Attachment J13 - QA Amendment 0008 - 030ADV25R0034 - 09.08.2025.docx

Attachment J-13 – Q&A - 030ADV25R0034 – 09/08/2025 – 2 pages

Q1: Volume and Frequency of Shipments: Could you provide an estimate of the average volume of materials (e.g., number of pallets per month) that will need to be stored and distributed to aid in determining the appropriate warehouse capacity.

A1: This information is located in the RFP Statement of Work section C.3.1.1 SPACE USE, pages 16-17.

Region 1 – per RFP (page 16) 2,000 Pallets capacity – In FY24 – over 500,000 items were shipped

Region 2 – per RFP (page 17) 900 Pallets capacity – In FY24 – over 200,000 items were shipped

Data on pallets shipped per month is not maintained. Majority of the items shipped are boxed.

Q2: Storage Conditions: Aside from being stored indoors, are there any specific environmental or security requirements for storing these materials? For example, do they need climate control or special security measures?

A2: This information is located in the RFP Statement of Work section C.3.1.1 SPACE USE, pages 15-16.

Q3: Turnaround Time for Repairs: If playback devices or other electronics need repair, is there a specific turnaround time required to return these items to service to meet compliance requirements?

A3: Adding a specific turnaround timeline per device is difficult because it’s several different devices, eReaders (Humanware and Zoomax), Digital Talking Machines – Standard and Digital Talking Machines – Advanced. Repair times on each device vary tremendously from when the device is tested and is in great physical shape (plug-in and its working and just re-boxing) to full dismantling and reassembly.

Current production is 4,500 per contract performance period/year. 4,500 devices repaired / 260 workdays per year = 17.3 average per workday.

Q4: The Key Personnel position description duties for Duplication Coordinator and Conversion Coordinator appear mixed up in the RFP and Attachment J12 Key Personnel Minimum Qualification.

A4: Duty positions may overlap.

Q5: Is it permissible to not separately break out the lease and utilities for the TBT4 work since it is already broken out elsewhere in the same warehouse?

A5: TBT4 lease and utilities does not need to be broken out separately.

Q6: How many Reader Advisors is the solicitation requesting?

A6: NLS estimates 1 FTE per 2,000 patrons. However, as stated, you are encouraged to submit alternate pricing structures if you feel there are other ways of pricing this. However, a pricing proposal representing the 1/2,000 Library estimated is still required.

Q7: Is NLS open to future amendments for more staffing if needed?

A7: Yes

Q8: What are the expected business/working hours for this position?

A8: Normal business hours

Q8: Is the expectation that the Reader Advisor employee would be a librarian with a MLIS? Or is this a paraprofessional position?

A8: Librarian with MLIS would be preferred. Additional minimum qualifications are located in solicitation attachment J12-Key Personnel Qualifications for the required resume(s) to be submitted.

Q9: What is the estimated number of patrons that the reader's advisor will serve?

A9: NLS estimates 1 FTE per 2,000 patrons. Also see answer 6.

Q9: Clarification at Statement of Work C.3.2.15.1.4. Ensure patrons Offeror staff participate in the orientation program in coordination with the NLS Education and Training Specialist. The orientation program shall be offered to persons who may benefit from an in-depth explanation of the various offices of NLS and their functions. The orientation program is generally offered virtually twice yearly. NLS sends announcement of the schedule for orientations for registration. The NLS Education and Training Specialist is responsible for coordinating the orientation program and is available at NLSTraining@loc.gov.

Is this training for Library staff and not patrons?

A9: This text has been corrected to change “patrons” to “offeror staff”.