EP 1130-2-540
15 Nov 96
b. Securing Collections Management Services. USACE Commanders may secure
collections management services using a variety of methods, subject to Federal procurement and
property management statutes. USACE Commanders are advised that contractual arrangements
providing for one-time, lump sum payments for longterm collections management are prohibited
by 31 USC 3324. Methods that may be used by USACE Commanders include, but are not limited
to:
(1) Placing the collection in a collections management center that is owned, leased, or
otherwise operated by the U.S. Army Corps of Engineers;
(2) Using a purchase order or entering into a contract with a collections management
center which meets the standards of this guidance. Normally such contracts or purchase orders
should be of relatively short duration and should apply to initial processing or accessioning.
(3) Entering into a Cooperative Agreement with a state, regional, local, or Native
American tribal repository; a university, museum, or other scientific or educational institution that
operates or manages a collections center meeting the standards of this guidance.
(a) Cooperative Agreements outline the conditions, duties and responsibilities of all
parties for long-term curation and management of collections. These agreements should include
preambles, appropriate articles, signature blocks for the USACE field Commander having primary
control of a collection and Cooperator(s), and any attachments or appendices.
(b) Cooperative Agreements shall always contain an article entitled Obligations of the
Cooperator. This shall detail the collections management services to be provided by the
Cooperator.
(c) Cooperative Agreements shall always contain a subsequent article entitled Obligations
of the Government. This article shall include the following statement:
"Subject to the availability of funds, the Corps agrees to pay the Cooperator for the
total cost of collections management and curation services to be provided in accordance
with the obligations agreed to be undertaken by the Cooperator in Article including the
applicable costs of operation and maintenance of such facilities and equipment as are
required for the provision of such Cooperator services. At the request of the Cooperator,
partial payments may be made as the curation and collections management services are
performed based on a billings schedule identified in this Agreement and approved by the
Corps."
(4) Entering into an interagency agreement with another Federal agency or intra-agency
agreement with another USACE Command for collections management services.
(5) Transferring collections to another Federal agency for management, in compliance
with the management requirements of 36 CFR Part 79.
c. Procedures for the Assessment and Evaluation of Existing Collections.
(1) The USACE field commander having primary control of a collection shall conduct an
assessment of existing collections that are owned or controlled by the Corps of Engineers.
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