REQUEST FOR PROPOSALS (RFP) #2452 SOLICITED BY THE NEW YORK STATE OFFICE OF GENERAL SERVICES For Two-Dimensional Art Conservation ISSUE DATE: AUGUST 10, 2021 BID DUE DATE: OCTOBER 21, 2021 @ 2:00 PM Designated Contact: Alternate Contact: Lee Amado Erin Datri Voice: 518-473-7396 Voice: 518-474-5981 E-mail: [email protected] E-mail: [email protected] RFP #2452 – Two Dimensional Art Conservation Table of Contents 1. INTRODUCTION ......................................................................................................................5 Overview ..................................................................................................................................... 5 Designated Contact ..................................................................................................................... 5 Key Events .................................................................................................................................. 6 Minimum Bidder Qualifications .................................................................................................... 6 Mandatory Site Visit .................................................................................................................... 7 Glossary of Terms ....................................................................................................................... 8 2. SCOPE OF WORK ..................................................................................................................9 2.1 Scope - General .......................................................................................................................... 9 Operational Standards ................................................................................................................ 9 Packing, Handling, and Shipping .............................................................................................. 10 OSHA (Occupational Safety & Health Administration) Training Requirements ........................ 10 Staffing Requirements ............................................................................................................... 11 Inspections and Routine Maintenance ...................................................................................... 12 Additional Services .................................................................................................................... 14 Reporting & Administrative Requirements ................................................................................ 15 2.8.1 Reporting Requirements .............................................................................................. 15 2.8.2 Administrative Requirements ....................................................................................... 16 Security and Scheduling Procedures ........................................................................................ 16 Site Conditions & Protection ..................................................................................................... 16 2.11 Background Checks .................................................................................................................. 17 2.11.1 Applicability .................................................................................................................. 17 2.11.2 Background Check ....................................................................................................... 17 2.11.3 Background Check Guidelines ..................................................................................... 18 2.11.4 Employee Removal ...................................................................................................... 19 2.11.5 Commissioner Notification ........................................................................................... 19 Warranties ................................................................................................................................. 19 Contractors Compensatory Liability .......................................................................................... 19 3. BID SUBMISSION ................................................................................................................. 20 RFP Questions and Clarifications ............................................................................................. 20 Proposal Format and Content ................................................................................................... 20 3.2.1 Technical Proposal ....................................................................................................... 20 3.2.2 Cost Proposal ............................................................................................................... 22 3.2.3 Administrative Proposal ............................................................................................... 22 Proposal Preparation ................................................................................................................ 23 Packaging of RFP Response .................................................................................................... 23 Instructions for Proposal Submission ........................................................................................ 24 4. EVALUATION AND SELECTION PROCESS ............................................................................... 26 4.1 Proposal Evaluation .................................................................................................................. 26 4.2 Proposal Scoring ....................................................................................................................... 26 RFP #2452 – Two Dimensional Art Conservation 4.2.1 Evaluation Items ........................................................................................................... 26 Notification of Award ................................................................................................................. 27 5. ADMINISTRATIVE INFORMATION ............................................................................................ 28 Issuing Office............................................................................................................................. 28 Method of Award ....................................................................................................................... 28 Price .......................................................................................................................................... 28 Term of Contract ....................................................................................................................... 29 Price Adjustment (Escalation / De-escalation) .......................................................................... 29 Method of Payment ................................................................................................................... 30 Invoicing .................................................................................................................................... 30 Electronic Payment ................................................................................................................... 31 Exceptions and Extraneous Terms ........................................................................................... 31 Dispute Resolution .................................................................................................................... 31 Rules of Construction ................................................................................................................ 32 Examination of Contract Documents ........................................................................................ 32 Debriefings ................................................................................................................................ 32 Procurement Rights .................................................................................................................. 33 6. CONTRACT CLAUSES AND REQUIREMENTS ........................................................................... 34 Appendix A / Order of Precedence ........................................................................................... 34 Past Practice ............................................................................................................................. 34 Procurement Lobbying Requirement ........................................................................................ 34 Confidentiality ............................................................................................................................ 34 Ethics Compliance .................................................................................................................... 34 Tax and Finance Clause ........................................................................................................... 35 Freedom of Information Law / Trade Secrets ........................................................................... 35 General Requirements .............................................................................................................. 36 Subcontractors .......................................................................................................................... 37 Extent of Services ..................................................................................................................... 38 Termination ..............................................................................................................................