Job Opening Title:
Request for Proposal: Institutional Archives Time-based Media contractor
Name of Employer:
US Holocaust Memorial Museum
Job Site Location (City, State) :
Bowie, MD
Application Deadline:
December 13, 2024
Minimum Degree Requirement:
Years of experience required:
Salary Range:
Not to exceed $32.78 per hour
Job Opening URL:
Job Description (if URL to posting not available). Include instructions for how to apply.:
REQUEST FOR PROPOSAL
TIME-BASED MEDIA – INSTITUTIONAL ARCHIVIST
PROPOSAL NUMBER: USHMM-TBM-ARCH-10242024
DEADLINE FOR QUESTIONS: November 12, 2024 5:00pm (EST)
DEADLINE FOR PROPOSAL SUBMISSION: December 13, 2024
EMAIL PROPOSAL & QUESTIONS TO: YVONNE POINTER ypointer@ushmm.org
Institutional Archives Time-Based Media Project — Archivist
I. Introduction/Background
The David M. Rubenstein National Institute for Holocaust Documentation (Rubenstein Institute) of the US Holocaust Memorial Museum (the Museum) requires a contract archivist to support the Institutional Archives (IA) time-based media (TBM) digitization project. The contractor will conduct an item-level inventory of TBM assets, provide recommendations on items eligible for digitization, pack, manage and track batches sent for digitization. This supports part of the Museum’s program to make materials digitally accessible
All work will be performed onsite at the Museum’s David and Fela Shapell Family Collections, Conservation and Research Center in Bowie, Maryland.
David and Fela Shapell Family Collections, Conservation and Research Center
4800 Marconi Drive
Bowie, MD 20175
II. Statement of Work
Each Offeror should carefully read, review, and address all items in their respective
proposals. The USHMM reserves the right to accept any proposal as-is, following one or
more requests for clarification and further information, and/or after negotiation(s). The ultimate definition of Requirements is subject to the USHMM’s final approval.
II. Deliverables
The objective of this contract is to:
– Conduct item-level inventory of TBM assets.
– When copies or versions of the same materials exist, make recommendations as to which should be sent out for digitization.
– Label and pack items for shipment to the digitization vendor.
– Receive items back from the vendor and return them to IA storage.
– Conduct quality control/assurance on digital files according to an established procedure
– Create description records in ArchivesSpace
– Create collection level Resource Record descriptions
– Based on inventory and digitized file metadata, create item-level Archival Objects and associated Digital Objects in ArchivesSpace for each item.
– Resolve legacy digital files and description.
– Create description records in ArchivesSpace based on current standards.
The contractor will submit monthly invoices including itemization of the tasks performed to accountspayable@ushmm.org and the Contracting Officer’s Representative (COR).
III. Period of Performance
Date of Issue to June 30, 2027.
As per the terms and conditions of the contract, the position will be filled for 600 workdays, with the ability to extend for an additional 60 workdays (not exceeding 660 days), if it is deemed necessary by the Contracting Officer, based upon additional funding availability and the contractor’s performance.
V. Museum-Provided Resources and Constraints
Facilities, Supplies and Services. Work shall be performed on-site at the government furnished facility listed above in Section I. The government shall furnish a workspace and computer resources, including necessary network access, walk-up scanning equipment, and organizational software to perform these tasks. Government telephones are for official use only, with the stipulation that on-site personnel conform to existing government policy for personal use in the workplace. Any Government property destroyed or tampered with by the contractor’s personnel shall be the responsibility of the contractor.
Schedule. Onsite work schedule shall be from 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding Federal Holidays and Yom Kippur. Hours may be adjusted with the approval of the COR, provided that the workday doesn’t exceed 8 1/2 hours daily.
Information Sources. Agency personnel shall be available for technical exchanges.
Documentation. All applicable documentation shall be available on-site to the contractor at task start. All materials shall remain the property of the Government and shall be returned to the Contracting Officer Representative (COR) upon request or at the completion of this task.
Key personnel. The contractor’s work will be overseen by the Program Coordinator, in the Office of the Director of the Rubenstein Institute.
VI. Pricing/Costs
For provision of these services, the Museum will remunerate at a rate not exceeding $32.78 per hour, $262.24 in non-appropriated funds each day for eight hours of work.
VII. Qualifications of Contractor Personnel; Minimum and Preferred Experience and Professional References
Minimum Qualifications:
Lift and climb stairs carrying 30 pound boxes
Detail-oriented
Independently driven and solution-oriented
Basic computer skills (i.e., word processing software, spreadsheets, basic database functions)
Familiarity with archival principles and practices
Experience or familiarity with audiovisual formats or production processes
Preferred Qualifications:
Experience or familiarity with ArchivesSpace
Experience or familiarity with digitization and reformatting workflows or processes
Contractor shall ensure that staff and/or subcontractors dedicated to this project have the skills and experience level as described in Contractor’s Proposal. All Contractor personnel assigned to this Agreement are subject to USHMM review in accordance with the provided level of qualifications.
USHMM shall reserve the right to recommend dismissal of a Contractor’s employee or subcontractor whose performance is detrimental to the satisfactory completion of contractual obligations. In addition, Contractor personnel found unacceptable by USHMM at any time shall be removed from performing under this Agreement. The Contracting Offer (CO) shall deliver such notification in writing to the Contractor.
Suitability. For those personnel who will need access to Museum property, information, and data, full contractor suitability requirements will be provided prior to award, but could include any or all of the following: criminal history check conducted by running fingerprints submitted to the Museum through the FBI verification of US citizenship or in some cases green card or work permit, employment references, and/or credit rating. Notwithstanding the effective date of the Contract, Museum shall preclude affected personnel from beginning performance hereunder until cleared for work, and Contractor shall be solely liable for any performance delays and lost billables attributable to Museum review of personnel still uncleared as of the Contract’s effective date.
Professional References:
Provides name(s) and contact information for three (3) references from similar contracts.
Accepts and adheres to Museum’s standard contract terms and conditions as provided in Attachment A, hereto, or otherwise sets forth any objections, changes, or additions to them, with the understanding that any proposed changes to the Museum’s standard terms and conditions may be grounds for rejection of the proposal.
EVALUATION FACTORS FOR AWARD
Offerors will be evaluated for selection on the basis of those most qualified to meet the requirements of this RFP. Major criteria to be considered in the evaluation may include, but shall not be limited to, the items referred to above and those set forth below.
1. The Offeror’s ability, capacity, and skill to fully and satisfactorily provide the requirements.
2. The quality of Offeror’s performance on comparable and/or similar projects.
3. The Offeror’s level of experience in working with similar institutions to the Museum.
4. Reasonableness/competitiveness of proposed fee and/or benefits to the Museum, although the
Museum is not bound to select the Offeror who proposes the lowest fees or most benefits for services. The Museum reserves the right to negotiate fees and/or benefits to the Museum with the selected Offeror.
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