PWS Digitization support conservator (2).docx

PERFORMANCE WORK STATEMENT (PWS)

Conservation Support for Digitization

Part 1

General Information

1. GENERAL: This is a support services contract to provide professional paper conservation support for the USAHEC digitization project. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel necessary to perform professional paper conservation treatments in support of the Paper Conservation Department and the USAHEC digitization project. The contractor shall perform to the standards in this contract.

1.2 Background: The U.S. Army Heritage & Education Center (USAHEC), located in Carlisle Barracks, Carlisle, Pennsylvania, has a requirement for a professional paper conservator to support the USAHEC digitization project. The USAHEC digitization project is in its 4th year. The digitization project is to scan all archival materials held by USAHEC. There are 4,182 collections occupying 24,000 linear feet. Collection materials range from modern paper to extremely delicate, e.g. antique, vellum, parchment, paper documents, and scrapbooks.

During pre-scanning processing, items requiring conservation treatments are pulled and sent to Paper Conservation. The volume of materials identified as requiring professional paper conservation treatments has resulted in 140 legal-size document boxes (15 ¼ x 5 x 10 ¼) of archival materials that require stabilization prior to scanning. Examples of the types of treatments needed are mending of tears, adhesion of detached pieces, flattening of rolled photographs, adhesive removal, de-acidification, and stabilization of scrapbooks.

1.3 Objectives: This contract shall provide professional paper conservation support for the USAHEC digitization project. Conservation support includes:

1.3.1 Conservation treatment of 140 legal-size document boxes (15 ¼ x 5 x 10 ¼) of archival materials identified during the USAHEC digitization project.

1.4 Scope: The contractor shall perform professional paper conservation treatments in support of the USAHEC digitization project. Services include producing treatment plans for all treatments, conducting treatments (e.g. mending of tears, adhesion of detached pieces, flattening of rolled photographs, adhesive removal, de-acidification, encapsulation, and stabilization of scrapbooks), and producing final treatment reports for all completed treatments. Archival/conservation-grade storage solutions shall be created for all completed treatments using Government provided supplies.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) Option Years of 12 months each.

1.6 General Information

1.6.1 Quality Control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract. A comprehensive QCP shall be submitted electronically to the KO and COR within 30 calendar days after contract award. Three (3) copies of a comprehensive written QCP shall be submitted to the KO and COR within 5 working days when changes are made thereafter. After acceptance of the quality control plan the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: The contractor is not required to perform services on holidays.

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0730 and 1630 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at 950 Soldiers Drive, Building 951, Carlisle Barracks, Carlisle, PA 17013.

1.6.6 Type of Contract: The government will award firm fixed price contract.

1.6.7 Security Requirements: Contractor personnel performing work under this contract must complete and pass a Tier II background investigation within 30 calendar days of contract being awarded, and must maintain the level of security required for the life of the contract. The Contractor will have no access to classified documents/information.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost or duplicate keys/key cards to the Contracting Officer.

1.6.7.2.1. In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon direction of the Contracting Officer, re-key or replace the affected lock or locks; however, the Government, at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost or duplicated, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

1.6.8. The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

1.6.9. Installation Access: Access to U.S. installations, buildings and controlled areas is limited to personnel who meet security criteria and are authorized. Failure to submit required information/data and obtain required documentation or clearances will be grounds for denying access to U.S. installations, buildings, and controlled areas. The Contractor shall ensure that any subcontractors used in performance of this contract complies with these requirements and that all employees, of both the Contractor and any subcontractor utilized by the Contractor, are made aware of and comply with these requirements.

1.6.9.1 The Contractor shall be aware of and comply with the requirements associated with Installation Access Control. The Government is not liable for any costs associated with performance delays due solely to a firm’s failure to comply with Installation Access Control System (IACS) processing requirements.

1.6.9.2 The Contractor shall return installation passes and/or issued identification to the issuing IACS office when the contract is completed or when a Contractor employee no longer requires access. This includes when an individual is terminated or at the expiration of their employment or when the contract ends (whether due to expiration, termination, or cancellation)

1.6.10. Background Checks: Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204‐9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.6.11. For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub‐contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC‐III) and Terrorist Screening Database (Army Directive 2014‐05/AR 190‐13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative); or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.6.12. Anti-Terrorism (AT) Level I Training: All contractor employees, to include subcontractor employees, requiring access Army installations, facilities and controlled access areas shall complete AT Level I Awareness training within 30 days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within five (5) days after completion of training by all employees and subcontractor personnel . AT level I Awareness training is available at the following website: http://jko.jten.mil. Contractor personnel shall complete refresher training every twelve (12) months.

1.6.13. iWATCH Training: The Contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 days after the contract is awarded or new employees commence contract performance, with the results reported to the COR within five (5) days after completion.

1.6.14. OPSEC Training: All Contractor employees, including subcontractors, shall complete Level I OPSEC training within 30 days of employment under this contract. Verification of the training shall be provided to the COR within five (5) days after completion of the training. OPSEC “Level I” training is available at http://www.cdse.edu/catalog/elearning/GS130.html. Contractor personnel must complete refresher training every 12 months. Verification of the training shall be provided to the COR within five (5) days after completion of the training.

1.6.15. Personnel Security Clearance Training: For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in AR 381-12 2-4b within 30 days after contract start date. The contractor shall submit proof of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within five (5) days after completion of training by all employees and subcontractor personnel.

1.6.16 Special Qualifications: The contractor shall ensure personnel performing the work possess the following qualifications:

1.6.8.3 Three (3) years specialized experience in the field of paper conservation and completion of a graduate level conservation program with a specialization in paper conservation.

1.6.8.4 One (1) year of experience in the treatment of photographs and scrapbooks

1.6.17 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.18 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.19 Key Personnel: The following personnel are considered key personnel by the government: Key personnel should be a contract manager/alternate contract manager. Qualifications are demonstrated knowledge of paper conservation with three years experience and completion of a graduate level program in the field of paper conservation. In the event the paper conservator is the contractor and not a subcontractor, no alternate contract manager is required.

1.6.20 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.6.21 Property and Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials (treatment plans, treatment reports, photographs and all digital formats of treatment plans, treatment reports, and photographs), to include the source codes of any digitized document copies, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.22 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may effect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.12. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: The Government will provide assistance with lab set-up and organization, transportation of collections to and from the conservation labs.

3.2 Facilities: The Government will provide a multi-user office/lab space, tabletop workspace and seating, fume hoods, and extractors.

3.3 Utilities: The Government will provide access to a computer and access to the USAHEC WiFi System. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities.

3.4 Equipment: The Government will provide conservation equipment including, wash table, suction table, humidification chamber, heat pencils, book suction table, XRF, microscopes, digital camera.

3.5 Materials: The Government will provide expendable conservation and office supplies, and approved housing/storage materials.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.3. Materials: The Contractor shall use Government preferred and supplied specialized materials.

4.4. Equipment. The Contractor shall use Government preferred and supplied specialized equipment.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Basic Services. The Contractor shall provide professional paper conservation support for the USAHEC digitization project.

5.2. Task Heading.

5.2.1 Creation of treatment plans IAW industry standards outlined in the Code of Ethics and Guidelines for Practice of the AIC (American Institute for Conservation of Historic and Artistic Works, 1994).

5.2.1.1 Treatment plans will use USAHEC forms (Treatment Plan). Sample attached.

5.2.1.2 Treatment plans will contain the following: condition, physical description, previous treatments, before treatment photographs documenting condition, and proposed conservation treatment(s).

5.2.1.3 Treatment plans will be submitted to the COR for approval and signature to guarantee proposed conservation treatments do not damage irreplaceable historic property prior to any treatments being performed.

5.2.1.4 Treatment plans will be submitted electronically via email in MSWord format. Photodocumentation shall be submitted as individual files either through email or on a compact disc. Once approved and signed by the COR, the treatment plan will be returned to the Contractor via email in a PDF format within three (3) business days.

5.2.2 Due each week is a minimum of five (5) basic treatments (less than 8 hours per treatment) and/or one (1) complex treatment (more than 20 hours per treatment). Examples of basic treatments include but are not limited to: mending, flattening, encapsulation. Examples of complex treatments include but are not limited to: tape removal, stabilization of scrapbook, de-acidification.

5.2.2.1 Any required changes to a previously approved treatment plan requires prior approval from the COR.

5.2.3 Creation of treatment reports.

5.2.3.1 Final treatment reports will use USAHEC forms (Treatment Report). Sample attached.

5.2.3.2 Final treatment reports will contain: all conservation treatments performed including materials, during treatment photographs, after treatment photographs, and handling/storage suggestions to maintain material stability

5.2.3.3 Final treatment reports will be submitted to the COR for approval and signature. Final treatment reports shall be submitted to the COR within one (1) calendar month of completion of treatment.

5.2.3.4 Final treatment reports will be submitted electronically via email in MSWord format. Photodocumentation shall be submitted as individual files either through email or on a compact disc. Once approved and signed by the COR and USAHEC Archives Department, the final treatment report will be returned to the Contractor via email in a PDF format.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

6.1.1 In performing this work the Contractor agrees to fully comply with the principles and practices specified in the Code of Ethics and Guidelines for Practice of the AIC (American Institute for Conservation of Historic and Artistic Works, 1994). A copy of this code of ethics may be found in the NPS Museum Handbook, Part I, Appendix D, pp 13-14, available at http://www.nps.gov/museum/publications/MHI/mushbkI.html.

PART 7

ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2 Attachment 2/Technical Exhibit 2 – Estimated Workload Data

7.3 Attachment 3/Technical Exhibit 3 – Sample Treatment Plan

7.34 Attachment 34/Technical Exhibit 43 – Sample Treatment Report

TECHNICAL EXHIBIT 1

Performance Requirements Summary The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective (The Service required—usually a shall statement)

Method of Surveillance

PRS # 1.

The contractor shall provide a treatment plan to the USAHEC COR prior to commencement of treatment for each archival item.

Treatment proposals shall be submitted in accordance with guidelines in Paragraph 1.4.

PRS # 2

The contractor shall conduct conservation treatments.

PRS # 3

The contractor shall provide final treatment reports for all treatments.

Final treatment reports shall be submitted in accordance with guidelines in Paragraph 1.4.

TECHNICAL EXHIBIT 2

ESTIMATED WORKLOAD DATA

ITEM

NAME

ESTIMATED QUANTITY

TECHNICAL EXHIBIT 3

SAMPLE TREATMENT PLAN

TECHNICAL EXHIBIT 4

SAMPLE TREATMENT REPORT

image1.emf image2.emf