VICK_328787A__Veterans_Genealogy_SOW.docx

SCOPE OF WORK

IDENTIFY LIVING DESCENDANTS OF USCT VETERANS IN VICKSBURG NATIONAL CEMETERY, PMIS 328787A

INTRODUCTION

Vicksburg National Military Park (Park) requires genealogical research to identify the living descendants of US Colored Troop (USCT) veterans buried within Vicksburg National Cemetery in Vicksburg, Mississippi.

Vicksburg National Cemetery contains more USCT veteran burials than any other national cemetery in the US. Of the approximately 5,000 USCT buried, only 130 soldiers are known individuals with preserved identities and named gravestones. However, many factors have separated these known USCTs from descendants living today, many of whom may not be aware that they have a veteran ancestor who served during the Civil War. Records indicate that many USCTs who survived the war settled in Vicksburg, which suggests a distinct possibility that some direct descendants may still be living in the area. With each passing year, direct living descendants to the 130 known USCT veterans buried at Vicksburg gets more distant and runs the risk of being lost entirely as family members move away, surnames are changed, or family lineages come to an end.

To restore these connections, this project will contract a professional genealogist(s) to conduct a study to identify living descendants related to the 130 known USCTs. The genealogist will work closely with a professional SOI-qualified historian (under separate contract) to provide a complete picture about these soldier’s lives and living descendants. To restore these familial connections, the contract genealogist will trace individual lineages of the 130 known USCTs (to the degree possible) so that living descendants can be identified, contacted, and be invited to the national cemetery.

The information gathered during this project is essential for meeting the legal requirements of a signed 2023 Memorandum of Agreement between the Park and the State Historic Preservation Office (SHPO) to mitigate an adverse effect from two landslides in the national cemetery from 2020-2021 that required the disinterment of 102 veteran graves.

The study shall conform to professional standards regarding methodology of historical research and writing. Stylistic, bibliographical, and report production standards shall conform to the current edition of the Chicago Manual of Style. In short, the project contains the following components:

· Part 1: Review Existing Documentation (survey existing research and 130 names)

· Part 2: Genealogical Research (conduct thorough research in non-Park archives and repositories focusing on the 130 known USCT veteran identities. Requires close collaboration and sharing of information with SOI-qualified historian, who is hired under separate contract)

· Part 3: Contacting Living Descendants (tracking down living descendants and contact information, working with park staff to connect living descendants to their veteran ancestors buried in the national cemetery)

· Part 4: Report Writing & Production (write a multi-chapter report that brings together Part 1 and Part 2 as an illustrated narrative with references, images, listings of living descendants names and contact information; draft and final reports)

The report, including enumerated appendices (if applicable), graphics, and index, shall be completed within twelve (12) months from the date of contract award.

DESCRIPTION OF THE PARK & RESOURCES

Vicksburg National Military Park was authorized on February 21, 1899 (30 Stat. 841), to commemorate the campaign and siege and defense of Vicksburg, Mississippi and to preserve the history of the battles and operations of the siege and defense on the ground where they were fought. The Park and Vicksburg National Cemetery were transferred from the War Department to the NPS on August 10, 1933. In 1990, the Park was expanded to include Grant’s Canal in Madison Parish, Louisiana and again in 2002 to include Pemberton’s Headquarters in downtown Vicksburg. In 2014, the Park expanded a third time to include three new units in outlying areas associated with the Vicksburg Campaign from 1862-1863.

The nation’s first national cemeteries were authorized on February 22, 1867 to honor fallen U.S. soldiers from the Civil War. Vicksburg is one of these national cemeteries, which was later established on April 12, 1867, and is the final resting place for over 18,000 soldiers.

Today, the Park is comprised of several discontinuous units related to the US Civil War. These multiple sites are managed under one administration and are located in and around a 40-mile radius surrounding Vicksburg. Sites related to the Campaign for Vicksburg include the Port Gibson Unit (A.K. Shaifer House), Raymond Unit (Battle of Raymond), and Champion Hill Battlefield (which includes the Crossroads and Coker House in Edwards, MS). The Siege of Vicksburg sites within the city includes the main battlefield and National Cemetery Pemberton's Headquarters, Louisiana Circle, South Fort, Navy Circle, and the USS Cairo Gunboat and museum.

The Vicksburg National Military Park, the USS Cairo, and the National Cemetery are listed on the National Register of Historic Places. In addition, the engines and boilers of the USS Cairo are designated Historic Mechanical Engineering Landmarks. Pemberton's Headquarters, located in downtown Vicksburg, A.K. Shaifer House in Port Gibson, MS, and Champion Hill Battlefield in Edwards, MS have all been designated as National Historic Landmarks.

SCOPE OF WORK

The project has four components, which are as follows:

Part 1: Review Existing Documentation A. Review any existing written documentation related to the known 130 USCT veterans. In reviewing available documents and materials, close collaboration and sharing of information shall happen between the genealogist and the SOI-qualified historian (hired under separate contract). The historian will be conducting historic research using primary sources, military records, census records, pension records, etc to complete a comprehensive life history of the known 130 USCTs (to the degree possible). It is anticipated that the genealogist for this project will use this compiled information as a starting point to conduct a separate research effort to identify living descendants of each of the 130 individuals.

Part 2: Genealogy Research

A. Conduct a thorough[footnoteRef:2] level of research within archives, repositories, and online resources to locate more detailed information related to names of family members related to the 130 USCT veterans, including tracing family lineages to the present day (if possible). Note: The Park archives do not contain any information related to family lineages; it is anticipated that the genealogist will need to examine previously un-evaluated materials from non-Park repositories for the bulk of this research. Working closely with the SOI-qualified historian (hired under separate contract) to share names and potential linkages is critical to the success of the project. The genealogist shall follow and practice National Genealogical Guidelines, NGS Guidelines - National Genealogical Society [2: Thorough level of research as defined by NPS-28 Cultural Resource Management, NPS Office of Policy: NPS-28, Cultural Resource Management (Chapter 2))]

Part 3: Contacting Living Relatives/Descendants

A. Based on the findings in Part 2, the genealogist shall work with park staff and the park superintendent to reach out to living relatives of the 130 veterans. Utmost care and sensitivity should be taken into consideration when contacting individuals. The ultimate goal of this task is to alert living descendants to let them know 1) they have a veteran buried at Vicksburg National Cemetery; 2) invite them to participate as a consulting party for cemetery stabilization projects; 3) keep them informed on cemetery maintenance and care; and 4) invite them to visit the cemetery and their ancestor’s grave in the future.

Part 4: Report Writing & Documentation

A. Produce a detailed narrative in written report format expounding on all previous review and research (Part 1 and 2 above) and list the names and contact information of living descendants of the 130 veterans. The report shall be supported with references, tables, and illustrations/photographs, as applicable.

B. The format of the multi-chapter special history study shall include:

a. Executive Summary - Clearly state the utility of the report, including its importance and relevance

b. Introduction & Methodology

c. Findings – multiple chapters addressing the familial lineages of the 130 individuals with names and contact information for living relatives.

d. Bibliography – including references to all source materials and repositories researched

e. Appendices – including useful primary and secondary sources of information such as maps, drawings, newspaper articles, etc.

C. The study shall include appropriate photographs and figures embedded within the text of the narrative. The photographs shall have captions and identify their source. The report shall be properly cited using Chicago Manual Style.

Submittals & Reviews

A 100% draft of the completed report with all above specified elements (Parts 1-4) will be prepared and provided to the Park for review and comment according to a proposed project schedule (to be provided by the contractor at the start of the project). The contractor should also ensure that the 100% draft report is also be peer reviewed by a separate genealogist or historian.

After a 45-day review/comment period following the submittal of the 100% draft, the contractor will then incorporate all Park and peer-review comments and resubmit a final draft. The final draft will then be reviewed by the Contracting Officer’s Representative (COR) and park Superintendent to ensure all NPS comments have been incorporated and then submitted for approval signatures.

Additional submittal and deliverable requirements are listed below in ADDITIONAL CONTRACT REQUIREMENTS.

Final Deliverables

Final deliverables for the project include:

· 5 hard copies of the final, printed and bound historic research report (submitted to COR)

· USB drive containing:

· 1 digital copy of the final report (both Word and PDF files). The digital version must be Section 508 compliant.

· Digital files (.jpg) of all images/illustrations and maps used in the report.

· Digital files (text and images) of social media posts and wayside content.

· 1 hard copy of the final report, printed on archival paper, to be included in the Park archives

GENERAL PROPOSAL OUTLINE

The prospective contractor must formulate a study proposal and itemized cost proposal in response to this Scope of Work. The proposal must describe in detail the investigator's research strategy and qualifications of personnel responsible for completion of the study. Minimally, the study must individually address each topic outlined above.

The proposal shall consist of and shall be rated on:

A. Research Strategy

1. A description of the methods, techniques, and procedures of genealogical research, including a summary of repositories and other sources of information to be used.

2. A project schedule and matrix identifying key project milestones and associated products pertaining to the project.

3. No more than two samples of previous genealogical work in similar size and scale to this project.

B. Personnel Qualifications

1. The Principal Investigator / Professional Genealogist: The Principal Investigator (PI) is responsible for all aspects of managing the proposed study. The PI must have at least 5 years of professional genealogy experience (no exceptions) with supporting evidence of completing genealogical projects of a similar size and scale.

2. Project Historian(s): Although the overall research design, guidance, and responsibility for the completed study lies with the Principal Investigator, the PI may utilize the assistance of project genealogists (PG) and other project staff at their discretion to accomplish the research.

3. Standards for Consultants: Personnel hired or subcontracted for their special knowledge and expertise must carry academic and experiential qualifications in their particular area of expertise. Such qualifications are to be documented by means of vitae attachments when the proposal is prepared and submitted. All genealogists working on the project shall follow and practice National Genealogical Guidelines, NGS Guidelines - National Genealogical Society

C. Price Proposal

The prospective contractor must submit a line-item cost proposal for the project, including the following items:

1. Personnel services (include costs for Principal Investigator, other personnel)

2. Miscellaneous personal expenses

3. Supplies and equipment

4. Travel

5. Cost of analysis and report preparation

6. Overhead, Indirect, and In-kind costs as applicable

7. Other expenses

8. Total project cost

ADDITIONAL CONTRACT REQUIREMENTS

A. General provisions

1. Prospective contractors should note that the research design submitted by the contractor becomes a binding element of the contract and is expected to be carried out. The research performed and reported must meet the minimum requirements.

2. Within 30 days of award of contract, the contractor shall attend a post-award scoping meeting in person or virtually to discuss technical aspects of the contract and to confirm the planning schedule for the submission of the deliverables. Contractor will within two weeks provide a summary of the meeting and the agreed upon contract schedule.

3. The production of the contextual history study shall be completed within twelve (12) months of contract award.

B. Report standards/format and submission schedule

The final report will be in the latest version of Microsoft WORD and include the information required in the specifications listed above. It must be formatted for 8-1/2 by 11-inch white paper, 12 point font. All pages must be numbered. Copies of photographs (screened for reproduction clarity), maps, drawings, and text must be clean, clear, and legible. The format must comply with the latest edition of the Chicago Manual of Style. The digital version of the document must be Section 508 compliant.

C. Progress reports

Quarterly progress reports during the performance of the research and writing phases of this contract are required. The initial due date of the first quarterly report will be 90 days after contract award. All quarterly reports will be submitted to individual(s) named at the time of award.

PAYMENT

Partial payments may be made up to 80% of the contract award amount. Payments must be based on deliverables accepted by the government (see FAR 52.212-4(a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance & FAR 52.211-1, Time of Delivery). Payment requests must be in accordance with the clause titled, Electronic Invoicing and Payment Requirements - Invoice Processing Platform (IPP).