Paleobiology Informatics Support Services

Published: November 4, 2024    Jobs, Request for Quote

Smithsonian National Museum of Natural History, Paleobiology https://naturalhistory.si.edu/research/paleobiology

This Request for Quote (RFQ) is issued by the National Museum of Natural History 

(NMNH), Smithsonian Institution (SI), for one (1) individual for technical professional, non-personal services for a 12-month project (2000 hours) to support transcription, organization, and enhancement of data from primary source materials associated with the collections including participation in a pilot project to investigate the application of automation technologies to our digitization pipelines for extracting and standardizing this specimen data as outlined by the attached Statement of Work (SOW). The Smithsonian Institution will provide the necessary supplies, equipment and worksite in support of these services.

I. SUBMITTING YOUR QUOTE 

Price quotes must be submitted by email. Quotes are due by 12pm (noon) EST November 5, 2024 at: Attn: Matthew T. Miller, Paleobiology Collections Services Email to: millermt2@si.edu Phone: 202-633-1344 

Information to be Submitted with Quote 

Quotes submitted must include the following information to be deemed responsive to this Request for Quote and accepted by the Smithsonian Institution: 

  1. Name, address, telephone number, email address and UEI number 
  2. Résumé with the following information: 
  3. Description of relevant experience and/or past performance[MA1]   and/or prior relevant experience (see Evaluation factors below) 
  4. Qualifications (see Evaluation factors below) 
  5. Provide price for base year, plus two option years (see Evaluation factors below) 
  6. Immediate availability for proposed contract 
  7. The date through which pricing submitted is valid 

II. DESCRIPTION OF REQUIRED SERVICES

The SI has a requirement for transcription, organization, and enhancement of data from primary source materials associated with the collections including participation in a pilot project to investigate the application of automation technologies to our digitization pipelines for extracting and standardizing this specimen data for 12 months. Refer to the Statement of Work (SOW) for work tasks. A Firm Fixed Price contract will be awarded. The award will be for one basic year (12 consecutive months) and two one-year options. Execution of the renewal option is at the sole discretion of the Smithsonian. 

III. EVALUATION

The SI plans to award based on best value to the SI considering the following factors. All the following evaluation factors are of equal importance. The SI plans to award without discussions, however, does reserve the right to conduct discussions if later determined by the Contracting Officer to be necessary. 

      A.  Relevant Experience

  1. Relevant experience is that obtained within the past 3 years providing or performing services of similar size, scope, complexity, and type of client that indicates your suitability for this project as described in the statement of work.
    1. Include a brief summary of your training and experience working with museum specimen data.
    1. Include a brief summary of your experience working as an independent contractor or self-employed individual.

      B. Past Performance

  1. Past Performance should be indicated by the following (note, this should be submitted in addition to your résumé):
    1. Include a list of current or previous work experience processing transcribed natural history collections data with names of points of contact and their current telephone numbers who can answer specific questions on quality, workmanship, and scheduling.
    1. Provide a narrative detailing your past work including your approach to working with museum collections data or related materials.
    1. Provide a description of your familiarity with taxonomic, stratigraphic, or other geological or paleontological terminologies and must read cursive.
    1. Provide contract periods of performance dates, dollar value, and brief description of the work performed. 

C. Qualifications

  1. Submit a résumé outlining your qualifications as they relate to this project and the qualifications as listed in the Statement of Work.[2] 

D. Price

  1. Provide a firm fixed price for an hourly rate and indicate the total number of hours not to exceed 2000 hours. This price shall include all costs.  Provide a firm fixed price for the basic year plus the option years. The evaluation of the price shall be based on all years quoted.

     E. SAM registration

  1. Please provide your current Unique Entry ID number and state whether you have an active SAM registration. Quotes from applicants without an active UEI number will not be accepted.

IV.       INDEPENDENT CONTRACTOR RESPONSIBILITIES

  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. 

B. Contractor is responsible for paying all taxes and income taxes, including estimated taxes, incurred as a result of payments by the Smithsonian to the Contractor for performance of this contract. 

V.        INSURANCE REQUIREMENTS

Contractors working on Smithsonian property, or working with sensitive objects or data, must provide proof of adequate professional insurance. Prospective Contractors for the services described above are required to have Commercial General Liability Insurance including coverage for bodily injury and property damage. The Smithsonian Institution must be listed as additional insured under this policy. Proof of insurance must be submitted with quotes. 

Contractors with questions about meeting insurance requirements should contact: 

Carol Youmans, Management and Program Analyst 

Office of Planning, Management & Budget 

Email: YoumansC@si.edu 

Phone:(202) 633-5164. 

VI.       SYSTEM for Award Management (SAM) registration

It is a requirement that current and prospective recipients of contracts and purchase orders awarded by the SI must have an active SAM registration to be eligible for awards and maintain an active record in SAM throughout the period of time the SI award will be in effect.TheSAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter.  The financial data you enter, which includes the electronic funds transfer (EFT) data collected by SAM, will assist the SI with correctly directing payments on your invoices and complying with the Federal Debt Collection Improvement Act of 1996. 

Within thirty (30) calendar days after your SAM registration is activated you must mail a notarized letter to SAM. You will receive guidance on this procedure throughout the SAM registration process and again after your SAM registration is activated. Federal agencies, including SI, have been assured that once an entity’s SAM registration is activated, agencies may engage that entity.  Notarized letters from registered entities will need to contain specific language. OCon&PPM has provided the preferred language for letters with our form memo OCon 120 – Mandatory Registration in the System for Award Management (SAM) that accompanies this RFQ.

If yours is the acceptable price quote and you are selected for award, your organization’s active registration with SAM must be verifiable by SI staff managing this procurement prior to contract or purchase order award being executed, and at the time any modifications or amendments to awards might be required.

You may complete or update your SAM registration information anytime online at http:// sam.gov.  Questions regarding the process may be directed to the Federal Service Desk         online at www.fsd.gov or via toll free call to 1-888-606-8220.  There is no charge for registering in SAM.

VII.     UNIQUE ENTITY IDENTIFIER (UEI) NUMBER

A UEI number is a unique twelve-digit alpha-numeric identifier that will be assigned to you when your SAM registration is completed. A UEI is available for each physical location of your business (see Section V. of this RFQ). You will need to maintain your assigned UEI(s) in a safe location where they may be easily accessed. Your UEI will be required whenever you need to annually update your SAM registration or make changes to your SAM registration information at any time. 

VIII.    LEGISLATIVE and/or administrative Requirements

A.     Background Investigations

If a contractor employee assigned to the SI under this contract will have an association with SI that will be greater than thirty (30) days, determined either at time of contract award or anytime during contract performance, and will need access to staff-only areas of SI controlled facilities and leased spaces, the employee shall be required to receive an SI Credential. Contractor employees who require an SI Credential shall be required to undergo and pass an appropriate background investigation and complete security awareness training before an SI Credential is issued.  Employees whose associations with the SI will be less than 30 days shall not receive a background investigation or SI Credential, however, they must be escorted by Credentialed personnel at all times when in staff-only areas of SI facilities.  If relevant to this RFQ, a form OCon 520, Background Investigations and Credentials for Contractors’ Personnel, is included.  The following actions shall be required to be completed by the SI Contracting Officer’s Technical Representative (COTR) and successful vendor:

  1. The COTR shall provide an OF-306, Declaration for Federal Employment form, for each of the Contractor’s employees who will be assigned to the SI for 30 days or longer. The OF-306 forms must be completed by each person and returned by the Contractor to the COTR, or other designated SI employee, within ten (10) workdays from receipt of the forms by the Contractor.
  • For contractors to SI organizations outside the Washington DC and New York City areas, forms SF-87, Fingerprint Cards, shall be provided to the Contractor by the COTR or other designated SI employee.  Each form SF-87 must be returned to the COTR, or other designated SI employee, within ten (10) workdays from receipt of the forms by the Contractor When necessary, the forms SF-87 shall be submitted by the Contractor with the OF-306.

Homeland Security Policy Directive 12 (HSPD-12)

IX.   Information to be Submitted with Quotes

Quotes submitted must include the following information to be deemed responsive to this Request for Quote and accepted by the SI:

  1. Documentation of your current active SAM registration with the date it will expire
    1. Project Title: Business name, address, telephone number, and UEI number
    1. Business point of contact name, telephone number and email address
    1. Pricing.  Ensure that base year and option year pricing is included.
    1. Past Performance information should include the contract number, contact person with telephone number and other relevant information for at least 3 recent relevant contracts for the same or similar goods and/or services.
    1. Certificates or other documentation confirming appropriate types and levels of insurance required are in effect, and other certificates and documentation requested.
    1. If services are subject to the requirements of the Service Contract Act provide with your quote:
  1. U.S. Department of Labor wage determination hourly rate payable within the location of work performance
  2. Health and Welfare hourly rate payable within the location of work performance
  3. IFF hourly rate payable within the location of work performance
  4. G & A hourly rate payable (e.g., markup, overhead, etc.) within the location of work performance
  5. Vacation hourly rate payable within the location of work performance
  6. Holiday hourly rate payable within the location of work performance

I.                If requested in the RFQ, provide résumés of personnel that may be assigned to perform work under the anticipated award.           

J.             When prices quoted are in accordance with the terms of a General Services Administration (GSA) schedule contract, provide the following information: your GSA contract number, SIN, goods and/or services pricing. 

K.     Indicate any discounts to your GSA schedule contract pricing that is being extended to the SI by your price quote(s).

L.      Cite the date through which pricing submitted is valid.

Smithsonian Institution National Museum of Natural History Department of Paleobiology

Statement of Work – Paleo Informatics Support Services

1. Introduction

1.1 Brief Description

The Department of Paleobiology (NMNH Paleo) seeks the services of one (1) individual for technical professional,  non-personal services for a 12-month project to support transcription, organization, and enhancement of data from primary source materials associated with the collections including participation in a pilot project to investigate the application of automation technologies to our digitization pipelines for extracting and standardizing this specimen data. The results of this pilot have potential to significantly impact efficiency, quality, and capacity for completing digitization work in the future. Technologies may include assisted transcription tools, OCR/HCR processes, application of Natural Language Processing scripts, and development of AI and Machine Learning Models. This contract will support human-assisted tasks and provide critical content knowledge of the specimen data to enable thorough evaluation of the proposed technology and resulting capture of high-quality, vetted data.

Work will align with the Department of Paleobiology data principles and practices, including the FAIR (Findable, Accessible, Interoperable, and Reusable) and CARE (Collective Benefit, Authority to Control, Responsibility, Ethics) data principles and maintains Open Access as a default position for the majority of its data.

2. Scope of work

Contractor shall provide technical, professional, non-personal services to the NMNH Paleo to support organization, transcription, and documentation of primary source materials associated with the fossil collections and to implement quality control, management, and standardization of data extracted from these materials.

2.1 Tasks

Work will cover the tasks listed below. Contractor will implement workflows for ensuring quality, standardization and long-term management of project deliverables. Tasks are defined by the Contractor Officer Technical Representative (COTR) and/or the Technical Point of Contact (TPOC).

  • Transcription of text from primary source materials such as specimen labels, locality ledgers, locality cards, and catalog ledgers to test improved workflows or tools and to provide baseline data for use in pilot project evaluations.
  • Disambiguation, standardization, and enhancement of data from the primary source materials.
  • Review and organization of digital files associated with primary source materials, including application of standard metadata and file-naming schemes to improve discoverability and prepare them for use in the pilot project.
  • Preparation of datasets and terms lists to be used in pilot project testing or in training models with guidance from NMNH Paleo and project partners.
  • Review of data resulting from the application of the proposed automation technologies to the primary source materials as part of the pilot project.
  • Preparation of finalized datasets or files for import into NMNH systems of record.
  • Follow established data processing protocols utilizing various tools developed for the pilot project and existing NMNH Paleo processes, including scripts for data quality checking and data parsing programs.
  • Document and report processes, workflows, and standards used.
  • Document and report new data collection, cleaning, and standardization protocols established through project activities.

2.3 Deliverables

The contractor, COTR, and TPOC will mutually agree upon the due dates and tasks in accordance with the projects under this requirement to include for example:

  • Transcription of primary source materials. Target Milestone: Est. 15% of total time during performance period.
  • Preparation of datasets or terms lists for pilot project. Target Milestone: Est. 15% of total time during performance period.
  • Processing and review of transcribed or extracted data. Target Milestone: Est. 30% of total time during performance period.
  • Organization and documentation of archival materials. Target Milestone: Est. 10% of total time during performance period.
  • Disambiguation, standardization, and enhancement of specimen data. Target Milestone: 15% of total time during performance period.
  • Preparation of finalized files for import. Target Milestone: Est. 15% of total time during performance period.
  • The contractor shall provide a 1 to 2 page status report monthly describing activities to the TPOC and COTR.  The contractor shall meet monthly with the TPOC to review progress.  

Smithsonian Institution shall provide the supplies, equipment, and work space to complete the project for on-site project components; the contractor will provide supplies, equipment, and work space for all project components not required to be performed on site. Contractor shall provide any respirator or other personal safety equipment needed.

The Contractor shall be paid an hourly rate and may submit invoices on a monthly basis.  This work (except emergencies) is to be accomplished during normal working hours, 8 am to 6 pm, Monday-Friday, except Federal holidays or other shutdowns (such as weather emergencies).

Any adjustments to the deliverables to include the target milestones are estimated and any changes shall be mutually agreed upon between the contractor, the COTR, and the TPOC. 

The contractor shall provide a written status report to the TPOC and COTR on the last business day of each month. The report shall include a listing of all projects, tasks, and deliverables and updates and status on all efforts.

3. Performance Standards

The Contractor shall complete tasks and deliverables as defined by the COTR and/or the TPOC. Any and all changes shall be communicated to the Contractor in writing from the COTR and/or TPOC(s). Contractor must notify the COTR and/or TPOC immediately of any problem or situation that impedes completion of any tasks.

3.1 Period of Performance

Contractor is estimated to begin work as soon as possible after contract is awarded and after Smithsonian security clearance has completed satisfactorily.

  • The project is expected to take 12 months to complete.
  • The contractor shall provide up to 40 hours of service on a weekly basis
  • Total number of hours shall not exceed 2000 during the performance period.
  • Performance shall begin upon receipt of a “Notice to Proceed” from the Smithsonian unless a different date is agreed upon with the SI.

3.4 Communication

The Contractor shall be in contact with the COTR and TPOC throughout all phases of the contract, meeting as needed by phone, video conference or email.  The TPOC is the primary point of contact for all communications, unless otherwise directed by the COTR. The COTR shall perform inspection and acceptance of all workmanship and work performed by the Contractor with acceptance in writing. 

The Contracting Officer Technical Representative (COTR)
Matthew Miller

Museum Specialist, Paleobiology Department

Smithsonian Institution
National Museum of Natural History

PO Box 37012, MRC 121
Washington, DC 20013-7012

Phone: 202.633.1344

Email: millermt2@si.edu

The Technical Point of Contact (TPOC)

Holly Little

Paleobiology Informatics Manager, Paleobiology Department

Smithsonian Institution
National Museum of Natural History

PO Box 37012, MRC 121
Washington, DC 20013-7012

Phone: 202.633.5340

Email: Littleh@si.edu

3.5 Invoice and Payments

The Contractor shall invoice the Smithsonian on a monthly basis. Invoicing will only be considered, and payment made, after the work has been reviewed and accepted by the TPOC or COTR. A proper invoice in PDF format (required) must include the following information:

  • Name, address, phone number, email, URL and Contractor identification
  • Unique invoice number
  • Purchase Order Number/ Contract Number
  • Performance period to be invoiced, including number of hours

4. General Conditions

4.1 Place of Performance

All work will be performed at the National Museum of Natural History, 10thStreet and Constitution Ave, NW, Washington DC 20560, or at an NMNH approved telework location.

4.2 Technical Training

Paleo will provide the following support:

  • Access to the RCIS and/or related datasets
  • Information on NMNH Paleo standards for field values and data entry

4.3 Smithsonian and Contractor Provided Property

NMNH shall provide access to all software and application resources required to accomplish the tasks. NMNH is not responsible for providing equipment for work performed off-site. Contractor shall provide any respirator or other personal safety equipment needed.

4.4 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. See attachment.

4.5 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.

5. Intent to Exercise Options

The Smithsonian Institution reserves the sole option to extend this purchase order to engage the Contractor in providing similar services for two (2) optional one (1) year option periods.

These option periods are subject to: 1) acceptance and approval by the COTR during the respective contract period, 2) availability of appropriated funds from which payment for contract purposes can be made and 3) multiyear pricing as agreed by the parties in the original award. The Smithsonian Institution reserves the right to incrementally fund the base year and option years by modifying or adding additional optional tasks that may be exercised as needed and as funding is available.

The opportunity to enter into an option extension is not automatic and may be determined in the best interest of the parties upon demonstrated past performance, receipt of favorable pricing and Contractor’s willingness to enter into a bilateral written agreement prior to expiration of contract performance. In the event the Smithsonian exercises its right to extend the period of performance under this contract, all other terms and conditions hereunder shall remain unchanged. Base period and option year periods if exercised by the Smithsonian Institution are as follows:

1. Base Year Date range: 15 December 2024 through 14 December 2025

2. Option Year 1 Date range: 15 December 2025 through 14 December 2026

3. Option Year 2 Date range: 15 December 2026 through 14 December 2027