Solicitation 030ADV21R0171 Amendment 0001.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

2. AMENDMENT/MODIFICATION NO.

-0001

3. EFFECTIVE DATE

05/14/2021

4. REQUISITION/PURCHASE REQ. NO. 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.

030ADV21R0171

CODE FACILITY CODE

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

X 9B. DATED (SEE ITEM 11)

05/03/2021

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 __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 modification is to:

1. Provide responses to questions in Section J.

2. Add clarifying text, "The requirements of this contract should be completed by staff local to the D.C., Maryland and Virginia areas" in Section C.7.

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) Tiffany Lucas

Contracting Officer

(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

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Document Number: 030ADV21R0171 Page 1 of 4

Table of Contents

Section Description Page Number

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J List of Attachments

C Descriptions/Specifications/Statement of Work

Section C Descriptions and Specifications

Section C - Descriptions/Specifications/Statement of Work

Section C Descriptions and Specifications

C.1. OVERVIEW / BACKGROUND.

The Library of Congress (Library) requires contract support to create bibliographic metadata for items in its backlogs of unprocessed materials in a number of languages for which the Library has limited expertise. The Acquisitions & Bibliographic Access Directorate acquires materials for the Library in all formats, all subjects (except technical agriculture and clinical medicine), and in more than 400 languages from all over the world. The African, Latin American, & Western European Division (ALAWE), Asian & Middle Eastern Division (ASME), and Germanic & Slavic Division (GS) acquire and catalog foreign language materials for which specialized lan-guage expertise is required. The Library requires assistance in cataloging works in some of these foreign languages.

The ALAWE, ASME, and GS divisions cannot complete bibliographic records in the Library's Integrated Library System (ILS) for all of the items in their unprocessed backlogs. A contractor is needed to help reduce the number of the items that remain in an uncata-loged state. The contents of these library materials are of high research value and of great interest to Congress and the American pub-lic. Due to the elevated number of receipts, only a limited number of titles currently exist in the Library's ILS.

C.2 SCOPE.

The contractor shall process titles in Germanic languages (including Dutch and German), Slavic languages (including Bulgarian, Croatian, Russian, and Serbian), Romance languages (including French, Italian, Portuguese, and Spanish), and Hebrew, Yiddish, and/ or the Turkic languages of Central and Western Asia by supplying required metadata in MARC21-compliant bibliographic records.

C.3 REQUIREMENTS

The contractor shall perform tasks that relate to the processing of material in the Library's ILS, Voyager. The contractor shall have knowledge of standard cataloging tools such as Resource Description & Access (RDA), the RDA Toolkit, Cataloger's Desktop, Lib-rary of Congress Subject Headings (LCSH), and MARC21 to supply the required bibliographic information. The contractor shall:

• Catalog approximately 3,264 titles each year; 272 titles per month.

• Perform searching for each title to be processed to prevent creation of duplicate records, process duplicate copies, and check authority control of headings used in access points.

• Complete the cataloging in the bibliographic record for foreign language titles in any subject area collected by the Library, following the bibliographic record content guidelines defined in Attachment J1.

• Supply the required descriptive elements and Library of Congress Subject Headings for single-part monographic materials being cataloged.

• Provide dual-script descriptive cataloging data (in the original script and in transliteration) for Russian language titles, with transliterations conforming to the ALA-LC Romanization Tables for Russian.

• Identify and refer to Library staff any headings requiring authority work (name, title, or subject) for the materials being cataloged; contractor is not required to perform authority work.

• Exercise care in the handling of Library materials to avoid loss or damage.

• Submit to the Library Contracting Officer's Representative (COR), in print or electronic format, a report of the works pro-duced on a weekly basis, with a monthly accumulation of the completions.

• Analyze the materials accurately so that they are identified appropriately with specified access points.

• Demonstrate knowledge of the cataloging procedures by accurately applying them to all complexities of the work.

The contractor shall use Library computers with cataloging programs and shall comply with Library Regulations. The contractor shall use Library equipment (computer, cataloging programs, etc.) during normal work hours to perform the required duties.

C.4. SCHEDULE OF DELIVERABLES

DELIVERABLES DUE DATE

Kick off Meeting Within five (5) days of the contract start date.

Final Project Management Plan Within thirty (30) days after contract start date Catalog approximately 3,264 titles each year; 272 titles per month. At the end of each month / completion of each year.

Weekly and Monthly Status Reports At the conclusion of each week with a monthly accumulation of the completion of work.

C.5. QUALITY CONTROL

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The COR will monitor the quality of the work performed by the contractor. Quality assurance will include, but is not limited to, re-viewing completed work for accuracy. Successful performance of work will be measured by an error rate of less than ten percent (10%) of all aspects of work described herein within 60 days of commencing work. An accuracy of ninety percent (90%) or higher is the expected level of performance. The COR will determine the materials to be processed and the balance of the foreign language ma-terials among those to be processed.

C.6. GOVERNMENT FURNISHED PROPERTY

The Library will provide each contract employee with a workstation, Library-controlled personal computer or laptop, assess to Library systems needed to perform their work, LCCN and Item Barcode labels, and other office supplies routinely required for the processing of library materials, as needed. This includes a variety of processing slips (e.g., binding repair instruction slips).

C.7. STAFF QUALIFICATIONS/SKILLS

The contractor shall designate a project manager as key personnel and shall provide personnel with cataloging knowledge and com-puter skills to meet or exceed the expectations described in this requirement. The requirements of this contract should be completed by staff local to the D.C., Maryland and Virginia areas.

C.7.1. PROJECT MANAGER QUALIFICATIONS/SKILLS

The Project Manager is considered key personnel and shall have the following qualifications/skills:

• Two years of experience managing large scale cataloging contracts for collections containing more than 3,000 items.

• Knowledge and understanding of standard cataloging practices.

• Two years of experience managing staff who have worked in an Integrated Library Management System.

• Two years of experience managing projects involving the cataloging of multiple foreign languages.

• Focused attention to detail in providing accurate reporting of cataloging production.

CI.7.2. CATALOGER QUALIFICATIONS/SKILLS

Catalogers are considered non key personnel and shall have the following qualifications/skills:

• broad subject expertise and language skills for the material to be processed.

• five years of experience working with the Resource Description & Access (RDA) and the Library of Congress Subject Headings

(LCSH), and MARC 21.

• five years of experience working with the Cataloger’s Desktop and the RDA Toolkit.

• thorough knowledge and understanding of standard cataloging practices and applications in Voyager.

• focused attention to detail and the ability to follow standard procedures in the physical handling and processing of materi-als.

• foreign language skills for reading, analyzing and transcribing the works in Germanic languages (including Dutch and Ger-man), Slavic languages (including Bulgarian, Croatian, Russian, and Serbian), Romance languages (including French, Italian, Portuguese, and Spanish), and Hebrew, Yiddish, and/or the Turkic languages of Central and Western Asia.

CII.8. PHASE IN PERIOD

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, within the first 30 days. During the phase in period, the contractor shall become familiar with performance re-quirements in order to commence full performance of services on the contract start date.

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Section J - List of Attachments

TitleIdentifier Attachment J4 - Solicitation 030ADV21R0171 - Responses to Questions

Date

4 05/17/2021

Number of Pages

Solicitation 030ADV21R0171 – Foreign Language Material Cataloguing

Responses to Questions

# Questions Responses

1 Is this a follow-on requirement to any work performed currently or in the past, or will this be a new requirement? What is the most recent contract or task order number?

This is a request for a new contract for work currently performed under contract #LCLSB20P0008.

2 On page 7 of the file titled “030ADV21R0171 - Solicitation – Final,”

Section F.2 notes the Place of Performance is the Library of Congress facility. It also states if telework is needed, the contractor staff can complete the work at home.

Does the work have to be completed on-site or by staff local to the Library of Congress site?

Or could the work be performed by staff not local to the Library of

Congress site?

Contract staff may perform the work on telework and/or onsite at the Library of Congress. The contractor’s staff have the option to telework using Library of Congress “charge accounts” that allow them to telework with up to 60 books at any given time. The requirements of this contract should be completed by staff local to the D.C., Maryland and

Virginia areas.

3 Does the work have to be completed in the Library’s ILS? Yes, the work has to be completed in the Library’s ILS.

4 Must the contractor be able to provide cataloging in all languages described in the RFP or will partial awards be made?

The contractor is required to provide cataloging for as many languages as possible as described in the RFP. Partial awards will not be made.

5 Which formats will be included? For example, books, visual materials, etc.

Books only will be included in this contract.

6 Are there any local editing requirements (beyond what’s covered in

Attachment J1)?

Attachment J1 covers all of the cataloging requirements.

7 Please describe the physical processing requirements The contractor’s staff must apply Library of Congress Control

Number (LCCN) barcodes and Item barcodes to each book cataloged. Contractor’s staff who telework must fill out a

“charge slip” that is required by the Library of Congress

Collections Management Division, citing the item barcodes of books removed from the Library for telework. The charge slip is sent via email to CMD each time items are removed.

Contractor’s staff must present the “charge slip” to US

Solicitation 030ADV21R0171 – Foreign Language Material Cataloguing

Responses to Questions

Capitol Police when leaving the Library of Congress premises with telework books. Teleworkers are also provided instructions on how to return books to the Library after cataloging is completed.

8 If the Library would accept bids based solely on alternative workflows that have worked well with other government departments?

In accordance with Section L.2 ( c), offerors shall propose their technical approach to the solicitation.