are more restrictive, Collections space construction minimum requirements shall be provided as follows:

4.3.12.1 The building columns shall be a minimum one-hour fire rated construction or protected per NFPA 13 for unrated columns.

4.3.12.2 The storage facility shall not have automatic roof vents for routine ventilation purposes. Automatic roof vents designed solely to vent in the case of a fire with a temperature rating at least twice that of the sprinkler heads are acceptable.

4.3.12.3 No open flame (oil or gas) unit heaters or equipment may be installed or used in any Collections storage area.

4.3.12.4 Boiler rooms or rooms containing equipment operating with a fuel supply (such as generator rooms) shall be separated from Collections storage areas by a two-hour-rated fire barrier walls with no openings directly from these rooms to the Collections storage areas. Such areas shall be vented directly to the outside to a location where fumes shall not be drawn back into the facility.

4.3.12.5 All penetrations through rated assemblies shall be

properly firesafed.

4.3.12.6 No oil-type electrical transformers, regardless of size, except thermally protected devices included in fluorescent light ballasts, may be installed in the Collections storage areas. All electrical wiring shall be in metal conduit, except that armored cable may be used where flexible wiring connections to light fixtures are required.

4.3.12.7 Battery charging areas for electric forklifts shall be separated from Collections storage areas with at least a two-hour fire separation.

4.3.12.8 A floor load limit shall be established for the Collections storage area by a licensed structural engineer. The limit shall take into consideration the height and type of the shelving or storage equipment, the width of the aisles, the configuration of the space, etc. The allowable load limit shall be posted in a conspicuous place and shall not be exceeded.

4.3.12.9 The bidder shall warrant that the roof assembly is

watertight and that any roof leaks will be repaired within 24 hours after discovery.

4.3.12.10 Piping (with the exception of fire protection sprinkler piping and storm water roof drainage piping) shall not be run through Collections storage areas unless supplemental measures such as gutters or shields are used to prevent water leaks and the piping assembly is inspected for potential leaks regularly.

If draining piping from roof drains shall be run through Collections storage areas, the piping shall be run to the nearest vertical riser and shall include a continuous gutter sized and installed beneath the lateral runs to prevent leakage into the storage area.

4.3.12.11 The storage facility’s primary and secondary power

supply shall be sufficient to maintain, at all times (including during power outages), lighting, environmental conditions and systems, security system, fire alarm system initiating and indicating devices, and fire suppression system and equipment. Emergency power systems and components shall comply with NFPA 110, as cited above.

4.3.13 Collections storage areas shall not be exposed to direct natural light, and the space shall be free of windows, clerestories and skylights. Artificial lighting shall remain at code minimum levels during unoccupied periods.

4.4 Fire Compartmentation Requirements. The bidder’s storage facility shall comply with the following fire protection requirements:

4.4.1 Individual SI Collection storage areas shall not exceed a total area of 30,000 square feet and shall be constructed to prevent migration of fire and smoke to other spaces of the building. Note: the requirement of a 30,000 square foot limit does not pertain to non-collection storage items.

4.4.2 Fire barrier walls that meet the following specifications shall be provided:

4.4.2.1 All walls separating storage areas from each other and from other SI occupied areas in the building shall be a minimum of two-hour fire rated. Wet (alcohol) collections 500 square feet or greater shall be separated by a minimum four-hour fire-rated construction from each other and all other areas.

4.4.2.2 Penetrations in the walls shall not reduce the specified fire resistance ratings. The fire resistance ratings of structural elements and construction assemblies shall be in accordance with ASTM E119.

4.4.2.3 All door openings shall be fitted with a fire-resistant door that complies with UL 155 and NFPA 80 and 232.

4.4.2.4 Openings in fire barrier walls separating Collections storage areas shall be avoided to the greatest extent possible. If openings are necessary, they shall be protected by self-closing or automatic Class A fire doors per NFPA 80, or equivalent doors that maintain the same rating as the wall.

4.4.2.5 Roof support structures that cross or penetrate fire barrier walls shall be properly fireproofed per IBC.

4.4.2.6 If fire barrier walls are erected with expansion joints, the joints shall be protected to their full height.

4.5 Fire Suppression and Detection Requirements

4.5.1 The storage areas shall be equipped with early warning smoke detection and automatic fire suppression systems that are operational 24 hours per day, 365 days per year. Smoke detection and fire suppression systems shall comply with applicable NFPA (Fire) codes.

4.5.2 The facility shall be fully sprinklered per NFPA 13 and NFPA 909.

4.5.2.1 For wet collections (ethanol), the sprinkler system shall be capable of being upgraded to provide a minimum design density of 0.45 gpm/sf over an area of 2,500 square feet.

4.5.2.2 A Class 1 standpipe system shall be provided for wet

collection storage areas.

4.5.3 The facility shall be provided with an automatic fire detection and alarm system which is monitored continuously by a UL listed central station.

4.5.4 All fire protection and life safety systems and equipment are to be inspected, tested and maintained (ITM) by the Contractor in accordance with NFPA 20, 25, 72, 101 and other applicable codes.

The Contractor shall provide ITM records to SI on a regular basis (quarterly).

4.6 Environmental Control Requirements. Except as otherwise noted, the bidder’s storage facility shall comply with the environmental control requirements listed below.

4.6.1 The environment within the Collections storage areas shall be controlled 24 hours per day, 365 days per year to prevent the growth of mold. The emergency generator set shall be sized adequately to carry the full load of emergency lighting, security and environmental HVAC systems during normal power outages, with a fuel capacity to run at full load capacity for 24 hours.

4.6.2 Temperature (excluding Tier 4) and humidity (excluding Tiers 3 and

4) conditions shall be monitored using appropriate devices that are fully tested and verified weekly using a separate device. When requested by SI, the Contractor shall provide records that verify maintenance and necessary recalibration of monitoring devices. A real-time or near-real-time data feed direct to the SI unit from storage area sensors is required.

4.6.3 The storage area (excluding Tiers 3 and 4) shall be properly insulated to prevent interior condensation and shall include properly designed and installed vapor barriers. If the storage area walls are made of masonry concrete, they shall contain vapor barriers. SI shall approve the design of any vapor barrier installed in the storage area.

4.6.4 Collections stored at the facility shall be protected from pollutants, fungal growth, infestation of insects or vermin, microbiological attack, and chemical or physical damage.

4.6.5 All storage areas shall be free of asbestos-containing materials and lead-based paint.

4.6.6 Hazardous materials, including Collections on cellulose nitrate film, shall not be stored in areas that house SI Collections. Nitrate motion picture film and nitrate sheet film shall be stored in separate areas that meet the requirements of NFPA 40 or NFPA 42 and SD-502, as cited above.

4.6.7 Decontamination of any contaminated Collections shall be the responsibility of the custodial party at the time contamination occurs.

4.6.8 To prevent fumes from vehicle exhausts from entering the facility, outside air intake and make-up air intakes shall not be located in the area of the loading dock, adjacent to parking areas or in any location where a vehicle engine may be running for any period of time. Enclosed loading docks shall have an air supply and exhaust system that is separate from the remainder of the facility and shall be negatively pressurized in relation to Collections areas to prevent fumes from migrating into Collections areas.

4.7 Integrated Pest Management Program. To eliminate damage to Collections and/or loss of information due to insects, rodents, mold and other pests that are attracted to organic materials under specific environmental conditions, the facility shall have an Integrated Pest Management (IPM) program as defined in the United States Food Protection Act of 1996 (Section 303, Public Law 104-170, 110 Stat. 1512). This states in part that Integrated Pest Management is a sustainable approach to managing pests by combining biological, cultural, physical, and chemical tools in a way that minimizes economic, health, and environmental risks. The IPM program emphasizes three fundamental elements:

4.7.1 Prevention. IPM is a preventive maintenance process that seeks to identify and eliminate potential pest access, shelter, and nourishment. It also continually monitors for pests themselves so that small infestations do not become large ones.

4.7.2 Least Toxic Methods. IPM aims to minimize both pesticide use and risk through alternative control techniques and by favoring compounds, formulations and application methods that present the lowest potential hazard to humans and the environment.

4.7.3 Systems Approach. The IPM pest control contract shall be effectively coordinated with all other relevant programs that operate in and around a building, including plans and procedures involving design and construction, repairs and alterations, cleaning, waste management, food service and other activities.

4.7.4 IPM Reports. IPM reports shall be submitted to SI after each visit and/or treatment to the Collections storage space. IPM contractors shall be accompanied by CSSS provider employees at all times in the Collections storage space.

4.7.5 Treatment Types. No chemical treatments may be applied to Collections storage space areas unless approved in advance by SI.

SI shall also review any plans in advance to use baited traps, as bait may attract pests.

4.8 Storage Equipment. Shelving or other storage equipment shall accommodate paper and other types of collections packed in various containers.

4.8.1 Some Collections may be packed in check-size boxes. Rolled drawings and maps may be packed in tube cartons in lengths up to 48 inches, or other containers, such as steel “flat-file” cabinets.

There is no standardized size for the packaging of photographic collections. Geological core samples are normally packed in wooden boxes 4” H x 14” W x 60” L (a box weighs from 75 lbs to 100 lbs). Collections not packed in containers and artifacts (objects) may be packaged according to their dimensions, weight and handling requirements. Some objects may not be packaged.

4.8.2 Subject to availability, the Contractor shall provide storage containers for purchase by SI if SI elects to do so. Such containers shall be stored at the Contractor’s facility and delivered to an SI location upon request. For collections, storage containers shall be a long-lasting and durable product, appropriate for protecting Smithsonian Collections, acid-free and lignin-free. Any storage containers shall be pest-free, without water damage, chemical contaminants or other damage. Shelving for all types of record storage shall be constructed of non-corrosive, non-combustible materials, such as steel with baked-on, non-plasticized resin lacquer, powder-coated steel, stainless steel, or anodized aluminum. Wooden shelving or metal shelving with wooden decking or other wooden components is unacceptable.

4.8.2.1 Cabinets or other containers for photographic films and prints shall be constructed of non-corrosive metal or acid-free paper.

4.8.2.2 The finish on shelving and other storage equipment shall be durable and shall not contribute deleterious effects to the stored Collections. No Collections shall be stored on surfaces that have been painted or lacquered within three months prior to storage or on surfaces with finishes containing chlorinated or highly plasticized resins.

4.8.3 Shelving shall be designed and installed to provide seismic bracing that meets the requirements of the applicable building codes.

4.8.4 Shelving shall be braced to prevent collapse under full load. Each shelving unit shall be industrial style shelving rated at least 50 pounds per cubic foot supported by the shelf.

4.8.5 Collections shall not be stored on or within four (4) inches of the floor.

4.8.6 The shelving area shall not have dead-end corridors in excess of IBC limits and shall not block means of egress or exit access.

4.8.7 Compact shelving, if used, shall not impede air circulation or fire protection. Compact (mobile) shelving installations, including the sprinkler protection for these systems, shall comply with NFPA 909, as cited above.

4.9 Special Requirements for Tiers 1, 2, 3, 5 and 6 Services

4.9.1 The Contractor shall provide an acclimatization (“equilibration”) chamber as a staging area for Collections to be moved out of and into Tier 5 and Tier 6 storage areas. Such Collections must be kept in the staging area for an appropriate period of time in order to avoid damage associated with an abrupt change in environmental conditions. The Contractor shall be responsible for adhering to SI protocols, as provided.

4.9.2 Commingling of Media. Photographic films and prints, and computer media, may be housed in the same storage area, but they shall not be commingled in file drawers, boxes or other containers.

4.9.3 Removal of Collections from Storage Area. Photographic films and prints shall be removed from the storage area before painting and not returned for four weeks following painting. Film and prints shall be removed from the storage area if there is a disaster or environmental system failure in the storage area itself.

4.9.3.1 Temporary storage areas shall comply with all requirements for permanent storage areas as specified in the Tier Matrix.

Whenever a temporary storage area is used, the Contractor shall submit to the Office of Real Estate an Affirmation that the temporary storage area complies with all requirements for permanent storage areas as specified in the Tier Matrix.

4.9.3.2 Absent an emergency, the Contractor shall notify the Office of Real Estate of its intent to move photographic films and prints from a storage area to a temporary storage location and vice versa not less than two calendar weeks before the move. The Affirmation described above shall be submitted to the Office of Real Estate at the time the notification of the intent to move is delivered.

4.9.3.3 In an emergency, the Contractor shall notify the Office of Real Estate of its removal of the photographic films and prints from a storage area to a temporary storage location not less than two calendar days after the move. The Affirmation described above shall be submitted to the Office of Real Estate at the time the notification of the move is delivered.

4.10 Special Requirements for Tier 7 Services

4.10.1 The primary objective of providing Collections management staff services is to provide transportation of SI Collections to and from storage facilities, with possible packaging and crating at the discretion of the SI unit.

4.10.2 Given the number of SI units and their distribution, the Contractor’s Collections management staff shall be well organized, able to operate independently, and able to communicate effectively with SI employees.

4.10.3 When Collections to be handled are classified by the SI Unit as highly confidential, the special security requirements described in Section 9.4 below shall apply to staff services (Class 7C). The SI Unit shall be responsible for designating Collections as “confidential” or “non-confidential.”

4.10.4 Upon request by an SI Unit, the Contractor shall provide staff to pack Collections in crates or boxes, complete inventory forms and otherwise prepare Collections for transfer to storage.

4.11 Facility Inspections. SI reserves the right to inspect and approve the proposed storage facilities prior to award of a Contract.

4.11.1 At its option, SI may perform periodic, unannounced inspections throughout the term of the Contract.

4.11.2 The results of such inspections shall be documented on a Facility Evaluation Report. The Contractor shall have five (5) business days to respond to an unfavorable report with a written plan for corrective action. Failure to do so may result in termination of the Contract.

4.11.3 The cumulative results of the Facility Evaluation Reports shall be included in the annual Contractor Performance Evaluation Report.

5. PICKUP, RETRIEVAL, DELIVERY AND HANDLING OF COLLECTIONS

5.1 If such services have been offered by Contractor, the Contractor shall pick up

Collections from and deliver collections to any location designated by SI on the Task Order to the Open Term Contract.

5.2 Pickup and delivery service shall be performed by the Contractor’s own vehicles and staff, by a commercial bonded-courier service, or by a bonded freight forwarder.

5.2.1 All trucks used for pickups and deliveries shall comply with the Federal Motor Carrier Safety Regulations for Inspection, Repair, and Maintenance and Driving of Commercial Motor Vehicles found in 49 CFR, Part 392 and Part 392 as required by the United States Department of Transportation (US DOT) where applicable. The validity of such certificates and compliance shall be maintained and made available to SI throughout the life of these contractors.

5.2.2 Where required by US DOT and the Federal Motor Carrier Safety Regulations, all drivers employed for pickups and deliveries shall have a currently valid Commercial Driver’s License (CDL) and retain a current medical examiner’s certificate (Medical Card). All other drivers operating a class of vehicle not requiring a Commercial Drivers License shall hold a currently valid Class C Drivers license.

The validity of the license(s) shall be maintained and made available to SI throughout the life of…