Posted: July 23, 2025, 4:33 p.m. EDT
Amendment 0007 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Responses to RFI Questions
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Amendment 0006 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Revised Scope
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Amendment 0005 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Responses to RFI Questions
Submission Due Date Extension
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Amendment 0004 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Revised Responses to RFI Questions
Revised Schedule and Multi-Year Document
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Amendment 0003 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Responses to RFI Questions
Questions/Clarifications Due Date Extension
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Amendment 0002 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Responses to RFI Questions
Submission Due Date Time Extension
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Amendment 0001 to the RFP is hereby issued and attached for download. The purpose of the amendment is to make the following changes to the Solicitation:
Response to RFI Questions One
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This Request for Proposals (RFP) is for Smithsonian Institution's National Museum American History (NMAH) to move collections within the American History Building (AHB), provide new Smithsonian approved collections housing for all identified artifacts, perform basic collections photography, documentation, condition reporting, rehouse artifacts, track all collection location changes, and move the collections to the Smithsonian Suitland Collections Center (SCC), and unpack at either the Museum Support Center (MSC) Pod 6 or a Paul E. Garber Facility (Garber) designated building. The Contractor receiving the award shall provide all supervision, labor, materials, equipment and transportation required to complete the work as described in this RFP and the Contract Documents.
The Smithsonian currently estimates that the fixed price for the entire project will be more than $10,000,000.
The Period of Performance for the contract is 1095 calendar days from the Notice to Proceed.
STATEMENT OF WORK
The successful offeror shall provide all materials, equipment, labor and supervision necessary to complete the following work at the Smithsonian Institution, National Museum of American History (NMAH), 1300 Constitution Avenue NW, Washington DC, 20560 and Smithsonian Institution's Suitland Collections Center (SSC), 4210 Silver Hill Road, Suitland, Maryland 20746.
The Work includes, but is not limited to, all work specified in the Scope of Work and consists of drawings, specifications and a preliminary object list.
The objective of the NMAH PSRP IV Collections Move project is to relocate NMAH collections from NMAH to off-site storage at the SCC and includes the following:
A. Project Management Services: Supply a dedicated Project Manager (PM) with art handling services background to lead a multi-disciplinary team. Work will include:
- Creating and maintaining a detailed schedule for all move activities;
- Coordinating with the designated NMAH move coordinator and project COTR on schedules, coordination, cost, and hold weekly progress report meetings;
- Handling the resolution of any problems that interfere with the progress of the project;
- Identifying and investigating problems and making recommendations for resolution to COTR;
- Providing collections and storage space access for move team;
- Advising on collections housing, packing, documentation, and shipping methods;
- Providing technical interface between the museum artifact inventory system (CIS XG) and barcoding systems (managing the collections information), and the contractor's housing and packing logs and shipping manifests (contract management tools);
- Coordinating with the NMAH Move Coordinator on delivery of supplies (boxes, trays, acid free tissue, etc. containers/crates either in parts or constructed at another site and delivered for packing; housing supplies; tools and equipment for housing/packing/photography); and staging for them until use and shipment to the SCC;
- Coordinating disposal of old cabinetry and containers as they are emptied and the collections are housed and packed, and shipped to SCC for storage on or in new rack and cabinets;
- Ensuring condition documentation, photography, location tracking, and object number reconciliation are built into the workflow;
- Overseeing contractors/objects transit between facilities (e.g. travel from NMAH to off-site storage at the SCC required);
- Overseeing contractors to remove boxed collections from shipping containers and store them on pallet racking and in cabinets at the SCC, and updating final location data;
B. Packing and Storage arrangements for museum collections. Preparing collections for a move from one location to another following all safety and preservation requirements. Work will include:
- Establishing, and moving artifacts within NMAH to processing area(s) for organizing, documenting, photographing, condition reporting, and housing artifacts for storage in new cabinets at the SCC using housing methods that demonstrate economies of scale for like collections, and with housing dimensions fit to cabinet/racking configurations at the SCC then packing the housed artifacts for shipment;
- After artifact processing is complete and the artifacts are containerized for relocation, moving them to staging while awaiting relocation to Pod 6 at the SCC, and then staging, unpacking, tracking, and storing the artifacts on stationary racking systems, and on manually operated mobile pallet rack systems, and on manually operated mobile cabinetry systems located on (3) separate floors accessible by elevator. The mobile pallet rack system sections are 11' H X 12'W X 4' D, with 3-4 racks to a carriage. These racks must be balanced as loaded.
- Tracking collections in storage, staging, and transit using barcode system that is separate but interfaced with contractor's manifest system, including final storage updates;
- Coordinating shipping and access with Move Coordinator and other tenants moving into Pod 6 concurrently;
C. Physical transit of art and museum objects from NMAH to SCC. Work includes:
- Providing the secure and climate-controlled air-ride vehicles with working lift-gate, constant surveillance, and the drivers and any necessary permits or additional escort vehicles;
- Loading and off-loading collections objects from vehicles; moving crates and objects to or from the gallery or venue (floor and shelf as identified by NMAH staff);
- Documenting and alerting the museum to collections found in poor condition and requiring special stabilization or conservation treatment prior to housing, packing, and shipment;
- Designing and fabricating crate interior fittings and outer shells;
- Providing specialized equipment, tools, and supplies needed to move the works;
- Condition reporting and data entry of documentation into NMAH's collection management system (Mimsy XG).
- Types of transportation vehicles include: vans, box trucks or other vehicles meeting the NMAH loading dock size limitations (13'3 high, 42' long). General standards for museum collections transportation vehicles are:
1. The truck shall be equipped with air ride suspension, a working lift gate, pallet jacks, dual drivers, Constant Surveillance Service, and climate control.
2. Climate must be maintained at 70 degrees, +/- 2 degrees over the duration of the trip.
3. Smithsonian may monitor truck temperature, humidity GPS location and shock readings.
4. Crates and packages shall be secured to prevent shifting or movement during transport and shall not be stacked.
5. Pickup and delivery should occur during normal business hours and a schedule of the transit is to be submitted with the estimate.
6. Stoppage time is not allowed.
D. Rigging. Provide all engineering and equipment expertise to install or deinstall large or suspended artifacts ranging from fine art works to vehicles. Specific objects known to require rigging are identified in the Scope of Work. Work includes:
- Producing engineering and architecture drawings;
- Developing a safety plan;
- Arranging suitable equipment including trucks, gantry, pallet jacks, personnel lifts, forklifts, and other handling equipment, hardware, and tools;
- Fabricating supports and mounts in suitable size and shape, in compliance with applicable safety regulations and standards, and providing experienced and licensed or certified equipment operators.
Subcontracting Goals
The subcontracting goals for this project are: 40% with small business concerns. At least 7% of total planned subcontracting dollars shall be placed with Small disadvantaged businesses (SDB), including Historically Black Colleges and Universities or Minority Institutions; 7% with Women-owned small businesses (WOSB); 4% shall be placed with Hub-zone Small Businesses (HubSB), 4% with Veteran-owned small businesses (VOSB); and 4% with Service-Disabled Veteran-owned small businesses (SDV).
THE PROPOSAL DUE DATE IS WEDNESDAY, MARCH 19, 2025, AT 3:00 PM EASTERN STANDARD TIME.
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Background
The Smithsonian Institution is issuing this Request for Proposals (RFP) for the National Museum of American History (NMAH) to facilitate the relocation of collections from the American History Building (AHB) to the Smithsonian Suitland Collections Center (SCC).
The goal of this contract is to ensure the safe and efficient movement, documentation, and housing of various artifacts while adhering to preservation standards. The estimated fixed price for this project exceeds $10,000,000.
Work Details
The contractor will provide all necessary supervision, labor, materials, equipment, and transportation to complete the following tasks:
1. Project Management Services:
- Supply a dedicated Project Manager with art handling experience.
- Create and maintain a detailed schedule for move activities.
- Coordinate with NMAH move coordinator and project COTR on schedules and costs.
- Resolve problems that interfere with project progress.
- Advise on collections housing, packing, documentation, and shipping methods.
- Ensure condition documentation and location tracking are integrated into workflows.
2. Packing and Storage Arrangements:
- Prepare collections for relocation following safety and preservation requirements.
- Organize, document, photograph, condition report, and house artifacts in new cabinets at SCC.
- Track collections using a barcode system interfaced with contractor's manifest system.
3. Physical Transit:
- Provide secure climate-controlled vehicles for transporting artifacts with constant surveillance.
- Load and off-load collection objects from vehicles while documenting conditions requiring special treatment prior to housing or shipment.
4. Rigging:
- Provide engineering expertise to install or deinstall large artifacts including producing engineering drawings and developing safety plans.
Period of Performance
The period of performance for this contract is 1095 calendar days from the Notice to Proceed.
Place of Performance
The work will be performed at the Smithsonian Institution's National Museum of American History located at 1300 Constitution Avenue NW, Washington DC 20560 and at the Smithsonian Institution's Suitland Collections Center located at 4210 Silver Hill Road, Suitland, Maryland 20746.
