Statement of Work IMP KG edits sources sought.pdf

NVAHC Statement of Work, Interpretive Master Plan Contract - DRAFT February 3, 2022

Statement of Work

NVAHC Interpretive Master Plan

1.0 Background

On April 10, 2020, the Department of Veterans Affairs (VA) formally established the VA History Office (VAHO). The purpose of VAHO is to “preserve, manage, and use the official historical records of the Department and its predecessor agencies, and to develop and manage the Department’s collection of historical archives and artifacts.” To accomplish this work, VAHO is composed of two functional elements: an overarching VA History Program, located at VA Central Office (VACO), Washington, DC, and the National VA History Center (NVAHC), to be located in two historic buildings on the campus of the Dayton VA Medical Center in Dayton, Ohio. The NVAHC and VAHO identify stakeholders and target audiences, themes, messaging, exhibits, galleries, and programming opportunities in developing the NVAHC to enforce VA’s goals and objectives. Further, the entities work with records management, program offices, and key stakeholders to identify, capture, retain, and make available archival materials to researchers, historians, veterans, and their families. VAHO requires consulting services to assist in developing an Interpretive Master Plan for a Federal Government history center housed in historic buildings.

VAHO will determine the composition and number of Government staff that will participate in the interpretive planning process. The Government team will include at least 3 members but could include as many as 8. The contractor will designate a Project Manager and will establish a team with the required expertise and diversity to execute an effective and comprehensive Interpretive Master Plan.

1.1 Scope

The VA History Office (VAHO) requires a contractor to facilitate the development of an Interpretive Master Plan (IMP) to guide the development of exhibitions and programs for the National VA History Center (NVAHC). Contractor shall provide professional consulting support services to VAHO, as needed, throughout the period of performance.

Support may include advice and assistance on outputs, high-level implementation plans, communication and change management approaches, metrics, and progress tracking procedures. Contractor shall provide products in formats and per a schedule agreed-upon by the Government and Contractor.

Project Team Organization

The project team will be led by project managers representing the VAHO and contractor respectively. VAHO will determine the composition and number of Government staff that will participate in the interpretive planning process. The Government team will include at least 3 members but could include as many as 8. The contractor will designate a Project Manager and will establish a team with the required expertise and diversity to execute an effective and comprehensive Interpretive Master Plan.

The Contractor will facilitate a series of meetings and workshops with VAHO staff to outline the process and responsibilities of each party, and to answer vital questions that will shape the IMP. The Contractor will work with VAHO staff to establish benchmarks and timeframes for completion of each element of the IMP. Both parties will agree on an established meeting schedule to ensure effective communication and project management. Meetings may be in person or via video/conference calls as mutually agreed upon. Both parties may take notes to ensure clarity and consistency. The contractor will provide notes from the meetings to all team members within 2 business days following each meeting.

Services The Contractor will be responsible for writing and production of the final IMP. They will coordinate with VAHO staff to ensure that all necessary research and writing are completed by the appropriate party. The Contractor will be responsible for all outside research needed to develop an effective IMP.

Any inclusion or exclusion of elements will be at the discretion of VAHO staff, with input from the contractor. Listed below are proposed elements to be included in the IMP.

The final Interpretive Master Plan will be approved by VAHO staff before the final payment is remitted.

2.0 Requirements and Tasks

2.1 Executive Summary

The contractor will provide research and draft assistance for the NVAHC executive summary section. The Administration Historians and the VA Chief Historian will have final version approval.

2.2 Mission Statement

The contractor will provide research and assistance in the creation and finalization of the NVAHC Mission statement.

2.2 Interpretive Goals

The contractor will lead the development of interpretive goals. The contractor will work with the VAHO team to develop interpretive goals that will be used to develop interpretive themes.

The VAHO team will approve the interpretive goals that will be included in the final IMP.

Glasper, Krystal S (CFM)

NVAHC

Define interpretive goals here and perhaps those goals should be tied to a deliverable. Will they be listed out and included as a part of the IMP? The contractor is leading the development, so state who they will be working with, approval process, etc.

2.3 Interpretive Themes

The contractor will lead the development of interpretive themes. The contractor will work with the VAHO team to develop interpretive themes that will be used to guide the design of the museum exhibitions and programs. The VAHO team will approve the interpretive themes that will be included in the final IMP.

2.4 Take-Home Messages

The contractor will lead the team in the development of key take-home messages.

2.5 Demographics and Audience

The contractor will conduct demographic and audience research to help guide the development of the Interpretive Master Plan.

2.6 Challenges

The contractor will provide research and draft assistance in detailing the challenges facing VAHO surrounding the build-up and execution of the NVAHC mission.

2.7 Visitor Experience

The contractor will lead the development of an integrated visitor experience model. Including exhibits, hands-on activities, audio visual presentations, immersive experiences, public and educational programs.

2.8 Goals

The contractor will provide research and assistance in the creation of NVAHC goals. The goals must also use the project management concept of SMART (specific, measurable, achievable, relevant, and time-bound) goals.

2.9 Objectives

The contractor will provide research and draft assistance with the formulation of NVAHC objectives. The objectives must directly link to and fulfill the NVAHC goals.

2.10 Strategies

The contractor will engage with other VA components, VAHO staff, and external agencies to create strategies and workflows that will allow the successful execution of the Interpretive Master Plan. These specific strategies will be included as part of the Interpretive Master Plan, either in text or as an appendix, as approved by the VAHO Project Manager

2.11 Measure of Success

The contractor will research, and create in conjunction with VAHO staff, Administration historians and other stakeholders to formulate measures of success. These measures must link directly to goals and objectives.

2.12 Final Package

The contractor will create a finalized package consisting of the approved and signed Interpretive Master Plan, research notes, drafts, templates, and other documentation

Glasper, Krystal S (CFM) Stay consistent with wording here…. Do you mean the contractor will also lead this effort? Same comments as above for interpretive goals.

Glasper, Krystal S (CFM) Will this be left up the contractor to decide whether it will be in text or appendix?

There should be a deliverable tied to this in the deliverables section.

supporting the creation. The format will be consistent with the guidelines set forth by the VAHO Project Manager.

3.0 Deliverables

3.1 The contractor will produce a comprehensive Interpretive Master Plan that will guide the development of exhibitions and programs for the opening of NVAHC. The IMP will include the elements listed in section 2 of this document. Any exclusions or additions must be approved by the VAHO Project Manager. The IMP will be used for exhibition design, including the integration of text, artifacts, audio visual, hands-on elements and immersive experiences. The IMP will focus on creating a museum that is accessible to all including those with disabilities.

The IMP document will meet Section 508 compliance with any applicable metadata.

3.2 The contractor will provide any research or work products that are used to help shape the IMP. Including meeting notes, research notes, interpretive drafts, design templates, design drafts, interviews, surveys and demographic information.

3.3 The contractor will develop measures of success for the development and implementation of the IMP.

4.0 Responsibilities

• NVAHC will provide subject matter experts.

• NVAHC will be responsible for reviews of content for accuracy prior to finalization of

IMP.

• NVAHC will provide all available supporting documentation for the final IMP.

• Contractor will write and produce the final IMP document.

• Contractor will provide professional project management services to guide the development of the IMP.

• Contractor will conduct research necessary to develop all the IMP elements listed in 2.0

Required Tasks section of this document.

4.0 Period of Performance

4.1 The period of performance is 6 months.

5.0 Payment Schedule

5.1 The payment schedule will be consistent with all VA regulations and schedules and managed at the contracting office level.

6.0 Travel or Other Costs

6.1 Travel may be required. The contractor shall bear all costs associated with this project that are not covered by the agreed upon firm-fixed price.

7.0 Place of Performance

Glasper, Krystal S (CFM) Can these guidelines be spelled out or pointed to in the form of attachment of reference?

Glasper, Krystal S (CFM) Still need to have the guidelines spelled out and included prior to solicitation.

Senn, Kurt Have Robyn provide specifications for metadata.

Glasper, Krystal S (CFM) Be as specific as possible pointing to direct references (applicable metadata).

Glasper, Krystal S (CFM) Let’s make the deliverables correspond to the previous section…. Interpretive Goals, Interpretive Themes, ……….Measures of Success.

Should include a schedule for reviews, etc. Will provide an example.

7.1 Work that can not be done virtually will occur at 4100 West Third Street, Building 401, Dayton, OH 45428. On-site research is at the discretion of the contractor and may occur at facilities that they deem appropriate.

Evaluation The criteria listed below will be used to evaluate the bidders to determine the best submission for this project/contract.

Relevant Project Experience

• Experience developing an IMP and exhibitions for an organization using adaptive reuse of historic buildings.

• Experience developing an IMP and exhibitions that reflect the diversity of our society and a commitment to all voices.

• Experience with projects that focus on American history.

• Past projects that integrate text, objects, audio visual, hands-on, and immersive experiences into exhibitions. Successful integration of emerging technologies into exhibitions.

• Past projects clearly illustrate a commitment to accessibility in exhibit design.

• Experience working with federal contracts.

• Experience providing effective interpretation of sensitive subjects.

• Experience collaborating with a government organization and its support organization

(Foundation or Support Group).

Team

• Contract project team should bring diverse voices and perspectives to the project.

• Experience and understanding of the VA and its mission.

• Knowledge of military history.

• The inclusion of a veteran is preferred.

Design, Fabrication and Installation We will work with the contracting officer to determine if this can be included as an option in this RFQ/RFP, or if it will need to be addressed in a separate document.

Lets discuss.