C1PB--Interpretive Master Plan National VA History Center

NVAHC Statement of Work, Interpretive Master PlanMarch 10, 2022

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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 The contractor will provide regular progress updates to the VAHO project manager.

2.2 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.

2.3 Mission Statement

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

2.4 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.

2.5 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.

2.6 Take-Home Messages

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

2.7Demographics and Audience

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

2.8Challenges

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

2.9 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.

2.10 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.

2.11 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.

2.12 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

2.13 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.

2.14 Draft Plan

The contractor will provide a draft plan for review by VAHO staff and stakeholders.

2.15 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 supporting the creation. The format will be approved by the VAHO Project Manager prior to delivery.

All final deliverables to VAHO will be complaint with VA s 508 Compliancy regulations. Specific requirements are available on the 508 Office website, and there are specialists available to help.

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 180 Calendar Days.

4.2 Schedule

All changes to the proposed schedule must be approved by the VAHO project manager.

Task Paragraph

Task

Delivery Date

1.2 Progress Update

Progress Updates

First business day each week

2.2 Executive Summary

Draft Executive Summary

60 days from contract award

2.3 Mission Statement

Final Mission Statement

30 days from contract award

2.4 Interpretive Goals

Draft Interpretive Goals

90 days from contract award

2.5 Interpretive Themes

Draft Interpretive Themes

90 days from contract award

2.6 Takeaway Messaged

Draft Takeaway Messages

90 days from contract award

2.7 Demographics/Audience

Provide Demographics

90 days from contract award

2.8 Challenges

Provide Guidance Regarding Challenges

120 days from contract award

2.9 Visitor Experience

Provide Visitor Experience Model/Plan

120 days from contract award

2.10 Goals

Provide Achievable Goals

120 days from contract award

2.11 Objectives

Provide Achievable Goals

120 days from contact award

2.12 Strategies

Provide Effective Strategies

120 days from contract award

2.13 Measures of Success

Provide Measures Determining Success

120 days from contract award

2.14 Draft Plan

Draft Plan

145 days from contract award

2.15 Final Package

Final Draft Plan/Supporting Documents

180 days from contract award

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

7.1 Work that cannot 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 areas of consideration for evaluation of proposals will be established in the RFP. Each offeror s proposal will be evaluated independently based on the offeror s response to the criteria. The evaluation factors for award are the following:

                 Factor 1: Relevant Experience

                 Factor 2: Team Qualifications/Professional Qualifications

                 Factor 3: Past Performance

                 Factor 4: Schedule

                 Factor 5: Price

All technical factors (other than cost or price) when combined are significantly more importance than cost or price. Technical criteria and weightings are as follows:Â Relevant Experience is more important than Team Qualifications, which is more important than Past Performance, which is more important than Schedule.

Factor 1 Relevant Experience (Page Limitation - 1 Page per Project)

Offeror shall provide a Summary Page of its recent and relevant experience which is similar in size, scope and magnitude to this requirement. Recent and relevant experience shall include:

Developing an IMP and exhibitions for an organization using adaptive reuse of existing historic structures.

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

Working on projects that focus on American history.

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

Working on projects that clearly illustrate a commitment to accessibility in exhibit design.

Working with federal contracts

Providing effective interpretation of controversial subjects.

Relevant is defined as those task requirements identified in the RFQ s Scope of Work in this geographical area. Recent is define as services provided within the past 5 (five) years.

Offeror shall provide a minimum of 3 (three) projects but no more than 5 (five). Each project shall include the following.

Project title, location and detailed narrative describing the scope of services provided including the type of work performed by the offeror and its role in the project i.e. prime contract, Teaming Partner or subcontractor

Project Owner, owner s point of contact including telephone number and email address.

Services & Deliverables provided under the contract/task order

Period of Performance, including start and completion dates

Total dollar value of the project.

Factor 2 Team Qualifications/Professional Qualifications: (Page Limitation 16 pages)

Offeror shall provide relevant qualifications and experience of individual personnel proposed to perform the work with a brief explanation of duties to be performed to accomplish the scope of work.

At a minimum, the offeror shall describe the professional qualifications and experience of the following:

Project Manager with a minimum of 5 years of experience

Content creator with a minimum of 3 years of experience, including experience with working with institutions that interpret the history of underrepresented voices. (Native Americans, African Americans, Asian Americans, Hispanic Americans)

Exhibit Developer with a minimum of 5 years of experience

Exhibit Designer with a minimum of 3 years of experience

Biographical data shall include the following:

Name of the individual

Company employed by

Company position title

Years with the company

Description of experience developing interpretive master plans

Description of work related to the development of museum exhibitions

Experience ensuring all voices are represented in interpretive products

Description of job-related educational experience including degrees, certificates, etc. and granting institutions

Offerors are advised that the Government may consider a team as more technically qualified if they have the following:

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.

Factor 3 Past Performance: (Page Limitation N/A)

Past Performance for Projects Submitted under Factor I

Submit client references (name, number, and email) for those projects listed in Factor 1.

The Government reserves the right to also evaluate past performance on previously awarded federal task orders and any other information available.

Note: We recommend you contact every reference listed and let them know we may contact them for information. Their timely replies would be appreciated.

Factor 4 Schedule and Capacity: (Page Limitation 6 pages)

Describe your approach and ability to meet the schedule. The approach shall clearly convey the Offeror s understanding of this requirement as well as the resources committed to ensure timely and successful completion of the work. The period of performance is 180 days from Notice to Proceed.

Factor 5 Price

All technical factors (other than cost or price) when combined are significantly more importance than cost or price. Technical criteria and weightings are as follows:Â Relevant Experience is more important than Team Qualifications, which is more important than Past Performance, which is more important than Schedule.