Solicitation Number 47PB0124R0003_Art Conservation Services_Paintings.pdf

RFP NUMBER: 47PB0124R0003

PROJECT: ART CONSERVATION SERVICES – PAINTINGS

Indefinite Delivery/Indefinite Quantity (IDIQ)

LOCATION: General Services Administration

Acquisition Management Division (1PQD)

1800 F Street NW.

Washington, DC 20405

RFP DUE DATE: Wednesday, September 4, 2024

3:00 P.M. (Eastern Time)

OFFER DUE TO: General Services Administration

EMAIL: evangela.brown@gsa.gov

CONTACT PERSON: Evangela Brown, Contracting Officer

RFP ISSUE DATE: Wednesday, July 31, 2024

NOTE: ANY QUESTIONS REGARDING THIS SOLICITATION MAY BE DIRECTED TO: Evangela Brown, Contracting Officer, evangela.brown@gsa.gov, Acquisition Management Division (1PQD)

This acquisition is a total small business set-aside. The General Services Administration cordially invites you to submit your proposals in response to this RFP.

GSA’s hours of operation are 8:00 am to 5:00 pm. Requests for pre-award debriefings postmarked or otherwise submitted after 4:30 p.m. will be considered submitted the following business day. Requests for post-award debriefings delivered after 4:30 p.m. will be considered received and filed the following business day. This solicitation and any documents related to this procurement will be available on the Internet. All

Contractors downloading the solicitation shall notify this office in writing (electronic mail) in order to be placed on the plan holders’ list. Contractors are responsible for downloading their own copy of the solicitation and amendments, if any. The WWW address of the Contract Opportunities web page is http://www.sam.gov. It is the Contractor’s responsibility to monitor this site for the release of the solicitation and amendments, if any.

Contractors may register for electronic notification of postings to the site.

General Services Administration

Public Buildings Service

REQUEST FOR PROPOSAL (RFP)

mailto:evangela.brown@gsa.gov http://www.sam.gov/

ART CONSERVATION SERVICES – PAINTINGS

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INSTRUCTIONS TO OFFERORS

IMPORTANT – PLEASE READ CAREFULLY

The Request for Proposals (RFP) is being issued electronically only. The RFP is comprised of the following sections below and is available for download from http://www.sam.gov.

Section A. Solicitation/Contract/Order for Commercial Items (Standard Form 1449) Section B. Supplies or Services and Prices/Costs Section C. Description/Specification/Work Statement Section D. Packaging and Marking Section E. Inspection and Acceptance Section F. Deliveries and Performance Section G. Contract Administration Data Section H. Special Contract Requirements Section I. Contract Clauses Section J. List of Documents, Exhibits and other Attachments Section K. Representations and Certifications (to be completed electronically only) Section L. Instructions, Conditions and Notices to Offerors Section M. Evaluation Factors and Award http://www.sam.gov/

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PART I

THE SCHEDULE

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SECTION A

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

STANDARD FORM 1449

(Attached separately through an .PDF file)

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SECTION B

SUPPLIES OR SERVICES AND PRICES/COSTS

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SECTION B: SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 BACKGROUND

B.1.1 The Fine Arts Collection of the General Services Administration (GSA) is one of the nation's largest and most unique civic art collections dating from the 19th century to the present. A large portion of the collection dates from the New Deal era, is monumental in scale, and is installed in Federal Buildings across the country. The collection includes contemporary works commissioned through the Art-in-Architecture Program for site specific installations in GSA Buildings.

B.1.2 GSA is entrusted with the care and preservation of these Government-owned works of art. The conservation of artwork, including condition assessment, recommendation of treatments, and cyclic maintenance, is of particular interest to GSA since it has the responsibility of preserving and maintaining these cultural properties intact for the benefit of future generations. The Fine Arts Program, located in the central office of GSA in Washington D.C., is responsible for fine arts management nationwide, including: the inventory, assessment, and conservation of artwork associated with the Fine Arts Collection. The Fine Arts Program coordinates these functions with the Regional Fine Arts Officer and the Historic Preservation Officer located in each of GSA's eleven regions.

B.2 SUPPLIES OR SERVICES

B.2.1 The Fine Arts Program is requesting art conservator services involving the assessment, analysis, and treatment of various types of artwork in/on Government-owned property.

B.2.2 The Government intends to establish a single award, Indefinite Delivery/Indefinite Quantity (IDIQ) contract, with a one-year base period and four 12-month option periods.

Performance of all work will commence upon the issuance of a task order authorized by the Contracting Officer or Contracting Officer's designated Ordering Official(s). Only Firm-Fixed-Price task orders will be issued under this contract. This contract will be set-aside for small businesses.

B.2.3 Changes to the terms and conditions of the base contract shall be made in accordance with the Change Clause of the General Provisions. Contract changes shall be made by the Contracting Officer on an executed Standard Form 30.

B.2.4 The terms and conditions set forth in the base contract take precedence over the terms and conditions of the task order, if there is no conflict; however, if a conflict exists, the terms and conditions of the base contract prevail. If a task order is silent on a term or condition, the terms and conditions of the base contract prevail.

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B.2.5 Each task order will have its own price and performance period which may extend past the expiration date of the current basic contract effective period; however, a completion date must be established at the original execution of each task order.

B.2.6 Outstanding task orders shall be fully performed at the rates/pricing in effect as of the date the task order was awarded. Modifications to the task orders are controlled by the Changes Clause as to work requirements and equitable pricing adjustments.

B.2.7 After the base contract or option period expires; the amount of work included in any outstanding task order shall not be modified to enlarge its scope unless such modification is necessary to accomplish the tasks under the task order.

B.3 FIXED PRICES

B.3.1 Salary Rates: The fixed salary rates and other prices for the services set forth in the Price Schedule B.7 shall include overhead and general administrative rates and profit. Offerors are required to submit a separate Price Schedule for the initial one-year contract period and each optional one-year contract period. All salary rates shall be fixed for the duration of the applicable one-year term.

B.3.2 Materials and Supplies: The contractors are expected to have standard equipment, materials and supplies necessary to perform work at their disposal. Special equipment or materials required in the performance of this contract will be negotiated on a task order basis. All material and supply prices will be researched against current material cost data available from current and past GSA contracts.

B.3.3 Transportation: All transport services used in conjunction with contract are to be done with bonded and insured carriers, whose services include transporting of artifacts, valuable items, or other items deemed as treasures under current security standards. All efforts to ensure that the transport of the artwork will be performed by a professional art transport company will be required under this contract. Method as well as carrier must be acceptable to the Government. Proposal should include description of art transport services to be used.

B.3.4 Travel Costs: A fixed price for the cost of travel by contractor personnel will be negotiated on a delivery order or task order basis pursuant to FAR Part 31.205-46 and Federal Travel Regulations in effect at time of travel.

B.4 METHOD FOR PRICING ADDITIONAL SERVICES

Additional services are those items, services and products not specifically included or priced in the contract, but which are associated with the requirements of this contract and may be required from time to time during the term of this contract.

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B.5 GUARANTEED MINIMUM

B.5.1 The minimum dollar amount of work the Government guarantees to the Contractor under this contract is $5,000.00 for the base year. (Note: The guaranteed minimum order amount applies to the base year only. Award of the additional option years is not guaranteed nor is there a guaranteed minimum order amount in any given option year that is exercised.)

B.6 MAXIMUM GUARANTEED

B.6.1 The maximum ordering limitation for the Art Conservation Services for Paintings IDIQ contract is $1,750,000.00 for the base year and each one-year option period, with the total contract amount over five years not to exceed $8,750,000.00.

B.7 FIRM-FIXED-PRICE SCHEDULE - BASE YEAR PERIOD AND FOUR ONE

YEAR OPTION PERIODS

B.7.1 Offerors are required to provide their hourly rate for the professional and technical classification listed in the below proposal offer sheets and multiply the rate times the estimated hours to obtain the extended rate for each classification.

B.7.1.1 Offerors are advised that the estimated hours specified are offered for information only and are not intended as guarantees or commitments to order services under this contract.

B.7.1.2 Offerors are advised that the hourly rates will be used to establish the fixed hourly rate for the applicable contract period and that the total extended price will be used for evaluation purposes only, and will not constitute the basis for an equitable price adjustment under this contract. Time period to perform services will be negotiated on each task order.

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B.7.2 PRICING – BASE – YEAR ONE (MONTH 1 TO MONTH 12)

Services and Estimated Hourly TOTAL Labor Classification Hours Rate PRICE

B.7.2.1 ASSESSMENT/CONSERVATION

a. Senior Conservator __5000___ $_______ $___________

b. Conservator __4000___ $_______ $___________

c. Conservator’s Assistant or Technician __1000___ $_______ $___________

B.7.2.2 REPORTS/RESEARCH

Artwork(s) Price/Unit TOTAL PRICE

a. One Per Artwork __100__ $_______ $____________

B.7.2.3 PHOTOGRAPHY

a. Flat Rate Per Artwork __100__ $_______ $____________ (Includes cost of equipment, processing, and external drives)

TOTAL PRICE FOR BASE YEAR (SUM HERE and B.8.1)

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B.7.3 PRICING – OPTION ONE – YEAR TWO (MONTH 13 TO MONTH 24)

B.7.3.1 ASSESSMENT/CONSERVATION

b. Conservator __4000___ $_______ $___________

B.7.3.2 REPORTS/RESEARCH

B.7.3.3 PHOTOGRAPHY

TOTAL PRICE FOR OPTION ONE – YEAR TWO (SUM HERE and B.8.2)

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B.7.4 PRICING – OPTION TWO - YEAR THREE (MONTH 25 TO MONTH 36)

B.7.4.1 ASSESSMENT/CONSERVATION

b. Conservator __3000___ $_______ $___________

B.7.4.2 REPORTS/RESEARCH

B.7.4.3 PHOTOGRAPHY

TOTAL PRICE FOR OPTION TWO – YEAR THREE (SUM HERE and B.8.3)

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B.7.5 PRICING – OPTION THREE - YEAR FOUR (MONTH 37 TO MONTH 48)

B.7.5.1 ASSESSMENT/CONSERVATION

a. Senior Conservator __4500___ $_______ $___________

c. Conservator’s Assistant or Technician __900____ $_______ $___________

B.7.5.2 REPORTS/RESEARCH

B.7.5.3 PHOTOGRAPHY

(Includes cost of equipment, processing, external drives, and CDs)

TOTAL PRICE FOR OPTION THREE – YEAR FOUR (SUM HERE and B.8.4)

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B.7.6 PRICING – OPTION FOUR - YEAR FIVE (MONTH 49 TO MONTH 60)

B.7.6.1 ASSESSMENT/CONSERVATION

a. Senior Conservator __4500___ $_______ $___________

c. Conservator’s Assistant or Technician __900____ $_______ $___________

B.7.6.2 REPORTS/RESEARCH

B.7.6.3 PHOTOGRAPHY

TOTAL PRICE FOR OPTION FOUR – YEAR FIVE (SUM HERE and B.8.5)

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B.8 SUMMARY OF PRICING SCHEDULE

Offerors are advised that the estimated year totals below are based on government estimated hours specified which were offered for information only and are not intended as guarantees or commitments to order services under the contract. Also that the total extended prices will be used for evaluation purposes only and will not constitute the basis for any price adjustment under this contract above or below the Indefinite Quantity Ceiling ($8,750,000.00).

B.8.1 Total Price for Base Year – Year One [Refer to Section B.7.2]

B.8.2 Total Price for Option One - Year Two [Refer to Section B.7.3]

B.8.3 Total Price for Option Two - Year Three [Refer to Section B.7.4]

B.8.4 Total Price for Option Three - Year Four [Refer to Section B.7.5]

B.8.5 Total Price for Option Four - Year Five [Refer to Section B.7.6]

B.9 TOTAL EVALUATED PRICE $_________________________

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SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

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SECTION C: DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 CONTRACT EFFECTIVE PERIOD

C.1.1 The Government intends to establish a single award, Indefinite Delivery/Indefinite Quantity (IDIQ) contract for Art Conservation Services for Sculpture, which are more fully described in Part 1 – Section B, Supplies or Services and Price/Costs. The contract will remain in effect for a Base Year Period, not to exceed twelve (12) months, from the Notice to Proceed (NTP); and Four One-Year Option Periods, for a potential total of five

(5) years. The Option Years may be exercised by the Government by the issuance of a unilateral contract modification (SF30).

C.1.2 The timeframe for the Art Conservation Services for Paintings is described in Part 1 – Section C of this contract or as specified in each task order.

C.2 SCOPE OF SERVICES

C.2.1 On an as-needed basis, the Conservator may be required to survey, assess, recommend treatment, develop protection, removal and installation plans, transport, perform conservation services, perform emergency stabilization, or repair, and develop cyclic maintenance plans for works of art in the Fine Arts Collection.

C.2.2 The Conservator shall be responsible for providing the necessary professional services to ensure that the proposed conservation and treatment will not have an adverse impact upon the aesthetic, historic, and physical integrity of the artwork. It may be required that conservation treatments be reversible in order to ensure that removal of materials and techniques will not endanger the physical welfare of the artwork. The known character of the artwork should not be modified. As much as possible, decayed segments of an artwork will be conserved.

C.2.3 The treatment prescribed shall be the safest and least intrusive restorative method so as not to compromise the original integrity of the artwork and should follow the guidelines for the American Institute for Conservation Code of Ethics and Standards of Practice.

C.2.4 When and as ordered, the Conservator shall perform the following services:

C.2.4.1 Make a thorough on-site examination of the artwork to determine the nature and extent of the deterioration and treatment. While performing the on-site examination the Conservator shall consider all environmental and other harmful factors that may affect the artwork. (See Section C.2.6)

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C.2.4.2 Prepare a written Condition Assessment/Treatment Recommendation Report, including color photographs taken at the time of the investigation and before treatment(s), detailing the existing overall environment, examination, findings, and recommendations for treatment. (See Section C.2.7)

C.2.4.3 Perform treatment(s) as described in Performance of Treatment. (See Section C.2.8)

C.2.4.4 Prepare Final Conservation Report, including detailed description of any testing, work performed, and color photographs taken before, during, and after treatment(s) is (are) performed and overall image of artwork and the surrounding environment. Provide recommendations for future cyclic care and maintenance. (See Section C.2.12)

C.2.5 Types of Government-Owned Painting

Painting - paintings are unique works in which images are formed primarily by the direct application of pigments suspended in oil, water, egg yolk, molten wax, or other liquid, arranged in masses of color, onto a generally two-dimensional surface.

GSA paintings include, but are not limited to:

▪ large-scale paintings

▪ murals (permanently affixed paintings)

▪ easel paintings

▪ framed and unframed paintings

The paintings may be made of synthetic or organic painting. They include but are not limited to tempera, oil, gouache, watercolor pigments, and acrylic paint. The supports may be made of traditional materials such as canvas or board, but may have nontraditional supports, for example dry wall or Tyvek.

C.2.6 On-Site Examination of Artwork

Within ninety (90) working days after issuance of the task order, the Conservator shall perform the necessary professional services to:

(a) Pinpoint the location, nature and extent of chemical, physical, and biological causes of all existing deterioration, alteration, loss, and material failure.

(b) Determine the size of the areas affected, interior and exterior.

(c) Provide written descriptions of existing conditions and a detailed account of major deterioration, alteration, loss, failures.

(d) Provide detailed analysis of the materials and methods necessary to stabilize the artwork and slow the rate of deterioration.

(e) If requested, develop deinstallation and/or installation plan.

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(f) If requested, develop art transportation plan.

(g) If requested, develop protection plan.

(h) Note any permanent damage to the support and/or frame.

(i) Provide detailed photographs. Photos that illustrate recommendations and problem areas shall be keyed to each photograph.

(j) If requested, provide sketches.

C.2.7 Condition Assessment/Treatment Recommendation Report

C.2.7.1 Written Report

The Conservator shall provide a written report detailing discoveries and recommendations for removal, deinstallation, installation, art transport, protection, remedial treatment(s), and the materials and methods to be applied for each type of deterioration. When there are multiple treatment options the Conservator shall explain and compare the pros and cons of each.

The report shall include a statement of exactly what conditions are proposed to be corrected, an outline of the treatment and include an estimate of the cost and the basis for the cost.

The report must be written in Word or comparable format and submitted as a PDF file.

Photographs shall document existing or as-is-condition problem areas and illustrate recommendations. Photographs may be embedded into the written report to best illustrate the condition and what needs to be corrected.

The Conservator shall use the following format in preparing the investigative report:

Introduction:

(a) Name of artist, title of work, and completion date.

(b) Medium/material composition.

(c) Dimensions.

(d) Ownership. (State the owner of the artwork as the General Services Administration (GSA).)

(e) Location. (State name of building, street address, city, state, zip code, and GSA region.)

(f) Inspection date.

(g) Report date.

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(h) Inspector.

(i) Description of the Artwork. Individual artwork shall be described using appropriate professional terminology. Unique details or unusual features shall be described and shall be featured in the accompanying photographs.

(j) Specific details on the condition of the artwork and proposed remedial treatment(s).

(k) Materials and Chemicals:

(1) List all basic materials, products, chemicals, supplies used in performing services required by this solicitation.

(2) For each of the proposed materials provide the following information:

(a) Your knowledge of each of these materials including, but not limited to, the purpose of using, any long-term effects to the artwork, and any possibility of affecting the value of the artwork.

(b) Manufacturer’s specifications, technical data, and applicable Safety Data Sheet.

(l) Photographs.

C.2.7.2 Photographs

Digital photographs submitted to GSA by the Conservator shall provide visual evidence of the artwork condition. The photographs will be submitted electronically as .JPG files and stored on an external USB drive. Photo prints of the overall artwork, reverse (if possible), overall image of artwork in its environment, and any significant images that will illustrate the condition of the artwork and shall be submitted as 4” x 6” or 5” x 7” images and printed on archival photographic paper. Visible graininess is unacceptable.

Photographs shall be identified by:

1. Name of Artist

2. Title of Work

3. Artwork ID Number

4. Building Name

5. City, State

6. If the photograph is a detail, the subject matter photographed shall be described.

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C.2.7.3 Archival and Materials Research

Archival research may be necessary to accurately document the history of treatments, the original methods, materials and intent of the architect, artist or artisan. Non-destructive laboratory analyses may also be required to characterize ongoing processes of deterioration, paint stratigraphy and chemical composition of materials in order to prescribe appropriate treatments. This cost should be included in the proposal for treatment. All appropriate discovered information, photographs, graphics and lab results will become part of the final treatment report.

C.2.7.4 Deliverables

▪ One hard copy of the Condition Assessment/Treatment Recommendation written report, and external USB drive.

▪ The USB drive shall contain the written report, digital photographs and any other supplemental documentation.

▪ The deliverables shall be submitted to the Government within sixty (60) days after completion of the on-site examination of the artwork.

▪ After the receipt of the Condition Assessment/Treatment Recommendation Report the Government will make a determination on the acceptability of the report and the proposed treatment.

C.2.8 Performance of Treatment

When, and as ordered by an authorized Contracting Officer’s task order, the Conservator shall perform conservation services in accordance with the approved treatment plan and in keeping with sound conservation practices. The Conservator will maintain the artistic and physical integrity of the artwork and its parts. Techniques shall conserve the artwork and not contribute to its continuing deterioration. The treatment shall conform to the recommendations approved by the Government.

C.2.9 Stabilization

When needed, and as ordered by an authorized Contracting Officer’s task order, the Conservator shall perform stabilization for damaged or vandalized works of art to ensure their safety until full conservation assessment and treatment may be performed.

C.2.10 Cyclic Maintenance Plans

When, and as ordered by an authorized Contracting Officer’s task order, the Conservator shall develop cyclic maintenance plans.

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C.2.11 Protection Plan, Deinstallation and Installation Plans

When needed, and as ordered by an authorized Contracting Officer’s task order, the Conservator shall develop protection, removal, and installation plans, for paintings.

C.2.12 Final Conservation Report

C.2.12.1 The Conservator shall provide a written report detailing final testing, treatment(s), and remedial materials and methods applied for each type of deterioration.

The Conservator shall provide specific recommendations for future cyclic maintenance of the artwork.

Report must be written in Word or comparable format, submitted as both Word and PDFs files. The report shall be accompanied by an external USB drive and contain the report, photographs and any other supplemental documentation.

The Conservator shall use the following format in preparing the Final Conservation Report:

Introduction:

(a) Name of artist, title of work, and completion date.

(b) Medium/material composition.

(c) Dimensions, i.e. length, width, height, weight (inches and metric).

(d) Ownership. (State the owner of the artwork as the General Services Administration (GSA).)

(e) Location. (State name of building, street address, city, state, zip code, and GSA region.)

(f) Inspection date.

(g) Report date.

(h) Inspector.

(i) Description of the Artwork. Individual artwork shall be described using appropriate professional terminology. Unique details or unusual features shall be described and shall be featured in the accompanying photographs.

(j) Specific details on the treatment(s) of the artwork.

(k) Keyed photographic prints.

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C.2.12.2 Photographs

Digital photographs submitted to GSA by the Conservator shall provide instant visual evidence of the conservation treatment(s). The photographs will be submitted electronically as .jpg or .tiff files and stored on an external USB drive. Photo prints shall be submitted as 4” x 6” or 5” x 7” images and printed on archival photographic paper with printer producing 3.5-6 megapixels. Visible graininess is unacceptable.

Photographs shall be identified by:

3. Date of Work

4. Building Name

5. City, State

6. GSA Region

7. If the photograph is a detail, the subject matter photographed shall be described.

C.2.12.3 Video

When, and as ordered by an authorized Contracting Officer’s task order, the Conservator shall provide digital video that provides instant visual evidence of the conservation treatment(s). The video will be submitted and stored on an external drive. The external drive shall be identified by:

3. Date of Work

4. Building Name

5. City, State

6. GSA Region

7. Description of Work

C.2.12.4 One copy of the Final Conservation Report including an external drive shall be submitted to the Government within thirty (30) days after completion of the on-site examination of the artwork.

C.2.12.5 Within sixty (60) working days after the receipt of the Final Conservation Report the Government (The Fine Arts Program) will decide on the acceptability of the report and the treatment.

C.3 CONTRACT COMPLETION

Time frames for completion will be negotiated for each task order.

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C.4. CONTRACTOR’S FACILITY

Due to the critical nature of the work to be performed under this contract, the Contractor must have appropriate facilities and space to perform services. Facilities should provide a secure, climate-controlled environment, adequate security alarm system, adequate fire prevention or sprinkler system and adequate loading dock. The facility must be able to accommodate treatment, loading and unloading of large-scale paintings. The Government reserves the right to inspect the Conservator’s facility during the proposal evaluation phase of the procurement.

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SECTION D

PACKAGING AND MARKING

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SECTION D: PACKAGING AND MARKING

D.1 PAYMENT OF POSTAGE AND FEES

All postage and fees related to submitting information including forms, reports, etc., to the Contracting Officer’s Representative shall be paid by the Contractor.

D.2 MARKING

All information submitted to the Contracting Officer’s Representative shall clearly indicate the GSA asset name, address, identification number(s), contract number, task order number, and location of the artwork for which the information is being submitted.

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SECTION E

INSPECTION AND ACCEPTANCE

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SECTION E: INSPECTION AND ACCEPTANCE

E.1 THE ROLE OF GOVERNMENT PERSONNEL AND RESPONSIBILITY FOR

CONTRACT ADMINISTRATION

E.1.1 Contracting Officer: The Contracting Officer has the overall responsibility for administration of this contract. The Contracting Officer is the only individual authorized to take actions on behalf of the Government to amend, modify or deviate from the base contract terms, conditions, requirements, specifications, details, and/or schedules;

process assignments of claims (assignment of contract payments to a financial organization); make final decisions on disputed deductions from contract payments for nonperformance or unsatisfactory performance; process Novation agreements; terminate the contract for convenience or default; and issue final decisions regarding contract questions or matters under dispute.

The Contracting Officer is as follows:

Ms. Evangela Brown Contracting Officer U.S. General Services Administration Public Buildings Service Acquisition Management Division (1PQD)

1800 F Street, NW evangela.brown@gsa.gov

E.1.2 Contracting Officer’s Representative (COR):

Ms. Kathy Erickson, COR Fine Arts Management Specialist

U.S. General Services Administration Public Buildings Service Office of Architecture and Engineering Center for Fine Arts (PA0D) 1800 F Street, NW kathy.erickson@gsa.gov mailto:evangela.brown@gsa.gov mailto:kathy.erickson@gsa.gov

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E.1.3 Alternate Contracting Officer’s Representative (ACOR):

Ms. Mary Margaret Carr, ACOR Fine Arts Management Specialist

U.S. General Services Administration Public Buildings Service Office of Architecture and Engineering Center for Fine Arts (PA0D) 1800 F Street, NW

Washington, DC 20405 mary.carr@gsa.gov

The officials named above are designated as the Contracting Officer’s Representative/ Alternate Contracting Officer’s Representative to assist the Contracting Officer in the discharge of their responsibilities. The responsibilities of the Contracting Officer’s Representative/Alternate Contracting Officer’s Representative include, but are not limited to: determining the adequacy of performance by the contractor in accordance with the terms and conditions of this contract; ensuring compliance with contract requirements insofar as the work is concerned; advising the Contracting Officer of proposed deductions for nonperformance or unsatisfactory performance; and advising the Contracting Officer of any factors which may cause delay in performance of the work.

E.1.4 Ordering Official: An Ordering Official is an official designated by the Contracting Officer to place individual orders under this contract. The Ordering Official for this contract is limited to the Contracting Officer listed above.

E.2 FAR 52.246-4 INSPECTION OF SERVICES – FIXED-PRICE (AUG

1996)

(a) Definitions. “Services,” as used in this clause, includes services performed, workmanship, and material furnished or utilized in the performance of services.

(b) The Contractor shall provide and maintain an inspection system acceptable to the Government covering the services under this contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to the Government during contract performance and for as long afterwards as the contract requires.

(c) The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all time and places during the term of the contract.

The Government shall perform inspections and tests in a manner that will not unduly delay the work.

(d) If the Government performs inspections or tests on the premises of the Contractor or a subcontractor, the Contractor shall furnish, and shall require subcontractors to furnish, mailto:mary.carr@gsa.gov

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(e) If any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may (1) require the Contractor to take necessary action to ensure that future performance conforms to contract requirements and (2) reduce the contract price to reflect the reduced value of the services performed.

(f) If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may (1) by contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service or (2) terminate the contract for default.

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SECTION F

DELIVERIES AND PERFORMANCE

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SECTION F: DELIVERIES AND PERFORMANCE

F.1 PLACE OF PERFORMANCE

The Art Conservation Services to be provided under this contract shall be performed nation-wide as identified in the contract. The services may be performed at any location, building, facility or site directed by the Government which is located within the United States.

F.2 TIME OF DELIVERY

Upon official authorized notification, the Contractor may commence performance and shall be contractually obligated to provide complete services in accordance with the locations, dates, and times specified in the task order. Failure to provide the services within the time prescribed herein may result in termination of the contract for default.

Official notification may be made orally and confirmed in writing by issuance of a task order. If the Contractor cannot meet the accelerated delivery schedule, the Government may obtain the services from another source.

F.3 SITE VISIT

Site visits to review the artwork will be arranged with the appropriate facilities managers and/or Fine Arts Officers at the time of issuance of task orders. The Government reserves the right to visit the Contractor’s facilities during any work (packing, crating, storage).

F.4 PROCEDURE FOR ORDERING SERVICES

F.4.1 Services shall be provided only as authorized by the Contracting Officer or designated Ordering Official(s).

F.4.2 Authorization for services will be written by task order or modification signed by the Contracting Officer or designated Ordering Official. Unless otherwise authorized, task orders will be issued on a GSA Form 300, Order for Supplies or Services, and specify on the order the following information:

a. Date of order.

b. Contract number and Order number.

c. Item number and work description.

d. Quantity of days and unit price.

e. Delivery or performance date.

f. Place of delivery or performance.

g. Packaging, packing, and shipping instructions.

h. Accounting and appropriation data.

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i. Method of payment and payment office.

j. GSA asset identification number (s).

k. Any other pertinent information.

F.4.3 All task orders must be properly executed and signed by the Contracting Officer prior to commencement of the work being provided.

F.5 WORK BY OTHERS

The Government reserves the right to undertake by another contract, by Government employees, or by other means, the same type or similar work as contracted for herein and to do so shall not be a violation of the terms of this contract, nor be considered as a termination in whole or in part of work contracted for hereunder.

F.6 FAR 52.211-11 LIQUIDATED DAMAGES - SUPPLIES, SERVICES, OR

RESEARCH AND DEVELOPMENT (SEPT 2000)

(a) If the Contractor fails to deliver the supplies or perform the services within the time specified in this contract, or any extension, the Contractor shall, in place of actual damages, pay to the Government liquidated damages per calendar day of delay in an amount to be determined at the time an order is placed (typically $50.00 to $200.00 depending on the size of the order).

(b) If the Government terminates this contract in whole or in part under the Default - Fixed-Price Supply and Services clause, the Contractor is liable for liquidated damages accruing until the time the Government may reasonably obtain delivery or performance of similar supplies or services. The liquidated damages shall be in addition to excess costs of repurchase under the Termination clause.

(c) The Contractor shall not be charged with liquidated damages when the delay in delivery or performance is beyond the control and without the fault or negligence of the Contractor as defined in the Default - Fixed-Price Supply and Services clause in this contract.

F.7 TERM OF CONTRACT

After award, the successful Contractor will be given a written notice to proceed and shall provide contractual services for a twelve-month period. This service requirement is subject to the availability of funds, in accordance with (52.232-19 Availability of Funds for the Next Fiscal Year, Part II, Section I), commencing on the date specified in the notice to proceed. Work under this contract is expected to commence on October 1, 2024. If possible, the notice to proceed will provide for at least 30 working days preparation time before commencement of work.

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F.8 OPTION TO EXTEND THE TERM OF THE CONTRACT

The Government shall have the unilateral option of extending the term of this contract for:

A. FOUR (4) consecutive additional periods of 12 months each (see clause FAR 52.217-9, OPTION TO EXTEND THE TERM OF THE CONTRACT, Part II, Section I).

The same terms and conditions contained in this contract shall apply to each option exercised. Options shall be exercised upon written notification (mailed or otherwise furnished) to the Contractor within sixty (60) calendar days prior to the expiration of the

The exercise of options is a Government prerogative, not a contractual right on the part of the Contractor. If the Government exercises an option(s) within the prescribed time frames, the Contractor shall be bound to perform the services for the option period(s) or be subject to the default provisions of the contract.

B. One (1) six-month extension (see clause FAR 52.217-8, OPTION TO EXTEND SERVICES, Part II, Section I). The same terms and conditions contained in this contract shall apply to the six-month period. This option shall be used to insure continuous service in the event of a delay in award of a subsequent contract or for other administrative reasons. Such notice of intent to extend service shall be given the Contractor in writing at the earliest possible time, but within 60 days prior to the contract expiration date. The option shall be exercised upon written notification (mailed or otherwise delivered) to the Contractor within 60 calendar days prior to the expiration of the contract. The Government shall reserve the right to exercise “no cost” termination of the service upon 15 days written notice to the Contractor at any time during the six-month extension period. The exercise of options is a Government prerogative, not a contractual right on the part of the Contractor. If the Government exercises the option(s) within the prescribed time frames, the Contractor shall be bound to perform the services for the option periods or be subject to the default provisions of this contract.

F.9 FAR 52.242-15 STOP WORK ORDER (AUG 1989)

(a) The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Contracting Officer shall either --

(1) Cancel the stop-work order; or

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(2) Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the Government, clause of this contract.

(b) If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if –

(1) The stop-work order results in an increase in the time required for, or in the Contractor’s cost properly allocable to, the performance of any part of this contract;

and

(2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the Contracting Officer may receive and act upon the claim submitted at any time before final payment under this contract.

(c) If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement.

(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-work order.

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SECTION G

CONTRACT ADMINISTRATION DATA

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SECTION G: CONTRACT ADMINISTRATION DATA

G.1 PAYMENT - GENERAL

G.1.1 The remittance address is as follows:

General Services Administration PBS Payments Branch (BCFA) PO Box 17181 Fort Worth, TX 76102-0181

G.2 SUBMISSION OF INVOICES

G.2.1 The following information or documentation must be submitted with each invoice:

- Adequate description of services provided

- Total amount to be billed

- GSA property identification number

- Task Order number

- Contract number

- Pegasys Document Number (PDN)

G.2.2 All invoices shall be submitted electronically to https://finance.ocfo.gsa.gov, unless otherwise specified in this contract or in individual task orders.

G.3 GSAM 552.232-72 FINAL PAYMENTS UNDER BUILDING SERVICES

CONTRACTS (MAR 2012)

Before final payment is made, the Contractor shall complete and furnish the Contracting Officer with GSA Form 1142, Release of Claims, releasing all claims against the Government relating to this contract, other than claims in stated amounts that are specifically excepted by the Contractor from the release. If the Contractor’s claim to amounts payable under the contract has been assigned under the Assignment of Claims Act of 1940, as amended (31 U.S.C. 3727, 41 U.S.C. 15), a release may also be required of the assignee.

https://finance.ocfo.gsa.gov/

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SECTION H

SPECIAL CONTRACT REQUIREMENTS

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SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 CONTRACT PERFORMANCE

The Offeror agrees that at least 90 percent of the Conservator’s labor cost of contract performance incurred for personnel shall be expended for employees of its firm. In addition, the Offeror is required to dedicate all key personnel as named, committed, and accepted in its proposal.

H.2 SECURITY CLEARANCE

The successful Offeror must submit a Standard Form 86 and pass a security clearance.

Forms are available on:

http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?formType+=SF.

H.3 IDENTIFICATION/BUILDING ACCESS

The Contracting Officer’s Representative will give the Contractor the names of contacts for building/property access per task order with the Contractor.

H.4 PROHIBITION AGAINST SUBCONTRACTING

The Contractor shall not subcontract any work required by this contract without the express prior approval of the Contracting Officer or Contracting Officer’s Representative.

If the Contracting Officer/Contracting Officer’s Representative authorizes the Contractor to subcontract any part of the work required by this contract, a copy of any such subcontract shall be provided to the Contracting Officer/Contracting Officer’s Representative. Failure to receive prior approval of the Contracting Officer or Contracting Officer’s Representative may result in termination of a task order or contract.

H.5 SAFEGUARDING AND DISSEMINATION OF CONTROLLED UNCLASSIFIED

INFORMATION (CUI) BUILDING INFORMATION

In accordance with CUI information published in GSA Order PBS 3490.3 on March 22, 2021 and signed by PBS Acting Commissioner Allison H. Azevedo.

This clause applies to all recipients of CUI building information (which falls within the CUI Physical Security category), including offerors, bidders, awardees, contractors, subcontractors, lessors, suppliers and manufacturers.

Marking CUI. Contractors must submit any contractor-generated documents that contain building information to GSA for review and identification of any CUI building information that may be included. In addition, any documents GSA identifies as containing CUI http://www.gsa.gov/Portal/gsa/ep/formslibrary.do?formType+=SF

RFP Solicitation Number: 47PB0124R0003 Page 39 building information must be marked in accordance with the Order and the Marking Controlled Unclassified Information Handbook (the current version may be found at https://www.archives.gov/files/cui/20161206-cui-marking-handbook-v1-1.pdf) before the original or any copies are disseminated to any other parties. If CUI content is identified, the CO may direct the contractor, as specified elsewhere in this contract, to imprint or affix CUI document markings (CUI) to the original documents and all copies, before any dissemination, or authorized GSA employees may mark the documents.

1. Authorized recipients.

a. Building information designated as CUI must be protected with access strictly controlled and limited to those individuals having a Lawful Government Purpose to access such information, as defined in 32 C.F.R. § 2002.4(bb). Those with such a Lawful Government Purpose may include Federal, state and local government entities, and non-governmental entities engaged in the conduct of business on behalf of or with GSA. Non-governmental entities may include architects, engineers, consultants, contractors, subcontractors, suppliers, utilities, and others submitting an offer or bid to GSA, or performing work under a GSA contract or subcontract. Recipient contractors must be registered as “active” in the System for Award Management (SAM) database at www.sam.gov, and have a Lawful Government Purpose to access such information. If a subcontractor is not registered in the SAM database and has a Lawful Government Purpose to possess CUI building information in furtherance of the contract, the subcontractor must provide to the contractor its DUNS number or its tax ID number and a copy of its business license. The contractor must keep this information related to the subcontractor for the duration of the contract and subcontract.

b. All GSA personnel and contractors must be provided CUI building information when needed for the performance of official Federal, state, and local government functions, such as for code compliance reviews and the issuance of building permits. Public safety entities such as fire and utility departments may have a Lawful Government Purpose to access CUI building information on a case-by-case basis. This clause must not prevent or encumber the necessary dissemination of CUI building information to public safety entities.

2. Dissemination of CUI building information:

a. By electronic transmission. Electronic transmission of CUI information outside of the GSA network must use session encryption (or alternatively, file encryption) consistent with National Institute of Standards and Technology (NIST) SP 800-171. Encryption must be through an approved NIST algorithm with a valid certification, such as Advanced Encryption Standard or Triple Data Encryption Standard, in accordance with Federal Information Processing Standards Publication 140-2, Security Requirements for Cryptographic Modules, as required by GSA policy.

b. By nonelectronic form or on portable electronic data storage devices. Portable electronic data storage devices include CDs, DVDs, and USB drives. Non-electronic

RFP Solicitation Number: 47PB0124R0003 Page 40 forms of CUI building information include paper documents, photographs, and film, among other formats.

i. By mail. Contractors must only use methods of shipping that provide services for monitoring receipt such as track and confirm, proof of delivery, signature confirmation, or return receipt. CUI markings must not appear on the exterior of packages.

ii. In person. Contractors must provide CUI building information only to authorized recipients with a Lawful Government Purpose to access such information. Further information on authorized recipients is found in section 1 of this clause.

3. Record keeping. Contractors must maintain a list of all entities to which CUI is disseminated, in accordance with sections 2 and 3 of this clause. This list must include, at a minimum: (1) the name of the state, Federal, or local government entity, utility, or firm to which CUI has been disseminated; (2) the name of the individual at the entity or firm who is responsible for protecting the CUI building information, with access strictly controlled and limited to those individuals having a Lawful Government Purpose to access such information; (3) contact information for the named individual; and (4) a description of the CUI building information provided. Once “as built” drawings are submitted, the contractor must collect all lists maintained in accordance with this clause, including those maintained by any subcontractors and suppliers, and submit them to the CO. For Federal buildings, final payment may be withheld until the lists are received.

4. Safeguarding CUI documents.