T--Mat and frame original works of art

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Request for Proposal document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-12, effective 0e4 August 2006. This is set aside for small business, naics Code 238130, size standard $13.0M. The United States Marine Corps intends to award a Firm Fixed Price Base Year plus four (4) option years contract for the following: a Professional Art Framer in Support of the National Museum of the Marine Corps (NMMC) Art Collection at 18900 Jefferson Davis Highway, Triangle, VA, and the Art Storage Facility 4022 Jefferson Davis Highway, Stafford, VA 1. Scope 1.1. The scope of this contract is to mat and frame original works of art, period lithographs, rare posters, antique tapestries, reproduction/salon prints, gicle prints and other two-dimensional images. 1.2. The majority of the collection includes works on paper and stretched canvas. Many drawings and sketches were created on-the-spot by combat artists covering various United States Marine Corps (USMC) combat activities. However, some works are painted on wood, metal, Masonite and other substrates. Dimensions of works range from 1.5 tall x 2 wide to over 56 tall x 106 wide. The paintings in the collection range in age from the early 18th century to the present day. The Art Collections collection rationale has as its primary focus fine art that documents the creation and history of the Continental Marines and United States Marine Corps (USMC). The National Museum of the Marine Corps (NMMC) will acquire works dating back to 1775 if the opportunity presents itself. Currently, we have two (2) combat artists who are creating works for the collection which depict current United States Marine Corps (USMC) operations. 1.3. The frames and mats shall serve different purposes. The majority of framing shall either be in support of museum gallery exhibitions or for the preservation of works in storage. Some of the framing shall be for executive office decoration (e.g. Secretary of Defense, Chairman Joint Chiefs of Staff, Marine Commandant, etc.). 1.4. Frame projects shall range from a single piece to a museum gallery exhibition that includes over 100 paintings and drawings. Each project shall be identified by individual task orders. 1.5. The majority of the frames shall be for a single work of art; very few shall include multiple openings for miniatures and small works on paper. 1.6. All frames shall require a removable dust cover on the back. Works on stretched canvas shall require an archival backing board. 1.7. Most small framing projects, which range from one (1) to five (5) works, shall involve a ten (10) working day lead time. Medium exhibits range from six (6) to 20 works and usually involve a 30 calendar day lead time. Large exhibits range from 21 to over 100 pieces, and involve a 90 day lead time. 60%1.8. Lead time is for curator to confirm works to be framed and select frame and/or mat if necessary. Confirm any special framing considerations. 1.8. The Framer shall be required to make recommendations on moldings, make corners available to the art curators, and help with frame selection during the exhibit planning process. 1.9. All materials shall be archival quality and museum grade, unless otherwise directed in each individual task order. The vast majority of mat board shall be 8-ply acid free 100% rag, ranging in color from white to off-white. All glazing on original works of art shall be non-reflective, UV-coated, museum Plexiglas. 1.10. The contractor shall return to the National Museum of the Marine Corps Gallery to touch up frames, if necessary, after each exhibition has been installed. 2. Tasks. 2.1. Each exhibit has a definite and custom requirement. Below is an example of each size and type of tasking: (a) Example Task 1 small exhibit, delivery within 10 working days: Five (5) works on paper requiring an 8 wide, 8-ply conservation mat and mount. One (1) image measures 16 tall x 20 wide. Three (3) images measure 24 tall x 20 wide. The 5th image measures 30 tall x 32 wide. The four (4) smaller works shall be framed in simple 3 wide walnut molding. The largest work shall be framed in a more ornate four (4) wide carved wooden molding. All of the mounting shall be conservation with Japanese paper hinges or a hinge-less pressure sensitive mount which does not impact on the matted work. The glazing shall be non-reflective UV-filtered museum grade plexi-glass. All pictures shall include two (2) rust-proof D-rings, one (1) on each vertical piece of molding, and a removable dust cover. (b) Example Task 2 executive office decoration, delivery within five (5) working days: Two (2) stretched gicle prints on 30 x 40 stretchers, neither requiring glazing. Each image requires a slightly different ornately carved and gilded frame, four (4) wide. Both frames shall include two (2) rust-proof D-rings, one (1) on each vertical piece of molding, and a backing board for stabilization. Framed prints to be delivered to the Pentagon in Arlington, VA. (c) Example Task 3 large exhibit, delivery within 90 working days: 100 works of art, broken down as follows: (1) Thirty (30) works on paper, average image size measures 25 tall x 30 wide, each requiring an off-white 6 8-ply conservation mat. Use conservation mounting with conservation Japanese paper hinges. The glazing shall be non-reflective UV-filtered museum grade Plexi-glass. All 30 works shall be framed in a variety of simple 2 1/2 wide dark wood moldings. All pictures shall include two (2) rust-proof D-rings, one (1) on each vertical piece of molding and a removable dust cover. (2) Twenty (20) works on paper, average image size measures 34 tall x 30 wide, each requiring an off-white 6 8-ply conservation mat. Use conservation mounting with conservation Japanese paper hinges. The glazing shall be non-reflective UV-filtered museum grade Plexi-glass. All 30 works shall be framed in a variety of simple 3 wide dark wood moldings. All pictures shall include two (2) rust-proof D-rings, one (1) on each vertical piece of molding, and removable dust cover. (3) Thirty (30) stretched canvases, average image size measures 36 tall x 40 wide. All works shall be framed in a variety of simple 3 wide dark wood and gilded moldings. All pictures shall include two (2) rust-proof D-rings, one (1) on each vertical piece of molding, and a removable archival backing board/dust cover. (4) Fifteen (15) stretched canvases, average image size measures 40 tall x 48 wide. All works shall be framed in a variety of simple 4 wide gilded moldings. All pictures shall include two (2) rust-proof D-rings, and one (1) on each vertical piece of molding, and a removable archival backing board/dust cover. (5) Five (5) stretched canvases, average image size measures 50 tall x 60 wide. All works shall be framed in a variety of ornately carved 6 wide gilded moldings. All pictures shall include two (2) rust-proof D-rings, one (1) on each vertical piece of molding, and a removable archival backing board/dust cover. (d) Example Task 4 single large painting, delivery within 15 working days: Measures 55 tall x 106 wide. Use an ornately carved 6 wide gilded molding with heavy-duty three (3) screw rust-proof D-rings and coated wire with a removable archival backing board/dust cover. (e) Example Task 5 conservation mats for storage: Mat and prepare ten (10) fragile pastel works on 20 x 24 brittle paper for storage. Items created during the 1920s and have torn edges and are required to be stored horizontally in flat file drawers. Mats should able to be lifted from the work. (f) Custom work: The majority of the work performed under this contract is custom in nature. Tasks will be priced under each task order for the following items: (1) Framing works on stretched canvas (2) Matting, framing and glazing works on paper with archival materials and museum UV-Plexi glass (3) Conservation mats for storage of fragile works on paper and cloth (4) Retouching frame finishes in the Contractors workspace (5) Retouching frame finishes on exhibit at the NMMC (6) Replacing glazing and mats in existing Government- owned frames, which include antique and modern frames (include the cost of de-framing and reframing) (7) Stretching canvas gicle prints onto stretcher bars and placement of a removable archival backing board for stabilization (8) Consultation services, including but not limited to, suggestions for mat construction methodology, mat and frame selection, and project sequencing. 3. Contractor responsibilities: 3.1. Within 14 days after contract award, the contractor Shall deliver to the NMMC to be used in frame selection the following items; Four (4) samples of eight (8) ply acid-free archival mat board in the following colors-white, cream, antique white, and light gray; Fifteen (15) different wooden frame moldings ranging from narrow to wide and simple to ornate; and Fifteen (15) different gilded moldings ranging from narrow to wide and simple to ornate. The Contractor shall update all frame samples every six (6) months. 3.2. The Contractor shall deliver an expanded offering of up to 100 frame corners during preparation and planning for medium to large exhibits. 3.3. The Contractor shall make recommendations regarding types of moldings on an image-by-image basis. For small projects this can usually be accomplished over the phone, using frame and mat codes printed on the frame and mat samples previously provided to the Government. 3.4. The Contractor shall consult with the Contracting Officers Representative (COR) at the Art Storage Site, currently at 4022 Jefferson Davis Highway, Stafford, VA, and/or the Art Gallery in the National Museum of the Marine Corps, at 18900 Jefferson Davis Highway, Triangle, VA, during the planning stage for larger exhibits. 3.5. The Contractor shall make recommendations regarding options pertaining to preservation matting and mounting for archival storage of fragile works on paper and works created with friable materials. 3.6. All work involves creative problem solving to exhibit or preserve rare, unique and valuable works of art, expensive gicles, prints, or other two-dimensional works on paper, board, fabric, canvas, etc. 3.7. The Contractor shall prepare works for safe transport (e.g., wrapped in glassine and/or plastic, covered with corrugated cardboard and/or wrapped with bubble wrap, etc.). 3.8. The Contractor shall pick up and deliver gicles and prints. Pick up locations for gicles and prints will be from either the art storage facility located in Stafford, Virginia or from the professional photographic services Contractor at a location to be determined based on contract award. Contractor shall deliver completed framed gicle and/or print to either the art storage facility for to the appropriate senior level Department of Defense (DOD), Department of the Navy (DON), United States Marine Corps (USMC) located in the National Capitol Region (NCR) office holders. 4. Contractor Experience/Qualifications 4.1. The Contractor shall have a minimum of five (5) years experience as a professional framer and have a history of working with large fine art collections. 4.2. The Contractor shall be a member in good standing with the Professional Picture Framers Association of America (PPFA). 5. Delivery Schedule. 5.1. It is understood that the majority of work performed will fit within the following timelines. However, there may be occasions wherein the schedule has to be shortened, due to requirement of senior level DOD, DON, USMC office holders and their schedules and requirements for NMMC for short turn around for placing work on display. Below are examples of task orders and delivery schedules the Government anticipates for each task order. The delivery for each task order will be cited in the individual task orders. a. Small exhibit (1 to 5 frames) 10 working days b. Medium exhibit (6 to 20 frames) 30 calendar days c. Large exhibit (21 to > 100 frames) 90 calendar days d. Executive office decoration 5 working days Usually 1 to 5 frames e. Frame single large painting 15 working days f. Conservation mat for storage 10 working days g. Custom tasks Usually not less than 10 working days. The size of the order will be factored into the delivery schedule. h. Retouch frames at exhibit 5 working days i. Replace mat, mount and glazing 5 working days for artwork in government frame j. Stretch gicle onto stretchers 5 working days (Contractor to provide stretchers) 6. Percent Completion Clause: The contractor shall notify the art curator in writing when 80 percent of the annual contract budget is obligated. 7. Travel 7.1. The services to be performed under this SOW shall require travel to the Art Storage Facility, located at 4022 Jefferson Davis Highway, Stafford, VA, and/or the National Museum of the Marine Corps (NMMC), located at 18900 Jefferson Davis Highway, Triangle, VA. It is anticipated that the location of the Art Storage Facility will move onto Marine Corps Base, (MCB) Quantico, VA; date and specific location to be determined. It may also involve travel in and around the National Capitol Region, specifically the District of Columbia, northern Virginia and Maryland where works are schedule to be exhibited. 8. Government Responsibilities: 8.1. The COR shall be available to offer guidance, either in person or by phone, whichever is most efficient, throughout the planning phase of each project. 8.2. The COR shall provide the Contractor with as much notice as possible before starting each project. As a guide, the following is provided: (1) Five (5) work days for small projects including one (1) to five (5) mats or frames. (2) Ten (10) work days for projects including six (6) to twenty (20) mats or frames.(3) Fifteen (15) work days for projects including 11 20 frames. (4) Six (6) months for large exhibits including 21 to more than 100 frames. (5) Ten (10) working days for custom jobs, including, but not limited to: conservation mats, re-matting and re-glazing works in government frames, etc. (6) Minimize short-fuse rush jobs to the greatest degree possible. (7) Share the long-term exhibit plan and all updates with the Contractor once the plan has been developed. 9. Period of Performance 9.1. The period of performance shall be from date of award for a one (1) year period with four (4) one (1) year option periods. 10. Oversight and quality controls: 10.1. The COR shall regularly visit the Contractors frame shop before and during task orders. Some of these visits shall be unannounced. 10.2. The COR shall reject all work that does not meet Professional Picture Framers of America (PPFA) and/or museum standards, depending on the task order requirements. 10.3. It is the Contractors responsibility to redo all rejected work in accordance with PPFA standards. All rejected task orders shall be corrected within seven (7) working days. 11. Authority of Government Personnel 11.1. The Contracting Officer is the only person who can legally modify a resulting contract or obligate the Government for expenditure of funds. Costs shall not be incurred by recipients of the quotation in anticipation of receiving direct reimbursement from the Government. 11.2. Only the Contracting Officer has the authority to authorize deviation from the terms and conditions of any resulting contract, including deviations from specifications and requirements. In the event the Contractor does deviate, without written approval of the Contracting Officer, such deviations shall be at the risk of, and any cost related thereto shall be borne by the Contractor. Any matter concerning a change to the scope, prices/costs, terms, or conditions of this contract shall be referred to the Contracting Officer. 12. Working On a Government Installation 12.1. The Contractor shall provide each employee with an identification badge, which identifies, by photograph, the individual as an employee of the Contractor. These badges shall be worn at all times and presented for examination upon request from the Contracting Officer, COR, QA Personnel, Military Police, or any other Government Official with a need to see the badge. 12.2. The Contractor and his employees shall be subject to all traffic, security, and registration regulations for all personnel and vehicles. Copies of current regulations may be obtained from the Contracting Officer. 12.3. All Contractor personnel attending meetings, answering Government telephones, working on site, where their Contractor status is not known to third parties, must identify themselves as Contractors, to include wearing ID badges, which identify them as Contractor personnel. Contractor personnel shall also ensure that when logged onto Government equipment that their profile shows them as Contractor personnel. Unless otherwise directed by the COR, all documents produced or revised by Contractors or developed through Contractor participation must be marked as Contractor generated documents or otherwise identified in a manner that discloses the Contractors participation. INSTRUCTION TO OFFEROR L-1 GENERAL L-1.1 The Government intends to award a Firm Fixed Price (FFP). Indefinite Delivery, Indefinite Quantity (IDIQ), base year plus four (4) option years contract as a result of this solicitation. Submit a proposal that clearly and concisely describes and defines your response to the requirements of this solicitation. Use of general or vague statements such as standard procedures will be used will not satisfy this requirement. Unnecessary elaboration or presentations beyond that sufficient to present a complete and effective proposal are not desired and may be construed as an indication of the offerors lack of understanding. Elaborate artwork and expensive visual or other presentation aids are neither necessary nor desired. L-1.2 Submit an offer/proposal and other information in strict accordance with these instructions. Failure to do so may result in the offerors submission being determined to be unacceptable and ineligible for award. Your submission shall be screened by the Contracting Officer or a designee upon receipt to ensure compliance with the instructions contained in the Request for Proposal (RFP). Elimination of an offeror is at the sole discretion of the Contracting Officer. L-1.3 The purpose of this procurement is for professional framing; to mat and frame original works of art, period lithographs, rare posters, antique tapestries, reproduction/salon prints, giclee prints and other two-dimensional images in support of the National Museum of the Marine Corps (NMMC). Your proposal must address information pertaining to Technical, Past Performance and Price. (a) QUESTIONS: Offerors shall submit questions requesting clarification of solicitation via email address: contact@example.gov. All questions must be received within five (5) calendar days of the date this solicitation was posted. No questions will be responded to after the cut off date, All questions must be submitted via email. Telephone inquiries will not be accepted. ( b) PROPOSAL SUBMISSION DUE DATE AND TIME: Contractors shall submit proposal no later than 28 August 2008, 10:00 am. (c) PREFERRED METHOD OF DELIVERY OF PROPOSALS VIA HAND DELIVERY OR PRIVATE COURIER: Hand Delivery or Private Courier (FED EX or UPS) mailing address is:Commanding GeneralRegional Contracting Officer NE (B401)Attention: Maria D. Dickey2010 Henderson RoadMarine Corps BaseQuantico, Virginia 22134 (d) MAIL DELIVERY ADDRESS OF PROPOSALS Commanding GeneralRegional Contracting Northeast (B401)Attention: Maria D. Dickey4350 Caitlin AvenueMarine Corps BaseQuantico, Virginia 22134 (e) ELECTRONIC DELIVERY OF PROPOSALS Proposal delivery electronically via email at contact@example.gov is acceptable. Due to the firewalls aboard Marine Corps Base, Quantico it is the offerors responsibility to ensure that all necessary documents are received electronically. L-2.2 PROPOSAL FORMAT In order to maximize efficiency and minimize the time for proposal evaluation submit your proposal in accordance with the format and content specified. The electronic proposal shall be prepared so that if an evaluator prints the proposal it meets the following format requirements: 8.5X 11 inch paper Single-spaced typed lines 1 inch margins on all sides 12 point font Graphs and drawings must be clear and legible No photographs or hyperlinks are permitted Microsoft Office compatible files are required L-2.3 PROPOSAL CONTENT Each proposal shall contain the following volumes/sections: Volume 1 Offer Letter Volume 2 Proposal Volume 3 Past Performance Volume 4 Price Section B Pricing Information may not appear anywhere in the proposal other than Volume 4. L-2.4 Volume 1 - Offer Letter Identify at a minimum the solicitation number, enclosures being transmitted, and state the length of proposal validity (at least 45 days). L-2.4.2 Volume 2 Technical and Management Factors Factor 1 Technical Factor (a) The Offeror chall have a well-documented history of working with fine art collection consisting of works on paper, oil on canvases and works that are original. (b) The Offeror shall have a minimum of five (5) yearss experience as a professional framer. ( c) The Offeror shall provide documentation of membership in Professional Picture Framers of America. If applicable, provide documentation if the Offeror is a member of the American Institute for Consevation (AIC). (d) The Offeror shall provide three (3) small samples of finished work, including: one (1) framed canvas; one (1) framed and matted, and glazed work on paper; and one (1) conservation mat for long-term storage. The final dimensions of the finished work shall not exceed eleven (110 x fourteen (14). (e) The Offeror shall provide a photographic portfolio of work that illustrates the Contractors framing wok for exhibit and/or long term storage. Photo-quality prints or high resolution PC-compatible; jpg files are required. Macintosh files and low resolution computer prints shall not be considered. (f) As part of their submission, the Offeror shall provide a written solution to the following problem; a. Develop a work plan to mat and/or frame a large exhibit consisting of 50 works on 34 x 47 stretched canvas, 50 works and 20 x 24 paper requireing a 5 x 8-ply acid-free archival mat and museum grad UV Plexi-glass, and two (2) miniature (2 x 3) century protraits on very th