030ADV25R0007 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

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:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(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 electronic communication 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 is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, 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.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

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

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

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 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

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

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 10

Contracts and Grants Directorate Library of Congress

101 Independence Ave. SE LA 325 Washington DC 20540-9411

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411

To all Offerors/Bidders

030ADV25R0007

01-10-2025

X

X X

See CONTINUATION Page

The purpose of this solicitation amendment is to:

1. Answer Offeror questions. See Attachment J-9.

2. Amend C.8 to clarify Library requirements.

3. Amend Section M to clarify the order of importance of the evaluation factors.

No other changes. The proposal due date remains unchanged at 01/31/2025 at 12:00 PM EST.

Curl, Brian

030ADV25R0007 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Section C: 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 duties and to further the progress of knowledge and creativity for the benefit of the American people. As the national library, it is important that it directly reaches the public it serves. More information about the Library can be found on the website www.loc.gov.

The Library has an adjustable traveling exhibit booth (“Booth”) that is a centerpiece attraction at National conferences, festivals, and other events (“Events”). The Booth’s primary purpose is to promote awareness of Library collections, programs, services, outreach, and initiatives. The Booth promotes learning and provides authoritative information to visitors at as many Events as possible. Visitors leave with the impression that the Library is a remarkable institution which encourages them to visit the Library either online or in-person. More information about the Booth can be found in Section C.8.

C.2 Scope

Contractor shall transport, set up, dismantle, dispose, maintain/repair, and store the Booth.

C.3 Requirements

C.3.1 Design and Project Management

As further defined in each order, and prior to the deployment of the Booth, the Contractor shall submit a final event plan which must include:

a) A completed venue-required space plan;

b) Construction details and step-by-step construction drawings;

c) Venue deadline schedule and list of material(s) to be ordered;

d) Arrangements for freight for Booth and accompanying Library materials and equipment;

e) CAD images of assembled Booth;

f) Electrical plan;

g) Internet plan; and

h) Packing list.

The final event plan shall be provided to the COR in an electronic format. Upon approval of final plan, Contractor shall order any of the above listed goods and services required to fulfill the plan.

C.3.2 Booth Deployment and Dismantling

As further specified in each order, the Contractor shall transport the applicable Booth components in their storage crates from Contractor’s storage facility to the Event venue. Identified Booth components will be located at the Contractor’s storage facility and come from the list of Government Furnished Property described in C.8.

The Contractor shall construct the Booth according to the venue's configuration requirements, which will be specified in each order. At the end of the Event, the Contractor shall dismantle the Booth, pack all Booth components into shipping crates to transport all components and ship the Booth and components back to the Contractor-provided storage location. The Contractor shall provide all arrangements for the coordination of pick-up, delivery and return of separate Library of Congress equipment and materials to and from the Washington, DC metro area. Given the importance of the Booth, Library materials, and equipment, all items shall be transported using the safest most-direct manner possible, while limiting item transfers between vehicles and warehouses.

Depending on Event’s venue requirements, the Contractor may be required to subcontract services for the installation of the Booth at the Event’s venue to the Event’s venue approved subcontractors. The Contractor shall use the Event’s venue approved subcontractors. The information will be provided in the order.

The Contractor must comply with all local code regulations.

The Contractor must provide the fully assembled Booth to the COR no later than the date and time specified in the order for each Event, which shall be generally no later than eight (8) hours before the start of event. This will be further defined in each order.

C.3.3 Booth Services

As further specified in each order, the Contractor shall:

C.3.3.1 Install and remove Booth components, which may include drayage for exhibit components and Library materials, electric service and labor, lighting installation, miscellaneous installation and packing materials, internet connection, port switch rental, carpet vacuuming, audio/visual labor, furniture, carpet, space definition, and the venue’s required associated costs as specified in each order. The Contractor must directly supervise all work, including subcontracted work at the Event venue.

C.3.3.2 Provide on-site supervision, design, and project management to execute a successful deployment, including shipping Booth components and accompanying Library of Congress equipment and materials.

C.3.3.3 Provide a booth inspection report at least 14 days prior to each Event, or as otherwise defined in the order. The report must include recommendations for maintenance and/or repairs and projected costs.

C.3.3.4 The Contracting Officer will issue the Order as stated in LC52.16-18 and LC52.216-18 Alt. The Contractor shall review the request and shall prepare the proposal and quote/price(s) using the established prices in this contract. For the prices of Event venue specific supplies and services, Contractor shall negotiate the selection of venue specific supplies and services in coordination with the Contracting Officer and the COR. These venue specific supplies and services shall be treated as actual costs; no Contractor markup will be authorized. The Contractor shall provide cost-saving recommendations to the Contracting Officer based on the requirements stated in the Order. The price breakdown shall be as stated in the Order and at a minimum must include prices for the following:

Exhibit booth management;

On-site venue specific sub-contractor costs, including internet, electrical, etc.;

Cost to fix and/or update Booth components, as needed;

Shipping

The final quote/price for all services in the Order must be provided by the Contractor no later than 10 days after completion of the negotiation, or as stated in the Order.

C.3.3.5 Comply with the Event and the Event’s venue manual for official exhibitor appointed contractors, as further specified in each order, and confirm compliance with the COR by email.

C.3.3.6 Provide the following goods and services, as further specified in each order, in compliance with early registrations for advanced order discounts:

a) Material handling

b) Electrical services and labor

c) Internet connections

d) Installation and dismantle labor

e) Cleaning (e.g. vacuum carpet)

f) Hanging signs

g) Decorations (as appropriate for each venue city)

h) Audio/visual

i) Furniture

All goods and services must be approved by the COR in advance of Event registration, as part of the final event plan as required in this contract.

C.4 Booth Storage

The Contractor shall provide approximately 2,250 cubic feet of storage space needed to store all components related to the Booth. The Booth and Government Furnished Property described in C.8 shall be stored in its current crates in a Contractor-determined, climate-controlled, severe weather resistant location located in the contiguous United States of America. For purposes of this contract, severe weather is defined as any or all weather events identified by the National Oceanic and Atmospheric Administration at the following link: https://www.nssl.noaa.gov/education/svrwx101/. The location of the storage must be provided to the COR. Contractor must not change storage space or move the Booth, its components and Government Furnished Property without the COR’s approval. More information on the specifics of the Booth can be found in Section C.8.

C.5 Booth Transition In

Services under this contract are vital to the Library and must continue without interruption. Upon award of this contract, Contractor must exercise its best efforts and cooperation to ensure an orderly and efficient transition-in process for the Booth that is currently located in Cheshire, CT. As further defined in the order and requested by the COR, the Contractor shall arrange for transportation of all Booth components from the current storage facility to the Contractor-provided storage facility. Once all Booth components have arrived at Contractor’s storage facility, Contractor shall review and take an inventory of all components, and provide an updated detailed report to the COR.

C.6 Booth Transition Out

Services under this contract are vital to the Library and must continue without interruption. The Library may issue a successor contract (“Successor”) to provide management, transportation, set up, dismantling, and storage services. The Contractor shall use its best efforts and cooperation to ensure an orderly and efficient transition to Successor or to the Library, as further defined in an order. The Library may require disposal of the entire Booth or selected components.

C.6.1 Booth Transition Out to Successor

As further defined in an order, Contractor shall arrange for and transport the Booth, its components and Government Furnished Property described in C.8 to the Successor. Such services might include the arranging for and transportation of the Booth, all Booth components and Government Furnished Property described in C.8 from Contractor’s storage facility to the Successor’s storage facility or assistance with the transportation to the Successor at Contractor’s storage facility, such as assisting with the move of the Booth, all Booth components and Government Furnished Property described in C.8 to Successor’s trucks. Before any Booth components are transitioned, Contractor shall review and inventory all components, and provide a detailed electronic inventory report to the COR. Within five (5) business days of receipt, the COR will provide feedback, if any, to the Contractor. Within five (5) business days of receiving feedback, if any, the Contractor shall submit a revised final inventory report incorporating feedback from the COR.

C.6.2 Booth Transition Out to Library of Congress

As further defined in an order, Contractor shall arrange for and transport the Booth, its components and Government Furnished Property described in C.8 to the Library’s storage facility in the Washington, D.C. metro area. Before any Booth components are transitioned, Contractor shall review and inventory all components, and provide a detailed electronic inventory report to the COR. Within five (5) business days of receipt, the COR will provide feedback, if any, to the Contractor. Within five (5) business days of receiving feedback, if any, the Contractor shall submit a revised final inventory report incorporating feedback from the COR.

C.6.3 Booth Disposal

The Library may require disposal of the entire Booth or selected components, as further defined in an order. The Booth and/or sub-components must be excessed based on Library Integrated Support Services/Logistics Services/Asset Control guidelines, GSA guidelines, and/or COR instruction. Guidelines may be subject to change. The COR will advise the Contractor of any relevant changes in these guidelines at the time of order issuance. In addition, before any Booth components are disposed, Contractor shall review and inventory all components, and provide a detailed electronic inventory report to the COR. Within five (5) business days of receipt, the COR will provide feedback, if any, to the Contractor. Within five (5) business days of receiving feedback, if any, the Contractor shall submit a revised final inventory report incorporating feedback from the COR.

C.7 Meetings

Contractor shall:

a) Participate in a virtual kick-off meeting within five (5) days of the Period of Performance start date. All Key Personnel must attend.

b) As requested by the COR and/or specified in the order, participate in Event meetings with the Library Team (staff and contractors) at least monthly (during order periods of performance), and more often, as deemed necessary by the Contractor or the Library.

c) Participate in a debrief meeting as described in each order. All Contractor’s key personnel shall attend.

C.8 Government Furnished Property

The Booth can accommodate exhibit spaces ranging from 20’ by 20’ to 30’ by 40’ in an island booth configuration (See Attachments J-2, J-3, J-4 and J-5). The Library will provide the following Government Property.

The following Government Furnished Property is in storage along with the exhibit in Cheshire, CT. All items are crated and within the storage dimensions of 2,327.46 cubic feet listed in the above specifications.

a) Aluvision Frame structure

i. Columns;

ii. Overhead Arches;

iii. Storage Closet with Door;

iv. Wrap around logo banner;

v. Computer stations;

vi. SEG fabric graphics;

vii. HP vinyl graphics;

viii. Ceiling and wall trough with LED lighting.

b) Selfie screen graphic with 6” thick dimensional “Library” letters;

c) Hanging Banners, including the following:

i. One (1) 15’ w x 4’ h;

ii. One (1) 8’ w x 4’ h;

d) Four (4) touchscreen kiosk stands (not including actual touchscreen machines);

e) One (1) giveaway counter with 3” thick dimensional logo letters;

f) One (1) presentation stage with LED edge lighting;

g) Podiums for presentations, including the following:

i. One (1) for 30’ by 40’ booth;

ii. One (1) for 20’ x 20’ booth;

h) One (1) facsimile counter with LED lighting;

i) One (1) counter-height table and four (4) counter height chairs;

j) 50oz carpet with 1”thick padding, including the following:

i. One (1) 30’ x 40’;

ii. One (1) 20’ x 20’;

i) Eight (8) speakers and speaker wire with case; and

j) One (1) 84” LCD television with custom case.

The remaining A/V technology, such as the podium monitors, touchscreen machines, keyboards, microphones and sound mixer are stored at the Library, and will need to be transported by the Contractor as required in C.3.2. The Contractor will not be expected to provide any A/V technology unless clearly stated in the order.

The specifications and labor estimates based on past conferences are as follows:

a) Fourteen (14) crates for all Booth components;

b) One skid for the 20’ x 20’ and 30’ x 40’ carpets;

c) Shipping weight is 13,789 pounds;

d) Storage space for all components is 2,327.46 cubic feet;

e) Average on site union “installation” labor for 30’ x 40’ booth is 115 man hours;

f) Average on site union “dismantle” labor for 30’ by 40’ booth is 56 man hours; and

g) Average on site supervision is 3 days for installation, 2 days for dismantle, and 2 days for travel.

h) Images of the current booth configurations can be found in Attachment J.2, J.3, J.4, and J.5.

The above Government Furnished Property is in storage along with the exhibit in Cheshire, CT. All items are crated and within the storage dimensions of 2,327.46 cubic feet listed in the above specifications.

C.9 Key Personnel

The Contractor shall provide an experienced Project Manager.

Project Manager:

Contractor shall provide a Project Manager for this contract. The Project Manager must have at least 5 years of experience in exhibit booth project management, and experience planning, operating, and executing exhibit booth deployments for cultural, educational, governmental or non-profit organizations.

All other Key Personnel will be identified in the Order as applicable.

030ADV25R0007 0001 Section J

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

File Name Number of Pages Date

Attachment J-1 - IDIQ Price Schedule 1 Sheet 11/25/2024

Attachment J-2 - LOC Booth Design - 20' by 20'

RENDERING AND GRAPHICS

10 Pages 04/20/2023

Attachment J-3 - LOC Booth Design - 30' by 40'

RENDERING AND GRAPHICS

18 Sheets 04/20/2023

Attachment J-4 LOC Booth Design - 20' by 20' Final Detailing

15 Pages 04/19/2023

Attachment J-5 LOC Booth Design - 30' by 40' Final Detailing

21 Pages 04/19/2023

Attachment J-6 Wage Determination 1 Notepad Document 07/22/2024

Attachment J-7 LOC Booth Sample Order - SOW 4 Pages 11/25/2024

Attachment J-8 LOC Booth Sample Order - Price Schedule

1 Sheet 11/25/2024

Attachment J-9 Q and A 1 Page 01/10/2025

030ADV25R0007 0001 Section M

SECTION M - EVALUATION FACTORS FOR AWARD

M1. Competition Type:

The Library intends to award a single award Indefinite Delivery Indefinite Quantity contract from this solicitation to the chosen responsible offeror whose proposal represents the best value solution. This competition is being conducted in accordance with FAR Part 13.5. This is a Best Value Tradeoff (BVTO) type competition.

M2. Evaluation Factors:

The following evaluation factors shall be utilized for this competition, listed in descending order of importance. All nonprice evaluation factors, when combined, are significantly more important than price.

Evaluation Factor 1). Technical Factor The Library will evaluate the offeror’s proposed Technical Approach for how effectively it addresses all elements of Section C. The Library will evaluate the Transition-in, Transition-out, management, inspection, and work plans for how well they demonstrate a likelihood of meeting and successfully performing the requirements of this solicitation.

Proposed Key Personnel will also be evaluated for their likelihood of successfully performing the requirements as demonstrated by recent and relevant work experience.

Evaluation Factor 2). Corporate Experience Factor The Library will evaluate the offeror’s likelihood of successful contract performance demonstrated through experience in performing work of similar scope and complexity to the requirements listed in Section C.

Evaluation Factor 3). Past Performance Factor The Library will evaluate submitted past performance information to assess the level of risk the references present to successful performance of the requirements of this solicitation. The Library may review records contained in the Contract Performance Assessment Reporting System (CPARS). The Library reserves the right to contact and use information provided by the references and any other sources. The offeror will be evaluated neither favorably nor unfavorably on past performance if no relevant information on past performance is provided by the offeror or obtained by the Library.

Evaluation Factor 4). Pricing Factor The Library will evaluate proposed prices for fairness and reasonableness. The Library will multiply the monthly price provided for the storage of the Booth by 12 to derive an annual price for each period (base and option periods) and add the annual prices provided for each period to determine the Total Booth Storage Price (TBSP). In addition, the Library will use the total price proposed in Attachment J-8 as the Total Sample Order Price (TSOP). The Library will add the TBSP and TSOP for each offeror to determine the offeror’s Total Evaluated Price (TEP) for award purposes. The Library will assess the fairness and reasonableness of the TEP and will perform a best value tradeoff between price and nonprice factors. The Library may determine that a proposal is unacceptable if proposed option prices are significantly unbalanced. Evaluation of options shall not obligate the Library to exercise the option(s). Offerors must submit pricing for all items and all contract periods. No partial award will be made.

M3. General:

The Library of Congress seeks to award without discussions, if possible. The Library reserves the right to enter into clarifications or discussions with all, some, or none of the offerors based on the Library’s discretion and initial quality of the proposals. The Library reserves the right to communicate with the offeror that the Library determines to present the best value to the Library in order to address any remaining issues, if necessary, to finalize award with the offeror. These

030ADV25R0007 0001 Section M issues may include technical and/or price components. If the parties cannot successfully resolve any remaining issues, as determined at the sole discretion of the Library, the Library reserves the right to communicate with the next offeror that the Library has determined presents the best value to the Library based on the original analysis to address any remaining issues.

The Library also reserves the right to waive minor irregularities found in proposals. Under no circumstances shall proposal preparation costs be reimbursed as a result of this solicitation, including situations involving the full cancelation of this solicitation.

M4. System for Award Management:

In order to receive an award from the Library of Congress, your business must be registered in the System for Award Management (SAM). If your business is not registered in SAM at the time of proposal submission, per FAR 4.1102(a), your business may not be eligible to receive a contract from the Government unless other methods can be employed to determine responsibility. Regardless, your business must be registered in SAM by the time of contract award.

Registration can be done here: https://www.sam.gov/ . SAM registration is free.

If you require assistance with registering or renewing your business in SAM, you can obtain assistance at the Federal Service Desk, located here: https://www.fsd.gov/gsafsd_sp