Disaster Recovery Contract

This is a draft of a proposed **Disaster Recovery Contract** that the
FLICC Preservation & Bindery Working Group has developed for Federal
Agencies, especially, Federal Libraries and Archives. A **Disaster
Recovery Contract** is usually not in place at the time a disaster
occurs, and will have to be instituted on an emergency basis after a
disaster has occurred. The affected Federal Agency will have to work
with their Procurement Office to put such a contract into place.

The most critical part of the contract is developing a **SCOPE OF WORK**
that describes the services to be preformed. The nature of the work to
be preformed will have to be written in order to place the contract. The
**SCOPE OF WORK** should be written using an institution\'s existing
Disaster Preparedness Plan. The **SCOPE OF WORK** will have to be
flexible, as the initial assessment of the disaster will often not
reveal the full extent of the damage to the facility or to the
collections. A major factor that must be considered is **SECURITY**. If
a disaster site has been designated a crime scene due to a criminal
activity or terrorism, security will become paramount. It will
complicate your efforts for disaster recovery, as the disaster site will
not be accessible until the security authorities release it. An
additional security factor will be if the disaster site holds classified
records. The procurement office in awarding the disaster recovery
contract must address this concern. Another important consideration is
the **TERMS of the** **CONTRACT.** The contract must start on a specific
date and continue until the services have been rendered and the work
described in the **SCOPE OF WORK** is completed. A third consideration
is **PRICE**. This will have to be negotiated between the vendor,
librarian/archivist and the procurement office. The vendor will have a
rate schedule for standard items and the ability to obtain needed
equipment at a cost plus price. It is vital to place the contract as
soon as possible after the disaster to avoid additional damage to the
facility and to the collections.

**TIME IS CRITICAL IN A DISASTER. THE FASTER THE CONTRACT CAN BE PLACED,
(WITHIN 24 to 48 HOURS), THE MORE LIKELY THAT THE FACILITY CAN BE
STABILIZED AND THE DISASTER RECOVERY OF COLLECTIONS STARTED. THE LONGER
THE WAIT\-\-\-\--THE HIGHER THE RECOVERY COST AND THE LESS CHANCE THAT
RECOVERY EFFORTS WILL BE SUCCESSFUL.**

Remember, that once the requirements are stated in the **SCOPE OF WORK**
for the Disaster Recovery Contract, it is very important that the
contract negotiations be followed very closely. The selection of the
right contractor is absolutely essential for the clean up of a disaster
site. A review of the contractor's qualifications is imperative and the
Library/Archives [must]{.underline} have input into the selection
process.

### This document deals primarily with the recovery of the site and the collections. For information on a sample Disaster Recovery Planning document for a Business Resumption Plan see the University of Toronto website at <http://www.utoronto.ca/security/drp.htm>. It is an example of this type of a plan. 

Some of the items you need to consider when writing the **SCOPE OF
WORK** are described below.

## Contract and Performance Specifications

## Vendor Qualifications

###  Have the facilities, experience, qualifications, and expertise to provide professional advice and packing, freezing, and drying services to Federal Agencies affected by a disaster. Other services will include air treatment, smoke neutralization, sanitization, deodorization and the treatment and removal of mold. The recovery of damaged technology is another facet that must be considered.

### Provide freezer and/or drying trucks, packing supplies, and personnel to assist Federal Agencies that have been affected by a disaster that is beyond their capability of handling.

### Have systematic procedures and policies in place for the removal of library materials from a disaster-struck Federal Agency to ensure that all the materials have been identified, inventoried, and kept in as much order as possible given the situation in the Federal Agency.

### Have the capacity to freeze large quantities of library materials if the quantity to be dried is too large for the current drying capacity of the firm due either to the current available space or the amount of the material.

### Have the facilities and expertise to dry varying amounts of materials of varying degrees of humidity and to remove mold and decontaminate materials when necessary.

### Have drying policies and procedures in place to determine when the materials have reached normal equilibrium. Ensure that all materials are completely dry.

### When appropriate, have the capability, and/or arrangements, for cleaning the materials after they have been dried 

Be capable of returning the materials to the affected Federal Agency in
order, in appropriate boxes, etc., and in as usable a form as possible
considering the degree of the disaster.

## Required Services

### Respond to a disaster scene within 24 hours of being called by the Federal Agency or designated preservation site. Provide the most practical and efficient options for the salvage, recovery and rehabilitation of the collections, whether this means packing, freezing, and vacuum-freeze drying; packing, freezing, and drying at another facility; drying the materials and building in place; or other options.

### Freeze and completely dry the library and/or archival materials affected by a disaster and return these materials to the Federal Agency in usable form when completed.

### During the drying process constantly monitor and manipulate the materials to ensure that they are completely dried and not stuck together. 

### Under the direction of Federal Agency staff or designated preservation professional, provide advice to affected libraries/archives, on their damaged materials.

**Time and Materials Schedule**

I.  ***Labor***

> ***Operations Personnel Labor (Samples)***
>
> This listing applies to personnel engaged to fulfill the terms of the
> contract, whether regular full time employees of the vendor or
> temporary hires employed directly by the vendor or secured through a
> labor service. The rates, which will be established by the vendor, are
> per person per hour.
>
> **CLASSIFICATION**
>
> General Cleaning Laborer
>
> Clerical
>
> General Restoration Supervisor/ Technician
>
> Remediation Supervisor/Technician
>
> Resource Coordinator
>
> Project Accountant
>
> Assistant Superintendent
>
> Electronics Restoration Supervisor/Technician
>
> Industrial Corrosion Control
>
> Supervisor/Technician
>
> Documents Recovery Specialist
>
> Superintendent
>
> Project Manager
>
> Project Director
>
> Health and Safety Officer
>
> Certified Industrial Hygienist
>
> Technical Consultants/Engineers
>
> Operation Technician
>
> Variable Labor
>
> Labor Pool (Temp labor)
>
> Labor Management Fee\*

-   Where customer supplies labor force

Dry -- Laborer, Customer Site Dry Room Setup

Dry -- Supervisor, Customer Site Dry Room Setup

File Jackets -- Labor Only

File Labels -- Labor Only

Fire Damage Edge Trim -- Labor Only

Inventory Pack out -- Supervisor

Inventory Pack out Labor -- Laborer

Mold & Mildew Removal -- Labor Only

Pack-In Labor -- Laborer

Pack-In Labor -- Supervisor

Pack out Labor -- Laborer

Pack out Labor -- Supervisor

Photo Copy Documents -- Labor Only

Retrieval & Delivery Labor

(Time and one-half after 8 hours and on Saturdays. Double time

on Sundays/Holidays)

A.  ***Other Labor Provisions***

    1.  Standard Hours - All labor rates are for the first 40 hours
        worked in a workweek, exclusive of the vendor holidays.

    2.  Non-Standard Hours - The rates for labor performed by all
        classifications in a work week over 40 hours, will be 1.5 times
        the rates scheduled. Rates for labor performed on the vendor
        recognized holidays would be 2.0 times the rates scheduled. In
        the event the vendor is required to pay double time for any work
        performed, pursuant to state or federal law or the terms of any
        collective bargaining agreement, the rates for such labor hours
        shall be 2.0 times the rates scheduled.

    3.  Travel time for personnel shall be billed to the contract at the
        rates provided by the vendor.

    4.  These rates and provisions are predicated upon the vendor
        standard wage rates and overtime compensation practices. To the
        extent the work under a particular contract is subject to
        Federal and State minimum wage or hour laws or collective
        bargaining agreements which modify the vendor standard rates and
        practices, adjustments shall be made to the hourly rates and
        other labor provisions stated above.

B.  ***Consulting***

> These sample rates apply to personnel who have been retained to
> provide project management of a job.
>
> **CLASSIFICATION**

Project Engineer/Scientist/Hygienist or other Environmental Specialists.

Preservation or Conservation Consultants.

Project Manager

Superintendent

Accountant

Supervisor

Secretary/Clerical

> Administrator

***II. Equipment Rental***

A.  ***Equipment Rental The Vendor Owned Equipment***

> The vendor will establish rates that apply to equipment that is owned
> by the vendor and utilized in the performance of the work (whether
> supplied from the vendor inventory or specially purchased by the
> vendor for performance of the work).
>
> **CLASSIFICATION**
>
> Air Compressor
>
> Air Mover/Carpet Dryer
>
> Boroscope

Dehumidifiers

Distribution Panel

EDP - Tool Set

> EDP - High Pressure Sprayer
>
> EDP - Instrument Drying Oven
>
> Foamer
>
> Fogger - Spray Mist
>
> Fogger - Thermo-Gen
>
> Generator - Less than 100 Kilowatt

Heaters (In-Line)

HEPA Air Filtration Unit - 2000 CFM

> High Pressure Moisture Extractors
>
> HVAC - Air Tool Kit
>
> HVAC - Cutting/Spray Kit
>
> HVAC - Duct Auger
>
> HVAC - Duct Sweeper
>
> Hygrothermograph - Recording
>
> Injectidry
>
> Interseptor
>
> Lambrite - Dry Clean Machine
>
> Lights - Quartz Demolition
>
> Micromanometer
>
> Micromanometer - Recording
>
> Moisture Meter - Penetrating or Non-Penetrating
>
> Negative Air Machine
>
> Ozone Generator - Model 330
>
> Ozone Generator - Model 630
>
> Radio - Personnel Communication

Refrigeration

Cooling Coils Only

Chillers

DX Units

Refrigerant Dehumidification Units

> Respirator
>
> Sprayer - Industrial Airless
>
> Steamtic 8100E Extraction System
>
> Steamatic TMU Extraction System
>
> Termohygrometer
>
> Trailer - 40 ft. Storage
>
> Trailer - Refrigerated 40 ft. Storage
>
> Trailer - Utility (inclusive of mileage)
>
> Truck - Box (inclusive of mileage)
>
> Ultrasonic Decontamination Vat - 500 Watt
>
> Vacuum - Barrel
>
> Vacuum - Commercial Canister
>
> Vacuum - EDP Anti-static
>
> Vacuum - Handheld
>
> Vacuum - HEPA
>
> Vacuum - MV II
>
> Vacuum - Upright
>
> Van - Cargo/Passenger
>
> Washer - High Pressure
>
> 1\. The daily rental rate by the vendor shall be charged for each
> calendar day or portion thereof during which the equipment is utilized
> to perform the work, regardless of the number of shifts on which the
> equipment is used during the day.

2.  During the course of performance of the work, the vendor may add
    additional equipment to the schedule above at rates to be determined
    by the vendor.

3.  The customer shall pay for any repairs or maintenance performed on
    the equipment on the basis of cost plus (20%) twenty percent mark
    up.

4.  In the event any item of rental equipment is damaged beyond
    reasonable repair by conditions at the work site, the customer shall
    be charged the replacement cost plus twenty percent.

***B. Equipment Rented By The Vendor***

The rental rate for any items of equipment the vendor rents from third
party vendors specifically for use in performing the work shall be the
vendor \'s cost thereof plus twenty percent (20%).

***III. Materials***

A.  ***Materials***

> **[CLASSIFICATION]{.underline}**
>
> Anti-Microbial Sealer
>
> Applicators - 6\" Cotton
>
> Biocides/Disinfectants
>
> Box - Book
>
> Box - Dish
>
> Box - Freeze Dry
>
> Carpet Deodorizer
>
> Cartridge - N-95
>
> Cartridge - Respirator
>
> Coil Cleaner
>
> Cotton Cleaning Cloths
>
> Desiccant 25
>
> Desudser
>
> Dry Solvent Stain Remover
>
> EDP-Corrosion Control Lubricant #1
>
> EDP-Corrosion Control Lubricant #2
>
> EDP - VCI Device
>
> Emulsifier - Powder
>
> Emulsifier - Liquid
>
> Filter - HEPA for Air Filtration Unit

Filter - HEPA for Vacuum

Filter - Primary

Filter - Secondary

Fireman\'s Friend Abrasive Compound

Furniture Blocks

Furniture Pads

Furniture Polish

Glass Cleaner

Gloves - Cotton

Gloves - Latex

Gloves - Leather

Gloves - Nimble Finger (N-Dex)

Goggles

Hexathane (MS, CS, or LO)

Lemon Oil

Mop Heads

Odormatic

Paper - Corrugated

Paper - Craft

Pigmented Sealer

Polishing Pads

Polyester Filter Material

Polyethylene Bags - 3-6 mil

Polyethylene Sheeting

Pump - Barrel Syphon

Reodorant

Restoration Sponge

Safety Glasses

Shrink Wrap

Stainless Steel Polish

Steel Wool

Suit - Tyvek

Tape - Boxing

Tape - Duct

Tape - Masking

Thermo Fog Spray

Trash Bags - Disposable

Vinyl & Leather Conditioner

**Please note that vendors will have proprietary products.**

B.  ***Additional Provisions Respecting Materials***

> 1\. All prices shall be applied to all materials on the schedules
> above which are utilized in the performance of the work, whether
> shipped to the site from the vendor inventory, shipped directly to the
> site from the vendor \'s sources, or purchased locally by the vendor
> from either an affiliated or non-affiliated entity.
>
> 2\. During the course of performance of the work, the vendor may add
> additional materials to the schedule above at rates to be determined
> by the vendor.

***IV. Document Remediation***

> Specific freeze drying costs will be determined *per job*, based on
> the factors relevant to each job and pricing per cubic foot.
>
> These factors include, but are not limited to:

-   Nature of Damage

-   Moisture Saturation

-   Degree of Char/Soot Residue

-   Mold/Mildew Infestation

-   Smoke Odor

-   Deodorization Requirements

-   Contamination Factors Include Debris, Sewage, Silt,

> and/or Hazardous Materials
>
> The above rates represent the changes for freeze-drying only. Labor,
> equipment, materials and other costs incurred in connection with
> document remediation will be billed in accordance with the appropriate
> schedules and provisions.

***V. Desiccant Dehumidification***

> Specific costs for Desiccant Dehumidification services will be
> determined *per job*, based on factors relevant to each job and
> pricing per square foot.
>
> These factors include, but are not limited to:

-   Nature of Damage

-   Moisture Saturation

-   Height of Buildings, Ceilings and Affected Space

-   Length of Job and/or Time Constraints

-   Other Contamination Factors

> The above rates represent the charges for Desiccant Dehumidification
> only. Labor, equipment, materials and other costs incurred in
> connection with remediation, deodorization and other services will be
> billed in accordance with the appropriate schedules and provisions
> contained in this Exhibit.

VI. ***Small Tools***

> Items such as, shovels, ladders, demolition carts, extension cords,
> small hand tools, etc. are provided by the vendor but are not included
> in the Schedules above. The vendor shall be compensated for these
> items by application of a small tool charge in the amount of three
> percent (3%) of total labor billings.

A.  ***Subcontract Services***

> The compensation paid the vendor for all services such as laboratory
> services, testing services, and other services which are not
> identified in Sections IV or V above or performed by individuals
> billed to the customer in accordance with Section I above, but are
> subcontracted by the vendor, shall be the vendor \'s cost for such
> subcontract service plus twenty percent (20%) the vendor mark-up on
> such costs.

B.  ***Travel, Lodging and Per Diem***

> The vendor shall be compensated for costs incurred for travel, lodging
> and per diem costs for vendor employees assigned to the work on the
> basis of the vendor \'s cost for such items plus twenty percent (20%)
> the vendor mark-up on such costs.

C.  ***Freight/Transportation and Other Charges***

> The vendor shall be compensated for costs incurred for the
> transportation of equipment, supplies and materials to and from the
> site of work and for other job related charges not listed in the
> sections above on the basis of the vendor \'s cost for such charges
> plus twenty percent (20%) the vendor mark-up on such charges.

D.  ***Taxes and Permits***

> The rates contained in this schedule are exclusive of federal, state
> and local sales or use taxes and any applicable federal, state or
> local approvals, consents, permits, licenses and orders incident to
> performance of the work. The vendor shall be compensated for all costs
> incurred which are described above on the basis of the vendor \'s
> actual cost incurred for such items.

Prepared by Robert E. Schnare, Co-Chair of the FLICC Preservation &
Binding Working Group

October 21, 2002.