Processing Archivist, City of Somerville Archives, Somerville, MA
Posted October 14, 2016
Deadline: November 1st, 2016 at 11:00am
Submissions must be delivered to 93 Highland Avenue Somerville, MA 02143 – no digital submissions
The City of Somerville Archives is hiring a contract processing archivist to physically arrange and describe four collections according to the Describing Archives; A Content Standard. While processing the collection, the contractor will perform basic preservation activities, such as refoldering and rehousing records. Records descriptions will be entered into Archivists’ Toolkit, which will be used to produce HTML files with EAD encoded metadata.
Background
In 2015, the CPA granted The Somerville Archives funds to hire a contractor to process specific collections from the archives. The collections identified were those deemed to have the most historic value, and to be of the most interest to researchers. These collections include The Board of Health Records, 1886-1960; Civil Defense Records, 1940s; Somerville Redevelopment Authority Records, 1960-1973; and the Law Department Closed Case Files, 1950s-1970s. The work of the processing contractor will result in four record guides. These guides will be posted online making the record collections discoverable.
Scope of Work
The contractor will process and describe 140 cubic feet of records in the six month period. If processing is completed before the end of the contract, the contractor will assist in digitizing records from the collections identified in the proposal.
Specifications / Requirements
The following items are considered specific requirements for the successful completion of this contract:
- The selected contractor will be responsible for working 40 hours per week
- Refolder and rehouse Board of Health Collection, Civil Defense Records, Somerville Redevelopment Authority Records, Law Department Closed Case Files.
- Enter descriptions of each collection into Archivists’ Toolkit.
- Produce EAD encoded record guides using Archivists’ Toolkit
Contract Period and Price
The selected contractor will be paid a total of $35,000 for a 6-month contract, anticipated to begin 12/1/2016 with work to be completed through 5/31/2017.
Application Process
A sealed application must be delivered to the Purchasing Department at 93 Highland Avenue, Somerville, MA 02143 by 11:00am on November 1st, 2016 – late submissions will not be considered. Questions regarding the position or the application process can be address to Michael Richards at [email protected].
Addendum No. 1 to RFQ 17-11
Questions Received
Q. The ad says I need to deliver a sealed application to the Purchasing Department at 93 Highland Avenue in Somerville; is this where the records that need to be processed are also housed?
A. The records are housed, and will be processed, at 8 Bonair Street in Somerville.
Q. What should the application contain? Is there any specific paperwork I need, or do I just send in a cover letter, resumé and list of professional references?:
A. The complete list of documents you will need is listed on page 6 of the bid package – primarily it’s a cover letter, qualifications package (resume, etc.), reference form, and a non-collusion/tax compliance form. All of these documents need to be included in a sealed envelope and returned to the attention of Michael Richards at the 93 Highland Avenue, Somerville, MA 02143 by 11:00am on November 1st
Q. How would the schedule look? I assume because the ad says 40 hours per week, this would be a 9 to 5 Monday to Friday type of schedule? Could this job be done during evenings and weekends?
A. The Schedule will be Monday – Friday 8:30am-4:30pm.
Q. Will I be working independently or with other Archivists?
A. The position will report to the Archivist, who will be working with the contractor in the same office.
Q. Once I complete and seal the application, do I need to personally deliver it to the Purchasing Department, or can I just mail it in?
A. Completed applications may be mailed or hand-delivered but it is the applicant’s responsibility to ensure that the package is delivered by 11:00am – late proposals will not be considered.