J7 Attachment - Responses to Offeror Questions - 12-10-2025 - 5 pages.pdf

Attachment J7 - 030ADV25R0052 – Braille Transcription – 12/10/2025 (pp. 5)

Responses to Offeror Questions (Q&A)

Q1: Is Washington DC where the service will be performed?

A1: See solicitation section F.2, clause LC52.215-05.

Q2: I would like to know how to place contract quotes.

A2: The Library cannot advise potential offerors on how to submit proposals. However, there are many free resources online, such as legal blogs, that describe the federal contracting process. Read sections C, L, and M very carefully. Section L contains the Library’s instructions to submit a proposal. Section M explains the method by which the Library will evaluate proposals.

Q3: Will the NLS consider sponsoring a portion of the braille transcription service requirement to the Procurement List (PL) with the AbilityOne Program?

A3: The Library is not considering the use of AbilityOne for this contract. This effort is a full and open competition. There will not be any set-asides.

Q4: Will NLS consider including subcontracting language in support of the use of AbilityOne program of 5% - 10%?

A4: The Library is not considering the use of AbilityOne for this contract.

Q5: Will the NLS consider sponsoring audio transcription services to the Procurement List (PL) with the AbilityOne Program?

A5: The Library is not considering the use of AbilityOne for this contract.

Q6: Please clarify if the 'Unit Price' is per braille title with an average between 401-500 braille pages or per 80 braille pages?

A6: 401-500 is print pages will be the average book. However, the contractor will paid based upon the number of completed transcribed pages. I.e. after the 500 print pages are transcribed that may result in 650 transcribed pages for the entire volume. Price per completed transcribed page should be ea.

Offeror’s quote would be $X.00 per each transcribed page rendered. The contractor(s)’ task order will include a list which will contain an estimated number of transcribed braille pages, the unit price awarded under your contract, and the total price of those elements multiplied.

Q7: We are requesting clarification regarding the quality control procedures and expectations on the Library of Congress’s side. Per Specs 800 4.5.1 and 4.5.2, for control copies produced through NBP’s existing contract with NLS, front matter pages are completely examined, while body pages are sampled for comparison against an acceptable quality level. We assume that the front matter inspection will remain as is, however will there be an adjusted threshold for the body sampling (if any), given the proposed turnaround for "Express" braille?

A7: For this Pilot, the specs attached are for reference purposes only. Because this is a pilot, specs that are explicitly specific to Express Braille do not exist, but those attached to the solicitation provide a baseline. One part of this effort is to create a suitable workflow and QAS standards that can be implemented in the follow-on contracts, using “lessons learned” from this pilot.

Following award, the contractor(s) will meet with the QAS team where it will be determined which elements of the spec would need to apply to ensure that transcription is truly simple enough to be deemed “express.”

Q8: Is NLS interested in receiving an eBRL copy along with the BRF? If so, we can include that in our bid.

A8: BRF file only.

Q9: Most materials in this project will be primarily text-based and not graphic-heavy. However, if a title includes images, what is the expected approach? Should tactile graphics be produced for emboss-on-demand, should images be text-described instead, or should graphics be omitted? Additionally, would this affect turnaround time?

A9: Graphics are to be omitted.

Q10: Can NLS provide any additional clarification that can be given regarding: (C.2 Scope) The contractor shall provide braille transcription using an automated process via Braille Translation Software for the National Library Service for the Blind and Print Disabled.

A10: Several braille transcription applications and tools are currently used and are available on the market. One such example is Duxbury.

Q11: Could you clarify who is responsible for the QA review? Will the contractor perform quality assurance, or will it be conducted by NLS after submission?

A11: The NLS team will conduct QAS. The Contractor, however, should perform a spot check prior to submitting the file. This should not be an in-depth review. This should be a simple spot check before submission.

Q12: What degree of variance between estimated and final braille page counts is acceptable for task-order pricing and ceiling adjustments?

A12: The awards will be issued with an estimated page ceiling. There is no cap on variance. However, a significant variance may require justification.

Q13: If a title expands to an unusually large number of braille pages (for example, 500+ braille pages generated from 3–4 print pages), will NLS permit extended delivery timelines beyond the standard ESTPT requirements described on Page 7?

A13: Yes. With the COR’s approval, it may be considered.

Q14: Which languages beyond English and Spanish might be requested?

A14: French is a possibility. However, it is likely that standard will be English only with the possibility of Spanish from time to time. Because this is not explicitly written, if the producer does not have the capacity, or transcription would result in an exorbitant price outside the contract, NLS may seek to procure transcription of those works through separate competitive procurements.

Q15: How does NLS define “standard, non-difficult” books for the Express Braille workflow, referencing the distinctions in Attachment J5 and the transcription requirements outlined in Specification 800?

Additionally, will titles classified as complex under J5 be excluded from Express production?

A15: A standard book is an English book, without complex table of contents or indices. Difficult could be an English or Foreign Language book with a complex table of context or indices. The content itself should not be difficult and should be easily transcribed using transcription software. As addressed in question 7, this is a pilot. NLS will be flexible and adopt aspects of the specifications, if applicable.

For this Pilot, the specs attached are for reference purposes only. Because this is a pilot, specs that are explicitly specific to Express Braille do not exist, but those attached to the solicitation provide a baseline.

One part of this effort is to create a suitable workflow and QAS standards that can be implemented in the follow-on contracts, using “lessons learned” from this pilot. NLS will be flexible with submissions as the pilot is navigated.

Q16: For foreign-language transcription beyond English and Spanish, will these follow the same Express workflow, or will they be assigned separately due to specialized code requirements?

A16: The workflow will be the same unless it is determined and agreed upon by the producer and NLS that it cannot. In this case, transcription for these works will be acquired through separate procurements.

Q17: Will NLS provide complexity indicators describing text density, formatting difficulty, or number of tables based on the “Advanced Formatting” definition in Attachment J5 to support accurate pricing and production planning?

A17: NLS will NOT select books that are overly complex or overly difficult. The purpose of this pilot is simply to establish a process where simple books, that do not require significant formatting or image transcription, can be assigned with a quick BRF turnaround.

These types of complex books will be assigned under NLS’ current contract for standard transcription. If a producer should determine a book is not suited for automated transcription under Express Braille, they may notify the COR and QAS who will then consider removing the title without penalty. To reiterate, this is a Pilot. The attached specs only represent a baseline. However, the purpose of this Pilot is to help NLS build out specifications that will be explicit to Express braille for future follow-on efforts.

Q18: How will NLS notify the contractor of materials requiring correction, and are there expected turnaround times?

A18: QAS will send an email to the contractor’s point of contact who will be designated in the contract.

NLS anticipates no more than five (5) calendar days for correction. However, because this is a Pilot, we are gauging action items like turnaround times for correction, to be established as a hard line in the follow-on procurement once the Pilot concludes.

Q19: Please clarify "same scope and scale." Does this require experience specifically with automated/express braille transcription, or does traditional project management experience of language projects qualify?

A19: The proposed project manager must have some experience or knowledge in working on contracts specific to “braille”. The experience does not have to be with automated braille, but the project manager must have experience with braille production in general. See the Program Manager qualifications in the solicitation.

Q20: Are contractors expected to correct issues caused by defective source material, or only transcription errors?

A20: Only transcription errors. If there is an obvious error that the producer can catch pre-submission to NLS, it will result in a better product for the patrons. However, to ensure the braille is truly “Express” contractors aren’t required to catch errors in the source material.

Q21: Does this training apply only to personnel accessing NLS systems, or also production staff who do not?

A21: Personnel accessing NLS systems

Q22: Do background investigation and continuous vetting requirements apply to production staff who do not access NLS systems? What is the frequency and scope of continuous vetting?

A22: Only those who access NLS systems. Frequency and scope shall be at random during the life of the contract.

Q23: What are the page format requirements (font size, margins, spacing)? Do cover pages, tables of contents, and section dividers count toward the 25-page limit?

A23: Proposals shall be submitted electronically in either Microsoft Office or Adobe formats. Each page must be numbered and labeled with the name of the offeror, the solicitation number, proposal section number, and a unique proposal number. The format for all documents must be 8.5 x 11-inch pages, single-spaced, 1-inch margins, Times New Roman 12-point font in text. Cover pages, tables of contents, and Key Personnel resumes do not count toward the 25-page limit.

See the requirements in red text in Section L, which is part of the amendment.

Q24: Must all three projects involve braille transcription specifically, or will projects involving other accessible format production (audio, large print, e-text) or translation/transcription services be considered "similar in scope and complexity.

Could the subcontractor’s experience be considered?

A24: The Library will accept braille references only. A subcontractor’s experience may be considered.

Please make it clear in the response that the offeror intends to use a sub-contractor’s experience.

Q25: Will titles containing advanced formatting be included in the Express workflow, or routed to traditional braille production?

A25: These types of braille works will not be assigned under the Express Braille contract.

Q26: If source materials include inaccessible or malformed PDFs, will NLS provide corrected files, or is remediation of the contractor’s responsibility?

A26: NLS will provide the corrected files once it has been notified.

Q27: Will Express Braille titles ever include STEM, music, chemistry, or tactile-graphics content requiring Nemeth or UEB Technical Codes?

A27: No, it is not anticipated this type of material will be assigned.

Q28: Must all Express Braille titles be proofread by an NLS-certified transcriber, or only those above a certain complexity?

A28: NLS does not anticipate a full QAS prior to submission, this will ensure the braille is truly “express”.

Considering this is a pilot, NLS prefers NLS-certified transcribers to perform spot checks, but producers will not be penalized if other transcribers are used for review. This pilot anticipates trial and error.

Lessons learned will be used as a tool to create re-engineered QAS specs explicit to Express Braille after the pilot concludes.

Q29: If BOPF metadata provided by NLS is incomplete or inconsistent, may contractors request corrected BOPF files?

A29: Yes, contractors may request corrected BOPF files.

Q30: Will NLS pre-flag titles containing math, music, Nemeth, or tactile-graphics content in the PAR, or must contractors detect these during intake?

A30: NLS does not anticipate assigning these types of material for transcription.

Q31: For contractors using distributed teams or cloud-based systems, may multiple IP ranges be registered for SFTP uploads?

A31: Yes. If there is an issue, the Library’s Office of the Chief Information Officer will provide support.

Q32: If a title contains an unusually large number of BRF volumes, does NLS require any additional segmentation or special directory structure beyond the standard ZIP container?

A32: NLS does not anticipate this at this time.

Q33: Will NLS provide a sandbox or test environment for contractors to validate PDE uploads, metadata accuracy, directory structure, and packaging workflows before live production begins, in accordance with the system access requirements outlined in Specification 1207?

A33: Yes, this can be coordinated following award.

Q34: How many titles should contractors expect to process concurrently, particularly during peak periods, to accurately model staffing and capacity as required in the Evaluation, Pricing & Capacity Attachment?

A34: After the contract minimum is met, NLS cannot concretely project or guarantee a future number of titles. Pilot books may be 5 a week or could be 5 a month. This could vary greatly. The contract will only be used as needed for orders.

Q35: Is there any flexibility as to the pricing structure to account for variations in page prices?

A35: No.

Q36: Could you indicate the maximum number of words you typically consider for a single page in the English and Spanish source versions that will be transcribed into Braille? Additionally, do you use a standard font size or formatting specification for these source documents?

A36: No, font size could vary. Source material will come in different formats from different sources. NLS does not anticipate that all would utilize a standard font. Because of this, the number of words could vary per printed page. Despite the number of words per page, the producer would be adequately compensated and would be paid per submitted transcribed page.