Solicitation Questions and Answers.docx

Solicitation No.: W912CH-24-R-L001 AME Fine Art Conservation IDIQ Responses to Questions

1. How does the consultation/evaluation of each piece work? Will it require travel to the sites to view each piece? Is it done through photographs?

Answer: The assessment and evaluation for each work on each task order will be completed via photographs. The contractor is expected to use their expertise to estimate what may be required.

2. Does pricing need to be reflected on the Contract Data Requirements Lists (CDRLs) as well as the pricing schedule Excel?

Answer: See Section B - Supplies or Services and Prices, Contract Line Item Number (CLIN) 9001, CDRLs A001-A008 are not separately priced. Please make sure to furnish a fully completed Attachment 002-Pricing Workbook.

3. Is 1600 hours the estimated maximum number of hours per year that is variable or is it a definite maximum amount of service hours that will be funded?

Answer: It is variable.

4. How many objects are involved? What kind of objects? What kind of timelines are there?

Answer: AME anticipates request for conservation services for 60 to 70 works of art over the three-year period of this IDIQ contract through the issuance of task orders. There may be more than one task order issued in a fiscal year. Objects will be paintings on canvas or board, in various media and works of art on paper. Conservation of an existing frame may be required. Each task order PWS will clearly describe work to be completed or can be clarified in contact with the Contracting Officer’s Representative (COR). Each task order will have a Period of Performance (POP) of 12 months from date of award.

5. Where are some of those 170 locations mentioned in the solicitation?

Answer: Locations for the art stored at our Army Museums maybe from any of the AME locations. This information is available https://history.army.mil/museums/directory.html. Each task order will clearly state the location of the artwork for pick-up and confirm the location for return. Usually pick-up and return sites are the same.

6. Our organization is a 501(c)3 nonprofit. Are we eligible to submit a proposal, given the small business designation? If not, are we eligible to be a subcontractor to a small business prime applicant?

Answer: For procurements that are set-aside for small business, a non-profit entity is not considered a small business concern or a similarly situated entity per FAR 19.000, FAR 19.001 and 13 CFR 125.1. Therefore, a non-profit entity is not eligible to be a subcontractor to a small business prime contractor for this procurement.

7. In the pricing workbook, shipping is included with conservation services at a per hour rate. Our organization utilizes third-party fine art handlers for shipping. They determine their rates based on a variety of factors including distance, timing, size of the shipment, and whether the shipment must be exclusive or can be combined with others. Without specifics, it is not possible to provide accurate, estimated pricing for shipping at a per hour rate. Even if possible, that rate would differ from the hourly rate for conservation services. Would it be possible to have shipping rates be determined at the task order level?

Answer: When pricing transportation charges for an IDIQ contract with multiple locations, contractors typically conduct a thorough analysis of factors such as distance between locations, mode of transportation required, and any special handling needs. They may consider standard fine art transportation industry rates for transportation services, adjust for fuel costs, and account for any potential volume discounts or negotiated rates with transportation providers.

When a task order is presented to the awarded contractor, the specifics of each location for pick-up and return delivery will be spelled out in the PWS. The contractor is welcome to determine the actual cost of shipping based on size of artifact, packing required, special handling, etc. and then convert that cost into number of treatment hours.

8. Is the conservation services rate expected to cover all supplies and materials? Housing and framing are included in the scope of work, and the costs of those materials can vary greatly depending on the needs of the client and the characteristics of the individual artworks.

Answer: Conservation service rates will cover all aspects of treatment including materials and supplies, matting and framing. When a task order is issued to the awarded contractor, each individual task will clearly state the requirements for framing in that PWS. At that time, the contractor can determine the exact cost of required framing and convert that dollar amount to the hourly rate.

9. As the expectation is that only one award will result from this IDIQ, what is the obligation of the awardee to accept all task orders issued under this contract? Is the awardee able to negotiate task order terms if, for example, a proposed project schedule is not achievable due to other commitments or constraints?

Answer: As the primary contractor under this IDIQ, the awardee is obligated to accept all task orders issued, as outlined in the terms of the contract. However, the awardee is encouraged to plan realistically and negotiate timelines/due dates with the Army Contracting Command - Detroit Arsenal (ACC-DTA) and the requesting agency, when a task order is issued.

10. Is it possible to provide an approximate breakdown of the composition of collections that may likely form subsequent task orders. For instance, 10% archival documents, 40% paintings on canvas, 30% works of art on paper, etc.?

Answer: While each task order will vary based on our needs, historically, over the course of a multi-year IDIQ, we have requested services for 45% paintings on canvas or board, 45% works of art on paper and 10% archival collections.