SOURCES SOUGHT
C -- Update of a Feasibility Study for the National Archives & Records Administration
- Notice Date
- 1/23/2009
- Notice Type
- Sources Sought
- NAICS
- 541310
— Architectural Services
- Contracting Office
- General Services Administration, Public Buildings Service (PBS), Project Management Acquisition Branch (2PCB), 26 Federal Plaza, Room 1639, New York, New York, 10278
- ZIP Code
- 10278
- Solicitation Number
- 2PCB-01
- Response Due
- 2/9/2009
- Point of Contact
- Claudia Rivera,, Phone: 212-264-5244
- E-Mail Address
-
claudia.rivera@gsa.gov
- Small Business Set-Aside
- N/A
- Description
- THIS IS A SOURCES SOUGHT AND NOTICE OF INTENT. GSA is considering the award of a sole source contract to SMITHGROUP Inc. in accordance with FAR Subpart 6.302-1, which is entitled “Only one responsible source and other supplies or services will satisfy the agency requirement.” The anticipated contract will include requirements for services needed to update a Feasibility Study prepared for the National Archives and Records Administration (NARA), New York City Archives. This contract may also include an option for subsequent design services. Under a contract with NARA SMITHGROUP Inc. prepared the original study. The following provides the current Scope of Work for this effort: PROJECT DESCRIPTION - The renovation of space in the basement for a Classroom, on the 3rd floor for archival storage, and on the 4th floor for administrative offices and an educational resource center with research rooms with public access computer capacity for 15 – 20 people. The areas are indicated in the attached “design intent“ drawings numbered SK-1, SK-2 & SK-3. While the administrative, classroom and educational resource areas located on the 4th floor and basement levels will require standard office environmental conditions, specific design concepts must be provided for the Archival storage area to be located on the 3rd floor. The specific design concepts shall be in compliance with NARA 1571 Archival Storage Standard. Providing an appropriate environment for the Archival storage area is a priority concern. All spaces shall comply with GSA PQ100 or NARA 1571 Archival Storage Standard, whichever is more stringent. GSA Building Preservation Plan (BPP) for the subject property shall be used as a guiding document for preservation treatments. BACKGROUND - In October of 2004 NARA requested a sustentative Preservation Assessment to establish whether the 4th floor space could be brought to meet NARA’s guidelines for archival storage. Feasibility Study Cost Study dated March 11, 2005, Hazardous Material Inspection Report dated January 4, 2005, and Appendix dated March 11, 2005 prepared by SMITHGROUP will be made available upon request. SCOPE OF SERVICES - The A/E shall produce a comprehensive pre-design survey report including design concepts which compliment the attached “design-intent” drawings. For each concept furnish cost estimates identifying cost-driven special construction and recommend where cost savings can be achieved. Furnish separate cost estimates for the Archival storage area. Provide a cost analysis for providing a Bally Box on the 3rd floor. Provide a cost analysis of a relaxation of the humidity requirements while maintaining temperatures at 1571 levels for the 3rd floor storage area. Each design concept shall allow for the assignment of solid cost estimates for the Shell space of the building (GSA’s cost) and the Tenant Improvements (NARA’s cost) while considering economic solutions. All cost estimates shall be summarized by Construction Specifications Institute (CSI) divisions. An initial Meeting shall occur with the A/E, the GSA and NARA’s program, engineering and preservation staff to confirm that all parties fully understand NARA’s requirements and flexibility with this project, at which time IT & Data Capacity needs will be discussed for the basement classroom. Interim discussions during the study shall occur to allow NARA and GSA the opportunity to review concepts that will be recommended and offer input on acceptable and potential cost savings before the final report is submitted. The Scope of Services shall include, but not necessarily limited to survey of existing areas as noted in the project description, digital photos to record all items, a visual examination of identified problems, interview of appropriate staff and Building Manager(s), preparing a draft and final report (with digital pictures), documenting findings, obtaining plans and other pertinent information, and establishing contacts. The report shall address the following specific emphasis and/or items of concern: This building is heated and air conditioned with fan coil units. These units are water-based cooling and heating systems. The system consists of an outdoor 'water chiller connected to a number of indoor fan coil units. The proposed water chiller for the potential archival space could be located on the roof adjacent to the proposed stack area. The fan draws air from the room, blows it over the heated or cooled water-to-air heat exchanger, (coil) and returns it to the room. Each of these units has a number of pipes beside it that move water from one unit to another and ultimately to and from the outdoor water chiller. These pipes run floor to ceiling in the desired space. The rented space above the proposed archival space also has pipes for their fan coil units directly above this space. The use of fan coil units in the archival stack area should not be considered for the following reasons: Fan coil units can be problematic when used in archival stack areas. Maintenance needs to be done at the unit level, such as filter changes, and the cleaning of the condensation pipes. Since fan coil units cool the air, they need to have condensation pans, drip traps, and drain lines. Aside from the obvious problems of leaking and clogging, these units have been known to develop microbial growths. The water running between units is pressurized, which not only increases the potential for leaks, it also makes the leak location unpredictable. It is also hard to predict and questionable whether or not these fan coil units will be able to maintain NARA's set points keeping within the allowable fluctuation levels. Tempered air from the coil fan units is also difficult to humidify; dehumidify, and to filter. There is also some question about the capability to distribute the heat and air conditioning evenly throughout the rooms. GSA has a copy of NARA 1571. They do believe that the HVAC system can be humidified dehumidified, and filtered in the ducts, at the entry to those areas that need to meet those Criteria. The number of water pipes present in each area due to the use of fan coil units is greater here than it is in other archival facilities. This increases the potential for water problems, especially since these pipes are pressurized. Providing gutters and jacketed pipes will be especially important to prevent water damaged records. In an effort to assess whether this environmental system could be utilized for storing cultural property, we asked the Smithsonian representative about their environmental system. The Smithsonian maintains 70°F and 50% Relative Humidity (RH), which is higher than NARA's maximum temperature of 65°F and RH set point in the 35-45% RH range. In order to meet their environmental requirements, the Smithsonian built thermo-barrier on their exterior walls that are 12” to 18” thick and installed a new, independent HVAC system. With windows on three sides of the space that would serve as the NARA stack and the lack of insulation in the walls of this 1907 building, the exterior climatic conditions are expected to affect the capability to maintain the appropriate interior environment. A similar thermo-barrier and a dedicated environmental system are likely also necessary for the NARA space. If such thermo-barriers are required, the floor space will be reduced 2-3 feet in both length and width. The sprinkler system will need to be improved to meet NARA standards. There are too few sprinklers and they are spaced too far apart. The ceilings could be lower in order to cover up the existing sprinkler pipes; however, it would be best to minimize the lowering of this ceiling height to allow for higher shelving. There must be an 18” space between the top shelf and the sprinkler heads. There are a large number of windows around all of the rooms where the records will be processed and served. All of the windows where records are being used need to be filtered to remove ultraviolet light. This filtering can be achieved by the use of scrims, which can allow some light in through the windows while removing the deleterious light rays. Records should not be left exposed to light unnecessarily. Displaying original records would require specially precautions and possibly additional light blocking screens at the windows. Assess specific needs for archival storage and identify what is needed to create an appropriate environment, compliant with NARA 1571 Archival Storage Standard, based on the site infrastructure, thermal-barrier walls and independent HVAC- system that will likely be required. Describe the concept for providing Heating/Cooling/Dehumidification on a 24-hour basis including available options to reduce operating costs. Assess options and costs for improving the building envelope including blocking windows, using modular structural insulated panels made with poured-in-place urethane in lieu of increasing insulation and creating vapor barrier for temperature and humidity control, or otherwise protecting records from UV radiation. Assess requirements for emergency preparedness, security, environmental monitoring and maintenance, integrated pest management. Stack and processing areas requiring an independent systems, assess the 3rd floor archive space to determine how NARA. 1571 requirements can be met, at what cost and schedule. Assess measures that could be taken and costs to increase the existing floor load capacity for higher shelving in the archival storage area. Assess the risk to records in locating archival storage space next to electrical and telephone storage closets and provide cost estimates to make the existing walls two-hour fire rated. Include detailed pan protection and/or leak detection concepts. SUBMISSION REQUIREMENTS: - Eighteen (18) copies of a draft report for NARA and GSA comments prior to Eighteen (18) copies of the final report. The North American Industry Classification System Code for this acquisition is 541310. The Small Business size standard is average annual sales and receipts for the past three years that are less than $4,500,000.00. If you are an interested Architectural and Engineering firm, please provide a response to the following questions and a Written Letter of Interest that details your experience with the instant requirements. All information submitted is subject to verification. Additional information may be requested to substantiate responses. 1. Do you meet the Small business standard (average annual receipts less than $4,500,000.00 for the past three years)? 2. Is your firm an 8(a), Hubzone Small Business and/or Service Disabled Veteran- Owned Small Business (Please indicate the applicable representation(s))? (For additional information on small business size standards and small business programs, please visit www.sba.gov) For additional information regarding this announcement please contract Contact Claudia Rivera, Contracting Officer, by email at claudia.rivera@gsa.gov or by phone at 212-264-5244. Architectural and Engineering firms that have an interest in this effort need to submit a Letter of Interest that includes a response to the questions contained within this notice to claudia.rivera@gsa.gov by February 9, 2009.
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- Place of Performance
- Address: Alexander Hamilton U.S. Custom House, New York, New York, United States
- Record
- SN01737401-W 20090125/090123224044-83bbc04f3eb591b5fcb9b7a164aeb9d1 (fbodaily.com)
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