|
Teaching > Architectural
Conservation II (HP 482) >
Architectural Conservation - Checklist
for Proposal
Prepatory Work
- file (for all project records)
- field toolbox, clipboard with notebook
- contact directory (principal contact,
other professionals)
- possible resources
- fee (cash, pro bono), reduction
in rate for not-for-profit: pro rated pro bono
- historical research on structure, smiliar
sites
- research resources: National (National
Register, National Historical Landmark, Historic American Building
Survey, others); local (State Historic Preservation Office,
historical society, preservation groups, archives and libraries,
State Survey )
- 'fact finding': comparable projects,
case studies
- research on specific subject, issues
- call colleagues, network with other
professionals
- develop preliminary timetable, priority
list
- consider phasing project
Preliminary Site Visit
- determine specific date for site visit;
set aside time before, to organize, and after, to follow through.
- ask for relevant material to be available
before or for preliminary site visit: mission statement; financial
reports; funding sources; and records
- visit site with tour by principal contact,
staff, board members (important to include, especially chair
of building committee), other professionals
- discuss organization with staff, board
members, committee chairs (met with each group separately, then
together, with representatives frome each)
- address program development for facility
- address relevant materials: mission
statement, finaicials, funding sources (current and future),
reports, historical records, maintenance and contractor records
- address strategic plan, long-term goals
- address development plan, its relevancy
to existing condition, strategic plan, and resources
- assess. describe work to date, if project
has started
Written Proposal
- Format
- letter format with subheadings and
concise contractual language throughout. Include header
and footer on each page with recipient's name, title, subject
of letter (proposal, with scope), date, page number, your
name or. . .contract, with less formal cover letter
- identify client by name initially,
and subsequentally as 'Owner," throughout report
- identify yourself by full name initially,
and then as "Conservator" throughout
- contact person (full name, title,
address)
- names, titles, adresses of all persons
who will receive copies of report
- reference funding sources supporting
the project
- blind copy to person who recommended
you, if appropriate
- Content
- where: reference site visit(s),
visit to other resources
- provide date(s) of visit, correspondence
- reference last correspondence:
from whom, when, about what
- reference: written request for
proposal (RFP), site visits (see above), meetings, telcom,
other correspondence, documents, drawings (by names, author,
date including revisions, etc.)
- what: (elements observed, and limitations
of visit) do not jump to conclusions based on intial site
vist, but describe conditions and problems briefly and address
their investigation as part of the proposed work
- why: purpose, goal (objective,
goals, philosophy)
- qualify limitations fo site visit,
access to areas
- summarize scope of work (project
in its entirety, including conservator's work)
- briefly prioritize, decribe phases
of project, if needed
- identify in-house professional
resources, reatined services to date, need for other services,
including professionals, interns, volunteers
- identify ways to engage organization,
and stenghthen its capacity to serve as long-term steward
- identify your specific role in
project, in general and in details, with reference to services
and relationship with other participants
- detailed scope of work
- describe format of work products
(style of reports, number of copies, hard copy or electronic,
quality of products)
- note recommeded future work, beyond
scope of this contract
- timetable: dates of site visits,
schedule of future meetings (inital interviews, progress
reports, final presentation, ongoing site visits, follow-up
- budget
Stipulations and Conditions
- permission to access entire site, photograph,
- permission to install monitoring devices,
take samples. Note limitations
- stipulate who will provide access to
site via ladders, scaffolding, boom truck, swing staging
- signage
- work for hire
- designation of ownership for final
reports and related documents
- reproduction and use of reports
- provisions for including copies of
reports
- copyright
- site specific, client specific use
- permission to photograph (from client/owner)
- photographer's permission to use photographs
-- 'work for hire' (from consultant)
- permission to conservator to publish
information from reports in professional journals, present at
conferences; credit organization, funding sources
- insurance (certificate of insurance)
- professional liability ($1,000,000)
- general liability ($1,000,000)
- worker's compensation ($500,000)
- automobile liability ($1,000,000)
- excess liability ($1,000,000)
Qualifications
- include resume including academic degrees,
licenses, certificates, affiliations (note as enclosure)
- include references -- make specific
to type of project and scope (note as enclosure)
- other project team members: role, qualifications
- 'architectural conservator: scope of
services' disclaimer
- indicate professional standards for
services and work products (reports)
- indicate your scope of services (by
reference to attachment: list, brochure)
- indicate what is beyond the scope of
work
- indicate conditions and limitations
- indicate standards for testing, and
who will be conducting this work (labs, consultants--"sub-contractors)
- include any stipulations to project:
insurance, liability, worker's compensation, security of site
and equipment, access to site
- request from organization: mission
statement, board/committee policies and reports, long-term plan
(five years, minimum), architectural records (drawings, specifications,
photographs, reports), historical information, maintenance records
(maintenance, construction, contractors, professionals, products,
service contracts, warranties), insurance records, consultants
reports or other work
Professional Standards and References
- HABS/HAER
- National Register of Historic Places
- National Historical Landmark or Site
- AIC Code of Ethics
- ASTM standards
- federal standards, where applicable
- General Services Administration (HBPP)
- National Historic Preservation Act of
1966, as amended (sec.106, etc.)
- Executive Order 11593
- Native American Graves Protection and
Repatriation Act of 1990 (NAGPRA)
- Secretary of the Interior's Standards
for Historic Preservation, 1995
- zoning
- building codes
- principles
- architectural conservator
Reference Material from Organization
- Organization
- by-laws
- mission statement
- policies
- organizational structure: committees,
mission, contacts
- statement of philosophy underlying
activities
- Files
- drawings
- specifications
- reports
- maintenance records (in house)
- record of contracted services,
produces, warranties, service contracts
- minutes of 'Buildings & Grounds'
committee. Finance committee
- consultant reports
- insurance records
- financial reports
- Archives
- archives, historical information
- funding sources
Site Work and Meetings
- date for site visit(s), limitations
- access to entire site, restrictions
- measured drawings
- permission to undertake "destructive"
analysis (sampling), if needed
- permission to photograph
- permission to introducing monitoring
devices
- meetings, review of work-in-progress
- 'entrance' interviews
- scheduled meetings, interim and progress
reports
- draft of reports
- final presentation (after submittal
of reports)
- job meetings (before and during construction)
- job visits (during construction)
Budget
- budget: consulting, project (remuneration
or payment schedule)
- invoice: contact person to submit invoices
to, format
- reimbursable (at cost, or discount
on materials, or percentage above contractor's price)
- advance
- progress payments
- retainer
Timetable
- initialization
- progress payments based on services/product
- percentage of completion
- phasing
- termination
- substantial completion
|
