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Town Clerk's Office Town of Chelmsford RFP #21-01

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Town Clerk's Office Town of Chelmsford RFP #21-01 Town Clerk’s Office Town of Chelmsford RFP #21-01 Conservation of Historic Documents Non-Price Proposal Conservation of Historic Documents Town Clerk’s Office, Town of Chelmsford RFP #21-01 Non-Price Proposal Proposed by: Northeast Document Conservation Center 100 Brickstone Square Andover, MA 01810 www.nedcc.org July 21, 2020 Table of Contents I. Performance Capabilities ...................................................................................................................... 4 A. Institutional Profile ........................................................................................................................... 4 II. Scope of Services .................................................................................................................................. 5 A. Description of Services ..................................................................................................................... 5 B. Required Questions ........................................................................................................................... 6 C. Term ................................................................................................................................................ 27 III. Contractor’s Facilities ......................................................................................................................... 28 A. Security & Fire Protection .............................................................................................................. 28 B. Climate Control ............................................................................................................................... 29 C. Pest Monitoring and Control ........................................................................................................... 30 D. Containers and Storage Furniture ................................................................................................... 30 E. Additional Precautions .................................................................................................................... 30 III. Transportation ..................................................................................................................................... 31 A. Document Delivery & Return ......................................................................................................... 31 B. Transportation Security ................................................................................................................... 31 C. Transport Inventory ........................................................................................................................ 32 D. Quality Control Requirements ............................................................................................................ 32 A. Quality Control Procedures ............................................................................................................. 32 B. Acceptance of Deliverables ............................................................................................................ 33 C. Substandard Deliverables ................................................................................................................ 33 D. Reporting Requirements ................................................................................................................. 34 E. Completion ...................................................................................................................................... 34 V. Assurances & Delivery ....................................................................................................................... 35 A. Accessories & Insurance ................................................................................................................. 35 B. Insurance Requirements .................................................................................................................. 35 C. Warranties ....................................................................................................................................... 36 D. Delivery & Delivery Schedule ........................................................................................................ 37 VI. Deliverables ........................................................................................................................................ 37 Additional Questions A: Overall Treatment ............................................................................................... 38 Additional Questions B: Individual Proposals ........................................................................................... 46 A. Conservation Treatment Proposals ................................................................................................. 46 B. Digital Imaging Proposals ............................................................................................................... 52 2 Additional Questions C: Personnel Expertise Summary ............................................................................ 55 Required Forms ........................................................................................................................................... 59 Form A: General Bid Form ..................................................................................................................... 59 Form B: Statement of Competency ......................................................................................................... 59 Form D: Signed Contract ........................................................................................................................ 59 W9............................................................................................................................................................59 Attachment A: Certificate of Insurance ...................................................................................................... 71 Attachment B: Staff Resumes ..................................................................................................................... 74 3 I. Performance Capabilities A. Institutional Profile The Northeast Document Conservation Center (NEDCC) is a nonprofit conservation center serving clients nationwide and specializing in the preservation of paper-based materials for museums, libraries, archives, historical societies, government agencies, and other collections-holding institutions, as well as private and family collections. Founded in 1973, NEDCC has served thousands of institutions through its laboratory services, digital imaging, audio preservation, consultations, and educational programs. The Center has treated and imaged some of the nation’s most significant cultural heritage materials including documents written by George Washington, correspondence by Ernest Hemingway, Abraham Lincoln’s family Bible, Woody Guthrie’s personal scrapbooks, wallpaper from Theodore Roosevelt’s home, and one-of-a-kind recordings of indigenous languages. The Center’s reputation for excellence in conservation treatment is due to the skills of its professional conservators and the variety of materials that they are capable of treating. NEDCC’s expertise includes conservation of books, photographs, maps, documents, parchment, papyrus, architectural plans, wallpaper, Asian Artwork and other works of art on paper, including drawings and paintings in all media, prints, collages, and contemporary works. The conservation laboratories are staffed by professional conservators, including specialists in the conservation treatment of photographs, books, and oversized works on paper. NEDCC also treats works with unusual formats such as globes and other composite objects with paper components. All conservation treatments adhere to the Code of Ethics and Guidelines for Practice of the American Institute for Conservation. NEDCC’s Imaging Services department specializes in high-quality digitization of special collection materials, such as historic photographic prints and negatives, including nitrate, acetate, and glass-plates negatives; bound materials, including record books, diaries, rare printed books, scrapbooks, and photograph albums; oversize objects including maps, blueprints, and design drawings; and works of art on paper. NEDCC’s imaging studios and staff are particularly well suited to address the technical difficulties of digitizing historical materials in fragile states. Collaboration between the conservation laboratories and the Imaging Services department makes possible the treatment and imaging of complex artifacts that require careful handling and assures high standards of practice in all aspects of the Center’s services. NEDCC’s Audio Preservation department digitizes audio media using traditional technologies and the optical-scanning system canned IRENE, which retrieves sound from recordings on grooved media by imaging the grooves without touching the media. NEDCC’s Preservation Services department offers consultation and training to help institutions preserve collections as a whole through collections care and preservation planning. The department conducts preservation needs assessments; presents educational programs in the U.S. and abroad including workshops, webinars, and conferences; answers reference inquiries; and provides 24-hour disaster response advice. 4 The NEDCC website, www.nedcc.org, serves as a world-wide resource for conservation information, including a library
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