Sol_140P5425Q0042_Attach__0001-SOW.pdf

Request for Quote

PMIS #306482

8/1/2025

ASSESS AND PRESERVE ARTWORK

MAINTAINED BY A MULTI-PARK REPOSITORY

I. PURPOSE

The South Florida Collections Management Center (SFCMC) at Everglades National Park intends to contract a fine art conservator who will be hired to assess and preserve artwork within the multi-park museum collections. The artwork is located at four locations: 1) Daniel Beard Research Center 2) Bill Robertson Center (inside Everglades National Park (EVER) near Homestead, FL) and 3) Big Cypress National Preserve (BICY) Headquarters and 4) Oasis Visitor Center (both near Ochopee, FL).

The SFCMC manages artwork from five national park units, including sculptures, drawings, prints, and paintings, both framed and unframed. This project aims to hire a fine art conservator to create condition reports and identify conservation recommendations, update treatment recommendations for artwork surveyed in the 2011 Artwork Collection Condition Survey (CCS), conduct conservation treatments, and review storage/exhibit conditions for the SFCMC. The Contractor will work within two phases as part of this contact, as outlined in the scope of work below.

As part of Phase I, Contractor shall condition report the surveyed items and conduct minor conservation treatments in house to reduce the need to send items off site. The Contractor may conduct tasks such as rehousing artwork into archival frames and mats, reglazing artwork using UV protective glass or plexiglass, and/or conducting conservation treatments to prevent further damage from agents of deterioration. As part of Phase II, the Contractor will use a prioritized list to conduct more in-depth conservation treatments off-site.

All conservation treatment work will be completed in accordance with international conservation standards and the Code of Ethics and Guidelines for Practice of the American Institute for Conservation (AIC).

II. DESCRIPTION OF THE COLLECTION

The art collections maintained by the SFCMC include significant pieces by artists such as Clyde Butcher, Mark Goodenough, Sam Vinikoff, Karen Glaser, Charles Harper, Walter Weber, Edward Glannon, and other artists. Artwork to be addressed in this project are described in further detail in attached Excel Inventory (Appendix A).

Collection Review and Additional Recommendations The Contractor shall conduct an initial on-site assessment of the identified artwork listed in the Appendix A inventory provided by the Government. During this assessment, the Contractor is encouraged to review the broader collection in museum storage to identify any additional objects that may need conservation treatments, even if not included in the original scope. The Contractor may submit written recommendations for the conservation of other artworks based on their professional judgment, including justification for the proposed additions.

These recommendations must be reviewed and approved in writing by the Contracting Officer’s Representative (COR) prior to any work being performed outside the original inventory. Any adjustments to the scope of work or pricing based on accepted recommendations shall be made by formal contract modification.

Special Handling and Transportation Procedures The Collection are part of the National Park Service’s Museum collection and must be handled in an archivally correct manner. The Contractor shall handle and transport all Collection, crates, and boxes in such a way as to prevent damage to the material during handling and transit and unpacking at the Contractor’s facility. Care must be taken not to damage the archival housing materials as well. The Contractor shall take measures to assure that the National Park Service’s collections are not damaged at any time when in the Contractor’s custody. Any damage that does occur must be reported to the COR within 24 hours.

III. SCOPE OF WORK PHASE I

To perform effectively on this contract, the Contractor and affiliated staff must have experience in conserving fine art museum collections. The Contractor shall provide all labor, archival conservation materials, and equipment required for the conservation process. The Contractor is responsible for all shipping, handling, and transportation costs and may not subcontract any collection conservation work.

Phase 1 consists of three primary tasks: An initial site visit and survey of the artwork, condition reporting and conservation proposals, and completion of approved on-site conservation treatments.

A. Site visit and Survey, Phase I

i. Travel to the SFCMC in Everglades National Park on an agreed-upon date to meet with the COR and perform an on-site survey and evaluation of the art collections and museum storage facilities.

ii. The survey schedule shall be coordinated with the COR and include a site visit to the Big Cypress locations. (Note: Big Cypress National Preserve is approximately 2 hours from the SFCMC facilities in Everglades National Park. Naples and Everglades City provide closer amenities to the Big Cypress storage/exhibit locations).

iii. The Contractor shall evaluate storage facilities, exhibit facilities, environmental conditions, and examine and document the condition of the artwork in Appendix A. This inventory includes acquisitions since 2011, artwork from the 2011 CCS, and artwork identified as needing conservation.

iv. Prepare condition reports and storage and facility recommendations as appropriate. The Contractor is responsible for taking all photographs necessary to document the condition of the artwork or to illustrate deficiencies in storage or exhibit conditions.

v. If the Contractor is local and wishes to schedule regular visits to survey the collections (e.g., 1-2 days a week for a month), discuss scheduling with the COR as soon as possible. Museum staff must always be present when Contractor is in museum storage rooms.

B. Condition Reports and Conservation Proposals, Phase I

i. Contractor shall provide an inventory of objects requiring simple treatments that can be completed at SFCMC facilities during the on-site visit(s) as part of initial Phase I funding.

ii. Submit condition reports and proposed recommendations for conservation treatments for all objects listed in Appendix A and any additional/approved adjustments to the inventory.

iii. Provide quotes and a prioritized inventory for objects requiring more complex treatments and transportation to an off-site conservation facility as part of Phase II funding.

C. Simple Conservation Treatments, Phase I

i. The COR shall review proposed treatments and quotes before any work is completed and will provide approval to proceed with Phase 1 simple conservation treatments based on the deliverables schedule included in this scope of work. If Contractor is local and wishes to take objects off-site as part of Phase I, then Contractor will need to agree to the DOI/NPS conditions for loans.

ii. If the Contractor is local and wishes to schedule regular visits to complete approved conservation tasks (e.g., 1-2 days a week for a month), discuss scheduling with the COR as soon as possible. Museum staff must always be present when Contractor is in museum storage rooms.

D. Products and Deliverables, Phase I Deliverables for Phase 1 include the following:

i. Condition reports for all objects included in Appendix A and any additional artwork identified during the review of the collection storage facilities.

ii. Inventory of objects that require simple conservation treatments and can be completed on-site as part of Phase I.

iii. Inventory of objects with more complex conservation treatments to be completed off-site as part of Phase II, including a quote (cost and time estimate) for the proposed conservation treatments.

SCOPE OF WORK PHASE II

Phase II consists of three primary tasks: creating a transportation and crating plan, conducting conservation treatments, and providing a final report package.

A. Transportation and Crating, Phase II

i. Contractor shall provide the COR with a transportation and crating plan for objects that will receive off-site treatment as part of Phase II. This plan shall be approved by the COR based on the deliverables schedule included in this scope of work.

ii. The collection may be picked up and delivered by the Contractor or a representative if located within a 150-mile radius of the SFCMC storage facility inside Everglades National Park or Big Cypress National Preserve.

iii. Transportation and crating must meet museum standards and be pre-approved by the COR. Options include traditional wood crates or soft packing by the Conservators team or appropriate art handlers such as a Fine Art Transporter. COR and SFCMC museum staff will not be able to pack the collection for transport.

iv. Contractor shall coordinate pickup and/or shipping with the COR, subject to available staffing and mutually agreed timing. The Contractor or agent must sign a receipt for property upon pickup and agree to the terms of the DOI/NPS Museum Loans and return the signed loan documentation before pickup.

B. Conservation Treatment, Phase II

i. The COR, in consultation with Contractor, will discuss which conservation treatments to proceed with based on the prioritized list created in Phase 1.

ii. Contractor will proceed with the treatment of the artwork. Upon completion, Contractor will return the artwork and deliverables, adhering to additional specifications detailed below. Contractor shall communicate any questions regarding specific objects or tasks to the COR before beginning the work.

C. Products and Deliverables, Phase II

The final deliverables shall include a comprehensive report package that supersedes the 2011 Artwork Collections Condition Survey (CCS). This package will account for both the work recommended in the CCS that has already been completed and the additional work proposed and/or completed during this Contract.

The final report package shall include:

i. A report that supersedes the 2011 Artwork CCS, detailing the work completed both then and as part of this Contract.

ii. An overview of the Contractor's process and tasks completed during this Contract.

iii. An assessment of SFCMC storage and exhibit conditions at all facilities visited, including recommendations for improvements to object storage, exhibit conditions, environmental conditions, and general suggestions for handling and ongoing preventive care.

iv. Condition reports, treatment reports, photographs, conservation treatment quotes, and Contractor notations related to the surveyed artwork and storage rooms.

Additionally, electronic copies of project files and associated digital photographs for each condition reported and treated object shall be submitted as a final deliverable. Documentation and photographs of the objects must be captured in detail before, during, and after treatment. At a minimum, full-view obverse and full-view reverse digital photographs of each treated object are required. Image files should be in JPG or TIF format, and file naming conventions should include the object catalog or accession number.

The Contractor shall submit all associated project files in digital formats to the COR on an external hard drive or thumb drive provided by the Contractor.

IV. COPYRIGHT AND OWNERSHIP

The government retains any copyright it holds and other use rights to this material. The copyright is not necessarily owned by the government for materials represented in this body of work.

Where permissible, it shall be the sole owner of all the Collection, and any copies thereof, produced by the Contractor. No part of the original Collection, or digital files produced under this contract may be sold or given away by the Contractor. The Collection to be provided to the Contractor’s laboratory was produced or acquired by the National Park Service and includes permanently valuable historical materials. Some items may be in the public domain; however, some may be copyrighted or subject to other restrictions. In any case, the Contractor shall only make copies of each furnished item as specified in this document. No other copying is authorized without the written authorization of the COR. The care and preservation of the collection is of utmost concern.

V. PRODUCTS & DELIVERABLES SCHEDULE

The National Park Service and Contractor shall provide the following products and deliverables on this contract:

PHASE I

DELIVERABLE DELIVERY DATE

Kick-off conference call Within 30 calendar days of contract award Contractor site visit/on-site work Within 60 days of kick-off call Prioritized inventory and recommendations for objects in Phase I (simple conservation treatments to be completed on-site)

During on-site visit (Partial payment submission is approved)

NPS approval of recommended on-site treatments

During on-site visit

Condition reports for all Phase I and II objects included within this Contract

Within 60 days of on-site visit

Prioritized inventory and recommendations of objects for Phase II (complex treatments to be completed off-site), including quotes for Contractor’s time and treatment process in Phase II

Within 60 days of on-site visit

NPS approval of prioritized inventory for Within 30 days of inventory submission

Phase II objects (Final payment submission for Phase I is approved)

PHASE II

DELIVERABLE DELIVERY DATE

Transportation and crating plan for Phase II objects

Within 30 days of completing Phase I

Completion of conservation treatments for Phase II objects

Within 120 days (Partial payment submission is approved)

Contractor submission of draft final report package

Within 30 days of completing conservation treatments

NPS review of draft final report submission and return of comments to Contractor

Within 45 days of final draft submission

Contractor review of NPS comments and completion of edits/resubmission of final report package

Within 2 weeks of receiving NPS comments

NPS review of final report package Within 2 weeks of receiving final report Close-out meeting and final acceptance Within 2 weeks of final report submission

(Final payment submission is approved)

VI. SCHEDULES AND PAYMENTS

Once the Contractor has submitted a deliverable to the COR, the COR is obligated to follow the above schedule and review periods. Following the above review period, the COR may return the deliverable to the Contractor for re-work or may accept the deliverable as completed. If the deliverable is returned to the Contractor for re-work, the Contractor shall be responsible for the associated cost and logistics. If re-work is required, it shall be completed within 21 business days (or outlined above) and shall be at no additional cost.

Schedule of Partial Payments

The Contractor will be paid for work upon completion and acceptance, and receipt of a proper invoice. Partial payments are authorized and identified in the above deliverables schedule.

VII. SELECTION CRITERIA

Selection of the most technically qualified vendor will be based on the criteria defined below.

Selection weights are presented in parentheses.

1. Specialized experience – Addresses the Contractor’s technical understanding and approach to project management and quality control. Experience and knowledge of book conservation.

Also addresses the Contractor’s methodology for digitizing the Collection. (40%)

2. Past performance – Descriptions of at least 3 similar projects and explanation of the roles the key personnel fulfilled in these projects. Client points of contact shall be provided to serve as references. Specify whether the Contractor was the primary contractor or subcontractor on the projects identified. Description of the work performed and comparability of the project to the project outlined in this Scope of Work. (30%)

3. Cost – Due to the specialized nature of working with museum archives, the lowest bid will not automatically be the winning bid. However, cost is a factor which must be considered in the bid. Selection of the Contractor for this project will be based on meeting the best overall value for the National Park Service. (30%)

Prior to entering a contract, Contractor shall:

1. Agree to fully comply with the Code of Ethics and Guidelines for Practice of the American Institute for Conservation of Historic and Artistic Works (AIC) in all work performed.

2. Provide a curriculum vitae containing the relevant qualifications and experience of the Contractor and any other the individuals (including conservation interns) who will be involved in the examination and treatment process, including an estimate of the nature and extent of their anticipated involvement. This will include references to similar work that clearly demonstrates an expertise in the conservation of museum objects and a history of completing work of this scope and character. Include a comprehensive work history that shows specialized training and/or education in the field of conservation.

3. Provide a list of references from museum professionals with first-hand knowledge of work performed and proof of membership in AIC.

4. Provide proof of liability/damage insurance to cover museum objects while in the conservation lab and undergoing treatment.

5. If work is to be performed on-site, provide a copy of liability insurance.

6. If examination and/or treatment of object(s) is to be performed off-site, Contractor shall provide a description of the facility where activities are to be performed, including the applicable portions of a standard American Alliance of Museums (AAM) facilities report

(or equivalent) addressing environmental conditions, security, and fire protection systems.

VIII. INSPECTION AND ACCEPTANCE

The contracting officer’s representative (COR) is empowered to inspect and evaluate all the work of this contract for compliance with the terms of this statement of work. The Museum Specialist at the South Florida Collections Management Center (SFCMC) will serve as the Contracting Officer's Representative (COR) for this project, with the SFCMC Museum Curator serving as an authorized agent to assist with the project.

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in the requirements; (2) interpreting the scope of work; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting the Contracting Officer in the resolution of technical problems encountered during performance.

The Contracting Officer is responsible for and has the sole authority for directing and/or negotiating any changes in the terms, conditions, or amounts cited in the contract. Increases in the scope of work shall be approved only by the Contracting Officer.

For guidance from the COR to the Contractor to be valid, it must: (1) be consistent with the description of work set forth in this contract, (2) not constitute new assignment of work or change to the expressed terms, conditions, or specifications incorporated into this contract; (3) not constitute a basis for an extension to the period of performance or contract delivery schedule;

and (4) not constitute a basis for any increase in the total contract value.

Acceptance of the work of this contract and any changes to the terms of this contract shall be made in writing only by the Contracting Officer.

VIII. INSPECTION AND ACCEPTANCE