PSRP4 Object Damage Incident Reporting.pdf
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- Solicitation number
- 33330225RF0010008
- Issued by
-
Smithsonian Institution
About this file
The document is a procedures manual for Object Damage Incident Reporting for the Smithsonian Institution's National Museum of American History (NMAH) PSRP4 contract. The procedure outlines a five-step process for contractors to report and manage object damage: 1) Immediate notification to the Collections Point of Contact (CPOC) via email with incident details and photos, 2) CPOC review and initial assessment, 3) reporting to project stakeholders, 4) documentation in the museum's system, and 5) follow-up discussion in weekly project meetings. Emergency contacts are provided, including the NMAH Safety Coordinator, Health Unit, Security Control Room, and Building Management.
This incident reporting process is directly related to the PSRP IV Collection Move solicitation (33330225RF0010008), a $10+ million contract to relocate NMAH collections to the Suitland Collections Center. The solicitation includes comprehensive move services such as project management, packing, storage arrangements, physical transit, and rigging of museum artifacts. The contract has specific subcontracting goals: 40% with small businesses, including 7% with small disadvantaged businesses, 7% women-owned small businesses, 4% hub-zone businesses, 4% veteran-owned businesses, and 4% service-disabled veteran-owned businesses. The proposal is due on March 19, 2025, at 3:00 PM EST, with a 1,095-day performance period.
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PSRP4 Object Damage Incident Reporting
1 Notify PSRP4 contractors notify NMAH Collections Point of Contact (CPOC) via email immediately. Include the following information:
Incident location, object name and object number NMAH staff on site and witnesses Brief description of incident Photo of the damage
In case of injury or emergency, contact the relevant staff:
Roy Johnson, NMAH Safety Coordinator johnsonrm@si.edu, 202-633-3502
NMAH Health Unit South Wing NMAH Room 1270, 202-633-3670
NMAH Security Control Room 202-633-3970
Emergency Building Management 202-633-9300
2 Review NMAH CPOC follows up with PSRP4 contractors to review incident and determine next steps. NMAH CPOC assesses work area and photographs damage. If feasible, NMAH CPOC cleans up work area (e.g. sweep up broken glass). Depending on the severity and kind of the damage, the CPOC may request a work stoppage for staff safety until other NMAH staff can respond (e.g. Conservation or Office of Safety Health and Environmental Management).
3 Report NMAH CPOC contacts NMAH project COTR, PSRP4 contractors’ supervisor, appropriate curator, and Christina Simms (head of conservation) with summary of incident.
4 Document NMAH CPOC summarizes the incident in XG via the Damage Activity and submits photographs of the damage. See Damage Activity guidance on
. NMAH CPOC prepares and submits a to Registrar's Office via Jira.Confluence Smithsonian Institution Damage/Loss Report
5 Follow Up NMAH and contractors review details of the incident in the weekly project check in meeting. Discussion should include issues leading to the damage and ways to avoid future incidents. If necessary, NMAH CPOC will follow up with Conservation staff to sufficiently stabilize object for safe packing and transport to Pod 6. Conservation staff document any treatment in XG via the Condition and Conservation activities. Conservation staff may attach photographs of treatment to the Conservation activity.
The first four steps of this process ("Notify" through “Document”) should take place as soon as possible after the incident.
mailto:johnsonrm@si.edu https://confluence.si.edu/pages/viewpage.action?pageId=98075354 https://confluence.si.edu/pages/viewpage.action?pageId=98075354 https://confluence.si.edu/download/attachments/300253442/SI%20Damage%20Loss%20Report%20-%20TEMPLATE.pdf?version=1&modificationDate=1736890000000&api=v2
PSRP4 Object Damage Incident Reporting
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