3-Attachment B Scope of Work.pdf

Attachment B – Scope of Work Disaster Cultural Restoration

Solicitation# SB26-2

I. PURPOSE

The purpose of this State of Utah Cooperative Contract is to provide disaster response and recovery services for collections belonging to the State's cultural institutions. This contract may be used by any Eligible User; the State of Utah’s government departments, institutions, agencies, political subdivisions (e.g., colleges, school districts, counties, cities, etc.), and, as applicable, nonprofit organizations, agencies of the federal government, or any other entity authorized by the laws of the State of Utah to participate in State Cooperative Contracts. This includes individual State of Utah Cultural Institutions (hereafter, the "Cultural Institution").

II. BACKGROUND / ANTICIPATED SERVICES

1. Historically, Utah has incurred a few disaster situations that required relocation and restoration attention for the cultural collections or facilities responsible for storing them. Currently, the Disaster Cultural Restoration portfolio is expiring and this RFP is to ensure that the State has a competent and qualified Contractor on contract to handle the response time required, as well as provide the expertise to preserve cultural items.

2. It is anticipated that the awarded Contractor will provide a quick response in the event of a disaster that requires recovery services for the State’s cultural collections. These services are required on an as-needed basis after a flood, fire, vandalism, or other incident that puts the cultural collection items in need of protection or restoration.

III. SCOPE OF WORK

The Contractor shall provide comprehensive disaster response, stabilization, and recovery services for a wide range of collections housed in the State of Utah's cultural institutions. All services will be performed in accordance with institutional disaster plans and in close collaboration with the Cultural Institution's designated Preservation Representative.

1. General Requirements

A. Availability and Response: The Contractor shall be reachable 24 hours a day, 7 days a week, 365 days a year. A trained representative will be on-site within 24 hours of initial notification (or within 24 hours of site access) to begin stabilization services and assess collections.

B. Scalable Resources: The Contractor must have scalable resources, including facilities, manpower, equipment, and logistics, to manage emergencies of any size, up to thousands of items; possibly in different Cultural Institutions simultaneously.

C. Project Management: The Contractor shall manage the total work effort, including planning, scheduling, cost accounting, documentation, and quality control. A designated Project Manager will have overall responsibility for all operations and serve as the primary on-site point of contact for the Cultural Institution.

D. Compliance and Safety: The Contractor must hold all necessary permits and licenses, comply with all federal, state, and local laws and regulations, and adhere to the Cultural Institution's security procedures and on-site conduct rules. The Contractor shall also have a developed safety program for its staff and provide all necessary Personal Protective Equipment

(PPE).

2. Staffing and Personnel

• Staff Qualifications: The Contractor shall provide sufficient, qualified personnel with the necessary skills to assess, stabilize, and recover all types of collections and media. All staff must comply with institutional background check requirements.

3. Response, Stabilization, and Recovery Activities

A. Pre-Event Planning: Within one month of contract award, the Contractor shall meet with Cultural Institution representatives to review disaster scenarios and agree on stabilization, recovery, inventory, and staffing procedures. The Contractor will also establish a Communications Plan compatible with the Cultural Institution's disaster plans.

B. Expert Consultation: The Contractor shall provide expert on-site consultation to assess collection conditions and recommend appropriate stabilization techniques.

C. Stabilization Plan and Recovery Plan: The Contractor will collaborate with the Preservation Representative to create a written Stabilization Plan at the time of a disaster. Following stabilization, a Recovery Plan will be drafted no later than one month after all materials have been stabilized.

D. Materials and Handling: The Contractor shall provide all labor, equipment, and supplies for the safe and systematic removal, packing, and transportation of collection materials, with all handling designed to minimize further damage.

E. Off-site Storage: The Contractor shall provide secure, environmentally controlled working and storage space for stabilization and treatment of damaged materials.

F. Treatment and Restoration: The Contractor will perform all treatment, rehousing, labeling, and restoration activities in accordance with the Recovery Plan and in collaboration with Cultural Institution staff.

4. Deliverables

A. Plans and Reports: The Contractor shall provide a new Communications Plan, a Stabilization Plan for each disaster event, a Recovery Plan, and a final report detailing all activities and results.

B. Inventory and Documentation: The Contractor will maintain an item-level inventory and maintain textual and photographic documentation throughout the entire process.

C. Work Quality: The Eligible User retains final authority on policy, procedures, and report approval. The Contractor shall correct any unsatisfactory work at their own expense within a mutually agreed-upon timeframe.

IV. PRICING

1. Guaranteed Pricing

A. Contractor pricing is guaranteed for 12 months from the executed contract date. Pricing increases may be requested on a yearly basis for the duration of the contract.

B. A pricing increase request is required 30 days in advance of new pricing start date and must be submitted to the Division of

Purchasing Contract Manager for approval.

C. If the pricing increase on all items and services is 2% or less, than no Amendment is required to add the new pricing to the contract. New pricing will be added as a supplemental document on the contract landing page.

D. If the pricing increase is over 2% on any item or service, then the Contractor shall submit documentation to the Division of

Purchasing Contract Manager to justify the increase. This will require an Amendment in order to add the increased pricing to the contract.

2. Quotes and Invoicing

A. All Quotes and Invoices must include the State Contract #, all fees itemized, delivery time estimates, and reflect contractual pricing and discounts accurately.

B. Fees not listed on the Cost Sheet or Pricing document, may not be charged to Eligible Users.