Restoration of State Governor Portraits

The State of Colorado, Department of Personnel & Administration, Division of Central Services, Capitol Assets Program, issued a Documented Quote (DQ) solicitation (DQ1 AADA 2019-0387) for portrait and frame restoration services. The procurement sought to engage a qualified restoration service provider to restore twenty (20) historical portraits and frames of varying sizes located at the State Capitol building. The deliverables included comprehensive restoration of damaged oil and acrylic paintings—some exhibiting tears up to ten inches long—and frames constructed from various materials including plaster, gold leaf, wood, and combinations thereof. Key project objectives required all restoration work to be completed by June 15, 2020, with all invoices submitted by that same date, and restoration services encompassed repair materials, labor, transportation, insurance, and storage expenses under a flat-fee contract structure. Offerors were required to demonstrate a minimum of five (5) years' experience in similar restoration work and submit names and resumes of all personnel assigned to perform the work. The mandatory pre-bid meeting and walkthrough was scheduled for December 18, 2018, at 3:00 P.M. MST/MDT at 1525 Sherman Street, Room 513, Denver, Colorado, with attendance required for bid consideration, and the original bid submission deadline was January 7, 2019, at 3:00 P.M. MST/MDT, with an estimated contract award date of January 23, 2019. Award was to be made to the offeror determined most advantageous to the State based on price, experience, and caliber of work as primary evaluation criteria.

This procurement included a set-aside preference designation for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs) certified by the U.S. Department of Veterans Affairs, which received a 5% preference on response evaluations. The State reserved the right to award to multiple offerors but indicated intent to award only one contract, with the selected prime contractor responsible for all deliverables and project completion; however, the primary contractor was permitted to subcontract specialized portions of work such as frame restoration while remaining solely responsible to the State. The maximum project budget was $125,000, with payment structured in four milestone installments: 10% upon delivery and acceptance of the first five framed paintings, 20% upon delivery and acceptance of the next five paintings, 20% upon delivery and acceptance of the third set of five paintings, and 50% upon final delivery and acceptance of the remaining five paintings. The contract term was effective upon State Controller approval and remained in effect through the project completion and final invoice submission deadlines, with critical funding expiration on June 30, 2020. It should be noted that this solicitation was cancelled via Addendum 1, effective 7:00 a.m. Mountain Standard Time on January 3, 2019, and no bids were accepted, with the State indicating its intention to pursue alternative options for the requested restoration services.