Broad Agency Announcement - Archie Green Cultural Documentation Program

Questions & Answers / Clarifications

This document provides responses to frequently asked questions regarding the Archie Green Cultural Documentation Program's Broad Agency Announcement (BAA).

• Eligible Projects: Projects can be supported if they align with the program's goals, drawing inspiration from previous AFC programs and funded projects. Examples of supported projects include documenting cultural traditions, practices, and lived experiences, particularly those of immigrant and refugee communities.
• Ineligible Projects: Section 2 of the BAA provides examples of projects that would not qualify for funding.
• Applicant Eligibility: State and local government employees are eligible, but federal government employees are not. Individual applicants do not need to be affiliated with a 501(c)(3) organization, and permanent residency is required for individuals. Organizations must be U.S.-based.
• Application Process: Applicants can submit concept papers, and proposals are by invitation only. There is no limit to the number of concept papers an individual can submit. Hyperlinks are not permitted in concept papers.
• Project Scope & Timeline: Projects cannot exceed 12 months. The anticipated start date is September 2026, with an end date no later than one year after the start.
• Deliverables: Audio and/or video recordings should be accompanied by a transcript. Descriptive information in a metadata form is required. Images are allowed in concept papers.
• Funding Use: Funds can be used for honoraria for interviewees and to purchase recording equipment.
• Intellectual Property: Applicants must grant the Library an open license for non-commercial public use of collection materials, though copies may be retained by the interviewer/organization.

This Q&A document clarifies eligibility, project scope, application procedures, and funding details, providing essential information for potential bidders to refine their concept papers and proposals.

Solicitation / RFP / RFQ

This Broad Agency Announcement (BAA) from the Library of Congress's American Folklife Center (AFC) seeks applications for the Archie Green Cultural Documentation Program. The program aims to support the creation of community-centered collections that will increase public knowledge and understanding of diverse local and regional cultural and traditional practices. Funded projects will result in archival collections preserved at the AFC and made accessible via the Library of Congress website.

• Projects should focus on documenting community-based cultural and traditional practices from the community's perspective.

• Deliverables include cultural documentation materials created during the performance period, submitted in digital formats using AFC metadata forms.

• Successful applicants must provide the AFC with these materials and may retain copies for local preservation.

• Projects should include a combination of interviews, photography, digital video, and field notes.

• Specific project types that will not qualify include those solely focused on oral history without contemporary cultural activity documentation, narrowly focused life histories, or projects solely about the past without contemporary presence.

• The Library intends to fund up to two (2) proposals, with a maximum award of $50,000 each.

• The period of performance will be 12 months, beginning on or about September 2026.

• Awards will be firm-fixed-price contracts with milestone payments.

• This is a two-step process: Concept Paper submission followed by an invitation to submit a full Project Proposal.

• Concept Paper Due Date: May 28, 2026

• Full Proposal Due Date: July 27, 2026 (invitation only)

• Informational Webinars: April 23 and April 27, 2026

• Questions Due: May 7, 2026

• Final Answers Posted: May 18, 2026

• Evaluation criteria for concept papers include responsiveness to BAA objectives, vision statement, and capability/experience. Project proposals will be evaluated on technical approach, capability/experience/past performance, and price.

• Individual applicants must be U.S. citizens or permanent residents.

• Organizations must be U.S.-based (including territories).

• Government employees and agencies are not eligible.

• Eligible organizations include charitable/similar organizations (26 U.S.C 501 c (3)), institutions of higher education, colleges/universities, and professional associations/community groups.

• For-profit applicants are not eligible.

• Applicants must be registered in SAM.gov.

• This BAA is issued under FAR Part 35.016(c) and is not a FAR Part 15 Procurement.

• The Library reserves the right to modify the schedule or areas of interest via amendments posted on SAM.gov.

• Applicants are responsible for checking SAM.gov for amendments.

• Intellectual property rights require granting the Library an open license for non-commercial public use of collection materials.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing various budget worksheets for a project. It is intended for applicants to detail their proposed costs, including labor, travel, equipment, supplies, and contractual services, broken down by milestone.

• Budget Summary: Provides an overview of budget categories (Labor, Travel, Equipment/Supplies, Contractual) and their total costs per milestone, culminating in a Grand Total. It emphasizes the need for accuracy and consistency with other worksheets.
• Labor - Price: Requires itemization of personnel, labor categories, price per hour, and number of hours, with automated calculations for totals.
• Travel: Requires a detailed breakdown of travel activities, including purpose, number of travelers, and itemized costs for airfare, hotel, per diem, local travel, conference fees, and other expenses per milestone.
• Equipment and Supplies: Requires listing equipment and supplies, their purpose, unit price, number of units, and total cost per milestone.
• Contractual: Requires detailing contractual products or services, their purpose, and an itemized budget breakdown of costs per milestone.

This attachment is crucial for bidders to understand the cost breakdown structure expected by the government. Bidders must use these worksheets to meticulously detail their proposed project costs, ensuring all expenses are accounted for and align with the project's scope and milestones. Accuracy in completing these budget sheets is critical for proposal submission.

Solicitation / RFP / RFQ

This Broad Agency Announcement (BAA) from the Library of Congress's American Folklife Center (AFC) seeks proposals for the Archie Green Cultural Documentation Program. The program aims to support the creation of community-centered collections that document local and regional cultural and traditional practices, enriching the Library's holdings and public knowledge. Funded projects will result in archival collections preserved at the AFC and made accessible online.

• Projects should focus on documenting community-based cultural and traditional practices from the community's perspective.

• Deliverables include digital documentation (audio, video, photographs, field notes) submitted in specified formats, along with metadata, consent, and release forms.

• Awardees will consult with AFC folklorists and archivists and participate in a cohort for sharing knowledge.

• Projects must adhere to ethical standards for cultural documentation and obtain necessary permissions.

• The Library intends to fund up to two proposals, with a maximum award of $50,000 per project.

• The period of performance will be 12 months, beginning on or about September 2026.

• Awards will be firm-fixed-price contracts with milestone payments.

• This is a two-step process: Concept Paper submission followed by an invitation to submit a full proposal.

• Concept Papers are due May 28, 2026.

• Full Proposals are due July 27, 2026 (by invitation only).

• Evaluation criteria for concept papers include responsiveness to BAA objectives, vision statement, and capability/experience.

• Proposal evaluation criteria include technical approach, capability/experience/past performance, and price.

• Individual applicants must be U.S. citizens or permanent residents.

• Organizations must be U.S.-based (including territories and D.C.).

• Eligible organizations include charitable, higher education, and professional associations.

• For-profit applicants are not eligible.

• Government employees and agencies are not eligible.

• Applicants must be registered in the System for Award Management (SAM.gov).

• Informational webinars will be held on April 23 and April 27, 2026.

• Questions are due May 7, 2026, with answers posted by May 18, 2026.

• The Library reserves the right to fund none, some, or all proposals, and to modify the schedule.