A04_Statement_of_Work.pdf

Statement of Work

CONSERVE AND DIGITIZE AN ARCHIVAL COLLECTION FROM THE

SOUTH FLORIDA COLLECTIONS MANAGEMENT CENTER

(PMIS #316271)

I. PURPOSE

The South Florida Collections Management Center (SFCMC) at Everglades National Park intends to contract for conservation and digitization of a scrapbook maintained in the park’s archive. A scrapbook, photographs, and paper documents (envelope and letter) associated with Royal Palm State Park, the precursor to Everglades National Park, will be conserved to ensure long term preservation and digitized for access. A rare book conservator and/or photograph conservator will be hired to examine the album and bind the scrapbook to the original appearance and function; interleave pages with archival materials; scan each page; and create a custom-fitted archival storage box. The Contractor shall house individual photographic prints in archival paper photograph sleeves and label according to the agreed upon numbering schema.

Additional treatment needs could vary and may also include surface-cleaning to remove dirt and dust; mending tears; removing mending tapes and adhesive residues; washing to remove ingrained dirt and reduce acidity and stains; deacidification/alkalization of acidic papers; lining, mending, and/or in-painting. Treatment documentation will be completed. All professional conservation treatment work will be completed in accordance with international conservation standards and the Code of Ethics and Guidelines for Practice of the American Institute for Conservation (AIC).

The SFCMC intends to preserve the content of this album through professional conservation treatment so that their historic content and context is not lost. Upon completion of this work, the original scrapbooks and photograph albums will continue to be stored in a climate-controlled environment in archival housing to ensure their long-term safety. Digitization of the scrapbook will serve as an access tool so that the public can view and use the scrapbook, which are currently too fragile to handle. The master digital output will be delivered on an external hard drive. The digitized images will provide the opportunity for increased researcher access at the SFCMC while limiting handing of the original book(s). Digitization requirements will be outlined in Section III Scope of Work.

II. DESCRIPTION OF THE SCRAPBOOK

Accession number EVER-02324 is an early 20th century (c. 1919-1939) scrapbook associated with Royal Palm State Park, the first state park in Florida. Early 20th century efforts to drain and develop the Everglades ecosystem led to fierce opposition by regional environmentalists. Led by the Florida Federation of Women's Clubs (FFWC), conservation and political lobbying efforts soon began to protect the south Florida ecosystem. Their efforts were successful and in 1916, the state declared and provided 960 acres on Paradise Key to the FFWC for Royal Palm State Park.

The Royal Palm Lodge was built in 1919 to accommodate the park’s first caretaker, Charles A.

Mosier. His family assembled this scrapbook with images dated as early as 1918. Royal Palm State Park became part of Everglades National Park in 1936 and this object provides an early glimpse into the cultural history of Paradise Key, the Florida Federation of Women’s Club, and Florida ecology.

Item 1: EVER 147316 Charles Mosier Collection

• One (1) scrapbook consisting of photographs adhered to scrapbook pages o Overall scrapbook dimensions: 28 x 20 cm o 64 photographs on 6 pages (front and back); the album also includes a front and reverse cover jacket

• Loose prints (majority are photographs, some adapted to become postcards) o 115 prints in mixed sizes Sizes range from 10.5 x 8 cm to 16.5 x 21.5 cm Most have handwritten text on reverse See image 7 for an example of the different sized prints o Majority of photos (qty. 85) are size 16.5 x 21.5cm

• Original mailing envelope (paper with ink and pencil) o Overall dimensions: 26.5 x 19 cm

• Original letter (paper) o Overall dimensions: 14 x 21.5 cm

The primary item in this archival collection is the scrapbook. It is composed of black pages with white handwritten captions near most images. It is unknown whether there is text on the reverse of the images. There is also an envelope sent from the New York Botanical Garden to Mr. Chas.

A. Mosier in Miami, Florida, a typed letter on paper, and loose photographs (with captions on reverse) and other images (some adapted to become postcards). The scrapbook has what appears to be a soft, brown leather front jacket cover (possibly suede) with embossed/stamped lettering and a rear jacket cover that appears to be a different type of hide, possibly alligator or crocodile.

The binding of the album is no longer intact, and the album should be rebound.

The condition of the album is overall fair-to-poor, with the most damage to the front cover and individual pages. The front cover is fragile, with frayed edges along the perimeter, including losses and tears. The images on each scrapbook page are generally loose or already detached and just sitting in place. Most of the loose photographic prints have curved edges (dog-eared) but are generally in good condition.

More photographs are available upon request.

Image 1, Front jacket cover

Image 2, Rear jacket cover

Image 3, Original mailing envelope

Image 4, Example of individual pages

Image 5, Example of image conditions (showing raised edges, mixed use of tape, strapping, and adhesive to secure the images)

Image 6, Last page showing former binding location

Image 7, Letter (bottom left) and mixed-sized loose images

All of the above-described items have been stored in archival boxes and in a controlled environment since their arrival at the South Florida Collections Management Center.

The Collection to be provided to the Contractor’s laboratory was produced or acquired by the National Park Service and includes permanently valuable historical materials.

Some items may be in the public domain; however some may be copyrighted or subject to other restrictions. In any case, the Contractor shall only make copies of each furnished item as specified in this document. No other copying is authorized without the written authorization of the Contracting Officer’s Representative (COR). The care and preservation of the collection is of utmost concern. As stated above, additional images of the collection to be conserved and digitized under this work is available upon request.

Prior to entering into a contract, Contractor shall:

1. Agree to fully comply with the Code of Ethics and Guidelines for Practice of the American Institute for Conservation of Historic and Artistic Works (AIC) in all work performed.

2. Provide a curriculum vitae containing the relevant qualifications and experience of the

Contractor and any other the individuals (including conservation interns) who will be involved in the examination and treatment process, including an estimate of the nature and extent of their anticipated involvement. This will include references to similar work that clearly demonstrates an expertise in the conservation of museum objects and a history of completing work of this scope and character. Include a comprehensive work history that shows specialized training and/or education in the field of conservation.

3. Provide a list of references from museum professionals with first-hand knowledge of work performed and proof of membership in AIC.

4. Provide proof of liability/damage insurance to cover museum objects while in the conservation lab and undergoing treatment.

5. If work is to be performed on-site, provide a copy of liability insurance.

6. If examination and/or treatment of object(s) is to be performed off-site, Contractor shall provide a description of the facility where activities are to be performed, including the applicable portions of a standard American Alliance of Museums (AAM) facilities report (or equivalent) addressing environmental conditions, security, and fire protection systems.

III. SCOPE OF WORK

In order to perform effectively on this contract, the Contractor’s staff shall have experience in conservation of multi-format photograph albums. The Contractor shall have the ability to conduct digitization of the Collection in order to reduce the need for future handling and to provide access to users of the Collection.

The Contractor shall perform all work at the Contractor’s work site. The Contractor shall provide all labor, materials and equipment required for the duplication and digitization process at the Contractor’s facility. The Contractor may not subcontract the work.

A. The Collection will be picked up and delivered by a representative of the Contractor, if the successful contractor is located within a 150 mile radius of the SFCMC storage facility inside Everglades National Park (located at 40001 S.R. 9336, Homestead, FL, 33034).

If the successful contractor is outside the 150 mile radius of the SFCMC storage facility, then originals and deliverables will be shipped by overnight (next day) shipping service with shipment tracking. Contractor will include the cost of shipping (both to and from the SFCMC storage facility inside Everglades National Park) in their quote.

The Collection must be transported in a secure, closed air-conditioned truck or other vehicle. Trunks of private cars are not acceptable. While enroute the ambient temperature in the portion of the vehicle where the Collection are carried must be maintained between 65 and 70 degrees Fahrenheit. A contractor may choose to meet this requirement by providing storage containers that will maintain this range for 24 hours. Transport needs to be completed in the shortest amount of time possible. The Collection will not be loaded or unloaded in inclement weather. Proposed packing and shipping methods must be submitted in writing and approved in advance by the COR. The cartons used to package the Collection shall be sealed and shall be of such construction as to protect their contents from dirt, water, exposure to light, crushing, or other physical damage. Scheduling pick up or shipping must be coordinated with the SFCMC Museum Curator and will be subject to available archives staff and mutually agreed upon timing.

Upon completion of the work, the Contractor will return the originals and deliverables, adhering to specifications detailed below.

B. The Contractor shall be required to sign a receipt for property upon pickup of the Collection, and sign and return to the SFCMC standard NPS loan agreement documentation within 7 days of pickup of the Collection.

C. Special Handling and Transportation Procedures

The Collection are part of the National Park Service’s museum collection and must be handled in an archivally correct manner. The Contractor shall handle and transport all Collection and boxes in such a way as to prevent damage to the material during handling and transit and unpacking at the Contractor’s facility. Care must be taken not to damage the archival housing materials as well. The Contractor shall take measures to assure that the National Park Service’s collections are not damaged at any time when in the Contractor’s custody. Any damage that does occur must be reported to the COR within 24 hours.

As noted above, special handling techniques are required. An explanation of special handling requirements is outlined herein and shall be provided to the Contractor’s staff working on the project before work begins. If materials seem likely to suffer damage as a result of conservation and digitization, the Contractor should immediately consult with the COR before conducting work on any such materials.

a. The Contractor must handle the materials according to the instructions provided in this Scope of Work so that the Collection are not damaged. Do not leave the Collection unattended, uncovered or exposed for lengthy periods of time. If the work as prescribed has the potential to cause damage to the original Collection, the Contractor must contact the COR to discuss a course of action before beginning work.

b. The originals will be packaged in numbered archival boxes and proposed changes to housing materials shall be discussed with the COR. The SFCMC will package the original Collection for shipment and will require the Contractor to pick them up or arrange transportation as identified in this Scope of Work. The shipment will be accompanied by an inventory, receipt for property and NPS loan documentation that lists each item by its unique SFCMC catalog or accession number. Upon receipt of the Collection, the Contractor shall verify the inventory, sign the receipt for property and NPS loan documentation, and return the required paperwork to the COR within the designated timeframe.

c. The Contractor shall have all necessary materials on hand and ensure that work areas are clean and clutter free. Eating, drinking, or smoking must not be allowed in the receiving and shipping, storage and work areas where the Collection are located.

d. The Contractor’s employees need to wash and dry their hands before working with the Collection, especially after eating, drinking, or smoking. Lint-free cotton or undyed (white) nylon gloves must be worn whenever handling the Collection.

e. All equipment that comes in contact with the Collection must be of professional quality, in good working order and cleaned and maintained regularly.

f. Use only pencils near the Collection. No ink, or felt tip pens or markers, colored pencils, or crayons may be used in close proximity to the Collection.

D. Security and Storage

a. The Collection need to be safeguarded against theft, vandalism, unauthorized use and alterations of any kind. The Contractor’s facility must have a monitored security system that automatically dispatches appropriate security response.

b. They must be housed and used in a secure facility with appropriate environmental conditions (temperature below 72 degrees F and relative humidity between 40- 50%).

c. The Contractor’s facility must have good ventilation and be free from gaseous fumes. Environmental fluctuations are to be avoided and climate control systems should not be turned off at night.

d. The Contractor’s facility must have a monitored fire detection system that automatically dispatches the fire department to the facility regardless of day or time. If the laboratory handles cellulose nitrate film, the film must be handled and stored in accordance with National Fire Protection Association (NFPA) Standard 40 or in accordance with the local fire protection authority.

E. If a question arises regarding a particular item, the contractor shall communicate such questions to the COR before beginning the work.

F. The work performed should include the following or similar processes:

a. The Contractor provides a detailed treatment proposal for the scrapbook for approval by the COR prior to initiating any conservation treatments.

b. Digital master output files shall adhere to the parameters at the Federal Agencies Digital Guidelines Initiative (FADGI) 3-star performance level at a minimum, or if possible, the FADGI 4-star performance level for the appropriate material type. The FADGI standards are incorporated herein by reference and may be accessed at: http://www.digitizationguidelines.gov/

c. A second sets of accessible images shall also be delivered (i.e. 300 dpi JPG files)

d. File naming specifications will be discussed and agreed upon in advance with the

COR. File names will be item number specific and will include the abbreviation of the National Park Service unit name in the title.

e. Metadata: Metadata capture should include (where applicable)

i. Descriptive Metadata: Title, Creator, Unique NPS Identifier, Rights

Information, Date of Creation, Language, etc.

ii. Provenance Metadata: Format, Gauge, Length, Emulsion/stock type, Duration, Information from can or container, etc.

iii. Technical Metadata: File Name, Format, Color Space, Version, Files Size, Duration, Information about scanner and software used to create file, etc.

G. Quality Assurance Requirements Because this project includes both conservation and digitization, two quality assurance processes must be in place as both products must be reviewed and approved. The Contractor must ensure a high-quality product through his/her own quality control program.

H. Final Products

a. Documentation and photographs of the object(s) in detail before, during, and after treatment, producing a final Treatment Report and, at minimum, full-view obverse and full-view reverse digital photographs of each object treated.

b. Contractor shall house the album and photographic prints in custom archival boxes/sleeves.

c. Provide both print and electronic copies of the final Treatment Report, and digital photographs for each of the object(s) treated. The final Treatment Report must include the Contractor’s recommendations for improvements to object storage, exhibit conditions, and general suggestions for handling and ongoing preventive care.

d. Contractor submits to COR on an external hard drive (provided by the Contractor) digital images for the Collection.

e. Following completion of the conservation, digitization and review processes, for the Contractor must pack and provide return transportation for the Collection in accordance with the following handling guidelines. The originals and deliverables will be packed and hand-delivered by a representative of the Contractor, if the successful contractor is located within a 150 mile radius of the SFCMC storage http://www.digitizationguidelines.gov/ facility inside Everglades National Park (located at 40001 S.R. 9336, Homestead, FL, 33034).

If the successful contractor is outside the 150 mile radius of the SFCMC storage facility, then originals and deliverables will be shipped by overnight (next day) shipping service with shipment tracking. Contractor will include the cost of shipping (both to and from the SFCMC storage facility inside Everglades National Park) in their quote. The same transportation standards as described for outbound shipping will apply.

The originals and deliverables shall be packed separately in cartons to be returned separately (originals must not travel in the same vehicle with the newly created copies) to the SFCMC storage facility inside Everglades National Park (located at 40001 S.R. 9336, Homestead, FL, 33034). Details for the delivery of deliverables separate from the originals shall be approved by the COR in advance.

IV. COPYRIGHT AND OWNERSHIP

The government retains any copyright it holds and other use rights to this material. The copyright is not necessarily owned by the government for materials represented in this body of work.

Where permissible, it shall be the sole owner of all of the Collection, and any copies thereof, produced by the Contractor. No part of the original Collection, or digital files produced under this contract may be sold or given away by the Contractor.

VI. PRODUCTS & DELIVERABLES SCHEDULE

The contractor shall provide the following products and deliverables on this contract:

DELIVERABLE DELIVERY DATE

Provide proposed packing and transportation methods to COR for review

Within 30 days of award of contract

Provide transportation of the Collection to the Contractor’s facility

Within 60 days of award of contract

Conduct conservation and digitization of the Collection

Within 6 months from date of pickup

Provide proposed packing and return transportation methods to COR for review.

Provide return packing and transportation of the original Collection and deliverables. Return originals and deliverables in a separate shipment.

Within 2 weeks of completion of work outlined in this Scope of Work.

VII. SCHEDULES AND PAYMENTS

Once the Contractor has submitted a deliverable to the Contracting Officer’s Representative (COR), the COR will have 21 business days to review the deliverable. Following the 21 business day review period, the COR may return the deliverable to the Contractor for re-work or may accept the deliverable as completed. If the deliverable is returned to the Contractor for re-work, the Contractor shall be responsible for the cost and logistics associated with return transportation of the original films. If re-work is required, it shall be completed within 21 business days, and shall be at no additional cost.

Schedule of Partial Payments

The Contractor will be paid for work upon completion and acceptance, and receipt of a proper invoice. Partial payments are authorized.

VIII. SELECTION CRITERIA

Selection of the most technically qualified vendor will be based on the criteria defined below.

Selection weights are presented in parentheses.

1. Specialized experience – Addresses the Contractor’s technical understanding and approach to project management and quality control. Experience and knowledge of book conservation.

Also addresses the Contractor’s methodology for digitizing the Collection. (40%)

2. Past performance – Descriptions of at least 3 similar projects and explanation of the roles the key personnel fulfilled in these projects. Client points of contact shall be provided to serve as references. Specify whether the Contractor was the primary contractor or subcontractor on the projects identified. Description of the work performed and comparability of the project to the project outlined in this Scope of Work. (30%)

3. Cost – Due to the specialized nature of working with museum archives, the lowest bid will not automatically be the winning bid. However, cost is a factor which must be considered in the bid. Selection of the Contractor for this project will be based on meeting the best overall value for the National Park Service. (30%)

IX. INSPECTION AND ACCEPTANCE

The contracting officer’s representative (COR) is empowered to inspect and evaluate all work of this contract for compliance with terms of this statement of work. The Museum Specialist at the South Florida Collections Management Center (SFCMC) will serve as the Contracting Officer's Representative (COR) for this project.

The COR is responsible for: (1) monitoring the Contractor's technical progress, including the surveillance and assessment of performance and recommending to the Contracting Officer changes in the requirements; (2) interpreting the scope of work; (3) performing technical evaluation as required; (4) performing technical inspections and acceptances required by this contract; and (5) assisting the Contracting Officer in the resolution of technical problems encountered during performance.

The Contracting Officer is responsible for and has the sole authority for directing and/or negotiating any changes in the terms, conditions, or amounts cited in the contract. Increases in the scope of work shall be approved only by the Contracting Officer.

For guidance from the COR to the Contractor to be valid, it must: (1) be consistent with the description of work set forth in this contract, (2) not constitute new assignment of work or change to the expressed terms, conditions, or specifications incorporated into this contract; (3) not constitute a basis for an extension to the period of performance or contract delivery schedule;

and (4) not constitute a basis for any increase in the total contract value.

Acceptance of the work of this contract and any changes to the terms of this contract shall be made in writing only by the Contracting Officer.

IX. INSPECTION AND ACCEPTANCE