Amendment 0003 - SOW and proposal extension.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO.

-0003

3. EFFECTIVE DATE

04/07/2020

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 9411CODE

Contracts & Grants Directorate Library of Congress 101 Independence Av SE LA 325 Washington, DC 20540-9411

7. ADMINISTERED BY (If other than Item 6)

9A. AMENDMENT OF SOLICITATION NO.

030ADV20R0107

CODE FACILITY CODE

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

X 9B. DATED (SEE ITEM 11)

03/20/2020

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 Amendment 0003 is to revise Section C.3.3.2-Web-based Book Sales, and amend Section L- clause 52.215-1 - Instructions to Offerors to extend the deadline for clarification questions.

The deadline for clarification questions is extended until April 9, 2020 at 11:00 AM EST and the proposal response date is extended until April 20, 2020 by 5:00 PM EST.

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: 030ADV20R0107 Page 1 of 6

Table of Contents

Section Description Page Number

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

L Instructions, Conditions and Notices to Offerors or Respondents LC52.215-1 Proposal Submission Instructions - Best Value Trade-Off

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Section C - Descriptions/Specifications/Statement of Work

Section C Descriptions and Specifications

STATEMENT OF WORK

C.1. BACKGROUND

The Library of Congress (“Library”) is the world’s largest library. Its mission is to support Congress in fulfilling its constitutional du-ties and to further the progress of knowledge and creativity for the benefit of the American people. More information about the Lib-rary can be found on the website www.loc.gov.

The Library of Congress National Book Festival (“NBF”) is a premier national book event, drawing highly acclaimed authors as parti-cipants and tens of thousands of attendees. Coordination of activities must be as near to flawless as possible. The event is highly com-plex and requires coordination of many tasks and details. Facilitating communications among all the players in this event is critical to a successful festival.

More information on the Library of Congress National Book Festival can be found at the Library of Congress National Book Festival website,www.loc.gov/bookfest.

C.2. SCOPE

The Contractor shall provide services as the bookseller for the Library’s annual National Book Festival (NBF).

C.3. REQUIREMENTS

The Contractor shall refer to this activity as the Library of Congress National Book Festival in all correspondences, publications, re-leases, etc. Contractor shall provide the following services and as further specified in the order.

C.3.1 Planning and Coordination

C.3.1.1 Meetings

(a) Kick-Off and Planning Meetings. The Contractor shall attend an event kick-off meeting and planning meetings. In the 12-month period preceding the annual NBF, it is anticipated that planning meetings will be held monthly during the initial eight (8) month peri-od, and weekly during the following four (4) month period leading up to the annual NBF. Specific times will be further defined in the order(s). The meetings will be held on Library premises or online.

(b) Coordination Meetings. As required by the COR, the contractor shall coordinate, communicate, and meet with the Library of Con-gress National Book Festival director, Library staff, the Library's Event Operations Contractor, and/or other Library contractors, venue management, and/or venue required use subcontractors.

(c) Debrief Meeting: The Contractor shall participate in a debriefing meeting after the NBF as requested by the COR and further de-tailed in the order.

C.3.1.2 Project Plan For each annual NBF event, the Contractor shall submit a project plan to the COR, which must include the following unless specified otherwise in the pertinent order:

a) Marketing plan

b) An onsite staffing plan

c) Space furnishings plan

d) Event timeline

e) Point-of-purchase merchandise inventory

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

g) Inventory of book titles for onsite sales

The Contractor shall provide the project plan for each event to the COR no later than four (4) weeks before the event date as described in the order.

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C.3.2 Author Selection As requested by the COR and further defined in the order, during the author selection process, the Contractor shall advise the Library of Congress’ Literary Director (“Literary Director”) on upcoming authors and books, quantity of books that can be provided for each author, availability of books from international authors (including quantity), and other requirements specified in the order. The Liter-ary Director creates the NBF author list, taking into consideration recommendations from Library staff, publishers and the NBF book-seller.

C.3.3 Book Sales C.3.3.1 Onsite Book Sales Contractor will be provided a designated space at the annual NBF to provide the services. The space will be specified in the order.

The Contractor shall provide the following and all other services necessary to provide services as the bookseller for the annual NBF:

a) All supplies and services necessary to run a successful book sales area, except items explicitly stated will be provided by the Lib-rary in the order.

b) Staging/furnishing of the book sales area, including but not limited to space delineating barriers, rope and stanchion, tables, chairs, electrical, Ethernet lines, and cash registers.

c) Any security that the Contractor deems necessary for the book sales area and areas where the Contractor's materials are stored.

Security must be consistent with the venue security requirements.

d) Sale copies of the most recent book by each annual NBF author (the list of authors will be provide by the COR), in a number suf-ficient to ensure there is enough inventory available for purchase by NBF attendees.

e) Some backlist titles for a number of authors. The Contractor will confer with the COR on the best books to sell from an author's backlist. The Contractor will have final discretion on which backlist titles are offered at the festival.

f) Coordinating special sales, of pre-signed author books, as requested by the COR.

g) Offer Parade of the States books to the extent they are available.

h) Point-of-purchase merchandise. The Contractor may propose point-of-purchase merchandise to be provided by the Contractor for sale at the 2020 NBF. All proposed merchandise must be approved in advance by the COR.

C.3.3.2 Web-based Book Sales If requested in the task order, the Contractor shall provide the following web-based book sales services:

a) a) Web-based book sales through the contractor’s usual medium.

b) Sale copies of the most recent book by each annual NBF author (the list of authors will be provided by the COR).

c) Some backlist titles for a number of authors. The Contractor will confer with the COR on the best books to sell from the backlist.

The Contractor will have final discretion on which backlist titles are offered for on-line sales.

d) Contractor shall make the books available to purchasers, either through mail/shipment or, if available, pick-up at the Contractor’s “brick and mortar” location post event.

C.3.4 Collection of Donations The Contractor shall actively solicit and collect donations for the Library of Congress as part of its point-of-sale transactions process, using point-of-sale technology supplied by the Contractor. The COR will provide information as to the language to be used by the Contractor’s staff to prompt donations at the point of sale. Contractor shall collect donations for both on-site and web-based book sales.

C.3.5 Promotion and Marketing The Contractor shall provide the following promotion and marketing services for the annual NBF:

a) Contractor shall promote the event online (social media, website, email blasts) and offline (printed advertisements, promotion in brick and mortar stores) media which are a part of the Contractor’s normal business operations.

b) Contractor shall provide all advertising and promotional materials to the COR for approval. The COR will provide approval or revisions to proposed advertising and promotion materials within five business days of receiving the proposed materials from the Con-

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c) Contractor shall promote the annual NBF via the American Booksellers Association (ABA), using the following methods:

• Mailing of posters to ABA members.

• Coordination with ABA to promote the Festival in its industry newsletter and on its e-commerce website.

• Promotional email blasts to ABA bookstore contacts.

d) The Contractor shall issue a call for general volunteers for the NBF through its communications channels.

While providing services under this contract, the Contractor may refer to itself as the “Official Bookseller of Library of Congress Na-tional Book Festival” in advertisements and promotional materials for any events covered under this contract. The contractor must ad-here to the clause LC52.203-1 in Section H of this contract.

C.3.6 Post-Event Reporting Post Event Report: Within two weeks of the conclusion of each event or as specified in the order, the Contractor shall provide in elec-tronic format:

(a) Data on the total number of books sold for each title and unit gross sales.

(b) 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) Submit a final report summarizing the contractor's activities, successes, and lessons learned.

C.3.7 Other requirements C.3.7.1 Onsite Event Logistics The Contractor shall adhere to the onsite event logistics protocols as determined by the venue.

C.3.8 Government Furnished Property The Library will provide the following:

a) Event venue

b) A specific book sales area

c) Book sales area signage

d) List of all NBF authors

e) List of required titles to stock

f) List of recommended backlist titles unless specified otherwise in the pertinent order:

Section L - Instructions, Conditions and Notices to Offerors or Respondents

LC52.215-1 Proposal Submission Instructions - Best Value Trade-Off

(a) Proposal Submission: All proposals shall be submitted electronically via email to Moji Adejuwon at moad@loc.gov and Jennifer Zwahlen at jzwa@loc.gov no later than the response date specified in the solicitation. Offerors must comply with the submission in-structions specifying the format and content of the proposal. If the proposal does not comply materially with the submission instruc-tions, the Library reserves the right in its discretion to determine that the offeror is ineligible for award.

Email submission instructions The email must include the solicitation number 030ADV20R0107 in the subject line. The maximum file allowed through the Library’s email system is 20MB. If needed offeror may send multiple emails but must ensure they are clearly identified. Offeror must not sub-mit zipped or locked files. Offers submitted through beta.sam.gov will not be accepted.

(b) Clarifications and Questions: Questions pertaining to the solicitation must be submitted in writing to Moji Adejuwon at moad@loc.gov with a copy to Jennifer Zwahlen at jzwa@loc.gov no later than 11:00 AM EST, April 8, 2020. The Library will

Document Number: 030ADV20R0107 Page 5 of 6 provide answers to questions of a substantive nature to all offerors. The Library will not guarantee answers to questions received after the required question submittal date/time.

(c) Proposal Format: Proposals shall be submitted electronically in either Microsoft Office or Adobe formats. Each page must be numbered and labeled with the name of the offeror, the solicitation number, and proposal section number. The format for all docu-ments must be 8.5 x 11 inch pages, single-spaced, 1-inch margins, and Times New Roman 12-point font in text.

Offeror shall submit a proposal package that includes two separate volumes as described below. Each volume must include the solicit-ation number, company/firm’s name, mailing address and DUNS number.

1) Volume 1: Technical Proposal (Technical Factors) - offeror shall not include price or price related information in this volume.

A. Technical Approach B. Technical Expertise C. Past Performance

2) Volume 2: Other Requirements

(d) Content of Proposals:

Volume 1: Technical Factors

A. Technical Approach

(i) Offeror shall submit a narrative describing how offeror will approach the requirements of the order attached at Section J-2. The nar-rative must demonstrate offeror’s understanding of the Library’s requirement and offeror’s ability to effectively provide the services.

(ii) Project Plan: Offeror shall provide a project plan for the order using the Order’s SOW attached at Section J-2.

Offeror’s proposal might be determined to be unresponsive or unacceptable if offeror simply restates the Statement of Work.

B. Technical Expertise Offeror shall provide a narrative on how offeror is qualified to perform the services described in Section C (Statement of Work) with specific reference to experiences of similar size and scope as the NBF. The response must include examples of at least three (3) relev-ant and recent (not more than five (5) years old) projects. Offeror shall provide the customer’s name or description and size of the event if offeror was an exhibitor.

C. Past Performance For each customer referenced in the Technical Expertise section above, offeror must provide the data below. To ensure inclusion of all references in the evaluation process, the offeror is encouraged to provide The Library with the most current data on each reference.

The information must be clear as to whether the work was done by the prime contractor or a subcontractor. Offerors shall limit their response to the information requested below:

i) Customer name, address, email address and telephone number

ii) Contract number, period of performance and total dollar amount

iii) Point of contact, name, email address and telephone number (for Federal Government contracts – names of Contracting Officer and Contracting Officer Representative)

2. Other Requirements

(a) Offeror shall provide a signed copy of the SF 1449 form and sign and return all amendments as part of their price proposal.

(b) Offeror shall complete the “Representations and Certifications” – Section K of this solicitation.

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