AFC - BAA - Archie Green Cultural Documentation Program - 030ADV26R0034.pdf

The Library of Congress

Archie Green Cultural Documentation Program Broad Agency Announcement

04-16-2026

BAA Number: 030ADV26R0034

4/16/2026 1

Table of Contents

1. Introduction

1.1 Background

1.2 Purpose

2. Program Area

3. Program Guidelines

3.1 Schedule

3.2 The Project Selection Process

3.2.1 Step 1: Project Concept Papers

3.2.2 Step 2: Invitation to Submit Project Proposal

3.2.3 Intellectual Property Rights

3.3 Project Concept Paper and Proposal Submission Instructions

3.4 Project Funding

4. Submittal Requirements

4.1 Concept Paper

4.1.1 Cover Page

4.1.2 Vision Statement

4.1.3 Schedule and Price Estimates

4.2 Project Proposal

4.2.1 Cover Page

4.2.2 Volume 1: Technical Proposal

4.2.2.1 Overview

4.2.2.2 Technical Approach

4.2.2.3 Capabilities, Experience and Past Performance

4.2.3 Volume 2: Price Proposal

4.2.4 Volume 3: Supplemental Information

4.2.4.1 SAM Registration

5. Evaluation and Award Process

5.1 Evaluation Criteria

5.1.1 Project Concept Paper

5.1.2 Project Proposal

5.2 Award Process

5.2.1 Award Terms and Conditions

5.2.2 Specific Rights Reserved for the Library Under this BAA

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1. INTRODUCTION

The Library of Congress is issuing a Broad Agency Announcement (BAA) to seek applications for the American Folklife Center’s Archie Green Cultural Documentation Program.

1.1 Background

The Library of Congress is the largest library in the world, with millions of books, recordings, photographs, newspapers, maps and manuscripts in its collections. The Library’s mission is to engage, inspire, and inform Congress and the American people with a universal and enduring source of knowledge and creativity. The Library’s goal is to expand access, calls upon curatorial units to “build and enrich Library collections and content to serve Congress and America’s communities."

The American Folklife Center (AFC) documents and shares the many expressions of human experience to inspire, revitalize, and perpetuate living cultural traditions. Designated by the U.S. Congress as the national center for folklife documentation and research, AFC meets its mission by stewarding archival collections, creating public programs, and exchanging knowledge and expertise. Congress enacted the AFC to support research and scholarship in American folklife in order to contribute to an understanding of the complex problems of the basic desires, beliefs, and values of the American people in both rural and urban areas.

AFC's vision is to encourage foster community participation in the collective creation of cultural memory and obtain a broad range of perspective and materials related to expressions of cultural practices.

In 2026, AFC established a new model for the Archie Green program based on two previously established programs:

The Community Collections Grants (CCG) program was a core component for the Library’s Of the People: Widening the Path initiative, supported by the Mellon Foundation. Since 2022, twenty-nine CCG projects have been supported, enabling community members to document their contemporary musical, dance, crafts, food traditions, community celebrations and sacred events in diverse communities across a wide range of geographical contexts – from Caribbean and Pacific islands, to urban, suburban, and rural areas of the U.S. South, Midwest, and East and West coasts.

To honor the memory of pioneering folklorist Archie Green (1917-2009), in 2010 the American Folklife Center (AFC) established a fellowship program that supports the documentation of occupational folklife in contemporary America. To date, under the fellowship program more than 2,000 interviews (audio and video oral histories, photographs, and fieldnotes), have been generated through fieldwork. These digital interviews are preserved in the American Folklife Center archive and made accessible to the public online at the Occupational Folklife Project Website.

https://www.loc.gov/programs/of-the-people/about-this-program/ https://guides.loc.gov/occupational-folklife

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In this Broad Agency Announcement, the AFC seeks proposals that will support contemporary cultural documentation and research with a focus on documentation of community-based cultural and traditional practices. Funded projects will result in archival collections preserved at the American Folklife Center and made accessible through the Library of Congress’ web site. The major goals of this program are to enable communities to document their cultural traditions, practices, and experiences from their own perspectives, while enhancing the Library’s holdings with materials featuring creativity and knowledge found at the local level.

1.2 Purpose

The purpose of this BAA is to solicit projects that will support the creation of community-centered collections that will increase the public’s knowledge and understanding of a diverse range of local and regional cultural and traditional practices.

As described below, project selection under this BAA is a two-step process beginning with the submission of a brief, three-page (including the cover page) concept paper. After review, the Library will invite a select number of applicants to submit full proposals based on their concepts (as described below in Section 4.2). The selected project’s period of performance will be 12 months, beginning on or about September 2026.

The Library of Congress intends to fund up to two (2) proposals of up to $50,000 each for no more than 12 months. The Library reserves the right to fund more than two (2) projects.

The selected projects will be paid based on the deliverables and timeline proposed in the project plan.

The selected awardees will enter into a contract with the Library for the duration of the project’s period of performance. The Library will contract with individuals or organizations, but the Library will not issue a single contract to teams of individuals or organizations. Awardees are allowed to sub-contract aspects of the work to support various project components, including transcription, video or audio recording, editing, and/or other services. However, the awardee has sole responsibility for its sub-contractor(s) relationships. The individual or organization receiving the contract is responsible for performance of the contract including the performance of any subcontracted effort. Individual applicants must be citizens or permanent residents of the United States. Organizations must be U.S.-based; for clarification, organizational eligibility encompasses all 50 U.S. states, U.S. protectorates, U.S. territories, and the District of Columbia. Government employees and agencies are not eligible for this program.

Organizations may be charitable or similar organizations, for federal tax-exempt purposes subject to 26 U.S.C 501 c (3) or similar authority, including institutions of higher education, colleges and universities, as well as professional associations and community groups. For-profit applicants are not eligible.

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American Folklife Center staff may be available to assist awardees by providing expertise and/or training in fieldwork methods, archival practices, and associated digital technologies. Library staff may also be available to provide technical advice, feedback, and recommendations. Successful applicants, upon award, will join a cohort for sharing knowledge and lessons learned made up of previous awardees. During the period of performance of the contract, the awardee will consult with American Folklife Center folklorists and archivists to inform and receive feedback on their work in progress. The awardee will adhere to the project plan and budget and submit deliverables as defined by the project schedule included in the contract.

A. Federal Agency Name:

The Library of Congress (Library)

B. Opportunity Title:

Archie Green Cultural Documentation Program

C. Broad Agency Announcement Number:

030ADV26R0006

D. Authority:

This BAA is issued under Federal Acquisition Regulations (FAR) Part 35.016 (c). This is not a FAR Part 15 Procurement. This BAA is intended to solicit concepts or ideas in accordance with FAR Part 35.016 for projects involving basic and applied research of anthropological significance and with the intent to increase Library or public knowledge or understanding of the Library collections.

2. PROGRAM AREA

Applicants should design, develop and implement a project that enables communities to document their cultural life and experiences from their own perspectives, while enriching the Library’s holdings through a broader representation of the U.S. The project must feature creativity, knowledge, and/or cultural activity found at the local level in existing communities. Successful applications will come from organizations closely affiliated with the community they propose to document. In addition to providing collection materials to the Library, awardees may also retain copies for deposit and preservation in local institutions.

Successful applicants must provide the American Folklife Center with the cultural documentation materials created during the period of performance of the contract.

Successful applicants may also choose to keep copies of the collection materials in the community, and American Folklife Center staff can offer technical assistance and guidance to support local stewardship. The Library intends to be attentive to culturally sensitive materials that may be included in a project and will work with awardees to determine the most appropriate approach regarding access. Successful applicants must adhere to ethical

4/16/2026 5 standards for cultural documentation, including obtaining consent and permissions to conduct fieldwork and deposit materials at the Library of Congress. The Library will provide Library-approved release forms.

Successful applicants must submit documentation in digital formats using American Folklife Center metadata forms for descriptive, administrative, technical and other data. In addition to audio or video interviews, submitted materials must include time-coded logs or time-coded transcripts and permission and release forms signed by interviewees. Library staff will provide training and information regarding accepted Library of Congress standards and practices for submitting collections.

The following list is meant to inspire, but not limit, possibilities with regards to cultural documentation projects applicants might propose. Projects should include a combination of interviews, still photography, digital video, field notes, and/or other forms of documentation. Ideas for thematic groups could include:

• Exploration of a community festival or other culturally meaningful celebration through interviews with organizers and participants, audio-visual documentation of activities affiliated with the event (including planning, set up, and post-event activity).

• Seasonal or periodic documentation of institutions or gathering places, such as farmers markets, informal social hangouts, craft fairs, or other periodic spaces that might serve as anchors or markers of community.

• Community-centric reflection on emergent cultural traditions or practices that have developed as responses to shared collective experience of contemporary events.

• Broad examination of community-specific cultural practices that can serve as markers of various aspects of identity, such as practices around death or bereavement, life milestones, or transition into different modes or phases of living;

transmission of language or other intangible aspects of heritage; or informally learned aspects of communication that help cohere a social group.

• Community history of a neighborhood or other type of geographically delimited collective space that tracks change and continuity from the perspective of current residents, both long-term and newly arrived, via multi-format documentation.

• Documentation focused on temporality, such as tracing traditions and their changes over time, which can include multi-sited projects, but do not need to be delimited geographically.

The following types of projects would not qualify for funding through this program:

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• Projects that are focused solely on oral history, in which contemporary cultural activity is not documented and only one format or mode of documentation is used.

• Projects focused narrowly on the life history of an individual or family.

• Projects that tend solely to events, cultural activity, or communities from the past

(i.e. there is no contemporary presence or manifestation).

3. Program Guidelines This announcement constitutes the public announcement, contemplated by 41 USC 6101 and FAR 6.102(d)(2). No formal Request for Proposals or other solicitation regarding this announcement will be issued.

The Library reserves the right to select for award any, all, part, or none of the proposals received in response to this announcement. This BAA is an expression of interest only and the Library will not pay for concept paper or proposal preparation costs.

The Library may modify the schedule or areas of interest by amending this BAA. The amendments will be posted on SAM.gov. It is the responsibility of the applicant to be aware of the amendments by regularly checking SAM.gov website.

3.1 Schedule

Issuance Date: April 16, 2026

Informational Webinar Dates: April 23, 2026 at 10:00 AM – 11:00 AM Eastern

Time

April 27, 2026 at 1:00 PM – 2:00pm Eastern

Time

Please register for the webinars on the Library‘s website.

Project Concept Paper Due Dates: May 28, 2026 at 12:00 PM (Noon) Eastern Time

Full Proposal Due Dates: July 27, invitation only, at 12:00 PM (Noon)

Eastern Time

Contract Begins: September 10, 2026

A full proposal may be submitted only if the applicant received an invitation to submit a proposal based on their concept paper and must be submitted by the full proposal due date identified in the invitation.

https://guides.loc.gov/archie-green-cultural-documentation

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Questions Questions Due: May 7, 2026, at 12:00 PM (Noon) Eastern Time Final Answers Posted: May 18, 2026, at 12:00 PM (Noon) Eastern Time

Email your questions to Loc-BAA@loc.gov. The email shall include this BAA number (030ADV26R0006) and “BAA Archie Green Cultural Documentation Program” in the subject line. Questions received after the questions due date above may not be answered.

The Library will provide answers to questions periodically by issuing amendments to this announcement and will keep a running list of questions and answers on our website.

3.2 The Project Selection Process

Project selection under this BAA is a two-step process beginning with the submission of a brief, 3-page (including the cover page) concept paper. After review, the Library will invite some applicants to submit full proposals based on their concepts. Resources made available under this BAA will depend on the concepts received and the availability of funds.

3.2.1. Step 1: Project Concept Papers

The first step of the process is the submission and evaluation of project concept papers. As detailed in Section 4 below, the concept paper provides a brief overview of the proposed effort. The Library will use the 3-page concept paper to gauge applicability and interest in the proposed effort. All applicants must submit a concept paper to be considered for award.

Applicants may submit more than one concept paper.

Concept papers must address the content required and be delivered in the format described in Section 4. Concept papers will be evaluated in accordance with the evaluation criteria described in Section 5.1.1.

After the submission of the concept paper, the Library may discuss the paper with the applicant to develop or refine project concepts and avoid unnecessary work by either party on projects that are not suitable for this opportunity.

The Library may select for further consideration the concept papers that are determined to provide overall technical value as evaluated pursuant to Section 5.1.1. Some applicants who submit concept papers may not be invited to proceed to Step 2. The Library will notify applicants when a concept paper is not selected to proceed to Step 2.

3.2.2. Step 2: Invitation to Submit Project Proposal

Following the concept paper evaluation and discussion, the Library may invite the applicant to submit a detailed full proposal for award evaluation. Proposals must be prepared and submitted in accordance with Section 4 below. Submissions that are incomplete, materially lacking, or not responsive to the technical requirements of this BAA, 4/16/2026 8 may not be evaluated, or may be evaluated as is, without further opportunity for revision, at the Library’s discretion.

Full proposals must address the content required and be delivered in the format described in Section 4. Proposals will be evaluated in accordance with the evaluation criteria described in Section 5.1.2.

3.2.3. Intellectual Property Rights

The Library’s intention in this solicitation is that the collections created are of maximum benefit to the American people and contribute to public knowledge. To that end, documentation delivered under any contracts awarded pursuant to this BAA will be deposited in the permanent collection of the Library of Congress’s American Folklife Center, where it will be made available to researchers and other library patrons under existing copyright laws and regulations of the Library of Congress. In addition to digital collection materials deposited with the Library, copies may be retained by the interviewer and/or the local organization participating in the project.

The applicant must grant the Library an open license for non-commercial public use of the collection materials. The license must be worldwide, non-exclusive, royalty-free, perpetual, and irrevocable, and must grant the public permission to access, reproduce, publicly perform, publicly display, adapt, distribute, and otherwise use, for any purposes, copyrightable intellectual property created with the funds, provided that the licensee gives attribution to the designated authors of the intellectual property. The Library intends to be attentive to culturally sensitive materials that may be part of documentation gathered during a project and will work with selected applicants to determine the most appropriate approach regarding access. Interviewers and interviewees must sign releases granting the Library of Congress the perpetual and nonexclusive, transferable, worldwide rights to use, reproduce, transmit, display, perform, prepare derivatives works from, distribute, and authorize the distribution of the documentation. The permission includes use of the documentation for archival purposes (such as preservation and service to the public) and for non-commercial projects of the Library of Congress. This permission authorizes use of the documentation on the Library’s website, on third party websites, and in/on all existing and future forms of media.

Applicants must submit information describing intellectual property that will be used in the performance of the contract. In addition, the applicant must describe any limitations on any intellectual property that will affect applicant’s performance of the contract or affect the Library’s (or the public’s) subsequent use of any deliverable under the contract (e.g.

potential documentation of copyrighted cultural material). In particular, the applicant must: describe the intellectual property in sufficient detail, clearly state any limitations, and describe how the Library can use the work with the limitations described or proposed by the applicant. This information must be included in the Project’s Concept Paper and if invited to submit, the Project Full Proposal.

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Applicants must provide good faith representations, in writing, that they either own or possess appropriate licensing rights to the intellectual property that will be used for the project. If applicant is unable to make such representation concerning the intellectual property, applicant must provide a list of the intellectual property needed and explain how the applicant plans to obtain the rights.

3.3 Project Concept Paper and Proposal Submission Instructions

Applicant must email project concept papers and, upon invitation, proposals to Loc- BAA@loc.gov. The email shall include this BAA number (030ADV26R0006) and “BAA Archie Green Cultural Documentation Program” in the subject line no later than the due dates described in Section 3.1 above. The applicant must comply with the submission instructions in this BAA. If the concept paper or full proposal does not comply materially with the submission instructions, the Library reserves the right at its discretion to determine whether the applicant is ineligible for award. Proposals submitted to SAM.gov will not be accepted. The maximum file size allowed through the Library’s email system is 20MB. If needed, applicants may send multiple emails but must ensure they are all clearly identified. Applicants must not submit zipped or locked files or links to filesharing websites/systems/folders.

3.4 Project Funding

Awards resulting from this BAA will be made based on the evaluation results of a two-phased process. The Library reserves the right to fund all, some or none of the proposals submitted, and may elect to fund proposals in part. The Library anticipates funding up to two proposals of up to $50,000 each for no more than 12 months. In addition, the Library reserves the right to create and maintain a list of proposals for potential funding.

Offers considered unresponsive to the Library’s requests for information in a timely manner, which is defined as meeting Library deadlines established and communicated with the request for information, may be removed from further consideration.

4. Submittal Requirements

Concept papers and proposals must be in English, meet the specifications of this BAA and submitted on the dates described in Section 3.1 above.

4.1 Project Concept Paper

Project concept papers shall provide a concise description of the proposed project, organized as defined in the following sections. Concept papers must be no more than three

4/16/2026 10 pages in length, including the cover page. Concept paper submissions must not include promotional brochures, advertisements, or extraneous material.

In case of multiple projects from a single applicant, a separate concept paper is required for each project. A project or proposal will not be considered for award without an approved concept paper.

4.1.1 Cover Page

Concept Papers shall include a cover page containing the following information:

° Working title of proposed project ° Names, phone numbers, and applicant’s email address ° Date of submittal

4.1.2 Vision Statement

Concept papers shall include a vision statement that describes the documentation concept and the envisioned community, as well as the primary audiences for the resulting digital collection. Consideration will be given to concepts that support communities or cultural practices that are not represented in the Library of Congress collections. The vision statement should also describe how the project will be beneficial for the documented communities and for the intended audiences. Proposals should detail how the communities and individuals documented will be included in and part of any project development and implementation.

A. Introduction. Applicant must briefly describe (1) the concept for their envisioned community documentation project, (2) familiarity with documentary tools and methods, (3) connection and value to the documented community and its cultural practices; and (4) value of the project to the Library of Congress’ collections, (5) why it is beneficial for both the Library and the documented community, and 6) how community perspective will inform and shape the documentation project. In addressing these six areas, applicants must provide a statement on how the proposed concept enhances the ability of the Library to meet the project goals described in this BAA.

B. Approach and Feasibility. Applicant must briefly describe: (1) their documentation approach, including the technical methods and equipment used; (2) resources that will be needed to complete the project; (3) dependencies and possible risks of the project and how those risks will be addressed; and (4) how the applicants will design for feasibility, accessibility, replicability, and sustainability of the project’s outcomes and goals.

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C. Capability and Experience: Applicant must briefly describe (1) their ability to successfully complete the project as described, (2) relevant experience training, and/or skills supporting completion of the proposed project, 3) connections to the communities served and the proposed audiences of the documentation work, and, if applicable, (4) any sub-contracted labor required for this work.

4.1.3 Schedule and Price Estimates

Applicants must provide a brief project schedule and an estimated price for the project, anticipated to be no more than $50,000 for a maximum of 12 months for each project.

4.2 Project Proposal

Following the review, evaluation and discussions of the concept paper, the Library may invite applicants to submit a formal full proposal for the project. The Library may provide feedback to the applicant to develop or refine it in preparation for full proposal submission.

The proposal builds upon the contents of the concept paper, as modified through discussions between the applicant and the Library. Additional content and more detailed information are required in the proposal document, as described in the sections that follow. Proposal documents must be organized in three (3) volumes. Submissions that are incomplete, materially lacking, or not responsive to the technical requirements of this BAA, may be rejected without evaluation, or evaluated as is, without further opportunity for revision, at the discretion of the Library.

The proposal shall be organized in three volumes as follows:

Volume 1: Technical Proposal Overview Technical Approach Key Staff and Consultants Project Schedule Collection Materials Technical Specifications

Capabilities, Experience and Past Performance

Volume 2: Price Proposal

Volume 3: Supplemental Information SAM Registration

Applicants are advised that the Library’s evaluation of a project for possible award is based solely on the content of the applicant’s project proposal document and applicant’s answers to any technical clarification questions provided to the Library.

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Prior to making an award, the Library reserves the right to perform a review of past performance. Sources of past performance may include the sources provided in the proposal, Contract Performance Assessment Reporting System (CPARS), the Federal Award Performance Integrity System (FAPIIS: SAM.gov) on SAM.gov, and any other sources the Contracting Officer deems relevant.

4.2.1 Cover Page

Project proposals should include a cover page containing the following information:

° Working title of proposed project ° Applicant’s name, phone number, mailing and email addresses ° Unique Entity Identifier (UEI) Number issued by SAM.gov after registration or TIN as applicable ° Date of submittal

4.2.2 Volume 1: Technical Proposal

4.2.2.1 Overview

Applicants must provide a narrative introduction to their work, their relevant projects, and any other considerations that make them uniquely suited for the project proposed.

Successful proposals will clearly showcase community perspective, involvement, and input at every stage of the proposal.

4.2.2.2 Technical Approach

Applicant shall provide a narrative description of work to be performed, organized in the order it is expected to be performed. The technical approach shall include all activities necessary to achieve the desired project results. It must include technical approaches to any recording or photography practices, any digital methods and technologies used, deliverables for each milestone including the proposed digital formats and specifications, and archival considerations related to description and metadata. It must identify the processes and/or procedures that will be employed to ensure the requirements are satisfied. Quality requirements should include consideration for accessibility and dissemination of project materials.

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Key Staff and Consultants

Applicants must provide a description of key project staff and their assigned roles within the proposed project. Listed consultants should include detailed project roles and responsibilities.

Project Schedule

Applicants must sequence the project activities and deliverables into milestones, including estimated completion times (days from project start date). Applicant shall provide a narrative description of work to be performed, organized in the order it is expected to be performed. The technical approach shall include all activities necessary to achieve the desired project results.

Any activities by sub-contractors or collaborators should be described.

Applicants should include the following milestones:

° Submission of test materials (no more than 6 months from project start) ° Submission of interim report detailing activities (no more than 12 months from project start)

All project deliverables shall be clearly indicated on the project schedule.

Collection Materials

The proposal must include a detailed description of the proposed collection materials to be collected during the project and provided to the Library of Congress. Successful applicants must provide the American Folklife Center with the cultural documentation materials created during the period of performance of the award.

Technical Specifications

Successful applicants must submit documentation in digital formats using American Folklife Center metadata forms for descriptive, administrative, technical and other data.

Library staff will provide training and information regarding accepted Library of Congress standards and practices for submitting collections. All digital submissions will be in accordance with the following specifications, which are based on the Library of Congress Fieldworker File Format Recommendations. A sample set of collections material and metadata will be required as part of the Interim Report.

• Digital audio: 96 kHz/24bit or 44.1 kHz/16bit .wav file (only WAV files will be accepted).

• Digital video: high-resolution digital video format (consult with AFC staff for specifications)

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• Digital images: high-resolution digital images, uncompressed and nonproprietary file formats (TIFF)

• Text files (for logs, fieldnotes, final report, etc.): Microsoft Word

• Transcripts: PDF, Microsoft Word.

ο NOTE: The Library of Congress does not accept machine-generated transcriptions. All transcriptions must be reviewed and edited for clarity before submitting.

ο NOTE: PII must be edited out or removed from transcripts prior to submission.

NOTE: All audio or video interviews require a signed release form for each participant and a time-coded transcript and/or log. Documentation of cultural events does not require transcription.

4.2.2.3 Capabilities, Experience, and Past Performance

Applicants must identify and describe applicant’s capability and experience as it relates to this project. Describe any capabilities and experience that will demonstrate applicant’s ability to successfully conduct the proposed project and connect with the proposed community and audiences for the work. Successful applicants will convey their ties to the community served and detail existing relationships and partnerships that would precede this award. If sub-contractors will be engaged, describe their capability and experience as it relates to their role in the project. The proposal shall include up to three examples and references for past relevant efforts describing capabilities, work and significant accomplishments in areas directly associated with proposed interest area or in closely related areas.

4.2.3 Volume 2: Price Proposal

Applicants must provide detailed prices for the deliverables identified in the proposal. For each milestone applicants must provide detailed prices as described in Detailed Budget Workbook – Attachment J-1. The pricing proposal must conform to the requirements in Attachment J-1 and below.

The pricing section of the project proposal shall contain a price for the proposed effort to allow for meaningful evaluation and for the Library to determine that the price is reasonable. The price must not exceed $50,000 for the 12-month period of performance.

The firm-fixed price shall account for the entire price of the project. The price shall at a minimum include the following information:

A. Identify the time (weeks, months) and labor hour rates projected for each milestone. What compensation or salary will be paid to those conducting the fieldwork for cultural documentation? How many staff hours and what is the title of these or any other support staff? How did you arrive at these figures?

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B. Travel required to perform each milestone. What kinds of travel will support your project? What are your estimated itineraries and costs? What are the components/breakdown of the proposed travel costs including the number of travelers for each destination and point of origination, dates of travel for each traveler, itinerary of the traveler, name and location of hotel for each traveler, and other cost details and associated costs? This information must be included in the firm-fixed price per milestone. Applicants must propose and implement a project consistent with this requirement. (i.e., the Library will not pay applicants for anything beyond the contract award for any additional items, such as travel or supplies).

C. Equipment. What kinds of equipment will you need to conduct the project?

Provide vendor quotes or price lists as an appendix along with the application as needed. If equipment purchased previously with Federal funds is available for the project, provide a list of that equipment and identify the Federal funding source

D. Supplies. What kinds of supplies will be needed to support the project and what are your estimated costs? Provide vendor quotes or price lists as an appendix along with the application as needed.

E. Contractual. What types of project activities will be undertaken by third parties for the project that would involve contractual relationships? Identify each third party by name, describing their role in the project, and the nature of their relationship with the applicant. Explain costs for third parties and provide relevant supporting documents as an appendix along with the application.

F. Other Costs. What kinds of costs central to the success of the project do not fall in the above categories? Explain the nature and purpose of costs that cannot be assigned to other categories.

G. Sub-contracted labor or other costs required to perform each milestone, if appropriate.

4.2.4 Volume 3: Supplemental Information

4.2.4.1 SAM Registration:

To be eligible for award of a contract resulting from this BAA, applicant must be registered in the System for Award Management. Instructions on how to register can be found in Appendix A at the end of this document. This process can take several weeks, so if you are not already registered, you should start that process immediately upon receiving an invitation to submit a full proposal. It is a free process and is necessary for any individual or organization that wants to receive any kind of federal grant or contract. Applicant must provide confirmation of registration in Volume 3 of proposal.

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5. Evaluation and Award Process

5.1 Evaluation Criteria

5.1.1 Project Concept Paper

The Library will conduct a peer review of each concept paper consisting of either solely internal parties (American Folklife Center staff) or a combination of internal and external experts (such as previous Community Collections Grant alumni). The review committee will recommend whether to move forward with the project, as well as revisions or additions to the project. There is no predetermined number of times the review committee will review each concept paper. However, in general all concept papers received prior to the specified due date will be evaluated by the review committee. The review committee is not obligated to recommend a concept paper to move forward to Step 2 and the Contracting Officer is not obligated to extend an invitation to every applicant recommended by the review committee. The Library reserves the right to limit the number of concept papers selected to move forward solely based on efficiency.

Applicants not selected to move forward to Step 2 will be notified, however due to the number of concept papers received, the Library may be unable to provide details on why the concept paper was not selected.

Project concept papers will be evaluated for overall relevance to the Library’s collecting area(s) of interest. Concept papers will not be evaluated against other concept papers.

Rather, concept papers will be evaluated independently pursuant to the following criteria:

° Responsiveness to BAA Objectives and Requirements The Library will evaluate the degree to which the proposed concept and resulting work meets the program objectives of the BAA and is responsive to the requirements published in this announcement.

° Vision Statement

The Library will evaluate the degree to which the proposed project presents an impactful, feasible, wide-reaching, and sustainable approach to documenting cultural activities within a specific community. Consideration will be given to applicants whose projects will reflect and support communities of practice or groups underrepresented in the Library‘s collections.

° Capability and Experience

The Library will evaluate the degree to which the qualifications and experience support successful execution of the proposed project, to include any sub-contracted labor.

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5.1.2 Project Proposal

Project proposals must be submitted only by invitation from the Library of Congress.

The Library will assemble a panel comprising Library of Congress staff and experts in the fields of folklore and ethnography to review and evaluate the proposals.

Specifically, Library staff and review panels will evaluate applications based on the following criteria:

° Technical Approach

The Library will evaluate the degree to which the proposal provides a reasonable and logical approach to the project, integrates the Library’s area(s) of interest, and provides appropriate reports and deliverables to document progress and outcomes, quality controls and realistic project risk assessment. The Library will assess the reasonableness of the proposed labor hours in relation to projects of similar scope and complexity for the deliverables identified. The Library will assess whether the proposed approach reflects a clear understanding of the project goals and Library requirements. The Library will also evaluate the extent to which the proposal will require Library staff time to accomplish and the availability of those resources. The Library will evaluate the completeness of the project plan in terms of required elements.

° Capability, Experience, and Past Performance

The Library will evaluate the degree of experience and capability demonstrated by applicants and, if applicable, sub-contractors, as these elements relate to the project work and influence the project’s potential for a successful outcome.

The Library may contact any references listed to help with this evaluation.

° Price

Project proposals evaluated favorably from a technical perspective, have no outstanding issues or areas of clarification, and are determined to be consistent with the objectives of the BAA and of interest to the Library, will be evaluated for price and the availability of funding.

Price data submitted will be evaluated for reasonableness. The Library will assess the reasonableness of the proposed labor rates and other costs in relation to projects of similar scope and complexity for the deliverables identified.

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5.2 Award Process

A proposal must be acceptable under all evaluation factors to be considered eligible for award. Each proposal will be evaluated independently based on the following factors, listed in descending order of importance.

A. Technical Approach B. Capability, Experience, and Past Performance C. Price

All non-price factors when combined are significantly more important than price.

5.2.1 Award Terms and Conditions

The Library will provide the terms when the award is identified.

5.2.2 Specific Rights Reserved for the Library under this BAA The Library reserves specific rights, in addition to rights described elsewhere in this document or by law or regulation, including:

A. The right to select for negotiation and award all, some, one, or none of the proposals received in response to this BAA.

B. The right to make award without discussions, or conduct discussions and/or negotiations, whichever is determined to be in the Library’s interest.

C. The right to accept proposals in their entirety or select only portions of the proposals for award.

D. The right to select for award a contract type that is appropriate for the specific proposal selected for award. This includes standard commercial contracts and Library contracts for technical or professional services. In addition, the Library may create a new contract or instrument type to meet the needs of a specific relationship.

E. The right to request any additional, necessary documentation upon initial review.

Such additional information may include a further detailed concept paper, budget, and representations and certifications.

F. The right to fund concept papers in phases, with options for continued work at the end or one or more of the phases.

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G. The right to remove an applicant from award consideration, should the parties fail to reach agreement on award terms, conditions, and price within a reasonable time, the applicant fails to provide requested additional information in a timely manner, or the Library believes it is in its best interest.

H. By participating in the BAA, the applicant agrees that if awarded a Firm-Fixed-Price type contract with milestone payments, the Library’s liability for any effort performed shall not exceed the amount obligated under the contract and payments will be made only for accepted deliverables or milestones. The applicant must propose and implement a program consistent with this requirement.

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APPENDIX A: SAM.gov

Prior to award, successful applicants must be registered on SAM.gov. To do so you must obtain a Unique Entity Identifier (UEI) number (see detailed description below) by registering in SAM.gov. There is no cost to register with SAM.gov. There are third-party vendors who will charge a fee in exchange for registering entities with SAM.gov; please be aware you can register and request help for free. Award recipients registered in SAM.gov should continue to maintain an active SAM.gov registration with current information through the life of their Federal award(s).

How to register with the System for Award Management (SAM) Select “Get Started” on the section shown below on the landing page on the SAM.gov website to register. You will have to register as an Entity. An Entity on SAM.gov is defined as prime contractors, organizations, or individuals applying for assistance awards. SAM.gov will issue you a Unique Entity Identifier (UEI) number.

More information on the registration process can be found on the “Help” tab on SAM.gov.

Once registered in SAM.gov, entities must renew and revalidate their SAM registration at least once every 12 months from the date previously registered. To complete the process on SAM.gov, you will need the same kind of information used to obtain your Tax Identification Number (TIN) and other data to complete registration and reporting requirements.

APPENDIX A: SAM.gov