Attachment 4_Questions with Answers Revision 1.pdf

Questions with Answers

Revision 1

Note: Yellow Highlight is the original answer and Green Highlight is the updated answer.

1.) 1.2.1 – Are the “photos” in question printed photographs on photographic paper, printed on newsprint (i.e. newspaper cut-out)?

A. There are 27 pictures printed on photographic paper, 13 are on a CD, and 4 are slides.

2.) Are the film slides positive or negative?

A. Positive.

3.) Could you provide the size range of the prints and the format of the slides (i.e. 35mm, 120/220mm, etc.)?

A. The government believes the majority are 35mm.

4.) 1.2.2 – No specification regarding the DPI and viewing distance of the final product is provided. Usually, the output is 300dpi.

A. 600 dots per inch.

5.) 1.2.3 – Can you provide visual examples of the photos to be restored? Since each is unique, this will help determine LOE and ETA.

A. Due to the condition of some of the photos, visual examples are not available.

6.) 1.2.5 – Are there any additional specifications regarding the materials and finish of the enlarged prints? For example, is there a specific wood type, black finish (matte, satin, glossy) for the frame?

A. Either matte or satin is acceptable.

7.) Can other materials that may mimic wood or wooden texture be used?

A. Yes

8.) 1.2.6 – I’m not a general contractor or handyman, would the Offeror be required to source a locally licensed contractor/handyman to do the hanging?

A. The government will not dictate how the “hanging” is done as long as the installation is performed in a professional manner.

9.) Do you have specifications on the mounting substrate, including dimensions and/or approved mounting methods for the location?

A. The substrate is drywall. Mounting methods that will support the weight for each photo.

10.) I am based in Virginia, am I permitted to retrieve and transport the images to my studio for scanning and digital restoration portions or must all work be done on-site?

A. Yes, the Government expects that the photos will be physically transported by the contractor and restored at the contractor’s facility and returned to Shaw AFB SC by the contractor.

11.) No payment schedule is indicated on the RFQ. Do you have that information? Is this LPTA?

A. See RFQ update to reflect how the Government will make payment (after completion of work and clarification of LPTA).

See DFARS 252.232-7006 Wide Area Workflow Payment Instructions.

12.) Scope of Work: (1.2.4) "The descriptions will be provided by the Government Point-of contact (POC).

Will the contractor receive the exact descriptions for the photos along with the corresponding photos at the same time?

A. Yes, the POC will provide all information at the time the photos are turned over to the contractor.

13.) Is the exact text for the descriptions of the photos already prepared, or will this require additional discussion, preparation and proofing on the part of the government point of contact?

A. Yes, already prepared.

14.) 2.2 Contractor Personnel: "The contractor shall provide a POC for all contractual matters during normal hours of operation. The POC shall respond on-site within 1 hour during normal duty hours of operation.”

Would it be acceptable for the contractor POC for all contractual matters to respond virtually or via telephone within 1 hour as opposed to responding on-site? A requirement for the POC to respond on-site within one hour would limit competition since those vendors located more than 45 minutes away from SHAW AFB cannot realistically meet this requirement.

A. See the updated SOW (Revision 1) for revised information.

15.) The additional notes to the RFQ state "Note: Due to the COVID 19 Pandemic, access to the Base is limited to one (1) vendor representative.”

We understand this statement to refer to the site visit, however, if awarded the contract, will the vendor be granted base access for two workers? For safety reasons, the installation of photo displays may require two workers being present.

A. Yes, the potential awardee will be allowed to bring additional workers to complete the contract, provided they pass a background check.

16.) If one doesn’t attend the site visit, will sample images and/or specifications of the photos be provided to bidders?

A. Due to the condition of some of the photos, visual examples are not available.

17.) Of the 44 photos, 32 are physical pics, while 8 are digital and 4 are film slides. Are the 32 photos already framed, or are they sealed/in storage?

A. There are 27 physical photos, 13 digital, and 4 slides

Of the 27 photos: 3 are not framed, 8 are in a matted frame, and 16 are in a frame

18.) What is the digital format for the 8?

A. See the Compact Disk

19.) How would they be picked up? A disc or drive?

A. The contractor is required to personally collect and properly package all photographic material for transport. The digital format is stored on a disk.

20.) What is the condition of the 4 film slides (are these actually four small bits of celluloid)?

A. Slide projector film.

21.) Section 1.2.1 states that the 32 photos are of “varying sizes.” What is the range of sizes for the photos that will need to be scanned?

A. They range from 8in x 11in to 40in x 11in.

22.) For the 36 photos that require “removing any grain/cracks…” (Section 1.2.3). Could we see an example of a photo that needs to be retouched? This will be useful to get a sense of how much time/labor is required for this.

A. Due to the condition of some of the photos, visual examples are not available.

23.) Section 1.2.5: Are you looking for 100% wood frames, or will MDF/wood substitutes suffice?

A. See SOW update, all frames must be the same material.

24.) Just to verify (Section 1.2.4): You would like the 44 photographic descriptions printed on “white card stock.”

A. See SOW update.

25.) The Request for Quotation form does not provide separate line items for delivery, installation, and project management. What is the best manner in which to express these costs on the quote form?

A. See RFQ update.

26.) Will the contractor be required to return the original slides, film, scannable images and existing frames?

A. Yes.

27.) Will Shaw AFB pack them for transport? Or, will the contractor have to collect them off the walls and prepare them for transport themselves?

A. All photos to include slides and CD will need to be prepared for transport by the contractor.

28.) In what format will they be delivered? Word Doc? Note card?

A. The descriptions will be provided in a Word Document.

29.) Will the existing descriptions be attached to or easily identifiable to its corresponding image?

A. The Government POC will direct how the descriptions will correspond with the image.

30.) What should be done if there are any pictures or slides that are in too poor a condition to reproduce?

A. There are no photos that are in a condition that cannot be reproduced. Three photos require special handling due to their irreplaceability (unable to reproduce).

31.) What is desired height/thickness of the 24”x36” wood frames?

A. See SOW paragraph 1.2.5, no matting requested.

32.) Is any Foam Core/Styrene mount required for the photos that will be put into these frames?

A. No mount will be permitted. Mount will be on Styrene. Also note that the RFQ CLIN 001-AA states mounted on Styrene for longevity is what the Government is requesting.

33.) Where exactly will the images be hung - A large room? A staircase? At what height should the images be hung?

A. A hallway on the first floor, height will be determined at time of installation.

34.) 1.2 Scope of Work: 1.2.4 Print. It asks that the 4x6 photograph descriptions are printed on white card stock BUT on the RFQ, it says mounted on fine art paper.

A. See updated SOW.

35.) 1.2 Scope of Work: 1.2.5 Frame. It asks that all 88 frames, the 24x36 frames AND the 4x6 frame have spacers. On the RFQ, it asked for the quote without spacers on the 4x6 frames

A. See updated SOW.

36.) Is there a desired delivery date?

The Government expects work to begin upon issuing of the award and to be completed within 30 days.

37.) One of the 24x36 picture frames must have the ability to swap out pictures. Do we assume that will not have a glued backing?

A. The Government has removed this requirement from this opportunity.

38.) Once the photos are enlarged, do we mount them on foam core or plastic styrene (like cardboard)?

A. The Government requests all photos be mounted on styrene.

39.) Do you want copies of the digital photos upon completion of enlargement?

A. Yes, the Government will require digital copies of all photos. A separate CLIN will be added to the RFQ.

40.) Would you consider allowing contractors to submit 2 offers that represent alternative yet functionally equivalent, technically acceptable methods/processes to accomplish elements of this project?

A. No, the Government does not require an alternative offer or quote.

41.) Will the Air Force agree to provide a layout or guide for the order and positioning of each photo at least one week prior to the agreed date for hanging the photos? (The order and positioning of each photo will be a matter of taste and historical importance known only to the historian.) To save a great deal of time and discussion while hanging the frames, this should be determined ahead of the actual hanging of the finished photos. It may suffice to assign numbers to the photos when collecting the original photos, and the historian can then place a corresponding note on the wall to represent the order of hanging the finished photos.

A. Yes, the Government POC (20th Fighter Wing Historian) will provide this information to the awardee.

42.) Along the same lines, at the site visit, we reviewed the location in which the photos will be displayed. Interior designers caution against displaying prints (or other artwork) that are inappropriately sized for the space in which they are displayed. By the same token, proper spacing between displays is also important as it affects the holistic presentation. Based on the site visit, it appears that hanging many, large photos within the confines of the space provided may present a cluttered and somewhat overwhelming appearance to the presentation. In particular, each framed 24" x 36" print including a properly spaced framed 4" x 6" description card will create an end product that occupies approximately a 36" x 40" space. Has the Historian verified that all 44/45 picture frames will fit in an aesthetically pleasing manner within the available space?

A. Yes, the Government POC (20th Fighter Wing Historian) has made this determination.

43.) What material are the walls composed of (they appear to be drywall but could be plaster, and the material of the wall will affect the hanging options), and in the interest of safety, can the Air Force please mark locations of electrical and water lines prior to the hanging the photos?

A. The wall material is drywall. Location of the electrical service is not an issue since the lines are located inside the wall cavity between studs.

44.) Since the contractor will be generating dust, is there any known risk of asbestos or other contaminants in the walls of the building?

A. The Government is not aware of any risk of asbestos from the drywall.

45.) What, if any, is the preferred method for hanging the pictures on the wall? There are many different methods available, and depending upon the material of the wall, the hanging options vary. Of course different options have different price points. Examples could be frames attached to the wall with drywall anchors and screws, or frames hung from metal cables attached to metal or wooden strips which in turn are affixed to the wall.

A. Pictures are to be hung so they are secured to the wall so that there is no movement.

46.) It is not listed in the RFQ, but If the Air Force would like to receive a digital backup of the files that will be created during the scanning process, could you please add another CLIN to the RFQ to allow for a proper price quote that includes the digital backup files and specify the allowable media for submitting the digital files (DVD, etc.)?

A. Yes, the Government will require digital copies of all photos. A separate CLIN will be added to the RFQ.

47.) Number of frames: During the site visit, the Historian mentioned that the Colonel would like to have one empty frame that should be hung at the end of a hallway where he can occasionally exchange the image that is displayed inside.

Please confirm that this additional 24” x 36” frame is part of the RFQ. The total number of frames in the CLINs would then be 45 instead of 44.

A. The Government has removed this requirement from this opportunity.

As part of the order in which photos should be hung, please specify where specifically this particular frame be hung.

A. The Government has removed this requirement from this opportunity.

Since it will be changed out regularly, please specify the type of backing material or permanent backing that would be needed for the 45th frame.

A. The Government has removed this requirement from this opportunity.

48.) The RFQ specifies that all prints must be mounted on styrene for longevity. During our research of the styrene mounting process, technical experts indicated that styrene mounts in particular may create a final product that is wavy, showing the wavy structure through the photograph. This means that if using styrene, offerers may be forced to calculate in the cost of producing several trial runs per print before a usable print results. Would the Air Force be willing to consider a functionally equivalent yet alternative method of mounting the images (there are other processes that are in fact much better but not necessarily more expensive)?

A. The Government requests all photos be mounted on styrene.

49.) Having said that, the current CLIN 001-AA reads as follows: "24x36 Print, mounted on styrene for longevity “. Technical experts advise that styrene and similar products are not archival quality and that only archival board is suitable for this application. Would you please chance the text of CLIN 001-AA to read “24x36 Print, mounted for longevity and archivability”

A. The Government requests all photos be mounted on styrene.

50.) With regard to the Chain of Command frames mentioned in CLIN 002-AA, the RFQ/SOW does not specify whether or not the contractor is responsible for preparing the photos in the frames, for hanging the frames, and where these are to be hung. Can you please clarify?

A. The Chain of Command frames are to be empty frames. The frames must have the glass and backing so that the 20th Fighter Wing will be ability to swap out the pictures when need to.

51.) Regarding the desired delivery date which should be included in the annotation of the offers, will the proposed delivery date be taken into consideration as a factor when evaluating offers?

For clarity, would you please provide an earliest start date and latest delivery date for this project? It would allow a more fair comparison among offers if the RFQ were to clearly specify an earliest start date, a latest completion date. Thus the offerers can submit a preferred delivery date within the desired timeframe.

A. The Government expects work to begin upon issuing of the award and to be completed within 30 days.

52.) A foam core mount would be preferable in quality/longevity to a styrene mount. Would that be acceptable?

A. The Government requests all photos be mounted on styrene.

53.) I would recommend a luster finish on the prints if they will be under glass. Would that be acceptable?

A. The Government will accept a slight luster finish as long as it does not detract from the photo(s) appearance, i.e. not overly shiny or too much glare.

54.) There are many ways in which one can restore and enhance historic photographs to produce a high quality and durable presentation surfaces which seems to be the desired outcome. Often an industry professional knows a better and more economical way to obtain the same desired outcome even if the process is not commonly known to those outside of the profession.

Based on the feedback after the site visit and the statement of work, the total cost of the many frames, styrene backing etc. described in the statement of work will result in rather high cost of the total project. It may sound counter intuitive, but a higher quality print that offers a better presentation, 65+ years Archival durability and whose surface is resistant to common cleaning products may actually offer a cheaper total price and higher quality outcome on this project than the method described in the SOW. The process is known as Dye Sublimation onto aluminum photo panels.

CLIN 001-AA: Considering that the total cost of the entire project when using dye sublimation onto aluminum is comparable to the requested traditional method of framing pictures, would you be willing to accept offers using this process? Of course, if this process were determined to be a technically acceptable alternative, then the price factor can always be ranked among the offers.

A. The Government does not require an alternative offer or quote.

55.) CLIN 002-AA: We did not see any instructions for the Chain of Command Frames. Are we to deliver empty frames?

A. The Chain of Command frames are to be empty frames. The frames must have the glass and backing so that the 20th Fighter Wing will be ability to swap out the pictures when need to.

Are we required to mount them?

A. Yes, the Government POC (20th Fighter Wing Historian) will provide specific hanging instructions to the awardee.

Who will supply the pictures?

A. The Government POC (20th Fighter Wing Historian). However, the POC will install the pictures into the frames (after the frames are installed by the Contractor).

56.) CLIN 006-AA: For the frame installation, will there be an electrician on site to advise where electrical cables may be?

A. The wall material is drywall. Location of the electrical service is not an issue since the lines are located inside the wall cavity between studs.