140P5420R0016 Attachment 0001-SOW.pdf

SCOPE OF WORK

CATALOG ARCHIVES FOR SAN JUAN NATIONAL HISTORIC SITE

I. CONFIDENTIALITY

The information developed under this contract is the property of the United States government and shall be kept in strict confidence.

II. BACKGROUND

San Juan National Historic Site (SAJU) is the only National Park Service unit in the Commonwealth of Puerto Rico. The park includes three fortifications: Castillo San Felipe del Morro, Castillo San Cristóbal, Fort San Juan de la Cruz (El Cañuelo), and most of the wall that surrounded Old San Juan until 1897. The site was established in 1949, although the land belonged to the US Army. In 1961, the Army transferred ownership of the fortification system to the Department of the Interior as part of the National Park System. The fortification system is by far the best-preserved example of Spanish military architecture adapted to the Caribbean and American context. The oldest fortification is El Morro (c1540), followed by El Cañuelo (c.1610), and San Cristóbal (1625). The city walls were started c1585 and were completed by 1792. Although there were later additions and changes to the fortifications, the system as we know it, was completed in this period.

In 2016, the park contracted an Archival Survey (attachment 2 of the solicitation). The survey identified the need to process about 317 lineal feet of different park records with bulk dates of 1860-2016. The majority of the records are park produced and related to NPS management of the fortification system. Other records include archival material donated or acquired from other repositories or individuals. These are a minimal portion of the collection. A substantial portion of the objects to be processed include the photographic prints and the architectural drawings.

These two sets of archival holdings need to be culled, duplicates disposed of, and processed.

III. LOCATION

The archival collection is located at the Cultural Resources Management Division offices, in the Visitor Center (Building 213). The Visitor Center is in Castillo San Cristóbal right at the entrance to Old San Juan. Other locations with potential archival materials are the Maintenance Headquarters Building at Polvorín de Santa Elena (a mile away from the Visitor Center). The address for the park is:

San Juan National Historic Site 501 Calle Norzagaray San Juan, Puerto Rico 00901

Work will be conducted off-site at the contractor’s secure facility. The contractor will be responsible for transport of the collection to and from San Juan National Historic Site.

Contractor must exercise an extreme amount of care to protect the artifacts against the many potential dangers that could harm these often-irreplaceable items while in transit.

IV. PROJECT SUMMARY OF WORK

Work consists of following the processing plan developed in 2016, for the arrangement, processing, rehousing, describing and cataloging the park’s archival collections consisting of approximately 160 LF of archival items in the first phase of this project with an option year that includes a second phase to complete the work by adding the final 157 LF (total for the collection is 317 LF). Collection includes photographs, architectural drawings, and files that have been accumulated by the park throughout the years, which document the different undertakings of the different offices within park. Contractor will identify and separate duplicates from the architectural drawings and photographs. The archival materials were scattered throughout the different offices and divisions. In some cases, they sat for over 15 years in file cabinets. The exposure to non-regulated environmental controls had adverse effects on some of the objects and archival documents. Rehousing the collection utilizing proper archival materials as the documents are arranged and cataloged, is critical in order to stabilize the objects and mitigate any additional deterioration or damage. This project will gain intellectual and physical control over the unprocessed park archival materials. Arrangement, rehousing, and description of these records will improve access and long-term preservation of these valuable resources. Work shall be performed to NPS and professional archival standards. Although this project has no active intervention (conservation) component, information gathered during the project will be applied to future planning for preservation.

V. STANDARDS

The work of this project will entail full processing, rehousing and cataloging to, at minimum, NPS standards as stated in. Although a specific section may not be listed below, practices found in the NPS Museum Handbook apply:

Museum Handbook, Parts I-III 3 https://www.nps.gov/Museum/publications/handbook.html

Museum Handbook, Part I: Appendix J (https://www.nps.gov/Museum/publications/MHI/Appendix%20J.pdf)

Museum Handbook, Part I: Appendix R (https://www.nps.gov/Museum/publications/MHI/Appendix%20R.pdf)

Museum Handbook, Part II: Museum Records – (https://www.nps.gov/museum/publications/MHII/mushbkII.html)

Museum Handbook, Part II: Appendix D (https://www.nps.gov/Museum/publications/MHII/mh2appd.pdf)

NPS Conserve-O-Grams (https://www.nps.gov/museum/publications/conserveogram/cons_toc.html)

VI. SCOPE OF WORK

1. Inventory and survey the collections: Although the collections were surveyed in 2016, the contractor will document the order in which the collections are found.

2. Physically reorganize the collections using the 2016 Archival Collections Processing Plan:

The Contractor will implement the physical arrangement of each collection according to provenance and function of the materials within each grouping based on the approved processing plan and the following steps:

a) Arrange collection in accordance with hierarchy that will be approved by the park;

b) Cull duplicate and non-relevant materials from the collection. Disposition of these materials will be overseen and only culled upon approval by the NPS COR. Contractor will consult regularly with designated SAJU staff as the project progresses regarding any questions related to the arrangement and identification of materials.

3. Rehouse the collections: Contractor will complete the physical processing (rehousing) of the archival materials. Contractor will purchase the necessary acid-free, museum quality archival processing supplies such as archival storage boxes, file folders and jackets, oversize storage folders, etc. Contractor will consult with SAJU staff regarding the sizes and arrangement of these materials. Contractor will use box and folder labeling formats previously developed by SAJU staff, which will be provided. Other standards to follow include:

Cleaning: Documents will be surface cleaned as necessary.

Conservation needs: Evidence of infestation, mold, or mildew, and all documents with apparent conservation needs will be documented in a “Conservation Concerns” appendix to the project’s completion report.

Fasteners: All pins, paper clips, twine, brads, rubber bands, rusted staples, and other fasteners will be removed without causing damage to the materials. When necessary to maintain connections between items found attached to each other by a paper clip or other such fastener, those items will be placed in an acid free folder insert inside the main folder.

Folded documents: Folded documents will be unfolded and left in place or removed to oversize storage and cross-referenced with a separation sheet.

Fragile and highly acidic items: Items in delicate condition and of high acidic composition, such as newspaper clippings, will be removed from close contact with other items by interleaving with acid-free paper where appropriate. If condition permits, photocopies will be made of these items for inclusion in the folders.

Photographs: Photographs that are glued or otherwise attached to pages of reports will be interleaved with unbuffered paper where appropriate.

4. Processing and Cataloging: Contractor will catalog (describe) the collection for every hierarchical level above the file unit level (i.e., the collection level, the series level, the subseries level, the sub-subseries level, etc., as appropriate). Contractor will follow the express instructions of designated SAJU staff regarding the handling and cataloging of photographs, drawings, maps, and other related materials.

The archival materials will be cataloged according to NPS guidelines and following the 2016 Processing Plan.

The contractor will enter identifying information into the cataloging spreadsheet provided by the NPS (see attached Cataloging Spreadsheet Template). All fields will be completed utilizing specified formatting.

Archival materials will be labeled with the corresponding NPS catalog number and sub-numbers (i.e., “SAJU ####.##”).

Labels will be made to the folder level, unless there is an individual item such as a book.

5. Create Finding Aids for the records: The contractors will provide intellectual access through the creation of finding aids in accordance with the 2016 processing plan. Existing finding aids will be updated to incorporate the materials into the existing archival collection. Additional finding aids may be developed, as processing of the collection advances. The finding aids shall comply with Section 508 Accessibility Standards for posting on the internet. The finding aids will be developed in coordination with SAJU staff and will be reviewed and approved by the NPS COR (see attached Finding Aid examples). Contractor shall incorporate changes, as requested. The finding aids will include:

Title page

Table of Contents

Copyright and Restrictions (standard language provided by NPS)

Collection History

Scope and Content (title, catalog number, accession number, volume, description, organization, provenience, restrictions)

Hierarchy

Series Descriptions

Container List (by Series including Box numbers, locations, folder titles, materials, formats, dates)

Appropriate appendices

6. Project Completion Report:

The Contractor will, at the conclusion of the project, produce a completion report which will include, but not be limited to: Acknowledgements, Executive Summary, Methodology, Accomplishments and Conclusions, Recommendations, Conservation Concerns, Processing Plan, and Bibliography.

VII. GOVERNMENT RESPONSIBILITIES

A. Prior to bid, the Government will be available for a scheduled walk-through so that the contractor may examine the records to be processed under the project, if desired.

B. The Government will supply the contractor with an ICMS compatible Excel spreadsheet for collecting specified catalog information for each of the archival collections.

C. The Government will provide the contractor with the NPS formatting guidelines for the archival materials finding aids.

D. The Government will provide the necessary loan paperwork for objects while they are processed off site.

E. The Government will provide access to relevant park library and archives materials for purposes of related research and collection background information.

F. The Government will provide feedback on submittals as outlined in Section IX.

G. The Government will provide the contractor with the AAM Standard Facility Report template.

H. The Contracting Officer’s Representative (COR) is empowered to inspect and evaluate all work of this Contract for compliance with terms of this Scope of Work. Contact information for the government representative who will serve as COR for this project will be provided in the form of a COR Appointment Letter after award phase.

I. Acceptance of the work of this contract and any changes to the terms of this contract shall be made in writing only by the Contracting Officer.

VIII. CONTRACTOR RESPONSIBILITIES

A. Contractor shall accomplish the work in its own secure facility. Prior to execution of work, the contractor shall provide a description of the facility where activities are to be performed, including submitting to the NPS an American Alliance of Museum (AAM) Standard Facility Report addressing various variables including climate control, security and fire detection systems.

B. Contractor will provide archival supplies that adhere to NPS standards.

C. Contractor shall accomplish the work using contractor-owned or -leased hardware and software. Standard software programs appropriate to this project are Microsoft Excel and Word 2010 or later for Windows.

D. Contractor shall obtain access to or copies of (as appropriate) supporting documentation including, but not restricted to, the NPS Museum Handbook, Part I: Museum Collections, NPS Museum Handbook, Part II: Museum Records, and NPS Conserve-O-Grams via the Internet (see above cited URLs).

E. At minimum, packing, handling, and transportation of the Government collection shall be executed in accordance with Museum Handbook II, Chapter 5: Outgoing Loans, https://www.nps.gov/museum/publications/MHII/mh2ch5.pdf. Arrangement for pickup and drop off will be made with the NPS COR and will occur during regular curatorial staff hours, Monday through Friday, 9:00 AM – 4:00 PM.

F. Contractor shall complete the following documents for each collection, as described in Section VI Scope of Work:

(2) NPS Cataloging Spreadsheets (digital files)

(2) Finding Aids (digital files and hard copies)

(1) Project Completion Report (digital file and hard copy)

G. Work of the contractor will be performed in accordance with all applicable Occupational and Safety Health Administration (OSHA) regulations.

IX. WORK AND PAYMENT SCHEDULE:

Period of Performance: 7-1-2020 – 6/30/2022

Work Element Completion Schedule Contractor Picks-up/ships collection to Contractor’s secure facility

Within 14 calendar days of period of performance start date

Contractor completes Inventory & Survey of the Collection, corroborates 2016 Processing Plan, and submits any proposed changes to the NPS

Within 30 calendar days of receiving collections at the contractor’s facility

NPS reviews proposed changes to the 2016 Processing Plans and submits required changes for approval

Within 14 calendar days of receiving proposed changes Processing Plans

Contractor incorporates necessary changes to the processing plans and submits final drafts to NPS

Within 7 calendar days of receiving requested changes from the NPS

Contractor processes, rehouses, and catalogs the first 160 LF of archival materials

Within 150 calendar days of receiving NPS approval of the Processing Plan final drafts.

Contractor Submits Draft NPS Catalog Spreadsheets for each collection

Within 14 calendar days of completing collection processing, rehousing, and cataloging.

NPS reviews cataloging spreadsheets Within 14 days of receipt Contractor submits Drafts of each Finding Aid

Within 30 calendar days of completing collection processing, rehousing, and cataloging.

NPS reviews Finding Aid drafts and submits requested changes for approval

Within 14 calendar days of receipt

Contractor submits all deliverables including final Finding Aids, catalog spreadsheets, and project completion report; and collections are returned to & received by the NPS

Within 365 calendar days of period of performance start date

Schedule of Partial Payments:

Contractor may invoice the Government at completion of milestones outlined below. Contractor shall include a log of work performed with each invoice. Progress shall be verified with log of work and monthly reports.

1. 20% after Inventory & Survey of the Collection are completed and reviewed Processing Plan drafts approved by NPS.

2. 30% after arrangement and rehousing of collection is complete.

3. 20% after cataloging worksheets approved and edits to final drafts of finding aids approved.

4. 20% after final draft of finding aids are approved.

5. 10% after submission of all deliverables including final Finding Aids, catalog spreadsheets, and project completion report; and collections are returned to & received by the NPS.

X. PROJECT REPORTS

Written progress reports will be submitted to the NPS COR monthly via email in Windows MS Word 2010 or later format. Each monthly progress report will be a narrative that will include, but not be limited to, the status of each of the elements in the Description of Work with statistical summaries stating the following: (1) total quantity of materials surveyed; and/or (2) total quantity of materials organized, re-housed, and recorded in the NPS catalog spreadsheet.

XI. SCHEDULE, PERSONNEL, AND QUALIFICATIONS

A. The contractor will provide a detailed explanation of the circumstances necessitating schedule slippages and a revised project schedule.

B. Key Personnel

1. The Contractor shall assign to this contract the following key personnel (to be completed at contract award):

Job Title:

Name:

2. The Contractor shall make no substitutions of key personnel unless the substitution is necessitated by illness, death, poor performance, or termination of employment. The Contractor shall notify the Contracting Officer within 15 calendar days after the occurrence of any of these events and prior to making any permanent substitutions.

3. The Contractor shall provide a detailed explanation of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any additional information requested by the Contracting Officer. Substitutes should have comparable qualifications to those of the persons being replaced. This section will be modified to reflect any approved changes of key personnel.

C. Qualifications- The contractor will provide a qualified archivist to perform the work. For this project, a qualified archivist is defined as:

1. An MLIS with a concentration in Archives, and proven, hands-on experience surveying, processing archives (processing plans, developing hierarchies, etc.). Ideally, an archivist acquires a bachelor's degree in library science or archival science.

Concentrations, specializations, minors and classes focusing on archival studies can also help archivists gain a solid understanding of the field.

2. An archivist who have acquired voluntary certification with the Academy of Certified Archivists. The designation of Certified Archivist can be obtained by anyone with a master's degree in archival studies and a year of work experience. Anyone with a master's degree in a field other than archival studies needs two years of work experience with an active ACA certification.

3. Personnel assigned to the project shall have at a minimum, a graduate degree on archival studies.

XII. INSURANCE REQUIREMENTS

A. In addition to insurance as outlined in DIAR 1452.228-70, the contractor must provide an insurance policy that includes a clause that shows protection for objects is “wall to wall” or “nail to nail,” which ensures Government property is covered from the time it leaves its normal repository at the park until its return. The policy will be in effect during packing, shipping, temporary storage, and during the period of the loan.

XIII. DATA AND COPYRIGHTS

A. Written permission of the Contracting Officer is required to assert copyright in data first produced in the performance of this contract, except for scientific and technical articles based on or containing data first produced in the performance of this contract and published in academic, technical or professional journals, symposia proceedings or similar works.

XIV. CONTACTS

The Contract Officer’s Technical Representative (COR) and Primary Contact for San Juan National Historic Site will be disclosed after award phase

XV. OPTION 1:

Complete the arrangement, processing, rehousing, describing and cataloging of the park’s archival collections consisting of approximately 157 LF, using the same process described above. The park may extend the current contract for an additional 365 days to complete processing of archival materials.