Sol_140P5425Q0008_Attach__0001_SOW.pdf

SAJU Housekeeping & IPM Plan SOW Page 1 of 6

SCOPE OF WORK

Develop Housekeeping and Integrated Pest Management Plans for for

San Juan National Historic Site

(PMIS # 240134)

1. Purpose:

The purpose of this project is to conduct an on-site Integrated Pest Management (IPM) and housekeeping survey of museum collections and facilities where collections are stored at the San Juan National Historic Site (SAJU). A combined Housekeeping and IPM Plan will be created, with sections focusing on museum storage, exhibits, and historic structures within the park. The plan will be customized to address each location’s housekeeping needs and specific vulnerabilities to various pests based on the types of collections and the environment.

The purpose of an IPM plan is to provide specific pest management guidelines tailored to the geographic area to help protect/ensure the safety of collections, visitors, and park personnel. The ongoing monitoring will provide data to make informed decisions regarding any potential pest infestation in the museum collections, visitor center exhibits, or structures that house collections. The IPM plan also:

Provides a framework with which to make responsible decisions for excluding, monitoring, identifying, and treating pests, Identifies the most appropriate and cost-effective management solutions for specific pest situations, Is used in structures that house collections, and Is an integral part of the park’s overall IPM plan. The curator should coordinate with the park IPM coordinator and the facilities manager to incorporate the museum IPM plan into the park IPM plan.

2. Background:

San Juan National Historic Site (SAJU) was established on February 14, 1949, when the Secretary of the Interior created the park using authorities granted through the Historic Sites Act of 1935. The site includes the oldest European constructions and the biggest fortification system in the National Park System. The Old San Juan City Wall, Castillo San Felipe del Morro, Castillo San Cristóbal, and Fort San Juan de la Cruz are witnesses and protagonists of the history of the city of San Juan and Puerto Rico in its more than 500 years of recorded history. The museum collections are housed in the park’s Visitor Center (Building 213), a rehabilitated World War II Bunker located in Castillo San Cristóbal. Most of the collections are stored at the two repositories in the Cultural Resources Management Division offices.

There are museum objects on exhibit in the visitor center properly, as well as in Castillo San Cristóbal and Castillo San Felipe del Morro (mainly historic artillery). There is also a historic artillery conservation treatment facility at the Santa Elena Guardhouse where objects are temporarily stored until treated. The objects are then stored at the repositories or are

SAJU Housekeeping & IPM Plan SOW Page 2 of 6 placed back on exhibit. All buildings where collections are held are monitored for environmental effects, and the Collections Building is kept to the climate control standards outlined in the NPS Museum Handbook, Part I, Chapter 4.

3. Tasks:

Task A. Pre-work off-site Contractor will participate in a kick-off meeting with NPS staff to identify points of contact, define communication procedures, identify the condition of site and equipment available on-site, review project objectives, and plan on-site visits.

Subsequent meetings will be scheduled as/if needed.

Task B. Work on-site

Contractor will conduct an on-site visit to SAJU. All on-site work will be scheduled with NPS staff.

Contractor will conduct a museum-oriented housekeeping and pest management inspection/survey and evaluation of the collection storage facility and all facilities that exhibit collections.

Contractor will review current Housekeeping and IPM practices for SAJU.

Contractor will recommend or provide a computerized monitoring database program.

Contractor will give training to curatorial staff in pest monitoring, pest identification, pest management options and use of any computerized monitoring database program.

Contractor will present findings to NPS staff and discuss any issues that have arisen.

Task C. Follow up work off-site

Contractor will write a draft report and submit it to the NPS.

NPS will review the report, consolidate comments, and return to the Contractor.

Contractor will incorporate NPS comments and submit a final report.

4. Deliverables:

Project deliverables will be submitted to NPS as outlined in Section 8. Schedule of Work & Submittals.

The contractor shall refer to NPS Museum Handbook, Part I, Chapter 5, “Biological Infestations” (Chapter 5: Biological Infestations (nps.gov) for a sample NPS IPM plan and Part I, Chapter 13, “Museum Housekeeping” (Chapter 13: Museum Housekeeping (nps.gov)) for an example of a Housekeeping Plan.

The Contractor will be responsible for preparing a combined Housekeeping and IPM Plan which addresses all storage and exhibit locations listed in the SOW, and fully responds to all NPS comments.

A. Draft report that includes the following elements:

A cover page with a photograph, project title, “Museum Collection Housekeeping and Integrated Pest Management Plan,” and name of the park.

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A page with the name of the park, name of the plan, date submitted, and Contractor’s name and address with phone number.

A signature page that includes the signatures of management to approve and key park managers to concur that staff take timely and appropriate actions to conduct the museum Housekeeping and IPM program.

A table of contents.

A summary of report contents and concise information for managers on the results of the on-site assessment, including general recommendations.

An introduction that provides general information about the park visit- a brief description of the schedule, sequence, procedures, and methodology used in conducting the survey in the park; identification of person(s) conducting the survey;

identification of park staff who were involved and how they were involved; a summary of the entrance and exit interviews.

An introduction that describes the Housekeeping and IPM plan and its objectives.

Identify relevant statutes and mandates that list the legal requirements and NPS

Housekeeping and IPM policies mandated for all parks.

A background and site description that briefly discusses past housekeeping and pest management methods at the site and describes each area/structure containing collections.

Site visit findings and recommendations.

Staffing responsibilities that list the individuals by job title and what tasks or duties they are responsible for in relation to Housekeeping and IPM.

Discuss preventative pest management measures and other methods to prevent pests and eliminate conditions conducive to pests, through inspection and monitoring, documentation, environmental monitoring, and museum housekeeping.

Identify most common pests and their action thresholds, providing information on how to identify pests and defining the action thresholds or point at which no additional pests can be tolerated.

Describe control actions including various mechanical and cultural controls, including exclusion, elimination of food, moisture and harborage, and habitat modification.

Actions to take if pests are found, including the steps to follow when responding to an active infestation and the types of treatments available to stop an infestation, including isolation, cleaning, exclusion, sanitation, freezer treatment, anoxic treatment, and pesticide application.

Evaluating the current Housekeeping and IPM plan, discuss ongoing monitoring and evaluation options, and how to determine if the plan is successful in mitigation.

Action plans for each relevant pest and housekeeping issue should be included in an appendix.

The contractor will submit one (1) electronic copy of the draft report. The report will be prepared using Microsoft Word 2010 or higher software. Preferred typeface is Times New Roman, 12-point font.

Draft reports requiring extensive proofreading or lacking the minimum content required by this Scope of Work will be returned to the Contractor as unacceptable. Payment for the draft report shall not be processed until an acceptable document is received. The Contractor shall address all comments and concerns provided in writing by the NPS in

SAJU Housekeeping & IPM Plan SOW Page 4 of 6 the final report. Revised draft reports may be required if substantial revisions are required because of the review of the draft report. The NPS will have four weeks to review and comment on the draft report.

B. Pest Monitoring Database. A digital database to record pest activity shall be updated to reflect the recommended monitoring tactics to be used at various locations throughout the park. Pest trap locations/unique numbers will be included in the database.

C. Plan Implementation. After draft approval of IPM and Housekeeping protocols, the contractor will implement the initial steps of the plan. The contractor will provide pest trap recommendations to COR and SAJU POC so they can be purchased with park funds. The contractor will assign recommended pest traps a unique number, keyed to their location on the floor plan and in the database. Lists of these locations, floor plans, and monitoring traps shall be included in the written IPM plan.

D. Final report. An updated version of the draft report. The final report must incorporate changes made in response to all NPS review comments. This document will be fully illustrated with photos, maps, and illustrative figures, if applicable. Three (3) bound hard copies and one electronic copy of the final report will be provided to NPS. The hard copies are to be coil bound using cover stock for the cover and back page, or enclosed in a 3-ring binder, and printed on archival paper.

The electronic file will include all digital photograph documentation and floor plans and should be labeled with the same title as the report.

E. Photographic documentation of museum facilities and collections must be recorded in digital format. All photos in the report and submitted as part of this project are in the public domain and free for use by the NPS. Images taken by the Contractor may not be used in for-profit publications, for commercial distribution, or exhibitions by the Contractor or any other individual or institution.

5. Contractor Responsibilities:

The Contractor shall provide all personnel, supervision, equipment, tools, supplies, materials, labor, permits, travel, transportation, and incidentals necessary to complete the project and will produce the report outlined in this document.

The Contractor will provide a safe working environment for all personnel in his/her employment. The Contractor assumes full responsibility for the safety of his/her employees and for any damage or injury done by them.

The Contractor will assume all responsibility and take all precautions to prevent damage to property or resources at SAJU.

The Contractor will make every effort in the execution of the work under this Contract to safeguard all paperwork, drawings, cultural materials and other data to prevent loss, theft or unauthorized use.

The Contractor will be required to consult with park museum staff on priority needs that will be highlighted in the report.

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The Contractor will be responsible for documenting the work and recommendations and taking photographs and measurements to be included in the report.

All scheduling and project logistics for work performed on-site within SAJU park boundary must be coordinated with NPS.

Contractor will be expected to incorporate each comment into the report or be prepared to explain why doing so is not appropriate.

6. Government Furnished Materials:

The government will furnish the contractor with the following:

Access to park collections storage facilities during site visits.

Access to facility floor plans and other building drawings (if available).

Access to a Microsoft Excel database commonly used by the park to track pest monitoring in museum spaces for reference.

Access to park documents as needed and if available, such as current park-wide

Housekeeping or IPM plans or documents.

7. Schedule of Work & Submittals:

Work Element Completion Schedule Award Contract

TBD

Project kick-off meeting

TBS but no later than 45 days after receipt of award

On-site visit to SAJU

Within 45 days of kick-off meeting

Submission of first draft reports and Pest Monitoring Database to NPS

Within 90 days after on-site visits

Review period – NPS staff reviews, provides comments and Contractor incorporates comments. This continues until reports are final.

Within 30 days after drafts submitted

Submission of final reports to NPS with approval by the park

Within 30 days after NPS review and before the end of the Period of Performance

8. Period of Performance (POP):

The work shall begin following the contract receipt of award and proceed in accordance with the schedule of work & submittals, not to exceed one year after contract award.

9. Schedule of Payment:

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

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Phase I: Completion of on-site visits 30%

Phase II: Submission of DRAFT reports 30%

Phase III: Acceptance of final reports 40%

10. How Proposals Will Be Evaluated

A. Contractor education and training: The preferred applicant has both training and experience as a conservator and/or museum planning professional with experience evaluating collections storage spaces.

B. Past experience: The preferred applicant has experience conducting Housekeeping and IPM surveys (or similar work) for the National Park Service (or another federal agency).

C. Database innovation: Historically, NPS sites have used a Microsoft Access database, first developed at Harpers Ferry Center, to track pest activity as outlined in the IPM Plan. Microsoft Access is still supported, but it is being phased out of the Microsoft Office Suite. While this is not an IT contract, preference will be given to proposals that include recommendations or steps for implementing a non-Access IPM tracking database (either developed or through identification of a commercial, off-the-shelf solution).

D. Price