vendor questions.docx

General

1. Please confirm whether or not the work of this project may be invoiced, and payments authorized and made, on a monthly percent complete basis, within the specified phases of work, rather than only at the completion of each specified phase.

Answer: Will be invoiced by CLIN. 2 In 1 Invoice.

2. What is the budget established for the implementation of the modernization of the Soldier Experience Gallery?

Answer: Can not answer due to jeopardizing competition and price reasonableness.

3. What is the budget established for the design of the modernization of the Soldier Experience Gallery?

Answer: Same as above answer.

3. What is the final date for the submittal of requests for clarification?

Answer: RFQ Closes 28 August 2023 @ 0700hrs. Submission of questions deadline is on 25 August 2023. We will extend the RFQ date if questions are not answered by the government in a timely manner.

Solicitation Document:

5. Re Item No 0004, page 6 of 25, Monthly Progress Meetings: Please confirm that Proposer is to enter a proposed cost for this line item, despite the statement in this paragraph that “Progress meetings shall be conducted at no additional cost to the Government”, both in this paragraph and in 5.2.6 Progress Meetings on page 18 of 25.

Answer: From my perspective this was stated as no additional cost in the PWS since many of these meeting will be conducted virtually.

6. Re Item No 0005, page 6 of 25, a-8 Extension: Please describe the scope of work that is to be priced as part of the “a-8 Extension” as we have found no other mention of it in the documents so far.

Answer: This is a safety net to cover any work that is not been met due to fault of the government. -8 Extension is for up to 6 Months. We tell vendors to quote at 50% of the Total Contract Value. This will not be funded unless needed. Notice will be provided 60 days prior to execution of the -8 Extension CLIN.

7. Re 1.1 Description of Services/Introduction, page 9 of 25: Please confirm that this RFQ is limited to the DESIGN only of the “modernization” and does not include the fabrication and installation of exhibits or production of media software, all of which would also be a part of the “non-personal services necessary to perform the modernization of the exhibit space” as described in this paragraph.

Answer: Correct, this is limited to design only.

8. Re 1.6.1 Quality Assurance, page 12 of 25: We are familiar with Quality Assurance Plans. What specifically is a Quality Assurance Surveillance Plan?

Answer: A QASP is used how the government will grade/evaluate the performance of the contractor. The government does not share this info with any contractor.

9. Re 1.6.6 Security Requirements, page 12 of 25:

a. “The attached DD254” referenced has not been located within the provided documents. Can this be provided?

Answer: Will be uploaded to SAM.gov RFQ. See revised PWS

b. Apart from charettes, presentations, and site measurement, we would not anticipate the design contractor hired under this RFQ to in fact perform any work at USAHEC. Given that, do our staff still require a NAC clearance for this project?

Answer: Background check only at the Visitor Center

c. Do we need to have NAC clearances on all project staff before submitting our response to this RFQ or is it acceptable for those security clearances to be in process?

Answer: All personnel must have the background check. Link is attached to revised PWS

d. How and when, and through which entity, should the referenced NAC clearances be obtained?

Answer: All personnel who will be working at AHEC. Must be before start of work on contract and maintained through the life of the contract

10. Re 4.7 Fall Protection and Prevention Plan, page 17 of 25: The work of this contract is assumed to be limited to design, with the only anticipated on-site work being essentially meetings. What is the purpose and need of the Fall Protection and Prevention Plan in regard to this work?

Answer: Because you will be measuring the space and it was anticipated that you may be up on ladders to do so, it was recommended that we leave that clause in. If you are not going to be utilizing ladders in any way then it is not applicable.

11. Re 5.2.3a Deliverable and 5.2.4.a Deliverable, page 18 of 25: Please describe the difference between the deliverable at the completion of 65% design [5.2.3a] and the preliminary design package (65% completion) [5.2.4a]

Answer: The deliverable for 5.2.3 a is the draft of the design development report and exhibit concept model. The deliverable in 5.2.4a is the preliminary total design package which incorporates the 65% design development report and concept model with corrections/changes after review by USAHEC.

12. Re 5.2.7 Regulatory Compliance, page 19 of 25:

a. What is USAHEC’s current method of providing full accessibility for individuals who are sight and/or hearing-impaired?

Answer: It currently varies by exhibit area and type. Some are audio with QR code, some are visual. Currently there is no standard.

b. Does this requirement mean that a full audio-description tour is a specifically anticipated and budgeted part of the intended implementation of the SEG modernization?

Answer: No, it means that we are looking for the design firm to recommend and design a method for making our exhibits fully accessible.

c. Please confirm that the development of such an audio tour would be a part of the separately contracted media production undertaken during the implementation phase of the project by others.

Answer: This phase is strictly conceptualization and design. No products would be developed under this contract.

Addendum to 52.212-1

13. Re Section C.1 Quote Preparation Instructions, page 2 of 9: It is stated that Volume 3 should be returned “on the provided Excel Spreadsheet (preferred)”. No such spreadsheet has been located in the documents available. Can it be provided?

Answer: Use the CLIN Structure Word doc that is in the attachment section. We have been having problems with Excel since the roll over into Office 365.

14. Is existing content considered a starting point to build upon? Or is it to be tossed and a completely new interpretive plan developed? It can be. This will depend on how the existing information supports the design themes being developed by USAHEC.

15. To what fabrication budget will the designer be asked to design? Estimate is $350 -$400 a sq ft.

16. What does iWATCH Training entail? Cost and time implications?

Is an 8 Minute Video for Anti-terrorism, it is required for all contractors.

17. What level planning documentation/database will be required? Have all objects in the collection that will be used in this exhibit been cataloged? All design/planning documentation is outlined in the PWS. All objects have not been identified at this time, but all objects have not been cataloged. That does not prohibit their use though because all have been inventoried and are accountable.

18. How much original art, illustrations, maps, etc. will be needed/expected? Unknown currently until themes are developed (currently in process)

19. Please describe and quantify the amount of video expected to be used in the project? Unknown. That would depend on the design and supporting content for each theme. Assumption is that these will be worked out in the planning charrette.

20. Please describe and quantify the amount of digital interactives expected to be used in the project? Unknown. That would depend on the design and supporting content for each theme. Assumption is that these will be worked out in the planning charrette.

21. In the CLIN doc there are references to production. Are video production and/or digital interactive production part of this project? No. This is strictly design, no production.

22. Will the media company providing AV design and scriptwriting be excluded from bidding on the media production? As long as qualified.

23. The CLIN doc calls out monthly meetings. Can these meetings be virtual? Yes.

24. RFP states the pricing must include all travel. For evaluation purposes, please define the number of meetings, duration of meetings, personnel expected to attend the meetings and if mandatory meetings are in-person. The Planning Charrette, 30% Design Phase and Final Presentation are in person. All other meeting could be virtual. The number of people necessary and time of the meeting is dependent on the needs of the contactor to get sufficient information to successfully execute the requirements.

25. If an exhibit fabricator is on the team in a consultant role, providing estimating for instance, will they be allowed to bid on fabrication? As long as qualified.

26. If a media company works on design, will the company be allowed to bid on production?

As long as there is past performance related to work on museum exhibits.

27. If it is not already included, can the project be expanded to include media production in addition to media and exhibit design? The contractor could propose a modification to the contract for the government to review and decide upon. That said, there is a fixed budget for the government for this action and the award would be very close to the end of the fiscal year, so any proposal would have to be done immediately after the bid is accepted.

28.As an exhibit design firm, we would submit as prime “vendor”; however would need to include other firms on our team in order to meet the writing and a/v requirements. I am not understanding the definition of the “quoter” and “candidate”. The Addendum 1 states that the “vendor” may submit multiple “candidates/teams” but each much submit on separate quotes and complete Volumes 1-3, as well as submit separately. But, now do we reflect that we are submitting as a team? What are the submittal requirements between a “vendor”, a “quoter” and a “candidate”. I would like to submit as a prime as an exhibit design firm with two additional team members in a writer and an a/v consultant. How do I do that?

Answer: Please submit as a Team. The quoter is the vendor. If the requirement was seeking an individual (candidate) then we would need separate submissions for each.

29.The addendum also states that the past performance is that of the “quoters” and not candidate; again, how do we offer the past performance/references of all of our team members if Factor 2 of the Technical Volume is that of only the “quoter”?

Answer: Use the Past Performance of the quoter/vendor. We are looking for the past performance of vendor and not the candidates. Match the Team’s experience with the Technical Volume.

30.The cover sheet of the pdf of the RFP has a watermark stating “draft” – are we to ignore this and simply use the CLIN Word document, which is a formatting mess, as the fee Volume 3 and not fill out any of the cover sheet and also sign the cover sheet?

Answer: Please ignore “draft”, it is a writing system glitch. Please use a format similar to the CLIN Structure Document. Can be PDF, Word, Excel.

31.I also do not understand the answer to the question previously submitted – Monthly Progress Meeting – are we to enter a separate number (we are out of state and would have travel expenses)? The paragraph states “The Contractor shall be required to visit USAHEC following the award of this contract a minimum of once a month” and lists a unit price to be filled in. The answer “From my perspective this was stated as no additional cost in the PWS since many of these meeting will be conducted virtually” is unclear to me. Are we to calculate things such as travel-related expenses for meetings which we feel are necessary to be on site – such as the site survey/kick-off, and initial design presentations and make note of the number; therefore, presenting that any other meetings are virtual and at no cost to the government?

Answer: Yes, please factor costs for any on-site meeting. Virtually will be no cost to the government.

32.Also, to confirm, electronic submittals are now due Friday 8/25 even though originally we hand almost an additional week to put together the submittal?

Answer: RFQ Closes on 31 August 2023. SAM.gov is updated to reflect as of last week.

33.Will USAHEC provide all objects and images for this project? If so, how much planning has been completed to date and what phase will this content be shared with the designers?

Contractor will be able to utilize USAHEC collections to included archival materials, secondary source materials and artifacts. Archivists, librarians, historians, and curators will be available to assist.

List does not exist, will be modified as per exhibit design, government will utilize Army Assets where possible to attain materials.

34. Does the contract require any prototyping and formative evaluation by a third party?

This is not specified in contract document.

35. Specific Tasks’ Section 5.2 Design states “The design will encompass approximately 7200 sq. ft. of available exhibit space, to include the interactive aspects currently in the SEG that are not being replaced and the exhibit control systems space.” Can USAHEC share what the interactive aspects that are not being replaced are?

The Government will supply two existing interactive exhibit components to include the Parachute Jump interactive exhibit and the Korean War interactive media exhibit which will be stand-alone interactive exhibits at the time of contract execution and will be incorporated into the design.

36. Is there an established group of key stakeholder, content experts and decision-makers for this project? If so, will this group be shared with the contractor?

Yes and Yes

37. Is there a limit on the amount of past performance examples to include for Volume 2: Factor 1 Technical? No, however stay within the page limit.

38. Are there required personnel for this project beyond the project manager?

To be determined by the contractor

39. Do the cover page and cover letter count towards the page limit restriction? Yes.

40. In regards to lighting design, will the contractor will be responsible for specing the lighting and providing lighting design drawings?

Track Lighting system is provided. Lighting and Electric Plan. Shall make use of the existing track lighting system and fixtures connections, power sources, etc., and shall include a fixture schedule listing the number of all light fixtures, lamps, tracks and other necessary components required. This plan is to include all lighting requirements for building, e.g., ambient, emergency lights, etc.

41. Please confirm that the contractor is only responsible for providing AV treatments and equipment specifications during the design phase. Please confirm that AV production, system design and installation would be contracted during the fabrication phase.

See Technical Exhibit 2.4

42. Is there an architect or GC currently under contract that the contractor will be working with? Will building renovations such as new walls, power, lighting, fire safety and carpet be required under the scope of work?

No architect or GC under contract. This is dependent on the design provide by the contractor provided that it is within the space allotted.

43. Item 1 – “supporting infrastructure” what is the function of supporting infrastructure in the existing exhibit, and in the anticipated redesign? (we assume this is for AV back-of-house, but please verify). Approximately how many square feet does this currently occupy?

AV and interactive exhibits, current square footage is 7,000sqft

44. Item 1.2 – “Exhibit content does not meet the current strategic objectives” – how have these objectives changed, and what are they now? Is there a document that articulates current strategic objectives?

Mission and vision of the organization has changes, can provide strategic objectives documents.

45. Item 1.2.2 Electrical – “Track lighting is provided on the ceiling” – pls verify – providing lighting design is or is not part of this SOW: providing new or additional fixtures will or will not be part of subsequent fabrication scope.

Track Lighting system is provided. Lighting and Electric Plan. Shall make use of the existing track lighting system and fixtures connections, power sources, etc., and shall include a fixture schedule listing the number of all light fixtures, lamps, tracks and other necessary components required. This plan is to include all lighting requirements for building, e.g., ambient, emergency lights, etc.

46. Item 1.2.3 HVAC – pls verify that re-design of HVAC systems is not part of this SOW No HVAC Redesign

47. Item 1.3 – script development. What resources/research/content source materials, if any, will be provided by the Owner? Are there subject matter experts that will be available to us?

Contractor will be able to utilize USAHEC collections to included archival materials, secondary source materials and artifacts. Archivists, librarians, historians, and curators will be available to assist.

48. Item 1.6.9 – Post Award Conference/Periodic Progress Meetings are to be provided at no additional cost. However in order to provide a firm fixed price budget, we will need to identify a fixed number of trips. This will be identified in the proposal, and are to occur at minimum, once a month.

The Contractor shall be required to visit USAHEC following the award of this contract a minimum of once a month for progress meetings with the Government. (Also, what is the question here?)

49. Item 4.7 – Fall Protection and Prevention Plan – typically the Exhibit Fabricator, who will be contracted directly to the Owner through a future agreement, is responsible for the means and methods of execution of the work, and thus would be compelled in the bid document, to provide such a plan. Pls verify that this is acceptable.

There needs to be a plan for any onsite physical work as defined in section 4.7.

50. Item 5.2 Design – “..to include the interactive aspects currently in the SEG that are not being replaced” – what are these aspects?

The Government will supply two existing interactive exhibit components to include the Parachute Jump interactive exhibit and the Korean War interactive media exhibit which will be stand-alone interactive exhibits at the time of contract execution and will be incorporated into the design.

51. Item 5.2.2 – “identified collections items provided by the Government” – does this list already exist? Whether or not it exists, will it be modified as per the evolving design and content developed by the Contractor, and if so, how much time will this take on the part of the Government? A related question, what is the commitment of CHM staff to support this effort and to provide assistance and to answer questions, during the course of this work?

Also – are collections digitized, and will Government provide usable scans of images for us to use in the design process – and verify that the images are of sufficient resolution and quality for use in the final exhibits?

List does not exist, will be modified as per exhibit design, government will utilize Army Assets where possible to attain materials.

USAHEC is currently digitizing collections and can make digitized materials available, other materials are in physical format on site.

52. 5.2.2 “Reviewed by the Government” – how long should we allow, in the schedule, for these reviews?

Government will provide timeline for review based upon size and scope of materials provided by contractor.

53. 5.2.4c Exhibit Resource Package – how much of the graphic source materials do you anticipate will be derived from the CHM collections? (Do we need to engage an image researcher as part of this effort?)

Image researcher may be necessary depending on contractor’s design.

54. Item 5.2.5 – confirm power and electrical connections – similar to item 4.7 question above – this is typically the responsibility of the fabricator; we can compel them to do so as part of the design specifications, but is not work that the Designer would typically perform.

Designer is to provide where electrical is needed in design and engage with USAHEC POC for feasibility.

55. Technical Exhibit 2 – item 7 – “Government must approve the design of all mounts for artifacts, archival documents and photos” as above – this work would be part of the SOW of the Exhibit Fabricator.

If special artifact mount is designated a part of the design, Govt must approve.

56. Technical Exhibit 4 – Workplace Safety Plan – this would apply to the Fabricator’s scope of work, which would be undertaken after our work was complete. Does this imply that there is an expectation that the Contractor for this SOW would also be engaged in Contract Administration tasks during subsequent fabrication and installation work (by others)? If so, when might that work commence, and what is its duration?

Workplace safety plan/building safety plan will accomplish this objective.