A04_NAMA_Records_FY21_Statement_of_Work.docx

United States Department of the Interior

NATIONAL PARK SERVICE

Interior Region 1- National Capital Area Museum Resource Center 3300 Hubbard Road Landover Maryland, 20785

STATEMENT OF WORK

National Mall and Memorial Parks Federal Records Organizing, Rehousing & Box Inventory

I. BACKGROUND

As an administrative unit of the National Park Service (NPS) Interior Region 1- Nation Capital Area (NCA), National Mall and Memorial Parks (NAMA) is responsible for more than 1,000 acres of parkland containing many of the United States’ most iconic monuments and memorials as well as significant natural and cultural resources. Located in the core of the nation’s capital, NAMA administers, interprets, maintains, and preserves the National Mall, Washington Monument, Lincoln Memorial, Thomas Jefferson Memorial, Franklin Delano Roosevelt Memorial, Vietnam Veterans Memorial, Korean War Veterans Memorial, WWII Memorial, Ford’s Theatre, Belmont-Paul Women’s Equality National Monument, East and West Potomac Parks, Constitution Gardens, and many other historic sites, memorials, statues, and parklands. The park also manages multiple museum collections associated with its sites.

The park has approximately 330 linear feet of records that document the work of the National Park Service in managing critical cultural, natural and informational resources, as well as administrative records which are housekeeping records that document the processes of performing work such as human resources, budget, and contracting.

The majority of the records were recently surveyed and are ready for organization, rehousing and preparation for transfer to the Federal Records Center.

II. DESCRIPTION OF SERVICES REQUESTED

The Contractor, independently and not as an agent of the government, shall provide all travel, shipping, personnel, and professional services required to organize, rehouse, and prepare detailed folder-level box inventories for approximately 330 linear feet of records in line with the General Provisions and the Tasks and Deliverables sections of this Statement of Work (SOW). All work shall be done in accordance with guidance from the Federal Records Center at: Records Transfer to a Federal Record Center | National Archives

The scope of this project includes the following:

1. Retrieve records from the NPS Museum Resource Center and transport them to the contractor’s work facility. The work facility must be a secured, climate-controlled facility with fire suppression.

2. Physically organize the records for transfer according to the NPS Service-wide Records Schedule (N1-79-08-1) by separating the records having the same disposition authority code into series. Each item or subordinate item in the records disposition schedule represents a series. Identify and separate the records into series by records schedule item number and cutoff date. Each series will be handled as a separate transfer. Each transfer must consist of at least one box and normally only one closing year date for a series of records.

3. Pack and label the boxes and pallets using boxes and supplies provided by the park. Boxes, labels and other packing material will be provided by the park to comply with guidance from the Federal Records Center. As part of the packing process, the contractor shall do the following:

· 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 and rolled documents: Folded and rolled documents will be opened and left in place or removed to oversize containers 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.

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

4. Prepare a detailed folder-level box inventory for each box to identify contents to expedite future retrievals from the Federal Records Center.

5. Return records to the NPS Museum Resource Center.

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).

III. GENERAL PROVISIONS

1.) All contracting staff must be able to pass NPS background investigations.

2.) Location: Work will take place primarily at the Contractor’s work facility, provided it is a secure, clean, and climate-controlled facility. Access to the facility should be restricted to the contractor’s own staff. The Contractor shall coordinate with the park and regional museum staff to retrieve the records from the Museum Resource Center, 3300 Hubbard Road, Landover, MD 20785. Upon completion of the project, the contractor shall return the records to the Museum Resource Center.

3.) Style, Usage, and Grammar: The Contractor must develop, edit, and format all labels, forms, and box inventories in a consistent manner and using style, usage, and grammar 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 top, bottom, left and right margins to 1 inch.

· Align paragraphs to the 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.

4.) Standards: The work shall be conducted according to DOI, NPS, NARA, and Society of American Archivists standards.

a. Director’s Order 11D: Records and Electronic Information Management https://www.nps.gov/subjects/policy/upload/DO_11D_1-6-2012.pdf

i. Records and Electronic Information Management (REIM) Guide

ii. National Park Service-wide Records Schedule (N1-79-08-1)

b. Describing Archives: A Content Standard (DACS) (most current edition) http://files.archivists.org/pubs/DACS2E-2013_v0315.pdf

c. National Archives/Federal Records Center: Records Transfer to a Federal Record Center | National Archives

IV. TASKS, DELIVERABLES, AND PERIOD OF PERFORMANCE

Following the award of the contract, all work, including review and approval, shall be completed on or before August 31, 2022. 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:

In addition, the Contractor shall submit a monthly progress report to the COR and the NPS Project Manager via email in MS Word format. The progress report shall include the status of the work with statistical summaries stating the total extent of materials organized, rehoused and inventoried.

VII. INVOICING

Federal contracts require Contractors to use the System for Awards Management (SAM) at: www.sam.gov and the Invoice Processing Platform (IPP) at: www.ipp.gov. Following the submission of an invoice via the IPP, the Contractor should notify the COR via email.

Invoices must include the following information:

1. Company name and address

1. Invoice Date

1. Invoice Number

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

1. 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:

Sherri Miller Contracting Officer National Park Service 1100 Ohio Drive, SW Washington DC 20242 sherri_miller@nps.gov 202-505-0108

Contract Officer’s Representative (COR):

Laura Anderson Director, Museum Resource Center Region 1 - NPS National Capital Area Museum Resource Center 3300 Hubbard Road Landover, MD 20785 laura_anderson@nps.gov 202-380-6676

Project Manager/Park Contact:

Janet Folkerts Museum Curator National Mall and Memorial Parks 900 Ohio Drive, SW Washington, DC 20024 janet_folkerts@nps.gov 202-650-7640 image1.png image2.png