030ADV26Q0056.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

030ADV26Q0056 02-06-2026

Robinson, James (202) 707-9053 03-13-2026

15:00 EST

Contracts and Grants Directorate Library of Congress

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

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

Submit Invoices through https://www.ipp.gov Washington DC 20540

See CONTINUATION Page

See CONTINUATION Page

X X

Robinson, James

030ADV26Q0056

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 LC52.216-3 CONTRACT TYPE (JUN 2016)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

B.3. WARRANTY TIMELINE ADJUSTMENT

SECTION C - DESCRIPTION/SPECIFICATIONS/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)

SECTION E - INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

F.1 DELIVERY SCHEDULE

F.2 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

G.2 LC52.204-5 IDENTIFICATION AND BUILDING PASSES (SEP 2024)

G.3 LC52.232-1 LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (DEC 2022)

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 LC52.204-1 COLLECTIONS SECURITY (DEC 2013)

H.4 LC52.204-2 CONDUCT ON LIBRARY PREMISES (JUL 2021)

H.5 LC52.204-3 INFORMATION SYSTEMS SECURITY (JUL 2024)

H.6 LC52.204-4 CONTRACTOR EMPLOYEE FITNESS (SEP 2024)

H.7 LC52.237-2 CONDUCT OF WORK (MAY 2015)

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

030ADV26Q0056

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 (OCT 2025)

I.3 LC52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (DEV) (FEB 2016)

I.4 LC52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS - COMMERCIAL ITEMS (DEV) (MAY 2015)

I.5 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I.6 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

I.7 LC52.228-70 INSURANCE REQUIREMENTS - WORK ON LIBRARY PREMISES (DEC 2014)

I.8 LC52.232-25 PROMPT PAYMENT (DEV) (JUL 2013)

I.9 LC52.233-1 52.233-1 (DEV) DISPUTES (MAY 2014)

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 (OCT 2025)

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 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)

030ADV26Q0056 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 LC52.216-3 CONTRACT TYPE (JUN 2016)

This is a Firm-Fixed-Price contract.

(End of Clause)

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 1.00 LOT _______________

Baton System Replacement and System Warranty (Sections C.3.1- C.3.16) Contract Period: Base POP Begin: 06-08-2026 POP End: 06-07-2027

0002 1.00 YR _______________

Extended Warranty (Option Year 1) Contract Period: Option 1 POP Begin: 06-08-2027 POP End: 06-07-2028

0003 1.00 YR _______________

Extended Warranty (Option Year 2) Contract Period: Option 2 POP Begin: 06-08-2028 POP End: 06-07-2029

0004 1.00 YR _______________

Extended Warranty (Option Year 3) Contract Period: Option 3 POP Begin: 06-08-2029 POP End: 06-07-2030

030ADV26Q0056 Section B

GRAND TOTAL _______________

B.3. WARRANTY TIMELINE ADJUSTMENT

Due to the warranty not kicking in until the system is live, operational, and accepted by the Government, the date when the warranty begins is unknown. Therefore, the Library maintains the unilateral right to adjust the optional outyears so that each CLIN's period of performance will match the date the system is accepted and live.

030ADV26Q0056 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. STATEMENT OF WORK

C.1BACKGROUND/OVERVIEW

The National Audio-Visual Conservation Center (NAVCC) unit of the Library of Congress (LOC) acquires, preserves, and provides access to the world’s largest collection of films, television and radio broadcasts, videos, and sound recordings. The NAVCC is an audiovisual preservation and digitization facility located on the Packard Campus in Culpeper, VA. The campus contains a 415,000-square-foot facility which houses an audiovisual digitization laboratory, a film preservation laboratory, physical storage for all types of audio-visual media (including vaults for nitrate film), multi petabyte-capacity data center for storage of digital files, screening and listening rooms, a large theater, an audio listening theater, and workspace to support the NAVCC’s programs and operations. The Video Lab at the NAVCC is tasked with the digitization of multiple tape and disc formats of analog and digital video. In this capacity, the video lab generates multiple large files of digitized video. These files can contain the video essence (typically in JPEG2000, FFV1, or other standard lossless compression formats) and their associated metadata.

Performing quality control and conformance checking on the digitized video files is a crucial step in the archival process. It is the process that will provide validation of the video quality, ancillary data such as captioning and metadata about the capture process. The video lab currently uses “Baton” software under a maintenance contract provided by Interra Systems – the manufacturer of the “Baton” system.

This software is modular, comprised of a management module that oversees the checking process, distributing the workload among the checker modules. These checker modules generate pass/fail reports and provide a front-end interface for the QC engineer to create policies and workflows. Additionally, there are checker modules that scan the digital files for encoding artifacts, tape playback errors (dirty heads, damaged tape, audio errors, etc.). The current Baton QC Automated Server System consists of 4 Dell PowerEdge R730 hardware servers. These servers were installed in 2017 at the NAVCC. This year, 2025, will be the 9th year that these servers have been in operation. As of July 2021, the Dell PowerEdge R730 servers reached end of life and end of support. The QC system is a single point of failure at the video lab and needs new hardware immediately to prevent a severe operational interruption.

C.2 SCOPE

The Contractor shall provide server hardware, installation services including integration of GFE supplied KVM system hardware, software installation, and hardware warranty support for the new servers used in the “Baton” QC system in the Video Lab at NAVCC.

This scope includes labor, technical documentation, and all required installation materials.

C.3 REQUIREMENTS

The Contractor shall provide hardware and systems integration services to accomplish the following:

Service 3.1 Site Survey and Project Kickoff Meeting:

a. The Contractor shall conduct a site survey of the existing installation prior to scheduling a Kickoff Meeting. This will be a part of the Kickoff Meeting to review requirements and determine the fabrication and installation intent, the functional intent, and the quality intent.

b. The Contractor shall provide the agenda and schedule the Kickoff Meeting with the COR and any necessary Library stakeholders identified by the COR within 7 to 10 business days after the award.

c. Upon completion of the Kickoff Meeting, the Contractor shall tailor a draft of PMP based upon information gathered from stakeholders during the meeting.

d. These items, the PMP, project schedule, list of contractor personnel and roles, shall be due to the COR within the timeframe agreed to during the Kickoff Meeting and must be accepted, in writing, by the COR before the Contractor proceeds with the remainder of the requirement.

e. Contractor shall provide a hardware equipment for purchase approval

Service 3.2: Project Management Plan (PMP) and System Design Package:

a. The Contractor shall deliver and manage a comprehensive Project Management Plan (PMP) that complies with “The

Standard for Project Management” (ANSI/PMI 99-001-2021), a standard guide published by the Project Management Institute (PMI) specifically related to project management practices.

b. The Library shall reference the latest version of the PMBOK Guide 7th Edition (Project Management Body of Knowledge), as published by PMI, when assessing whether the PMP adequately addresses the planning performance domain, the project work-performance domain, and the delivery-performance domain.

c. The Contractor shall maintain a revised PMP that includes updating the project management schedule, in coordination with the COR.

d. The Contractor shall provide schedules in the Microsoft Project format as this is the format the Library uses.

e. The Contractor shall provide the COR with written bi-weekly status reports outlining progress, setbacks, and successes throughout the installation, testing and commission phases of the project, in alignment with the PMI.

f. Bi-weekly status reports shall be completed via zoom and shall include the COR, the project manager on the vendor’s side and any other stakeholders as needed. Vendors shall take meeting minutes and provide action item updates at the close of business every Monday.

g. The System Design Package shall include any elective work that is included as part of the contractor’s proposal.

h. The Contractor shall confirm the Hardware Package after the project kickoff meeting. The Library will confirm hardware and issue an approval to build.

i. Approval-to-Build Package: The package that documents the proposed system to be built shall include:

i. CAD drawings in AutoCAD 2013 compatible format

ii. IP addressing requirements.

iii. Power requirements

iv. Master equipment list (MEL) including specifications and make/model numbers of the equipment specified for purchase.

v. Draft Integration Master List (IML)

vi. Commissioning Test Plan

vii. Draft User Acceptance Test Plan

Service 3.3: Hardware Procurement

a. The Contractor is required to provide seven (7) servers, each containing hardware equivalent to or exceeding the minimum requirements listed in Attachment J1.

b. The Contractor is required to provide two (2) APC 5kVA / 208/240V rackmount uninterruptable power supplies

(UPS) for the server hardware. (APC Part # SRT5KRMXLT)

c. The Contractor is required to provide all network and power cabling.

d. All equipment, battery units, and cabling must be delivered to NAVCC and inspected and accepted, in writing by the

Contracting Officer’s Representative (COR), before any on-site work is performed.

Service 3.4: Hardware Installation

a. The Contractor is required to install server hardware (including UPS) in GFE racks in the Video Lab Technical

Area.

b. The contractor will install ethernet cable runs from the installed servers to the Production Ethernet Switch/patch field.

c. The contractor will install GFE KVM system hardware at the server location and cable installation to the IHSE

Draco KVM matrix switch according to the KVM manufacturer’s specifications.

Service 3.5: Software installation:

a. The contractor will work with the software vendor to install and configure software to:

i. Install the latest version of the Baton software on the new servers.

ii. Backup the existing Video Lab QC database and workflows.

iii. Migrate the Video Lab QC database and workflows to the new servers.

iv. Install software on the portion of the hardware that will make up the system expansion. The current system has 4 checker servers, the new system will have 6 checker servers and a 7th database backup server.

b. The Software installation shall include any coordination with the QC software vendor required to schedule the software install.

c. The contractor should reference the Baton Installation Manager Guide document for details on the installation process, Attachment J2

Service 3.6: Design and Documentation:

a. The Contractor shall provide design services including producing the necessary documents for installing all the systems contained in the contract.

b. The final design documents shall align with the Library's CAD, cabling, and system documentation standards per

Attachment J3 – NAVCC Documentation Standards (v1.2).

Service 3.7: System “As-Built” Design Package Documentation:

a. The Contractor shall deliver a system design package documenting the installed systems as built, including:

i. Drawings indicating signal paths and logical sub-systems, if applicable, in accordance with the drawing standards specified in Attachment J3 – NAVCC Documentation Standards (v1.2).

ii. Final Master Equipment List (MEL) detailing specifications, make, model, and serial numbers.

iii. For equipment with installed software, provide details on the system OS version, build numbers, final installed software version, build numbers and license numbers.

iv. Final Integration Master List (IML)

v. Requirements Traceability Matrix (RTM) Documentation

vi. Copies of all software installed on the systems purchased.

Service 3.8: Site preparation:

a. The Contractor shall conduct site preparation activities to include the installation of cables ("cable pulls") and pretesting the cable system.

b. When pulling cables, the Contractor shall mark all cables with the cable number label as specified on the design drawings.

c. Cable numbers shall be assigned by NAVCC personnel and maintained in the NAVCC cable database. See the

Attachment J3 – NAVCC Documentation Standards (v1.2).

d. The Contractor shall label both ends of each cable with cable number labels and replace them with permanent cable markers once the cables are cut and permanently terminated.

e. The Contractor shall include source and destination information for the permanent cables, in accordance with

Attachment J3 – NAVCC Documentation Standards (v1.2).

f. After pulling the cables, the Contractor shall test them for continuity and integrity to ensure proper labeling and verify that they are undamaged and free of internal shorts.

g. The Contractor shall submit test results for all cables, including cable identification, continuity and conductor mapping, resistance, impedance, length, and shielding, which is part of the as-built package.

h. Should fiber cabling be used, the Contractor shall provide the COR with an Optical Time Domain Reflectometer

(OTDR) report for each fiber. In the event of the use of fiber optic cabling, the OTDR Report shall be delivered as part of the as-built package.

Service 3.9: Pre-assembly and Shop Test the System

a. The Contractor must test system components. At the Contractor’s discretion, they have the option to first pre-assemble and test the cabling off-site.

Service 3.10: Perform On-site Installation, Integration Testing, and System Commissioning:

a. The Library will provide supervision and technical resources on-site to allow a smooth and continuous installation process.

b. The Contractor shall perform integration testing and commissioning in accordance with the Contractor’s

Commissioning Test Plan.

c. Integration testing and commissioning shall include verifying that all equipment has arrived and is installed according to manufacturer specifications, and providing the Library with a complete list, including model numbers, serial numbers, and applicable software/firmware versions. Complete list is a part of the as-built documentation.

d. The Contractor shall power on all equipment, perform configurations, and verify the intended functions.

e. The Contractor shall verify the signal paths for all field-terminated wiring.

f. The Contractor shall provide verification documentation on cabling and fiber as necessary.

g. The Contractor shall confirm that the data transmission paths are installed, configured, and working properly.

h. The Contractor shall verify successful control systems operation.

i. The Contractor shall deliver documented test results to the COR, following completion of integration testing and system commissioning.

Service 3.11: Removal of Obsolete Cabling System:

a. The Contractor shall make best efforts to remove obsolete cabling on-site, as much as possible, in coordination with the COR.

b. The Contractor shall use their discretion for when removal of obsolete cabling is required to make space for new cabling.

c. The Contractor shall coordinate with COR for on-site removal of obsolete cabling.

Service 3.12: User-Acceptance Testing (UAT):

a. The library shall conduct User-Acceptance Testing (UAT), and the Contractor shall be present during UAT to facilitate efficient communication, resolve issues, and accurately prepare the UAT report.

b. The objective of UAT is to ensure that the design intent and technical requirements of the project have been contractually met. This is achieved by verifying the system’s quantitative aspects, assessing individual components, and optimizing the overall system's functionality for the end user.

c. All documentation shall be available in draft or near-final form during UAT. If any documentation is unavailable at that time, the Contractor shall document this accordingly in the UAT Report and the Contractor shall not proceed with UAT if crucial elements, such as final as-built drawings or software for digital signal processing and control equipment, are unavailable.

d. The Contractor shall provide a physical inventory of all items acquired for the base year, including make, model, serial number, any other relevant details. This inventory shall be compared against the specification requirements, submittals, and as-built equipment list (including serial numbers) and shall encompass equipment, racks, grounding bars, and power distribution units. The Contractor shall submit a copy of the physical inventory to the COR as a required deliverable the Library.

e. The Contractor shall thoroughly and accurately demonstrate system’s functionality and performance through testing.

The Contractor shall properly calibrate the test equipment and provide proof of the calibration, the calibration certificate, at the time of the testing. The test equipment shall be fully functional and shall be operated by technically capable Contractor personnel. Tests shall be documented with results recorded and signed off for each connection.

The Contractor shall permit the COR to operate the test equipment during UAT to confirm calibration and verifying its functionality.

Service 3.13: Prepare UAT report

a. The Contractor shall prepare the UAT report in accordance with the content specifications outlined below:

i. Project identification, Scope, and Specifications – A detailed description of the project, including its objectives, scope, and technical requirements.

ii. Executive Summary of Findings – A high-level overview of key findings from the commissioning process.

iii. Commissioning Test Results – Documented outcomes of quantitative performance evaluations.

iv. Results of All Objective Tests – Detailed outcomes of all quantitative test performed.

v. Results of All Subjective Tests – Assessment based on qualitative observations and user experience.

vi. Description of Work Outside the Original Scope – Any additional tasks identified during commissioning that extend beyond the initial project scope.

vii. Any Other Remaining Issues to Be Resolved After Commissioning – a final list of outstanding items that need solution post-commissioning.

viii. Lessons Learned From the Project – Insights gained during the project that could improve future implementations.

ix. List of Technical References Used – Documentation, standards, or guidelines referenced during the project.

x. Physical Inventory List Used During UAT – A record of all equipment and materials utilized in the User-

Acceptance Testing process.

b. The Contractor shall complete the UAT report and submit it to the COR, incorporating any necessary feedback. The

COR shall provide written acceptance of the UAT report before the Contractor proceeds with UAT finalization and system training preparation.

Service 3.14: Resolve Issues Identified on the Final Punch List.

a. Following the UAT, the COR shall compile a final punch list of stakeholder feedback and comments identifying any issues that require resolution before continuing with the remaining work.

b. The final punch list shall detail all identified system deficiencies, proposed resolutions of each issue, the responsible party responsible for each item, and the corresponding due dates for completion.

c. The Contractor shall identify any unresolved items not noted by the COR or the Library stakeholders and alert the COR for inclusion on the final punch list.

d. The Contractor shall address each item on the final punch list and notify the COR upon its completion.

e. The COR shall review the final punch list after receiving within 5 business days to verify completion and provide written acceptance of the deliverable before the Contractor proceeds with UAT finalization and system training preparation.

Service 3.15. Final Sign-off Requirements:

a. The Contractor shall complete the final project sign-off requirements listed below:

i. The Contractor shall complete the UAT and its corresponding reporting requirements.

ii. The Contractor shall satisfactorily complete all punch list items with the written approval and acceptance by the COR.

iii. The Contractor shall produce and provide all final documentation including "As-Built" system drawings and shall be delivered to the COR.

iv. The Contractor shall complete all training requirements.

Service 3.16: Manufacturer Warranty, Service Level Agreements and Support Services

a. Manufacturer Warranty:

i. The Contractor shall provide manufacturer warranty support for all hardware purchased under this contract.

ii. The manufacturer warranty periods shall commence on the date of the COR's final project sign-off and written acceptance of all prior deliverables, marking the completion of the base year project system acquisition, integration, and commissioning services.

iii. The Contractor shall provide manufacturer warranty support for the elective work that is included as part of the contractor’s proposal.

iv. The Contractor shall provide hardware and service manufacturer warranties and one-year service level agreements shall be provided to guarantee reliability and performance. Service level agreements shall also be provided for 3 optional years for a total of 4 years.

b. Service Level Agreement (SLA):

i. The Contractor shall provide one base year plus three optional years for Service Level Agreements for the system and all other hardware and parts under this contract.

ii. The Service Level Agreements shall commence on the date of the COR’s final project sign-off and written acceptance of all prior deliverables.

iii. The Service Level Agreement shall include, but not limited to, support, preventative maintenance, software updates & patches, hardware replacement & repair, performance metrics, reporting & documentation, and any other services required to support the systems and hardware.

c. Support Services:

i. The Contractor shall provide support services which must begin during the base year of the contract upon the successful completion of installation, testing, and commissioning.

ii. Should the devices experience hardware issues, the Contractor shall be available to troubleshoot any problems within a 24-hour response time.

d. Replacement Parts & Software Updates on Contractor Supplied Hardware.

i. If a replacement part is required, the Contractor shall provide the replacement part within three (3) business days of reporting the problem.

ii. The Contractor shall send replacement part(s) prior to receiving the returned replacement part(s). The Library prefers advanced replacement, defined as sending the replacement part prior to the Library returning the replaced part.

iii. The Contractor shall include in the price of the contract all on-site visits and travel expenses required to repair or replace parts and equipment. All of this shall be priced in the terms of the warranty and shall not be separately priced.

iv. Software updates critical to the management of installed equipment should be included in the warranty.

C.4 DELIVERABLES

The Contractor shall invoice for payment upon the successful completion and the COR’s written acceptance of each of the following requirement milestones/deliverables enumerated below. Invoicing prices shall not exceed the Contractor's prices proposed in Attachment J4 - Pricing Spreadsheet.

C4.1. SCHEDULE OF DELIVERABLES

Ref. Paragraph Service/Deliverable Invoice

Reference Description of Event/Deliverable Due Date Invoice

3.1 Site Survey and Project Kickoff

Meeting

1 week after contract award Upon acceptance of hardware list

3.2 Bi-weekly status reports Every two weeks throughout

the Project’s Period of Performance (POP)

Not separately priced / Ongoing throughout installation, testing & commissioning phase

3.2 Project Management Plan (PMP) and

System Design Package

3.3 Server Hardware Procurement and

Installation

3.4 Hardware Installation

3.5 Software installation

3.6 Design and Documentation

3.7 System “As-Built” Design Package

Documentation

3.8 Site preparation

3.9 Pre-assembly and Shop Test the System

3.10 Perform On-site Installation, Integration Testing, and System Commissioning

3.11 Removal of Obsolete Cabling System

3.12 User-Acceptance Testing (UAT)

3.13 Prepare UAT report

3.14 Resolve Issues Identified on the Final

Punch List

3.15 Final Sign-off Requirements

The Contractor's schedule shall be mutually agreed upon by the COR and the Contractor.

Upon completion of project punch list, delivery of as-built drawings and final approval from COR

3.16 Manufacturer Warranty, Service Level

Agreements and Support Services

A period of 12-months beginning at the COR’s written acceptance of the fully commissioned system, with the option for 3 additional option years.

C.5 GOVERNMENT FURNISHED PROPERTY (GFP)

The following will be provided by the Government to support encoder installation and configuration.

1. Equipment racks are already provided in the NAVCC space.

2. The library will provide power outlets.

3. KVM Hardware to connect new Baton Servers to existing IHSE KVM system

4. The Government will provide the following before the start of performance:

a. LOC Title Block in AutoCAD (dwg) format to be used for all drawings. If an existing drawing does not have the current title block, the current title block shall be inserted into the updated drawing in place of the existing title block with information inserted into the current LOC Title Block.

b. The current version of existing NAVCC AutoCAD (Dwg) drawings identified as necessary for informational use or required updating during the project.

C.6 TRAVEL

The library will not reimburse the Contractor for travel expenses incurred in the performance of this contract. All travel pricing shall be included in the total project price.

C.7 CONTRACTOR PERSONNEL

1. Contractor must identify any personnel assigned to work on this requirement on an ongoing basis and provide this information to the Library at the Project Kick-off Meeting.

2. For security and administration purposes, personnel names and contact information shall be confirmed with the COR no later than 5:00pm Eastern Time on the business day preceding a visit

030ADV26Q0056 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)

030ADV26Q0056 Section E

SECTION E - 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).

030ADV26Q0056 Section F

SECTION F - DELIVERIES OR PERFORMANCE

F.1 DELIVERY SCHEDULE

ITEM

NUMBER SHIPPING INFORMATION QUANTITY DELIVERY DATE

0001 1.00

0002 1.00

0003 1.00

0004 1.00

F.2 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

Place of Performance: National Audiovisual Conservation Center

19053 Mt. Pony Road

Culpeper, Virginia 22701

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

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 8:30 AM through 5:30 PM, Monday through Friday, excluding Federal holidays. The contractor shall coordinate with the COR for any work to be conducted at Library facilities.

030ADV26Q0056 Section G

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

This contract will be administered by:

Library Contracting Officer: Robinson, James

Phone: (202) 707-9053

Email: jarobinson@loc.gov

Library Contract Specialist: Miller, Jacqueline

Phone: (202) 707-5000

Email: jacmiller@loc.gov

Library Contracting Officer Representative: TBD

Phone: TBD

Email: TBD

Contractor Contract Administrator: Provided at time of award

Phone: Provided at time of award

Email: Provided at time of award

G.2 LC52.204-5 IDENTIFICATION AND BUILDING PASSES (SEP 2024)

(a) The Contractor shall ensure that all contractor employees, both directly employed and subcontracted, contractors and sub-contractors, who will need regular, unescorted access to Library facilities obtain Library-issued photo identification badges. The Library will issue the ID badges without charge. The Contractor shall schedule with the COR time for contractor staff to be available to receive Library ID badges prior to starting work. The Contractor shall accurately maintain a list of contractor employee badge numbers and provide updates to the COR upon request.

(b) The Contractor shall provide instruction and ensure that each contractor employee performing work under this contract visibly displays their Library ID badge at all times they are present on-duty on Library premises. Refusal or repeated neglect to display the Library ID badge may result in removal from non-public Library premises and removal from the contract.

(c) Upon termination, resignation, contract completion, or other event leading to a contractor employee not requiring continued access to Library facilities under this contract, the Contractor is responsible for returning all Government identification, building passes, keys, and other Government property issued to that contractor employee within 5

030ADV26Q0056 Section G business days from the termination of that contractor employee’s access. Failure on the part of the Contractor to return these materials may result in the Contractor’s liability for all costs associated with addressing the resultant security breach.

(End of Clause)

G.3 LC52.232-1 LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (DEC 2022)

The Contractor must prepare and submit invoices electronically to: https://www.ipp.gov. The Contractor may submit payment requests using other than electronic means only when alternate procedures are authorized by the contracting officer in writing. Assistance is available via the IPP Help Desk via email at: ippcustomersupport@fiscal.treasury.gov or by commercial telephone at (866) 973-3131. Invoices shall contain the information required in FAR 52.212-4, paragraph (g).

(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/deliverables identified in Section C pursuant to the standards and acceptance criteria defined in this contract.

030ADV26Q0056 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 LC52.204-1 COLLECTIONS SECURITY (DEC 2013)

(1) The Library is a public institution responsible for making its resources (collections and staff) available to the Congress and the American people. To achieve a balance between access and security, the Library requires everyone (staff, visitors, interns, contractors, etc.), to always use due diligence and protect its assets during use.

(2) Physical access to Library collections is limited to staff and/or determined by the host office. In addition, established requesting processes in the various readings rooms must be followed.

(3) Loan Privileges. Contractor employees may obtain loans of Library property for internal use and Library work-related purposes.

i. Loan of Library Property. All loans of Library property must be approved and documented by the host Library Services office. Contractor staff shall obtain a Library “General Pass” (Form LW 12/54 (rev2/88)) for each loan.

ii. Liability – Loss or Damage of Library Property. Use or loan of all Library property and signature on this contract means that the contractor acknowledges and agrees to:

(a) ensure the return all Library property issued in the same condition as borrowed;

(b) accept responsibility and liability for the negligent loss or damage of issued or borrowed Library property; and

(c) ensure that the loaned property is used for Library purposes and not loaned to any other person.

(End of Clause)

H.4 LC52.204-2 CONDUCT ON LIBRARY PREMISES (JUL 2021)

1. Access to Library buildings and grounds is governed by 36 C.F.R. part 702 - Conduct on Library Premises. Contractor staff must comply with these requirements and restrictions and related Library of Congress Regulations and Directives.

2. The Library is committed to preventing and addressing all forms of discriminatory harassment and to ensuring that Equal Employment Opportunity (EEO) principles are fundamental to Library culture. Everyone — employees, interns, volunteers, contractors, researchers, and visitors — is expected to help make the Library a respectful environment free from offensive behavior.

a. Library of Congress employees, contractors, interns, volunteers, researchers, patrons, and other visitors have a right to Library facilities that are free from discrimination based on their race, color, national origin, religion, sex, sexual orientation, gender identity, age (40 and over), disability, genetic information, union affiliation, political affiliation, or marital status.

b. The Library does not tolerate discrimination – including sexual harassment, other forms of harassment, or a hostile work environment – based on these factors. The Library does not tolerate retaliation against anyone who engages in any form of protected EEO activity.

c. Contractor (including subcontractor) staff alleged to have engaged in discrimination or retaliation in the performance of this contract may be prohibited from entering Library facilities to perform work under their contracts.

Contractors are required to promptly respond to all Library inquiries into allegations of discrimination, and must, in good faith, cooperate with Library investigations. Good faith cooperation includes, but is not limited to, making contractor staff available for:

1. Formal and informal interviews by Library agents investigating allegations of discrimination;

2. Reviewing and signing appropriate affidavits or declarations summarizing statements provided by such contractor staff during the course of an investigation;

3. Producing documents requested by the Library agents conducting the investigation; and

4. Preparing for and providing testimony in depositions or in administrative hearings.

(End of Clause)

H.5 LC52.204-3 INFORMATION SYSTEMS SECURITY (JUL 2024)

(1) Computer Security Policy. The Library requires anyone using or accessing its digital assets (including networks, servers, workstations, systems, data, web pages, and email) to protect them and use them only for official business, and only in accordance with Library regulations and applicable Library bargaining agreements. Unauthorized or inappropriate use may be grounds for termination or other contractual remedy.

(2) Privacy Policy. No one has the right to privacy while using any Library computer system, including internet or email services. Usage may be monitored.

(3) Level of Access. The Library’s Host Office will determine the level of access to the Library’s IT equipment, staff and software needed to successfully perform under this contract. Access may include, for example, email, word processing, internet, and intranet.

(4) Mandatory IT Security Training. Contractor staff must successfully complete mandatory information systems security training and access forms prior to use of or access to any of the Library’s digital assets.

(a) The required training is available on the Library’s learning management system, LOC Learn, at https://www.loc.gov/extranet/cld/. Library staff will provide further instructions upon onboarding.

(b) Contractor staff with access to Library digital assets shall complete the information systems security training annually. The training is available on the Library intranet at https://www.loc.gov/staff/cld/.

(End of Clause)

H.6 LC52.204-4 CONTRACTOR EMPLOYEE FITNESS (SEP 2024)

“Contractor employee fitness” means fitness based on character and conduct for work for or on behalf of the Government as a contractor employee.

Work under this contract is unclassified. However, the Library of Congress shall conduct background investigations of contractor personnel who will have 1) regular, ongoing, unescorted access to the Library’s buildings, grounds, or collections, 2) access to Library information technology systems, and/or 3) access to Library information not available to the public, including information determined to be Controlled Unclassified Information (CUI), to ensure they meet basic standards of honesty and trustworthiness pursuant to Library regulations. The Library does not determine the fitness of employees to work for the contractor firm that hires them. The Library’s interest is in determining whether contractor personnel should be granted greater access than the general public to Library facilities, Library information technology systems, and/or non-public Library information.

(1) Any access to non-public Library facilities, Library information technology systems, and/or non-public Library information will require a contractor employee fitness determination. All initial, existing, and reciprocal contractor employee fitness determinations will be subject to continuous vetting. Continuous vetting will vary based on position risk level. An example of continuous vetting is outlined in Trusted Workforce 2.0 (https://www.performance.gov/trusted-workforce/ and https://www.dcsa.mil/Personnel-Security/Continuous- Vetting/).

(2) A favorable contractor employee fitness determination requires completion and successful adjudication of a security application request (release forms, fingerprints, and a full background investigation). To facilitate the fitness determination, the prospective contractor employee shall submit to the Library complete and accurate information as identified on the National Background Investigation Services (NBIS)’s eAPP (https://eapp.nbis.mil) or other system as provided by the Personnel Security Division (PSD). Contractors should anticipate a minimum of two weeks for the process, provided all requested information is timely, accurate and complete and that no adverse information is received. A background investigation generally will require that the candidate has cumulatively resided in the United States for at least three of the past five years. This requirement is subject to certain exceptions assessed on a case-by-case basis by PSD in accordance with established federal personnel vetting standards.

(3) After the contractor employee fitness determination, each contractor employee with a favorably adjudicated background investigation shall be enrolled in and subject to the Library’s continuous vetting process. Enrollment in the Library’s continuous vetting process also requires enrollment in the Federal Bureau of Investigation (FBI) Record of Arrest and Prosecution Background (“Rap Back”) program, which provides the Library with notification of any criminal activity by the enrollee. Upon enrollment in Rap Back, the Library shall provide each enrollee with a notification of their rights with respect to the collection and use of their fingerprints and to the accuracy of the information obtained from Rap Back, as well as a copy of the FBI Privacy Act Statement that describes how FBI may use their fingerprint images.

(4) The fact that the Library may conduct background investigations and continuous vetting on assigned contractor personnel does not relieve the contractor of the responsibility to provide qualified, reliable personnel of sound character and conduct. This includes providing contractor personnel who can maintain compliance with the Library’s requirement of a drug-free workplace and federal laws regarding controlled substances (see the Controlled Substances Act, 21 U.S.C.

§ 801 et seq. for the definition of controlled substances). In the event that drug testing is required for a contractor employee to obtain a favorable fitness determination, the contractor will be responsible for bearing the costs of such testing, conducting the testing in a manner consistent with federal vetting standards, which are based on the testing protocols published by the Substance Abuse and Mental Health Services Administration (SAMHSA), and providing the results to the Library.

(5) The Library may require removal of contractor staff from Library facilities and revocation of access to Library information technology systems and non-public Library information if investigative results raise concerns regarding a contractor employee’s fitness or the contractor employee is non-compliant with the Library’s instructions or requests for information during the vetting process. In such cases, the Contracting Officer (CO) or Contracting Officer Representative (COR) will notify the contractor of the unfit determination and need for the contractor employee to return all government equipment such as badges, keys and network tokens if issued. Contractor management staff may be required to escort the contractor employee from Library premises.

(6) The contractor will ensure the COR and CO are notified of all changes to those contractor personnel performing work on this contract that require non-public access.

(End of Clause)

H.7 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 his 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.

030ADV26Q0056 Section I

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

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

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far

FAR Number Title Date

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE MAINTENANCE AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL PRODUCTS

AND COMMERCIAL SERVICES

NOV 2023

52.233-1 DISPUTES MAY 2014

52.243-1 CHANGES—FIXED-PRICE AUG 2018

52.245-1 GOVERNMENT PROPERTY SEP 2021

52.245-9 USE AND CHARGES APR 2012

52.253-1 COMPUTER GENERATED FORMS JAN 1991

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

OR EXECUTIVE ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (OCT

2025)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions…