Project Coordinator for NARA Artifacts RFQ (DN).docx

COMBINED SYNOPSIS/SOLICITATION

REQUEST FOR QUOTATION (RFQ)

Artifact Conservation Project Coordinator

Questions Due

Quotations Due

(i) STATEMENT OF COMBINED SYNOPSIS/SOLICITATION This is a combined synopsis/solicitation for commercial products or commercial services prepared in accordance with the format in FAR subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes only solicitation; quotations are being requested and a written solicitation will not be issued.

(ii) SOLICITATION NUMBER AND TYPE

· Solicitation Number: 88310327Q00012

· Solicitation Type: This solicitation is issued as a Request for Quotation (RFQ).

· Acquisition Authority: RFO Part 12 (Acquisition of Commercial Products and Commercial Services)

· Resulting Instrument: NARA intends to establish a fixed-price ordering mechanism with a project coordinator for the National Archives and Records Administration Conservation initiatives.

(iii) APPLICABLE FEDERAL ACQUISITION CIRCULAR This solicitation document and the incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2026-01, effective March 13, 2026

(iv) SET-ASIDE, NAICS CODE, AND SIZE STANDARD

· Competition: This acquisition is full and open. It is not set aside for small business; however, NARA recognizes that the conservation industrial base consists predominantly of small businesses, independent practitioners, and nonprofit Regional Conservation Centers, and strongly encourages all such entities to respond.

· NAICS Code: 541990 — All Other Professional, Scientific, and Technical Services.

· Small Business Size Standard: $9.0 million in average annual receipts

· Product Service Code (PSC): R499 — Support-Professional: Other

(v) CONTRACT LINE ITEM NUMBERS (CLINs) This RFQ establishes the Pool only; no funds are obligated and no work is authorized by formal request from the National Archives and Records Administration (NARA) Contracting Officer’s representative or an Warranted NARA Contracting Officer. The following notional CLIN framework will be used at the call level:

Project Coordinator to support the conservation of Federally owned records and Artifacts at the National Archives and records Administrations and Presidential Libraries.

Project Coordinator to support the conservation of Federally owned records and Artifacts at the National Archives and records Administrations and Presidential Libraries.

Project Coordinator to support the conservation of Federally owned records and Artifacts at the National Archives and records Administrations and Presidential Libraries.

· Period of Performance of this order: One (1) base year from the date of establishment, with two (2) one-year option periods, for a total term of five (5) years.

· Estimated Value order: The total estimated value of all coordinator and directly related support to be ordered will not exceed the expressed values. This figure is an estimate only and does not constitute a guarantee of any minimum or maximum order value.

(vi) DESCRIPTION OF REQUIREMENTS A. Statement of Work - Project Coordinator for Artifact Conservation

1.0 Background

The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience.

The National Endowment for the Humanities (NEH) and NARA have a partnership for the initiative “Conserving the National Artifact Collection of the Presidential Libraries and Museums at the National Archives and Records Administration”, over the 3-year period Sept. 2026 – Sept. 2029 to support an unprecedented major campaign of artifact conservation activities to include all 16 Presidential Libraries. In documenting Presidential administrations from Herbert Hoover through Joseph Biden, these unique collections dually serve as archival repositories and history museums with major, diverse artifact collections. The artifacts include gifts of state received by the President in the course of his official duties, as well as gifts from the American people and personal and family items that provide insight into the President’s life and career. Located around the country, NARA’s 13 Presidential Libraries and Museums together welcomed more than 1.1 million visitors in 2024 and all 16 collections actively provide access to their artifacts through loans.

This partnership will meaningfully advance artifact conservation of significant artifacts. The conservation priorities include important objects needed for a variety of uses, including A250 exhibitions, upcoming anniversary celebrations, permanent exhibitions and inclusion in loan programs. The funding will support contract conservation activities, as well as several paid conservation placements for graduate students, and two conservation forums to present the results of conservation project activities to NARA staff and professional colleagues.

2.0 Objectives

3.0 Scope

4.0 Tasks

4.1 Task Areas

Task 4.1.1 Project Tracking and Documentation Develop documentation to track the global initiative and individual project progress from inception to completion.

Develop documentation templates for activity reports.

Task 4.1.2 Communication and Coordination Remain in regular communication via meetings and email with the Project Team and individual POCs for projects.

Assist the Project Team with scheduling and organizing two annual conservation forums.

Schedule and attend meetings.

Task 4.1.3 Report and Document Preparation and Review With the guidance of the Project Team, assist with preparation of statements of work for conservation vendors.

With the guidance of the Project Team, organize and review incoming bid proposals for completeness; assist with preparation of narrative project and budget reports.

Prepare presentations.

Task 4.1.4 Outreach May assist with outreach communications about the project.

5.0 Delivery

Deliverables: The contractor must deliver documentation tracking project progress, report templates, draft statements of work, draft narrative and budget reports, and presentations as requested by the Project Team.

Delivery time: Deliverables will be provided on an ongoing basis according to schedules established by the Project Team.

Delivery location: The Project Coordinator will report to the COR and work closely with the Preservation Program Officer and the Office of Presidential Libraries Director of Operations.

6.0 Deliverable Schedule

7.0 Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, GFI) The Government will provide Government-Furnished Equipment (GFE) including a NARA-issued laptop, access to NARA's internal communication and scheduling tools, and authorized access to NARA sites as needed to fulfill contract obligations.

8.0 Place of Performance

Work will be performed remotely; occasional in-person meetings may be required.

9.0 Period of Performance

The performance of duties is estimated to require 40 hours/month (on average), over a 36-month duration during the period November 2026 through Sept. 30, 2029.

10.0 Compensation structure

The contractor will be paid on a fixed price fee-for-services basis. All services will be derived from the labor rates identified in the CLIN plus and other direct costs to include travel and materials.

11.0 Qualifications/ Knowledge Required by the Position

The Contractor must have the following qualifications and demonstrated capabilities:

· Candidates must hold a college degree in a Humanities subject area or equivalent experience relevant to the work described.

· Candidates must have at least 10 years of professional experience in working in the culture sector at a heritage organization like a museum, library, or archives.

· Must have demonstrable ability to organize tasks and priorities

· Must demonstrate the ability to provide oral and written communication skills.

· Candidates must have experience with the full range of office computer applications (including the MS Office suite).

The provision at RFO 52.212-1 applies to this acquisition and is incorporated by reference, as modified by the following addendum. Throughout this solicitation, the terms "offer," "offeror," and "proposal" in RFO 52.212-1 shall be read as "quotation," "quoter," and "quotation," respectively.

Addendum to RFO 52.212-1

1. Guiding Principle — Minimal Burden. NARA has deliberately designed this submission to be as light as possible. No pricing, no technical narrative, no management plan, and no page-count-heavy proposal is requested at this stage. Quoters should submit only the qualification materials described below. Pricing will be requested only at the individual call level.

2. SAM Registration. Quoters must have an active registration in the System for Award Management (SAM) at www.sam.gov, with a Unique Entity ID (UEI), at the time of BPA establishment. Registration is free. Quoters not yet registered are encouraged to begin the process immediately, as it may take several weeks. Independent practitioners may register as sole proprietors.

3. Submission Method. Quotations shall be submitted by email only to Damon.nevils@nara.gov. The subject line shall read: "RFQ 88310300012 - Artifact Conservation Project Coordinator — Vendor Name." Attachments shall be in PDF format and shall not exceed a total of 25 MB per email; multiple emails are permitted if clearly numbered (e.g., "1 of 2").

4. Content of Quotation. The quotation shall consist of the following three components. There is no minimum page count; quoters are encouraged to be concise.

· Component 1 — Cover Sheet (1 page). Using the format at Attachment A, provide:

· Legal business name, address, UEI, and CAGE code (if assigned);

· Point of contact name, phone, and email;

· Business size and type (small business, independent practitioner, nonprofit Regional Conservation Center, other);

· Whether the quoter can perform work at its own or require space at a NARA Facility, or both;

· A statement that the quoter agrees to the terms of this solicitation and the resulting BPA.

· Component 2 — Recent Experience and Past Performance (recommended 3–8 pages). Provide a brief description of three (3) to five (5) conservation projects completed within the past five (5) years that are similar in nature to the work described in Section (vi). For each project, include:

· Client/institution name and point of contact (name, title, phone, email);

· Date(s) of performance and approximate value (a range is acceptable);

· Type(s) of artifact(s) and material(s) treated and the specialty area(s) demonstrated;

· A short narrative (one to two paragraphs) of the scope, including assessment, treatment, and documentation performed;

· Whether the work was performed on-site, in-studio, or both, and whether it involved transport of the artifact(s).

· Museum, archival, and cultural-heritage institution clients are preferred but not required. Work for federal, state, local, tribal, academic, private-collection, or nonprofit clients is all acceptable.

· NARA may contact the references provided, may use the Contractor Performance Assessment Reporting System (CPARS), and may use any other information available to the Government in evaluating past performance. Quoters need not submit CPARS reports or past performance questionnaires.

· Component 3 — Certifications and Qualifications of Key Personnel (no page limit; typically 2–6 pages). For each proposed Project Coordinator, provide:

· Full name and specialty area(s);

· A current résumé or curriculum vitae (a brief CV of 1–3 pages is sufficient);

6. Questions. Questions regarding this solicitation shall be submitted in writing by email to the Contracting Officer no later than November 4, 2:00 PM Eastern Time. Answers to all questions received will be posted as an amendment to this notice on SAM.gov. Quoters are responsible for monitoring SAM.gov for amendments.

7. Late Quotations. Quotations received after the due date and time may be considered at the discretion of the Contracting Officer if doing so would not unduly delay the award; however, quoters should not rely on this discretion.

(ix) RFO 52.212-2, EVALUATION — COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (Tailored) The provision at FAR 52.212-2 applies to this acquisition, tailored as follows:

(b) Evaluation Factors. Each quotation will be evaluated on the following factors. A quotation must be rated "Acceptable" on all three factors to be admitted to the Pool. Admission will be granted by specialty area; a quoter may be admitted in some specialty areas and not others.

(b) Ratings.

· Acceptable: The quotation meets the standard for the factor.

· Unacceptable: The quotation does not meet the standard, or the information provided is insufficient to determine that the standard is met.

· Neutral (Factor 2 only): No relevant past performance information is available; treated as Acceptable.

(c) Clarifications. The Government may, but is not obligated to, seek clarifications from quoters regarding missing or ambiguous information. The Government reserves the right to admit quoters to the Pool without seeking clarifications.

(d) Responsibility. Prior to award establishment, the Contracting Officer will confirm each quoter's active SAM registration and review exclusion records in accordance with RFO FAR 9.104 and 9.405.

(x) RFO 52.212-4, CONTRACT TERMS AND CONDITIONS — COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (with Addendum) The clause at FAR 52.212-4 applies to this acquisition and to each BPA and call issued hereunder, and is incorporated by reference, as modified by the following addendum.

1. Invoicing and Payment. Invoices shall be submitted electronically to and shall include: Award number, description of services, period of service, and the COR's name. Payment will be made in accordance with the Prompt Payment Act and RFO FAR 52.232-33.

2. Deliverables and Data Rights. All reports, photographic documentation, condition assessments, and related records produced under any call are deliverables belonging to the Government. NARA retains unlimited rights in all documentation in accordance with FAR 52.227-14. The Contractor may retain copies for its professional records and may reference the work in its professional portfolio only with NARA's prior written consent, which shall not be unreasonably withheld.

3. Publicity and Confidentiality. The Contractor shall not publish, present, or publicly disclose information regarding NARA artifacts or treatments without prior written consent of the COR. Certain artifacts may be subject to security, loan, or donor-restriction requirements that will be communicated at the call level.

4. Contracting Officer's Representative. A COR will be designated in writing at Award establishment. The COR is responsible for technical oversight, inspection, and acceptance, but has no authority to change the scope, price, terms, or period of performance.

5. Option to Extend the Award. NARA may extend the Award for each of the option periods identified in Section (v) by providing written notice to the Contractor prior to the expiration of the then-current term, in accordance with FAR 52.217-9.

6. Federal Travel Regulation. Travel required for on-site work will be reimbursed at actual cost not to exceed the applicable per diem and mileage rates in the Federal Travel Regulation, when authorized in the call.

(xi) RFO FAR 52.212-4, CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS — COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES The clause at RFO FAR 52.212-4 applies to this acquisition and to each BPA and call. The Contracting Officer has determined that the following RFO FAR clauses cited in 52.212-4 are applicable and are incorporated by reference Paragraph (a) Provisions

· 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

· 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities

· 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

· 52.204-27, Prohibition on a ByteDance Covered Application

· 52.204-30, Federal Acquisition Supply Chain Security Act Orders — Prohibition

· 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations

· 52.233-3, Protest After Award

· 52.233-4, Applicable Law for Breach of Contract Claim Paragraph (b) clauses 52.203-6, Restrictions on Subcontractor Sales to the Government, with Alternate I

· 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards

· 52.209-6, Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

· 52.219-6, Notice of Total Small Business Set-Aside — Not applicable (full and open)

· 52.219-8, Utilization of Small Business Concerns

· 52.219-28, Post-Award Small Business Program Representation

· 52.222-3, Convict Labor

· 52.222-19, Child Labor — Cooperation with Authorities and Remedies

· 52.222-21, Prohibition of Segregated Facilities

· 52.222-26, Equal Opportunity

· 52.222-36, Equal Opportunity for Workers with Disabilities

· 52.222-50, Combating Trafficking in Persons

· 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving

· 52.225-13, Restrictions on Certain Foreign Purchases

· 52.232-33, Payment by Electronic Funds Transfer — System for Award Management

(xii) ADDITIONAL CONTRACT REQUIREMENT(S), TERMS, AND CONDITIONS The following additional FAR provisions and clauses apply and are incorporated by reference:

Provisions:

· 52.204-7, System for Award Management

· 52.204-16, Commercial and Government Entity Code Reporting

· 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment

· 52.204-26, Covered Telecommunications Equipment or Services — Representation

· 52.204-29, Federal Acquisition Supply Chain Security Act Orders — Representation and Disclosures

· 52.209-7, Information Regarding Responsibility Matters 52.217-5, Evaluation of Options

· 52.233-2, Service of Protest — Protests shall be served on the Contracting Officer at the address in Section (xvi).

Clauses:

· 52.204-13, System for Award Management Maintenance

· 52.204-18, Commercial and Government Entity Code Maintenance

· 52.204-21, Basic Safeguarding of Covered Contractor Information Systems

· 52.217-9, Option to Extend the Term of the Contract — The Government may extend the term of this BPA by written notice to the Contractor within 30 days prior to expiration; the total duration shall not exceed five (5) years.

· 52.228-5, Insurance — Work on a Government Installation — Minimum coverage as prescribed at FAR 28.307-2; fine-arts coverage to be specified at the call level.

· 52.232-18, Availability of Funds

· 52.232-39, Unenforceability of Unauthorized Obligations

· 52.232-40, Providing Accelerated Payments to Small Business Subcontractors

· 52.237-2, Protection of Government Buildings, Equipment, and Vegetation

· 52.237-3, Continuity of Services

· 52.242-15, Stop-Work Order

· 52.245-1, Government Property — Applicable to artifacts transferred to the Contractor's custody, as supplemented by the Addendum to 52.212-4, paragraph 2.

Agency-Specific Requirements:

· NARA Security and Access Requirements. Contractor personnel performing work on-site at PL facilities will be subject to NARA facility access procedures, which may include a background screening (e.g., NACI or equivalent) and issuance of a visitor or contractor badge. Specific requirements will be communicated at the call level.

· NARA Records Management. Contractor shall comply with NARA records management requirements for federal records created under the BPA, as specified at the call level.

· Section 508 Accessibility. Electronic deliverables (reports, photographic documentation) shall conform to applicable Section 508 standards (36 CFR Part 1194) to the extent practicable.

(xiv) DEFENSE PRIORITIES AND ALLOCATIONS SYSTEM (DPAS) RATING Not applicable. This acquisition is not rated under the Defense Priorities and Allocations System.

(xv)

· Hard-copy, facsimile, or hand-delivered quotations will not be accepted.

· The Government will acknowledge receipt of each quotation by return email within two (2) business days. Quoters who do not receive an acknowledgment should contact the Contracting Officer.

(xvi) POINT OF CONTACT Questions and quotations shall be directed to:

· Damon Nevils, Contracting Officer

· National Archives and Records Administration, Office of the Chief Acquisition Officer

· 8601 Adelphi Dr, College Park, MD 20740

· Email: damon.nevils@nara.gov

· Telephone: 301-837-0771

ATTACHMENTS

· Attachment A — Quotation Cover Sheet (fillable, 1 page)

ATTACHMENT A — QUOTATION COVER SHEET

Legal Business Name

Doing-Business-As Name (if any)

Business Address

Unique Entity ID (UEI)

CAGE Code (if assigned)

Point of Contact (name, title)

Phone / Email

Authorized Signature / Date

End of Combined Synopsis/Solicitation