Collections IDIQ RFP.pdf

Smithsonian Solicitation Number: F11SOL10046

Smithsonian Institution

SMITHSONIAN-WIDE COLLECTIONS

STORAGE SPACE PROVIDERS

Request for Proposals

Smithsonian Solicitation Number F11SOL10046

Issue Date: January 11, 2012

Due Date: February 14, 2012

5:00 pm local Washington DC time

Office of Contracting and Personal Property Management

PO Box 37012, MRC 1200 Washington, DC 20013-7012

Additional information must only be obtained by contacting:

Chris Crane: 202-633-7417 or cranec@si.edu

TABLE OF CONTENTS

Introduction

Part I: SOLICITATION

A. General Information

B. Project Description

C. Minimum Requirements

D. Evaluation Procedures

E. Submission of Proposals

F. Proposal Submission Requirements

G. Proposal Detail Requirements

Part II: CONTRACT REQUIREMENTS

A. Contract Type

B. Bid Form/Pricing Schedule

C. Provision of Storage Space/Statement of Work

D. Crating, Packing and Marking

E. Inspection

F. Period of Performance

G. Task Ordering Procedures and Response Times

H. Conformance with Collection Storage Space Specifications

I. Lessor’s Proposal for Tier 7 Services

J. Attachments J.1-J.3 (Bid Form, Sample Open Term Master Lease and

Collection Storage Space Specifications)

INTRODUCTION

The Smithsonian Institution is a trust instrumentality of the United States established by the Congress of the United States in 1846 (20 U.S.C. 41 et seq.) and is a 501(c)(3) organization. The Smithsonian Institution is the largest museum and research complex in the world. It is comprised of more than 19 museums and research facilities worldwide. A fuller and more complete summary of those entities comprising the Smithsonian Institution can be found on the World Wide Web at www.si.edu.

Through this Request for Proposals (“RFP”), the Smithsonian Institution (“Smithsonian” or “SI”) is seeking one (1) or more collections storage space providers (“Offeror(s)” or “Lessor(s) or “Contractor(s)”) to provide professional, Smithsonian-wide climate controlled and non- climate controlled collection storage space for all Smithsonian museums, program offices, or units (“SI Units”) on a variable term basis in accordance with the completed Bid Form (Attachment J.1), Sample Open Term Master Lease Agreement (“Master Lease Agreement”) (Attachment J.2) and Collections Storage Space Specifications (“Specifications”) (Attachment J.3). In connection with the foregoing, SI is also considering any associated or related services such as but not limited to transport, retrieval and/or handling services, offered in connection with a bid for storage space (collectively, “Additional Services”). (Note: SI is not interested in and will not entertain offers for the Additional Services only.

The information you provide in your technical and price proposals (collectively, “Proposal”) will provide the basis for evaluation. This solicitation for collection storage space is a highly competitive process. In an attempt to provide potential Offerors with as much information as possible, the Smithsonian is inviting Offerors to attend a pre-bid question and answer session at the Smithsonian, currently scheduled for Monday, January 23, 2012. Interested Offerors should e-mail cranec@si.edu for more information and exact times no later than January 19, 2012, 12:00 pm noon, EST. Attendance is not mandatory.

All Proposals must adhere to the following requirements:

• Completing Proposals.

• Read this package carefully to make sure you understand what is required.

• Provide a completed Technical and Price Proposal pursuant to the requirements set forth herein.

• Where required, provide your information on the attached forms or in the same format as said forms. It is advised that Offerors should not leave any portion of any forms blank, and should indicate N/A if a blank is not applicable.

• The Evaluation Process

Proposals will be evaluated by the Smithsonian pursuant to the procedures outlined in Part I, Section D.

Include the following with your submission:

• Minimum requirements as established in Part I, Section C, Part I, Section F, Part II and as otherwise set forth herein. If you do not meet the minimum requirements, your firm may not be considered for award.

• Collection storage space facilities and service collection storage experience, including type of projects and transactions, geographical area, etc.

• Criteria specified in the Bid Form, (see Attachment J.1).

• Current references (name, telephone number and address) for your experience as listed in your Proposal.

If the evaluation team is unable to contact the references listed to verify experience and performance, that reference may not be considered.

• Information and examples illustrating your firm’s capability, experience and performance to provide collections storage space and collection storage transport, retrieval and/or handling services, if applicable.

http://www.si.edu/� mailto:cranec@si.edu�

• Offerors will be required to submit both a Technical Proposal and a Price Proposal (in the form of a completed Bid Form) as set forth herein.

The purpose of this RFP is to provide all interested prospective Offerors with sufficient information to enable them to prepare and submit Proposals for consideration by the Smithsonian. All Proposals should reflect the Offeror's willingness and capability to provide professional, high quality independent and unbiased collection storage space to the Smithsonian at a reasonable price.

Offerors should advise the Office of Contracting and Personal Property Management (“OCon”) of its intent to submit an offer by e-mail to cranec@si.edu

. This request is merely a courtesy and is not compulsory and in no way will disqualify Offerors.

All questions regarding this RFP should be directed to the individual indicated on the cover page. Do not

Significant questions pertaining to the solicitation must be submitted in writing, including without limitation by e-mail or fax to Chris Crane, and will be entertained through January 27, 2012, 5:00 p.m. Local Washington, DC time. All questions must reference specific parts of the solicitation including page number (s). All questions having an impact on the solicitation shall be answered in writing and issued to all bidders in the form of an amendment to this solicitation. Strictly administrative questions (e.g., mailing address, phone numbers, and names of persons to contact) will be entertained by phone, e-mail, or fax and may not be circulated to all Offerors.

contact anyone else in the Smithsonian regarding this effort since they are not likely to be familiar with the criteria, evaluation and selection process.

PART I – SOLICITATION GENERAL INFORMATION

A. GENERALINFORMATION

Proposals will not be maintained or returned. Offerors will not be reimbursed for any expense(s) incurred in developing their Proposals. This RFP does not commit the Smithsonian to procure or contract for any services or supplies, and it shall not be construed as authorization to proceed or to be reimbursed for any of the work specified herein.

The Smithsonian expressly reserves the right in its sole discretion to cancel this RFP and/or not enter into any subsequent negotiations or award of agreements or task orders.

The Smithsonian reserves the right to tour Offeror’s proposed facility or facilities, prior to award of a Master Lease Agreement and/or Task Order (as those terms are defined below).

B. PROJECT DESCRIPTION

The Smithsonian Institution (“Smithsonian” or “SI”) is seeking the professional services of Smithsonian- wide collection storage space providers (“Offeror(s)” “Lessor(s)” or Contractor(s)”). Offerors may provide SI with single or multiple types of storage space options and services, including climate controlled, limited climate controlled, heated only, non climate controlled and transport, retrieval and/or handling services, as described and outlined on the Tier Matrix contained in the Specifications (see Attachment J.3) and also attached to the Bid Form (see Attachment J.1).

Smithsonian anticipates awarding one (1) or more Open Term Master Lease Agreements to one or more successful Offeror(s) for a ten (10) year period with two (2) additional five (5) year options to extend. The Open Term Master Lease Agreement (or the “Master Lease Agreement”) shall be defined as an indefinite delivery, indefinite quantity type of contract/agreement for the lease of collections storage space at a pre-approved facility or facilities, with specific pricing, and in accordance with the terms and conditions set forth therein. Refer to the Sample Open Term Master Lease Agreement (See Attachment J.2). With a Master Lease Agreement in place, the Smithsonian would then have the option of issuing separate task order contract(s) (“Task Order”) against the Master Lease Agreement, which, when executed by the Lessor and the Smithsonian, would bind the Lessor to provide the specific space and, if applicable, the Additional Services for a set period of time based on the pricing set forth in the Bid Form attached to the Master Lease.

By entering into a Master Lease Agreement, the Offeror/Lessor/Contractor is guaranteeing that the storage space set forth in the Bid Form meets Smithsonian’s Specifications and, provided it is not currently being occupied by another Tenant at the time of the Smithsonian need, is available to the Smithsonian for its immediate use, subject to the terms of the Master Lease Agreement and the resultant Task Order contract. There shall be no minimum or maximum guarantee of storage space to be used by the Smithsonian, nor shall the Smithsonian be obligated to issue a minimum number of Task Orders during the term of a Master Lease Agreement.

Offeror shall submit a price Proposal, with the completed, attached Bid Form, establishing the following rates and/or pricing structures for each type of storage space and/or Additional Services specified in the Tier Matrix:

1. price per square foot per annum for each type of space being offered on the basis of usable square feet pursuant to BOMA measurements, including specific pricing information for private bay, comingled storage, palletized storage, etc.;

2. fully burdened hourly labor, transport, retrieval and/or handling services rates, if such services are being offered; and

3. Offeror’s pricing for other related Additional Services that would be available to the Smithsonian as a tenant occupying space under the terms of a Master Lease Agreement.

Said prices and rates will be incorporated into the Master Lease Agreement and utilized for purposes of issuing future Task Orders. Upon written request and in accordance with the terms and conditions of the Sample Open Term Master Lease Contract attached hereto, rates and applicable pricing structures (collectively, “Rates”) can be adjusted upward by a percentage equal to the unadjusted annual percent change listed by the Consumer Price Index (CPI) in years three (3), five (5) and/or (8) eight of the initial term of the Master Lease Agreement and in years one (1) and/or three (3) of each extended term of the Master Lease Agreement. The price increase shall equal the unadjusted percent change in the CPI for all items as calculated by the Bureau of Labor Statistics for the latest, applicable 12 month period. The CPI used shall be for the region in which the vendor’s storage facility is located. For example, if a price increase for the Washington, DC, Metropolitan Area was scheduled to take effect on October 1, 2010, the price increase would be 1.3 percent, which was the unadjusted percent change in the CPI from August 2009 to August 2010 as calculated by the Bureau of Labor Statistics for the Washington, DC, Metropolitan area (CPI – All Urban Consumers, Not Seasonally Adjusted). There is no guaranteed minimum or maximum contract amount other than the minimum price per square foot, per year, bid by Offeror on the Bid Form in the event a Task Order is issued by the Smithsonian. The Smithsonian is not in any way obligated to issue any Task Orders under the resultant Master Lease Agreement.

C. MINIMUM COLLECTION STORAGE SERVICES PERFORMANCE REQUIREMENTS. To be considered for award, Offerors must meet the following minimum requirements:

1. Five (5) years experience providing broad collection storage services to museums, special-use, or other similar clients preferably in the Washington, DC and/or New York, NY area.

2. Names of firms leasing space and completion of comparable collection storage services contracts, if applicable, within the past five (5) years.

(Collection storage services provided for the direct use of or benefit for any parent or affiliated company of the entities submitting a Proposal shall be identified if used as a comparable project.)

3. Offerors’ proposed facilities must be within fifty (50) miles of Smithsonian facilities in Washington, D.C. or New York, NY.

4. All storage space must meet the applicable requirements outlined in the attached Specifications unless otherwise noted in Offerors’ Proposal.

5. Offerors must have completed the Bid Form, attached hereto as Attachment J.1.

D. EVALUATION PROCEDURES

D.1. Offerors’ Proposals will be evaluated pursuant to the evaluation factors set forth herein below with a selection being made of the most highly qualified Offerors who also provide the overall best value to the Smithsonian. Smithsonian may award a Master Lease Agreement without discussions; may hold discussion; may request revised proposals; and/or may request oral presentations as needed to clarify technical and price factors in the Proposals.

D.2. Evaluation Factors

: The Smithsonian will determine the best value on the basis of the following evaluation factors, as set forth more specifically below:

1. Overall quality and capability of the storage facility for the tier/class of service proposed and needed (may be subject to a site visit by Smithsonian as specified in Section F.2. below).

2. Proximity of facility to collections.

3. Price proposal.

4. Management plan/key Personnel (including on-site staffing).

5. Past performance.

6. Comments, deviations, exceptions to the proposed Sample Open Term Master Lease Contract and attached Specifications.

D.2.7. The Smithsonian intends to award the contract to the Offeror that provides the best value to the Smithsonian. Best value will be determined by taking into consideration technical and cost related factors enumerated in the RFP. Technical factors, such as quality and proximity of facility to collections, are as important as cost-related factors in making a best value determination. Accordingly, Smithsonian may not necessarily award to the Offeror providing the lowest price Proposal. The Smithsonian reserves the right in all cases to be the sole judge determining whether an Offeror meets the evaluation criteria. An Offeror must be technically capable of performing the services in order to be considered for award of a Master Lease Agreement.

D.2.8. In conducting evaluations, the Smithsonian may use data provided by the Offeror in its Proposal as well as data obtained from other sources. While the Smithsonian may elect to consider data obtained from other sources, the burden of providing thorough and complete information rests with the Offeror.

D.2.9 Offerors should not assume that they will be contacted or afforded an opportunity to clarify, discuss, or revise their Proposals or be afforded the opportunity of a site visit by the Smithsonian. Decisions regarding site visits will be made at the sole discretion of the Smithsonian and may be used by the Contracting Officer to substantiate certain evaluation criteria and/or limit the number of Proposals in the competitive range.

E. SUBMISSION OF PROPOSALS

E.1.

METHOD AND DATE OF SUBMITTAL

Proposals and Proposal modifications shall be submitted in sealed envelopes or packages, with the price Proposals submitted in separate envelopes; and shall be delivered via USPS, commercial carrier, or hand delivered to:

Delivery by U.S. Postal Service ONLY

Office of Contracting & Personal Property Management

P.O. Box 37012, MRC 1200 Washington, DC 20013-7012 Attn: Chris Crane

Delivery by Commercial Carrier (Federal Express, UPS, etc.) or hand delivery

Office of Contracting & Personal Property Management 2011 Crystal Drive, Suite 350 Arlington, VA 22202 Attn: Chris Crane

Proposals must be received at the above address by no later than February 14, 2012, 5:00 PM Local Washington DC Time.

Identify your Proposals by including the following information on the outside of your package.

Firm’s Name:

Smithsonian Institution Solicitation No.: F11SOL10046.

Location: Washington, DC Project: Smithsonian-Wide Collection storage services Provider RFP Due Date: February 14, 2012, 5:00 PM Local Washington DC Time.

E.2. Late Submissions, Modifications, and Withdrawals of Proposals

E.2.1. Any Proposal received at the office location designated in Section E.1 above after the exact time specified for receipt will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the Proposal would not unduly delay the award, and:

(i.) It was sent by registered or certified mail not later than the fifth day before the date specified for receipt of offer (e.g., an offer submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the15th);

(ii.) It was sent by mail and it is determined by Smithsonian that the late receipt was due solely to mishandling by the Smithsonian after receipt at the SI installation;

(iii.) It is the only proposal received; or

(iv.) The Contracting Officer makes a determination that it is in the best interests of the Smithsonian to consider the Proposal.

E.2.2. A proposal modification resulting from the Smithsonian Contracting Officer’s request for final proposal revisions received after the time and date specified in the request will not be considered unless received before award and the late receipt is due solely to mishandling by the Smithsonian after receipt at the Smithsonian installation, or the Contracting Officer makes a determination that it is in the best interests of the Smithsonian to consider the modification.

E.2.3. The only acceptable evidence to establish the date mailing of a late proposal or modification sent either by registered or certified mail is the U.S. postmark on the wrapper or on the original receipt from the U.S. Postal Service. If neither postmark shows a legible date, the proposal, quotation, or modification shall be processed as if mailed late.

‘Postmark’ means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impression) that is readily identifiable without further action as having been supplied and affixed by employee of the U.S. Postal Service on the date of mailing. Therefore, Offerors should request the postal clerks to place a hand cancellation bull’s-eye postmark on both the receipt and the envelope or wrapper.

E.2.4. The only acceptable evidence to establish the time of receipt at the Smithsonian installation is time/date stamp of that installation on the proposal wrapper or other documentary evidence of receipt maintained by OCon.

E.2.5. Proposals may be withdrawn by written notice sent by hand delivery, U.S. Mail or commercial carrier and received by Chris Crane of the Smithsonian Office of Contracting any time before award. An Offeror may withdraw proposals in person or by an authorized representative, if the representative’s identity is made known and the representative signs a receipt for the proposal before award.

E.3. Rejection of Proposals. The Smithsonian reserves the right to reject any or all proposals received by this request, or to negotiate separately with any company when such action shall be considered in the best interest of the Smithsonian.

F. PROPOSAL SUBMISSION REQUIREMENTS:

F.1. Offerors shall submit one (1) original and five (5) copies of a Technical Proposal and one (1) original and three (3) copies of a Price Proposal (in the form of an attached, completed Bid Form). The Technical and Price Proposals shall be separately bound and shall be submitted in separate envelopes to the Smithsonian on the date and location specified in Part I (E) above. Proposals shall be submitted in a minimum font size of Times New Roman 11.

The Technical and Price Proposals shall conform to the prescribed format and submission requirements outlined herein. Proposals that deviate from these requirements may be disqualified at the discretion of the Smithsonian.

Unnecessarily elaborate brochures or other Proposals beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Elaborate art work, and/or expensive visual and other presentation aids are neither necessary nor desired.

F.1.2. The Technical Proposal must be indexed into sections and tabbed as follows:

Tab 1: Demonstration of Storage Space Facility’s Qualities and Capabilities

• Tab 1a - Narrative (max. 16 single-sided pages)

• Tab 1b - Statement of Qualities, Capabilities (max. 5 single-sided pages)

• Tab 1c - Audited Financial Statements (with Appendix B if applicable)

Tab 2: Past Performance

• Tab 2- Past Performance

Tab 3: Management Plan/Key Personnel

• Tab 3a - Management Plan (max. 4 single-sided pages)

• Tab 3b - Key Personnel and Subcontractors (if applicable) (max. 4 single-sided pp exclusive of resumes)

• Tab 3c - Subcontracting Plan (if applicable)

Tab 4: Comments, Deviations Exceptions to the Sample Open Term Master Lease Agreement and Attached Specifications (if any).

F.2 Facility Visit. Smithsonian may require a site visit to Offeror’s facilities prior to award of Master Lease Agreement and also a subsequent Task Order. Proposals should offer SI an initial visit sometime between January 24 and January 27, 2012.

F.3. The Smithsonian reserves the right to enter into negotiations with any or all of the Offerors as it deems to be in the best interest of the Smithsonian. However, Offerors are advised that award may be made without discussion or any contact concerning the proposals received. Therefore, Proposals should be submitted initially on the most favorable terms which the Offerors can submit to the Smithsonian Institution, without assumption that they will be contacted or afforded an opportunity to clarify, discuss, or revise their Proposals.

F.4. Proposals, modifications, or withdrawals via fax, email or other method except that set forth in section E.1. above, will not be considered.

F.5. All Proposals shall state that offers are valid for a period of at least ninety (90) days following submission.

G. PROPOSAL DETAIL REQUIREMENTS:

G.1. Technical Proposal Details. Technical Proposals shall contain sufficient details to permit a complete and accurate evaluation of the Proposal from a strictly technical viewpoint. The Technical Proposals shall contain the following:

(a.) Demonstration of Storage Space Facility’s Qualities and Capabilities: Offeror shall provide a brief narrative indicating the number of square feet being offered, tier and class of service and geographical location of facilities and demonstrating the qualities of the storage space, the facility and its capabilities for delivering the tier and class of service applied for in the Bid Form and as denoted in the Tier Matrix (both in Attachment J.1.) , including location of storage facility, currently available square feet and projected availability of square feet over the next 10 years. Technical Proposal should include all details of Bid Form, except for price per square foot. (Tab 1a/Maximum of 10 single-sided pages):

(i) Offeror shall refer to Attachment J.3, the Collection Storage Space Specifications, and demonstrate in the narrative to the greatest extent possible that the storage space being offered meets the Specifications, including the tier and class of service being offered. If applicable, the narrative should also demonstrate that Offeror has the experience and ability to perform specific work assignments listed under each category of work.

(ii.) Offeror’s statement of capabilities should specifically address all resources available to Offeror for purposes of performing under the resultant Master Lease Agreement including location of storage facility; professional and non-professional staff (on-site or otherwise); identification of offeror’s facilities located within a fifty (50) mile radius of the Smithsonian Institution headquarters in Washington D.C. and/or New York City; and indication of resources available from said facilities.

The Offeror shall provide an organizational chart of personnel and subcontractors proposed to function under a Master Lease Agreement, specifically delineating the interaction between those performing specific tasks. Offeror shall define each unit and identify responsible individuals by name and role, showing lines of authority between each.

(iii.) Offeror shall attach the most recent financial statements including the Balance Sheet, Statement of Income, Statement of Cash Flows, and notes to the financial statements. These statements must be AUDITED by an independent, licensed CPA or CPA firm for the Offeror’s previous two (2) fiscal years. Financial statements must be for the company submitting a Proposal, not the parent company, unless a guarantee of the subsidiary’s obligations is provided. Failure to submit audited financial statements may result in the disqualification of a Proposal because a determination of financial responsibility can NOT be made without this information.

(iv) Sustainability Practices: Offerors should state any and all sustainable practices (i.e., T-5 lighting, recycling, use of green cleaning products, etc.) performed in Offeror’s facilities. Please also indicate if the facility where the storage space is located is LEED certified in any way.

(v.) Miscellaneous Support Services: Offeror should include experience and ability, through broad and diverse professional staff and resources, to provide the Additional Services or other miscellaneous support services, including contract management, tracking and other services specified in the Specifications.

(vi.) Transport, Retrieval and/or Handling Support Services: If professional Smithsonian-wide collection transport (emergency and non-emergency), retrieval and/or handling services are being offered in addition to storage space, Offeror should specify such services on Tier 7 of the Bid Form and as part of Offeror’s Technical Proposal. The Proposal should include experience and ability, through staff and resources or subcontractors, as the case may be, to provide professional, Smithsonian-wide collection transport (emergency and non-emergency), retrieval and/or handling services (including details of all vehicles used in transport), including whether or not and to what extent, such staff or subcontractors are bonded and insured. The Proposal should not include pricing.

(vii.) Offerors shall include a statement with respect to any pending or outstanding disputes, claims, lawsuits, legal actions and/or judgments and, where applicable, that might impact the space and/or being offered, including any terms of the Sample Open Term Master Lease Agreement.

(b.) Past Performance: The Offeror must be able to demonstrate a record of a minimum of five (5) years of sustained superior performance providing collections quality storage space, preferably in the Washington DC and New York City areas. Past performance will be evaluated for the quality of storage space and associated services, if relevant, customer satisfaction, timeliness of performance, business relations, and cost control.

Offerors must submit a minimum of five (5) references for projects for which the Offeror has provided storage space and related Associated Services, if applicable, as envisioned in this RFP. All references must be for work performed in the past five (5) years. Contractor shall additionally provide a brief narrative of the space and services provided to each client listed to accompany the above-referenced forms. Said narrative shall address significant aspects of the space and work performed; and address any problems encountered during performance of the contract and how said problems were resolved.

(c.) Management Plan/Key Personnel:

(i.) Management Plan: The Offeror shall describe their management approach to ensure execution of Task Orders in accordance with technical, schedule and cost constraints. If transport, retrieval and/or handling services are being offered, Offerors must also explain methods their firm uses for tracking project status, workload, and manpower analysis.

(ii.) Key Personnel and Subcontractors: Offerors shall provide a statement addressing all key personnel, listing all key executives, principals, etc. responsible for managing or providing support to the Contract. Offerors shall provide a description of the key personnel, including on-site personnel and his/her responsibilities, including name, title, organization, full or part-time, and whether they are a salaried employee of the organization, current or planned employee, subcontractor, or consultant.

(iii.) Subcontracting Plan: If subcontracting is contemplated, Offerors must submit a subcontracting plan. Offerors must clearly identify the parties to accomplish the various services and define their responsibilities; and shall provide letters of commitment for the parties (planned employees, subcontractors and/or consultants) involved.

(d.) Comments, Deviations Exceptions to Sample Open Term Master Lease Agreement and Attached Specifications: The Offeror shall fully explain any comments, deviations, exceptions, additional recommendations or conditional assumptions taken with respect to this RFP, including the terms contained in the attached Sample Open Term Master Lease Agreement and the Collection Storage Space Specifications. It is anticipated that no further negotiations will take place with respect to the Master Lease Agreement or Collection Storage Space Specifications, except related to items described in Offeror’s Proposal in response to this section. Any exceptions taken to the RFP must be amplified and justified in order to be evaluated. Exceptions will not of themselves, automatically cause a Proposal to be termed unacceptable. Exceptions not providing obvious benefit to the Smithsonian, however, may result in rejection of such proposals as technically unacceptable.

G.2. Price Proposal Details: Offeror shall complete and submit (in a separate envelope) a completed Bid Form (see Attachment J.1.) which shall consist of the price per square foot per annum, the tier and class of service being proposed and the geographical location. Additionally, Offeror shall include in the Bid Form, if applicable, a complete schedule of fees and/or alternative pricing for any Tier 7 transport, retrieval and/or handling services or other services that are being offered, which sets forth the applicable hourly labor rates and/or alternative pricing for future Task Orders. The hourly labor rates and/or any alternative pricing shall include all direct labor, direct costs, indirect costs (e.g., overhead, G&A) and profit. The Smithsonian reserves the right, where possible, to establish a firm fixed price in a resultant Task Order to be based on Tier 7 rates and/or other pricing submitted by a successful Offeror (as set forth in a Master Lease Agreement).

PART II: CONTRACT REQUIREMENTS

A. CONTRACT TYPE

The type of contract/agreement awarded from this RFP will be one or more Open Term Master Lease Agreements (“Master Leases”) (see Attachment J.2). The Smithsonian intends to award one or more Master Leases for Smithsonian-wide storage space facilities which may or may not include related Additional Services such as but not limited to professional transport, retrieval and/or handling services. Upon the parties mutual execution of a subsequent Task Order to a Master Lease, the successful Offeror shall provide the space, if available, and perform work, if applicable, at the agreed upon facility at the minimum price per square foot and hourly rates as described in the Master Lease and its attached Bid Form (Attachment J.1). Each Task Order shall have its own specific Task Order number, and be subject to the terms and conditions of the corresponding Master Lease. There is no guaranteed minimum or maximum number of Task Orders or contract amounts for either the base term or for any subsequent terms; and the Smithsonian is not in any way obligated to issue any Task Orders under a Master Lease.

B. BID FORM/PRICING SCHEDULE

B.1 Number and Price Per Square Foot. For each type of space specified in the Tier Matrix (See Attachment J.1.), Offeror shall complete the Bid Form, indicating the maximum and minimum number of square feet available at the time of signing, price per square foot per annum, including the basis of usable square feet pursuant to BOMA measurement and whether or not such pricing is for private bay, comingled storage, palletized storage, etc., and the location of the space and the facility providing the space and submit it in accordance with Part I, Section G.2 of this

RFP .

B. 2 Labor Categories and Rates. In the event Tier 7 services or other Additional Services such as, but not limited to, transport, retrieval and/or handling services are being offered in addition to storage space, Offeror shall also submit the following on the Bid Form: (i) fully burdened hourly rates established for all labor categories; and/or (ii) its applicable pricing structure associated therewith, to be utilized for purposes of establishing a firm fixed cost for said services in a future Task Order. All hourly rates and all applicable pricing structures shall include all direct labor, direct costs, indirect costs (e.g., overhead, G&A and profit).

C. PROVISION OF STORAGE SPACE/STATEMENT OF WORK

C.1 As may be required by the Smithsonian through separate Task Orders, a successful Offeror or Lessor shall provide the agreed upon collections storage space and, if applicable, any related Additional Services such as, but not limited to, transport, retrieval and/or handling services, including all supervision, labor, materials and equipment necessary to provide such services to the Smithsonian subject and pursuant to the Master Lease. Each Task Order will contain the facility and number of square feet being leased, type of space, the lease period, price per square foot and location of the facility, and, if applicable, a scope of work and specifications that will indicate the general and specific Additional Services required of Lessor and applicable pricing for such services.

C.2. A successful Offeror or Lessor must have, and shall maintain throughout the duration of the Master Lease Agreement, including all option periods beyond the base term, a storage facility within fifty (50) miles of the Smithsonian headquarters in Washington, D.C. and/or Smithsonian facilities in New York, NY. Said local office shall be sufficiently staffed with key personnel to meet the needs of the Smithsonian as required in future Task Orders.

C.3. In performing hereunder, a successful Offeror or Lessor shall meet or exceed the requirements and performance standards described in the Master Lease Agreement, Bid Form, Specifications and any proposal for Additional Services submitted by Lessor, unless otherwise agreed in writing, and all collections storage space and Additional Services, shall be provided in conformance with all Smithsonian directives, operating procedures and policies.

D. CRATING, PACKING AND MARKING

As may be specified in individual Task Orders and incorporated in Offeror’s proposal for Tier 7 Services.

E. INSPECTION

E.1. Upon proper notice and during normal working hours, the Smithsonian reserves the right to perform any inspections and tests as deemed necessary to assure that the Lessor is performing in accordance with the terms and conditions and Specifications as set forth herein, both prior to awarding and during the term of a Master Lease .

E.2. Inspection may be at the facility where storage space is being provided or at any location where work is being performed in conjunction with the terms of a Master Lease.

E.3. Inspection by the Smithsonian shall not relieve the Lessor of responsibility for any or all quality control aspects during the life of a Master Lease or Task Order. This shall include quality control for all items covered by a Master Lease and/or Task Order that may be subcontracted.

F. PERIOD OF PERFORMANCE/TERM

F.1. Base Period or Initial Term of the Master Lease. The initial term of a Master Lease shall be ten (10) years beginning after the date of execution. The Master Lease shall become effective upon signature by both parties.

F.2. Renewal Periods. Following the initial ten (10) year term, the Master Lease shall automatically renew for two

(2) successive five (5) year terms if neither party provides written notice terminating the Master Lease within thirty

(30) days prior to the then current expiration date. In no event shall the base Master Lease term plus subsequent renewal terms extend beyond a period of twenty (20) years.

F.3. The above periods represent timeframes in which the Smithsonian Institution may issue Task Orders to the Lessor. The Smithsonian does not guarantee any minimum or maximum lease terms for individual Task Orders.

G. TASK ORDER ORDERING PROCEDURES AND RESPONSE TIMES

G.1. From time to time, as the need for collections storage space and other related Additional Services covered by a Master Lease arise, the Smithsonian will contact a successful Offeror or Lessor regarding “immediate availability” of such space and services. In the event such space is “immediately available”, Smithsonian shall submit to the Lessor a Task Order, with all the necessary documentation of project requirements, ( i.e., a reasonably descriptive statement of collections space desired and, if applicable, Additional Services required by the Smithsonian associated therewith).

G.2. The Lessor(s) shall, within twenty-four (24) hours of being contacted by Smithsonian, apprise Smithsonian of the “immediate availability” of such space and services. If such space is “immediately available”, Lessor shall, upon receipt of the Task Order requirement and after negotiation of any “open” items, sign such Task Order and return to Smithsonian for countersigning.

G.3. In the event Smithsonian requests any Tier 7 services or Additional Services offered by Lessor, Lessor shall provide the Smithsonian with a proposal for the Task Order containing a firm fixed price estimate for the cost of such services which shall be based on its established pricing set forth in the Master Lease Agreement. Lessor’s proposal shall also include a detailed description of the services, all effort and cost (which includes a detailed cost breakdown showing numbers of hours and applicable rates for each utilized labor category listed in the proposal and other direct costs), a work plan which includes a detailed description of how the work is to be accomplished, and an estimated time frame for completion (or as otherwise directed). The Smithsonian shall not pay any proposal preparation costs, nor make reimbursements for any of the costs associated with responses to these requests, nor is the Smithsonian obligated to procure or contract for the services. The Lessor is hereby notified that until the Task Order is signed by the Contracting Officer, the storage space shall not be leased to Smithsonian nor shall any applicable services/work begin.

G.3. The Lessor shall provide the collections storage space specified in the Task Order and, if applicable, begin work for each Task Order within ten (10) calendar days of its receipt of an executed Task Order, unless otherwise directed by the terms of the specific Task Order or by the Contracting Officer.

G.4. If agreement on the Task Order cannot be reached, neither party will be under any obligation to the other with respect to the services covered by the particular draft Task Order.

H. CONFORMANCE WITH COLLECTIONS STORAGE SPACE SPECIFICATIONS.

Offerors, by bidding on a particular tier or class are representing that it/they has/have the storage space “generally available” for the Smithsonian to lease in accordance with the Specification and other terms and conditions of a Master Lease Agreement. Further, a successful Offeror or Lessor, by executing a Master Lease Agreement, represents that they will maintain the space/facilities/locations to meet the Specifications for the term of the Master Lease Agreement, or otherwise notify the Contracting Officer’s Technical Representative (as that term is defined in a resultant Master Lease Agreement) to amend the Master Lease Bid Form to reflect revised “generally available” space.

All Tiers/Classes of Service bid on in the Bid Form are expected to conform to the Specifications (Attachment J.3).

Any deviations from the Specifications should be clearly designated in writing and attached to Offeror’s Proposal.

I. LESSOR’S PROPOSAL FOR TIER 7 SERVICES

Lessor’s Proposal for Tier 7 Services should detail all services being provided, including inventory and recordkeeping services, as outlined in the Specifications and include a deliverable schedule for all work to be performed. Such additional services may include, but not be limited to, related crating, packing, unpacking, condition reports, retrieval, transportation (including shuttle transits and exclusive use transits), and/or installation, etc. Any such services being provided shall be in addition to inventory and recordkeeping services, as outlined in the Specifications and a successful Offeror or Lessor under a fully-executed Master Lease Agreement shall be required to submit, a weekly written status report which includes work accomplished and percentage of completion of such work. It is understood and agreed that a successful Offeror or Lessor shall, in meeting the requirements of a subsequently executed Task Order, perform the work for Tier 7 Services in accordance with any subsequent proposal submitted to the Smithsonian in connection with an executed Master Lease Agreement, however, to the extent that any provisions of the Task Order are in conflict or inconsistent with any provisions of said proposal, the provisions of the articles of the Task Order shall be controlling and shall supersede the provisions of said Task Order proposal.

ATTACHMENT J.1

BID FORM

Date:

Name of Company:

Company Address:

Contact Name:

Title:

Telephone:

Email:________________________________________________________________

Specify Tiers/Classes (1-7): Please enter the proposed price per square foot per year for the Tiers/Classes on which you are submitting a bid and insert your proposed pricing for Tiers/Classes 1 through 6 on a per square foot (per annum) basis. Square feet shall be considered usable square feet pursuant to BOMA measurement. For Tier 7, please specify rate and unit of measurement (hourly, per trip, etc.). (See complete Tier Matrix on accompanying page for more information.) Your responses shall become part of the Master Lease. (Note: Offerors may bid on one, all or any combination of Tiers/Classes 1 through 6. Offerors proposing for Tier 7 must also propose on at least one other Tier.)

Bid Price Bid Price (Per Sq. Ft/Yr) (Per Sq. Ft/Yr)

Tier 1/Class 1A:_______________________ Tier 4/Class 4A: __________________

Tier 1/Class 1B:_______________________ Tier 4/Class 4B:__________________

Minimum sq. ft. available:_______________ Minimum sq. ft. available:__________

Maximum sq. ft. available:_______________ Maximum sq. ft. available:__________

Tier 2/Class 2A:_______________________ Tier 5/Class 5A:__________________

Tier 2/Class 2B:_______________________ Tier 5/Class 5B:__________________

Minimum sq. ft. available:_______________ Minimum sq. ft. available:__________

Maximum sq. ft. available:_______________ Maximum sq. ft. available:__________

Tier 3/Class 3A:_______________________ Tier 6/Class 6A:__________________

Tier 3/Class 3B:_______________________

Minimum sq. ft. available:_______________ Minimum sq. ft. available:__________

Maximum sq. ft. available:_______________ Maximum sq. ft. available:__________

Specify whether or not such pricing is for private bay, comingled storage, palletized storage, etc.:

Tier 7/Class 7A:_______________________(transport);__________________(labor) Tier 7/Class 7B:_______________________(transport);__________________(labor) Tier 7 /Class 7C:_______________________(transport);__________________(labor) (For Tier 7, attach proposal with complete description and schedule. Offerors may also attach other related services and associate pricing to this Bid Form.)

Specify full address of facility where space is located (must be within Washington, DC or New York City Metropolitan Areas, or both):

Name of Facility:

Address of Facility:

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 security

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 risk

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

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).

ATTACHMENT J.2

SAMPLE OPEN TERM MASTER LEASE CONTRACT

THIS OPEN TERM MASTER LEASE AGREEMENT (“Master Lease Agreement”) is hereby made as of, by and between______________________. ("Lessor") with its corporate office located at ___________and the SMITHSONIAN INSTITUTION, a trust instrumentality of the United States ("Lessee;" “SI,” or “Smithsonian”) with its Office of Contracting and Personal Property Management located at 2011 Crystal Drive, Suite 350, Arlington, VA 22202. Lessor and Lessee are each a “Party” to this Master Lease Agreement and are, collectively, “the Parties” hereto.

WITNESSETH:

WHEREAS, on January 13, 2012, SI issued a Request for Proposal for Smithsonian-Institution wide collection storage providers (“RFP”), to which Lessor submitted a proposal dated __________ (“Lessor’s Proposal”), both documents of which are incorporated herein as Exhibit A.

WHEREAS, Lessor is engaged in the business of providing collection storage space and other related services, and owns a collection storage facility or facilities located at __________________________________[list or reference all pre-approved facilities in the Proposal Bid Sheet] (individually, the “Building” and collectively, the “Buildings”) and desires to provide such collection storage space and other related services on an as-needed basis to Lessee at a pre-negotiated base price per square foot;

WHEREAS, Lessee desires to lease certain Smithsonian-pre-approved collection storage space from Lessor to store certain collection items (hereinafter the “SI Property”) on an as-needed basis at a pre-negotiated base price per square foot;

NOW, THEREFORE, in consideration of the premises and the mutual covenants set forth herein and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows:

SECTION 1 STORAGE SPACE/TASK ORDERS/COMPENSATION

1.1 Scope of Storage Space. During the Term of this Master Lease Agreement, as defined in Section 2 below, Lessor shall provide to Lessee, subject to availability on an as needed basis and as specifically set forth and agreed to in a separate Task Order contract to this Master Lease Agreement, Smithsonian-pre-approved, pest-free, secured collection storage space (“Leased Space”) in the Building(s) consisting of a number of square feet to be determined by Lessee, subject and pursuant to the price per square foot and the tier(s)/classes of space(s) and services specified on the Bid Form (“BF”), attached hereto as Exhibit B (not to be placed in a traffic lane or other area susceptible to damage) for such SI Property owned by, or otherwise under the legal custody of, Lessee.