Attachment 2 - Specifications - Bill of Quantities - Restoration of Murals in the Library.docx

U.S. Embassy Rome – GSO/CHO OBO/OPS /Cultural Heritage

PROJECT FOR THE RESTORATION

OF THE MURALS IN THE LIBRARY

PALAZZO CANEVARO - U.S. CONSULATE GENERAL FLORENCE

TENDER SPECIFICATION

01 - Descriptions and general requirements 02 - Technical requirements 03 - Bill of quantities

February 2023

Location:

U.S. Consulate - Palazzo Canevaro, first floor – Lungarno Amerigo Vespucci, 38 – Florence

Project: U.S. Embassy Rome, Cultural Heritage Office Project Director: CHO/Conservator Curator - Valeria Brunori

INDEX

01 – DESCRIPTIONS AND GENERAL REQUIREMENTS

01.0 – INTRODUCTION

01.0.A – Historic introduction 01.0.B – Object description 01.0.C – Definitions and abbreviations

01.I - NATURE AND OBJECT OF THE CONTRACT

01.I.A - Object of the contract 01.I.B - Prevailing category of general works, separable and subcontractable categories of secondary works for tender qualifications 01.I.C - Required qualifications

01.II - PRESENTATION OF THE OFFER

01.II.A - VAT Exemption 01.II.B - Integrations and modifications to Tender Specifications 01.II.C - Presentation of the offer

01.III - TERMS AND CONDITIONS

01.III.A - Project supervision and working team 01.III.B - Contract delivery and commencement of the works 01.III.C - Contractual period and timeframe 01.III.D - Regional Security Office Procedures 01.III.E - Extensions 01.III.F - Suspensions ordered by the Project Director 01.III.G - Contractor’s bar chart

01.IV - ACCOUNTING

01.IV.A - Payment methods

01.V - SAFETY MANAGEMENT

01.V.A - General safety rules 01.V.B - Safety and Health Plan (S.H.P.)

01.V.C - Implementation of the Safety and Health Plan

01.VI - SUBCONTRACTING

01.VI.A - Subcontractors 01.VI.B - Liability for subcontracting

01.VII - COMPLETION OF WORK

01.VII.A - Work completion, delivery, operating instructions 01.VII.B - Technical-Administrative inspection and tests

01.VIII – INSURANCE

01.VIII.A - Insurance and responsibility

01.IX – FINAL RULES

01.IX.A - Contractor’s charges and general obligations

02 – TECHNICAL REQUIREMENTS

02.I – SUMMARY DESCRIPTION OF WORKS

02.I.A – Operations

02.II - SUPERVISION AND COORDINATION

02.II.A - Role of the Contractor

02.III - PROVISIONAL WORKS

02.III.A - General requirements 02.III.B - Summary description of provisional works

02.IV - CONSERVATION TREATMENT - DOCUMENTATION

02.IV.A - Conservation report 02.IV.B - Photographic documentation 02.IV.C - Graphic documentation

02.V – CONSERVATION TREATMENT - SCIENTIFIC INVESTIGATION

02.V.A – Criteria of execution and purpose 02.V.B – Sampling requirements 02.V.C – Required analysis

02.VI - CONSERVATION TREATMENT - PRELIMINARY TESTS

02.VI.A - General requirements for testing

02.VII – CONSERVATION TREATMENT

02.VII.A – Preliminary operations 02.VII.B – Consolidation 02.VII.C – Cleaning 02.VII.D – Removal of fills and inadequate elements 02.VII.E – Filling 02.VII.F – Inpainting and aesthetic presentation

02.VIII – CHARACTERISTICS OF PRODUCTS AND TOOLS

02.VIII.A – General prescriptions 02.VIII.B – Basic parameters

02.IX – SEQUENCE OF WORKS

02.IX.A – General prescriptions

03 – BILL OF QUANTITIES

TENDER SPECIFICATIONS

01 – DESCRIPTIONS AND GENERAL REQUIREMENTS

01.0 - INTRODUCTION

01.0.A – Historic introduction The building housing the U.S. Consulate General Florence has been recognized as historically and culturally significant due to its prominent position on the Lungarno Amerigo Vespucci (riverbank of the Arno River), to its architectural design, to the prestige of the architect who was commissioned with the project, and to the importance of the owners of the building during the course of time.

It was built in 1857 by the Marquis Manfredi Calcagnini Estense (1824-1867), who deciding to move from Ferrara to Florence purchased a trapezoidal-shaped plot of land near the Cascine Park. He commissioned the famous architect Giuseppe Poggi to build a residence for his family. At that time, Poggi was well known for his role as city planner when the city was preparing to become the capital of Italy.

Marquis Calcagnini Estense only kept the palace for a few years; after his death in 1867 the building was sold to another “foreigner,” Count Francesco Arese (1805-1881) from Milan. Arese, who was a senator of the Kingdom of Italy and Knight of the Santissima Annunziata, played an active role in the Italian Risorgimento and moved to Florence when the capital of the kingdom was transferred.

At the beginning of 1900, Emanuele Giuseppe Canevaro (1872-1946), Duke of Zoagli, bought the building and took up residence with his wife Luisa Ridolfi, who was a descendant of two important families, Medici and Ricasoli. Later, Canevaro married Dianora Guicciardini.

In 1941, Raffaele Canevaro, the son of Emanuele Giuseppe and Dianora, married Terry Camperio, the daughter of the attaché at the Italian Embassy, and descendent of a naval officer during the U.S. Civil War. The couple was active in the city’s social life due to their important family connections; in the period between the two World Wars, Palazzo Canevaro hosted members of Florentine society and on innumerable occasions opened its doors to high-level Italian and foreign dignitaries.

On December 30, 1947, American Consul Walter Orebaugh concluded his negotiations with Duke Raffaele Canevaro to purchase Palazzo Canevaro, the pensione annex and the garden in between the two buildings, for 75 million lire.

On January 26, 1948, the sales-purchase contract was forwarded to the Embassy in Rome, and a copy filed in the archives of the Consulate in Florence. On November 1, 1948, the Consular offices were moved from Via Tornabuoni to the new site. On November 15, 1949, the offices were permanently transferred to the main building, where they remain to this day.

Description of the building The Consulate sits on the north bank of the Arno River, in a residential and historic district of the center of Florence.

In 2020, the Superintendence for Architectural Heritage and Landscape attested that Palazzo Canevaro is protected according to Legislative Decree 42/2004 with regard to the decorative and artistic elements, and in 2003 according to law 29/06/1939 n. 1497. The statement of considerable public interest of the two riverbanks of the Arno in the City of Florence is expressed in the Ministerial Decree DM 31/08/1953 from the Ministry of Cultural Heritage. The two riverbanks of the Arno River consist in a unique environment, composed by irreplaceable elements of “aesthetical and traditional values”.

Palazzo Canevaro, constructed in Neo-Renaissance style, is a three-story building: the ground floor houses the offices of the Consulate; the first floor is used for representational purposes; and on the second floor is the Consul General’s private apartment.

The spacious main entrance on the Lungarno Amerigo Vespucci leads, through the vestibule, to the beautiful two-branch grand staircase, positioned orthogonally to the entrance, and to the “noble floor” where the representational rooms are embellished by painted ceilings, gilt stuccos and finely carved doors. The ground and the second floors present rooms with painted ceilings; some of the decorations currently visible are probably not contemporary to the architecture by Poggi but executed in a later period.

01.0.B – Object description

a) Summary table:

Palazzo Canevaro, site of the U.S. Consulate General, first floor– Library

DATE

1903-1905 ca.

Room:

N side – 638 cm; S side: 463 cm; W side – 820 cm; E side – 832 cm Height: 735 cm Vault spring line (cornice): 545 cm

Legal protection: Secretary of State’s Register of Culturally Significant Properties; OBO List of Significant Properties; D.Lgs. 42/2004 (Codice dei Beni Culturali); Law 29/06/1939, n. 1497 (Declaration of considerable public interest of the two banks of the Arno river, in the City of Florence, D.M. 31/Aug/1953, G.U. 23/Sep/1953, n. 218)

b) Description:

The so-called Library on the first floor of Palazzo Canevaro is decorated by a fresco painted ceiling with a scene representing the Allegory of Divine Wisdom, attributed to Michele Garinei[footnoteRef:1]. The artwork reproduces the fresco by Luca Giordano at Palazzo Medici Riccardi. In the upper area Divine Wisdom is represented as a woman dressed in white with a scepter in one hand and a globe in the other. On the head three flames, representing Trinity, burn with the fire of Knowledge. Nude Truth, represented as a young naked woman, looks at Wisdom to receive her light. A young man in armor tied by three ropes represents Intellect. Philosophy gives a mirror to him, pointing that knowledge can be obtained through the study. Theology takes him by the hand, showing Wisdom. Mathematics provides to Intellect the wings which allow him to rise above. In the lower left two putti show a scroll with a verse by Petrarca[footnoteRef:2]: “Levan di terra a ciel nostro intelletto” (“They raise our intellect from earth to heaven”). Other two putti at the margin of the scene distill flowers and herbs because the mind can understand God only if it contemplates His visible creation. The landscape is rugged because the way of wisdom is full of difficulties[footnoteRef:3]. [1: Palazzo Canevaro in Florence: The decorative and architectural history of the 19th-century building that is home to the American Consulate, edited by Alice Parri, Maria Antonia Rinaldi, Studio Arts College International, Florence, 2019.] [2: F. Petrarca, Francesco Petrarca - Le rime di M. Francesco Petrarca , Sonetto 10:9, Bortoli, 1739.] [3: http://www.riccardiana.firenze.sbn.it/

c) Condition assessment:

The condition of the ceiling paintings was assessed and documented in 2011. The following description refers to the aforementioned condition assessment.

The ceiling painting was executed with the mezzo-fresco technique with large areas finished in tempera; it shows dark parts and stains. The giornate (17 of which have been identified) and incisions on the plaster, performed both directly and through the cardboard, are visible.

Differences in the style and in the artistic technique, possibly due to the various painters active on the worksite, can be appreciated in the various figures. These are particularly evident on the two putti holding the parchment (blue drapery), painted with thick and homogeneous paint brushes, while the putti on the left side are depicted applying many layers of transparent paint (using the same technique of the main figures).

Support:

The overall condition of the plaster is good, and it does present particular conservation problems. In-depth detachments can be found only along the main fissures.

The crack pattern presents numerous small fissures concentrated in specific areas, and a few larger cracks in the following areas: - between the figures of Mathematics and the putto; - around the chandelier hanging point; - on the sky, from the area to the left of Nude Truth to the higher corner of the painting, where a series of cracks cross the painting diagonally.

Paint layer:

The overall condition of the paint layer is mediocre: the artwork clearly suffered from extended water leaks in the past. This caused large dark cloud-shaped stains, and linear stains caused by dripping water on some perimeter areas. In several areas this phenomenon caused also flaking of the paint layer and numerous tiny losses.

The dark deposits altered the pigments in some points.

The low part of the scene (side S-W) shows greenish stains caused by the water percolation. The moisture has partially faded the color, causing localized concentration of deposits in several areas and along the fissures.

d) Previous interventions:

In the archives of the Consulate no documents related to previous interventions have been found, although evidence of retouching and overpaints could be found.

(The dimensions in the table and plans are approximate. It will be the Contractor’s responsibility to verify them after contract award.)

01.0.C - Definitions and abbreviations

a) Glossary of terms and their equivalents used in the tender documents:

Contracting Authority, Customer, Administration, Project Director (P.D.), Contracting Officer's Representative (C.O.R.): Technical administrative staff responsible for managing the contract on behalf of the U.S. Embassy.

Contractor Company, Contractor, Successful Tenderer: Subject committed to carry out the work as described in the contract, sole referent for the P.D.

Coordinator for Safety: Outside professional tasked by the Client with the coordination of the different companies involved in the project for the reduction of occupational risk.

Post Occupational Safety and Health Officer: Subject responsible for the management of every aspect concerning workplace safety on behalf of the U.S. Embassy.

Prevention and Protection Service Manager: Safety, prevention and protection expert, designated by the Contractor to prepare the Risk Assessment Document, manage and coordinate the activities of the prevention and protection service (D.Lgs. 81/2008). The appointment of the PPSM is one of the Contractor’s obligations that cannot be delegated. The PPSM must necessarily be a member of the Contractor Company.

Safety and Coordination Plan: Technical report and prescriptions related to the complexity of the work to be carried out and to any critical phases of the restoration process, aimed at preventing or reducing risks to the safety and health of workers.

Safety Manager during the Design Phase: Person appointed by the client to comply with the tasks referred to in article 91 - D.Lgs. 81/2008.

Safety Manager during the Execution Phase: Person in charge of verifying the application of the provisions contained in the Safety and Coordination Plan by the Contracting Company and workers, through appropriate coordination and control actions.

Safety Supervisor on Site: Person in charge of overseeing the working activity and of ensuring implementation of directives received, including occupational safety rules, verifying their correct implementation by the workers and exercising a functional authority of initiative.

Technical Director: One of the company members qualified as a restorer, who will be responsible for the organization, the technical coordination, safety and management of the project. The Technical Director will be the only point of contact for the P.D. with regard to the operational aspects of the project and will be constantly present on the worksite.

b) Abbreviations:

A.U.D.P.: Assembling Use and Dismantling Plan (standing for Pi.M.U.S.: Piano di Manutenzione Uso e Smontaggio referring to the scaffolding, as per Italian law) C.O.R.: Contracting Officer's Representative P.D.: Project Director P.O.S.H.O. - Post Occupational Safety and Health Officer P.P.S.M.: Prevention and Protection Service Manager R.S.O.: Regional Security Office S.H.P.: Safety and Health Plan (standing for P.O.S.: Piano Operativo di Sicurezza, as per Italian law) S.C.P.: Safety and Coordination Plan (standing for P.S.C.: Piano di Sicurezza e Coordinamento, as per Italian law) S.M.D.: Safety Manager during Design (standing for C.S.P.: Coordinatore per la Sicurezza in fase di Progettazione, as per Italian law) S.M.E.: Safety Manager during Execution (standing for C.S.E.: Coordinatore per la Sicurezza in fase di Esecuzione, as per Italian law) T.S.: Tender Specifications

01.I - NATURE AND OBJECT OF THE CONTRACT

01.I.A - Object of the contract

a) The work is defined as follows:

- Denomination attributed by the Contracting Authority: “PROJECT FOR THE RESTORATION OF THE MURALS IN THE LIBRARY PALAZZO CANEVARO - U.S. CONSULATE GENERAL FLORENCE.”

- Summary description: Restoration of the murals executed in the mezzo-fresco technique with tempera finishings representing the Allegory of Divine Wisdom.

- Location: U.S. Consulate General Florence – Palazzo Canevaro, 1st floor- Lungarno Amerigo Vespucci, 38 – Firenze.

b) The contract includes all work, labor, materials, equipment and services required for the work to be carried out in compliance with the conditions and the technical, qualitative and quantitative characteristics described in the tender specifications, which the Contractor declares to have taken notice of and to be fully aware of.

c) The work must be carried out according to the highest standards and the Contractor must fulfill their obligations with the utmost diligence.

01.I.B - Prevailing category of general works, separable and subcontractable categories of secondary works for tender qualifications

a) For the execution of the main part of the project, which is the conservation and restoration activities (prevailing categories), the Contractor will not be allowed to use subcontractors.

b) The parts of the project not included in the prevailing category are:

- provisional worksite set-up (protection and scaffolding);

- moving, transportation, protection of the historic furniture, and chandelier;

- disassembly and reassembly of the historic furniture;

- photographic documentation;

- transposition in a digital format of the graphic documentation;

- scientific analysis.

These parts of the project are separable and subcontractable: therefore, the Contractor may use the assistance of specialized companies under the conditions prescribed by law and subject to the present specifications.

c) Any parts of the project, for which it will be necessary to use subcontracted labor, will be carried out by specialized firms and professionals with an expertise in the field of cultural heritage, working under the Contractor’s full responsibility (see chapter 01.VI – SUBCONTRACTING.) The Contractor will have to include within the offer the names and the curriculum vitae of each subcontractor, to prove their specialization in this specific field of competence and their experience and performance outcomes in the field of cultural heritage conservation and/or working in historically and artistically highly significant buildings (see paragraph 01.I.C Required qualifications).

01.I.C - Required qualifications

a) The works of the current project will be carried out inside a building of great monumental, historical and artistic value, subject to legal restrictions (see sub-paragraph 01.III.A - d) Project supervision and working team.)

The project described herein will be assigned to a company specialized in the restoration of cultural assets, with a minimum of 8 years of professional experience in the field of the restoration of wall paintings. The company members will be composed prevailingly of qualified conservators, and hold an executive role within the company:

- All conservators, who shall be members or employees of the Contractor Company, will have to include in the offer their curricula the certifications proving their professional qualification in the field of cultural heritage conservation and restoration, and a minimum of 8 years of professional experience and specific competencies in the field of wall paintings conservation, necessary for the correct execution of the work.

All those who will carry out the work will have to possess the professional qualification as cultural heritage conservator required by the Italian Ministry of Culture (MiC), and defined by the Italian law in the Ministerial Decree 24 October 2001, n. 420 and subsequent amendments (Legislative Decree 22 January 2004, n. 42 and subsequent amendments, Law 14 January 2013, n. 7 – Amendment of the transitional rules for the attainment of the professional qualification of cultural heritage conservator and cultural heritage assistant conservator, GU n. 25 of 30-1-2013), as per communication issued in the Gazzetta Ufficiale, Serie generale del 15 ottobre 2018, n. 240. A declaration shall be attached to the proposal.

- The conservators may be aided in their work by assistants, who will have to possess the qualification as “cultural heritage assistant conservator,” as defined by the same Italian law, and a minimum of 3 years of experience.

The Contractor shall attach to the offer the curricula vitae of all the professionals who will work as assistant conservators, proving their specific competence, necessary to properly carry out the work, and the professional experience necessary to perform the project at the perfect rule of art, as well as a self-declaration to be qualified as “assistant conservator” as resulting from MiC website. Technicians and assistants cannot work unsupervised or beyond their current professional capacity and cannot be made responsible for supervisor’s, conservator’s, or senior conservator’s tasks.

b) For all the subcontractable and/or separable work, the Contractor Company must use professional experts specialized in the specific field of competence, with work experience in buildings of great historical and artistic value.

- For all subcontractors, except for the company in charge of the provisional works (see below), a minimum of 8 years of experience in the specific field of expertise is required (see sub-paragraph 01.I.B - c) Prevailing category of general works, separable and subcontractable categories of secondary works for tender qualifications.)

- For the companies in charge of the provisional works and worksite set up, a minimum of 5 years of experience in the field of cultural heritage, working in historically and artistically significant buildings is required, listing a minimum of three projects performed under the supervision of the Government of Italy’s Superintendence.

c) For the field of competence (wall paintings), the Contractor will have to prove the possession of specific qualifications for him-/her-self and for all of the team members who will work on the items object of this project, and to document in the curriculum vitae the required years of experience in the execution of works and processing similar to those described in the current project, carried out inside cultural heritage buildings subject to legal restrictions as per Legislative Decree 42/2004 and subsequent amendments.

01.II - PRESENTATION OF THE OFFER

01.II.A - VAT Exemption The U.S. Embassy is exempt from the VAT payment in accordance with article 72 of the Presidential Decree 633/72. Therefore, only the Contractor Company shall submit invoices net of VAT to the Client. For more details about VAT exemption refer to RFQ.

01.II.B - Integrations and modifications to the T.S.

Any possible proposals of additional operations or modifications to these Specifications will have to be communicated to the P.D. within 24 hours (1 calendar day) from the pre-bid survey. The modifications, if accepted, will be officially communicated to all firms, and they will become integral part of the specifications.

01.II.C - Modalities of presentation of the offer The offer will include the documentation regarding the points listed below, following the specifications as per the single chapters of these T.S.:

1. The list of cost items completed in all its parts (see section 03 – Bill of quantities);

2. Curricula and diplomas of Firm’s members and personnel, including assistant conservators, involved in the work, providing proof of required qualifications, and minimum years of experience in the field of cultural heritage conservation, as indicated under 01.I.C Required qualifications;

3. Name and curriculum vitae of each subcontractor, providing proof of:

· For the companies in charge of the provisional works and worksite set up: a minimum of 5 years of experience in the field of cultural heritage, working in historically and artistically significant buildings, listing a minimum of three projects performed under the supervision of the Government of Italy’s Superintendence;

· For the companies in charge of historic furniture relocation (including transporting and protection); photographic documentation; digitization of the graphic documentation; scientific analysis; and for the antique furniture restorer, in charge of the disassembly and reassembly of the historic furniture: a minimum of 8 years of experience in the field of cultural heritage, working in historically and artistically significant buildings.

4. A declaration to be in possession of the professional qualifications as “cultural heritage conservator” and as “cultural heritage assistant conservator,” for each of the team members, as required by law and as resulting from MiC website;

5. A declaration to be in possession of the means necessary to carry out the work to the perfect rule of art; in agreement with the contract clauses and with the T.S.;

6. Description of the working team indicating the roles of the personnel on the worksite, of the subcontractors responsible for the documentation and of the scientific analysis, of the Technical Director, of the Prevention and Protection Service Manager, of the Safety Supervisor on Site;

7. The bar chart showing the project planning of the project;

8. Copy of the certificate of insurance, as specified in these T.S. and in the RFQ, if in possession at the moment of the presentation of the offer, or copy of the declaration of intent to stipulate an ad hoc insurance policy within the time and according to the terms and conditions required;

9. Preliminary technical project for the set-up of the worksite and for the scaffolding including plan and section, specifying the quality of the scaffolding, the height of the levels, the connection routes between the accesses and floors (number and relative height), and the assembly and installation diagram;

10. Any proposal of additional operations or modifications submitted subsequently to the pre-bid survey and accepted as per paragraph 01.II.B – Integrations and modifications to the T.S.

01.III – TERMS AND CONDITIONS

01.III.A - Project supervision and working team

a) The Project Director (P.D.) function will be carried out by the Embassy’s Cultural Heritage Conservator Curator, Dott.ssa Valeria Brunori, who will act as C.O.R.

For the whole duration of the project the P.D. will be in contact with one member of the Contractor Company designated to be the person responsible for any aspect of the project. For the operational and technical aspects, the Contractor may delegate the Technical Director to communicate with the P.D., while the Contractor continues to bear full responsibility.

b) The Contractor will have to designate the following reference figures:

- The Technical Director, a Contractor Company member, acting as representative from the Company to the P.D., will be responsible for the organization, technical coordination, safety and management of the project and will be continuously present on the worksite. He/she will have to be a qualified conservator and possess a detailed knowledge of the project in order to verify the performance of the work to perfect rule of art, in accordance with contract terms. He/she will also have to coordinate and supervise all activities performed by the Contractor’s workers and Subcontractors, as well as to take the precautionary measures included in the S.H.P. The Technical Director may be delegated by the Contractor to communicate with the P.D. with regard to the operational aspects of the project. The required operations, as well as any modification proposed during the project, will have to be discussed and preliminarily approved by the P.D.

- The Prevention and Protection Service Manager (P.P.S.M.), who collaborates with the Contractor and the competent medical officer to prepare the Risk Assessment Document, must necessarily be a member of the Contractor Company (art. 31 par. 6 of Legislative Decree 81/2008). In certain types of companies (art. 34 par. 1 and Attachment II of Legislative Decree 81/2008) the Contractor may personally fulfil the tasks entrusted to the risk prevention and protection service.

- The Safety Supervisor on Site, who will be responsible for ensuring full compliance and enforcement of all workplace safety rules, of worksite safety directives as specified in the S.H.P. and of the measures for workers’ physical safety by all firms committed in the execution of the works. The Safety Supervisor on Site will have the authority to implement all the measures to guarantee what is described in the present paragraph.

c) The working team shall be composed by a minimum of 2 (two) conservators with qualification in the field of wall paintings and 1 (one) assistant conservator, the latter with an experience of at least 3 (three) years in the same field of expertise (as per D.Lgs. 42/2004 and subsequent amendments).

d) The Consulate General building is property of the U.S. Department of State and is consequently subject to the regime of extraterritoriality. Being a building of great monumental, historical and artistic value, Palazzo Canevaro is protected by the Secretary of State’s Register of Culturally Significant Properties and by the OBO List of Significant Properties; it is also protected by the Italian Law of June 29, 1939, n. 1497 (Declaration of considerable public interest of the two banks of the Arno river, in the City of Florence, D.M. 31/Aug/1953, G.U. 23/Sep/1953, n. 218). Additionally, the decorated surfaces and all elements of historic and artistic interest are object of specific protective provisions under art. 11 comma a) of the DLGS 42/2004 (Cultural Heritage Code). Therefore, the Italian Superintendencies of State will collaborate in the direction of works, being the reference entities in the Host Country, providing supervision as well as scientific and technical advice and contributing to the solution of any problem that may arise during the execution of the works.

01.III.B – Contract delivery and commencement of the works

a) Within 21 days after contract award a pre-construction conference will be held on site to discuss the schedule, submittals, notice to proceed, safety plan and other important aspects affecting the project.

b) The work will start after the signing of the contract and the work commitment, within 7 calendar days after receipt of the notice to proceed.

c) Should the Contractor need to add or substitute any workers with access to the work-site during the execution of the project, the curricula of those workers will be submitted within 7 (seven) calendar days from the date of the award of the contract; whereas, the curricula of the firms which will operate for a limited period of time will be submitted at least 45 (forty-five) calendar days before the date of the beginning of the works. The suitability of the substituted or added workers will be assessed by exclusive competence of the P.D., whose motivations will be presented in writing within 15 (fifteen) calendar days from the delivery of the documentation requested. The names will be also subject to the procedures of the regional Security Office (see paragraph 01.III.D – Regional Security Office Procedures.)

d) The start date of the project will be established unquestionably by the Client.

01.III.C – Contractual period and timeframe

a) In the timeframe between the receipt of written contract award notice and the beginning of the works, the Contractor will fulfill every obligation required for the contract formalization and for a timely, or even anticipated, commencement of the work.

In this period the Contractor with the support of the P.D. will gain detailed knowledge of the building in its whole (from the external spaces to the worksite areas) as well as of the functioning of Consulate’s activities (referents, working hours, use of premises, etc.).

b) The P.D. will evaluate all parts of the successful tender’s offer and will agree with the Contractor on possible changes that may be considered necessary for the correct execution of the project.

c) The Contractor’s organizational proposals and work management will be also evaluated and arranged with particular attention to:

- the simultaneous activities carried out both on the worksite and in the Consulate offices (types of disturbance, safety, noisy work, cleaning);

- worksite working hours;

- modalities and timing of subcontractors’ and of other external personnel’s activities.

d) After agreeing on the main elements and the specific aspects of the project with the P.D., the Contractor will arrange for and deliver the following within the specified time:

1) Bar chart, within 10 (ten) calendar days from the final contract award;

2) A.U.D.P. documentation (that stands for Pi.M.U.S.) complying with Italian law and P.S.C., providing the detailed project of the worksite plant, consistent with the provisions of the present T.S. and including structural calculations, within 45 (forty-five) calendar days before the beginning of the work. Any operation related to the use of the scaffolding will have to be described in this document and will be carried out by the personnel as prescribed, during every work phase. The documentation will be checked by the P.D. and possibly discussed with the Contractor before the beginning of the project;

3) S.H.P. (that stands for P.O.S.), complying with Italian law and P.S.C.), 45 (forty-five) calendar days before the beginning of the work. In any case, the S.H.P. must be delivered in Italian with a summary of the most important aspects in English and approved by the P.D. before the beginning of the work;

4) Appointment of the Technical Director, 30 (thirty) calendar days before the beginning of the work;

5) Appointment of the Safety Manager, 30 (thirty) calendar days before the beginning of the work;

6) Worksite Signs, according to the indications provided in the T.S. (see sub-paragraph 02.III.A - c) General requirements), 5 (five) calendar days before the beginning of the works;

7) Insurance policies, 14 (fourteen) calendar days before the beginning of the works. The final policy will be issued only after approval of the draft by the P.D., which will be submitted to the Contracting Authority 30 (thirty) calendar days before the beginning of the works.

e) The work will have to be completed in accordance with the following requirements:

- The time stated for completion of the contract (contracting period) is of 60 (sixty) calendar days. The time limits shall commence upon receipt of the notice to proceed. The calculation of the project timeframe does not include interruptions for causes related to the Consulate office activities, festivities, or any other cause not attributable to the Contractor.

- The Contractor commits to continue the work during the months generally considered “holiday periods,” including July, August, September, December, New Year and Eastern, and to respect completion dates required by the scope of work.

- The Contractor is obliged to strict adherence to the work program bar chart, which identifies the minimum binding deadlines for the completion of each phase. The Contractor will always, and in any case, operate within the timeframe and following the methods established with the P.D. and in agreement with Consulate rules and regulations.

f) As regards the daily working time, the Contractor will have to comply with the Consulate’s opening hours. With regard to overtime and work during holidays, if necessary, the Contractor may require the personnel to work beyond normal working hours, upon giving prior written notice to the P.D. and in compliance with the rules of the diplomatic mission with regard to this aspect. The P.D. may prohibit such option where motivated by technical and organizational impediments. In any case, the Contractor is not entitled to any additional remuneration to that agreed on in the contract.

If the P.D. sees the need for non-stop work or for the execution of work under exceptional circumstances (holiday and weekend work), written notice will be given to the Contractor, who is bound to comply with it. The Contractor must take into account that for certain specific operations part of the work will necessarily have to be carried out during the weekends. On Saturdays and Sundays, the workers will always have to be escorted by a Consulate employee. Therefore, such operations will have to be programmed in advance and will be subject to the timing established by the P.D., according to the escort’s availability.

01.III.D – Regional Security Office Procedures

a) Within 10 (ten) calendar days from communication of the competition’s outcome, the persons requiring daily access to the worksite will have to provide copy of a valid ID, front and back in one pdf format file, as well as the forms provided by the Regional Security Office, signed and completed, in a separate pdf format file. Each person is required to provide the Certificates of Pending Proceedings and the Card-index of Criminal Records.

Moreover, additional copy of a valid ID, front and back in one pdf file, as well as the forms provided by the Regional Security Office, signed and completed (in a separate pdf file), should be also provided for three substitutes to be called in case someone is rejected after the security control.

b) Upon successful completion of the preliminary controls, the company’s personnel involved in the execution of the project will be interviewed by the Security Office of the U.S. Embassy Rome (Via Sallustiana 49– 00187 Roma). Upon positive outcome of security clearance, which will be communicated after a varying number of days/weeks, and after participation to the introductory security briefing that will be held at the US Embassy in Rome, each professional will receive a badge that will grant access to the Consulate.

c) Access for suppliers or subcontractors for limited time and that will not require the release of a special badge shall be requested by the Contractor 3 (three) workdays in advance; the Contractor will have to provide the names, vehicle data, and a list of all products and equipment requiring access to the Consulate.

d) 7 (seven) calendar days before project beginning the Contractor will have to send a detailed list of all the following:

- vehicles used for one-time transportation of materials and equipment necessary to the preparation of the worksite, specifying make, model, license plate and color;

- materials, equipment and tools necessary for the project performance;

- electronic devices necessary to the work (such as cameras, laptops, etc.).

01.III.E Extensions

a) If the Contractor fails to complete the work within the time specified in the contract, for causes not attributable to the Contractor, the latter, in accordance with the P.D., will notify the Contracting Authority in writing by presenting a duly substantiated request of extension at least 15 (fifteen) calendar days before expiry of contractual terms, as per sub-paragraph 01.III.C – e) Contractual period and timeframe.

b) The time extension will be granted or denied by the Contracting Authority; the P.D. will give written notice to the Contractor within 2 (two) calendar days from receipt of request.

01.III.F Suspensions ordered by the Project Director

a) Shall causes of force majeure, exceptional climatic conditions, or any other special circumstances temporarily prevent the work to be carried out to perfect rule of art, the P.D. also prompted by the Contractor, may order a suspension of the works, even partial; the Contractor is not entitled to any compensation for the suspensions described in the present paragraph.

As soon as the causes of suspension have ceased, the Contractor will have to resume the work immediately.

01.III.G Contractor’s bar chart

a) Within 10 (ten) calendar days from the date of the award of the contract the Contractor will prepare and submit to the P.D. an operational bar chart, which will be evaluated by the Authority and amended, if necessary, before final approval. The operational bar chart will be subject to updating every time it will be deemed necessary by the P.D.

b) Operations implying a significant impact are expected to be carried out during weekends, provided that access to all adjacent areas will always have to be granted.

01.IV ACCOUNTING

01.IV.A Payment methods The contactor will be entitled to four partial payments during the progress of the work for each area, by emission of payment certificates, for the following amounts:

· 30% of the total, upon conclusion of the first phase of the project: - installation of provisional works (02.III Provisional works); - execution of the photographic documentation, phase “before the restoration” (totals and details) (02.IV.B – Photographic documentation); - execution of preliminary tests (02.VI – Conservation treatment – Preliminary tests); - sampling for the scientific analysis (02.V – Conservation Treatment – Scientific Investigations) and; related percentage of safety costs, as certified by the S.M.E.;

· 30% of the total, upon completion of the cleaning phase (02.VII.C Cleaning), including the related percentage of safety costs, as certified by the S.M.E.;

· 30% of the total, upon completion of the work, including the related percentage of safety costs, as certified by the S.M.E., upon final control and acceptance by the P.D.;

· 10% of total, after the delivery of the restoration report and of the complete documentation, determining the completion of the project.

With regard to any other aspect related to accounting, refer to RFQ.

01.V SAFETY MANAGEMENT

01.V.A General safety rules

a) The Contractor must fulfill all legal requirements regarding occupational safety, health and hygiene provided for by host-country laws, in particular Legislative Decree 81/2008 Testo Unico sulla Salute e Sicurezza nei Luoghi di Lavoro.

b) The Contractor will not be allowed to begin or proceed with the work if he/she will not comply with these regulations.

c) Before the beginning of the works the contractor will receive the S.C.P. issued by the S.M.D. The contractor must comply with the indications contained in the S.C.P. and issue the S.H.P., which shall be approved by the S.M.E.

01.V.B Safety and Health Plan (S.H.P.)

a) Prior to starting a project, the Contractor is required to review the worksite and identify hazards that may occur while performing the job, as indicated in the S.C.P. Within 21 (twenty-one) calendar days after award, a pre-construction meeting and survey will be held on site with the Contractor, the P.D., the P.O.S.H.O., and S.M.E.

b) The Contractor must prepare and submit to the P.D. and S.M.E. a construction Safety and Health Plan (S.H.P.) to address all issues identified for the safety, health, and environmental management specifications, outlining the companies’ internal organization with regard to the definition of responsibilities for the organization of the worksite in the planning and execution phase of the works, as per Coordination and Safety Plan. The S.H.P. will be delivered in Italian with a summary of the main elements in English 45 (forty-five) calendar days prior to project begin.

c) In the S.H.P., the Contractor will identify and evaluate risks, propose measures for the reduction of risks, and provide protective measures for the protection of employees and occupants from hazards and nuisance deriving from the project. The Safety and Health Plan must also address waste disposal, emergency response, rescue operations, prevention of hazardous discharge to the environment, and protection of occupied space.

d) The S.H.P., will be drawn up in compliance with Legislative Decree 81/2008 and with the S.C.P. The document will have to be updated any time there is a change in the operations and in the information contained in the plan.

e) During the project, inspections with the P.D. and the S.M.E. will be held to verify the effectiveness and possibly update the S.H.P. to address safety issues and problems.

f) As per local laws, a fixed Safety Cost shall be included within the offer. This cost is not subject to bidding discount.

01.V.C – Implementation of the Safety and Health Plan

a) Before commencing work, the Contractor shall meet with the Contracting Officer (or as an alternative with the C.O.R.) and the S.M.E. to discuss and develop a mutual understanding relative to the administration of the overall safety program.

b) The Contracting Officer (or as an alternative the C.O.R.), shall notify the Contractor of any non-compliance with these requirements and the corrective actions required, as per S.M.E.’s notification. This notice, when delivered to the Contractor or the Contractor’s representative on site, shall be deemed sufficient notice of the non-compliance and corrective action required. After receiving the notice, the Contractor shall immediately take corrective action. If the Contractor fails or refuses to promptly take corrective actions, upon notification by the S.M.E. the Contracting Officer may issue an order suspending all or part of the work until satisfactory corrective measures are taken. The Contractor shall not be entitled to any equitable adjustment of the contract price or extension of the performance schedule on any suspension of work order issued under this clause.

c) The Contractor shall guarantee suitable maintenance and protection of materials and equipment in the worksite for the whole duration of the project, ensuring that all materials are placed in appropriate containers according to their physical and chemical characteristics, and providing suitable boxes and cabinets for solvents and similar products, to prevent damage of any kind. In case the work is suspended, all necessary measures must be taken to prevent any kind of deterioration that may be caused to the work and to the worksite equipment. The Contractor shall be fully liable for any damage deriving from non-fulfillment of provisions or non-compliance with the present rule.

d) The Contractor shall ensure individuals working at the site are trained and aware of potential hazards. With this regard, the Contractor will provide updated certificates of participation in occupational safety training of all personnel, whether internal or of sub-contracting companies. Contractors shall ensure that these individuals are provided with proper personal protection equipment (P.P.E.) to prevent accidental injury in accordance with the requirements of the contract.

The personal protective equipment will have to be properly used at all times.

e) The Contractor shall coordinate all firms operating on the worksite; in case the Contractor is a temporary association of competitors or a consortium of firms, the Contracting Firm shall be responsible. The Technical Director is responsible for the respect of the plan by all the firms involved in the execution of the works.

f) Prior to the beginning of works the Contractor will have to designate the health and safety reference figures, in compliance with applicable laws on health and safety at work.

g) The S.H.P., after approval, must be considered as binding. Any serious or repeated verified infringements of the plan by the Contractor are ground to terminate the contract.

h) In addition to compliance with Law 81/2008, Contractors will report accidents to P.O.S.H.O.

01.VI – SUBCONTRACTING

01.VI.A – Subcontractors

a) The Contractor will be allowed to use subcontractors only for those parts of the project described in paragraph 01.I.B - Prevailing category of general works, separable and subcontractable categories of secondary works for tender qualifications, namely:

· provisional works for the worksite set-up (protection and scaffolding);

· moving, transportation and protection of historic furniture/chandelier;

· disassembly, re-assembly and protection of historic furniture;

· photographic documentation;

· digitization of the graphic documentation;

· scientific analysis.

These parts of the project are separable and subcontractable: therefore, the Contractor may use the assistance of specialized companies under the conditions prescribed by law and subject to the present specifications.

b) Any parts of the project, for which it will be necessary to use subcontracted labor, will be carried out by specialized firms and professionals working under the Contractor’s full responsibility. The Contractor will have to include within the offer the names and the curriculum vitae of each subcontractor, to prove their specialization in this specific field of competence and their experience and performance outcomes in the field of cultural heritage conservation and/or working in historically and artistically highly significant buildings for a minimum of 8 years.

For the companies in charge of the provisional works and worksite set up, a minimum of 5 years of experience in the field of cultural heritage, working in historically and artistically significant buildings is required, listing a minimum of three projects performed under the supervision of the Government of Italy’s Superintendence.

The documentation shall assess the validity of their professional qualifications and the authorization to exercise their profession in compliance with the laws in force. The documentation included will be evaluated by the P.D.

01.VI.B - Liability for subcontracting

a) The Contractor shall be in any case responsible to the Client, granting that the subcontracted work is carried out according to the highest standards.

b) The Contractor is also responsible to the Client for any claims on the part of subcontractors and requests for compensation for damages put forward by third parties, consequent to the execution of subcontracted works.

01.VII - COMPLETION OF WORK

01.VII.A - Work completion, delivery, operating instructions and free maintenance

a) 15 days before final inspection the Contractor shall submit a request for substantial completion.

b) During the final inspection, without prejudice to subsequent controls, the P.D. shall make all necessary inquiries, following the cross-examination procedure, recording any detected faults and/or defects. The Contractor shall correct all faults at his/her own expense, submit a request for final acceptance, and deliver the final product within 5 days from the date of final inspection.