B08_SOW_MANA_9_SEPT_2024_0001.pdf

National Park Service Museum Resource Center

3300 Hubbard Road Landover, MD 20785

SCOPE OF WORK

Manassas National Battlefield Park (MANA)

Museum Collection Management Plan

PMIS # 309367C

09/09/2024

I. BACKGROUND

As an administrative unit of the National Park Service (NPS) under the National Capital Region (NCR), Manassas National Battlefield Park (MANA) serves to preserve and protect the land and resources from the United States Civil War associated with the First and Second Battles of Manassas to foster an understanding and appreciation of the battles and their significance by providing opportunities for interpretation, education, enjoyment, and inspiration. An estimated 383,129 items currently make up the park’s museum collection. These primarily include historic artifacts and original documents related to the battles of First and Second Manassas and the families and farms impacted by these battles. Artifacts recovered from archeological investigations at the park and salvaged architectural materials are represented in the collection.

MANA museum collections primarily are stored at the NPS Interior Region 1- National Capital Region (NCR) Museum Resource Center (MRCE) in Landover, Maryland. There are also limited storage and exhibit facilities located at the park. While less than 1% of the park’s museum collections are on exhibit, the collection plays a significant role in interpreting and connecting visitors to the legacy of the battles of First and Second Manassas.

Fundamental resources are those that the NPS has determined merits primary consideration during planning and management processes because they are essential to achieving the purpose of the park and maintaining its significance. NPS museum collections serve in this capacity to directly support the park mission; aid understanding among park visitors; advance knowledge in the humanities and sciences; provide baseline data for managers, scientists, and researchers; and preserve scientific and historical documentation of the park’s resources and purpose.

One planning and management tool that ensures these goals are achieved for a NPS museum collection is a Museum Collection Management Plan (MCMP). Mandated by NPS policy for all museum collections, a MCMP is a site-specific, working document intended to provide programmatic guidance to park staff for a limited period of time, generally five to ten years.

MCMPs assess the current state of the museum collections’ program, identify areas of concern, and make recommendations for improvement. These recommendations are intended to guide NPS staff in making informed decisions to improve the management, protection, and preservation of NPS museum collections. In addition, MCMPs provide insight and informed suggestions for work plans, funding requests, equipment replacement/upgrades, and maintenance to align the collections care with the standards set forth in the NPS Checklist for Preservation and Protection of Museum Collections. Typical topics in a MCMP include museum documentation and accountability; collection storage; preservation; collections care and handling; archives; environment; museum housekeeping; exhibits; planning, programming, and staffing; access and use of collections; and fire and security detection and protection.

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 one (1) Museum Collection Management Plan (MCMP) for the MANA museum collection in conformance with the General Criteria and the Tasks and Deliverables sections of this Statement of Work (SOW).

The Contractor shall provide overall facilitation of the MCMP process inclusive of assembling a MCMP team of subject matter experts with demonstrable knowledge and experience for the onsite assessment, including but not limited to the functions of museum collection management, preservation, archival practice, and writing/editing. The Contractor will assign team members MCMP chapters to write based on their expertise and will develop chapters and content according to the general criteria of this SOW and as defined by the criteria under each phase that follows. Resumes of each team member and their role in the MCMP project must be included as part of the Contractor’s proposal. The team must include a person(s) to serve as the project lead and fulfill the role of writer/editor. Current NPS employees may not be used as the Contractor’s team members. The Contractor must ensure team communication, and coordinate MCMP activities before, during, and after the site visit period, including the latter phases of development leading up to the submission of all final deliverables.

The Contractor shall develop a site visit itinerary in consultation with the NPS staff at MANA to include assessments of MANA museum collections in the following exhibit and storage locations:

• MANA Visitor Center exhibits- Manassas, Virginia

• MANA Visitor Center storage- Manassas, Virginia

• MANA Quarters 9 Garage storage- Manassas, Virginia

• MANA in situ outdoor exhibits- Manassas, Virginia

• NCR Museum Resource Center (MRCE) storage- Landover, Maryland

The majority of the archeology, archival, and natural history collections are stored at the Landover location. This history collection is split between Landover and Manassas. See chart below for collection sizes.

At times the Contractor will be exposed to sensitive and proprietary information which must not be made available to others. Upon completion and acceptance of all work, the Contractor must return all government provided resources to the Contract Officer’s Representative (COR).

The following table summarizes pertinent metrics for the MANA museum collection from the Fiscal Year 2023 Collection Management Report (CMR) included in this MCMP:

Collection Collection Type and Quantity

Synopsis

Manassas National Battlefield Park

(MANA)

Archaeology: 340,391 History: 6,041 Art: 57 Archives: 36,560 Biology: 74 Paleontology: 5

Cultural collections include 1) archeological subcollection with subgroups for prehistoric and historical artifacts; 2) history subcollection with armaments, uniforms, personal items, furniture, and art; and 3) archival collections. Natural history collections include 4) subcollection for biology with subgroups for flora, fungi, and arachnids; and 5) paleontology subcollection of trace fossils.

A. GENERAL CRITERIA

The Contractor must develop the MCMP as a single, comprehensive plan that incorporates and adheres to all NPS regulations and standards for collection care and management according to the NPS Museum Handbook, Part I, Chapter 3, Section C: The Collection Management Plan (1999); the NPS Museum Handbook, Part I, Chapter 3, Appendix F, Section C: NPS Collection Management Plan Team Site Visit Checklist (1999); and the American Alliance of Museums (AAM) best practices.

1.) Style, Usage, and Grammar

The Contractor must develop, edit, and format the MCMP using style, usage, and grammar as identified in the most recent edition of The Chicago Manual of Style, making sure to include the following requirements as part of the general criteria:

• Single, active voice.

• Simple and to the point sentence structure.

• Avoid multiple clauses or thoughts in the same sentence.

• Set margins as follows: top and bottom- 1 inch; right- 1 inch; left- 1 ½ inches.

• Align paragraphs to be left.

• Single space lines and use an extra line between paragraphs.

• Single spaces between words and after punctuation at end of a sentence.

• Standardize fonts and format throughout the document.

• Standardize grammar, spelling, and acronyms.

• Standardize forms, charts, and tables.

• Standardize table of contents, chapter/section headings, and appendices.

• Standardize all headers, footers, footnotes, page numbers, and image captions.

• Standardize binder covers and spine.

• Follow printing and binding requirements defined under each phase of the project.

2.) Structure and Content

The Contractor must develop, edit, and format the structure and content of the MCMP making sure to include the following requirements as part of the general criteria:

• Cover Page o Full name of NPS unit(s).

o Full title of document.

o Cover art [furnished by the government].

o Full date [MM/DD/ YYYY].

o Full name of Contractor.

o Contract number.

• Map Page(s) o Map(s) indicating facilities with museum collections [furnished by the government].

• Signature Page o Full name of NPS unit(s).

o Full title of document.

o Full title, name, and NPS unit designation of applicable NPS leadership associated with the museum collection(s) [furnished by the government].

o Signature line and designated date area for each of the aforementioned to endorse.

• Executive Summary o Brief overview of the project including purpose, funding mechanism, full name of

Contractor, and major findings and recommendations (not exceed 3 pages).

• Table of Contents o Include each chapter/section title and appendix document with page numbers.

• Appendix o Include a signed release form granting copyrights of all photographs and images developed in part of the MCMP to the NPS. See NPS Museum Handbook, Part III, Figure 3.4, Assignment of Copyright by Contractor.

Each of the following chapter sections must be developed to include assessments of current museum program conditions and descriptions of any deficiencies identified during the evaluation. General evaluation criteria in the NPS Museum Handbook, Part 1, Appendix F, Section C: NPS Collection Management Plan Team Site Visit Checklist (1999) should be addressed under each chapter when applicable. Other evaluation criteria as identified beneath each chapter section below also must be included when applicable. Recommendations to remediate each deficiency identified must be provided at the end of the document. Recommendations should not be dispersed within each chapter.

• History of Park and Museum Collection o Narrative history of the NPS unit(s) and museum collection(s) [furnished by the government].

• Scope of Collection Statement o Review to ensure all necessary content is included as outlined in the NPS Museum

Handbook, Part 1, Appendix E, Section C, Figure E.3: Checklist for Evaluating Scope of Collection Statements (2003).

• Museum Collection Documentation o Review hard copy and electronic accession, catalog, deaccession, and loan documentation for accuracy, completeness, and ability to meet accountability mandates of the NPS.

• Archival and Manuscript Collections o Narrative history of the archival collection(s) [furnished by the government].

o Identify if a Records and Electronic Information Management (REIM) Program has been established with an approved records management file plan.

• Storage o Identify and evaluate conditions of existing museum collection storage facilities including methods, equipment, and supplies.

o Evaluate condition of museum collections in storage including storage techniques and materials, and periodic inspection procedures.

• Museum Environment o Evaluate systems, procedures, and schedules used to manage museum collection environmental controls and monitoring (temperature, relative humidity, lighting, dust and air pollution, and Integrated Pest Management) at all storage and exhibit facilities, including accuracy of recordkeeping, and compatibility of supplies and equipment to protect and conserve the museum collection(s).

• Museum Security, Fire Protection, and Emergency Preparedness o Evaluate existing security and fire protection and detection systems, procedures, and schedules at all museum collection storage and exhibit facilities, including accuracy of recordkeeping, and compatibility of supplies and equipment.

• Exhibits o Briefly identify and evaluate museum collection use in exhibits.

o Identify and evaluate conditions of existing museum collection exhibit facilities including methods, equipment, and supplies.

o Evaluate condition of museum collections on exhibit including display techniques and materials, and periodic inspection procedures.

• Housekeeping and Cyclic Maintenance o Evaluate existing conditions and procedures including plans, methods, and techniques, and supplies and equipment.

• Access and Use o Evaluate existing procedures, mechanisms, and restrictions associated with delivering and evaluating access and use of the museum collection(s).

• Staffing o Identify the existing museum program staffing.

o Review the museum program’s current staffing for adequacy and ability to implement and manage the park’s museum program.

o If additional museum program staffing is recommended, document the anticipated workload, suggest a mechanism to have the work completed (either through contract, or either term or permanent hire), and identify the classification and series of the incumbent(s) required to perform the tasks.

• Planning, Programming, and Funding o Identify whether core park-wide planning documents (General Management Plan, Foundation Document, Long Range Interpretative Plan, etc.) include museum collections as fundamental resources.

o Review the museum program’s current planning, programming, and funding for adequacy of incoming funds and the staff’s ability to expend funds using a strategic plan for implementation and accountability of programs.

o Review applicable Project Management Information System (PMIS) funding requests and make recommendations on how these may be improved, or when new ones should be created to meet the needs of the museum collection(s).

• Consolidated Recommendations o Organized by document section and the following timeframes thereunder:

immediate (< 1 year), short-term (1 to 5 years) and long-term (5 to 10 years).

III. GOVERNMENT PROVIDED RESOURCES

The government will provide the following to the Contractor:

• Furnish access to the history of all applicable sites and museum collections.

• Copies of planning, survey, and reporting documentation pertaining to the museum collection, inclusive of, but not limited to, the following (when available):

o Scope of Collection Statement (SOCS).

o Previous Museum Collection Management Plan (MCMP).

o Collection Storage Plan (CSP).

o Security and Fire Protection Survey (SFPS).

o Structural Fire Plan (SFP).

o Museum Emergency Operation Plan (MEOP).

o Integrated Pest Management (IPM) Plan.

o Museum Housekeeping Plan (MHP).

o Collection Condition Survey (CCS).

o Museum Facility Protection Plan (MFPP).

o Historic Furnishing Report (HFR).

o Environmental monitoring records.

o Annual Inventory of Museum Property.

o Collection Management Report (CMR) (Form 10-94).

o Checklist for the Preservation and Protection of Museum Collections.

o Copies of Project Management Information System (PMIS) funding requests applicable to the museum collection(s).

o Any other plans, surveys, or reports that may assist the Contractor in understanding the history, environment, or security and fire protection of the museum collections.

• Staffing/organization of all applicable sites and of the museum collections.

• The MCMP must be consistent with those developed for other NPS park units. Samples can be provided, upon request.

• The NPS requires the use of specific graphics, images, and proprietary fonts which can be provided, upon request. Images will be provided at a minimum of 300 dpi.

• A sample of a Microsoft Excel spreadsheet to document requested action items during government review periods can be provided, upon request.

The government will provide the following to the Contractor onsite:

• A suitable workspace at each NPS facility with museum collections.

• Supervised access to storage, exhibits, and any other areas with museum collections.

• Opening and closing of storage cabinets or other containers that may be locked.

• Assistance with moving heavy or unwieldy objects.

• Furnish access to all applicable hard copy and electronic collection management records (accession, catalog, deaccession, conservation, loan, etc.).

• Information about existing environmental, security and fire protection and detection systems, as well as any plans for future acquisition.

• Information about museum collections preventive care and the park's pest management program, current and planned uses of objects, and plans for future acquisition and disposition of items.

• Other information required to complete the MCMP, as requested.

Government provided resources which will be provided to the Contractor during the Phase II Development of First Draft Deliverables period include:

• Cover art/graphics.

• Map(s) indicating the location of park facilities with museum collections.

• Full title, name, and NPS unit of applicable NPS leadership for signature page.

• A narrative history of the park and the museum collection(s).

• A narrative history of the archival collection(s).

Government provided resources which will be provided to the Contractor as part of the Phase III First Government Review period include:

• An endorsed and dated signature page.

IV. TASKS AND DELIVERABLES

A. PHASE I- ASSESSMENT

Phase I involves a project kickoff meeting, an onsite kickoff meeting, a site visit/ assessment period, and an onsite closeout meeting. Once complete, the Contractor may invoice for 25% of the total payment.

1.) Project Kickoff Meeting

The Contractor must conduct a project kickoff meeting with the project stakeholders lasting no more than 1 hour via conference call (or in person) to briefly describe the project methodology and to define the anticipated project timeline. This must be conducted at a mutually convenient time for all NPS stakeholders inclusive of the Park Superintendent (or their designee), the museum collection’s custodial officer, the Director of MRCE /Regional Curator (or their designee), the COR, and any other NPS staff as determined by the project’s stakeholders.

2.) Onsite Kickoff Meeting

At the start of the onsite activities, the Contractor and their full MCMP team must conduct a kickoff meeting with project stakeholders lasting no more than 1 hour to explain to the onsite NPS staff the project’s methodology and anticipated schedule, and to detail any local support needed. This must be conducted at a mutually convenient time for all NPS stakeholders inclusive of the Park Superintendent (or their designee), the museum collection’s custodial officer, the Director of MRCE/Regional Curator (or their designee), the COR, and any other onsite NPS staff (curatorial, maintenance, and other resources staff) as determined by the project’s stakeholders.

3.) Site Visit/ Assessment

Following the onsite kickoff meeting, the Contractor must perform the following services:

• Conduct an assessment of each museum collection, the museum program, and each storage and/or exhibit facility with applicable museum collections to gather information needed to develop the criteria identified in the SOW Description of Services.

• Organize and lead information gathering appointments with relevant NPS staff that manage, support, and protect the park’s museum collection(s) such as curatorial staff, facility managers, park security, interpretation staff, and any other resource managers as identified by the Park Superintendent and the Director of MRCE (or their designee).

• Access resources onsite not available otherwise, such as the park's collection management system—the Museum Collection Management System (MCMS), which is scheduled to replace the Interior Collection Management System (ICMS) in 2024/2025.

4.) Onsite Closeout Meeting

At the end of the onsite assessment, the Contractor must conduct a closeout meeting with the project stakeholders lasting no more than 1 hour via conference call (or in person) to briefly describe major findings and recommendations. This must be conducted at a mutually convenient time for all NPS stakeholders inclusive of the Park Superintendent (or their designee), the museum collection’s custodial officer, the Director of MRCE/Regional Curator (or their designee), the COR, and any other NPS staff as determined by the project’s stakeholders. At this time, the Contractor should also present any outstanding issues that require further NPS attention to facilitate development of the MCMP.

B. PHASE II- FIRST DRAFT

1.) Development of First Draft Deliverables

Following the completion of Phase I, the Contractor must develop the first draft deliverables in line with the general criteria identified under the Description of Services Requested section within the period indicated in the project timeline. In addition, the following first draft criteria must be included in the first draft deliverables:

a.) First Draft Criteria

The first draft, printed MCMP deliverables must meet the following criteria:

• Printed using carbon-based, black laser printer ink on 8 1/2" x 11", neutral pH, high alpha cellulose, white paper.

• Copies must be double-sided and unbound.

• Must include the full draft with all appendices, maps, and spreadsheets indexed.

• Each line of the first draft must be numbered on the left side of the page.

The first draft, electronic MCMP deliverables must meet the following criteria:

• Delivered to the NPS via the DOI SharePoint site available at https://doimspp.sharepoint.com/:u:/r/sites/nps-nca-external-mrce/SitePages/Home.aspx?csf=1&web=1&e=md10Fj.

• Files must be labeled with the title of the report as file name with date.

• Must include the full draft in both Microsoft Word and PDF formats with all appendices, maps, and spreadsheets indexed.

• Each line of the first draft must be numbered on the left side of the page.

• Must include a Microsoft Excel spreadsheet to document government requested action items and Contractor responses.

2.) Submission of First Draft Deliverables

The Contractor must submit the following for the first draft deliverables incorporating both the general criteria and the first draft criteria identified for Phase II:

• 1- printed copy of the draft MCMP mailed directly to park contact.

• 1- electronic copy of the draft MCMP delivered via DOI SharePoint.

Following the submission of the first draft deliverables, the Contractor may invoice for 25% of the total payment.

C. PHASE III- FIRST GOVERNMENT REVIEW

The COR will transmit the electronic deliverables to the applicable NPS staff who will participate in the government review within the period indicated in the project timeline. Upon completion, NPS staff will transmit a consolidated list of requested action items to the COR, who in turn, will transmit the requested action items to the Contractor.

D. PHASE IV- SECOND DRAFT

1.) Development of Second Draft Deliverables

Following the completion of Phase III, the Contractor must make any requested action item changes for the second draft as needed and must complete the second draft deliverables in line with the general criteria identified under the Description of Services Requested section within the period indicated in the project timeline. In addition, the following second draft criteria must be included in the second draft deliverables:

a.) Second Draft Criteria

The second draft, printed MCMP deliverables must meet the following criteria:

alpha cellulose, white paper.

• Copies must be double-sided and unbound.

• Must include the full draft with all appendices, maps, and spreadsheets indexed.

• Each line of the second draft must be numbered on the left side of the page.

The second draft, electronic MCMP deliverables must meet the following criteria:

• Delivered to the NPS via the DOI SharePoint site available at https://doimspp.sharepoint.com/:u:/r/sites/nps-nca-external-mrce/SitePages/Home.aspx?csf=1&web=1&e=md10Fj.

• Files must be labeled with the title of the report as file name with date.

• Must include the full draft in both Microsoft Word and PDF formats with all appendices, maps, and spreadsheets indexed.

• Each line of the first draft must be numbered on the left side of the page.

• Must include a Microsoft Excel spreadsheet to document government requested action items and Contractor responses.

2.) Submission of Second Draft Deliverables

The Contractor must submit the following for the second draft deliverables incorporating both the general criteria and the second draft criteria identified for Phase III:

• 1- printed copy of the draft MCMP mailed directly to park contact.

• 1- electronic copy of the draft MCMP delivered via DOI SharePoint.

Following the submission of the second draft deliverables, the Contractor may invoice for 25% of the total payment.

E. PHASE V- SECOND GOVERNMENT REVIEW

The COR will transmit the electronic deliverables to the applicable park staff who will perform the government review of the deliverables within the period indicated in the project timeline.

There should be no substantial changes in text requested by the government during this period of review; however, some minor edits may be requested from the Contractor during the next phase of the project. Upon completion, the park staff will transmit a consolidated list of requested action items to the COR, who in turn, will transmit the requested action items to the Contractor for implementation during the next phase.

F. PHASE VI- FINAL VERSION

1.) Development of Final Deliverables

Following the completion of Phase V, the Contractor must make any requested action item changes for the final version. All final information and services (including print and digital products) must be accessible to persons with disabilities in accordance with Section 508 of the Rehabilitation Act. Guidance on creating 508 compliant materials is available through the GSA at: https://section508.gov/create.

In addition to the general criteria identified under the Description of Services Requested section, the following final version criteria must be included in the final deliverables:

a.) Final Version Criteria

The final version, printed MCMP deliverables must include the following criteria:

alpha cellulose, white paper.

• Copies must be double-sided and comb bound with clear plastic, front and back covers.

• Front cover must include a full color image, title of the report, and identifiers.

• Spine must include full title of the report, full park name and acronym, and year of production.

• Must include the full final version with all appendices, maps, and spreadsheets indexed.

https://section508.gov/create

The final version, electronic MCMP deliverables must include the following criteria:

• Delivered to the NPS via the DOI SharePoint site available at https://doimspp.sharepoint.com/:u:/r/sites/nps-nca-external-mrce/SitePages/Home.aspx?csf=1&web=1&e=md10Fj.

• Files must be labeled with the title of the report as file name with date.

• Must include the full final version in both Microsoft Word and PDF formats with all appendices, maps, and spreadsheets indexed.

• All images included in the final MCMP (including cover art) must be provided in uncompressed, lossless TIFF format with a resolution of at least 300 dpi.

2.) Submission of Final Deliverables

The Contractor must submit the following to the COR for the final deliverables incorporating both the general criteria under the Description of Services Requested section and the final draft criteria identified for Phase VI:

• 2- printed copies of the final MCMP.

• 1- electronic copy of the final MCMP delivered via DOI SharePoint.

The following must also be included as part of the final deliverables:

• 1- unbound, printed copy of the final MCMP.

3.) Project Closeout Meeting

Following the submission of the final deliverables, the Contractor must lead a closeout meeting with the project stakeholders lasting no more than 1 hour via conference call (or in person) to briefly discuss the major findings and recommendations. This must be conducted at a mutually convenient time for all NPS stakeholders inclusive of the Park Superintendent (or their designee), the museum collection’s custodial officer, the Director of MRCE/Regional Curator (or their designee), the COR, and any other NPS staff as determined by the project’s stakeholders.

Following the project closeout meeting, the Contractor may invoice for 25% of the total payment.

VI. TIMELINE

Following the award of the contract, all work, including review and approval, shall be completed on or before January 17, 2026. Due dates otherwise for services, deliverables, and review periods will be confirmed by mutual agreement between the affected park staff, the awarded Contractor, and the COR following the contract award. A preliminary timeline follows:

Phase I Kickoff meetings; onsite assessment; onsite closeout meeting TBD Phase II Development/submission of first draft deliverables following onsite 60 days Phase III Government review and feedback 30 days

Phase IV Development/submission of second draft deliverables 30 days Phase V Government review and feedback 30 days Phase VI Development/submission of final deliverables; closeout meeting 30 days

VII. INVOICING

The Contractor first must submit each invoice via email to the COR for review. After the invoice has been vetted by the COR, federal contracts require the Contractor to use the System for Awards Management (SAM) at: www.sam.gov and the Invoice Processing Platform (IPP) at:

www.ipp.gov to submit the invoice. The invoice must be included in the IPP as an attachment.

Following the submission in the IPP, the Contractor should notify the COR via email.

Invoices must include the following information:

1. Company name and address

2. Invoice Date

3. Invoice Number

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

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

VIII. 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.

IX. CONTRACT ADMINISTRATION

Contracting Officer:

TBD

Contract Specialist Interior Region 1 - National Capital Region Office of Acquisition, Financial Assistance, & Property Management 1100 Ohio Drive, S.W.

Washington, D.C. 20242

Contract Officer’s Representative (COR):

Laura Anderson Supervisory Museum Curator NPS National Capital Area Museum Resource Center 3300 Hubbard Road Landover, MD 20785 laura_anderson@nps.gov 202-380-6676

Park Contact:

http://www.sam.gov/ http://www.ipp.gov/ mailto:laura_anderson@nps.gov

Jim Burgess Museum Specialist Manassas National Battlefield Park 6511 Sudley Rd Manassas, VA 20109 jim_burgess@nps.gov 703-361-1339 x1207 mailto:jim_burgess@nps.gov