A04_SOW_(Attachment_1)_.pdf

STATEMENT OF WORK

Archival Services for

Harry S Truman National Historic Site

PMIS #222616

Confidentiality

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

I. Project Summary of Work

Work of this contract consists of a thorough survey of all offices at Harry S Truman National Historic Site (HSTR) to identify all resource management records for future accretion into the museum collection. Total records estimated at 100-300 linear feet including documents, drawings, maps, photographic and audiovisual materials. The National Park Service (NPS) defines resource management records as “valuable, continuously active records that document all cultural, natural and informational resources that are found within every unit of the National Park Service.”

This project will gain intellectual and physical control over unprocessed HSTR Resource Management Records. Among the formats to be anticipated are Therma fax paper, black and white and color prints and negatives, color slides, digital images, Polaroids, maps, and blueprints.

The survey will identify and establish a processing plan for HSTR management and enable future arrangement, rehousing, and description of these records to improve access and long-term preservation of documentary resources. Work shall be performed to NPS standards and professional archival standards (see section IV).

The work will be divided into two phases:

Phase I – Parkwide Archives Survey, Processing Plan, Identify Collections/Record Groups Phase II – Project Completion Report

II. Background History

Harry S Truman National Historic Site, located in Independence, and Grandview, Missouri, preserves homes and sites significant in the life of the 33rd president of the United States. Harry S Truman National Historic Site was authorized by Congress on May 23, 1983. Harry’s wife, Bess Truman, willed the Independence home and most of its contents to the United States of America upon her death in 1982.

The site has two units: the Independence unit, which includes the home of Bess (Wallace) Truman’s grandparents that later became the Truman family home at 219 North Delaware

Street; the Noland Home at 216 North Delaware Street where Truman’s aunt, uncle, and cousins lived during his courtship of Bess Truman; and 601 and 605 West Truman Road, where Mrs.

Truman’s brothers George and Frank and their wives lived. The Grandview unit, approximately 20 miles south of Independence, preserves the Farm Home where Truman lived from ages 22 to 33 (1906–1917).

During the Park’s 38-year history, no complete archival survey has been conducted. Some collections have been identified and cataloged, but many offices still contain Resource Management Records that need to be identified, both paper and digital.

III. Location

The materials in this project are currently housed at HSTR in various locations. Work shall be conducted on-site at HSTR. Park Headquarters is at 223 North Main St., Independence, MO.

IV. Standards

The work of this project will meet, at minimum, NPS standards as stated in. Although a specific section may not be listed below, practices found in the Museum Handbook Parts I and II apply:

Museum Handbook, Part I: Appendix J (https://www.nps.gov/museum/publications/MHI/MHI.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 ICMS Manual (https://www.nps.gov/museum/publications/ICMS.html) NPS Conserve-O-Grams (https://www.nps.gov/museum/publications/conserveogram/cons_toc.html)

Prior to entering a contract, the Contractor shall:

1) Provide vitae containing the relevant qualifications and experience of the Contractor and any other individuals who will be involved in the project, including an estimate of the nature and extent of their anticipated involvement. This will include references to similar work that clearly demonstrates an expertise in the cataloging of archives and completing work of this scope and character. Include a comprehensive work history that shows specialized training and/or education in the field of archives management.

2) Provide a list of references from archives professional with first-hand knowledge of work performed.

3) Provide a prior example of a Processing Plan for work completed

V. Execution of Work

Phase I – Parkwide Archives Survey, Processing Plan, ID Collections/Record Groups The work of Phase I will consist of the contractor traveling to HSTR to survey potential museum collections in all office spaces over 2-3 weeks, develop processing plan, identify individual collections, document their locations and current arrangement, and determine how they fit into the already established HSTR archival hierarchy. The NPS records schedule will also need to be considered when determining the appropriateness of materials for inclusion in the museum collection. An overview of such materials and plan for disposition of such records should be included in the processing plan. It is estimated that there is between 100-300 linear feet of HSTR records to be surveyed. Photographic documentation of projects involving historic structures are in digital format and stored on park servers. Contractor will help identify relevant digital collections, document the park’s current practices, and provide guidance on organization for future digital images.

Reorganization and rehousing recommendations will be according to provenance and based upon NPS standards as stated in NPS Museum Handbook, Part 1: Museum Collections (https://www.nps.gov/museum/publications/MHI/mushbkI.html) and NPS Conserve-O-Grams (https://www.nps.gov/museum/publications/conserveogram/cons_toc.html).

Phase II – Project Completion Report The Contractor will prepare draft container lists for each collections identified. The Contractor will, at the conclusion of the project, produce a completion report in standardized format provided to the contractor by the NPS which will include, but not be limited to, Acknowledgements; Executive Summary; Methodology; Accomplishments and Conclusions;

Recommendations; Conservation Concerns; Processing Plan; and Bibliography.

VI. Government Responsibilities

A. The Government will designate the groups of records to be processed under this project.

B. The Government will schedule a walk-through to examine the records to be processed under the project.

C. The Government will provide access to applicable supporting NPS Cultural Resources

Bibliography material as needed.

D. In performance of this contract, the Contractor will be allowed to use for research and development of processing plan park library and archival materials pertaining to the individuals and events documented in the archival materials being processed and cataloged.

F. The Government will provide feedback on submittals within 14 calendar days of receipt from the contractor.

VII. Contractor Responsibilities

A. Contractor shall accomplish the work onsite at the park.

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 Access, Excel or Word 2010 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, ICMS User Manual, and NPS Conserve-O-Grams via the Internet (see above cited URLs).

E. The Contractor will be responsible for keeping work areas clean and neat in accordance with museum standards. No food, beverages or smoking will be allowed when in contact with the collection.

VIII. Payment Schedule

A. Contractor may invoice the Government at completion of milestones outlined below.

Contractor shall include a log of work performed with each invoice.

a. 50% after parkwide survey, collection identification, and processing plan are complete.

b. 50% after final submission of notes for processing plan, finding aid, and preservation needs; and the completion report is delivered.

Government rejection of any of the submittals listed in paragraph A or failure to submit Monthly Project Reports in accordance with the PWS may result in withholding of payment or reduction in payment.

IX. Project Reports

A. Written progress reports will be submitted to the NPS monthly to the Contracting Officer’s Representative (COR) via email in MS Word 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 linear feet of material surveyed.

X. Schedule, Personnel, and Personnel Qualifications

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

B. Key Personnel: The contractor shall utilize the key personnel named in its proposal to perform the services required under this contract.

In the event any of the personnel named in the proposal are unable to perform because of death, Illness, resignation from the contractor's employ, or any other reasons, the contractor shall promptly submit to the contracting officer, in writing the following:

(1) a detailed explanation of the circumstances necessitating the proposed substitution

(2) a complete resume for the proposed substitute

(3) any other Information needed to approve or disapprove the proposed substitution

Any substitution of personnel will occur without any increase in the Task Order price and without any delay in the performance or delivery of services to the government. The CO shall have the right to require replacement of any contractor or sub-contractor employee assigned to work on this Task Order, if the employee is determined not to possess the experience or ability required under the Task Order, or if said employee is for any other reason found to be unsuitable to perform the work required by the Task Order. The replacement must meet the key personnel requirements stated above.

C. Schedule: Work shall be completed within 180 days of award.

XI. Submittals

Description Scope Reference Performance Threshold Surveillance Method

Project Reports Section IX Submit monthly report NLT the 3rd of each month

100% Inspection

Completion Report

100% on-time submission by the end of the contract Period of Performance

100% Inspection

Completion Report

Contains all identified minimum content

100% Inspection

Monthly Reports 100% on-time submission NLT the third day of each month

100% Inspection

Monthly Reports Report contains 100% minimum content as outlined in the PWS

100% Inspection

XII. Insurance Requirements

A. Follow guidance as outlined in DIAR 1452.228-70.

XIII. Data and Copyrights

A. FAR 52.227-14 – Rights in Data – General. The Government shall have unlimited rights in data first produced in performance of this contract and data delivered under this contract.

B. 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.

XV. Travel

A. Travel shall be in accordance with the principles and policies established in the Federal Travel Regulation (FTR). The FTR may be accessed at https://www.gsa.gov/ policy-regulations/regulations/federal-travel-regulation-ftr.

B. Copies of Contractor travel receipts shall accompany all invoice submittals containing travel related costs. Travel receipts for the following expense categories are mandatory:

1. Air Fare

2. Rental Car

3. Lodging

** This is a firm-fixed price contract – the costs for these various items may fluctuate over the life of this contract, so vendor will need to ensure all costs are included in their final proposal price – no adjustments regarding travel costs will be applied over the life of this contract. The contractor will need to account for this in their final proposal. **All travel and per diem costs shall be included in the contractor’s proposal.