Request for Proposals (RFP) are being solicited by the New York State Office of General Services For Art Conservation and Restoration Services January 29, 2009 Class Codes: 82 Group Number: 80107 Solicitation Number: 1444 Contract Period: Three years with Two One-Year Renewal Options Proposals Due: Thursday, March 12, 2009 Designated Contact: Beth S. Maus, Purchasing Officer NYS Office of General Services Corning Tower, 40th Floor Empire State Plaza Albany, New York 12242 Voice: 1-518-474-5981 Fax: 1-518-473-2844 Email: [email protected] New York State Office of General Services Art Conservation and Restoration Services – Solicitation Number 1444 Table of Contents 1. INTRODUCTION ........................................................................................................................ 4 1.1 Overview ..................................................................................................................................... 4 1.2 Designated Contact..................................................................................................................... 4 1.3 Minimum Bidder Qualifications.................................................................................................... 4 1.4 Pre-Bid Conference..................................................................................................................... 5 1.5 Key Events .................................................................................................................................. 5 2. PROPOSAL SUBMISSION.......................................................................................................... 6 2.1 Intent to Submit a Proposal......................................................................................................... 6 2.2 RFP Questions and Clarifications ............................................................................................... 6 2.3 Proposal Format and Content.....................................................................................................6 2.4 Instructions for Bid Submission................................................................................................... 7 2.4.1 Packaging of RFP Response......................................................................................... 8 3. ADMINISTRATIVE INFORMATION ............................................................................................. 10 3.1 Issuing Office............................................................................................................................. 10 3.2 Method of Award ....................................................................................................................... 10 3.3 Term of Contract and Price Adjustment.................................................................................... 10 3.4 Price 11 3.5 Method of Payment ................................................................................................................... 11 3.6 Electronic Payment ................................................................................................................... 11 3.7 Past Practice ............................................................................................................................. 12 3.8 Proposal Exceptions ................................................................................................................. 12 3.9 Dispute Resolution .................................................................................................................... 12 3.10 Examination of Contract Documents ........................................................................................ 12 3.11 Prime Contractor Responsibilities............................................................................................. 13 3.12 Glossary of Terms..................................................................................................................... 13 3.13 Rules of Construction................................................................................................................ 13 4. EVALUATION AND SELECTION PROCESS ................................................................................ 14 4.1 Proposal Evaluation .................................................................................................................. 14 4.2 Notification of Award ................................................................................................................. 15 5. SCOPE OF WORK .................................................................................................................. 16 5.1 Operations Standards ............................................................................................................... 16 5.2 Scope - General ........................................................................................................................ 16 5.2.1 Lot 1 – Paintings and Decorative Art ............................................................................... 16 5.2.2 Lot 2 – Sculptures and Memorials ................................................................................... 16 5.3 Additional Services.................................................................................................................... 17 5.3.1 Recommended Treatments and Repairs ..................................................................... 17 5.3.2 Objects Outside The Albany Area................................................................................ 17 5.3.3 Emergency Services. ................................................................................................... 17 5.4 Security and Scheduling Procedures:....................................................................................... 18 2 New York State Office of General Services Art Conservation and Restoration Services – Solicitation Number 1444 5.5 Reporting Requirements ........................................................................................................... 18 6. CONTRACT CLAUSES AND REQUIREMENTS ............................................................................ 19 6.1 Appendix A / Order of Precedence ........................................................................................... 19 6.2 Procurement Lobbying Requirement ........................................................................................ 19 6.3 Contractor Insurance Requirements ......................................................................................... 19 6.4 Tax and Finance Clause ........................................................................................................... 24 6.5 Participation Opportunities for New York State Certified Minorities and Women-Owned Businesses................................................................................................................................ 24 6.6 Freedom of Information Law / Trade Secrets ........................................................................... 25 6.7 General Requirements .............................................................................................................. 25 6.8 Contract Terms.......................................................................................................................... 26 6.9 Subcontractors .......................................................................................................................... 26 6.10 Procurement Rights .................................................................................................................. 27 6.11 Extent of Services ..................................................................................................................... 27 6.12 Debriefings ................................................................................................................................ 27 6.13 Termination ............................................................................................................................... 28 6.14 NYS Standard Vendor Responsibility Questionnaire................................................................ 28 6.15 Ethics Compliance .................................................................................................................... 28 6.16 OSHA Training Requirements (Occupational Safety & Health Administration)........................ 28 Appendix A………..Standard Clauses for New York State Contracts Appendix B………..Required Forms Appendix C………..Contractor Requirements and Procedures for Equal Employment and Business Participation Opportunities for Minority Group Members and Certified Minority/Women-Owned Businesses on OGS Contracts (required forms included in this section also) Attachment 1……… Lot 1 - Paintings and Decorative Art Objects Attachment 2……… Lot 2 – Sculptures and Memorials Attachment 3……… Cost Proposal Form Attachment 4……… Company Background Form Exhibit A……………Sample Agreement Exhibit B……………Implementation Plan 3 New York State Office of General Services Art Conservation and Restoration Services – Solicitation Number 1444 1. Introduction 1.1 Overview This document is a Request for Proposals (RFP) for art conservation and restoration services for the State of New York (State). The Office of General Services (OGS) Bureau of Curatorial Services is seeking a qualified conservator(s) to provide comprehensive maintenance, conservation and restoration of the art collection in the custody of OGS in Albany and