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Operations Assistant

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Published 13 days ago

Introduction

The Smithsonian Institution is a unique complex of 19 museums and galleries, the National Zoological Park, and nine research centers. The Smithsonian is a national and world treasure and is dedicated to its founding mission, “the increase and diffusion of knowledge.” Its exhibitions, programs, collections, and outreach touch the lives of millions of Americans every year, as well as many who visit us from abroad.


In 2021, the Smithsonian’s Arts + Industries Building (AIB) will open to the public for the first time in nearly two decades for a long-term exposition, FUTURES. This 8-month part exhibition, part festival will shift the paradigm in how we think about the future, presenting multiple possible futures for visitors to explore, test, embrace, and debate. In addition to a new type of museum experience, FUTURES will offer a visitor experience that will embrace the curatorial ideas that surround it: cutting-edge, people-focused, embodying an integrated statement about the future, and exploring how we relate to the digital world and our leisure time.


The Contractor will join the exhibition operations team to execute daily operations of the fully function FUTURES exhibition, serving as onsite point of contact for the operations team troubleshooting issues with objects, technology and exhibits as they arise throughout the run of the exhibition. The Contractor is a key communication link for the operations team and the eyes and ears of the exhibition.


Submitting Your Quote

Candidate’s resumes and price quotes should be submitted by electronic mail to Melissa Rasowsky at rasowskym@si.edu.  Candidate’s resumes and price quotes are due by the close of business on Friday, October 22, 2021.   


Statement of Work

The contract will be for approximately 11 months contingent on performance. The anticipated start date is Monday, November 1, 2021 with services of up to 40 hours per week, ending on September 20, 2022. Evening and weekend hours will be required.


All tasks are preformed onsite at the Arts + Industries Building. AIB will follow Smithsonian-wide COVID safety protocols and the most updated requirements will be part of the daily operations plan.  


Duties include:

1.    Operations Management:

As a key member of the exhibition operations team, the Contractor will execute the following duties to ensure that the exhibition operations run smoothly and the exhibit is maintained throughout the run of show. Contractor will assist and facilitate any troubleshooting for objects as needed throughout the run show and assist operations team with the planning for deinstallation of the show.

a)    Work with operations team to develop daily operations plan including shift schedules, daily operations checklists, coordination logs, etc.

b)   Serve as the onsite operations point of contact during setup/opening, operating hours and closing for the exhibition on a daily basis, according to shift schedule, for the run of show.

c)    Conduct activities outlined in opening and closing checklist, including but not limited to:

§ Conducting visual evaluation of all objects and reading/recording monitor levels

§ Light dusting of artworks and uncased objects

§ Cleaning of cases

§ Turning AV components on and/or off

§ Doing a cursory check of AV components to be sure everything is working properly

§ When encountering issues, executing troubleshooting actions according to exhibition checklist

§ Ensuring doors are locked/unlocked as they should be

§ Coordinating with OPS and OFMR/SF for building and security needs

§ Work with AIB Curators to confirm checklist needs and procedures for handling the objects within their care and AV requirements

d)   Clearly document execution of daily checklist and leave clear and thorough notes for incoming team members on following shifts.

e)    Participate in regular operational meetings to review upcoming events and activities and determine coverage.

f)    Coordinate the staffing events and activities as needed/requested.

g)   Communicate clearly with operations and visitor services team regarding any issues.

h)   Coordinate (scheduling, staffing and facilitating) repairs or maintenance as needed for objects, events, etc. throughout the run of the exhibition.

i)     Assist operations team in preparing for and executing deinstallation of the show including, but not limited to, communicating with lenders, assisting with shipping coordination, and staffing the site during deinstallation activities according to shift.


2.    Administrative

a)    Contractor shall meet with the COTR weekly to receive assignments and to report on progress of work.

b)   Contractor shall maintain weekly reports of work accomplished. The progress reports shall consist of a diary style report of weekly activities undertaken on the project.

c)    Contractor shall submit invoices to COTR for confirmation of work completed and payment



Qualified candidates will be expected to have a keen eye for detail and highly organized. Candidates will be expected to successfully demonstrate a high-level of oral and written communication skills. Candidates should be self-sufficient and able to troubleshoot issues as they arise. Candidates should have experience working within a team setting and communicate activities efficently and appropriately. This Contract covers the pre-opening hours, public hours and closing hours of the exhibition and onsite work on evenings and weekends will be required.


Evaluation


The Smithsonian Institution plans to award based on best value to the Smithsonian Institution considering the following factors. The Smithsonian Institution plans to award without discussions. The following evaluation factors are listed in order of importance.


A. Qualifications

1. Qualifications – Candidate qualifications should be presented in the form of a resume. The resume should include the candidate’s qualifications such as past professional experience, education, computer/technology skills and expertise among other relevant information.


B. Price

1.    Price - Price should be submitted in the format of price per hour of labor.


C. Past Performance

1. Past Performance – Professional references should be available to the Smithsonian Institution, Arts + Industries Building team upon request. If references are requested, please provide a contact name and current telephone number for each reference.


Insurance Requirements

Individual contracts are required to have general liability insurance. If the contractor does not have insurance, coverage can be obtained through the Smithsonian’s policy at a nominal fee.


DUNS Number

A DUNS number is a unique nine digit identification number and is needed to register with the System for Award Management (SAM). DUNS numbers are provided through Dun and Bradstreet at no charge.

  

System for Award Management (SAM)

It is a requirement that current and prospective recipients of contracts and purchase orders awarded by the Smithsonian Institution must complete registration and maintain an active record in the System for Award Management (SAM). The SAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter.


If your quote is selected for award, your valid and active registration with SAM must be verifiable by Smithsonian Institution staff administering this procurement prior to contract award, and any modifications or amendments to awards.


Legislative and Administrative Requirements

A. Service Contract Act – If services to be performed are covered by the Service Contract Act (SCA), as amended, the SCA shall apply to all work performed under the contract. Individuals submitting quotes are encouraged to verify the wages and fringe benefits determined by the U.S. Department of Labor to be payable for the Labor Category and within the location that work performance will occur.


B. Background Investigation – Temporary employment agency employees assigned to the Smithsonian Institution under this contract will need to access staff-only areas of Smithsonian Institution controlled facilities and leased spaces. Therefore, the employee shall be required to receive a Smithsonian Institution credential, and will be required to undergo and pass an appropriate background investigation.


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 Smithsonian Institution:


A. Contractor name, address, telephone number, and email address


B. Pricing in price per hour of labor format


C. Resume of potential candidate



Introduction

The Smithsonian Institution is a unique complex of 19 museums and galleries, the National Zoological Park, and nine research centers. The Smithsonian is a national and world treasure and is dedicated to its founding mission…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Job Type
    Contract
  • Job Type
    Temporary
  • Start Date
    November 1, 2021
  • Application Deadline
    October 22, 2021
  • Education
    4-Year Degree Required
  • Professional Level
    Entry level

Level of Language Proficiency

Qualified candidates will be expected to have a keen eye for detail and highly organized. Candidates will be expected to successfully demonstrate a high-level of oral and written communication skills. Candidates should be self-sufficient and able to troubleshoot issues as they arise. Candidates should have experience working within a team setting and communicate activities efficiently and appropriately. This Contract covers the pre-opening hours, public hours and closing hours of the exhibition and onsite work on evenings and weekends will be required.

Qualified candidates will be expected to have a keen eye for detail and highly organized. Candidates will be expected to successfully demonstrate a high-level of oral and…

Location

On-site
900 Jefferson Dr SW, Washington, DC 20560, USA

How to Apply

Submitting Your Quote

Candidate’s resumes and price quotes should be submitted by electronic mail to Melissa Rasowsky at rasowskym@si.edu.  Candidate’s resumes and price quotes are due by the close of business on Friday, October 22, 2021.   


Evaluation


The Smithsonian Institution plans to award based on best value to the Smithsonian Institution considering the following factors. The Smithsonian Institution plans to award without discussions. The following evaluation factors are listed in order of importance.


A. Qualifications

1. Qualifications – Candidate qualifications should be presented in the form of a resume. The resume should include the candidate’s qualifications such as past professional experience, education, computer/technology skills and expertise among other relevant information.


B. Price

1.    Price - Price should be submitted in the format of price per hour of labor.


C. Past Performance

1. Past Performance – Professional references should be available to the Smithsonian Institution, Arts + Industries Building team upon request. If references are requested, please provide a contact name and current telephone number for each reference.


Insurance Requirements

Individual contracts are required to have general liability insurance. If the contractor does not have insurance, coverage can be obtained through the Smithsonian’s policy at a nominal fee.


DUNS Number

A DUNS number is a unique nine digit identification number and is needed to register with the System for Award Management (SAM). DUNS numbers are provided through Dun and Bradstreet at no charge.

  

System for Award Management (SAM)

It is a requirement that current and prospective recipients of contracts and purchase orders awarded by the Smithsonian Institution must complete registration and maintain an active record in the System for Award Management (SAM). The SAM requires a one-time business registration, with annual updates, and allows vendors to control the accuracy of the business information they enter.


If your quote is selected for award, your valid and active registration with SAM must be verifiable by Smithsonian Institution staff administering this procurement prior to contract award, and any modifications or amendments to awards.


Legislative and Administrative Requirements

A. Service Contract Act – If services to be performed are covered by the Service Contract Act (SCA), as amended, the SCA shall apply to all work performed under the contract. Individuals submitting quotes are encouraged to verify the wages and fringe benefits determined by the U.S. Department of Labor to be payable for the Labor Category and within the location that work performance will occur.


B. Background Investigation – Temporary employment agency employees assigned to the Smithsonian Institution under this contract will need to access staff-only areas of Smithsonian Institution controlled facilities and leased spaces. Therefore, the employee shall be required to receive a Smithsonian Institution credential, and will be required to undergo and pass an appropriate background investigation.


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 Smithsonian Institution:


A. Contractor name, address, telephone number, and email address


B. Pricing in price per hour of labor format


C. Resume of potential candidate



Submitting Your Quote

Candidate’s resumes and price quotes should be submitted by electronic mail to Melissa Rasowsky at rasowskym@si.edu.  Candidate’s resumes and price quotes…

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