SAJU_Move_SOW.docx

SCOPE OF WORK

San Juan National Historic Site Collections Move: From Southeast Regional Office to San Juan National Historic Site December 2022

I. INTRODUCTION

San Juan National Historic Site was established in 1949 by an Order of the Secretary of the Interior and after the signature of a Cooperative Agreement between the Department of the Army and the Department of the Interior. The site preserves the oldest and largest fortification system built by the Spanish in the United States and one of the largest and most important in the Western Hemisphere. For five centuries, the fortifications of San Juan, Puerto Rico, have dominated the Caribbean landscape. Three forts - San Felipe del Morro, San Cristóbal and San Juan de la Cruz, (known as El Cañuelo), most of what remains of the fortress wall that surrounds the City of Old San Juan, along with the San Juan Gate, compose San Juan National Historic Site (NHS).

In early 2022, a conversation was initiated between SAJU and Mark Donop, Deputy Director and Curator of Archeological Collections in the Office of Archeological Research at the University of Alabama. The archaeological collections at UA have been storing archeological material from the Casa Rosa site at SAJU since they were excavated in the 1980s. This collection has had very little processing, and in most cases, archaeological material is still in the original field bags. It is imperative that archeological material is not disassociated from its bags and boxes. There are 80 boxes of artifacts (ceramics, glass, metal, bone) listed on the attached box inventory, and one additional box of records.

II. PURPOSE/OBJECTIVES

The purpose of this project is to

1. Safely move 81 boxes of archeological material from the Southeast Regional Office, located in Atlanta, Georgia, to San Juan National Historic Site, located in Old San Juan, Puerto Rico.

2. The archeological materials are packed in 80 cardboard boxes that measure 21 in. long x 12 in. wide x 9 in. tall. Please see Attachment 1 for photographs of boxes in their current storage state.

3. Boxes weigh between 10 and 40 lbs., most are in the 20-30 lbs. range.

4. The recommendation is for a team of five (5) movers for maximum efficiency.

5. Consider all options for securing the boxes, including that the boxes of materials could be palletized and shrink wrapped to facilitate safe transport. No more than three boxes high to prevent crushing.

6. Unload archeological materials into the San Juan National Historic Site’s collections storage facility, located in San Cristobal, into the storage locations identified by the park/museum personnel

Work Locations

Starting location:

Southeast Regional Office 100 Alabama St. SW 1924 Building Atlanta, GA 30303

End location:

San Juan National Historic Site 501 Calle Norzagaray San Juan, PR 00901

San Juan National Historic Site - NPS

The contractor shall work with the park contacts to establish the appropriate conveyance to move the archives

Requirements

1. Professional movers shall complete this work.

2. No smoking, food, or beverage consumption is allowed on park property, except in designated locations.

3. Weekend, holiday and late or early hours of work must be agreed upon prior to scheduling. This will be determined at the time of the contract award.

4. The contractor will provide, for approval by the government, a detailed plan of how shipping/transportation will occur. This plan will include: logistics for picking up materials from the Southeast Regional Office, transportation from the office to a bonded storage/shipping facility (if necessary), transportation from the shipping facility to San Juan, and transportation from San Juan to the collections storage facility at San Cristobal.

5. The Contractor shall provide proof of basic carrier liability insurance as well and standard insurance and bonding which covers the company and its employees against neglect, accident, theft and damage.

6. Contractors shall be responsible for ensuring the safety and security of both the museum objects and their employees. All work shall be done in a safe and professional manner.

7. The Contractor shall designate a move supervisor to manage all labor at both origin and destination. The supervisor shall work with the Contracting Officer (CO), or designee, during all phases of the project, and shall support all decisions made by the CO, or designee, concerning temporary work stoppages that impact the safety and protection of the staff, the archives or the structure.

8. Contractors shall be responsible for coordinating with the park to visit and see the access to the storage locations. Photographs and maps may be used in place of an in-person visit.

9. Boxes with archeological material must be hand carried, moved on dollies, moved on hand trucks, and/or moved via a conveyance to be determined.

10. The contractor shall accept all responsibility for the safety of their employees and the archeological material.

11. The contractor shall accept all responsibility for securing archeological material so that they are intact in the boxes throughout the process, and no damage shall come to them. Sealing boxes shall occur with SERO supervision and input.

12. As applicable - The Contractor shall place barriers, tape or other means of exclusion in areas where they are operating power equipment for conveyance and shall accompany power equipment at all times.

13. To ensure the safety and protection of the collection throughout all phases of this project, the Contractor and/or representatives of the Contractor, shall not advertise/publicize/cite their involvement with any phase of the project in any way, including, but not limited to, websites, handouts, flyers, brochures, newsletters, reports, traditional media and social networking sites (e.g. Facebook, Twitter, Instagram), until after contract closeout.

Contractor Transport of Archeological Materials

1. The Contractor shall provide trucks with air-ride suspension, rear lift gate, dual drivers, and constant communication ability with their main office through GPS tracking or other secure method.

2. The Contractor-provided trucks shall park in areas designated by the CO, or designee, which does not block emergency access.

3. The contractor shall ensure that archeological material, or any part thereof, will, at no time, be stored in unsecured vehicles overnight.

4. The distance between locations is approximately 1,547 miles and will require shipment of materials outside the continental U.S. to a U.S. territory.

5. Contractor trucks/other vehicles used to transport archeological material shall be hard sided and clean with no residue of foodstuffs, chemicals, hazardous materials, stains from previous use.

6. Contractor vehicles shall not leak and there shall be no possibility that water can get inside the truck/other transport during inclement weather.

7. Contractor vehicle shall have dual drivers with knowledge and specialized handling experience.

8. The Contractor vehicles that will transport the archeological material shall carry fire suppression (fire extinguishers) equipment and staff trained in its use to be immediately available in case of emergencies.

9. The collection shall be secured in the Contractor vehicle with appropriate Contractor-provided locks and security seals for the cargo area during transport. At any time, the archeological material, or any part thereof, is loaded in a truck, and doors of the vehicle are not locked, at least one member of the Contractor staff shall be present to monitor all access to the vehicle.

10. The Contractor staff are not authorized to open any container unless requested by the CO, or designee.

11. The Contractor shall designate a staff member to remain at the vehicles to oversee loading and unloading of the archeological material and provide security for the truck and contents while they remain open and unsecured. This security measure shall deny access to any non-authorized person should they attempt to enter the truck or remove any contents.

12. Other than the observance of traffic laws, vehicles shall not make stops during the park-to-park transport.

13. Transit of the packed collection to/from the off-site storage facility shall be by the Contractor-provided vehicle on road surfaces only.

14. Archeological material shall be transported by the Contractor directly to/from the storage facility with no interruption of climate or security protection.

Contractor shall supply:

1. As applicable - All necessary supplies required for wrapping, packing, and palletizing.

2. As applicable - Any necessary heavy equipment such as a forklift and pallet jack.

3. Any necessary loading/unloading equipment such as ramps, dollies, carts, hand trucks and lifts, etc.

4. As applicable - Any necessary hand tools required for fabricating/adjusting boxes and crates.

5. Power supply/Generator (if needed).

Government Provided Support Service

1. In preparation for the move, the National Park Service staff will inventory and photo document the boxes of materials to be moved.

Note: Contractor shall be responsible for field measurements, and to confirm measurements for packing the truck.

2. Verify that all objects are labeled prior to the move with an NPS Identifier including the park acronym (SAJU).

3. Provide on-site supervision during all phases of the move.

4. Provide the Contractor with a comprehensive list of all objects to be packed and moved to SAJU.

5. Provide the Contractor with a list of all special needs/handling. The park staff is available to provide guidance concerning the known vulnerabilities of the archeological material.

6. The Contracting Officer shall provide a list of individuals authorized to access the collection during storage. This list shall be updated as needed.

III. PROTECTION OF INFORMATION

All information and documentation gathered or produced by the Contractor during the course of this work shall be held in strictest confidence and shall be fully protected from access by unauthorized persons. Any documentation furnished by the site and retained by the Contractor during the course of the work or thereafter shall be secured in a locked filing cabinet or safe at a minimum. During the initial visit to the site, the Contractor shall indicate to the park curatorial staff the manner in which he/she intends to secure any documentation the site may furnish; the park curatorial staff will have the prerogative to specify when more stringent security must be provided for any particular documentation furnished to the Contractor. Documentation that cannot be secured to the park curatorial staff’s satisfaction still will be furnished to the Contractor, but only for on-site use.

Notes and other information produced by the Contractor, including all versions and copies of his/her report and any drawings that may be produced, shall be secured in a locked filing cabinet or safe, at a minimum. Word processor and other computer files shall be secured in an equivalent manner, such as by retaining files only on flash drives kept in a safe, rather than on a hard drive, and using passwords or encryption. During the initial visit to the site, the Contractor shall indicate to the park curatorial staff the manner in which he/she intends to secure computer data generated during the course of the work; the park curatorial staff will have the prerogative of specifying that additional security measures be taken whenever circumstances so dictate.

All documents and other work developed in the performance of this contract, shall be and remain the sole property of the Government and may be used on any other work without additional compensation to the Contractor, with respect, thereto, the Contractor agrees not to assert any rights and not to establish any claim under the patent or copyright laws. The Contractor, for a period of three years after final payment under this contract, agrees to furnish and provide access to all retained materials on the request of the Contracting Officer. Unless otherwise provided in this contract, the Contractor shall have the right to retain copies of all such materials beyond such period.

In the event that the Government uses any of the above mentioned materials for purposes other than those covered under this contract or other than for which it was provided, the Contractor shall not be held liable for any personal or property damage arising from such use.

IV. DELIVERABLES AND PAYMENT SCHEDULE

Products, Deliverables & Performance The contractor is responsible for contacting the contracting officer’s representative (COR) and the park staff to coordinate the on-site dates.

The contractor shall complete the pack and move of objects to SAJU within 60 days of project award

Upon completion of the move to, and unpacking at SAJU, including any/all cleanup, the project is complete.

PERFORMANCE PERIOD

The work shall begin following the contract award, proceed in accordance with the schedule for submittals, and be completed no later than 60 calendar days after the awarding of this contract.

Work Element Completion Schedule

Pack and move museum objects to SAJU 60 days after award

Schedule of Partial Payments

Partial payments will be made upon successful completion of each successive phase of the work, as outlined below:

Completion of collection pickup at SERO 50%

Completion of move/unloading at SAJU 50% Selection Criteria

Selection of the most technically qualified consultant will be based on the criteria defined below. Weights are presented in parentheses.

1. Specialized experience – Documented moves of sensitive objects, museum collections, archives (40%)

2. Key personnel – experienced in specialized packing and moving; moving of heavy objects.

3. Past performance – Descriptions of at least 3 similar projects and explanation of the roles the previously identified key personnel fulfilled in these projects. Client points of contact shall be provided to serve as references. (20%)

4. Availability of resources – Ability of contractor to provide the resources necessary to meet the deliverables schedule. (10%) Selection will be based on qualifications and best value for the project. It will not be based on the low bid.

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 Scope of Work.

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.

Project Contacts

Southeast Regional Office Contracting Officer East Major Acquisition Buying Office Atlanta Federal Center 1924 Building 100 Alabama St., S.W.

Atlanta, GA 30303 W: (404) 507-5625

Contracting Officer’s Representative (COR) and Southeast Regional Office Contact Elanor Sonderman Southeast Regional Office 100 Alabama St. SW Atlanta, GA 30303 W: (470)-990-0055

San Juan National Historic Site Félix J. López Cultural Resources Program Manager San Juan National Historic Site 501 Calle Norzagaray San Juan, PR 00901 Tel. 787-729-6777, ext. 267 Cel. 787-396-8686

END OF DOCUMENT