Restoration of a 19th century mirror for a residence in Paris, France

Solicitation / RFP / RFQ

This document contains Sections C through L of a solicitation, detailing various contractual requirements and instructions for potential offerors. It covers packaging and marking, inspection and acceptance, quality management, deliveries and performance, contract administration, special terms and conditions, evaluation criteria, and instructions for submitting quotations.

• Packaging and Marking (Section C): Instructions for marking materials delivered to the site. Specific supplies require contact with Marine Robidel for instructions.

• Inspection and Acceptance (Section D): Defines "Substantial Completion" and "Final Completion and Acceptance," including procedures for final inspection and tests, and the issuance of a Certificate of Substantial Completion. It also outlines the requirements for a Quality Management Program (QMP), including organization structure, document control, verification, corrective action, and quality assurance reporting.

• Deliveries and Performance (Section E): Addresses liquidated damages for construction delays (not applicable, per SF1442 form), contractor's submission of schedules, deliverables in English, acceptance of schedules, and notice of delay. It also specifies working hours (Monday-Friday, 9:00-18:00) and mandates a pre-work conference after contract award.

• Contract Administration Data (Section F): Identifies the Contracting Officer's Representative (COR) as the Cultural Heritage Manager. It details payment procedures, including monthly payment requests, a 30-day payment period (changed from 14 days), invoice submission via email, and progressive partial payments. The billing address is provided for the Embassy of the United States of America in Paris.

• Special Terms and Conditions (Section G): Covers ownership of documents, security requirements for handling and disseminating contract documents, release of information, performance/payment protection, insurance requirements (general liability, bodily injury, property damage in Euros), and document descriptions. It also includes clauses on laws and regulations, personnel, special warranties, equitable adjustments, and differing site conditions.

• Clauses Incorporated by Reference (Section H): Lists numerous Federal Acquisition Regulation (FAR) clauses incorporated by reference, covering a wide range of topics including definitions, reporting, system for award management, representations and certifications, subcontracting, terms and conditions for commercial products/services, allowable cost and payment, labor disputes, child labor, combating trafficking in persons, pledges of assets, alternative payment protection, taxes, payments, discounts, extras, availability of funds, limitation of funds, prompt payment, electronic funds transfer, disputes, protests, differing site conditions, site investigation, material and workmanship, superintendence, permits, protection of vegetation, operations and storage areas, use and possession, cleaning up, accident prevention, utility services, suspension of work, changes, government property, contractor inspection requirements, warranty of services, reporting nonconforming items, termination, and excusable delays. It also includes specific clauses related to security prohibitions and exclusions, AI use disclosure, authorization and performance, and notices.

• List of Attachments (Section I): Lists Section B, SOW – Scope of Work, as an attachment with 13 pages.

• Instructions on How to Submit a Quotation (Section J): Outlines qualifications of offerors, including understanding English and French, established business in France, SAM registration, prior experience (5 years), necessary personnel/equipment/resources, licenses, insurance, ability to obtain performance security, no adverse criminal record, and no political/business affiliation contrary to U.S. interests. It details the submission of quotations in four volumes: Executed SF 1442/Section L, Price Proposal/Section A, Performance Schedule (bar chart), and Business Management/Administrative/Technical Proposal.

• Evaluation Criteria (Section K): States that award will be made to the lowest priced, acceptable, responsible quoter. Acceptability is determined by compliance with RFQ terms, and responsibility is analyzed based on ability to comply with performance period, integrity, organization, experience, skills, equipment, facilities, and eligibility.

• Representations, Certifications and Other Statements (Section L): Includes reserved clauses and a representation regarding contracting with inverted domestic corporations. It also has a section for Authorized Contractor Administrator details.

• The magnitude of the project is anticipated to be between $25,000.00 and $100,000.00.

• Offers are to be held firm for 30 calendar days from the date specified for receipt of offers.

• Quotations must be submitted by the exact time specified in the solicitation.

• Late submissions will generally not be considered unless received before award and meeting specific criteria.

• The Government reserves the right to reject quotations that are unreasonably low or high in price.

• Award will be made to the lowest priced, acceptable, responsible quoter.

• Offerors must be technically qualified and financially responsible.

• Specific requirements for business establishment in France, SAM registration, prior experience, and personnel are detailed.

• The document is extensive, covering numerous sections and clauses critical for understanding the full scope of the solicitation.

Statement of Work (SOW)

To provide conservation and restoration services for a large, 19th-century mirror with gilt bronze mounts, originally from the Paris CMR (BA9013W). The goal is to stabilize, restore, and improve the mirror's long-term preservation, returning it to its original location and appearance.

• Mirror Description: Composed of two sections (approx. 275 x 195 cm and 106 x 195 cm), with a central mirror, wooden structure, and gilt bronze framing. The larger lower mirror is missing, along with other smaller glass and gilt bronze pieces. Known issues include corrosion and grime.

• Services: Includes examination, analysis, treatment, stabilization of the structure, reinforcement of the hanging system, restoration of missing elements with period-appropriate materials, cleaning, surface treatment, addressing metal corrosion, and application of protective coatings.

• Logistics: The mirror is currently disassembled. Services include transportation from warehouse to contractor's studio, and return to Paris CMR for installation. Final installation will be performed by a separate company, but the contractor must be present.

• Documentation: Comprehensive photo-documentation (before, during, after) according to AIC guidelines, condition reports, and treatment proposals are required.

• Work must adhere to best practices accepted internationally by the professional conservation community.

• Compliance with the American Institute for Conservation's Code of Ethics or similar host country standards.

• All interventions require consultation with the Advisory Committee and the Embassy.

• Estimated Duration: Approximately 6 months or 90 days after Notice to Proceed (NTP).

• Location: Paris, France.

• Expertise: Requires specific skills in conservation of glass, metal, and gilding. Contractor must have professional training, demonstrable experience, and hold Professional Member status with AIC or equivalent. At least five years of professional experience is required.

• Subcontracting: May utilize sub-contracted specialists for glass conservation, metal conservation, art handling, and art transport. Contractor is responsible for all work performed by subcontractors.

• Personnel: Contractor must provide personnel information for security approval, including Project Manager, specialists, and team members. Background checks will be conducted.

• Reporting: Final reports due within 150 days of NTP. Submissions to be electronic.

• Site Visits: Mandatory site visits are required for assessment, installation assessment, and presence during installation.

• Security: Unclassified work, but access approval coordinated by the Regional Security Officer (RSO) in Paris. Compliance with Security Classification Guide is required.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotes (RFQ) for the restoration of a large 19th Century Mirror with Gilt Bronze Mounts. The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price, based on initial proposals.

• Restoration of a 19th Century Mirror with Gilt Bronze Mounts.

• Transportation of the mirror from Bovis warehouse in Bondoufle to the contractor's workshop and back to the residence (Paris 75008) after restoration.

• Provision of a Condition Report.

• Presentation of Findings / Treatment Plans to Advisory Committee.

• Analysis and Conservation Treatment Report.

• Recommendation for Hanging System.

• Optional: Additional Analysis.

• This is a firm, fixed-price contract payable entirely in the currency indicated in the SF-1442.

• No additional sums will be payable for escalation or contractor's failure to estimate costs.

• Contract price will not be adjusted due to currency exchange rate fluctuations.

• Changes to price or time will only be made due to government-initiated changes or delays.

• Quotations are due on June 10, 2026, no later than 16:00 CET.

• Quotations must be submitted electronically to ParisContracting@state.gov.

• Submissions must be in English.

• Incomplete quotations will not be accepted.

• Accepted file formats: MS-Word 2007/2010, MS-Excel 2007/2010, or Adobe Acrobat (pdf).

• File size must not exceed 30MB per email; larger submissions must be sent in multiple emails.

• Evaluation will be based on lowest price among acceptable offers.

• Offerors must be registered in the SAM (System for Award Management) database prior to proposal submission.

• A site visit will be held on May 27, 2026, at 10:00 am CET at the Bovis warehouse in Bondoufle.

• Prospective offerors/quoters must contact Dominique Mazier / Omer Sagbo at pariscontracting@state.gov by May 25, 2026, at 11:00 CET to arrange entry for the site visit.

• Required submission items include: SF-1442, Section A Pricing, Section L Representations and Certifications, additional information as required in Section J, and Proof of SAM Registration.