030ADV25R0034 0008.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 45

0008 09-09-2025

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

030ADV25R0034

05-29-2025

X

X X

See CONTINUATION Page

X

Robinson, James

BLOCK 14 ADDENDUM

The purpose of this amendment is to:

1. Amend the Statement of Work in Section C.3.2.15.1.4. to correct text as indicated in red text.

2. Revise the previously posted Attachment J13 Q&A dated 07/08/2025 and replace it with Attachment J13 Q&A dated 09/08/2025. This version of the Q&A document provides answers to additional questions.

All other terms and conditions remain the same.

030ADV25R0034 0008 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION C. DESCRIPTIONS AND SPECIFICATIONS

C.1. INTRODUCTION

C.1.1. BACKGROUND

The National Library Service for the Blind and Print Disabled (NLS) of the Library of Congress administers a free public library service to eligible residents of the United States and U.S. citizens living abroad who cannot hold, handle, or read standard print media because of visual or physical disability. Approximately 75% of the users are sixty years old or older, and many depend on the NLS program for their major source of entertainment and connection with the world; 95% read recorded materials and 5% read braille.

A cooperating network of approximately 55 regional libraries, 26 sub-regional libraries and 13 advisory and outreach Centers circulate recorded and braille books to a readership of 274,000 (as of 2023) out of a potential three million eligible population. NLS produces annually approximately 7,000 audio books and 400 braille books, available both for download and in hard copy on demand. Users are informed about new books, magazines, and services through bimonthly publications, annual catalogs, and subject bibliographies produced by NLS and through various publications produced and circulated by the regional and sub-regional libraries, and advisory outreach Centers.

Multistate Centers (MSCs or Centers) function as materials-support supply units for NLS, serving network libraries in two specified geographical areas of the country:

Region 1 (MSC East): Services United States and territories east of the Mississippi

Region 2 (MSC West): Services United States and territories west of the Mississippi and overseas

The Centers provide upon request to network libraries and the other/opposite Center if stocks are low or depleted as necessary, the following: publications; equipment; supplies; and interlibrary loan (ILL) services for all NLS mass-produced braille books, audio books and magazines that appear only on the NLS Braille and Audio Reading Download (BARD) system; and braille magazines from Duplication on Demand (DoD) system or physical content. The Centers shall receive, store, shelve, duplicate, manage, and distribute all NLS-issued books, selected special collections and volunteer-produced material (including cassette, digital, and braille books selected for limited distribution); store and manage duplicating masters such as open reel tape, cartridges and cassette, and have access to BARD to download books for which a patron or library needs a physical copy; store and ship sound reproducers and allied equipment; and store and ship publications and supplies. Books and magazines are narrated and duplicated at a high-quality professional standard. The quantity produced of any title is dependent on anticipated reader demand.

The Centers shall also serve as Duplication on Demand backup for Network Libraries; and receive, store and distribute support supplies to the network of libraries.

The administrative functions of the Centers include managing staff use of online, local and electronic information fulfillment systems, customer service, electronic inventory, information systems, purchasing, quality control, and safety. Centers support services require use and management of Web-based NLS applications.

Braille magazine subscriptions are provided on a direct-mail basis from the Network Libraries. Audio magazines are loaned to readers through the DoD system program. The readers have to return the cartridge to receive future issues of audio magazines. Users generally deal with libraries in distant cities with communication by internet, email, snail mail, or phone and with little or no in-person contact. Everything comes and goes through a mail-order system that is free to the user. Materials are primarily shipped by the network libraries and multistate Centers as Free Matter for the Blind.

Note: For Free Matter for the Blind definition consult https://www.loc.gov/nls/who-we-are/laws-regulations/free-matter-blind-physically-handicapped-persons-mailing/

Region 1 (MSC East) shall also be responsible for markup and upload of regional, sub-regional and affiliates and foreign titles to direct into BARD and shall provide assistance and training to regional network libraries.

Region 2 (MSC West) shall also maintain playback devices, parts and hard copy Braille titles. Center shall perform repairs on playback devices internally and/or via volunteers.

Maintain collections: Titles are selected to appeal to a wide variety of interests and copyright permission is granted by federal statute.

NLS has signed an interagency agreement with the Bureau of Engraving and Printing (BEP) to store and distribute iBill currency readers. The MSCs shall support the currency reader program by receiving, storing, and distributing Bureau of Engraving and Printing (BEP) currency readers to individuals designated by another NLS contractor. All collections items, devices, and products remain the sole property of the Government.

Material/Parts inventory discrepancies shall be reported to the COR when discrepancies are identified.

C.1.2. SCOPE

The scope of this contract is to obtain Contractor support services for the NLS Multistate Center (MSC) program. The MSCs require a contractor to perform: collection inventories and management, storage and space management, supplies, interlibrary loans, duplication, conversion, digitization, currency reader deployment, device repairs, Talking Book Topics, device deployment, cartridges, mail processing, return mail, shipping, various levels of reporting, support network libraries local recorded produced material, and all other aspects of warehousing and logistics that are needed by NLS.

C.2. APPLICABLE DOCUMENTS

C.2.1. ALA STANDARDS

The MSCs shall conform to the minimum standards of service for network agencies established by the Association of Specialized and Cooperative Library Agencies, American Library Association (ALA), in their Revised Standards and Guidelines of Service for the Library of Congress Network of Libraries for the Blind and Physically Handicapped, 2017, or latest edition. A copy of these standards and guidelines is available for purchase from the American Library Association, Book Order Fulfillment, 155 North Wacker Drive, Chicago, IL 60606-1719, telephone 800-545-2433. ALA standards supplement LC/NLS multistate Centers guidelines. Revised Standards and Guidelines of Service for the Library of Congress Network of Libraries for the Blind and Physically Handicapped, 2017

C.2.2 NLS TECHNICAL STANDARDS AND SPECIFICATIONS

The Technical Standards and Specifications referenced below can be found at URL:

https://www.loc.gov/nls/who-we-are/guidelines-and-specifications/contract-specifications/

NLS TECHNICAL STANDARDS (for recordings and braille)

(Contract Specifications - National Library Service for the Blind and Print Disabled (NLS) | Library of Congress)

• QA201801: Instructions for Applying Navigation Markers (February 2019) [PDF: 812KB / 8p.]

• Guidelines for Applying Navigation Markers in Digital Talking Books (DTBs) (June 2005) [PDF: 21KB / 4p.]

• QA201401: Instructions for Bilingual Books [MS Word (.doc) / 6p.]

Specifications

• 420: Labeling and Packaging of Books on Digital Talking Book Cartridges (December 2019) [PDF: 502KB / 30p.]

• 430: Refurbishing Digital Talking-Book Cartridges and Containers (December 2019) [PDF: 2.27MB / 16p.]

• 800: Braille Books & Pamphlets (October 2014) [PDF: 398.66 KB / 20p.]

• 801: Braille Magazines or Newspapers (May 2018) [PDF: 553.77KB / 19p.]

• 803: Print/Braille Books (February 1997) [PDF: 1.58KB / 13p.]

• 900: Duplication of NLS Digital Talking-Book Format (Book and Magazine) Cartridges (May 2009) [PDF:

1.65MB / 13p.]

• 901: Duplication and Distribution of Digital Talking Book Magazines (August 2016)) [PDF: 2.80MB / 34p.]

• 1202: Digital Talking-Book Mastering (August 2016) [PDF: 974KB / 19p.]

• 1203: Construction of Digital Talking Books (March 2022) [PDF: 1.09MB / 31p.]

• 1204: Construction of Audio Magazines in the Digital Talking Book Format (April 2007) [PDF: 1.58MB / 51p.]

• 1205: Protected Digital Talking Book (November 2007) [PDF: 229.14KB / 33p.]

• 1206: Uploading Digital Talking Books and Magazines (March 2022) [PDF: 1.7MB / 13p.]

• 1207: Delivery of Braille Book and Magazine Files via the Internet (March 2022) [PDF: 220.51KB / 11p.]

• 1208: Preparation of Audio Files from Commercial Audiobooks (January 2014) [PDF: 235KB / 12p.]

Contractors shall be cognizant that the proposed services shall support a consumer responsive program; therefore, NLS will approve products, equipment, final reports, and other deliverables as applicable only after ensuring that the contractor has adhered to all requirements and specifications.

Other Required References

See Attachments J4-6 noted also noted in Section J List of Attachments

Attachment J4 - NLS Style Sheet v25

Attachment J5 - NLS Network Library Manual, Section 8

Attachment J6 - NLS Acronyms Cheat Sheet

C.3. STORAGE, SERVICE, AND ADMINISTRATIVE REQUIREMENTS

C.3.1. STORAGE REQUIREMENTS

C.3.1.1. SPACE USE

Centers shall be capable of providing (depending on space configuration).

Region 1 - between 55,000 square feet and 65,000 square feet of space

Region 2 - between 35,000 square feet and 45,000 square feet of space

Space shall be environmentally conditioned with heat and air conditioning year-round and NLS product consolidated and housed under single roof (one contiguous building). Air temperature shall range between 68 – 75 degrees Fahrenheit depending on the season, and humidity range shall be between 25-60 percent. Center shall be dust free with no visible dust, debris or scattered pieces of waste, on collections, supplies/equipment, and floor surfaces. Center shall have pest control service in order to minimize rodent infestation and security camera at accessible entry points (i.e., entry doors, loading dock rollup doors) with a minimum of 14-day retrieval in the event recorded information is required. Building shall be armed with security and fire alarm with systems monitored 24 hours per day 365 days per year. For most effective cubic and linear storage, ceilings should be minimum of 16 feet high with clearance for lights to allow unobstructed use of minimum 16-foot-high shelving with minimum. Top shelves should be used for storage when possible.

Centers shall have adequate monitored building security and fire protection systems and service to protect the collection against fire and theft of collections and materials.

Center shall have designated staff assigned to respond after normal business hours in the event of security and fire alarm within 1 hour (i.e., burglar alarm or systems outage).

Center shall notify COR and gain approval in the event the Center has to close for any unforeseen reason prior to start of business operating day or close prior to end of normal business day.

Shelving systems cubic and linear layout shall be efficient in order to maximize space utilization. Any exceptions to the ceiling height and space requirements must be approved in advance by COR. Lighting in the storage areas shall be adequate for staff to shelve and arrange items correctly but at the same time it should also be as energy efficient as possible. Before renting space for MSC use, Centers shall secure advance COR approval of the proposed facility space and layout.

Current Centers requiring relocation may adopt a phased approach over a significant period of time in order to comply with this requirement and an immediate transition upon the commencement of a new contract is not required for incumbents.

An updated, detailed floor plan shall be submitted to NLS as an attachment to the annual report (ref. C.3.3.2.3).

Centers shall have access to a loading dock that is capable of loading and unloading trucks, semi-tractor trailer trucks, and utility trucks. The dock door shall be at least 6 feet wide to accommodate pallets and bulk-mailing containers, and the dock doors shall be of a height to allow passage of a loaded forklift, (i.e., standard tractor trailer). Loading dock shall have the ability to move pallets from truck through dock door into warehouse.

Center shall have the ability to maximize storage capacity with pallet racking slots. As part of the offeror proposal to secure the necessary pallet racking slots, Center shall provide transition plan and cost estimates to meet this requirement.

Region 1 – Center shall have storage capacity up to:

1. 2000 Pallets 4’ x ‘4 x 5’, single stacked, minimum

2. 55,000 square feet and 64,000 Square feet of storage, depending on configuration

3. 100,000 Linear Feet – (combination of less than 12” and 12” – 18” high shelving opening (assuming 4’wide shelf)

Region 2 - Center shall have storage capacity up to:

4. 900 Pallets 4’ x ‘4 x 5’, single stacked, minimum

5. 35,000 square feet and 45,000 Square feet of storage, depending on configuration

6. 100,000 Linear Feet – (combination of less than 12” and 12” – 18” high shelving opening (assuming 4’wide shelf)

MSC SUPPLIES INVENTORY - Inventories per Region are available in Attachments J7 and J8. Inventories are accurate through September 2024.

Within 30 days of award, storage requirement validation of both cubic and linear feet shall be performed by Center.

C.3.1.2. OFFICE SPACE/WORK AREA

Centers shall provide between 1,500 to 3,000 square feet of on-site secured space for office and work areas with NLS-supplied equipment easily accessible, including networked computer equipment and peripherals, printers, standard business software, Internet access, duplicating equipment and fax machine, inventory files, and other basic office furniture and equipment.

C.3.1.3. BOOK STORAGE

Centers shall provide shelving space for LPs, cassettes, open reals, disk, CDs, digital books, print braille books and braille magazines, and be capable of shelving and putting in order by NLS book number complete collections of all NLS books noted below. Individual shelf opening height between 12” – 18” high and 3’ – 4’ wide. Centers shall sort and shelve by number all books within ten (10) working days of receipt.

Quantities to be stored are estimated as follows (these are the same numbers for each Region, with certain exceptions per asterisk) (Sept 2024). List is not exclusive to the listed collections only, but is a sampling of the types of collections for which storage is required.

The quantities listed above are estimates only. The Contractor may need to store additional items.

Centers shall maintain inventory records of all books in all formats maintained. These book inventories shall be kept by book number, noting the number of copies of each title stored by the Center. These are due in the annual reports. This inventory shall itemize all shelving in use by book collection and/or shelving available to the MSC but not yet in use. A detailed inventory record of all shelving units available shall be maintained as part of the Government Furnished Equipment (GFE) records. All shelving shall be safely constructed and used, with appropriate back, side, top and/or cross bracing as needed.

C.3.1.4. SPECIAL COLLECTIONS

Centers shall be able to accept, store, shelve, manage, and circulate one or more of the NLS special collections, requiring a minimum of 15,000 linear feet up to a maximum of 23,000 linear feet of shelving and shelf openings up to 14 inches high. (Examples include non-NLS produced foreign-language books, Cassette Book (CB) submasters (approximately 1,000 titles), non-NLS magazines, pre- 13000 BRAs, and braille master collection. In addition, one Center (at present Region 2) is required to store one extra set of BRs. Confirmation of special collection shipments shall be sent to regional libraries on a monthly basis. Overdue reports shall be generated and sent to regional libraries on a quarterly basis.

C.3.1.5. EQUIPMENT STORAGE

MSCs must be able to receive, store securely, and ship all NLS Talking Book players such as cassette book machines, digital talking book machines, Braille eREADER, reworked/repaired talking book machines, playback equipment needing repair, and all other equipment and accessories to be held in stock until needed. NLS may designate machines and accessories for storage only and/or exclude distribution of items to NLS Network libraries or NLS repair groups.

Region 2: Facility must be able to repair playback devices. Maintain machines at basic and memory recovery operating levels.

Maintenance and care for machines in storage include;

The battery packs shall be disconnected in players that will be stored longer than 3 months.

Players and shipping containers must be kept together so the serial number label on the container matches the player serial number.

Machines and accessories must be authorized by NLS prior to disposal and serial numbers of machines disposed provided.

Upon receipt, playback devices shall be scanned into circulation system (except DTBM – Standard (DS-1) and

Advanced (DA-1 which will be scanned into circulation system prior to shipment/distribution) Maintain an automated and accurate inventory of all NLS materials stored at the facility at all times. Inventory list shall be included into the annual report. Discrepancies shall be reported to the COR when discrepancies are identified.

MSCs must possess space to accommodate up to 100,000 digital players, 50,000 braille eREADERs, 5,000 -20,000 units of each accessory, 15,000 - 30,000 units of shipping supplies for each machine in addition to allowable space to accommodate 100,000 units of any newly developed machine/sound reproducer. Machines must be bulk-stored and stacked no more than seven (7) over packs boxes high or two (2) pallets high and as efficiently as possible (within the limitations of ceiling height and normal safe practices).

The MSCs shall be able to receive, store securely, and ship a total of up to 100,000 iBill currency readers which shall be received on a monthly basis with occasionally extra shipments. The MSCs shall be notified approximately five (5) business days ahead of shipments arrival. MSCs shall have approximately 1,000 to 2,000 square feet of floor space available to store currency readers. Currency readers shall be bulk-stored as efficiently as possible given that the pallets are not stackable (within the limitations of ceiling heights and normal safe practices). The MSC shall be responsible for verifying shipment is complete and undamaged. Prior to shipment, each iBill shall be checked for operating condition and batteries changed as necessary. iBills shall be free of any residue and have an appearance of being new. Each currency reader shall be packaged for individual mailing. iBills shall be received at the MSC on pallets of 1,000 currency readers in eight overpack boxes of 125 individual currency readers in each overpack box. Each pallet shall measure 48W X 40L X 56H. These pallets are NOT stackable. Currency reader should be sent on a first in, first-out (FIFO) order.

Center shall establish battery recycling program under the direction of NLS.

C.3.1.6. PUBLICATIONS STORAGE

Centers shall be able to receive, store, and ship bulk quantities (up to 43,000 of each popular catalog) of nationally produced print publications including brochures, catalogs, bibliographies, and reference circulars and lesser quantities of the related braille and recorded versions of publications. Centers shall have storage space available to store the required publications. Pallet racking, warehousing shelving and location codes are to be used for efficient, safe warehouse management along with the NLS Inventory Management System.

C.3.1.7. SUPPLIES/FORMS STORAGE

Centers shall be able to receive, store, and ship bulk quantities (up to 100,000 of each) of certain NLS office supplies (including barcodes and labels) and up to 50,000 each of NLS bulk supplies (including audio containers, braille mailing containers, and cartons). Centers shall have floor space or shelving available to store the required supplies and forms.

Bulk supplies shall be bulk stored and stacked as efficiently as possible, within the limitations of ceiling height and industrial standard safe practices.

C.3.1.8. CARTRIDGE/CONTAINER STORAGE

The MSC shall store blank digital cartridges until they are needed for duplication of new titles by any of the NLS audio book production vendors or Duplication on Demand (DoD) Network Libraries. Cartridges and containers are to be shipped to vendors/network only at NLS direction.

Following receipt of Cartridges from manufacture or recycling vendor, MSC shall test one hundred (100) cartridges from each lot to confirm cartridges received are in working order. Upon testing completion, MSC shall report finding to the

COR.

C.3.1.9. CARTRIDGE RECALL

NLS “Cartridge Recall” retrieves from the network of cooperating libraries approximately 500,000 to 1,000,000 digital books on cartridges (DBs) each year, for repurposing. Recalled DBs are sent to NLS contractors that erase the cartridge, strip labels from both the cartridges and mailing containers and resupply to NLS contractors/network to use for new books. The quantity of cartridges needed for new books each year is expected to decrease. That in turn could affect the quantity of DBs needing to be returned for Recall. The quantity of cartridges required for future circulation is unknown.

To support the Cartridge Recall Program, MSCs shall receive cartridges, sort, and repackage for shipment to NLS contractors for new books or recycling for reuse. Cartridges and containers shall be separated by size and repackaged for storage in preparation for shipment. Up to 1,000,000 shall be separated annually. NLS will provide directions on disposition prior to shipment or destruction of cartridges and containers. Cartridges and containers recalled from network libraries are considered Beyond Recall. Centers shall erase the cartridges and strip labels from both the cartridges and mailing containers, so they can be used by the Centers in their role as backup support to the DoD's network libraries.

C.3.1.10 CARTRIDGE STORAGE

Center shall receive recycled Cartridges from recycle for reuse contractor for storage. Center shall be responsible for storing up to 6,000,000 cartridges.

C.3.2. SERVICE REQUIREMENTS

C.3.2.1. BOOKS (Interlibrary Loan and Permanent Requests): Interlibrary loan (ILL) requests for audio discs, tapes, and digital cartridges and braille shall be identified by date of receipt, processed, and books shipped to patrons, network libraries or other MSCs within five (5) working days after receipt at the MSC. Rush or urgent requests shall be processed within one (1) working day. Confirmation of books mailed and books not available are documented in the monthly report.

Interlibrary Loan (2024) titles shipped to network libraries:

(Region 1) Collections, approx. 200

(Region 2) Collections, approx.1,400

Disc books (RDs) for which Centers have five (5) or fewer copies shall be loaned to patrons only and shall not be used to fill "permanent requests" (requests for permanent retention) from libraries.

In cases where extra digital and cassette tape books (RCs) are not available on the shelves, Centers shall duplicate requested materials, adjust the cassette tape quotas, and ship materials within five (5) working days. (See NLS Technical Standards 5, 6, 7, 8 and 9), as appropriate. Select RCF titles with multiple requests for perms, masters, and/or RCs or RDs shall be assigned to duplication and be completed within four (4) weeks of receipt in duplication.

In cases where digital cartridge copies of books (DBs) are not available, Center shall duplicate requested materials, adjust cartridge quotas (set by NLS), and ship materials within five (5) working days.

Popular titles may be duplicated and either shelved in surplus or prepared for future production and distribution through the Duplication on Demand.

Digital books storage, circulation duplication and/or conversion for analog titles may be required as needed at NLS direction and specification.

Press braille books (BRs) for which Centers have only one (1) or two (2) copies shall be loaned to patrons only and shall not be used to fill "permanent requests" from libraries. Braille binding shall be dust free prior to shipment.

As books are circulated on loan in response to network library requests, Centers shall adjust their automated book inventories to reflect the number of copies on their shelves.

Region 2 is required to provide circulation service for NLS overseas readers. Region 2 shall have the capability of duplicating multiple titles on a single cartridge for overseas readers. Last three years of circulation listed below:

Region 2 Overseas Circulation:

Collection Prefix FY2024 Circulation

FY2023

Circulation

FY2022

Circulation

Digital Books DB 1,192 700 259

Recorded Cassettes

RC 0 0 0

Braille BR 0 2 0

C.3.2.2. EQUIPMENT

Sound reproducers and other NLS machines shall be shipped within two (2) working days of receipt of network agency request or NLS instructions.

Large bulk shipments of more than two hundred (200) machines shall be shipped within five (5) working days. Requests for more than one hundred (100) sound reproducers/machines at one time or over a 30-day period to the same requesting agency shall be authorized by the NLS Equipment Control Officer through the COR before shipment. NLS Equipment Control Officer, through the COR, may implement changes and/or limitations of machine and/or accessory quantities issued to a requesting agency due to changes in equipment availability.

Accessories shall be shipped within two (2) working days of receipt of network agency request or NLS instructions.

A running automated inventory of all equipment and accessories shall be maintained and all receipts and shipments reported to the NLS equipment control officer on a monthly basis. Total number of machines and accessories on hand at the end of each quarter shall be reported in the quarterly report. Inventory records shall be retained.

All equipment that was supplied by the Government, or previously paid for with Government funds, remains the property of the Government (this includes shelving, forklifts, hand trucks, and any and all other property). All future property purchased with Government funds shall also remain the property of the Government.

C.3.2.3. PUBLICATIONS

Orders shall be identified by date of receipt at the MSC. Publications shall be shipped within two (2) working days of receipt of network library request or NLS instructions. A running automated inventory of all shipments received and sent shall be maintained and reported to NLS on a quarterly basis. Records of shipments and receipts shall be maintained by the Centers for one (1) year. Obsolete materials shall be discarded immediately and only when authorized by NLS.

C.3.2.4. SUPPLIES/FORMS

Orders shall be identified by date of receipt at the MSC. Supplies and forms shall be shipped within two (2) working days of receipt of network agency requests or NLS instructions. A running automated inventory of all shipments received and sent shall be maintained and reported to NLS on a quarterly basis. Records of shipments and receipts shall be maintained by the Centers for one (1) year. Obsolete materials shall be discarded immediately when authorized by NLS.

C.3.2.5. COLLECTION DEVELOPMENT/XESS

Centers shall conduct an ongoing program for restocking NLS-produced books in low supply and filling gaps in collections. Centers shall request needed books from the semiannual consolidated XESS lists. Estimates of quantities received from XESS shall be reported by medium in appropriate quarterly reports to NLS. Centers shall generate want lists for missing BR titles on a monthly basis and excess lists on an annual basis according to a schedule established by NLS. Centers shall evaluate books made available by significant changes in network library book inventories and fill in gaps in MSC collections by requesting, receiving, and shelving available titles.

C.3.2.6. DUPLICATION

Centers shall maintain records by library of requests received and number and format of items duplicated and mailed to each library. Centers shall report summary statistics to NLS on a quarterly basis.

Centers shall have the capacity to duplicate up to 40,000 individual cartridges through ILL request each year and to provide duplicated titles within five (5) working days after receipt of the request. Quota is driven by the number of cassette/cartridges not titles volume. Duplication using Duplication on Demand (DoD) equipment have the capability of recording multiple playback titles on each cartridge.

Centers shall notify NLS in writing if at any time this duplication schedule cannot be met.

Centers shall have assured high-speed tape duplication equipment that conforms to NLS requirements in the following minimum configurations:

Cassette-to-cassette (RC to RC)

Cassette-to-digital (RC to DB)

Cassette-to-BARD (RC to BARD)

BARD-to-cartridge (BARD to DB)

Braille to Digital (BR/BRA/BRJ to BARD) – (Region 2)

Centers shall have assured high-speed tape duplication equipment that conforms to NLS requirements: Gutenberg software, toaster racks, Zebra printers, as prescribed by NLS Centers may be required as needed and at NLS direction to duplicate digital books as part of the base contract costs.

Centers shall provide preventative maintenance to duplication equipment and facilitate periodic refurbishment and new equipment purchases according to NLS technical specifications.

Region 1 shall have the capability to convert foreign-language analog cassette titles to a digital and direct download format.

C.3.2.7. REVIEW AND PROVISION FOR LOCALLY PRODUCED MATERIALS

Region 1 shall be designated to review masters of locally produced books and magazine materials to assure conformance to NLS quality-control standards prior to adding such materials to their collections. The personnel used in this review shall be certified by NLS as competent to perform the quality assurance function. This certification will in most cases require a training period of one (1) week at NLS. Centers shall assign special book numbers for locally produced book materials in coordination with the NLS Bibliographic Control Section (BCS) as they are added to the collections and report these book numbers to NLS. (See NLS Standards 1, 2, 3 and 4, as appropriate)

Region 1 shall maintain a certified technician who is responsible for review of masters of locally produced books and magazines materials to assure conformance to NLS quality-control standards. Technician is responsible for conversion, evaluation, enhancement, markup and upload of audio books for the purpose of posting to BARD. Technician shall travel to Network Libraries, up-to 4 trips, to perform training annually. Training could be requested at any Network Library in the United States or Territory.

Centers shall be capable of duplication and distribution of the books and magazines as specified in section C.2.2. The Center shall store one (1) open-reel sub-master or 2 RC sub-master of each issue of each analog recorded title. (See NLS Standards 1 and 3).

C.3.2.8. INSPECTION OF BOOKS

Centers shall open and inspect all disc and cassette books before they are circulated to readers, rewind cassettes, and ensure that contents are complete, in order, and in the proper container. Separate statistics on inspection shall be kept and reported quarterly.

C.3.2.9. DELIVERY VERIFICATION REPORTS

With the implementation of web delivery verification reports the Centers are required to receive and process overage shipments from network libraries to the appropriate producer. The Centers are required to review electronic delivery verification reports pertaining to shipments of books for their Center and report any shortages or overages. This ensures a Center’s collection will be complete.

C.3.2.10. ILL2 (Interlibrary Loan) SYSTEM

Centers shall participate in the ILL2 (Interlibrary Loan) system on a weekly basis, both for requesting items and filling requests from the other Center. Statistics on these shall be reported quarterly as interlibrary loans to other MSCs.

C.3.2.11. SHIPPING AND RECEIVING OF MATERIAL

Centers shall have access to a Bulk Mailing Center and a local post office that is capable of handling high volumes of mail and bulk mailing containers (BMC) (non-freight), and shipping freight carrier to handle pallets/skids.

MSC shall identify local and regional U.S. Postal Service Liaison serving Centers address. MSCs shall have knowledge of and maintain working relationship with US Postal Service Liaison (Postmaster) serving Center. Postal Liaison would be leveraged in resolving postal concerns. MSC shall bring unresolved U.S. Postal Service concerns to COR attention.

Pallet/Skids are shipped by commercial carriers only. Free Matter for the Blind is shipped in individual boxes only, never shipped on pallets/skids or in bulk containers. For USPS Free Matter for the Bind details, consult:

https://faq.usps.com/s/article/What-is-Free-Matter-for-the-Blind-or-Other-Physically-Handicapped-Persons

Center shall ensure that all materials shipped reach the ultimate location 100% of the time. Center shall monitor US Postal Service tracking information to ensure packages are delivered timely. In cases that shipments are significantly delayed (more than 10 days), lost or undeliverable, Center shell notify COR.

Region 1 ships annually: (but is not limited to)

Material Orders FY 2019 FY 2020 FY 2021 FY 2022 FY 2024

Orders received 742 904 266 553 879

Items requested 1,207 1,251 396 446 94

Items filled 940 990 329 547 811

Items backordered 20 11 2 11 2

Backorders filled 11 0 0 0 0

Quantities filled 207,600 216,885 45,533 179,493 563,642

Region 2 ships annually: (but is not limited to)

Material Orders FY 2020 FY 2021 FY 2022 FY 2023 FY 2024

Orders received 904 266 553 765 945

Items requested 1,251 396 446 539 657

Items filled 990 329 547 758 930

Items backordered 11 2 11 8 25

Backorders filled 0 0 0 0 4

Quantities filled 216,885 45,533 179,493 122,028 202,772

Shipping cost:

Mail is shipped under US Postal Services free matter program. Freight/Bulk shipment expense are covered by NLS

Center shall have the labor to arrange, stack and shrink wrap pallets/skids for shipping, and receive disassemble, unwrap pallets/skids and store or re-ship. Material request shall be packed and shipped to patrons, network libraries or other MSCs within five (5) working days after request receipt at the MSC.

Book ILL Circulation (Region 1) These numbers are provided for historical information only.

C.3.2.1 Books ILL Circulation)

Basic and special collections and digital book ILL circulation was 486 titles in 565 volumes for FY24.

FY 2023 FY 2024

Collection Prefix Titles BR Vols Prefix Titles BR Vols

Rigid discs RD 0 RD 0

Cassette books RC 10 RC 0

Digital books DB 69 DB 0

Digital books DOD 145 DOD 18

Braille books BR 233 559 BR 145 425

Braille books BRA 7 BRA 5

International books BRF/RCF/RDF 5 BRF/RCF/RDF 4

International digital DBF 7 DBF 0

Misc. digital DBU/G/X 2 DBU/G/X 0

Misc. braille BRM/I/C/X 8 BRM/I/C/X 0

Total 486 172

Book ILL Circulation (Region 2) These numbers are provided for historical information only.

Basic collections and digital book ILL circulation was 1,377 titles in 1,841 volumes for FY2024.

Collection Prefix Titles Volumes Titles Volumes

Talking books TB 26 209 22 173

Rigid discs RD 45 168 33 114

Flexible discs FD 0 0 1 4

Digital books DB 1,632 1,632 1,192 1,192

Braille books BR 164 528 124 343

Braille books BRA 18 65 5 15

Total 1,885 2,602 1,377 1,841

Book Special (ILL Circulation)

Special braille collections ILL circulation was 16 titles in 53 volumes for FY2024. These numbers are provided for historical information only.

FY 2023 FY 2024

Collection Prefix Titles Volumes Titles Volumes

Braille books Pre BRA 30 110 10 32

Jewish Braille Guild BRJ 4 19 1 4

Jewish Braille Institute BRI 0 0 4 11

Braille books BRX 3 14 1 6

Total 37 143 16 53

Each Center shall maintain documentation regarding all material received, which shall include, at a minimum, the date received, the name of the shipper and carrier, the number of items (i.e., pallets, cartons, pieces), and a brief description of the item(s). Duplicate documentation with original packing slips is forwarded to NLS. Centers shall also maintain similar documentation and obtain a signed receipt for any material picked up from a Center in order to facilitate tracking of that material.

Music Collection, all formats, are circulated by NLS and circulation is not within the scope of the contract. Music Collection items that are misdirected to MSCs shall be mailed back to NLS Music Section as free matter.

C.3.2.12. CURRENCY READERS: SHIPPING AND RECEIVING

The MSC shall perform the following duties:

1. Inventory control. Include receipt, verification and secure storage of pre-packed currency reader devices (a.k.a. iBILLS) in a climate-controlled environment.

2. Service and distribution of currency readers. Process outbound and inbound requests from individuals, organizations and events as instructed via email or by using supplied software. Ship using mailing labels designated as Free Matter.

3. Support, troubleshooting, handling and disposal of returned currency readers. Discern device status and report out undeliverable or malfunctioning units.

4. Provide a return self-addressed envelope to patrons needing a replacement currency reader so the original defective currency reader can be mailed directly back to MSC.

5. Maintain accurate inventory count of functioning currency reader stock at the MSC and quantity shipped out each workday. Separate problematic units for troubleshooting or disposal as described below in line item 6.

6. QC packaging and Ensure operability of currency reader before distribution for patron use. Replace batteries as needed and repack inventory with fresh material.

7. Generate weekly/monthly inventory reports using approved templates.

8. Invoice on a monthly basis itemizing overhead costs and staff hours used to accomplish 1-6 for this activity during the preceding month.

New requests for a currency reader shall be handled in the following manner:

All new patron (end-user) requests for a currency reader device shall be entered into a specialized information management system by NLS or another NLS contractor (this is outside the scope of this statement of work). The date and time of entry of the request shall be recorded in the system database. The database shall be accessed via a website. Each MSC shall be given an account for each staff member working at the MSC to access the Work Order Wearhouse Ordering (WOW) System (region 1 and 2). This NLS-provided software is involved in the distribution process.

The MSC staff member shall go to the website, log-in to the designated information management system, download and address file, and run a pre-defined mail merge program that shall generate labels from the address file for each individual request. The MSC shall print the labels, attach the labels to individual currency reader boxes and send out the currency readers. 90 percent of all requests for new currency readers are to be processed no more than16 business hours after the currency reader request has been entered in the database. 97 percent of requests for new currency readers are to be processed no more than 24 business hours after the currency reader request has been entered into the database. 100 percent of requests for all currency readers are to be processed no more than 48 business hours after the currency reader request has been entered into the database.

The MSC shall report any deviations from this schedule by email on a daily basis to a specified address provided by NLS. When running the mail-merge the MSC shall determine if the request is a first-time order or if it is a replacement order. If the label is a first or- der, the MSC staff member is to affix the label to the top of the currency reader box, in a manner that the label is readable with the bottom of the label closest to the box opening. The label shall include a return address of the MSC on the upper left-hand corner of the label, the indicia for Free Matter for the Blind in the upper right-hand corner of the label and the patron name and address in the middle of the label.

Delivery to be made via United States Postal Service (USPS).

If the request is for a replacement currency reader (assumes status missing or malfunction), the MSC may supply a new device or re-ship a functional returned unit. If an Orbit Research iBill Currency Reader is determined to be defective or inoperable by a patron, the MSC shall ship the replacement before the defective one is returned to the MSC by bundling a new device with a pre-addressed padded envelope for the patron to return a malfunctioning unit to same MSC. The bundle shall then be placed in a mailing envelope with a label including the MSC return address, Free Matter indicia and the patrons name and address. Delivery to be made via the United States Postal Service

(USPS).

The MSC may receive requests for multiple readers to be shipped to NLS network libraries or other institutions designated by BEP or NLS. The shipment shall occur in multiples of 128 currency readers. Bulk shipments shall be shipped within five (5) working days. Requests for more than 128 currency readers at one time over a 30-day period to the same requesting agency shall be authorized by the NLSBPD Currency Reader Program Manager.

MSC shall comply with an annual inventory inspection performed by the Bureau of Engraving and Printing. To do so, the MSC shall maintain a running inventory of the number of currency readers in its inventory and shall be able to report the number of currency readers shipped out on a daily, weekly, monthly, and annual basis.

When a defective currency reader replacement request is received by the MSC, the following tasks shall be performed:

1) MSC staff shall notify the NLS call center by email as appropriate as to 1) impacted patron status and 2) document problem devices in weekly and monthly reports. (see Section 3.3.2.4)

2) MSC staff shall test, collect and place inoperable readers into an overpack box that shall be shipped to the address below on a monthly basis unless directed otherwise. MSC shall make best effort to repurpose functional readers to patrons before issuing a new device.

3) When efforts to troubleshoot an inoperable reader (including AAA battery replacement) have been exhausted, MSC staff shall address shipping label for the nonfunctional device to:

Bureau of Engraving and Printing External Relations

Attention: Kelly Holtzclaw

14th and C St SW, Room 530-Main

Washington, DC. 20028

C.3.2.13. RETURNED MAIL POSTAL SUPPORT (Region 2 Only)

The Contractor shall manage on-site mail support for returned NLS mail, including newsletters, braille magazines or other returned NLS products.

The Contractor shall store and sort returned mail from patrons who were sent NLS materials. Returned mail may arrive in various formats, including newsletters, braille materials and equipment. Mail shall be sorted by network library codes, including library codes starting with “LC” for NLS.

If library codes are not shown on the address label from the returned mail, the Contractor will access the NLS PIMMS system to search returned mail address. Contractor staff are required to submit an annual, signed, PIMMS Rules of Behavior for access to the database.

The Contractor shall scan returned mail address labels and email the scanned files as attachments to the assigned network library. Addresses for network libraries can be found on the NLS homepage using the, Find Your Library tool. Emailed files shall match the format shown in the attachment.

The Contractor shall maintain a separate post office box for NLS Government mailings, with address printed on mailed publications as the return address.

The Contractor shall pick up mail from the post office at least once a day.

After emailing scanned mail to the appropriate network library, the physical copies can be recycled or discarded. Any returned equipment needs to be shipped back to NLS.

C.3.2.14 Talking Book Topics (TBT4)

The Library of Congress (Library) requires contract support to provide duplication, packaging and circulation of Talking Book Topics (TBT4). TBT4 is a bimonthly catalog of new books available to NLS patrons, provided as digital audio on cartridges sent to subscribers by postal mail.

The current Talking Book Topics (TBT4) subscription number is approximately 32,000 per year. Approximately 25000- 30000 cartridges are produced and sent to patrons 6 times a year, for a total of approximately 180000 cartridges per year.

C.3.2.14.a SCOPE

The contractor shall provide Talking Book Topics (TBT4) and distribution services by copying Talking Book Topics (TBT4) files onto cartridges and packaging them into cartridge containers. Doing so by printing on a government provided order form with patron and/or library network mailing addresses then packaging with container and cartridge into a contractor provided windowed envelope and mailing to the patron(s). Cartridges shall be packaged in specified packaging with printed address labels and order form

The contractor will then be responsible for inspecting returned containers then remove cartridge label & clean container for reuse as necessary. Packages returned by USPS will have their postal markings scanned and scans sent to NLS for address correction purposes

C.3.2.14.b REQUIREMENTS

C.3.2.14.b.1 For cartridges containing the magazine “Talking Book Topics” - Print the patron and library return address on the cover of an 8x5 inch multipage order form. Mail container holding the cartridge and the addressed order form inside a sealed envelope using U.S. Postal Service “Free matter for the Blind and Handicapped”. Record and report the patron and cartridge information and share data with NLS. For returned cartridges and containers - receive and refurbish USB cartridges in containers from the USPS and clean-up container if necessary (remove any USPS. applied labels). Dispose of any cartridges and containers that are damaged to an extent that prevents their use.

C.3.2.14.b.2 Data Requirements

The contractor shall maintain high speed data connectivity to the Internet…