Attachment 1 VAHO Archives and Museum Support Services Statement of Work.pdf

VAHO Archives and Museum Support Services Statement of Work (SOW)

BACKGROUND

The VA History Office (VAHO) was established on April 10, 2020, at the direction of the Secretary of Veterans Affairs. VAHO’s mission includes the establishment of a VA history program and the establishment of the National VA History Center (NVAHC) under development on the Dayton VA campus. This contract position supports VAHO, the NVAHC Archives (NVAHCA) and the NVAHC Museum (NVAHCM).

SCOPE OF WORK

The scope of this services contract includes providing the NVAHC with support across its operations. The government estimates the need for three full-time positions: Archivist, Digital Imaging Specialist, Museum Specialist. It also estimates the need for one half-time position:

Historian.

The vendor shall staff the NVAHC and provide support in the following areas: access, acquisitions, arrangement, appraisal, conservation, description, digitization, imaging, and preservation of both artifacts and archival materials. Further support include conducting archival research for inquiries and written materials, creating bibliographies and topical guides, reviewing footnotes for proper content and format, gathering, and captioning illustrations, creating indexes, and researching and writing short monographs. Services include assisting with preparation for and conduct of oral histories, researching and writing information papers, and answering historical inquiries.

The three full-time positions require the contractor to be on site at NVAHC with telework options. The half-time position is a remote position but should be in the Washington, D.C.

region.

PERIOD OF PERFORMANCE

The period of performance shall be for one 12-month Base Period and four 12-month Option Periods. The Periods of Performance follow:

Base Period: June 1, 2023 through 31 May, 2024 Option Period One: June 1, 2024 through 31 May, 2025 Option Period Two: June 1, 2025 through 31 May, 2026 Option Period Three: June 1, 2026 through 31 May, 2027 Option Period Four: June 1, 2027 through 31 May, 2028

PLACE OF PERFORMANCE

This contract will require virtual, on-site, and offsite performance. The primary locations of onsite performance are the historic campus section of the Dayton VA Medical Center located at 4100 W Third St, Dayton, OH 45428 (NVAHC). Offsite performance locations (for interviews and archival research) will be primarily performed within the National Capital Region, Washington, D.C. The Historian position, if required, will report to 810 Vermont Ave, Washington, DC, 20420 (VAHO). Contractor personnel may be requested to work at the Government’s alternate locations during emergencies and emergency exercises.

TRAVEL

The Government anticipates travel under this effort. Travel must be pre-approved by the Contracting Officer’s Representative (COR) and will be reimbursed in accordance with Federal Travel Regulations. Each contractor invoice must include copies of all receipts that support the travel costs claimed in the invoice. Local travel within a 50-mile radius from the contractor’s facility is considered the cost of doing business and will not be reimbursed. This includes travel, subsistence, and associated labor charges for travel time. General and Administration expenses will not be reimbursed. Travel performed for personal convenience and daily travel to and from work at the Contractor’s facility will not be reimbursed. The COR will document pre-approval in writing. Contractor and subcontractors deviating from this may have certain travel expenses declined.

TYPE OF CONTRACT

This is firm fixed price contract.

SPECIFIC TASKS and DELIVERABLES (Base Period and Option Years) This SOW consists of four (4) major task areas:

Archival Support Curation Support Digital Imaging Support Historian Support

1. Archival Support Vendor will provide archival processing and management services by a qualified archivist.

Requirements include bachelor’s degree in history, museum studies or related field from an accredited institution; a master’s degree in Library Science or Archives and Records Administration is strongly preferred. Requires at least three years of professional experience in archival industry. This work must include at least one year of experience processing, describing, and cataloging of archival materials.

1.1 Appraisal and Acquisitions

The contractor shall provide support to the Senior Archivist in appraisal and acquisitions of archival materials. This includes providing input on gaps in the collections, and what may be unnecessary duplication of records. The contractor shall defer final appraisal and acquisitions decisions to the Senior Archivist.

1.2 Arrangement and Description

The contractor shall observe original order and provenance, a standard archival practice.

Contractors will consult with the Senior Archivist before attempting any rearrangement of an original collection. For secondary materials, the contractor shall arrange records in the order deemed most closely aligned with similar collections. For digitized and born-digital records, the contractor will use metadata to ensure organizational relationships are not lost.

The contractor shall inventory and prepare finding aids for collections contained in NVAHCA regardless of format and maintain the finding aids in the database located in the Archives Office.

The contractor shall catalog any books and reports and add them to the publications section of the Archives.

The contractor shall provide support in evaluating new hardware and software for the Archives Office.

1.3 Processing

The contractor shall process a large volume of original and record-copy materials. This includes re-boxing and re-foldering the records using acid free housing. The contractor shall add accreted archival materials to the collection, and when necessary, create new subject folders, re-label folders, physically shift folders to make room for additional material, and update the finding aids to reflect these changes.

The Government will provide the archival supplies required.

The contractor shall, during the review process, discard duplicates, as well as extraneous and non-archival records. While doing so, the contractor shall use four Administration Records Retention Schedules to ensure the correct disposition requirements have been adhered to. If it is determined that records are permanent and must transfer to the National Archives, the contractor will work with Records Management and the Senior Archivist to facilitate the process.

1.4 Reference and Access

The contractor shall support the reference activity by responding to approximately 200 reference requests made in person, letter, email, and telephone. The contractor shall answer reference requests within two business days of the date received, spending no more than two hours of research time per individual reference request. The contractor shall maintain statistics on reference activity (i.e., number of requests received, by what source; and other pertinent reference requests.)

The contractor shall provide support to onsite researchers by helping them locate hardcopy files, electronic documents, audio visual records, and publications that are likely to contain responsive information.

The contractor shall be prepared to provide extensive reference services periodically to satisfy high level special research projects with short deadlines. The contractor shall consult with the Senior Archivist or Chief Historian to determine which reference requests rise to this level.

1.4 Administrative Support

The contractor shall provide general administrative support to include using Microsoft Office programs such as Word, Excel, and PowerPoint.

1.4.1 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the VAHO in quantifying and qualifying the work.

1.4.1.1. Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

2. Curation Support Vendor will provide 2080 hours of collections processing and management services by a qualified museum professional. Position requires bachelor’s degree in history, museum studies or related field from an accredited institution; a master’s degree in museum studies is strongly preferred. Requires at least three years of experience in the management of museum collections.

This work must include at least one year of experience accessioning, cataloging, and re-housing of three-dimensional objects.

2.1 Physical Maintenance of Artifacts

The contractor shall support the Curator in evaluation and acquisitions of three-dimensional historical artifacts. The contractor will provide input on gaps in the collections, and what may be unnecessary duplication. The contractor will conduct research on potential objects and present that information to the collections committee and will defer final acquisitions decisions to the Curator. The contractor will document and catalog artifacts following the NHVACM collections management plan.

2.2 Planning and Arranging Storage Space

The contractor shall observe provenance, a standard museum practice, and consult the curator before attempting any rearrangement of collections space. Considerations include but are not limited to artifact requirements, needs of the building and location, supplies and other requirements, and incoming materials. The contractor shall inventory and prepare a recommendations report for large-scale movements and update locations in spreadsheets or a collections management system. The contractor shall provide support in evaluating new hardware and software for the Museum.

2.3 Handling Incoming Artifacts

The contractor shall process and handle incoming artifacts following museum best practices and standards. The contractor shall appropriately document shipment, arrival condition, immediate requirements, and longer concerns, adding all arrivals to the database that documents NVAHCM’s acceptance of the shipment. The government will provide the curatorial supplies required.

2.4 Specialist Research Assistance

The contractor shall support the reference activity function by responding to inquiries made in person, letter, email, and telephone. The NVAHC Curator and Senior Archivist will provide guidance in ensuring compliance with established process. The contractor shall support reference requests and perform database searches, such as approximately 50 reference requests per year and approximately 100 database searches per year. The contractor shall respond to reference requests within two business days of the date received.

Time-spent allowances will vary with the complexity of the question.

For non-routine requests, the contractor shall coordinate with the Curator and Senior Archivist for a response.

The contractor shall provide extensive reference services periodically to satisfy high level special research projects with short deadlines. The contractor shall consult with the Chief Historian, Senior Archivist, and/or Curator to determine which reference requests rise to this level.

2.5 Maintaining Collection Records

The contractor will create reports on collections management efforts using the collections management system and provide technical assistance to other VA employees regarding the management of three-dimensional object collections. In partnership with the Curator, Senior Archivist, and Digital Imaging Specialist, the contractor will develop a digitization plan for objects that will be included in online exhibits. The contractor will also collaborate with NVAHCA staff on digitization of objects and collections management space planning. The contractor will process donation and transfer forms for incoming objects and ensure all registration and supporting documentation is captured in the collections management system.

The contractor will provide analysis and recommendations on collections management practices and policies.

2.6 Quality Assurance

The contractor shall maintain a log of reference requests detailing method of contact, and whether VA employees, Veterans, contractors, or external customers made them. The contractor shall maintain statistics on database activity (i.e., work conducted on artifacts, reference provided, and other cataloging information.) The contractor shall maintain statistics on reference activity (i.e., number of requests received, by what source; and other pertinent reference requests.) The contractor shall maintain statistics on collections management activity coordinated with the Curator. The requests shall be completed within two business days, or by the requested due date of assigned projects.

2.6.1 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the VAHO in quantifying and qualifying the work.

2.6.1.1. Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

3. Digital Imaging Support Vendor will provide 2080 hours of digital archival and museum imaging, image processing and post-production services by a qualified museum professional. A bachelor’s degree in photography or digital fine arts is required. Requires at least three years of experience in an archival or museum setting, with at least one year in imaging for digital display.

3.1 Workflow Creation

The contractor will collaborate with other NVAHC custodial units, technical staff, and external organizations to establish best practices, implement new and streamline existing digitization workflows, and identify problems and propose solutions for the workflows within the scope of the section. The contractor will also assist in the implementation of digitization and conversion processes, including bit-level preservation.

3.2 Imaging

The contractor will provide technical service and support with image capture, image editing, and quality reviewing of assigned portions of projects using high-end digital cameras located in controlled environments and on location. The contractor, with archival and curatorial staff, will perform technical evaluations of hardware set up, including lighting and captures device target to collect data on camera setup, calibrating for tonal and color accuracy, and determining resolution. The contractor will select proper equipment for the project, work with standard user requirements and collection material characteristics for proper handling. This includes using specialized book cradles and other props to ensure compliance of material handling requirements provided by the Senior Archivist and Curator. The contractor will assist senior staff in evaluating the results of digital collections projects. The contractor will work with archival and curatorial staff to ensure all digital activities and plans for assigned portions of projects conform to or enhance current Federal Agencies Digital Guidelines Initiative (FADGI) standards and NVAHC custodial practices. The contractor must have comprehensive understanding of FADGI.

3.3 Collaboration

The contractor will work with other NVAHC specialists to implement assigned portions of projects. This includes improvements to basic workflows for multiple content streams and identifying standard risks and challenges to implementation. According to practices of the Section, the contractor will establish priorities and timeframes in coordination with management, other specialists, and stakeholders. The contractor will participate in implementing approved plans for assigned portions of projects, including recommendations on division of work.

3.4.1 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the VAHO in quantifying and qualifying the work.

3.4.1.1. Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

4. Historian Support Vendor will provide 1040 hours of Historian services by a qualified historian. Position requires a master’s degree in public history or other directly related field. Requires demonstrated publication and/or presentation portfolio. Significant background and experience in the history of the United States history, military history, public history, or political science related to those topics is strongly preferred. Requires at least three years’ experience in conducting research in major archives, evidenced by the sources used in research and writing projects. Possess effective communication skills evidenced by writing projects, as well as public speaking experience evidenced by presentations at scholarly conferences or work as a teaching assistant.

4.1 Writing

The contractor shall conduct historical research and provide supporting materials for assigned writing projects, to include reference inquiries, information papers, short monographs, and articles for various VA entities.

The contractor shall create historical summaries or gather historical images, documents, and other materials for inclusion on the VAHO website.

The contractor shall conduct archival research, create bibliographies, review footnotes for proper content and format, gather and caption illustrations, and create indexes for VAHO book projects.

The contractor shall conduct research and write material supporting specific artifacts or for potential inclusion in museum exhibits.

4.2 Research

The contractor shall analyze historical material and develop planned responses to research queries.

The contractor shall assist in preparation of oral history interviews with current and former VA officials by researching primary and secondary sources to develop appropriate questions;

formatting, editing, and revising transcripts; and ensuring transcripts and audio recordings are properly accessioned into the oral history archive.

4.3 Presentations

The contractor shall assist in arranging and conducting lectures, conferences, or other public presentations, to include commemorative activities.

4.4 Administrative Support

The contractor shall provide general administrative support to include using Microsoft Office programs such as Word, Excel, and PowerPoint.

4.5 Deliverables

The contractor shall deliver monthly status reports to provide status of workload progress. The reports shall consist of topics researched, products produced, oral histories conducted, transcripts or summaries produced suitable for web publishing, information papers produced, and other metrics that assist the History Office in quantifying and qualifying the work.

4.5.1.1 Monthly Briefing

The contractor shall present an oral summary of each performance report to the COR at the monthly Program Review Meeting.

DELIVERABLES or REPORTING REQUIREMENTS All Contractor-provided work products are to be furnished within the specified delivery dates (see Schedule of Deliverables below). Any changes to delivery dates must be discussed with the Contracting Officer Representative (COR) and requested in writing to the CO. If for any reason any deliverable cannot be delivered within the scheduled time frame, the Contractor is required to explain why in writing to the COR and CO including a firm commitment of when the work shall be completed. This notice to the COR and CO shall cite the reasons for the delay and the impact on the overall project. The CO shall then review the facts and issue a response in accordance with applicable regulations. Government review for all deliverables will be within 10 working days. All deliverables noted in the table below must be emailed to the COR and Program Manager.

SCHEDULE OF DELIVERABLES

Task Task Deliverables Delivery Date

1. Archives Support 1.4.1 Deliverables

1.4.1.1. Monthly Briefing

Deliverable 1.4.1 : Within

(5) calendar days after the days end of each calendar month Deliverable 1.4.1.1.: Within

(5) calendar days after the days end of each calendar month

2. Curation Support 2.6.1 Deliverables

2.6.1.1. Monthly Briefing

2.6.1.: Within (5) calendar days after the days end of each calendar month 2.6.1.1.: Within (5) calendar days after the days end of each calendar month

3. Digital Imaging Support

3.4.1 Deliverables

3.4.1.1. Monthly Briefing

Deliverable 3.4.1.: Within

(5) calendar days after the days end of each calendar month Deliverable 3.4.1.1.: Within

Task Task Deliverables Delivery Date days end of each calendar month

4. Historian Support

4.5.1 Deliverables

4.5.1.1. Monthly Briefing

Deliverable 4.5.1.: Within days end of each calendar month Deliverable 4.5.1.1.: Within

(5) calendar days after the days end of each calendar month

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

The Government shall rely on the contractor to accomplish all inspection and testing needed to ensure that commercial services acquired conform to contract requirements before they are tendered to the Government.

GOVERNMENT FURNISHED PROPERTY

Government-furnished workspace, computers and telephone service will be provided for Contractor personnel and will be determined after award. If the Contractor requests to have additional personnel on-site, the Government, after Contracting Officer approval, may provide workspace, but will not provide computers, internet access and landline telephone service.

Secure remote access will be provided to VA government email, calendar, instant messenger, and VAHO managed SharePoint repositories.

Contract employees are permitted to telework as necessary and required by VAHO. Contractors will use their own equipment when teleworking. The Government will not supply support of any kind such as personal cost associated with teleworking such as internet cost support, or office supplies such as paper. The contractor will not be issued GFE for the purpose of teleworking although issued GFE may be used to telework with the GFE easily supports teleworking at no additional cost to the Government.

GENERAL EXPERIENCE REQUIREMENTS

Contractor staff shall be fully qualified and have the level of experience necessary to accomplish the requirements of this SOW. In addition, Contractor personnel shall be acceptable to the Government in terms of personal and professional conduct, and in technical knowledge.

Furthermore, Contractor personnel are expected to be proficient using office automation equipment and software, and have sufficient written and verbal communication skills to support VA. The work accomplished in this Contract shall not use offshore labor unless specifically agreed to by the contracting office. Should any Contractor personnel be determined to be unacceptable in terms of technical competency or unacceptable personal conduct while on-site or while working on contract activities, the Contractor shall immediately remove and replace the unacceptable on-site personnel at no additional cost to the Government. Contractor personnel are to serve in a support role; final decisions regarding VA business will always be made by

Government personnel.

KEY PERSONNEL

Certain skilled experience professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as “Key Personnel” whose experience biographies shall be submitted and marked by the Contractor as “Key Personnel”. Substitutions shall only be accepted if in compliance with the “Substitution of Key Personnel” provision identified below. Key Personnel are: Archivist, Curator, Digital Imaging Specialist, and Historian.

The Contractor shall be responsible for managing and overseeing the activities of all Contractor personnel, as well as subcontractor efforts used in performance of this effort. Contractor management responsibilities shall include all activities necessary to ensure the accomplishment of timely and effective support, performed in accordance with the requirements contained in the

PWS.

Contractor shall, at minimum, provide the following designated Key Personnel:

Labor Categories Description Archivist

Experience: Requires at least three years of experience in archival setting.

Must be able to correctly lift 30-pound boxes of archival material.

Requires relevant professional archival experience, including records management, appraisal, processing, description, preservation, conservation, and digitization of analog and digital records.

Education: Bachelor’s degree in history, museum studies or related field.

Master’s degree in Library and Information Science, Archives and Records Administration, or related field is strongly preferred

Curator

Experience: Requires at least three years of experience in the management of museum collections. This work must include at least one year of experience accessioning, cataloging, and re-housing of three-dimensional objects.

Education: Bachelor’s degree in history, museum studies or related field from an accredited institution. Master’s degree in museum studies is strongly preferred.

Digitization Specialist Experience: Requires at least three years of experience in the creation digital images of archival and museum objects using applied principles of both photography and digital technology. Requires ability to implement digital imaging and conversion projects and provide consultation and liaison duties. Requires ability to implement digitization and conversion processes, post processing, and quality review. At least one year of Photoshop and/or CaptureOne is preferred.

Education: Bachelor’s Degree in Fine Arts or Arts-related field.

Historian Experience: Requires at least three year of experience in the history of the U.S. Federal Government, public administration, political science, or Veterans studies, demonstrated by publication and presentation at conference, or as a teaching assistant. Requires at least one year of conducting research in major archives, evidenced by the sources used in research and writing projects. Preference for at least one year in conducting oral histories.

Education: Master’s degree in Public History or other directly related field.

Substitution of Key Personnel:

Contractor requests for approval of Key Personnel substitutions hereunder shall be submitted in writing to the COR, or Authorized Designee, and the CO at least 30 calendar days in advance of the effective date, whenever possible, and shall provide a detailed explanation of the circumstances necessitating the proposed substitution, a complete resume for the proposed substitute, and any other information requested by the CO necessary to approve or disapprove the proposed substitution.

New personnel shall not commence work until all necessary security requirements have been fulfilled and resumes provided and accepted. The COR and the CO will evaluate such requests and promptly notify the Contractor of approval or disapproval in writing.

SCHEDULE

Work schedule shall be approximately 40 hours per week within normal business hours, starting no earlier than 0600 hrs. and ending no later than 1800 hrs. each day.

Key Personnel shall be available to answer all routine matters during VAHO’s standard working hours, Monday to Friday 0800-1700 Eastern Time.

Contractor employees are not authorized to work on Center when closed due to Federal Holidays but are permitted telework due to early closure.

Observed Federal Holidays: New Year's Day, Martin Luther King Birthday, Jr., Washington's Birthday, Memorial Day, Juneteenth Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day.