Amendment 0001 030ADV21Q0193.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO.

-0001

3. EFFECTIVE DATE

04/13/2021

4. REQUISITION/PURCHASE REQ. NO.

NLS20210097

5. PROJECT NO. (If applicable)

9411CODE

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

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

9A. AMENDMENT OF SOLICITATION NO.

030ADV21Q0193

CODE FACILITY CODE

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

X 9B. DATED (SEE ITEM 11)

04/02/2021

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 ____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 solicitation amendment is to answer offeror questions. See Attachment J2 for Q&A. Section C has also been amended to clarify anticipated number of Conference attendees.

No other changes.

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) James Robinson

(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: 030ADV21Q0193 Page 1 of 7

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs C Descriptions/Specifications/Statement of Work

C Statement of Work J List of Attachments

Document Number: 030ADV21Q0193 Page 2 of 7

Section B - Supplies or Services and Prices/Costs

Number Supplies or Services Quantity Unit Unit Price Total ( Inc. disc., tax, and fees)

3 Option - Sleeping Room Nights (Guest paid) Original: 80.000000

Change: 365.000000

Current: 445.000000 EA

Period of Performance: 04/30/2022 - 05/05/2022

Description: Sleeping Room Nights paid by Guest - Quantity may increase up to 550 sleeping room nights

Reference Line: NLS20210097 - 0001

Pricing Options: Option

Section C - Descriptions/Specifications/Statement of Work

C Statement of Work

NLS/BPH 2022 National Conference Hotel

C1. OVERVIEW / BACKGROUND.

NLS requires that its network of cooperating libraries is well-informed and up-to-date on all current and future NLS/BPH products and services for blind and print disabled citizens.

Every two years, The Library of Congress, National Library Service for the Blind and Print Disabled (NLS) sponsors the National Conference of Librarians Who Serve Blind and Print Disabled Individuals. The 2022 National Conference will be held in Lincoln, Nebraska, from May 1, 2022 through May 5, 2022. The first day is a pre-conference day; the remaining five days constitute the days during which the regular conference is in session.*

*Notes:

(i) The dates of the conference will depend on hotel availability and on the week for which the best rates are available (either May 1- May 5, May 15-19, or May 22-27)

(ii) NLS and Network library attendees will be responsible for paying for sleeping rooms with their own respective travel budgets.

However, the room nights in CLIN 1 will be reserved for keynote speakers and will be paid by NLS and settled under the hotel master billing order.

At this conference, librarians (“NLS Network Librarians”) from all fifty states and U.S. territories, meet to discuss issues concerning libraries that serve the blind and print disabled community; participate in hands-on training sessions developed and conducted by NLS’s technical experts; and learn about new and future products, technology, and initiatives in development at NLS.

The National Conference programs support the mission of The Library of Congress to “further the progress of knowledge and creativ-ity for the benefit of the American people”. The National Library Service (NLS) delivers products and services to the American people who are blind and print disabled. NLS partners with more than one-hundred network libraries and outreach centers across the nation to ensure that blind and print disabled individuals have access to print materials through audio and braille formats. The National Conference program enables librarians within the NLS network of libraries to engage in critical training on the use of new technolo-gies to improve access and library services to NLS patrons. Librarians participate in organizational meetings to increase collaboration between NLS and its network libraries. NLS conducts training sessions at the National Conference on various aspects of library ser-vices to blind and print disabled patrons including management of Braille and Audio Reading Download (BARD) accounts, statistical reporting, duplication and distribution of NLS-produced materials, streamlining circulation operations, and braille literacy initiatives among others.

C2. SCOPE: The National Conference of Librarians requires a host hotel in Lincoln, Nebraska.

C2.1 OBJECTIVE. The host hotel for the conference shall provide the appropriate number of conference rooms, audio-visual ser-vices, breakfast catering, breaks catering, venue and catering for up to three scheduled conference evening receptions, conference re-gistration/reception desk, meeting rooms, and guest-room rental.

Document Number: 030ADV21Q0193 Page 3 of 7

C2.2 PERFORMANCE AREAS. NLS/BPH requires that a hotel in Lincoln, Nebraska, meets ALL the following requirements in-cluding those detailed in Section C3:

-Centrally located in downtown Lincoln and accessible to establishments -One block from public transportation and green area -Fully ADA Accessible hotel rooms and conference areas.

-Sufficient conference rooms and break-out meeting rooms -Provide food, beverages -Provide Audio-Visual equipment/services during conference

C3. REQUIREMENTS.

C3.1. The host hotel in Lincoln, Nebraska, shall meet ALL the following requirements:

C3.1.1. Is centrally located in a downtown area so that conference attendees, including blind and print disabled attendees, can access within a quarter (0.25) mile; restaurants, stores, and other nearby establishments as needed during lunches and/or other breaks.

C3.1.2 Is located within one block from public transportation (bus and other).

C3.1.3 Is located in an area in which the immediate streets are no wider than three lane traffic and the speed limit is within the standard residential (urban) limits according to city’s ordinances (25mph). Blind conference attendees must be able to navigate in a residential street environment.

C3.1.4 Is located within one and a half blocks from a park or a green area accessible to conference attendees and that may be used as a guide-dog relief area. This area should be accessible to conference attendees at all times of day or night.

C3.1.5 Is able to accommodate special-needs of blind or print disabled conference attendees and presenters (providing wheelchair ramp access and steps with handrails to presentation stages) – is fully ADA compliant.

C3.1.6 Is willing to charge a competitive sleeping-room rate when bundled with the required conference facilities and services in one location within the city.

C3.1.7 Has facilities that can accommodate 160-180 librarians, and/or approximately 445 total room-nights, according to the fol-lowing scheme:

Date Day Approx.

Room-nights

Rate

05/01/2022 Sunday 5 Competitive sleeping room rate at or as close to the prevailing government per diem rate as possible.

05/02/2022 Monday 70 Competitive sleeping room rate at or as close to the prevailing government per diem rate as possible.

05/03/2022 Tuesday 110 Competitive sleeping room rate at or as close to the prevailing government per diem rate as possible.

05/04/2022 Wednesday 130 Competitive sleeping room rate at or as close to the prevailing government per diem rate as possible.

05/05/2022 Thursday 130 Competitive sleeping room rate at or as close to the prevailing government per diem rate as possible.

Total Room Block 445 Competitive sleeping room rate at or as close to the prevailing government per diem rate as possible.

Note: NLS and Network attendees will be responsible for paying for rooms with their own respective travel budgets. However, up to 10 room-nights total will be reserved for keynote speakers and will be paid by NLS and settled under the hotel master billing order.

C3.2. The host hotel must have a sufficient number of conference rooms to accommodate the conference meetings. This includes the following requirements:

C3.2.1. General session conference room shall accommodate up to 180 attendees.

C3.2.2. Three (3) additional “breakout” meeting rooms must be available to NLS during the conference, 2 rooms accommodating up to 80 attendees, and one accommodating up to 50 attendees.

C3.2.3. General session rooms and breakout rooms need to be located on the same level.

C3.2.4. Locked room/office at least 10 feet by 10 feet in size for the storage of NLS conference computers, equipment, and sup-plies. Keys must be provided to NLS representatives.

C3.2.4.1. The vendor will accept shipments of conference materials (i.e. equipment and supplies) from NLS starting on the Tues-day before the conference.

C3.2.4.2. The accepted shipment shall be placed in a secured, locked room.

C3.3. The host hotel must have sufficient audio-video equipment and services provided in the main conference room and breakout

Document Number: 030ADV21Q0193 Page 4 of 7 meeting rooms to meet requirements specified in this document.

C3.3.1. The hotel shall provide wireless internet access in conference meeting rooms and guest rooms, free to guests.

C3.3.1.1 There shall be at least two separate channels.

C3.3.1.1.1 One wireless channel is to be used by NLS conference attendees. This channel shall have a minimum bandwidth for access to the internet of 5 Mbits per second. This bandwidth will be shared by all NLS conference attendees. The hotel shall provide a method to limit access to this channel to NLS conference attendees. This wireless channel will be available, at a minimum, in all con-ference and meeting rooms used by NLS conference attendees and the hallways outside these areas.

C3.3.1.1.1.1 One wireless channel is to be used by NLS staff and conference presenters. This channel shall have a minimum band-width for access to the internet of 10 Mbits per second. The hotel shall provide a method to limit access to this channel to NLS staff and conference presenters. This wireless channel will be available, at a minimum, in all conference and meeting rooms used by NLS conference attendees, the hallways outside these areas, and the areas used for NLS registration.

C3.3.1.2 The vendor shall provide internet services that are 99.99 percent reliable and accessible to attendees in the conference/meet-ing room areas.

C3.3.1.3 The hotel shall provide one wired internet access connection. The connection point shall be at the station, which is provided for the conference presenter.

C3.3.2 The hotel shall provide Audio/visual equipment and services for each conference room to allow the projection of screen images in a manner that can be viewed by any attendee in the conference room for the duration of the NLS conference.

C3.3.2.1 The resolution, size, and brightness of the screen images should be sufficient to allow any individual in the room with 20/20 vision to read all the text on NLS provided test image with the room lighting set to the normal level for presentations.

C3.3.2.2 The images to be projected will be generated using presenter provided equipment.

C3.3.2.3 The presenter-provided equipment will be attached to the hotel’s image display equipment at the beginning of a session, and then removed at the end of a session.

C3.3.2.4 The presentation equipment will be a windows based PC, an apple based PC, an iPhone, or an iPad. The hotel shall provide six methods which can be used to connect the equipment to the presentation system.

C3.3.2.5 The connection point shall be at the station which is provided for the conference presenter.

C3.3.2.6 These six methods may be accommodated via adaptors. The six methods will be:

-HDMI

-Mini HDMI

-DVI

-VGA

-Apple Lightning connector -Apple 30 pin connector

C3.3.2.7 The hotel shall provide a switcher with a ‘still store’ (a means to capture and hold a still frame logo) in the general confer-ence meeting space to ensure smooth transition between presentations.

C3.3.3 The hotel shall provide Audio/visual equipment and services for each conference room to allow the amplification of audio sound generated by the presenter-provided presentation equipment.

C3.3.3.1. The sound quality and level of the audio shall be sufficient to allow any individual in the conference room with normal hearing to be able to hear and understand the audio material during the presentation.

C3.3.3.2. The test audio will be the audio from an NLS talking book machine playing a NLS talking book.

C3.4 The host hotel must provide sufficient food and beverages for the conference attendees throughout the conference, in quant-ities that are in accordance with the above attendance scheme in 3.1.7 and pre-conference meetings.

C3.4.1 Spreads must represent a reasonable amount of food and refreshment for the number of attendees agreed upon on a given date in the chart above in Section 3.1.7 or as specified at the time the order for food and beverage is confirmed according to the final number of conference attendees estimated to be between180-200.

C3.4.2 Food and beverage shall be specified prior to the date of the event and in accordance with the conference schedule. Any food or beverage ordered by attendees outside of the pre-established agreement shall be paid for by the attendee themselves.

C3.5 The hotel shall provide 120V power to:

C3.5.1 The conference presenter station – one 120V power outlet C3.5.2 The conference registration station – a minimum of one 120V power outlet C3.6 The hotel shall be prepared to provide equipment and services for training sessions that will be conducted by NLS/BPH rep-resentatives.

C3.6.1 Training sessions will take place while the conference is in session. The number of training days (between 1 and 6) will be provided 60 days prior to the start of the 2020 conference.

C3.6.2 The requirements for training sessions will be specified ninety (60) days prior to the start of the 2020 conference. Such re-quirements may include:

C3.6.2.1 Rental of between 60 and 160 Intel Core Duo Laptop computers, each computer equipped with Windows 10 software and external mouse.

C3.6.2.2 Rental computers must have accounts with administrator privileges to allow for installation of NLS-provided software for the duration of the training sessions.

C3.6.2.3 The hotel/vendor will be required set up and strike/tear down all rental equipment.

C3.7 Pre-conference meetings:

C3.7.1 There will be a meeting with the vendor prior to the start of the conference to arrange the menu, which will be finalized in

Document Number: 030ADV21Q0193 Page 5 of 7 writing prior to the start of the conference.

C3.7.2 Vendor will provide a written confirmation or checklist of all requirements agreed upon, such as the appropriate number of conference rooms, receptions venues, audio visual services, breakfast catering, breaks catering, catering for one scheduled conference reception, catering for up to two meetings, catering for up to 4 director’s luncheons, conference registration/reception desk, guest-room rental, and other services as specified per the pre-conference meetings.

C3.8 The host hotel is required to register with the System of Award Management (SAM.gov)

*The hotel shall be registered in the System of Awards Management prior to the award, during performance, and through final pay-ment of any contract resulting from this solicitation.

C4 CONTRACT PERFORMANCE

4.1 SCHEDULE OF EVENTS/DELIVERABLES

Requirements Paragraph reference

Description of Event/Deliverable Due date

C3.2 All sleeping rooms and meeting rooms must be prepared and able to accommodate NLS and Network staff upon arrival.

Thursday, 04/29/2022

C3.4 and C3.7.1 Arrange Food and Beverage menu to provide specified items during conference as ordered and in a timely manner as spe-cified during meeting

At least sixty (60) days pri-or to the start of the confer-ence C3.7.1 Finalize Food and Beverage menu in writing At least thirty (30) days pri-or to the start of the confer-ence

C3.7. Meeting to confirm meeting-room setup, a/v needs, and other requirements.

Sixty (60) days prior to start of conference

C3.7.2 Provide a written confirmation or checklist of all require-ments agreed upon such as the appropriate number of confer-ence rooms, audio visual services, breakfast catering, breaks catering, conference registration/reception desk, guest-room rental, and other services as specified per the pre-conference meetings.

At least thirty (30) days pri-or to the start of the confer-ence

C3.2.4 Provide a locked room/office for the secure storage of NLS conference computers, equipment, and supplies.

Available from noon on Thursday, prior to the start of the conference through the Friday following the end of the conference at

5PM

C3.2.4 Provide 4 keys to the secured room/office to NLS represent-atives upon arrival.

12PM on Thursday, prior to the conference start date C3.2.4. Accept shipments of conference materials (i.e. equipment and supplies) and store in secured room/office Tuesday, Prior to the Con-ference start date C3.1 thru C3.7 Inform NLS of any additional charges that may be incurred for storage of materials, keying of rooms, or any other re-quirements specified in this document

No later than 03/15/2022

C3.3.1 Provide reliable and accessible internet services to attendees in the conference/meeting room areas.

04/30/2022-05/05/2022

C3.3.2 Provide Audio/visual equipment and services for each con-ference area

04/30/2022- 05/05/2022

C3.3.3 Provide Audio/visual equipment and services for each con-ference room to allow the amplification of audio sound gen-erated by the presenter-provided presentation equipment.

04/30/2022- 05/05/2022

C3.3.1.3 Provide one wired internet access connection at the confer-ence presenter station

04/30/2022- 05/05/2022

C3.5.1 Provide a minimum of one 120V power outlet at the confer-ence presenter station

04/30/2022- 05/05/2022

C3.3.1 Provide wireless internet access. There shall be at least two separate channels.

04/30/2022- 05/05/2022

C3.5.2 Provide a minimum of one 120V power outlet at the confer-ence registration station.

04/30/2022- 05/05/2022

C3.2 thru C3.7 Ensuring that the services described are available and func-tional for all hours when the conference is in session.

04/30/2022- 05/05/2022

C3.2 thru C3.7 Provide a procedure that designated NLS staff will use to re- During conference meet-

Document Number: 030ADV21Q0193 Page 6 of 7 port problems with the services described. ings. No later than 4/14/2022

C3.6 Provide assurance of the availability of equipment and ser-vices required for training sessions.

At least sixty (60) days pri-or to the start of the confer-ence C3.8 Register in SAM At least thirty (30) days pri-or to the anticipated con-tract award

C4.2 QUALITY CONTROL The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this Statement of Work. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which it assures itself that its work complies with the requirements of the contract. The contractor must ensure that Internet access is maintained as described in Section C3.3.1.2. This requirement must be met to ensure that conference attendees can access Internet and web-based systems during conference sessions and training modules. The NLS may, at its discretion, test internet connectivity and speed throughout the confer-ence to ensure the requirements are met. In addition, the contractor shall meet with the NLS Conference coordinator/program manager prior to conference sessions each morning and throughout each conference day to ensure that room requirements, food and beverage requirements, and audio visual requirements are met according to the contract terms.

C5 ADDITIONAL INFORMATION

C5.1. PLACE OF PERFORMANCE. The work to be performed at the vendor’s facility in Lincoln, Nebraska.

C5.2. HOURS OF OPERATION. The contractor is responsible for conducting business during all hours that the conference is in session, generally from 7:00am until 7:00pm every day of the scheduled conference in addition to evening events to be scheduled no later than 60 days prior to the conference opening date. Evening events may include one evening reception (to be scheduled the Sunday night of the conference) and 1-2 evening meetings.

C5.3. Government furnished property.

NLS/BPH staff will provide required materials to the hotel during the pre-conference meetings.

PERIOD OF PERFORMANCE

ITEM START END

3 04/30/2022 05/05/2022

Section J - List of Attachments Identifier Title Date Number of

Pages 1 Attachment J2 - Q&A - ADDED 04/13/2021

Document Number: 030ADV21Q0193 Page 7 of 7