Amendment_0002_-_030ADV20Q0010_-_NBF_Presents_Revisions_-_8_October_2019.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO.

-0002

3. EFFECTIVE DATE

10/08/2019

4. REQUISITION/PURCHASE REQ. NO. 5. PROJECT NO. (If applicable)

9411CODE

Contracts & Grants Directorate Library of Congress 101 Independence Ave SE LA325 Washington, DC 20540-9411

6. ISSUED BY CODE7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

030ADV20Q0010

CODE FACILITY CODE

8. NAME AND ADDRESS OF CONTRACTOR (No., street, country, state and ZIP Code) (X)

X 9B. DATED (SEE ITEM 11)

09/23/2019

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X XThe above numbered solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended, is not extended, Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing items 8 and 15, and returning __1__copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment your desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM ONLY APPLIES TO MODIFICATION OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

CHECK ONE A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return _______ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is to:

1. Revise Section C.4.1 to include the requirement that book quantities will be specified in each order;

2. Revise Section C.3.2(d) to clarify the Library's policy regarding the collection of attendee email addresses;

3. Revise Attachment J-1 to include the required number of books for the first order; and

4. Revise Attachment J-3 to include responses to additional offeror questions.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print) 16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print) Jennifer Zwahlen

(Signature of person authorized to sign)

15B. CONTRACTOR/OFFEROR 15C. DATE SIGNED

By (Signature of Contracting Officer)

16B. UNITED STATES OF AMERICA 16C. DATE SIGNED

NSN 7540-01-152-8070

Previous edition unusable

STANDARD FORM 30 (REV. 10-83)

Prescribed by GSA FAR (48 CFR) 53.243

Document Number: 030ADV20Q0010 Page 1 of 6

Table of Contents

Section Description Page Number

C Descriptions/Specifications/Statement of Work Section C Descriptions and Specifications

J List of Attachments

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Section C - Descriptions/Specifications/Statement of Work

Section C Descriptions and Specifications

STATEMENT OF WORK

National Book Festival Presents - Bookseller Services

C.1 BACKGROUND

The Library of Congress (“Library”) is the world’s largest library. Its mission is to support Congress in fulfilling constitutional duties and to further the progress of knowledge and creativity for the benefit of the American people. More information about The Library of Congress can be found on its website:www.loc.gov The Library of Congress National Book Festival (NBF) is the nation’s largest premier book event, drawing highly acclaimed authors as participants, and thousands of attendees from all over the world. To capitalize on the growing success of the National Book Festiv-al (NBF), and embolden the one-day event, The Library of Congress will produce a series of author talks throughout the year.

The National Book Festival Presents Series (“NBF Presents”) will be hosted at The Library of Congress campus in Washington DC, and will showcase a variety of authors, across several literary genres.

C.2 SCOPE

The Contractor shall provide ticketing services, event marketing and promotion, and bookselling services for NBF Presents events.

C.3 REQUIREMENTS

The Contractor shall provide services for NBF Presents as described below and further described for each order.

C.3.1 Project Plan For each event stated in each order, Contractor shall submit a project plan to the COR, which includes the following:

a) Ticketing rollout timeline and strategy,

b) Marketing plan,

c) An onsite staffing plan

d) Event timeline

e) Required equipment from the Library of Congress

f) Plan for collection of donations on behalf of the Library

g) Inventory of book titles for onsite sales

Contractor shall provide the project plan for each order to the COR no later than two (2) weeks after the period of performance start date of the order or as described in the order.

C.3.2 TICKETING/RESERVATION SERVICES

Contractor shall provide the following ticketing services for all NBF Presents events:

(a) Advanced web-based ticketing (reservation) registration, available to the public a minimum of three weeks prior to each date for the scheduled event, through the same medium utilized for advanced book sales. As requested by the COR and/or in the order, Con-tractor should have the ability to combine web-based free ticket registration and advanced book sales into a single transaction.

(b) Contractor shall make available the number of tickets specified for each event by the COR or in the order. As requested by the COR and/or in the order, Contractor shall provide weekly status updates on number of registrants for the events and the number of ad-vanced book sales leading up to the date of the event.

(c) The ticketing services provided shall enable onsite check-in of event participants in coordination with the Library. The Contractor shall provide all equipment required to digitally scan tickets and check-in attendees onsite.

(d) As part of the web-based ticketing service registration, contractor shall provide customers with separate opportunities to opt in to receive additional information about the Library, events, programs, and services, and to receive additional information from the book-

Document Number: 030ADV20Q0010 Page 3 of 6 seller. Contractor shall provide a list of all attendees that have opted in to receive further information. Contractor shall provide a list of all attendees that registered/made reservations for each event (including full name and email address) to the COR no later than two

(2) days prior to the event date. Data shall be provided in Excel format, with separate columns for registrant’s first name, last name, and email address. The Contractor shall provide a second report no later than 2 days after the event which includes registrant’s first name, last name, email address, and check-in status (whether they checked in at the event or not). Duplicate registrations should be re-moved by the Contractor prior to sharing the reports with the Library.

(e) All tickets offered for the events shall be at no cost to the attendees.

C.3.3 BOOK SALES

The Contractor shall provide the following book sales services for each NBF Presents event:

(a) Advanced web-based book sales through the same medium utilized for ticketing with book pickup available at the event onsite.

Should attendees be unable to retrieve their book onsite at the event, the Contractor shall make the book available to purchasers, either through mail/shipment or, if available, pick-up at the Contractor’s “brick and mortar” location post-event.

(b) All supplies, equipment, point of sale machines, services, and staff necessary to run a successful book sales area onsite at event.

(c) Sales copies of the most recently published book by each NBF Presents author, in a number sufficient to ensure all attendees wishing to purchase books onsite can be accommodated.

(d) As requested by the COR, the sale of author's backlist titles onsite at the event or through contractor’s web based system may be requested by the COR for some of the events. If applicable, the COR will provide the Contractor with a list of approved backlist titles prior to the event. Contractor has the final decision on the backlist titles from the COR's approved list that will be offered for sale at the event.

(e) Coordinate special sales of pre-signed books as needed, or other special requests concerning onsite author signings. For instance, upon request, Contractor should “pre-flap” books for easier signing, provide staff to assist the author in signing a high volume of books in a short timeline, provide books in advance of the event to be staged for signing prior to event doors opening, etc.

(f) Pre and Post Event Book Signings. As described in the order, Contractor shall provide pre and/or post event book signings onsite at the Library, either immediately before or immediately after the author’s talk or performance.

C.3.4 COLLECTION OF DONATIONS

The Contractor shall actively solicit and collect donations for The Library of Congress as part of the point-of-sale transactions process, using digital and point-of-sale technology supplied by the Contractor. The Contractor shall take direction from the COR as to the lan-guage used by cashiers to prompt donations at the point of sale.

C.3.5 PROMOTION AND MARKETING

The Contractor shall provide the following promotion and marketing services for the NBF Presents events:

(a) Promote the event via any online (social media, website) and offline (printed ads, promotion in brick and mortar stores) media which are a part of the Contractor’s normal business operations.

(b) Prior to issuing the advertising and promotional materials specified below, the Contractor shall obtain advance approval of the text and presentation of such materials from the COR. The Library will provide approval or revisions to proposed advertising and promo-tion materials within one business day of receiving the proposed materials from the Contractor.

(c) Promotion of the NBF Presents to stimulate book sales and event registration; including, but not limited to:

• Marketing of the NBF Presents via non-digital advertisements, to include any paper calendars, bookmarks, etc. used to pro-mote events hosted by the Contractor.

• Marketing of the NBF Presents via all promotional email and social media calendars disseminated by the Contractor.

• Marketing of the NBF Presents via at least two (2) social media posts promoting each event individually, including link to ticket registration, in keeping with similar promotion of comparable events on the Contractor’s calendar.

• Promotional acknowledgement on Contractor’s website, if applicable. Contractor homepage should include a link to an

NBF Presents landing page that includes details about upcoming events (date, time, location, author), links to register for tickets (when available) and clearly lists the Library of Congress as the host of the event.

For events covered under this contract, Contractor may refer to themselves as the “Official Bookseller of National Book Festival Presents” in advertisements and promotional materials for any events covered under this contract. Contractor must adhere to the clause LC52.203-1 in Section H of this contract.

C.3.6 PLANNING and COORDINATION

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C.3.6.1 The Contractor shall attend a kick-off meeting onsite at the Library of Congress or by teleconference with the Library’s plan-ning team within one week of the start of the period of performance. In addition, the Contractor shall participate in a coordination meeting for each of the outlined programs at least two (2) weeks prior to the event date, or otherwise as specified by the order.

C.4 OTHER REQUIREMENTS

C.4.1 Ordering Process

Orders will be placed as described in LC52.216-1 Alt 1- Order Placement - Alternative Ordering Procedures.

The Library will place the order for each event at least ten (10) days prior to each event; an order may include more than one event.

Orders will typically be placed at least two (2) months in advance of the event, but 10 days prior is the minimum lead time. The order will include the author’s name, the most recently published book by the author that the Contractor shall sell, the event date, event time, event location, the date the Contractor must begin to offer ticket reservations online, the Library’s required ticket quantity for the event, and the Library's required book quantity for the event.

C.4.2 Publicity The Contractor shall refer to the events provided under this contract as “The Library of Congress National Book Festival Presents” in all correspondences, publications, advertisements, releases, etc. Contractor must adhere to the clause LC52.203-1 in Section H of this contract.

C.4.3 Onsite Event Logistics The Contractor shall adhere to the following onsite event logistics protocols for all NBF Presents events:

a) Contractor must adhere to all requirements of LC52.211-2 (Deliveries to the Library of Congress, Capitol Hill Campus) in this contract.

b) The Contractor shall arrive onsite at the Library at least two (2) hours prior to each event’s start time. All necessary equipment and staff must be onsite by this time.

c) When possible, the Library may provide up to three (3) onsite parking spaces for the Contractor (non-delivery, non-commercial vehicles; no vans or trucks), for Contractor’s designated staff. At least 72 hours in advance of the event date, the Contractor shall provide driver’s full name, vehicle make/model/color/year, and license plate number to the COR to secure these spaces. Parking is on a first-come, first serve basis and cannot be guaranteed.

C.4.4 REPORTING

a) Pre-event Reporting: Contractor shall provide the following:

i) A comprehensive project plan delivered electronically to the COR six (6) weeks prior to each event date or as stated in the order.

ii) Weekly status updates on number of ticket registrants and number of advanced book sales for each event leading up to each event date.

b) Post-event Reporting:

The Contractor shall provide the following deliverables post-event:

i) Within two (2) business days of the conclusion of each event, the Contractor shall provide in electronic format, data on the total number of event registrants; total number of event attendees; total units of books sold for each title and unit gross sales. Book sales should be categorized to clearly identify how many books were sold through advanced book sales and how many were sold onsite.

ii) Within two business days of the conclusion of each event, Contractor shall provide in electronic format, data on the total dollar value of all Library donations; and, when possible, the total number of individual Library donations and the dollar amount of each donation.

C.4.5 GOVERNMENT FURNISHED PROPERTY

The Library will provide the following:

(a) An event venue at one of the Library of Congress’s buildings.

(b) A defined book sales area.

(c) Furniture necessary for the execution of book sales area at each event.

(d) Accessible (non-secure, public) WiFi

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(e) At minimum, (1) event support staff person for every (200) tickets reserved in advance for each event. Event support staff will act as ushers, provide wayfinding assistance, and answer general guest inquiries for the duration of the event.

(f) Adequate security for all entry/exit points at the venue based on Library-projected event attendance

Section J - List of Attachments Identifier Title Date Number of

Pages 1 Attachment J-1 – NBF Presents Events – First Order Requirements – 23 September 2019 (1 page) - DELETED 09/23/2019 1 1 Attachment J-1 - NBF Presents Events - Revised First Order Requirements - 7 October 2019 - ADDED 10/07/2019 1 3 Attachment J-3 - 030ADV20Q0010 - Responses to Offeror Questions - 9-26-19 (1 page) - DELETED 09/26/2019 1 3 Attachment J-3 - 030ADV20Q0010 - Revised Responses to Offeror Questions - 8 October 2019 (2 pages) -

ADDED

10/08/2019 2

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