Attachment_1_SCOPE_OF_WORK_MCEOP.pdf

Solicitation No. 140P8324Q0075 Museum Emergency Operations Plan Attachment 1 Statement of Work Nez Perce National Historical Park

SCOPE OF WORK

MUSEUM COLLECTIONS EMERGENCY OPERATIONS PLAN for

NEZ PERCE NATIONAL HISTORICAL PARK (NEPE),

BIG HOLE NATIONAL BATTLEFIELD (BIHO),

and WHITMAN MISSION NATIONAL HISTORIC SITE (WHMI)

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 is necessary to prepare for these emergency situations. This 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 creation of a Museum Collections Emergency Operations Plan (MCEOP) for three separate units of the National Park Service: Big Hole National Battlefield (BIHO), Nez Perce National Historical Park (NEPE), and Whitman Mission National Historic Site (WHMI).

PARK INFORMATION

Nez Perce National Historical Park (NEPE) NEPE park headquarters is located in north central Idaho, on the Nez Perce Indian Reservation, about ten miles southeast of Lewiston, Idaho. There are two facilities housing NEPE and BIHO museum collections, each with dedicated museum collections storage areas. One storage space is located in the basement of the NEPE Visitor Center (including the museum collections storage vault and archival collections storage vault) and the other space is in the NEPE Maintenance Storge Building within the park’s maintenance yard complex.

1. The NEPE Visitor Center is (FMSS 63570) was built in 1979. The NEPE Visitor Center is 21,894 square feet, two levels, with seven entrances/building access points. Located on the southern shore of the Clearwater River, the main floor of the NEPE Visitor Center houses the park’s main visitor contact station, museum exhibits, and offices for NEPE Interpretation Staff. The NEPE Visitor Center basement houses two museum collections storage vaults and an archival collections storage vault.

2. The NEPE Maintenance Storage Building (FMSS 65373) was built in 1993. It is 4,018 square feet, two levels, with five entrances/building access points. The NEPE Maintenance Storage Building is separated into three bays to store facilities equipment and supplies. NEPE’s dugout canoe collection is stored in one of the bays and a portion of another bay has a dedicated museum collections storage vault that houses the Lake Roosevelt National Recreation Area (LARO) museum collections.

Big Hole National Battlefield (BIHO) BIHO is located in southwestern Montana, ten miles west of the town of Wisdom, Montana. The BIHO Visitor Center (FMSS 31515) was built in 1967 and remodeled in 2010. The Visitor Center is 3,850 square feet, single split-level, with five entrances/building access points. It houses park administrative offices and public visitor center spaces. The BIHO Visitor Center also houses BIHO museum collection objects in its public exhibits, public visitor center, and BIHO administrative offices. Beyond the exhibited museum collection objects, the BIHO Visitor Center has no additional museum collections storage vaults.

Whitman Mission National Historic Site (WHMI) WHMI is located in southeastern Washington, seven miles west of Walla Walla, Washington.

The WHMI Visitor Center (FMSS 26070) was built in 1962. The Visitor Center is 8,020 square feet, single level, with six entrances/building access points. It houses park administrative offices, and public visitor center spaces. Museum collection objects are displayed in the WHMI Visitor Center and are stored in a dedicated museum collections storage vault within the Visitor Center.

SCOPE OF WORK

Prepare individual MCEOPs for each of the three park units.

The MCEOP must be focused on park 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 will be provided to the contractor and is also available online at: Museum Handbook, Part I, Chapter 10: Emergency Planning (nps.gov)

To be effective, the MCEOP should be simple, flexible enough to accommodate unanticipated situations, realistic in its assessment of museum resources, focus mainly on situations that are most likely to occur, and include organization/individuals to be involved the execution of the plan. The main EOP components of prevention, preparation, response, and recovery must be addressed in the final document. In carrying out this work, the Contractor shall perform at minimum the following tasks for each unit:

1. Identify and assess the types of hazards and vulnerabilities that could affect the museum collections at each unit, with discussion of occurrence probability and potential impacts to museum collections in each location.

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.)

https://www.nps.gov/museum/publications/MHI/Chap10.pdf

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 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.

PRE-SITE PREPARATION

The contractor shall initiate a kick-off meeting with the Contracting Officer (CO) and NEPE Curator (COR) at least 15 calendar days after the award is made, either by phone or in person, to discuss necessary topics and information including but not limited to:

Scheduling and planning coordination for conducting site visits Potential Contractor need to perform any tasks after normal working hours of

Monday – Friday, 8AM to 4:30PM PST.

Scheduling of necessary personnel to access and evaluate museum collections storage spaces Identify NPS staff needed to obtain information outside of the museum program Communication of known hazardous or vulnerable objects in the museum collection;

other safety issues or concerns

ON-SITE PROCEDURES

• The NEPE Curator shall arrange for NPS escort and access to all spaces the contractor needs to view.

• In and out briefings at each site shall be presented to museum staff to discuss findings and corrective recommendations.

• The Contractor shall conduct a complete and thorough walk-through of museum collections storage spaces and identify and document all conditions affecting risk, both positive and negative, as deemed necessary.

• The Contractor has an ethical obligation to point out serious preservation and/or protection weaknesses as they are encountered during survey and evaluation, if such weaknesses could, in his/her judgment, result in imminent compromise or loss of the park’s museum collections resources.

PROJECT SUBMITTALS

1. The Contractor shall prepare and submit one written report for each park (three reports) and will include all above identified facilities. The contractor will submit fully fleshed out draft copies for park and regional office review to ensure accuracy and park concurrence before the final documents are created. The report shall present findings, mitigation actions, and recommendations for the applicable subjects Page 8 of 12 listed in the Scope of Work and shall be organized in a logical, easily comprehended manner. The final documents must include enough information to fully inform response personnel not familiar with the sites or facilities. The contractor will identify facilities by their official name and Facility Management Software System (FMSS) building identification number.

2. Per the Museum Handbook, Chapter 10, the report shall include sections on:

a. Museum Emergency Planning Standards and Policies

i. DOI and NPS Museum Emergency Planning Policies

ii. NPS Museum Emergency Planning and Preparedness Standards

b. Incident Command System (ICS)

c. Collections and Structures Housing Collections Overview

d. Risk Assessment

i. Risk assessment documents on file

ii. Risks to collections and structures housing collections

e. MCEOP Team Responsibilities

f. First Priorities for Relocation and Salvage (Restricting First Priority Information), priorities may not be the same for each situation

g. Emergency Response

i. Evacuation plan

ii. Emergency Response Steps

iii. Designated assembly point(s)

iv. Staff Training Needs

h. Security

i. Designated secure and stable location for relocated objects

ii. Access and key control policies and procedures

i. Emergency Contact Information

i. Emergency contact list

ii. NPS, Vendor and sources of assistance list j.

j. Emergency Equipment, Services, and Supplies i.

i. Utility and mechanical equipment shutoffs ii.

ii. Emergency supplies and equipment

k. Salvage Procedures

l. Post-Emergency Critique

m. MCEOP Update and Review

n. Figures and Floor Plans

i. Site map ii.

ii. List and floor plan(s) of First Priorities for Relocation and Salvage

(restricted distribution)

iii. Emergency supplies and utilities floor plan(s) (such as fire extinguishers, shut off valves, standpipes, and hydrants)

iv. Evacuation route floor plan(s)

3. Photographs shall be used to illustrate any adverse conditions noted as well as general facility conditions. At least one photograph shall be taken for each noted condition.

Additional photographs will be provided to show each means of egress and any special or unusual conditions. These photos shall meet the following criteria:

• Photos provided in JPEG format via flash drive.

• Image resolution will be 1440 x 960 or 960 x 1440.

• Digital image will be watermarked with the following information:

o FMSS ID # o Date and time of photograph o 4 letter park Alpha code (NEPE, WHMI, BIHO) and location within facility

4. Contractor shall submit one (1) digital copy of each draft Plan with supporting documentation, photographic evidence, and any accompanying drawings to the NEPE Curator, NEPE Archivist, and Points of Contact for review. Clearly stamp or otherwise mark the Plan as DRAFT. The Plans will be reviewed within 30 days of receipt by park museum collections staff and returned with comments. Contractor will be expected to incorporate each park comment into the Plan or be prepared to explain why doing so is not appropriate. One born digital copy of the second draft with comments incorporated will be sent to the NEPE Curator for final review. Revised draft Plans may be required, if substantial revisions are necessary as a result of the review of the draft Plans.

5. Prepare the reports using Microsoft Word word-processing software or other word processing programs that are readily convertible to the Word format. Print the report on 8½ x 11 white paper (if applicable, 11” X 17” paper shall be fan-folded), single-spaced.

Number pages. Use cover-stock for cover and back page. Include the following elements:

• Project title

• Contract number

• Date submitted (e.g. April __,2021)

• Name and address including phone number of Contractor

6. Submit final report after final draft is approved and additional comments noted. Use the above specifications to submit final report with two (2) hard copies (one unbound and one in a three-ring binder) on archival bond, supporting documentation, photographic evidence, and any accompanying drawings according to the identified schedule. Submit two copies of the report in digital format (one in Microsoft Word and one Adobe PDF) via flash drive, include digital copies of all supporting documentation, photographic evidence and drawings using file extensions that can be opened by NPS staff. Use of digital signatures on the final report are acceptable.

STANDARDS

The following published documents shall be considered the standards against which the Contractor shall evaluate the sites. The NPS items are available for loan to the Contractor upon request. Building maps will also be available for loan to the Contractor from the NPS should they be required.

Park Documents

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

• Security Survey and Life Safety and Fire Risk Assessment

• Structural Fire Management Plan

National Park Service Standards, Policies, and Documents

• Addressing Climate Change and Natural Hazards Handbook: Checklist for Assessment of Environmental Change and Effects on National Park Service Facilities

• 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

• 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

Techniques and recommendations within the Plan must adhere to the overall principles and best practices of museum collections preservation. Any treatments suggested for museum objects must meet the Code of Ethics and Standards of Practice of the American Institute for Conservation of Historic and Artistic Works. During the site visits, the Contractor has an ethical obligation to verbally identify and communicate serious preservation weaknesses to park museum collections staff as issues are encountered, if such weaknesses could, in the Contractor’s judgment, result in imminent compromise or loss of park resources.

http://www.nps.gov/museum/pbulications/handbook.html 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 https://www.doi.gov/museum/policy/DOI%E2%80%90Handbooks https://www.doi.gov/emergency/emergency%E2%80%90policy https://www.nps.gov/subjects/historicpreservation/standards.htm

PROTECTION OF INFORMATION

All information and documentation gathered or produced by the Contractor during this work shall be held in strictest confidence and shall be fully protected from access by unauthorized persons. Any documentation furnished by the site and retained by the Contractor during the work or thereafter shall be secured in a locked filing cabinet or safe at a minimum. During the visits to sites the Contractor shall indicate to the Unit POC the way he/she intends to secure any documentation the site may furnish. The Unit POC will have the prerogative to specify when more stringent security must be provided for any documentation furnished to the Contractor.

Documentation that cannot be secured to the Unit POC’s satisfaction will be furnished to the Contractor for on-site use only.

Notes and other information produced by the Contractor, including all versions and copies of his/her reports and any drawings that may be produced, shall be secured in a locked filing cabinet or safe, at a minimum. Computer files shall be secured in an equivalent manner, such as by retaining files only on a flash drive or external hard drive kept in a safe and using passwords or encryption. During the visit to the sites, the Contractor shall indicate to the Unit POC the manner in which he/she intends to secure computer data generated during the course of the work;

the Unit POC will have the prerogative of specifying that additional security measures be taken whenever circumstances so dictate.

QUALIFICATIONS AND EXPERIENCE

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. If the contractor has recently passed a background check for work with the National Park Service or other federal entity, the contractor shall indicate such occurrence when describing current and past experience.

COORDINATION AND SCHEDULING

The Contractor is responsible for setting up a joint Kick-off meeting by contacting the Contracting Officer Representative (COR) and each Unit POC within 15 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 within 45 calendar days of the contract award and at a time agreeable to the Contractor and NPS staff. Subsequent on-site inspections will occur within 45 calendar days of the previous park site visits. The on-site inspection and discussions with staff should take a minimum of two days per unit but may require more depending on the number of facilities being inspected. The Museum Services Program Curator will be on-site for visits to NEPE, WHMI, and BIHO.

During the on-site inspections, the Contractor will be responsible for taking all photographs and measurements necessary to document his/her work and recommendations. Recommendations for hardware, systems and their location(s) should be accompanied by illustrations, diagrams or rough-scale drawings, as appropriate.

The Contractor will provide the draft reports within six (6) weeks of completion of the on-site inspections. The complete draft will include all supporting documentation, photographs, illustrations and any accompanying drawings.

Bids shall provide a break-out of the costs, including travel, by park. Visits to park sites near each other should be combined when possible to reduce overall travel budget. Order of park visits will be set upon concurrence of regional, park, and contractor staff.

Work Element Completion Time After Award Project kick-off meeting Within 15 calendar days after contract award On-site visit Within 45 calendar days after contract award Submission of first draft reports Within 60 calendar days of site visits Submission of second draft reports

Within 30 calendar days of receiving comment on the draft reports

Submit final reports Within 30 calendar days of receiving comments on second draft reports

SUBMIT INVOICE(S) TO

Submit the original invoice to the Contracting Officer (see FAR 32.905 for proper invoicing), and a copy to the COR. Partial Payment will be authorized for this contract.

SCHEDULE OF PARTIAL PAYMENTS

Partial payments will be made upon successful completion of each successive phase of the work if approved by the COR, as outlined below:

A. Contractor may invoice the Government at completion of milestones outlined below.

i. Submission of proposed work schedule for all parks, pre‐site visit interview schedule, and orientation meeting teleconference notes to COR prior to onsite visit– 5%

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

c. Submission of second draft – 30%

d. Submission of final, signed MCEOP – 20%

INSPECTION AND ACCEPTANCE

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract and not withstanding any provisions contained elsewhere in this contract, said authority remains solely with the Contracting Officer. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increase in costs incurred as a result thereof. The Museum Services Program staff shall assist the Unit POC and act as the COR on this project. The COR is empowered to inspect and evaluate all work of this contract for compliance with terms of this Scope of Work Statement.

NPS POINTS OF CONTACT

Contracting Officers Representative (COR) Kristine Leier Museum Curator Nez Perce National NHP, Big Hole National Battlefield, Whitman Mission NHS

39063 US HWY 95

Lapwai, ID 83540 Office: 208.843.7040 kristine_leier@nps.gov

Russ Cash Integrated Resources Division Manager / Archaeologist Nez Perce National NHP, Big Hole National Battlefield, Whitman Mission NHS

39063 US HWY 95

Lapwai, ID 83540 Office: 208.843.7017 russ_cash@nps.gov mailto:kristine_leier@nps.gov mailto:russ_cash@nps.gov