Remote Work: RFQ Contract Position – “Representation Matters” Project, Smithsonian American Women’s History Initiative

Job Opening Title: Contract position: Smithsonian American Women’s History Initiative: “Representation Matters” Project

Employer Name: Smithsonian Institution

Job Location: Remote

Application Deadline: April 9, 2021

Salary Range:

Link to job posting:

Years of experience required:

Job Description (if URL to posting not available). Please include instructions for how to apply.: *email Effie Kapsalis,, for RFQ*

Contracting opportunity with the American Women’s History (AWHI) and the Smithsonian Open Access (SOA) Initiatives.

AWHI’s goal is to ensure that the historical record of the accomplishments of American women is well-known, accurate, acknowledged, and empowering. AWHI relies on the Smithsonian’s open access policy to share new resources about American women online as widely as possible. However collections representing women and girls are difficult to find for several reasons including outdated descriptive standards, lack of resources to enhance collections metadata, and biases in collecting throughout the Smithsonian’s almost 175-year history.

This one-year contract, with an option to extend, is to provide program coordination services for the Initiative’s efforts to develop standards and best practices related to gender descriptive practices. The contractor would facilitate communication with internal and external stakeholders, develop project documentation protocols, and survey Smithsonian collecting units (museums, libraries, and archives) for descriptive practices related to gender. Experience with descriptive practices/cataloging in the cultural sector, and excellent communications and project management skills are required.

Price quotes and relevant information may be submitted by electronic mail (email.) Quotes are due by
6:00 PM, EST, Friday, April 9, 2021. Please send all quotes to Effie Kapsalis, Applicants should register as a federal contractor in the System for Award Management (SAM) concurrently to responding to the Request for Quote (RFQ).

SOW follows, please contact Effie Kapsalis, for the RFQ.

Smithsonian Institution
Office of the Under Secretary for Museums and Culture Project Coordination
Statement of Work

Background and Scope
The Smithsonian Institution (SI) is a trust instrumentality of the United States founded in 1846 in response to the will of Englishman James Smithson “to found at Washington, under the name of the Smithsonian Institution, an Establishment for the increase and diffusion of knowledge.” In the approximately 175 years since that time, the Smithsonian has grown to include 19 museums, the National Zoological Park, and 9 research centers located in Washington, DC and its metropolitan area, New York City, Cambridge, MA, Fort Pierce, FL, and Panama. The Smithsonian employs approximately 6,300 staff, has over 155.5million collections objects and specimens, 163 thousand cubic feet of materials in their archives and 2.2 million volumes in their libraries. In addition, in FY 2020 the Smithsonian Institution hosted over 7.7 million visitors at its core museum locations and about 178 million visitors to its public websites, plus over 18 million followers on various social media platforms.
The Office of the Under Secretary for Museums and Culture (OUSMC), Smithsonian Institution, oversees the Smithsonian history and art museums, cultural centers, and the Archives of American Art, Smithsonian Exhibits, International Relations, and the National Collections Program as well as several Initiative programs such as the American Women’s History Initiative (AWHI), the Smithsonian Open Access Initiative and Our Shared Future: Reckoning with our Racial Past. These Initiatives draw on the interdisciplinary scholarship from the entire Smithsonian Institution.

Smithsonian Open Access Overview
Smithsonian Open Access (SOA) launched February 25, 2020 releasing 2.8 million 2D and 3D images and 173-years of staff-created data into the public domain. The launch allowed the Smithsonian to reach new audiences, increased its image as a digitally relevant organization, and caused the Institution to be a more appealing partner for strategic tech partners and supporters. In 2021, SOA seeks to understand the factors that influence the utility and discoverability of Open Access data set, one of which is related to the lack of data about underrepresented U.S. populations.

Smithsonian American Women’s History Initiative: “Representation Matters” Project
In order to create a more equitable and just American society, AWHI will create, educate, disseminate, and amplify the historical record of the accomplishments of American women. The
Smithsonian wants the role of women in American history to be well-known, accurate, acknowledged, and empowering.

In February 2021, AWHI released a $400,000 internal pool fund, “Representation Matters”, to make digital collections about American women and girls more discoverable online across the Smithsonian’s multidisciplinary repositories. The fund will be deployed to fund pilot projects that:
•Identify and employ gender-inclusive descriptive standards and best practices.
•Enrich collections metadata either through collection-level or item-level descriptions.
•Improve the technical systems and platforms that manage and publish Smithsonian collections online.
•Provide data about the resources, roles, and infrastructure necessary to make richer, gender-inclusive data.

Alongside the funded pilots, the AWHI team will deploy funds to work with AWHI curators distributed across the Smithsonian and key staff in the Office of the Chief Information Officer (OCIO) to:
•Understand cataloguing practices related to gender across the Smithsonian’s multidisciplinary collecting units.
•Coordinate stakeholder input from the wider Smithsonian community for descriptive standards and values related to gender.
•Fund technical resources to publish constituent records about women and girls online.

Scope of Work
The Contractor shall provide professional, technical, and non-personal services to assist OUSMC’s Senior Program Officer for Digital Strategy with the Smithsonian American Women’s History Initiative (AWHI) and the Smithsonian Open Access Initiative (SOA) in an effort to enhance the Smithsonian’s metadata to
make it more discoverable.

The contractor shall:
•Set up project management and documentation protocols for the AWHI Representation Matters pool fund and central work in the AWHI Microsoft Teams instance.
•Maintain SOA project management site in Confluence.
•Ensure communication across pool fund and tech development stakeholders. Establish and facilitate monthly check-ins with pool fund recipients, contractors, and AWHI and OCIO
•Execute data collection to understand collections workflows impacting gender representation across Smithsonian collections repositories. Produce summary reports to capture findings.
•Facilitate presentations by outside advisors via Smithsonian zoom platform.
•Perform other duties as necessary within the scope of the project.

Contracting Officer’s Technical Representative (COTR):
The COTR for this Purchase Order is Effie Kapsalis, SeniorProgram Officer forDigitalStrategy, Office of the Under Secretary of Museums and Culture.

Period of Performance
All work under this purchase order shall proceed upon the completion of a signed purchase order, commencing on or around May1, 2021 and finishing May 1, 2022, with the possibility of extension.
The Contractor shall provide 30-40 hours of service on a weekly basis.
Adjustments in billing and allocated hours shall be agreed to by the contractor and the COTR.

Submit regular progress reports (frequency and format to be determined by COTR and/or TPOC based on scope of assignment.
Monitor relevant current events, draft talking points, and assist with rapid-response requests.
Meet regularly with the team to discuss progress.
Perform other duties as assigned.
Reporting on Deliverables to the COTR
Contractor shall report progress on deliverables in writing at least once every month to the COTR. Contractor shall keep COTR abreast of any existing and potential occurrences or issues
that may impact progress on the deliverables or on the project as a whole.
Regular Meetings:  The contractor shall have regular in person and/or phone/virtual meetings with the COTR and/or TPOC as well as project team meetings when necessary.

Performance Standards
The contractor shall comply with all Smithsonian rules and regulations applicable to performance under this contract.
The contractor shall work cooperatively and professionally with OUSMCstaff, contractors, and volunteers.
The contractor shall bring any concerns or questions to the attention of the COTR or their assigned individuals.

Acceptance Criteria
All work performed under this contract shall be subject to review and approval by the COTR. The COTR has the right to reject any work considered unacceptable.

Work Location
The work will take place over the period of performance at any off-site location the Contractor deems necessary and appropriate to complete the work. The contractor will be required to meet regularly (virtually) with the COTR and Team and other members of the larger initiative team using Microsoft Teams and Zoom.

Smithsonian Institution Government Furnished Materials
The contractor will furnish all equipment and work space, as needed.
OUSMC will provide the following:
•Access to project management sites and a Smithsonian Network ID.
•Information on Smithsonian metadata standards.
•Information on key collections management systems across the Smithsonian, as well as the Smithsonian Enterprise Data Access Network (EDAN).
Access to SI’s Computer/Data Network
If deemed appropriate by the Smithsonian, contractor personnel and/or representatives may be given a network logon account and access to the Smithsonian’s computer / data network. In order to gain access to SI’s computer network, contractor personnel will be required to read Smithsonian Directive 931 Use of Computers and Networks, and sign an affirmation that they agree to comply with the provisions of SD 931, to act in a responsible manner, and to respect and maintain the security of all systems to which they have access. All contractor personnel with network access are required to complete a short on-line computer security training program annually. Contractor personnel with SI network access are required to complete a background clearance and obtain an SI Security Credential
(badge) if required.

Invoicing and Payment Schedule
Multiple payments shall be made upon completion and acceptance of all work required, and receipt of a proper invoice referencing the official purchase order number (to be supplied when available). In lieu of own invoice, the Contractor may request payment for services by completing Smithsonian invoice form SI-3726. The contractor shall invoice monthly, a prorated, hourly basis derived from the not-to-exceed price award until the award is used up or until the end of the period of performance, whichever comes first. A proper invoice in PDF format (required) must include the following information:
o Name, address, phone number
o Unique invoice number
o Purchase Order Number/ Contract Number
o Performance period to be invoiced, including number of hours
Smithsonian Institution Independent Contractor Clauses

It is understood that the Contractor is undertaking the work hereunder as an independent contractor, not as an employee of the Smithsonian, and neither Contractor nor Contractor’s employees are eligible for Smithsonian benefits, including coverage under FECA (workers compensation) and FTCA (Federal Tort Claims Act), or coverage under any Smithsonian workers compensation, medical, liability, or other insurance policy, for legal protections afforded to employees under law applicable to employment relationships.
(1)Contractor is responsible for providing, at Contractor’s own expense and as necessary, disability, unemployment, workers compensation and other insurance, including adequate liability and property insurance, training, permits, and licenses for Contractor and for Contractor’s employees.
(2)Contractor is responsible for paying all taxes and income taxes, including estimated taxes incurred as a result of the payments by Smithsonian to Contractor for performance of this contract.
The parties, by this contract, do not intend to create a partnership, principal/agent, or joint venture relationship, and nothing in this contract shall be construed as creating such a relationship between the parties. Neither party may incur any obligation on behalf of the other.
Contractor agrees and acknowledges that Smithsonian assumes no responsibility whatsoever for the acts, errors and/or omissions of Contractor beyond those that the Smithsonian is responsible for at law.

Contractor warrants the following: (1) He or she has full right and authority to enter into this Agreement; (2) he or she has full right and authority to grant all of the rights granted herein; (3) he or
she is not under any obligation to any other party which may interfere with the performance of his or her obligations here under or conflict with or injure the work performed under this contract; and (4) he or she has not previously assigned, pledged or otherwise encumbered any rights herein granted to
Smithsonian. Contractor represents that he or she has diligently taken prudent, responsible and customary measures to ensure that the materials provided by the Contractor contain no matter that is libelous or in violation of the copyright, patent right, or any property or personal right of any person or entity nor a violation of any statutory copyright, nor are otherwise contrary to law.

Contractor assumes full responsibility for and shall reimburse and indemnify the Smithsonian for any and all loss or damage of whatsoever kind and nature to any and all Smithsonian property, including any equipment, supplies, accessories, or parts furnished, while in Contractor’s custody and care, or resulting
in whole or in part from the negligent acts or omissions of the Contractor, any subcontractor, or any employee, agent, or representative of the Contractor or subcontractor.

Neither the Smithsonian’s review, approval, acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any cause of action arising out of the
Contractor’s performance of this contract.

Contractor shall defend, hold harmless, and indemnify Smithsonian Institution, its Regents, directors, officers, employees, volunteers, licensees, representatives and agents, and the Government of the United States, against any and all claims, loss and expense (including attorney’s fees and litigation expenses), from loss or liability or injury to any persons (including employees or agents of the Contractor or his subcontractors) and from loss of or damage to any property (including property owned by Smithsonian) arising out of any act or omission of the Contractor, his employees, agents or subcontractors in the performance of this contract.

Rights-In-Data Clause
The Smithsonian’s “rights-in-data” clause is attached hereto and incorporated by reference herein. By signing this purchase order, Contractor acknowledges that he/she has read the “rights-in-data” clause and accepts all of its terms and conditions.

Confidentiality Clause
The “Confidentiality” clause is attached hereto and incorporated by reference herein. The contractor and all representatives assigned under the contract shall be required to sign the Smithsonian “Confidentiality” Clause and return it to the address provided below prior to beginning work.

Data Use, Disclosure of Information, and Handling of Sensitive Information
The Contractor shall maintain, transmit, retain in strictest confidence, and prevent the unauthorized duplication, use, and disclosure of information. The Contractor shall provide information only to employees, Contractors, and subcontractors having a need to know such information in the performance of their duties for this project. Information made available to the contractor by the Smithsonian for the performance or administration of this effort shall be used only for those purposes
and shall not be used in any other way without the written agreement of the Contracting Officer.
If public information is provided to the contractor for use in performance or administration of this effort, the contractor except with the written permission of the Contracting Officer may not use such information for any other purpose. If the contractor is uncertain about the availability or proposed use of information provided for the performance or administration, the contractor will consult with the COTR regarding use of that information for other purposes.
The contractor agrees to assume responsibility for protecting the confidentiality of Smithsonian records which are not public information. Each employee of the contractor to whom information may be made available or disclosed shall be notified in writing by the contractor that such information may be
disclosed only for a purpose and to the extent authorized herein.
Performance of this effort may require the Contractor to access and use data and information proprietary to a Smithsonian or Contractor which is of such a nature that its dissemination or use, other than in performance of this effort, would be averse to the interests of the Smithsonian and/or others.
Contractor and/or Contractor personnel shall not divulge, or release data or information developed or obtained in performance of this effort, until made public by the Smithsonian, except to authorized
Smithsonian personnel or upon written approval of the COTR. The Contractor shall not use, disclose, or reproduce proprietary data that bears a restrictive legend, other than as required in the performance of this effort. Nothing herein shall preclude the use of any data independently acquired by the Contractor without such limitations or prohibit an agreement at no cost to the Government between the Contractor and the data owner that provides for greater rights to the Contractor.
All data received, processed, evaluated, loaded, and/or created as a result of this statement of work shall remain the sole property of the Smithsonian unless specific exception is granted by the COTR.