Attachment 1 - Statement Of Work.pdf

Attachment 1 – Statement Of Work

ATTACHMENT 1 - STATEMENT OF WORK

Restoration of a 19th Century Rotschild Mirror for a

Residence in Paris, France

TABLE OF CONTENTS

1.0 ADMINISTRATIVE

1.1 Project Overview (Title, Description and Objective)

1.2 Required Expertise (Qualifications and Quality Assurance)

1.3 Contracting Officer Representative (COR)

2.0 REQUIREMENTS

2.1 Administrative Requirements

2.2 Project Specific Requirements

3.0 TASKS, SCOPE, AND DELIVERABLES

3.1 Project Plans

3.2 Meetings (Site Visits)

3.3 Scope

3.4 Reports and Specifications

3.5 Proposals

4.0 SCHEDULE

5.0 ATTACHMENTS AND REFERENCES

1.0 ADMINISTRATIVE

1.1 Project Overview

The United States Government (USG), Department of State (DOS), Bureau of

Overseas Building Operations (OBO) requires conservation and restoration services for the restoration of a Cultural Heritage asset original to a residence in Paris, a large, 19th century mirror with gilt bronze mounts. OBO has developed a comprehensive and multi-step process to plan projects worldwide. This statement of work (SOW) defines the services to be performed by the restorer, hereafter referred to as the Contractor.

1.1.1 Project Title, and Description

The project involves the conservation treatment and restoration of a large 19th century mirror. The mirror originally hung in the Paris residence and the goal of the restoration is to return it to its intended location and appearance. The mirror is currently disassembled in the warehouse and will need to be examined, transported to the Contractor’s studio for treatment, and returned to the Paris residence for installation. Examination, movement, treatment, and installation are all part of this scope. The treatment must be fully documented with images taken before/during/after as well as a written description of the work undertaken.

1.1.2 Project Objective

This project aims to stabilize, restore, and improve the mirror’s long-term preservation through conservation treatment and allow it to return to its original location in the residence in Paris.

The mirror is comprised of two sections measuring 275 x 195 cm (108 ¼ x 76 ¾ inches) below and 106 x 195 cm (41 ¾ x 76 ¾ inches) above. Each section has a central mirror surrounded by a wooden structure with framing embellishments in gilt bronze, clear and blue glass, and other materials. The pieces are currently disassembled and the larger, lower mirror is missing. There are other smaller pieces of glass and gilt bronze mounts missing. Other known condition issues to be addressed include corrosion and overall grime.

The treatment will include overall stabilization of the mirror’s structure, including reinforcement and updating (if needed) of the attachment and hanging system on the reverse. The missing elements should be restored as close to the original as possible. The restoration should also include overall cleaning and treatment of surface condition issues as well as application of protective coatings to metal elements to better their long-term preservation.

The Contractor’s assessment and proposal will determine an appropriate course of action, to be submitted to the Embassy and CH for review and approval prior to carrying out the work.

The Contractor shall perform the work of this scope according to best practices accepted internationally by the professional conservation community. The

Contractor shall provide a product consistent with the OBO mission to create safe, secure, functional, and resilient facilities which embrace project specific local and cultural influences, sustainable priorities, constructability, as well as diplomatic context, visibility, and scrutiny.

1.1.3 Work by Others

There may be conditions that require special consideration for cooperation between contractors. In such cases, the Contractor may rely on sub-contracted specialists for select operations that are part of the work of this scope, including glass conservation, metal conservation, art handling, and art transport. The

Contractor is wholly responsible for the work carried out by others, and the

Contractor shall mediate all communications between their sub-contractor and the

Client. Sub-contractor credentials are subject to review and approval by the COR.

See following sections for additional information.

1.2 Required Expertise

The Contractor shall provide the following conservation and allied expertise as required for this project scope.

1.2.1 Qualifications and Quality Assurance

This project requires specific expertise, skills, and experience in conservation of glass, metal, and gilding. The selected Contractor shall have had professional training as well as demonstrable and relevant conservation expertise including professional experience examining paintings, conducting conditions assessments, developing treatment reports, conservation treatment of furniture, mirrors, and/or gilt bronze, and artifact photography. The Contractor shall have at least five years of professional experience, submit their credentials, three examples of previous projects of similar scope and scale, as well as an anticipated work plan with the proposal before award of this contract. The

Contractor shall engage sub-consultant firm(s) as required to support the scope efforts identified in this SOW (see 1.1.6). Other Contractor and sub-contractor qualifications shall include:

a. Proficiency in English, particularly with respect to conservation-related and technical language.

b. Professional services including, either on staff or through contractual resources,

• Conservator/Restorer,

• Art Handler,

• Photography expertise

c. Demonstrated prior experience with project(s) of comparable scope, scale, and quality of the required tasks

1.3 Contracting Officer Representative (COR)

The Contractor shall maintain contact with USG through the COR. All work shall be coordinated with the COR. The COR must approve of any Contractor-purposed changes or deviations to the SOW. When applicable, all hardcopy submissions shall be via courier, hand delivery, FedEx, DHL and addressed to the U.S. Embassy, Paris.

Submittal receipts shall be sent via email to the COR.

2.0 REQUIREMENTS

The Contractor shall design this project in accordance with the technical requirements identified and referenced herein.

2.1 Administrative Requirements

The Contractor shall utilize the administrative criteria requirements listed below.

2.1.1 Security Requirements and Clearances

This SOW requires that the Contractor perform unclassified work onsite and offsite.

Access approval will be coordinated and granted by the Regional Security Officer

(RSO) at the Embassy in Paris. The RSO will review and clear all photo-documentation produced onsite for this project. Security requirements will be reviewed at the mandatory site visit. The Contractor shall comply with the Security

Classification Guide.

2.2 Project Specific Requirements

The Contractor shall provide all materials, supplies, equipment (subcontracted, rented, or otherwise), disposals, and professional personnel required to complete the work of this scope. The Contractor shall provide all requisite technical expertise, supervision, and logistic and administrative support. The Contractor will be fully and exclusively responsible for any damage and/or loss of property or persons derived directly and indirectly from the project.

3.0 TASKS / SCOPE / DELIVERABLES

The Contractor shall perform the following tasks listed below.

3.1 Project Plans

The Contractor shall establish and maintain the following set of Project Plans and, in consultation with the Contracting Officer’s Representative (COR), provide regular updates.

3.1.1 Project Management Plan (PMP)

The Contractor shall establish and maintain a project specific PMP. This plan identifies key team members and consultants participating in the project. The

Contractor shall provide names, job titles, and contact information for each team member. The Contractor shall develop, in coordination with the COR, a comprehensive task outline identifying project milestones, meetings, submissions, and reviews with specific calendar dates in accordance with the Notice to Proceed

(NTP) schedule. The PMP shall include a description of project phases and operations, the specifications and safety data sheets for the products anticipated for use or testing, and specifications for subcontracted services.

3.2 Meetings

The Contractor shall participate in the following meetings, conference calls, site visits, presentations, and workshops either in-person or virtually. For virtual meetings, the

Contractor shall verify with the Contracting Officer Representative (COR) which virtual platforms are acceptable for the specific project and meeting scope.

3.2.1 Site Visits

Site visits are required under this scope. The assessment and treatment work are to be carried out in situ. Site visits shall be coordinated with the COR. The following site visits are required:

1. Assessment - Contractor shall make an initial site visit to the warehouse in order to devise a work plan for heritage object assessment, movement, and conservation.

2. Installation Assessment – Contractor shall make a preparatory site visit to the

Residence in Paris to assess the intended location of the mirror and incorporate any necessary adaptations into the attachment/hanging system.

3. Installation – At the completion of the restoration, Contractor shall perform the final assembly and installation of the mirror.

The Contractor shall compile the following personnel information for security approval and submit to the Consulate a minimum of seven days prior to accessing the compound. Information submitted by the Contractor for background check will not be disclosed beyond the Consulate.

a. Name: John Doe

b. Title and Company: Project Manager – XZY Inc.

c. Place of Birth: City, State, Country

d. Passport Number: 1234567890

e. Passport Type: Personal

f. Passport Country: Specify

g. Clearance Level: Specify or indicate none

h. Cell Phone Number: for site visit communication

i. Email address: address@xyzinc.com

j. Emergency Contact: Name and Phone Number or Email

3.3 Scope

The Contractor shall complete the following scope of services.

3.3.1 Review of Existing Documents

The Contractor shall search for and utilize Project Specific Background Reports, Data, and Surveys for this SOW. The Contractor shall review project specific background information and photographs provided by the Embassy or discovered through archival research. Additionally, the Contractor shall conduct a cursory study of comparanda for further contextual reference. Relevant existing documentation shall inform research, assessment, analysis, treatment, and installation as appropriate.

3.3.2 Assessment and Documentation

Contractor shall conduct a preliminary assessment of the mirror in the warehouse to devise a work plan and treatment proposal. The survey will include a visual and tactile examination of the objects’ materials, structure, surface, condition, and modifications over time as well as a treatment proposal including methods and materials. An evaluation of the proposed installation site at the residence should also take place.

During treatment the Contractor shall fully photo-document the objects according to the American Institute for Conservation’s Digital Photo documentation Guidelines (3rd edition, 2017) with sufficient detail images to illustrate existing condition and damage before treatment (Section 5.2). The Contractor shall draft a condition report and preliminary treatment proposal and photographs documenting existing conditions.

Report to be in English. Provide report to Client and Advisory Committee for review and approval before starting conservation treatment.

3.3.3 Treatment

Upon Client approval of the proposed intervention, the Contractor shall transport the mirror and proceed according to the accepted treatment proposal informed by their completed assessment. The Client should be consulted during treatment if/when new condition issues are discovered.

Treatment shall include but may not be limited to:

1. Evaluation and modification of the attachment and hanging system to ensure safe, long-term installation.

2. Stabilization of the structure, including the wood substrate, as needed, and addressing the attachments and fasteners for the mounts and other embellishments.

3. Replace large missing pieces such as the central mirror and missing gilt bronze mounts with period appropriate materials/techniques.

mailto:address@xyzinc.com

4. Cleaning and stabilization of the surface including addressing metal corrosion.

5. Apply protective coatings on treatment metal mounts to aid in long-term preservation.

6. Reassemble and install the restored mirror in its original location in the Residence in Paris.

Treatment shall address any issues with stability and restore the mirror’s original character, as much as possible. All interventions shall comply with accepted best practices (the American Institute for Conservation’s Code of Ethics or similar standard in host country) and subjective decisions should be made in consultation with the

Advisory Committee and the Embassy. Contractor shall coordinate all onsite work and scheduling with Embassy staff.

3.4 Reports and Specifications

The Contractor shall prepare the following reports and specifications listed below.

Report and specification format shall include:

The project shall be comprehensively documented in a conservation treatment report.

The report shall include:

• The preliminary assessment report and proposal detailing existing condition of the mirror and proposed interventions.

• In depth treatment report detailing the materials and methods used in the restoration.

• Before, during, and after treatment photographs of the objects.

Photographs shall be in accordance with the American Institute for

Conservation’s Digital Photo documentation Guidelines.

• Recommendations for future maintenance and preventive care.

The report and all other documentation will be submitted electronically either via email or government FAN account to the client within 90 days of the NTP, or in accordance with the schedule agreed upon with the COR.

1. Include a Cover with title block which include the Project Name, Location, and AE

Firm in 16-point font consistent with OBO Branding Guidelines.

2. Reports and Specifications shall be prepared in 8 ½ inch x 11 inch Portrait format with 11” x17” foldouts as required,

3. Each Report and Specification shall include a Table of Contents (TOC) page

4. Each page of the Report and Specification shall identify the project name, location number and date of issue in the header and the section number and page in the footer. (e.g., 224105-3 for the third page in the specification section 224105)

5. Start new sections and Calculations on the right side and include a blank page when section include an odd number of pages.

6. Preliminary Calculations shall be initialed by the Architect or Engineer of Record

7. Hard Copies shall be printed in double sided format.

8. Identify Sequence if multiple volumes are required (e.g., Volume 1 of 3)

3.5 Proposals

The Contractor shall provide a proposal with the following information.

3.5.1 Proposal content

The Contractor will provide a detailed and itemized proposal inclusive of all items within this scope. Proposals will include an itemized cost breakdown for each scope section in this SOW. Proposals will clearly identify inclusions, exclusions, and assumptions.

Proposals will include:

1. Personnel: Provide in the proposal the names and responsibilities of the proposed team members. Provide resumes and organization chart for key project staff and consultants including project manager (point of contact) and team members.

2. Specialists: Provide in the proposal the names and credentials of those specialists responsible for assessment, analysis, or treatment. Said professionals shall be specialists in their respective areas of expertise with demonstrable directly relevant work experience and examples of previous similar projects. Specialists’ credentials will be reviewed and approved by the COR and OBO.

3. Examples of work: Provide in the proposal three to five examples of previous similar work and examples of work completed for comparable objects and scopes.

4.0 SCHEDULE

The Contractor shall deliver the scope tasks and items in accordance with the following schedule milestones.

The overall project is estimated to span approximately 6 months or 90 days after the notice to proceed (NTP). The Contractor should include a timeframe with their proposal. The Contractor shall schedule their Site Visit within 15 calendar days of the

NTP. The Contractor shall provide an overall project schedule with the Project

Management Plan (PMP) within 15 calendar days of the Site Visit.

Documents and photographs shall be submitted to the COR electronically, either by email of via one of OBO’s approved digital platform systems (ProjNet or FAN). The

Contractor is required to submit electronically the final reports to the COR within 150 days of the NTP.

The contractor shall adhere to the schedule and terms agreed upon with the COR and in accordance with the Consulate’s standards and rules. Any Contractor-purposed changes or variations to the schedule during the course of the work shall be made in writing and shall be coordinated with and approved by the COR.

5.0 ATTACHMENTS AND REFERENCES

The following attached documents and photographs are included with this SOW for the

Contractor’s reference and use.

5.1 Attachments

Description

1. Photograph(s) in the residence

2. American Institute for Conservation’s Digital Photo Documentation Guidelines (3rd edition, 2017)

5.2 Reference Photographs

Photographs courtesy of Marine Robidel and Candice Nancel.

Top Section, overall

Bottom section, overall

Details of condition issues

Details of condition issues

1.3 Contracting Officer Representative (COR)

2.2 Project Specific Requirements