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RECMGMT-L  December 2011, Week 4

RECMGMT-L December 2011, Week 4

Subject:

RFP re. elec. records

From:

"Metzer, Laren" <[log in to unmask]>

Reply-To:

Records Management Program <[log in to unmask]>

Date:

Wed, 28 Dec 2011 09:52:14 -0800

Content-Type:

text/plain

Parts/Attachments:

Parts/Attachments

text/plain (149 lines)

Request for Proposal

	1.	Statement of Purpose

		The California Historical Records Advisory Board (CHRAB) is seeking a consultant to assist the board in the implementation of its strategic plan, Historical Records in the Golden State: A Strategic Plan for Preserving California’s Documentary Heritage. The project will focus on two broad goals: developing a curriculum on electronic records that can be offered as either a one-day workshop or two-session webinar; and developing a curriculum on digitizing historical records that can be offered as either a one-day workshop or two-session webinar. The 18-month project will be funded by a grant from the National Historical Publications and Records Commission (NHPRC).

	2.	Background Information

		The CHRAB is dedicated to promoting, coordinating, and supporting efforts to identify, manage, preserve, and make accessible the historical records of California. In carrying forward this mission, the board advocates professional stewardship and cooperation in the record-keeping community in order to ensure ready access to and use of the state’s documentary heritage.

		State Coordinator Nancy Lenoil, who is appointed by the Governor, leads the CHRAB. Other board members represent either state agencies, such as the State Library, State Archives, and Department of Parks and Recreation, or particular organizations or constituencies, including the Society of California Archivists, the California Council for the Promotion of History, the California Association of Museums, universities and colleges, records management, and local government. Three at-large appointments by the State Coordinator round out the board.

		The CHRAB is authorized under federal regulations relating to NHPRC. The board serves as the statewide coordinator for historical records activities and reviews grant applications to NHPRC from California organizations.

	3.	Scope of Work

		The consultant will focus on the following objectives:

		3.1 Developing a curriculum on electronic records that can be offered as either a one-day workshop or two-session webinar.

			Working with selected board members, the consultant will create a curriculum for a basic, one-day electronic records workshop. The workshop curriculum will feature a PowerPoint presentation and student workbooks that include handouts, exercises, and discussions designed to educate the adult learner. 

		3.2 Developing a curriculum on digitizing historical records that can be offered as either a     one-day workshop or two-session webinar

			Working with selected board members, the consultant will create a curriculum for a basic, one-day digitizing historical records workshop. The workshop curriculum will feature a PowerPoint presentation and student workbooks that include handouts, exercises, and discussions designed to educate the adult learner. 

		3.3 Teaching one electronic records workshop 

			Once a draft of the workshop has been completed, one workshop will be offered by the consultant to evaluate the curriculum. The workshop will be focused on local government staff that have functional responsibility for electronic records, but will also be available to participants from other repositories. Class size will be limited to thirty participants. A follow-up survey of all workshop participants will be developed and distributed by the board to gauge the value of the curriculum.

	3.4 Teaching one digitizing historical records workshop

			Once a draft of the workshop has been completed, one workshop will be offered by the consultant to evaluate the curriculum. The workshop will be focused on organizations that are interested in digitizing historical records. Class size will be limited to thirty participants. A follow-up survey of all workshop participants will be developed and distributed by the board to gauge the value of the curriculum.

	3.5 Teaching one webinar on electronic records

			Using the iLinc presentation software, one two-session webinar (three hours total) will be offered by the consultant. The webinar will be focused on local government staff that have functional responsibility for electronic records, but will also be available to participants from other repositories. Class size will be limited to thirty participants. A follow-up survey of all webinar participants will be developed and distributed by the board to gauge the value of the curriculum. Two additional webinars will be offered by board members.

	3.6 Teaching one webinar on digitizing historical records

			Using the iLinc presentation software, one two-session webinar (three hours total) will be offered by the consultant. The webinar will be focused on organizations that are interested in digitizing historical records. Class size will be limited to thirty participants. A follow-up survey of all webinar participants will be developed and distributed by the board to gauge the value of the curriculum. Two additional webinars will be offered by board members.

	4.	Outcome and Performance Standards

During the project, the consultant will meet the following objectives:

	4.1 Develop a one-day electronic records workshop
	4.2 Develop a one-day digitizing historical records workshop 
	4.3 Teach a one-day electronic records workshop 
		4.4 Teach a one-day digitizing historical records workshop
		4.5 Teach a two-session webinar on electronic records
		4.6 Teach a two-session webinar on digitizing historical records
		4.7 Prepare regular reports about project work
		4.8 Attend meetings of the board as requested

		The project director and the CHRAB will regularly monitor the work of the consultant. Should the project director or the CHRAB determine that the consultant is not meeting project objectives as indicated in the project plan of work, payments to the consultant may be withheld.

		The schedule for the plan of work is provided below.

Task/Period	3/12			9/12			    3/13                               9/13
		          ▲                                   ▲			     ▲                                  ▲
Obtain consultant	X
  
Electronic records              XXXXX
workshop developed

Digitizing historical                           XXXXX                        
records workshop 
developed

Electronic records                 			    X
workshop offered

Digitizing historical                                                    X                        
records workshop
offered

Workshop evaluation                                                        X

Interim report						             X


Electronic records           					       XXXXXX
webinars offered 

Digitizing historical                       					  XXXXXX
records webinars
offered

Webinar evaluation									 X

Final report										           X

	5.	Desirable Qualifications

		The vendor will have significant knowledge of archives management and extensive work experience with electronic records and digitizing historical collections. Experience in teaching electronic records and digitizing historical collections courses or workshops is desirable. Must have strong communication and writing skills, ability to work independently, and experience in grant administration. Must be willing to travel. 

		Education may include BA degree in history, information science, business administration or related discipline and five years of experience in archives management or MA degree in history, information science, business administration or related discipline and three years of experience in archives and records management.

	6.	Term of Contract

		The contract for all project work will be between The Friends of California Archives, a non-profit corporation, and the consultant. The contract will begin in March 2012 and end no later than September 2013. 

	7.	Payments

		The consultant will submit an invoice reflecting billable hours on a periodic basis to the project director. Total compensation for the project of 18 months is not to exceed $11,600 plus expenses for travel.  

	8.	Requirements for Proposal

		A vendor submitting a proposal should include a specific description of how each objective will be met, a current resume, a list of three references, and payment requirements. All proposals should be submitted in electronic form to:

		Laren Metzer
		Deputy State Coordinator
		California State Archives
		1020 O Street
		Sacramento, CA 95814
[log in to unmask]	

	9.	Evaluation Process

		All proposals must be submitted no later than February 1, 2012. Proposals will be evaluated on experience of vendor relevant to project work, completeness of written proposal, references, and availability during project period. The vendor who is selected for the project will be notified no later than February 15, 2012.

	10.	Points of Contact

		For questions about the RFP or the project work, contact the following people:

		Laren Metzer
		Deputy State Coordinator
		California State Archives
		1020 O Street
		Sacramento, CA 95814
		T: 916-653-3834
[log in to unmask]


Nancy Lenoil
State Coordinator
California State Archives
1020 O Street
Sacramento, CA 95814
T: 916-653-0401
Email: [log in to unmask]



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