A04_Collections_Management_Plan_MALU_CMP_SOW_Draft_20250519_1_B.docx

Statement of Work Martin Luther King, Jr. National Historical Park Collection Management Plan for Martin Luther King, Jr. National Historical Park’s Museum Collection

PX.P0258024.A

SCOPE:

Under the terms and conditions outlined below, the Contractor will create, using a template and checklists provided by the National Park Service (NPS), a Collection Management Plan (CMP) that will create an up-to-date park CMP and incorporate new museum collections like the King Family Home collection. The Contractor will manage day-to-day operations of the CMP project; research park archives, databases, and working files; schedule and conduct interviews with park staff; conduct on-site visits of collection and exhibit spaces; monitor schedules for completion of tasks; and analyze and synthesize the materials based on CMP template and checklists. The Contractor will produce a draft CMP for review by park staff and SMEs as well as a final CMP. Distinct chapters tied to museum record keeping, storage, archives, preservation, access and use, exhibits, staffing, security, partnerships, and NPS museum program planning documents will be covered.

CONFIDENTIALITY AND SECURITY:

The information developed under this task order is the property of the U.S. government and shall be kept in strict confidence.

PLACE OF PERFORMANCE:

The work shall be completed within the Martin Luther King, Jr. National Historical Park.

PERIOD OF PERFORMANCE:

The work shall begin following the issuance of the contract and will proceed by the schedule for submittals no more than 12 months after the contract award date.

INTRODUCTION:

Martin Luther King, Jr. National Historical Park (MALU) recently acquired the family home of Dr. Martin Luther King, Jr., Coretta Scott King, and their children located at 234 Sunset Ave. NE, Atlanta, Georgia along with material objects related to the dwelling and occupants. The park also incorporated the Southern Christian Leadership Conference offices housed within the Prince Hall Masonic Lodge into the park bounds at the same time of the Sunset acquisition. The park has no documentation providing staff on planning for the incorporation of new collections into the park’s museum program. As well, a Collection Management Plan is a baseline document for units within the National Park Service and it is mandated by NPS policy to be updated every five to ten years. The last CMP that MALU had completed was in 2016 and it is time for the park to have an updated CMP. A new CMP will provide staff with defined, key collection management issues and provide strategic recommendations to address the issues.

BACKGROUND AND JUSTIFICATION

MALU was established on October 10, 1980, by Public Law 96-428 (PL 96-428). The park’s mission is to protect and interpret for the benefit, inspiration, and education of present and future generations the places where Martin Luther King, Jr., was born, where he lived, worked, worshipped, and where he is buried. MALU increased its boundary to include the home where Dr. Martin Luther King, Jr. was living with his family at the time of his tragic assassination, located at 234 Sunset Ave. NE, Atlanta, Georgia along with the Southern Christian Leadership Conference (SCLC) offices—the place where he was working. To manage the material objects included with the King Family Home (KFH) at 234 Sunset Ave. along with the rest of MALU’s museum collection and any future acquisitions—like those related to the SCLC offices—, the NPS is requesting identification of concerns in regard to museum record keeping, storage, archives, preservation, access and use, exhibits, security, partnerships, and accession planning will be covered as well.

The museum collection is a vital resource in realizing the mission of both MALU and the NPS to preserve unimpaired these resources for enjoyment, education, and inspiration of this and future generations. They are also valuable for the information they provide about processes, events, and interactions among people and the environment. Natural and cultural objects and their associated records provide baseline data, serving as scientific and historical documentation of the park's resources and purpose. All resource management records that are directly associated with museum objects are managed as museum property. These and other resource management records are preserved as part of the archival and manuscript collection because they document and provide an information base for the continuing management of the park's resources. Museum objects used in exhibits, furnished historic structures, and other interpretive programs help visitors gain better understanding of the events, activities, and people commemorated by parks. Although museum objects are sometimes perceived as entities separate from other park resources, they are, in fact, inextricably interwoven.

Currently, the museum staff have outdated information about managing and planning for the estimated 540,880 objects in the park’s collection and no information that covers the new acquisition of KFH objects. This CMP will play a critical role in developing meaningful short-term and long-term plans, projects, and programming to care for the museum objects and archives and manuscript collections housed at MALU.

The successful completion of this project will mean that by the fourth quarter of 2026, MALU and park staff will have a new CMP that incorporates new collections and provides guidance and recommendations with short-term, intermediate, and long-term considerations.

REQUIRED CONTRACTOR QUALIFICATIONS:

The Contractor required for this work must have demonstrated experience in the successful completion of similar museum collection planning projects from inception to completion. Experience working with the National Park Service is desirable, but not required. Ideal candidates will also possess the following qualifications:

Experience managing museum collection planning projects.

Background knowledge of museum collection management.

Background knowledge of National Park Service museum collection management policies.

Background knowledge of National Park Service museum collection management guidelines.

Familiarity with the National Park Service Museum Handbook.

Ability to work sensitively around historic objects.

Ability to work sensitively in and around historic structures.

Familiarity with NPS Museum Handbook, Part I, Chapter 3, Section C: The Collection Management Plan.

Familiarity with NPS Museum Handbook, Part I, Chapter 3, Appendix F, Section C: NPS Collection Management Plan Team Site Visit Checklist.

Working knowledge of the American Alliance of Museums (AAM) best practices.

Working knowledge of the Rehabilitation Act of 1973 regarding website accessibility for finished products.

Skill in using software to plan, monitor, and organize projects.

Skill in managing, leading, communicating, and collaborating with a wide range of internal and external stakeholders to accomplish project goals.

Excellent written and oral communication skills.

Strong interpersonal skills.

PROJECT DESCRIPTION:

The goal of this project is to produce a new CMP that considers current and future conditions of the museum collection at the park. The Contractor will conduct interviews with key park staff. The Contractor shall conduct on-site visits of collections storage and exhibit spaces. The Contractor shall research the park’s archives, active curatorial records, museum management database, and working files. The Contractor will work with a template and checklists provided by the NPS. The Contractor will provide MALU park staff with draft copies of the CMP for review and comment. The Contractor will provide two (2) archival quality physical copies of the finalized CMP for incorporation into the park archives as well as a digital copy in .pdf format for digital reference.

National Park Service staff will assist in providing access to the multiple buildings during project hours for physical inspection of the collection storage and exhibit areas, along with research purposes. National Park Service staff and interns will also assist in conducting preliminary research on former and current collections management practices at the park.

The Contractor’s principal duties will include collaborating on day-to-day aspects of MALU’s responsibilities for management of the museum collection, facilitating park involvement in reviews and project meetings and communication, and leading the development of internal project updates. The Contractor must have the ability to travel to Atlanta, Georgia. The physical inspection of collections storage and exhibit areas must be conducted on-site by the Contractor while there is an option to conduct interviews via phone or zoom if park employees’ schedule(s) necessitate such terms.

Specific Tasks

· The Contractor shall work with NPS to design the project-work plan with enough detail to show the relationship between the objectives, tasks, and milestones. The work plan must be clear, suitable, and feasible.

· The Contractor will participate in a kick-off and close-out meeting at the initiation and closing of the project.

· The Contractor will travel to Martin Luther King, Jr. National Historical Park at 450 Auburn Ave. Atlanta, Ga. 30312 to:

· Investigate collections’ storage and exhibit spaces at the Visitor Center, Birth Home, King Family Home, historic Ebenezer Baptist Church, historic Fire Station No. 6, Facilities Maintenance Building, Southern Christian Leadership Conference Offices, and 530 Auburn Avenue.

· Conduct interviews with key park staff to determine history of museum collections management at MALU and how they interact with the museum collection.

· Research park archives from the Records Management Collection, active curatorial records (including catalog and accession records), Interior Collections Management System (ICMS) records, and employee working files.

· The CMP will:

· Include chapters on museum record keeping, storage, archives, preservation, access and use, exhibits, staffing, and security, but the document will also examine partnerships and accession planning for the KFH collection as well as suggestions for updating the Scope of Collection Statement (SOCS).

· Use the template and checklists provided by the NPS to compile the CMP based on the analysis completed during the research portion of the project (to include interviews, on-site physical inspections of storage and exhibits spaces, and study of park archives, curatorial records, ICMS records, and working files).

· The park is allowed to adjust the template accordingly to fit circumstances of the museum collection at MALU and the Contractor will work with the park to fulfill these adjustments.

· The park will be given time to adequately review the CMP for content and accuracy.

· Provide short-term, intermediate, and long-term recommendations to address museum collection management issues identified at MALU.

· Written, developed, edited and formatted 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.

· Written, developed, edited and formatted the structure and content of the CMP making sure to include the following requirements as part of the general criteria:

· Cover Page

· Full name of NPS unit(s).

· Full title of document.

· Cover art [furnished by the government].

· Full date [MM/DD/ YYYY].

· Full name of Contractor.

· Contract number.

· Map Page(s)

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

· Signature Page

· Full name of NPS unit(s).

· Full title of document.

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

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

· Executive Summary

· 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

· Include each chapter/section title and appendix document with page numbers.

· Appendix

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

· Each of the following chapter sections in the CMP must be developed to include assessments of current and future, if possible, museum program conditions and descriptions of any deficiencies identified during the evaluation. General evaluation criteria identified in the NPS CMP checklists and templates 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 each chapter and then captured again as a whole at the end of the document.

· History of Park and Museum Collection

· Narrative history of the NPS unit(s) and museum collection(s) [furnished by the government].

· Scope of Collection Statement

· 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

· 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

· Narrative history of the archival collection(s) [furnished by the government].

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

· Storage

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

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

· Museum Environment/Preservation

· 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

· 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

· Briefly identify and evaluate museum collection use in exhibits.

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

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

· Housekeeping and Cyclic Maintenance

· Evaluate existing conditions and procedures including plans, methods, and techniques, and supplies and equipment.

· Access and Use

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

· Staffing

· Identify the existing museum program staffing.

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

· 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

· Identify whether core park-wide planning documents (General Management Plan, Foundation Document, Long Range Interpretative Plan, etc.) include museum collections as fundamental resources.

· 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.

· 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).

· Partnerships

· Narrative history of the partnership(s) [furnished by the government].

· Evaluate existing conditions and potential for current partnerships to expand.

· Identify potential future partnerships.

· Accession Planning

· Plan for the King Family Home collection to include methods for cataloging and deaccessioning.

· Consolidated Recommendations

· Organized by document section and the following timeframes thereunder: short-term (< 1 year), intermediate (1 to 5 years) and long-term (5 to 10 years).

· The project will include working around historic fabric and historic furnishings in an historic structure. The Contractor will adhere to National Park Service Director’s Order 28: Cultural Resource Management Director's Order #28: Cultural Resource Management as well as follow the guidelines set out in Part III, Chapter 8 of the National Park Service Museum Handbook, “Using Museum Collections in Historic Furnished Structures,” CHAPTER.

· The project will include working around museum objects, archives, and manuscript collections. The Contractor will adhere to National Park Service Director’s Order 28: Cultural Resource Management Director's Order #28: Cultural Resource Management as well as follow the guidelines set out in Part I of the National Park Service Museum Handbook Museum Handbook Part I: Museum Collections - Museums & Collections (U.S. National Park Service).

· The project will include working with NPS specific policies and guidelines. The Contractor will adhere to National Park Service Director’s Order 28: Cultural Resource Management Director's Order #28: Cultural Resource Management as well as follow the guidelines set out in Part I, II, and III of the National Park Service Museum Handbook Museum Handbook - Museums & Collections (U.S. National Park Service).

· Files should be delivered in a .pdf format and physical copies should be delivered via courier service or equivalent to the park. If the physical copies cannot be delivered in person, it should be shipped securely with a verified receipt.

· The Contractor will produce all final deliverables for this project to include the Collection Management Plan and all related appendices.

· The Contractor will conduct on-site photography that will be included in the CMP.

· The Contractor will produce both digital and physical copies of the CMP. The digital copy will be in .pdf format. The Contract will print two (2) physical copies to be in paper format, using archival quality paper for use in the park’s archives.

· The Contractor shall provide proof of general liability insurance coverage at an amount to be agreed upon by the NPS and the Contractor.

· The Contractor will provide monthly progress reports to the NPS to provide timely updates.

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):

· Scope of Collection Statement (SOCS).

· Previous Museum Collection Management Plan (MCMP).

· Collection Storage Plan (CSP).

· Security and Fire Protection Survey (SFPS).

· Structural Fire Plan (SFP).

· Museum Emergency Operation Plan (MEOP).

· Integrated Pest Management (IPM) Plan.

· Museum Housekeeping Plan (MHP).

· Collection Condition Survey (CCS).

· Museum Facility Protection Plan (MFPP).

· Historic Furnishing Report (HFR).

· Environmental monitoring records.

· Annual Inventory of Museum Property.

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

· Checklist for the Preservation and Protection of Museum Collections.

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

· 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 CMP 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 on-site:

· 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 CMP, as requested.

PROJECT SCHEDULE AND SUBMISSION OF DELIVERABLES

The Contractor will submit a proposed timeline, which will be approved by NPS. The following schedule is a suggested timeline. The schedule may change due to external factors, including the ability to travel and access storage and exhibit spaces at MALU. All work will be completed no later than one year from the kick-off meeting. The NPS shall provide consolidated comments within the stated review period of any submissions.

STIPULATIONS

· All documentation (metadata, photographs, care & instructions) produced in connection with this project are to become the property of NPS. All documentation shall be delivered to the NPS during the lifecycle of the project based upon the mutually agreed schedule. Restricted access materials will be marked. The completed documentation may be used and reproduced in any fashion that the NPS chooses, with appropriate consideration given to confidential information and credit given to the necessary entity.

· The Contractor's quality control efforts shall ensure that all draft and final deliverables are completed documents, as specified, that have been reviewed for academic excellence, professional and copy quality, and technical accuracy. Documents not displaying such efforts will not be accepted.

· The Contractor will not subcontract any portion of this project without prior NPS approval.

REQUIRED CONTENTS OF PROPOSAL

1. Statement of the proposal / Project approach

2. Project team: Identify the assigned key personnel, with brief resumes confirming that relevant disciplines are part of the team and that key personnel.

3. Cost Proposal: Project fees must include the entire scope of work and final deliverables, in a matrix format with hourly rates for assigned staff, noting tasks and subtasks.

Fee and Payment:

Progress payments to the Contractors shall be made based on proper and acceptable invoices submitted consistent with the quality requirements described in the Special Considerations below.

POINTS OF CONTACT:

Christina Kirby, 404-596-3282, christina_kirby@nps.gov Ash Phillips, 404-550-7858, ashley_phillips@nps.gov image1.jpg