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Interested parties should e-mail a written Letter of Interest to Rhonda V. McPherson, Contracting Specialist (at <[email protected]>) on or before April 7, 2017 at 12PM (noon) ET. All information submitted is subject to verification. USHMM reserves the right but is not obliged to request additional information to substantiate responses.
Services Sought
The United States Holocaust Memorial Museum ("Museum") is seeking copyright clearances for materials to be used for the Americans and the Holocaust Initiative, including but not limited to a special exhibition, History Unfolded crowdsourcing project, Museum website, educational resources, general interest book, and public engagement and marketing. The Museum is seeking expert rights clearance services to manage and centralize rights acquisition across Initiative projects.
Prospective contractors will be required to provide all services, including all labor, materials, equipment, and facilities except as otherwise specified herein, required to acquire copyright permissions for assets intended to be used in Initiative products.
The prospective Contractor will negotiate and manage copyright usage agreements for photos, maps, text, music, and other content ("Materials") from third parties used for Initiative products. The Museum will provide the list of Materials required for each project and use, clearances sources (if known), requested length of usage, electronic file deliverable specifications, and deadline to acquire clearance.
This work may entail:
Obtaining permission for use of photos, maps, periodicals, documents, music, and other content ("Materials") from third parties. Including preparing and sending initial correspondence, negotiating agreements, coordinating payments, keeping accurate records in electronic format, determining crediting/attribution requirements, and providing copies of all relevant records and information about cleared assets with the Museum.
Reviewing and analyzing copyright issues and questions related to use of third party materials as outlined above, including contract review and negotiations, and Fair Use analysis as appropriate. The prospective Contractor shall coordinate with Museum legal counsel to maintain continuity with USHMM copyright practice.
Centralizing copyright requests and rights tracking for the Initiative. This work will include reviewing third party forms for consistency; coordinating with Museum legal staff to ensure legal sufficiency of such forms; keeping accurate, complete, searchable, and accessible records regarding contracts and other documents related to rights clearance. Contractor shall track license expiration dates and provide the Museum with reports of these dates, along with regular alerts for upcoming expirations.
Acquiring electronic file copies of Materials, meeting Museum-provided specifications for designed end-use, as needed. This includes high resolution scans of Materials for use in physical and digital spaces.
Limited research on Materials for which the copyright source has not already been determined by the USHMM.
Anticipated Deliverables
Deliverables may include:
Completed copyright clearances/licenses with third parties for Initiative Materials.
Copies of all documentation related to the copyright clearances, including but not limited to, correspondence, negotiated agreements, agreement expiration dates, payment records, crediting/attribution requirements.
Any electronic management records used by the Contractor to manage copyright clearance acquisition.
Electronic file delivery of high resolution Materials meeting Museum specifications.
Submittal Instructions
In order to respond to this Source Sought notice, interested vendors will need to submit on or before April 7, 2017 at 12PM (noon) ET via email to [email protected] and a written Letter of Interest including the following:
An overview of the organization, size, range of services provided, number of customers, years in operation etc...
Information on the organization's capacity to perform the requested copyright clearance services.
Three (3) customer references for organizations of similar size and complexity to the US Holocaust Memorial Museum.
A rough cost to provide the above services for approximately 1,000 Materials.