1__NHL_Records_Survey_SOW.docx

SCOPE OF WORK

Southeast Regional Office Cultural Resources Division, National Historic Landmarks Program NHL Program – Preparation of Records for Transmittal to Federal Records Center

I. BACKGROUND

The Southeast Regional Office (SERO), located at 100 Alabama St. SW, Atlanta, GA 30303, houses regional files of the National Historic Landmarks Program. The region includes Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North Carolina, Puerto Rico, South Carolina, Tennessee, and Virgin Islands. Across the region there are 419 National Historic Landmarks, additionally the programs files include records on “other sites considered” properties that were considered for NHL designation, but have not been designated, records on the monitoring of the condition of National Historic Landmarks, and NHL Theme Study records.

II. DESCRIPTION OF SERVICES REQUESTED

The Contractor, independently and not as an agent of the government, shall provide all travel, personnel, supplies, materials, and professional services required to prepare 91 linear feet of mixed federal records for transfer to the Federal Records Center.

The files are currently organized into four general groupings:

1.) National Historic Landmarks -- Each of the 419 National Historic Landmarks have one or more folder.

2.) NHL Condition Monitoring/Section 8 files are organized by year.

3.) Other Sites Considered -- are also organized by property.

4.) Theme Studies are organized by study name.

The Scope of this project includes the following:

1. Prepare approximately 91 linear feet of records for transfer to the Federal Records Center (FRC). Records may include textual, audio visual, and photographic materials. Preparation for transfer to FRC includes:

a. Contractor shall conduct a limited examination materials and apply appropriate records retention schedule and identify non-record material. Limited examination entails removing all obvious non-record materials (i.e. postcards, brochures, published books). The contractor is not expected to review all contents of folders.

b. With respect to the program records divisions described above, materials should be further subdivided into discrete groupings based on their disposition authority code. Each individual FRC transfer will consist of a range of file units associated with both a general grouping and a disposition code (i.e. there would be two separate transfers for NHL Theme Studies Permanent Resource Management Records and NHL Theme Studies Permanent Management and Accountability Records).

c. The contractor shall pack all records within each grouping into approved Federal Records Center Boxes (boxes to be provided by NPS)

d. The contractor shall label each file with a title, date range, box number, and a folder number.

e. The contractor should identify any file units of temporary records and request approval for their destruction.

f. The contractor will dispose of any non-record materials encountered during the course of the project.

g. The contractor shall create a container List/inventory (see sample container list). Container List/Inventory shall include the following fields: Folder Name, Date, Box Number, Folder Number

III. GENERAL PROVISIONS

1. Constraints: On site work must be conducted during the hours between 7:00 AM and 6:00 PM. The Contractor is responsible for supplying their own computer equipment but may coordinate with NPS staff to access NPS printers, telephones, scanners, and photocopiers. Contractors who are working on-site at the Southeast Regional Office must complete a NPS background check.

2. Location:

Southeast Regional Office 100 Alabama St. SE 1924 Building Atlanta, GA 30101

3. Standards: The work shall be conducted according to DOI, NPS, and NARA.

· Director’s Order 11D: Records and Electronic Information Management

· Records and Electronic Information Management (REIM) Guide

· National Park Service Consolidated Servicewide Records Schedule

· DOI Museum Property Directive 20: Cataloging Museum Collections

· Museum Handbook, Part II: Appendix D

· Museum Handbook, Part I: Appendix J

· Museum Handbook, Part I: Appendix R

· Describing Archives: A Content Standard (DACS) (most current edition)

IV. GOVERNMENT PROVIDED RESOURCES

The government will provide the following to the Contractor:

· A suitable workspace at the Southeast Regional Office

· Federal Records Center Boxes

V. TASKS AND DELIVERABLES

Following the award of the contract, all work, including review and approval, shall be completed on or before September 30, 2023. Due dates otherwise for services, deliverables, and review periods will be confirmed by mutual agreement between the awarded Contractor, and the COR following the contract award. A preliminary timeline follows:

VI. INVOICING

Federal contracts require prospective contractors to register in the System of Awards Management (www.sam.gov) and the Invoice Processing Platform (www.ipp.gov). Following the submission via the Invoice Processing Platform, the Contractor should notify the COR through email.

Invoices must include the following information:

· Company name and address

· Invoice Date

· Invoice Number

· Contract Number or other authorization such as contract modification for services performed

· Description of item in strict accordance with the contract line-item structure of the contract

VII. PAYMENT

Per final negotiated agreement with the awarded Contractor, performance-based payments are permitted for work completed. Prospective contractors shall request performance-based payment in their proposal for consideration. Such requests shall be structured to incorporate the specified phases including all tasks and work deliverables as described.

VIII. CONTRACT ADMINISTRATION

Ronald E.Shaw, Canals for a Nation: The Canal Era in the United States, 1790-1860 (Lexington: University Press of Kentucky, 1990), 98.

Shaw, Canals for a Nation, 99.

Ibid, 104.

http://www.nps.gov/choh/historyculture/canalconstruction.htm, 2015.

Contracting Officer:

Celinda Hicks, Contracting Officer Interior Region 2 South Atlantic Gulf

C:757.412.8601