030ADV25R0039.pdf

PAGE 1 OF1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

See SCHEDULE

030ADV25R0039 07-07-2025

Robinson, James (202) 707-9053 08-01-2025 5:00pm EDT

Contracts and Grants Directorate Library of Congress

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

X

X

N/A

X

DELIVERY

See Sections D&F for delivery instructions.

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411 nlsadmin@loc.gov The Library requires invoices to be emailed.

See CONTINUATION Page

See CONTINUATION Page

X X

Robinson, James

030ADV25R0039

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

B.1 Section B

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

D.1 LC52.211-1 DELIVERIES (APR 2015)

D.2 LC52.231-1 PAYMENT OF POSTAGE FEES (MAY 2015)

D.3 LC52.211-2 DELIVERIES TO THE LIBRARY OF CONGRESS, CAPITOL HILL CAMPUS (JUN 2021)

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

F.1 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-2 ORDERING OFFICERS (OCT 2013)

G.2 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

G.3 LC52.232-1A LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (OCT 2016)

G.4 LC52.232-2 SCHEDULE OF PAYMENTS (JUN 2015)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 LC52.201-1 CONTRACTING OFFICER'S REPRESENTATIVE (COR) APPOINTMENT AND AUTHORITY (JAN 2016)

H.2 LC52.203-1 CONTRACTOR PUBLICITY (OCT 2013)

H.3 LC52.237-1 KEY PERSONNEL (AUG 2014)

H.4 LC52.237-2 CONDUCT OF WORK (MAY 2015)

H.5 LC52.239-1 INFORMATION SECURITY (APR 2021)

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (JAN 2025)

030ADV25R0039

I.3 LC52.204-3 INFORMATION SYSTEMS SECURITY (JUL 2024)

I.4 LC52.227-1 ASSIGNMENT OF COPYRIGHT TO THE LIBRARY OF CONGRESS (DEC 2001)

I.5 52.216-18 ORDERING (AUG 2020)

I.6 52.216-19 ORDER LIMITATIONS (OCT 1995)

I.7 52.216-22 INDEFINITE QUANTITY (OCT 1995)

I.8 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

I.9 LC52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (DEV) (FEB 2016)

I.10 LC52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS - COMMERCIAL ITEMS (DEV) (MAY 2015)

I.11 52.216-2 ECONOMIC PRICE ADJUSTMENT— Deviation

I.12 LC52.216-2 FAIR OPPORTUNITY (FEB 2020)

I.13 LC52.232-25 PROMPT PAYMENT (DEV) (JUL 2013)

I.14 LC52.233-1 52.233-1 (DEV) DISPUTES (MAY 2014)

I.15 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I.15 CONTRACTOR ONBOARDING PROCEDURES

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K.1 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (MAY 2024)

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 LC52.215-1 PROPOSAL SUBMISSION INSTRUCTIONS - BEST VALUE TRADE-OFF (JUL 2016)

L.2 LC52.233-2 PROTESTS TO THE LIBRARY OF CONGRESS (DEC 2013)

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 LC52.215-2 EVALUATION - BEST VALUE TRADE-OFF (FEB 2020)

030ADV25R0039 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 LOT ________________

Braille Magazine Transcription, Duplication, and Distribution Contract Period: Base POP Begin: 11-15-2025 POP End: 11-14-2030

GRAND TOTAL ________________

B.1 Section B

B.1 Contract Type

This shall be a Firm-Fixed-Price contract with Economic Price Adjustment (FFP-EPA). This contract shall also be Indefinite-Delivery, Indefinite-Quantity (IDIQ). Firm-Fixed-Price (FFP) Task/Delivery Orders (orders placed by a Contracting Officer), QB Orders (orders placed by an authorized Ordering Agent as defined in this contract), and P- Card (credit card) Orders may be issued under this IDIQ.

B.2 Award Type

This shall be a single- or multi-award IDIQ. Awardees and associated contract numbers are TBD.

B.3 IDIQ Schedule

This IDIQ has the following periods:

Ordering Period 1: 11/15/2025 – 11/14/2026

Ordering Period 2: 11/15/2026 – 11/14/2027

Ordering Period 3: 11/15/2027 – 11/14/2028

Ordering Period 4: 11/15/2028 – 11/14/2029

Ordering Period 5: 11/15/2029 – 11/14/2030

These are Ordering Years, not Option Years. Ordering Years do not need to be exercised individually.

B.5 Price Schedule

Category # Service Unit

Ordering Period I

Unit Price

Ordering Period II

Unit Price

Ordering Period III Unit Price

Ordering Period IV Unit Price

Ordering Period V

Unit Price

1a

Transcription and Upload to

BARD

(See B.8)

Braille page (one side)

1b

Duplication, Production and Distribution

(See B.9)

Braille page (one side)

B.6 Contract Minimum and Ceiling

Contract Minimum: $5,000.00

Contract Ceiling: $20,000,000.00

B.7 Pricing Definitions

The Offeror shall provide both a transcription unit price and duplication unit price per braille page. All quantities expressed in Attachment J3 for stating unit prices are estimates. Actual numbers of braille pages and actual number of subscriptions will vary based on subscriptions and size of the magazine editions.

A " braille page" is the mastering of one side of a two-sided interpoint braille page.

A " braille pressing" is one copy of one side of an interpoint braille page produced on a press or embosser.

B.8 Transcription Unit Price/Master Braille Page

The Transcription Unit Price/Master Braille Page shall incorporate costs for transcribing, proof-reading, production of plates (if used), and all other mastering costs. The cost of shipping control copies to NLS by two-day delivery using NLS approved carriers (e.g., UPS or FedEX) shall be included. The price shall be expressed as price per braille page.

B.9 Duplication Unit Price/Braille Pressing

The Duplication Unit Price/Braille Pressing shall include price per braille pressing, text printing, binding, packaging, shipping, and all other per-copy costs. The price shall be expressed as price per braille pressing.

B.10 Magazines

The titles of the magazines currently transcribed pressed/embossed and distributed are listed in Attachment J3.

During the course of the contract, particular titles may cease publication or NLS may choose to unilaterally substitute new titles at the same level of pricing (per page). NLS recognizes that some publications have varying page numbers. As a result, the substituted magazines may cost more overall, but as the payments are per page, this is still the unilateral right of the NLS. The actual magazines to be transcribed, pressed/embossed, and distributed shall be specified on each order. The order shall also specify the total number of transcribed braille pages and the total number of braille pages to be pressed/embossed, bound, and distributed to patrons.

B.11 Fluctuation in Magazine Size and Copy Requirements

Due to readership fluctuations or changes in magazine content, the (1) number of copies and the (2) size of magazine issues as listed in Attachment J3 are subject to unilateral change.

030ADV25R0039 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 STATEMENT OF WORK

C.1 BACKGROUND

As mandated by 2 USC§135a, the National Library Service for the Blind and Print Disabled (NLS), Library of Congress, provides reading materials in audio and braille formats to U.S. residents, and U.S. citizens living abroad, who are unable to use conventional print materials because of visual and physical limitations. Each year, more than 26 million books and magazines are circulated to these groups. Reading materials (books and magazines) are produced by contractors for NLS, and are distributed to a readership in excess of half a million through a network of regional and sub-regional libraries for blind and print-disabled individuals.

States, municipalities, or other agencies operate these organizations. In addition, books are distributed to schools and veterans’ hospitals throughout the nation and U.S. territories. Funding for all services and products are appropriated by the United States Congress and the materials are provided, free of charge, including mail to and from patrons, through the U.S. Postal Service.

NLS has over 170,000 audio and braille titles in its collection and adds 3,500 titles on annual basis. Books are primarily circulated to patrons through the mail from the network libraries located in their jurisdictions. Patrons also have access to electronic versions of audio and braille books via the Internet. Additionally, several magazines are distributed on a weekly, monthly, bi-monthly, or quarterly schedule. Catalogs, bibliographies, and newsletters are typically distributed on an annual, quarterly, or bi-monthly schedule.

C.2 OVERVIEW

NLS patrons subscribe to braille magazines that are transcribed from the editions of print periodicals. Copies are pressed or embossed and mailed directly to patrons.

The contractor obtains the print (or electronic) copy of the magazine edition, transcribes the print to braille, duplicates braille copies, and mails these to patrons specified by NLS. The number of patrons in the NLS braille magazine program is approximately 4,000. This is not, howevever, a guaranteed number and may fluctuate as patrons sign up or drop off from the magazine program. Each of these patrons may subscribe to one or more magazines.

C.3 SCOPE

The contractor shall create and distribute braille versions of print magazines to subscribers of braille magazines within the NLS network. In the event that duplication and circulation of a magazine is not required, NLS reserves the right to order the transcription and submission of a completed BRF file only. Should transcription only be required, the delivery order will specify accordingly.

Performance Areas:

C.3.1 Braille transcription

C.3.2 Braille pressing or embossing of copies

C.3.3 Printing of covers

C.3.4 Addressing of copies

C.3.5 Packaging of copies

C.3.6 Mailing of copies

C.3.7 Record Keeping

C.4 REQUIREMENTS

C.4.1 Production Requirements

The contractor shall transcribe from a printed work to braille, press or emboss, bind, and distribute to patrons braille magazines in accordance with the requirements of this document and NLS Specifications #801 (Braille Magazines or Newspapers). NLS specifications are updated occasionally.

The version posted on the NLS website (www.loc.gov/nls/specs) at the time work on the edition of the magazine commenced shall be followed. Contractors shall be given a minimum of four weeks’ notice of a change to specifications relevant to this contract.

C.4.1.1 Magazines

The titles of the magazines currently transcribed, pressed/embossed, and distributed are listed in Attachment J1. During the course of the contract, particular titles may cease publication or NLS may choose to unilaterally substitute new titles at the same level of pricing. The actual magazines to be transcribed, pressed/embossed, and distributed shall be specified on the order. The order shall also specify the total number of transcribed braille pages and the total number of braille pages to be pressed/embossed, bound, and distributed to patrons. Orders are issued are based on estimates.

Final number of pages transcribed are also subject to fluctuation.

Note – Although new titles may be added to Attachment J1 during the life of this contract, they will always be done so on a 1-to-1, replacement basis. The total number of titles will never increase or decrease.

C.4.1.2 Fluctuation in Magazine Size and Copy Requirements

Due to readership fluctuations, or changes in magazine content, the number of copies and the size of magazine issues as listed in Attachment J1 are both subject to unilateral change.

C.4.2 Operational Requirements

C.4.2.1 Timeliness

The contractor shall obtain each copy of a print or digital magazine within one day of its earliest availability by the most expedient method, including directly from the magazine publisher or the complete copy from the internet. Internet versions of magazines are often truncated or abridged; the contractor shall produce a complete braille copy of the print version of the magazine.

C.4.2.2 Government-Furnished Material and Information

NLS will provide:

C.4.2.2.1 Computer files containing patron data for each edition of each magazine

C.4.2.2.2 Camera-ready NLS logotype and Library of Congress seal for use in accordance with Specification #801.

C.4.2.2.3 Print copies of sports schedules that are not readily available on the Internet.

C.4.2.2.4 Credentials enabling access to NLS computer systems (PICS & PIMMS) required to exchange information with NLS in performing this contract.

C.4.2.3 Non-Magazine Periodicals

C.4.2.3.1 New York Times (Large Print Weekly)

The contractor shall obtain the print copies (or electronic equivalent) from the New York Times. If the physical copy must be obtained and the contractor is not within local courier range of New York City, air carrier service shall be used.

C.4.2.3.2 Health Newsletters

The two (2) health newsletters (Harvard Health Letter and Mayo Clinic Health Letter), including supplements, shall be mailed as a single package each month. For any exception to this shipping schedule, the contractor shall notify the COR.

Each monthly package of two (2) health newsletters will be considered a single magazine for the approval procedure.

If the print copy of one or more of the health newsletters is delayed, resulting in the shipment of the magazine to be delayed by seven (7) days or more, the magazine will be shipped without the delayed newsletter(s). An explanation of the discrepancy shall be included in the magazine. The missing newsletter(s) shall be included in the following month’s issue.

Harvard Health Letter

Letter includes twelve (12) monthly editions and five (5) added supplements of four (4) print pages each.

Mayo Clinic Health Letter

Letter includes twelve (12) monthly editions, three (3) medical essays of eight (8) print pages each, and a five-year cumulative index published in December.

C.4.2.4 Periodicals with Staggered Publication Schedules

C.4.2.4.1 Requirements of Sports Schedules

The contractor shall download a copy of the sports schedules from the appropriate web sites as soon as they become available, unless NLS has already supplied pre-web print copies of the sports schedules to the contractor. Contractor shall notify the COR by telephone or e-mail when they obtain a schedule from the Internet. The contractor shall obtain schedules in time to produce, submit, and obtain approval of the control copy and to duplicate and ship all copies by an anticipated ship date specified by C.4.6. If contractor cannot secure the schedule(s) to meet this objective, contractor shall notify the COR.

C.4.2.4.1.1 Sports Schedules in Two or More Parts

When an online version of a sport schedule is published as two or more schedules, one by date and the other by team, the contractor shall provide the information in both formats. These schedules shall be bound separately as separate schedules with the designation “by Date” or “by Team” added to the appropriate title on the covers. For schedules “by Team,” contractor shall provide a Table of Contents indicating the team name and the page number on which each team’s information begins. The two versions of the schedule shall be shipped together, unless otherwise directed by

NLS.

C.4.2.4.1.2 Major League Baseball Schedules

While there are three separate schedules, these are to be shipped together, unless otherwise indicated by NLS. The three schedules are as follows:

C.4.2.4.1.2.1 ABL1 – American League Baseball Schedule by Team

C.4.2.4.1.2.2 NBL1 – National League Baseball Schedule by Team

C.4.2.4.1.2.3 MLB1 – Major League Baseball Schedule by Date

C.4.2.4.1.3 Sport Schedule Front Cover

The following information shall be included:

C.4.2.4.1.3.1 “(Year), (Name of League or Association and Sport) Schedule”, e.g., 2004 National League Baseball Schedule, “by Date” or “by Team” if applicable (print and braille).

C.4.2.4.1.3.2 If the magazine contains only one part, indicate “in one part” (print and braille)

C.4.2.4.1.3.3 If the magazine contains more than one part, indicate “part one of (total number of parts)” on the first page, “part two of (total number of parts)” on the second part, until total parts are listed (print and braille)

C.4.2.4.1.3.4 Pages, Roman and Arabic (braille only)

C.4.2.4.1.3.5 Name and address of league or association, if found on the print schedule (print and braille)

C.4.2.4.1.3.6 NLS logotype and Library of Congress seal

C.4.2.4.1.4 Sport Schedule Back Cover

The following language shall appear in both print and braille:

“For special distribution, as authorized by Act of Congress under Public Law 89-522. Produced in braille for the Library of Congress, National Library Service for the Blind and Print Disabled, in cooperation with (name of league), by (contractor), (contractor seal, if desired), and (year). The (name of league) schedule is available free of charge to blind and print disabled residents of the US and American citizens living abroad, through funds provided by the Library of Congress, NLS.”

C.4.2.4.1.5 Sport Schedule Mailing Envelopes

Envelopes for mailing shall be as specified in specification #801 Section 5. The name and the year of the sports schedule shall, however, appear on the front of the envelope above the NLS logotype and Library of Congress seal and the return address shall be that of the mailing list contractor (see D.2.1). Copies provided in bulk to network libraries shall be inserted in mailing envelopes before being placed in boxes for shipment to each library.

C.4.2.5 Control Copy

The contractor shall submit to NLS Quality-Assurance Section a control copy of the schedule for approval prior to shipment. Sport schedules will be considered six (6) issues of the same magazine for purposes of approval.

When all rows and columns of a table will fit within the braille line, the standard tabular format shall be used. Vertical division or keying may be used to achieve this format. If standard tabular format cannot be used, employ linear format.

If neither of the above choices is usable, however, the COR shall be contacted for instructions. Also, when a magazine contains large tables that will add significant additional cost and/or production delays and are difficult to transcribe, the COR shall be notified. Historically, such tables are not included. The COR will direct the contractor in each instance.

When the inclusion of material would result in significant additional cost, the CO will determine if the work is within scope and will direct the contractor.

C.4.3 Transfer of Data at Conclusion of Contract

Within ten (10) calendar days of notification to do so, the contractor shall transfer to a succeeding contractor a braille copy of the most recent issue of the magazine in order to maintain continuity of format.

C.4.4 File Transfer of Braille Magazines for Web-Braille

Exclusive of sports schedules, the contractor shall transfer to NLS, within one (1) working day after the first ship date, all parts of each braille magazine via FTP (file transfer protocol) or rsync. The files must match, in content, the hard copy braille. All preliminary pages must be included in the file for the part in which they appear.

C.4.4.1 File Name Elements

All file names must be in the following form: nnmddyyp.brf.

C.4.4.1.1 nn: Magazine name (supplied by NLS, see list below) using 2 alpha characters

C.4.4.1.2 m: Month using one alpha character (a-l) (see list below)

C.4.4.1.3 dd: Day (1-31) using 2 numeric characters. If single digit, add initial zero.

C.4.4.1.4 yy: Year using 2 numeric characters

C.4.4.1.5 p: Part # using 1 alpha character (see list below)

C.4.4.2 All letters must be lowercase and numbers must be Arabic. Monthly magazines need not include the dd (day) element. Examples:

C.4.4.2.1 Rolling Stone, December 30, 2003, part 2: rsl3003b.brf

C.4.4.2.2 Berkeley Wellness Letter, January 2003, part 1: hba03a.br

For combined issues, where two dates are mentioned, only the first date shall be included in the file name. Examples:

C.4.4.2.3 Rolling Stone, August 3, 2003, August 17, 2003, part 1: rsh0303a.brf

C.4.4.2.4 Parenting, July-August 2005, part 1: prg05a.brf

C.4.5 Magazine/Periodicals Titles and Codes

All Magazine/Periodical titles and codes are provided in Attachment J1.

C.4.6 Schedule of Deliverables

Requirements Reference Description of Events/Deliverables Due Date

C.4.2.1 Timeliness - Acquiring the Magazine Within one (1) day of availability

F.4.1 Notification to NLS of Production Process Within one (1) working day

F.4.2 Reporting Delays As soon as the delay is validated but not later than 5 business days prior to the due date

F.4.8 Certificate of Mailing No later than 48 hours after shipment

Note1 – The number of patrons to receive a magazine will be determined by NLS based on the patron's subscriptions.

Note 2 – In the event of a conflict, the PICS system’s due dates supersede these. This will not be a regular occurrence, happening only infrequently. For example, a title's due date may not fit within the Estimated Standard Time Production Table (ESTPT). On these rare occasions, the contractor shall work with the COR to establish a due date.

C.5 QUALITY-ASSURANCE SPECIFICATIONS

The quality-assurance provisions in Specification #801 in Section C.4.1 - Production Requirements shall apply to this contract.

C.5 SPECIAL QUALIFICATIONS

Producers must use NLS Braille-Certified transcribers for transcription of magazines.

C.6 KEY PERSONNELL – PRODUCT MANAGER

The contractor shall provide a project manager who shall be responsible for the performance of the work. The project manager shall be available between 9:00am to 5:00pm, Monday – Friday, except Federal holidays, or when the government facility is closed for administrative reasons. The project manager shall have a minimum of three (3) years of experience directing and/or managing braille transcription/duplication projects.

(End of Statement of Work)

030ADV25R0039 Section D

SECTION D - PACKAGING AND MARKING

D.1 LC52.211-1 DELIVERIES (APR 2015)

All deliveries submitted to the CO or the COR or other Library personnel designated to receive deliverables shall clearly indicate the following information:

a. Agency/Requiring Library Service Unit and MAIL STOP/Room Number

b. Description of information/data being submitted

c. Contract Number

d. Contractor Name and Address

(End of Clause)

D.2 LC52.231-1 PAYMENT OF POSTAGE FEES (MAY 2015)

All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting Officer’s Representative (COR) or other persons designated to receive, shall be paid by the Contractor.

(End of Clause)

D.1 Labeling and Packaging

Labeling and packaging instructions are included in the specifications referenced in Section C.4.1 –Production Requirements.

D.2 Mailing Procedures

D.2.1 Contractor Addressing

The Library’s patron-information system maintains address data for patrons subscribing to braille magazines. NLS will supply address information by electronic files, for use in preparing addresses for printing by ink-jet spray or equivalent.

Within two weeks of contract award, a sample printed mailer produced according to instructions and specifications shall be provided for approval to NLS “Attn: Content Quality-Assurance Section”.

D.2.1.1 Addresses must contain all fields and codes in proper position as specified, with no extraneous information.

D.2.1.2 Addresses must be located on finished product according to U.S. Postal Service regulations.

D.2.1.3 Mailing containers using automated printing shall not be used for any mailing prior to Library approval.

All questions related to the format of address information produced by ink-jet spray printing shall be resolved prior to shipment of the first issue of any magazine under this contract.

D.2.2 Bulk Mailing to Libraries

The mailing list is supplied as three sets: one for domestic addresses, one for foreign addresses, and one for bulk mailing to libraries. Each entry in the domestic and foreign lists represents one copy. For the library list, each entry specifies the quantity to be supplied to that library.

D.3 LC52.211-2 DELIVERIES TO THE LIBRARY OF CONGRESS, CAPITOL HILL CAMPUS (JUN

2021)

(a) SAFETY. Trucks making deliveries to the Library of Congress must meet the following minimum clearances: 13 ft high, 9 ft wide and 20 ft long. Contractor vehicles exceeding that limitation shall not be permitted access to the Loading Dock area. The Contractor shall ensure that ceiling; doors or walls are not disturbed or damaged. The Contractor shall be held responsible for all costs of repairs to ceiling, doors, etc. and any secondary damage resulting from that damage. The maximum ceiling height inside the loading dock is 14′-8″.

(b) SECURITY. The contractor must adhere to all Library of Congress and U.S. Capitol Police physical security protocols and offsite screening procedures. These requirements may change during the course of the contract and it is the responsibility of the contractor to stay in compliance with current regulations. The most current procedures for accessing only the Madison Loading Dock are as follows:

(c) SCREENING PROCESS FOR ALL VEHICLES COMING TO LIBRARY OF CONGRESS LOADING DOCKS & JEFFERSON EAST

PARKING LOT FREIGHT ELEVATOR

Process includes all trucks, cars and vans coming to the LC Capitol Hill campus. All contractors are now required to notify the Off-Site Delivery Center (OSDC) no later than 24 HOURS PRIOR TO ARRIVAL (48-72 hours if possible)

Contractors are required to have a letter on file with the U.S. Capitol Police. The letter must be on company letterhead accompanied by signature of the owner, president or manager and sent directly to the OSDC email:

OSDCAdmin@USCP.GOV and the COR. The letter shall be protected with a password, and the password shall be sent separately. Requests for access must be renewed every year and should contain the following information:

1. Company Name,

2. Drivers/Employee Names requiring access,

3. Social Security Number for each Driver/Employee,

4. Date of Birth for each Drive Employee,

5. Driver License Number,

6. Vehicle make, model, tag number,

7. Building(s) to be accessed,

8. COR’s name and phone number,

9. Contract number

All deliveries must include a Bill of Lading and designate a Library Point of Contact (POC) name and telephone number for deliveries. If making more than one delivery on the Hill, make the Library of Congress your last stop. If you do not, you will have to go through the screening process again after leaving the Library.

Vehicles leaving the Library are not resealed.

(d) DELIVERIES BEFORE 3:00 P.M. – OFF-SITE DELIVERY CENTER (OSDC)

The OSDC is open Mon-Fri. 4:30 a.m. to 3:00 p.m. at 4700 Shepherd Parkway S.W. for screening by the U.S. Capitol Police. Once cleared, proceed to D Street and Delaware Avenue S.W. (open Mon-Fri.4:45 am – 3:00 pm) to gain access to Capitol Hill. The OSDC phone number is (202)224-0202.

When a vehicle enters the OSDC:

1. Drivers information is checked.

2. Truck unloaded and material X-rayed and screened.

3. Material is replaced and the vehicle is sealed.

4. Vehicle proceeds to Delaware Avenue, seal is verified, and truck is cleared to first destination.

5. If multiple deliveries on the Hill the vehicle will be resealed upon departure from each delivery location – except the Library of Congress.

6. Vehicle arrives at the Library of Congress. The seal is verified and removed by the police.

(e) DELIVERIE S AFTER 3:00 P.M. Weekdays or Saturday – ALL DELIVERIES / WITH COORDINATION WITH USCP LIBRARY DIVISION (Exception basis for same day delivery only)

Provide all information as above and copy the Library Division at police_support@loc.gov (underscore between police and support) and a fax to (202) 707-1030 and include the estimated arrival time. The inspection location is the 600 block of New Jersey Ave. S.E., and C St NW near the power plant. Call the Library Division at (202) 707-1000 who will arrange for the vehicle to be swept. The vehicle will then be escorted to the Library. All containers have a designated placement location and the Contractor shall not leave any container in any area except those identified in this contract. This expressly designates Independence Avenue, C Street, 1st, 2nd, 3rd Streets and East Capitol Street, SE as areas off limits for staging of containers. All delivery vehicles shall have clearly identified company signage. Driver and all onsite staff shall wear distinguishable company uniform and/or company ID. The Contractor shall not travel beyond the dock area of the Madison Loading Dock. The Contractor shall comply with the Library security procedures. Contractor will be briefed by the COR on Library’s security procedures currently in effect. The security procedures vary periodically.

(End of Clause)

030ADV25R0039 Section E

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection and Acceptance

Inspection and Acceptance under this contract will be in accordance with paragraph (a) Inspection and Acceptance of FAR 52.212-4 Contract Terms and Conditions – Commercial Items (Nov 2023).

E.2 NLS Control Copy Procedures

Coincident with the mailing of the first copies to patrons, the contractor shall send to the NLS Quality-Assurance Section—by UPS, FedEx, or other commercial carrier—one (1) braille control copy and one (1) print edition of each magazine produced. The control copy shall be submitted in the same type of container used to mail the braille magazines to patrons. If the print edition does not fit safely in the braille package, it shall be sent the same day under separate cover. Both the control copy and the print edition (if packaged separately) shall be addressed to—

Library of Congress, NLS Content Quality-Assurance Section 101 Independence Ave SE Washington, DC 20540

E.3 Acceptance and Approval of Control Copies

NLS will review control copies for conformance to contract specifications. Each magazine that the producer is required to recall from, or correct in the field, will be considered a reject and counted with the total number of rejects for the year.

E.4 Acceptance of Delivery of Braille Magazine

Acceptance of delivery of all Braille Magazines occurs when both the control copies are approved and the USPS certificate of mailing for distribution to patrons are received by NLS.

030ADV25R0039 Section F

SECTION F - DELIVERIES OR PERFORMANCE

FAR Number Title Date

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

52.247-34 F.O.B. DESTINATION NOV 1991

F.1 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

F.1 Period of Performance

The overall period of performance shall be as stated in section B.

F.2 Place of Performance

The work to be performed under this contract shall be performed at the contractor's facility.

F.3 Hours of Operation

The contractor is responsible for determining its hours of operation in fulfilling the requirements of this contract. The Library’s standard operating hours are from 8:30am through 5:30pm, Monday through Friday, excluding Federal holidays. The contractor shall coordinate with the COR for any work to be conducted at Library facilities.

(End of Clause)

F.4 Allowable Production Days (Calendar)

Allowable Production Days (Calendar) includes weekends and holidays from the magazine issue date to the actual ship date (See C.4.1. Production Requirements).

F.4.1 Notification to NLS of Production Process

The contractor shall notify NLS of the production progress of each issue of each magazine via the Internet at www.loc.gov/pics. (In the event that the website is not available, the contractor may notify NLS via e-mail or other means designated as acceptable by NLS). This notification shall be within one (1) working day of the shipment of the final copy of the magazine edition and contain data the following events/dates:

F.4.1.1 Date(s) of shipment of all copies of the braille magazine

F.4.1.2 Number of copies

F.4.1.3 Number of braille pages mastered

F.4.1.4 Number of Braille pressings in all copies produced

F.4.2 Reporting Delays

Delays in production of 5 days or more shall be reported to the COR via telephone or email as soon as the delay is validated, but not later than 5 business days prior to the due date.

F.5 Method of Shipment

Shipment of magazine copies furnished to recipients in the continental United States shall be made through the United States Postal Service (U.S.P.S.) under the provisions of section 703 at 5.0 of the U.S.P.S. Domestic Mail Manual “Free Matter for the Blind and Other Handicapped Persons.” The scheduled shipping date for magazines as specified in this contract includes bulk and airmail shipments. Periodicals of weekly frequency, or greater, require special sacks and sorting procedures. Contractors shall work with their local postal officials to ensure speed delivery of such periodicals.

Shipments to recipients abroad (i.e., outside of North America) shall be sent via first-class airmail in accordance with applicable sections of the USPS International Mail Manual. The contractor shall make arrangement for delivery of completed work to the post office or for pick up by the post office.

Bulk shipments of material under this contract shall be prepaid bulk mail. The contractor shall determine arrangements for the delivery of the completed work to the post office.

F.6 Ship Date

Each magazine shall be produced and shipped by the date shown in section Attachment J3. For each magazine, at the written request of the contractor, the scheduled ship date may be reviewed after awards have been made. The CO may modify the contracted scheduled ship dates, due to circumstances not within the control of the contractor. Calendar days are defined as all days, including weekends and holidays. If the scheduled ship date falls on a Sunday or a national holiday, the magazine may be shipped the next business day.

F.7 Late Shipment

When the contractor determines that a magazine will be late by five (5) or more calendar days, a written notice (email is acceptable) shall be sent to the COR. The notice shall contain the following information:

F.7.1 Name and issue of the magazine

F.7.2 Stated reason for the late delivery

F.7.3 Projected ship date

F.8 Certificate of Mailing

The contractor shall ascertain that the local post office is able to handle expeditiously the large quantities of “Free Matter” mail it will receive when magazines are shipped.

Proof of shipment in the form of a Certificate of Mailing (USPS form 3606) for every shipment of every issue of magazines is required. These certifications shall be signed and date-stamped by the USPS. Each shall include: 1) name of magazine, 2) date of issue, 3) dated shipped, and 4) number of copies. The receipts shall be forwarded to NLS, Production Control Section, no later than 48 hours after shipment. This verification shall be performed at the contractor’s expense.

The date stamp on the certificate of mailing must agree with the reported ship date. Any discrepancy shall be detailed with a written explanation. If the local post office refuses to issue certificates of mailing, the contractor shall contact the COR to arrange an alternative method of delivery verification.

F.9 Subscriber Claims/Notification and Shipment of Replacement Copies

If a subscriber reports failure to receive an issue of a magazine, the subscriber’s network library shall confirm the patron’s subscription and the correctness of the address information provided to the contractor. If the claim is validated, the assigned contractor will be forwarded the claim and the network library may request a replacement copy on behalf of the reporting patron. The contractor shall fill the claim by mailing a copy of the missing issue if such issue is available. The contractor shall notify the originating subscriber-network library by marking "filled" if a copy is available and mailed, or "unfilled" if a copy cannot be mailed. The producer must duplicate and ship a replacement to the patron within five (5) calendar days of notification.

030ADV25R0039 Section G

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-2 ORDERING OFFICERS (OCT 2013)

(a) Contracting officer’s ordering representatives, “Ordering Officers and Purchase-Card Officers,” specifically designated for this contract are authorized to place orders expressly within the terms and conditions of this contract and not exceeding the simplified acquisition threshold.

(b) Specifically, Ordering Officers and Purchase-Card Officers may not:

(1) Make any changes to the terms or conditions of the contract or agreement;

(2) Order or accept supplies or services not expressly within the scope of the contract or agreement;

(3) Issue instructions to the contractor to perform work that is outside the scope of the contract or agreement;

(4) Split purchases to avoid single purchase limits specified in the ordering officer’s designation letter; or

(5) Further delegate Ordering Officer and Purchase-Card authority.

(c) The Library is not obligated to pay for orders for products or services not included within the scope of this contract and clause.

(d) The following Library employees are designated as the contracting officer’s ordering officers under this contract:

Name Title Contact Information

TBD TBD TBD

(End of Clause)

G.2 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

This contract will be administered by:

Library Contracting Officer: James R. Robinson Phone: +1-202-707-9053 Email: jarobinson@loc.gov

Library Contract Specialist: Nikolas Wellstead Email: nwellstead@loc.gov

Library Contracting Officer Representative: TBD Phone: TBD Email: TBD

030ADV25R0039 Section G

Contractor Contract Administrator: TBD Phone: TBD Email: TBD

G.3 LC52.232-1A LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (OCT 2016)

The Contractor must prepare and submit invoices electronically to the NLS Production Inventory Control System (PICS).

In the event the PICS system is down, invoices may be submitted manually to nlsadmin@loc.gov at the discretion of the COR. The Contractor may submit payment requests using other than electronic means only when alternate procedures are authorized by the contracting officer in writing.

(End of Clause)

G.4 LC52.232-2 SCHEDULE OF PAYMENTS (JUN 2015)

The contractor must submit invoices for payment upon delivery of the items or successful performance of the events identified below pursuant to the standards and acceptance criteria defined in this contract. The Library will pay for the number of pages accepted during the invoice period.

030ADV25R0039 Section H

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 LC52.201-1 CONTRACTING OFFICER'S REPRESENTATIVE (COR) APPOINTMENT AND

AUTHORITY (JAN 2016)

(a) Performance of work under this contract is subject to the technical direction of the COR. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, and/or fills in details and otherwise serves to ensure that tasks outlined in the contract are accomplished satisfactorily.

(b) Technical direction must be within the scope of the contract specification(s)/work statement. The COR does not have authority to issue technical direction that:

(1) Constitutes additional work outside the contract specification(s)/work statement;

(2) Constitutes a change as defined in the “Changes” clause of this contract;

(3) Causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The COR must confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR.

If, in the opinion of the contractor, any direction of the COR or the designated representative falls within the limitations of (b) above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the “Disputes” clause of this contract.

(End of Clause)

H.2 LC52.203-1 CONTRACTOR PUBLICITY (OCT 2013)

The Contractor, or any entity or representative acting on behalf of the Contractor, may not refer to the equipment or services furnished pursuant to the provisions of this contract in any news release or commercial advertising, or in connection with any news release or commercial advertising, without first obtaining explicit written consent to do so from the Contracting Officer. Should any reference to such equipment or services appear in any news release or commercial advertising issued by or on behalf of the Contractor without the required consent, the Government will consider institution of all remedies available under applicable law.

H.3 LC52.237-1 KEY PERSONNEL (AUG 2014)

The personnel designated as key personnel in this contract are considered to be essential to the work being performed hereunder. At least 30 days prior to diverting any of the specified individuals to other programs or contracts, or as soon as possible if an individual must be replaced, for example, as a result of leaving the employ of the contractor, the contractor shall notify the contracting officer and identify proposed substitutions. No diversion or substitution shall be made by the contractor without written consent of the contracting officer.

The following personnel have been identified as Key Personnel in the performance of this contract:

Position/Labor Category Name

Project Manager TBD

(End of Clause)

H.4 LC52.237-2 CONDUCT OF WORK (MAY 2015)

The personnel employed by the Contractor shall be capable employees qualified in this type of work. The Contractor shall be responsible for all damage to Library property by the activities of their employees resulting from these operations. The Contracting Officer may require removal from work on this contract any employee(s) that may be deemed incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, or whose continued employment is deemed contrary to the public interest or inconsistent with the best interest of or the security of the Library.

(End of Clause)

H.5 LC52.239-1 INFORMATION SECURITY (APR 2021)

The work to be conducted is considered Controlled Unclassified Information (CUI) pursuant to National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53 (rev 4) or current version. The Contractor shall ensure that all non-public Library information processed under this contract shall be protected from unauthorized use and mishandling by the Contractor. Information includes both hard copy (paper) formats and soft copy (stored in electronic form, e.g., hard disks, tapes, flash drives, CD-ROM/CD-R, etc.)

(a) The Contractor shall store hard copies and soft copies contained on removable media (e.g., tapes, floppy disks, flash drives, CD-ROM/CD-R, etc.) in a government-approved storage container per the direction of the Contracting Officer Representative (COR) or the Library of Congress Project Manager when not under the direct control of Contractor Key Personnel.

(b) The Contractor shall treat any information developed on security vulnerabilities and any Government provided non-public information as “CUI”.

(c) The Contractor personnel shall label and protect this information as “Security Category: Moderate”, placing this designation in the footer.

(d) The Contractor shall ensure that all documents designated “Security Category: Moderate”, “Security Category:

High” and “Limited Official Use Only” are not emailed to or from an external email system. These documents may only be emailed between Library of Congress email accounts, or within a secured corporate email network.

(e) The Contractor shall ensure that all documents designated “Security Category: Moderate”, “Security Category:

High” and “Limited Official Use Only” are shredded, burned, or otherwise destroyed before being disposed of in accordance with applicable corporate and federal records management policies.

(f) The Contractor shall dispose of all documents designated “Security Category: Moderate”, “Security Category: High” and “Limited Official Use Only” remaining in the Contractor’s possession at the end of the contract term.

(g) The Contractor shall ensure that all Contractor workstations used to process Library information utilizes anti-virus and anti-spyware utilities that are configured to continuously monitor and to automatically update as well as having automatic operating system patching in place.

(h) The Contractor shall ensure that all Contractor workstations used to process Library information employ a firewall that can either be software running on the workstation or a stand-alone firewall that protects the workstation from unauthorized access from any other devices, including devices on the Contractor’s corporate network.

(i) The Contractor shall ensure that all Library information that is labeled “Security Category: Moderate”, “Security Category: High” and “Limited Official Use Only” is encrypted using a Federal Information Processing Standards Publication (FIPS) 140-2 validated application configured in FIPS mode. This includes information stored on internal hard drives and removable devices (e.g., CD-Rs, flash drives, etc.)

(j) The Contractor must provide a written list of anti-virus, anti-spyware, firewall, encryption products, versions and proof of licenses, along with the automatic operating system patching status, MAC address (if applicable) and user name for each system being used to process Library information.

(k) In accordance with NIST SP 800-61 (rev 2, as updated), the Contractor shall report to infosec@loc.gov, the Contracting Officer, and the COR any adverse events (adverse events are currently defined as events with a negative consequence, such as system crashes, packet floods, unauthorized use of system privileges, unauthorized access to sensitive data, and execution of malware that destroys data) that are computer security related or computer security incidents (computer security incident is currently a violation or imminent threat of violation of computer security polices, acceptable use policies, or standard security practices) concerning Library CUI within 24-hours of its discovery.

The contractor shall coordinate its response to such an event or incident with the Library.

(l) The Contractor shall not provide any government-furnished non-public documents, information, or licensed material in any form to anyone other than the Contracting Officer, the COR, or the Library of Congress Project Manager without the written approval of the Contracting Officer, the COR, or the Library of Congress Project Manager during the period of this contract or at any time afterwards.

(m) The Contractor shall not release any government documents or information related to IT Security in any form without the written approval of the Library’s IT…