030ADV26R0004 0001.pdf

5. PROJECT NUMBER (if applicable)

CODE7. ADMINISTERED BY

2. AMENDMENT/MODIFICATION NUMBER

CODE

6. ISSUED BY

8. NAME AND ADDRESS OF CONTRACTOR

4. REQUISITION/PURCHASE REQ. NUMBER3. EFFECTIVE DATE

9A. AMENDMENT OF SOLICITATION NUMBER

9B. DATED

PAGE OF PAGES

10A. MODIFICATION OF CONTRACT/ORDER NUMBER

10B. DATED

BPA NO. 1. CONTRACT ID CODE

FACILITY CODECODE

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

E. IMPORTANT:

is extended,

(a) By completing Items 8 and 15, and returning __________ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or electronic communication which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY is not extended.

12. ACCOUNTING AND APPROPRIATION DATA

(REV. 11/2016)

is required to sign this document and return ___________ copies to the issuing office.is not, A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

15C. DATE SIGNED

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by letter or electronic communication, provided each letter or electronic communication makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER

Contractor

16C. DATE SIGNED

14. DESCRIPTION OF AMENDMENT/MODIFICATION

16B. UNITED STATES OF AMERICA

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

15B. CONTRACTOR/OFFEROR

STANDARD FORM 30 PREVIOUS EDITION NOT USABLE

Prescribed by GSA - FAR (48 CFR) 53.243

(Type or print) (Type or print)

(Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

(Number, street, county, State and ZIP Code)

(If other than Item 6)

(Specify type of modification and authority)

(such as changes in paying office, appropriation date, etc.)

(If required)

(SEE ITEM 11)

(SEE ITEM 13)

(X)

CHECK

ONE

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

(Signature of person authorized to sign) (Signature of Contracting Officer)

1 18

0001 09-03-2025

Contracts and Grants Directorate Library of Congress

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

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411

To all Offerors/Bidders

030ADV26R0004

X

X X

See CONTINUATION Page x 1

See Block 14 Addendum

Zwahlen, Jennifer

BLOCK 14 ADDENDUM

The purpose of this solicitation amendment is to:

1. Include the solicitation period Question and Answer document as Attachment J5 – Q A – 030ADV26R0004 – 09032025 – pp. 5.

2. Revise the Deliverable Chart of Section C to specify the calendar days by which each deliverable is due.

3. Revise the Corporate Experience recency requirements of L.4.1 to three (3) years in accordance with the

Library’s response to Question 10 on Attachment J5.

Apart from this, no other changes are made. All terms, conditions, and provisions of the original solicitation still apply.

Phased proposals are still due by the dates identified in the original solicitation. It is the responsibility of the offeror to monitor SAM.gov for solicitation amendments.

CONTINUATION PAGE

030ADV26R0004 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. STATEMENT OF WORK

NLS Business Model Study

C.1 OVERVIEW / BACKGROUND

The Library of Congress (LOC or the Library), National Library Service for the Blind and Print Disabled (NLS) requires a contractor to assist in researching a significant business model transformation.

The NLS administers a free national library program that provides braille and recorded materials to people who cannot see regular print or handle print materials. Established by an Act of Congress in 1931 to serve blind adults, NLS’s program was expanded numerous times: in 1952 to include children; in 1962 to provide music materials; in 1966 to include individuals with other physical disabilities that prevent reading regular print; and in 2016 to permit NLS to provide refreshable braille displays. The NLS program is funded annually by Congress, and books and materials are mailed as “Free Matter for the Blind or Other Physically Handicapped Persons” through a separate appropriation to the United States Postal Service.

Free Matter for the Blind (FMFB) is a service provided by the United States Postal Service (USPS) funded through an annual Congressional budget appropriation. FMFB provides a form of free shipping for eligible individuals and it is a special mailing service created by an act of Congress. Matter may be sent free of charge if mailed by or for the use of blind or other persons who cannot read or use conventionally printed materials due to another qualifying condition.

Reading materials produced by NLS are sent to and returned by eligible readers using FMFB mailing. Other organizations serving blind and physically handicapped clients also use FMFB. For more information, see the following link:

https://www.loc.gov/nls/who-we-are/laws-regulations/free-matter-blind-physically-handicapped-persons-mailing/

Under a special provision of the United States Copyright Law, and with the permission of authors and publishers of works not covered by that provision, NLS selects books and magazines for full-length publication in braille, digital braille (eBraille), and digital audio formats. In early 2019, the United States joined the Marrakesh Treaty as its 50th member, allowing NLS to assist patrons in requesting accessible materials in a wide range of languages from the other libraries around the world that are also Marrakesh Treaty members. The NLS works with a network of cooperating libraries and agencies nationwide (referred to as Network Libraries) to provide direct service to eligible individuals and institutions in all 50 states, the District of Columbia, and all US Territories. The program also extends to qualified American citizens that reside abroad. Currently there are 55 regional libraries, 26 subregional libraries, and 13 advisory and outreach centers that participate in the NLS program: approximately 90+ Network Libraries.

After 94 years, and three generations of technology and service to blind and print disabled Americans, NLS again finds itself at the precipice of a potential business model transformation. NLS has gone through a modernization initiative since 2020 with significant results. However, with the ever-changing landscape of technology, (including the impact of Artificial Intelligence (AI) technologies), and the ever-changing financial challenges experienced by the cooperative network of state libraries, NLS must revisit its business model. Opportunities remain for NLS to better engage with segments of the population who NLS could serve, such as students, veterans, and people with dyslexia and similar reading disabilities. Opportunities for new strategic partnerships are emerging, while current partnerships must be retained. Organizational structures and processes may require significant adjustments to take advantage of new possibilities. At the same time, NLS must continue to provide the highest possible levels of service to its most vulnerable populations, including individuals who are aging with late-onset conditions that make them eligible for NLS services. (See Attachment J1 for additional background information about NLS’s products and services.)

To effect this potential transformation strategically and efficiently, NLS needs to gather input from industry, current and potential partners, network libraries and NLS users to plan and recommend a transformational business model. The effort will be comprehensive, from visioning and process road-mapping to multi-year phased implementation and integration, and it will incorporate people, process, information technology (IT) and physical infrastructure.

C.2 SCOPE

The contractor shall evaluate current organizational and structural elements of the NLS program, including the cooperating Network Libraries. The contractor shall study and assess multiple areas of change. The contractor shall study and report on industry trends and new technology, which shall culminate in an Executive-Level Summary Plan.

The Executive-Level Summary shall provide five-year projections regarding what will be commercially available to the blind and print disabled community, and what imminent technologies may enhance NLS’s ability to serve the blind and print disabled community.

C.3 REQUIREMENTS

3.1 Project Work Plan

The contractor will provide a final detailed, comprehensive project plan. The contractor shall:

a. Create a planning framework, anticipated organization, structure, and timeline of the project from the start date to the completion date of the contract (see Section B); phase, performance, and milestones; a governance and communications plan; the resource requirements and dependencies; and general assumptions and expectations.

b. The Contracting Officer Representative (COR) will review the final plan, along with NLS subject matter expert(s) (SME). The COR will provide questions, comments, or requests for revision within five (5) business days of receipt of the plan. The contractor shall incorporate the changes and submit the revised framework to the COR within five

(5) business days of receipt of the COR’s feedback. The COR will provide written acceptance of the final project plan.

3.2. Meetings

The contractor shall participate in regular bimonthly progress meetings with the COR and other NLS staff. These meetings shall continue throughout the period of performance.

In addition to regular meetings, the contractor shall coordinate with the COR to schedule a virtual contract kick-off meeting within five (5) days of the period of performance start date at a mutually agreeable time. (See Section B for the period of performance start date.)

3.3. Management Review Plan

The contractor shall produce a Management Review Plan that shall provide NLS with a baseline report on the gap between the current business environment and what actions NLS must take to transform the business model to better respond to opportunities. The plan shall also inform Congress about the resources necessary to effectively meet these needs.

The contractor shall study NLS’s mission, vision, strategy, and work done to date by the Library project team. NLS is interested in knowing what strengths, weaknesses, opportunities, and threats (SWOT) exist in the current business environment in order to position itself to be nimble and in a position to pursue opportunities. The Management Plan must include a SWOT analysis. In order to expand and better serve the national blind and print disabled community, the contractor shall provide an assessment of the present market and the projected market five years from now. NLS seeks to better understand its current customers’ needs, and the products and services that it does not currently offer, but it should offer in the future. The contractor shall provide a detailed assessment of the opportunities and challenges associated with providing such services and the performance goals that shall best serve NLS’s goals as an organization.

Lastly, the contractor’s evaluation shall identify and describe critical success factors, goals to pursue, and recommendations to move into design planning.

The contractor shall produce a final report, which shall include an executive summary, that shall synthesize this information to identify and describe the complexity of opportunities wherein NLS is most likely to succeed, identify new and necessary technologies that NLS should pursue and acquire, and the human and financial resources required to accomplish its’ goals. The report shall include the contractor’s recommendations and requirements for NLS to respond to short, intermediate and long-term opportunities for improvement. The report shall also address potential scenarios to outsource work that could be performed more efficiently through other sources, and their impact on subsequent planning phases. The contractor shall report on potential efficiencies to be gained by outsourcing aspects of NLS’s products and services that are not required to be provided or performed by the Library.

3.4 Business Model Analysis Studies

The network of 90 + cooperating libraries has relied on individual state funding for their operations. With potential funding reductions on the horizon, some network libraries may not be able to maintain the same level of service to NLS patrons in their respective state. At the same time, the NLS business model is not currently structured to absorb the capacity of any network library that must reduce service.

The contractor shall evaluate the budget and capacity statuses of each network library. The contractor shall evaluate the NLS business model, including budget and capacity, and recommend the best options to modify the business model to accommodate, support, and sustain increased capacity requirements resulting from reduced capacity from the network of state libraries, while providing the highest possible levels of service to vulnerable, aging populations who are eligible for NLS services.

The contractor shall produce an analysis composed of the following three (3) sections:

A. Comprehensive analysis of the NLS’s historical budgets, current budget, and future business model of the network of cooperating libraries. The contractor shall research and analyze the budget and capacity status of each of the 90+ Network Libraries. This analysis shall include the various funding streams aligned to each Network Library and trends going forward. The analysis shall then show the impact of the changing environment.

B. Comprehensive analysis of the historical, current, and future business model of NLS by researching and analyzing the budget and capacity status of the NLS business model. The contractor’s report shall recommend the best options to modify the business model to accommodate, support, and sustain increased capacity requirements resulting from reduced capacity of Network Libraries.

C. Report on the contractor’s recommendations to help NLS best support the network libraries if potential budget and capacity challenges arise. This report shall include related insights, recommendations and justifications to forge a path forward, to provide optimum patron service with the greatest efficiency to the federal government and network libraries. The report shall also include the cost justification, risk analysis, dependencies, and critical steps for a recommended path forward.

D. Financial impact assessment on the NLS product and service delivery model if the FMFB appropriation were to be reduced or eliminated. Contractor’s report shall include an estimate of the additional personnel resources required to support mailing operations and the cost of postage.

3.5. Product/Service Analysis Study

The contractor shall produce a study of the current and future states of talking book and braille delivery technology, including opportunities to leverage AI tools, deep-learning speech synthesis enabled text-to-speech (hereafter, TTS) functionality, and patron acceptance. The contractor’s analysis shall include the prospect of integrating new technology with NLS’s existing products and services, including the Braille and Audio Reading Download (BARD) applications, the next generation Digital Talking Book Machine (DA2), the Braille eReaders, and the My Talking Book Alexa Skill for smart speakers. The contractor’s study shall provide a cost comparison of commercially available products and potential “competitors” in the market. The contractor’s study shall document the range of software that is commercially available and in use within the network libraries and within NLS, such as AI, TTS, and potentially commercially available services such as Audible, Bookshare, and Libby. The Contractor’s analysis shall report on life cycle costs, and implementation models for content delivery via wireless channels. The resulting data will guide NLS in its decisions regarding investments made in the improvement of its products and services.

The contractor’s report shall mention the statutory requirement at 17 U.S.C. 121 that copyrighted works reproduced for the blind or individuals with disabilities must be reproduced and distributed in specialized formats exclusively for their use, and shall incorporate any interpretations of this statutory requirement supplied by the Library.

After award, NLS will provide a copy of a high-level analysis of current AI tools that may augment and improve the NLS program. This report shall serve as a primer. The contractor and its staff, who shall be assigned to the contract, shall sign a non-disclosure agreement prior to receiving access to the report.

The contractor shall also provide a comprehensive analysis of the current and future states of talking book and braille delivery technology, which shall include AI tools, deep-learning speech synthesis enabled TTS functionality, and patron acceptance. The contractor shall analyze the current NLS program to understand patron needs and goals for digital delivery of NLS content. This analysis must also evaluate NLS’s progress, improvements and growth capacity based on the 2016 Government Accountability Office (GAO) report that states NLS should thoroughly assess TTS options versus only human-narrated materials.

The contractor’s report shall include research and analysis into the future market for AI tools and TTS technology, and the potential impact of changes to the current NLS program on the services NLS provides to patrons. The analysis shall provide a comparative analysis of the benefits and liabilities of potential AI tools and TTS technology. The contractor shall provide recommendations on how best to integrate TTS technology into NLS-provided materials, including both the benefits and drawbacks of doing so, and recommendations to rapidly incorporate improved TTS performance as it is developed. Additionally, the contractor shall research and analyze the potential cost savings of implementing such technologies.

The contractor shall provide related insights, recommendations, and justifications regarding NLS’s path forward to provide optimum patron service with greatest efficiency to the federal government and network libraries. For each subject area above, the contractor’s report shall provide a cost justification, risk analysis, dependencies, and critical steps for a recommended path forward.

Finally, the contractor shall compile requirements to include a TTS engine in the next generation digital talking-book machine so that patrons may choose to listen to TTS renderings of text-based files on the new machines.

3.6 Design Plan

The contractor shall produce a Design Plan that shall provide NLS with the blueprints for redesigning its business model, processes, supporting systems, and resources. The Design Plan documentation must incorporate critical findings and recommendations from Section C.3.4 Business Model Analysis, and from C.3.5 Product/Service analysis for the adoption and integration of AI and TTS solutions.

At a minimum, this plan shall discuss the ideal organizational structure and operating model redesign that will align different NLS functions and activities with common mission and strategic objectives based on future-state portfolio analysis capabilities and processes that will be required for NLS’s success; outsourcing scenarios; technology;

organization and people; and required infrastructure. Contractor’s analysis shall provide market and cost analysis and benchmarking, as well as codification of NLS activities requiring defined policies and governance processes, and detailed outlines of new policy and governance standards. The contractor shall provide the business case methodology for informing, prioritizing, and justifying management decisions, and critical success factors, goals, and recommendations for moving into the Implementation Plan.

The contractor’s report shall include an executive summary of findings and key actions that shall be required for NLS’s success.

3.7 Implementation Plan

The contractor shall produce an Implementation Plan to identify resource and allocation needs in all relevant areas, including process, human capital, IT and support services, finance, operations, and facilities. In developing the plan for NLS, the contractor shall investigate other Library activities, as NLS relies on other offices within the Library for some of the services it requires. The contractor shall account for the relevant areas of process and operations that are outside of NLS control as part of the Implementation Plan and discuss these aspects with the COR during biweekly meetings and at interim times, indicated by the Work Plan or other communications.

The Implementation Plan shall include a preliminary operating budget and outsourcing plan, if applicable. The Plan shall provide detailed action plans, resource allocation, and timeframes for implementing change in all major component areas, including process, people, systems, support services, finance, and facilities. The Implementation Plan shall discuss risk assessment and mitigation planning based on complexity and the level of change involved, and the resources NLS will require. The plan shall address human capital requirements, migration, training, plans, and workforce transition (retirement) planning. The contractor’s plan shall discuss service-level agreement(s) requirements, legislative and regulatory requirements, and detailed funding strategies and three-year program budget projections.

The Plan shall also include a performance plan and process; a detailed implementation planning template for use by network partners; a communications strategy; detailed pilot project plans; and detailed assessments of areas that require additional contractor support for effective multi-year implementation.

3.8 Summary Presentation

The contractor shall produce an executive level oral presentation of the contractor’s findings and written recommendations for implementing the NLS business model transformation. The executive level summary shall include a summary of objectives, actions, outcomes, and next steps. The oral presentation shall not to exceed one hour.

The contractor shall provide a draft slide deck to the COR two weeks prior to the summary presentation. If needed, the COR will provide feedback on the draft slide deck. The COR will approve the slide deck, in writing, prior to the contractor’s summary presentation.

3.9 Data Rights and Assignment of Copyright to the Library of Congress

The information the Library will provide to the contractor may include confidential budgets, business planning information, financial information and other sensitive, confidential, and proprietary information. The contractor’s proposal indicates that it agrees to maintain the security and confidentiality of any information the Library provides to the contractor. The contractor agrees not to share any of this information with any party outside of its organization, neither publicly nor privately.

The Library will retain all data rights associated with any deliverables produced by the contractor. The contractor’s proposal serves as the contractor’s acknowledgement that it shall assign the Copyright to all data and deliverables produced under this contract to the Library. The contractor may not distribute or use the products of this contract for any purpose other than to complete work under this contract. (See LC52.227-1 Assignment of Copyright to the Library of Congress)

C.4 SCHEDULE OF EVENTS/DELIVERABLES

Requirements Paragraph reference

Description of Deliverable Completion date / Payment schedule

3.2 Kick-off Meeting Within seven (7) calendar days of the period of performance start date. / Not separately priced (NSP).

3.1 Final Project Work Plan Within fourteen (14) calendar days after kick-off meeting / 5% of firm fixed price

(FFP).

3.2 Biweekly meetings Ongoing throughout the period of

performance / NSP.

3.5 Review sessions Ongoing throughout the period of

performance / NSP

3.3 Management Review Plan Within sixty (60) calendar days after project plan completion / 5% of FFP after COR approval of invoice.

3.4 Business Model Analysis Studies Within ninety (90) calendar days after project plan completion / 20% of FFP after COR approval of invoice.

3.5 Product/Service Analysis Study Within 150 calendar days after project plan completion / 25% of FFP after COR approval of invoice.

3.6 Design Plan Within 45 calendar days after completion of

3.5 / 15% of FFP after COR approval of invoice

3.7 Implementation Plan Within 45 calendar days after completion of

3.5 / 20% of FFP after COR approval of invoice.

3.8 Draft Executive-level summary slide

deck for COR approval

Fourteen (14) calendar days prior to the Executive-level summary presentation / NSP

3.8 Executive-level summary

presentation

No later than June 30, 2026 / 10% of FFP after COR approval of invoice.

C.5 QUALITY ASSURANCE

The COR will initiate a review session near the end of revisions for each deliverable. The Library’s NLS project team and the contractor’s project team will attend review sessions. The sessions are intended to provide the attendees the opportunity to determine if the project has met stated requirements in order to proceed into the next deliverable.

During these sessions, attendees will review the deliverables and recommend to the COR to within ten (10) business days whether to accept or decline them. Unless deliverables are approved and accepted by the COR, the project will not move forward.

C.6 KEY PERSONNEL

The following positions are considered key personnel per LC52.237-1.

Senior Financial Analyst - Possess a thorough knowledge of Federal financial budgeting, reporting, and accounting policies including federal financial systems. Must demonstrate experience in working with multi-year/no-year appropriations and differing appropriations. Must be able to formulate Federal strategic financial plans, prepare cost estimates and correlate financing requirements into executable budgets.

Digital Accessibility Specialist - Demonstrates in-depth knowledge of accessibility technology and is an expert in the Americans with Disabilities Act/Section 508a of the Rehabilitation Act (ADA/508), Web Content Accessibility Guidelines (WCAG), and current, related accessibility technologies. The Digital Accessibility Specialist has at least three (3) years of applied experience with collaborative/co-design approaches that prioritize the preferences, aspirations, and lived experiences of people with disabilities.

7.0 Travel. The Library will not reimburse the contractor for travel.

(End of Statement of Work)

030ADV26R0004 0001 Section J

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

See attached document: Attachment J5 - Q_A - 030ADV26R0004 - 09032025 - pp. 5.

030ADV26R0004 0001 Section L

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

LC52.242-1 – PROPOSAL SUBMISSION INSTRUCTIONS

L.1 Competition

This competition is being conducted in accordance with FAR 13.5 Simplified Acquisition Procedures. This solicitation uses a two-phase competitive process. Please read below for more detailed information.

L2. Questions and Clarifications

Businesses shall submit their questions regarding this work to Jennifer Zwahlen, Contracting Officer, at jzwa@loc.gov and to the Contract Specialist, Colleen Daly, at cdaly@loc.gov. Questions are due no later than 09/02/2025 at 12:00 PM, Eastern Time. The Library will provide questions and answers to all potential offerors as an amendment to the solicitation, but offeror names will not be provided. The amendment will be posted to the same SAM.gov web page where the solicitation is located.

The Library reserves the right not to answer questions received after the question due date; however, it also reserves the right to answer questions received after this date at the Library’s discretion. Late questions must be substantive, pertinent to the solicitation, and must not duplicate questions already answered in the Q&A responses document.

It is the Library’s intention to provide an award without engaging in negotiations/clarifications if possible, so questions regarding all aspects are highly encouraged.

L.3 General Instructions to Offerors

All proposals shall be submitted electronically via email to both Contracting Officer (CO) Jennifer Zwahlen (jzwa@loc.gov) and Contract Specialist, Colleen Daly (cdaly@loc.gov). Proposals submitted through any means other than email will NOT be accepted. Offerors must comply with the submission instructions specified in this solicitation. The Library has the right, at its discretion, to determine an offer is ineligible for award if an Offeror does not comply materially with the submission instructions. At the Library's discretion, proposals received after the proposal response due date and time may not receive further consideration.

Offeror must not submit zipped files. The email containing the proposal must have the RFP number in the subject line (030ADV26R0004). The total maximum file size of all attached files cannot exceed 20MB due to restrictions on the Library’s email system. If needed, businesses may submit multiple emails and ensure they are clearly identified (for instance: email 1 of 5; email 2 of 5, etc.). The proposals must include the solicitation number, business name, mailing address, telephone number, and SAM UEI number. The proposal must provide the name of offeror’s primary point of contact and their email address and phone number.

Proposal Format: Quotations must be submitted in either Microsoft Office or Adobe formats. Each page must be numbered and labeled with the name of the Offeror and solicitation number. The format for all documents must be 8.5 x 11 inch pages, single-spaced 1-inch margins, 12-point font in text. Proposals must be submitted as separate volumes.

Accessibility

In addition to the proposal formatting requirements above, offeror’s proposal shall be accessible to persons who are blind or print disabled. For this reason, NLS would prefer that proposals are submitted in Word, or an equivalent format, as Word documents are more accessible than PDFs. If offeror submits a proposal in PDF format, the proposal shall be structured and formatted per the following key principles for accessibility:

1. Use headings properly – Structure documents with a clear hierarchy of headings.

2. Write in plain language – Use simple, clear language, and avoid jargon, idioms, and complex sentences. Make sure that the language is easy to understand.

3. Ensure Text Clarity – Format documents using appropriate font sizes and font types. Ensure that there is enough contrast between the text and background to make text easy to read.

4. Use alternative text – When using charts, images, and graphs, provide alternative text that explains the chart, image, or graph for people who cannot see them.

5. Effectively use lists and tables – To ensure tables and lists are easy to read, format them correctly. For tables, use proper markup to convey relationships between data.

Also, check accessibility. Word processor software, such as Word, contains a built-in accessibility tester. Use the accessibility checker to identify and fix potential accessibility issues.

L4. Quotation Contents:

The Library anticipates a robust competition for this requirement. Therefore, the Library is instituting a two-phase advisory down-select as described below. Proposals must contain the following separate volumes, in the stated order:

Phase 1. Volume One - Corporate Experience

Phase 2. Technical Approach - Management Plan / Staffing Volume

L.4.1. Two Phase Proposal Process:

This solicitation is a phased procurement. Offers must only provide their Corporate Experience Volume by the solicitation deadline (phase 1) and should not submit a Technical Approach / Staffing Volume as part of their initial submission. See section M for a more in-depth discussion of how the phased procurement will proceed and be evaluated.

Volume One – Corporate Experience

1. Phase One – Corporate Experience: Offeror shall provide a description of the specific types of services provided for efforts of similar complexity, offeror’s role, date(s), period of performance, and total dollar amount of each contract. Offeror shall provide a description for a minimum of three (3), no more than five (5), efforts completed within the past three (3) years.

2. The narrative shall include a description of how the effort was analogous in size and in the nature of the work to the Library’s requirement and; therefore, demonstrates that the offeror—either performing as the prime contractor or the subcontractor—gained the experience needed to provide the services required in this solicitation.

3. Offeror’s narrative shall also describe at least two (2) challenges offeror faced during contract performance and offeror’s approach to overcoming these challenges while performing the contract.

This response is limited to six (6) pages. The Phase One proposal is due no later than 09/10/2025 at 12:00 pm, Eastern Time.

L.4.2 Phase Two:

Volume Two – Technical Approach

Proposals must contain the following information in the stated order, as follows:

a) Draft Project Work Plan - Offeror shall provide a Project Work Plan that methodically describes how the offeror will approach the requirements of Section C and ensure all studies and deliverables are met on time. This must include a description of the effort, objectives, milestones, assumptions, and resources to successfully produce the research, analysis, recommendations, and reports required by Section C. The draft Project Work Plan shall include key milestones beginning with the kickoff meeting. The project schedule must align with the Schedule of Deliverables.

(See Section C.4)

The plan should demonstrate offeror’s applied and working knowledge of project management principles. The Final Project Work Plan is the first post-award contract deliverable. The contractor’s assumptions may not contradict the Library’s assumptions nor the terms and conditions of this solicitation.

b) Management and Staffing Plan - Offeror shall include the plan and processes offeror will use to ensure the contract is organized and staffed appropriately. The plan must include the roles, responsibilities, minimum qualifications and any relevant certificates for proposed staff and key personnel positions, and an explanation of why the proposed staff and key personnel are appropriate for the contract. The plan shall include resumes for proposed key personnel and sample resumes that are representative of staff offeror may propose for other positions. The plan must include the process for how offeror will respond to requests from the Library.

c) Executive Summary - Offeror shall submit an executive summary that describes their business practices and policies, as it relates to the work required in this solicitation. The summary must detail which project management methodologies will guide the development of and adherence to the Project Work Plan (see section 3.1).

Offeror’s proposal shall demonstrate that they possess the necessary resources to successfully perform the work described in Section C of this solicitation. Offeror’s technical volume shall thoroughly address the requirements of Section C. Offeror must respond to each requirement in Section C.3, sequentially, through a written narrative. Simply acknowledging a requirement is not an acceptable response. Offerors who merely acknowledge or restate the requirements in Section C.3 will be evaluated less favorably. At the Library’s discretion, such proposals may not receive consideration for the award.

The technical approach is limited to 20 pages, excluding the cover page and resumes. This proposal is due no later than 09/29/2025 at 12:00 PM, Eastern Time.

L.4.3 Volume Three - Past Performance (See Attachment J3):

Offeror shall submit one past performance reference for each of the three (3) contracts that were cited in the phase one proposal for work which must be substantially similar to this requirement. Past performance references must be limited to the past three (3) years, and they must be for federal contracts, state contracts, or private businesses. Past Performance Questionnaires must include the reference’s name, valid email, valid phone number, the contract number, the agency/company name, the total contract amount, and a brief description of how the work is of similar scope to the work being required under this solicitation.

Offeror shall provide Attachment J3 - Past Performance Questionnaire, to each reference for each of the three (3) contracts referenced above and in the Minimum Qualifications submission. Each reference shall provide their completed questionnaire directly to the Contract Specialist, at cdaly@loc.gov, and to the CO, at jzwa@loc.gov. Offeror shall not collect completed questionnaires nor submit them on behalf of the references to the Library.

Completed Past Performance Questionnaires must be sent directly from the reference to the Library. Completed Past Performance Questionnaires must be submitted no later than the solicitation closing date and time. The Library will not accept questionnaires submitted after the solicitation closing date and time.

L.4.4 Volume Four - Price

Offeror shall provide firm fixed prices in solicitation Section B. Pricing must be inclusive of all direct, indirect, and other direct costs. In addition to pricing Section B, offeror shall complete the price schedule at Attachment J4.

The Library is working within a very tight schedule. For this reason, Offerors are strongly encouraged to consider their proposal submission their best and final offer.

L.4.5. Amendments to the Solicitation

The Library may amend the solicitation based on offeror questions, or if the Library deems it necessary for other reasons. All amendments shall be posted to SAM.gov, on the same page where the solicitation is posted. Offeror is responsible for checking the solicitation for updates and amendments. In the event that amendments are issued, offeror is responsible for incorporating any relevant changes resulting from the amendments into their proposal.

Proposals that do not include the most current information from amendments posted on SAM.gov (for instance, offeror’s price proposal includes an older version of a price schedule) may be determined to be unacceptable at the Library's discretion.

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