Revised_Statement_of_Work_0002.pdf

James A. Garfield National Historic Site Mentor, Ohio

STATEMENT OF WORK

Museum Collection Emergency Operations Plan

REVISED 8/20/2021

NATIONAL PARK SERVICE

INTERIOR REGIONS 3, 4 & 5

OHIO MAJOR ACQUISITION BUYING OFFICE

STATEMENT OF WORK

Museum Collections Emergency Operations Plan

James A. Garfield National Historic Site

PROJECT SUMMARY

Emergencies pose a threat to life safety, museum collections, and structures housing collections. They may be large- or small-scale events and occur due to natural or human causes. Emergencies may occur as a single incident or as a complex of two or more, with or without warning. Emergency planning includes risk assessment, removal or reduction of hazards and vulnerabilities, and implementation of emergency operations plans, emergency response steps, and salvage procedures. When planning and preparing for museum emergencies, the NPS must consider what impact the loss of or damage to the collection and structures housing collections would have on the park mission and programs. Taking corrective actions to mitigate identified hazards and vulnerabilities before an emergency incident occurs is critical. Pre-incident planning and actions ensure response and salvage activities taken during and after an emergency incident are implemented without confusion, delay, and unnecessary loss or damage.

This project will result in the preparation of a Museum Collections Emergency Operations Plan for James A. Garfield National Historic Site (JAGA).

CONFIDENTIALITY

In accordance with the terms and conditions of the Contract, the Contractor shall perform the work as described below for the National Park Service (NPS). The information developed under this Contract is the property of the U. S. government and shall be kept in strict confidence.

BACKGROUND

JAGA headquarters is located in Mentor, Ohio. The resources at the park hold national significance. In 1980, Congress authorized establishment of the James A. Garfield National Historic Site. In 1988, the NPS acquired the Main House, the Campaign House, and the VC Carriage House from the Western Reserve Historical Society through a cooperative agreement. Most objects on permanent exhibit are on loan from the Western Reserve Historical Society in the Main House, totaling over 5,000 objects.

SCOPE OF WORK

The Museum Collections Emergency Operations Plan (MCEOP) includes life safety procedures, Emergency Response Steps, and other essential information needed to respond to emergency incidents.

In accordance with DO 24.4.3.10: Emergency Operation and NPS Museum Emergency Planning and Preparedness Standard (1) (MH-I 10.B.2.1), parks with museum collections must have a MCEOP that is appended to the park EOP, but provided as a separate document.

The MCEOP can be part of the park’s Emergency Operations Plan but is often provided as a separate document. The plan addresses museum collection requirements for emergency protection, response, relocation, and salvage and is intended to be reviewed and updated every five years.

The contractor will visit and assess each facility listed below. The park Museum Technician will serve as the park point-of-contact and will coordinate all facility visits and staff interviews with appropriate park staff members including but not limited to: Site Manager, Chief Ranger, Communications Center personnel, Park Emergency Operations Coordinator, Facility Manager, Museum Technician, and regional curatorial staff. The Contractor will visit and survey operations and conditions at each site. In addition, the Contractor will present his/her/their findings and recommendations to the site staff. After presenting their findings, the final report(s) will be revised as necessary based on comments made during the presentation and submitted to the park.

Description of Sites to be Surveyed for the MCEOP:

Three facilities, the Garfield Home (Main House or Lawnfield), park Visitor Center Carriage House (VC Carriage House), and the Campaign House, are included in this plan. The Main House is the largest of the three facilities and contains furnished rooms on two of the three floors. The Main House was built in the 1830s with subsequent additions and modifications over the next few decades. Garfield purchased the house in 1876 and enlarged the house to a three-story structure with a wide porch across the front. In 1885, after Garfield’s death, his widow added a stone wing to house his books with a steel lined fireproof room. The Main House is approximately 16,900 square feet and most of the furnishings and museum objects are located on the main floor and second floor. The third floor contains very few, if any, museum collections and is not accessible to the public. The museum collection inventories indicate there are almost 20 rooms with museum objects. It is estimated that approximately 80-85% of the objects in the Main House are original to the Garfield family.

The VC Carriage House is 3,780 square feet, with traditional exhibits featuring museum collections on the first floor and staff offices on the second floor. Most of the space in this facility is publicly accessed.

The Campaign House is approximately 420 square feet and the smallest of the three facilities. Visitors can access the entryway to view the small house with some furnishings and many, many books.

All facilities are within walking distance of each other.

Plan Description

The MCEOP must be focused on museum collections and be specific to the park museum storage facilities, and must meet the requirements of the NPS Museum Handbook, Part I: Chapter 10: Museum Collections (2019), which is available online at http://www.nps.gov/museum/publications/MHI/mushbkI.html

The Museum Collections Emergency Operation Plan (MCEOP) is a component of the park's Emergency Operations Plan (EOP), which indicates how emergencies will be handled to prevent them from becoming disasters. The MCEOP covers the protection of the park’s museum and archival collection based upon all the likely contingencies that form part of the park’s risk planning. The plan also establishes salvage priorities for the collection.

The MCEOP should be simple, flexible, and current focusing on the key actions, resources, and organization/individuals to be involved.

The main EOP components of prevention, preparation, response, and recovery must be addressed in the final document. In carrying out this work, the Contractor will perform at a minimum the following tasks:

http://www.nps.gov/museum/publications/MHI/mushbkI.html

1. Identify and assess the types of hazards and vulnerabilities that could affect the museum collections at the park, with discussion of occurrence probability and potential impacts to museum collections in each location, partially based on previously NPS identified risks and local government risk information.

2. Provide an overview of the collection types and the structures housing collections, along with the effect of the vulnerabilities of those structures to collections.

3. Define existing strategies (if any) and propose emergency preparedness and procedures for protection of museum collections in the event of emergencies and disasters (emergency response procedures, assignment of responsibilities, access and key control, emergency call-out list, salvage operations, law enforcement resources, additional sources of assistance (e.g.

assistance resources from other park units or area museums, the Incident Command System (ICS), etc.)

4. Establish priorities in consultation with museum staff and park management (as appropriate) for recovery and salvage of museum collections in each location. Identify alternative locations to be utilized for recovery and salvage operations. This information must be able to be restricted, e.g.

removed from disbursed copies to non-museum staff.

5. Establish collection-specific salvage procedures for affected collections and coordination with other unit divisions and staff and the Regional Museum Program staff.

6. Identify local and regional vendors and sources of emergency assistance for evacuation and recovery efforts, staging areas, supplies, equipment, etc. (ie: refrigerated vans, off-site storage facilities, transportation). Consider and identify both GSA approved and non-approved resources.

7. Identify NPS and non-NPS staff and facilities with resources available to assist with recovery, salvage, and conservation treatment.

8. Establish Emergency Response Steps required for different emergency incidents based on likelihood of occurrence. At a minimum, post-disaster actions must address mitigation of damage caused by water, mold, smoke exposure, and temperature change.

9. Prepare an evacuation plan and protocols that addresses the following issues:

a. Types of incidents either likely or possible and what conditions staff should expect when responding

b. Order of incident command and training of key staff on the handling and packing of objects/archives

c. Secure storage units or alternative museums or repositories to which museum objects and archives can be moved

d. Evacuation of the entire collection as well as priorities as to which objects/collections should be evacuated first

e. Procedures for packing and transporting the items, to include identification of key staff and front-line supervision, tracking devices and manifests, types of boxes and packing materials needed, and how supplies are to be stored, maintained, and managed at the park

f. Follow-up tasks with instructions to ensure that all information and management requirements are met in accordance with the NPS Museum Handbook and policies (ie:

updating the ICMS database or its successor so the park has current locations documented; all items are properly labeled and identified; reporting to NPS offices and the State Historic Preservation Officers, etc.)

g. Emergency supplies to include evacuation supplies, disaster response supplies, as well as other supplies that might be necessary to protect collections in place (for example fire-proof cabinets). Provide a list to include product type and manufacturer, recommended quantities for each museum storage space, and product specifications.

Identify GSA approved vendors as well as specialist vendors who may not have GSA contracts

h. Floor plans and figures that provide general site maps, details of the location of items identified for evacuation, utility shutoffs, hazardous materials, where emergency supplies are located, and the evacuation routes for the facilities

10. Recommend other mitigation actions to reduce risk to the collections.

The Contractor will provide templates required to effectively respond to and manage the emergency response, evacuation, salvage, and post-response assessment of the event.

STANDARDS

National Park Service Standards, Policies, and Documents

• NPS Museum Handbook, Part I http://www.nps.gov/museum/pbulications/handbook.html

• NPS Museum Handbook, Part II, Chapter 4: Inventory and Other Special Instructions https://www.nps.gov/museum/publications/MHII/mh2ch4.pdf

• Director’s Orders (DO) available at http://data2.itc.nps.gov/npspolicy/DOrders.cfm o DO 09: Law Enforcement Program o DO 24: Museum Collection Management o DO 28: Cultural Resources Management Guideline o DO 44: Personal Property Management Guideline o DO 55: Incident Management Program o DO 58: Structural Fire Management

• NPS Management Policies (2006) http://www.nps.gov/policy/mp/policies.html o Section 5.3.1.1: Emergency Management o Section 8.2.5.2: Emergency Preparedness and Emergency Operations http://www.nps.gov/museum/pbulications/handbook.html http://www.nps.gov/museum/pbulications/handbook.html https://www.nps.gov/museum/publications/MHII/mh2ch4.pdf https://www.nps.gov/museum/publications/MHII/mh2ch4.pdf http://data2.itc.nps.gov/npspolicy/DOrders.cfm http://www.nps.gov/policy/mp/policies.html

• Dept. of the Interior Policies:

o 411 DM 1: Identifying and Managing Museum Property, 1.11.b.3: Emergency

Management Plan (EMP) https://www.doi.gov/museum/policy/DOI-Handbooks o 900 DM, Emergency Management Program

Chapter 1: Emergency Management Program Policy, Responsibilities, and Requirements, Chapter 2: Continuity of Operations (COOP) Program https://www.doi.gov/emergency/emergency-policy

• Dept. of the Interior, Secretary of the Interior Historic Preservation Standards and Guidelines o https://www.nps.gov/subjects/historicpreservation/standards.htm

National Fire Protection Association (NFPA) and Factory Mutual (FM) Guidelines

National Archives and Records Administration Regulations: 36CFR Part 1228 Subpart K, Facility Standards for Records Storage Facilities

GOVERNMENT PROVIDED RESOURCES

The park will provide the following information and services, if available, to the contractor:

• Printed copies of the JAGA Emergency Operations Plan (EOP)

• Floor plans for all facilities that contain museum collections.

• Floor plans for exhibit areas and storage areas within the facilities noted above.

• A listing of the park’s local emergency response partners, including any existing agreements or memoranda of understanding with local and state agencies, including jurisdictional agreements.

• NPS Checklist for Preservation and Protection of Museum Collections, latest park checklist submitted to the National Catalog

DELIVERABLES, PRODUCTS, AND PERFORMANCE

Coordination and Scheduling

The Contractor is responsible for setting up a joint Kick-off meeting by contacting the Contracting Officer Representative (COR) and park POC and conduct any pre-visit interviews (preferably) within approximately 14 calendar days of the contract award. The Contractor will coordinate with unit museum staff the on-site inspection dates at a time agreeable to the Contractor, museum staff, and park management. The first on-site visit will occur (preferably) within approximately 60 calendar days of the contract award and at a time agreeable to the Contractor and NPS staff. The on-site inspection and discussions with staff should take a minimum of two days.

A briefing for the park site manager should occur on the last day of the site visit. During the on-site inspections, the Contractor will be responsible for taking all photographs and measurements necessary to document their work and recommendations. Recommendations for hardware, systems and their location(s) should be accompanied by illustrations, diagrams or rough-scale drawings, as appropriate.

Remember: with an historic facility, damage to the original fabric of the building must be kept to a minimum to preserve its historic integrity in compliance with Section 106 of the National Historic Preservation Act.

https://www.doi.gov/museum/policy/DOI-Handbooks https://www.doi.gov/emergency/emergency-policy https://www.nps.gov/subjects/historicpreservation/standards.htm

The Contractor will provide the draft report (preferably) within approximately 30 calendar days of completion of the on-site inspections. The complete draft will include all supporting documentation, photographs, illustrations and any accompanying drawings. The contractor will be exposed to sensitive information regarding James A. Garfield National Historic Site’s security and fire systems. This plan and procedures within are sensitive and proprietary and should not be available for view by others. The contractor will provide the park with a flash drive in MS Word and 2 hard copy, single-sided first drafts for review. The first draft shall have Line Numbers for ease of review.

All comments will be compiled by the park and submitted to the contractor (preferably) within approximately forty-five (45) calendar days. A comment and review meeting may take place between the contractor and those who reviewed the first draft after comments and reviews are sent in.

The contractor will make the requested changes and provide a final review draft and signature page to the park (preferably) within approximately thirty (30) calendar days. The “signature draft copies” will be in the final production format, including covers in the suggested format, paper stock and color, and in three-ring binders. The Contractor will be expected to incorporate each comment into the report or be prepared to explain why doing so is not appropriate.

The final review and signature will be completed at the park. The signature page will be returned to the contractor (preferably) within approximately thirty (30) calendar days. There should be no substantial changes in text at this time, however some pages with minor edits may be returned to the contractor for corrections at this time.

Preferably within tapproximately hirty (30) calendar days, the contractor will provide the park with five

(5) copies of the comprehensive plan in binders with all appendices, maps, etc., indexed in the binders for future updating of the plan and a copy of the document on a separate flash drive in MS Word format. An additional two copies of the comprehensive plan will be plastic spiral-bound and sent to the Omaha Regional Office Regional Program Manager with two (2) copies of the document on separate flash drives in MS Word format.

Minimum Qualifications of Consultant Personnel:

1. Contractor must demonstrate expertise and experience in developing and implementing emergency operation plans for museums and/or other cultural or natural history institutions holding museum collections. Contractor must identify successfully completed projects of comparable scope/complexity.

2. Contractor may be required to pass a background check run by the National Park Service. Any contractor who fails the background check will not be awarded the contract.

Editing and Production:

The NPS uses a specific graphic outline and proprietary fonts. These may be found at https://www.nps.gov/subjects/hfc/nps-graphic-identity-and-style-guides.htm

Using the most recent editions of the Harpers Ferry Style Guide, the Chicago Manual of Style or another mutually agreed upon reference, and ADA-ABA standards, edit and format the text per the following:

https://www.nps.gov/subjects/hfc/nps-graphic-identity-and-style-guides.htm

• Grammar, spelling, and mechanics (e.g., punctuation)

• Fonts and format

• Table of contents

• Forms, charts and tables

• Section introductions and headings

• Headers, footers, photo caption and footnotes

Inclusion of photographs:

The document may include black and white or color photographs inserted into the text at a size of 4x6 inches or less. They will be provided in digital format with a size of 4x6 inches at 150 dots per inch (dpi).

All cover art will be provided in digital format in a size of 8.5x11 inches at 300 dpi. The front cover may be a color or black and white photograph or artwork with title and standard NPS identifier.

Photographs included in the final document will also be provided to the park on a thumb drive in digital format with a size of at least 300 pixels per inch (ppi). The required computer file format of all digital images is Tagged Image File Format (TIFF).

Production of the document:

• One electronic copy on a flash drive submitted to the park, three (3) unbound copies printed on 20 lb. bond, 25 percent cotton, archival paper and five (5) copies in three-ring RED plastic binders with 30 percent recycled paper of the approved final MCEOP with a signature page, and two electronic copies on a flash drive submitted to the regional museum program.

• The report will be printed on 8 1/2x11 white paper (if applicable, 81/2x14 or 11x17 paper shall be fan-folded), single-spaced, and may be double-sided.

• The front cover will be a (full bleed/no bleed) color photograph or artwork with title and identifiers

• The back cover may include a (full bleed/no bleed) color or black and white photograph or artwork, but no back-cover image is required.

• Title page will include name of park, contractor’s name, and completion date of the project.

• Table of contents will be included

• Each section will be tabbed

• Covers will be on card stock

PROJECT SCHEDULE

Task Date Proposed work schedule & orientation meeting preferred approximately 14 calendar days of contract award On-site evaluation preferred approximately 60 calendar days of contract award First draft submitted to NPS preferred approximately 30 days after on-site evaluation Completion of NPS review/comments preferred approximately 45 days upon receipt of first draft

Final draft review/comments to NPS for signature preferred approximately 30 days after receipt from NPS Submission of final, signed MCEOP preferred approximately 30 calendar days after receipt of final draft Project Completion required 240 days after contract award

Schedule of Partial Payments Partial payments may be made upon contractor request. Requests for partial payments must indicate on invoice the work completed thus far and be approved by the COR before payment will be processed.

Suggested milestones for partial payment are provided below.

a. Submission of proposed work schedule, pre-site visit interviews, and orientation meeting teleconference notes to COR prior to onsite visit – 5%

b. Submission of first draft within 60 working days of conclusion of site visit – 45%

c. Submission of final draft – 30%

d. Submission of final, signed MCEOP – 20%

Contracting Officer Representative (COR):

Keely Rennie-Tucker, Museum Curator Omaha Regional Office Interior Region 3, 4, 5 601 Riverfront Drive Omaha, NE 68102 keely_rennie-tucker@nps.gov

Technical Advisors (TA):

Kelsey Voit, Museum Technician James A. Garfield NHS 15610 Vaughn Rd.

Brecksville OH, 44141 kelsey_voit@nps.gov

END OF DOCUMENT