Attachment J8 - 030ADV26R0011 QA_ 20260205 (pp. 11).pdf

Attachment J8 - 030ADV26R0011 – 02/05/2026 (pp.11)

Questions and Answers

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# Question Answer

1 What performance area applies to this shipment (Non-Fragile, Fragile, Fine

Arts, Film/Media)?

The solicitation includes four performance areas. As stated in the solicitation, offerors may submit a proposal and price schedule for one or more performance areas, depending on the type of service the offeror provides. See Section L of the solicitation.

2 What is the collection description

(formats, materials, special sensitivities)?

Section C of the solicitation provides examples of the types of materials that may require transport from a donor’s location to the

Library of Congress. The Library does not have a schedule of upcoming donations. When a donor offers a donation, the need for transportation services arises at that time.

3 Is the collection mixed-category, and if so, how should it be segmented?

In the event that there are mixed categories, the Library will issue more than one order. For example, if a collection has Fragile and Fine-

Arts materials, then the Library will award two orders—each with its own shipping details.

4 What is the estimated quantity

(boxes, pallets, crates, reels, objects)?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The Library does not know at this time what types of donations it will receive, when, or from what location the item(s) will be picked up by the contractor. This is the nature of IDIQ contracts.

5 What are the dimensions and weights

(individual items and total)?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The Library does not know at this time what types of donations it will receive, when, or from what location the item will be picked up by the contractor. This is the nature of IDIQ contracts.

Are item-level inventories or container lists available?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The Library does not know at this time what types of donations it will receive, when, or from what location the item will be

02/5/2026 Page 2 of 11 picked up by the contractor. This is the nature of IDIQ contracts.

7 Are there known condition issues

(pre-existing damage, fragility concerns)?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The Library does not know at this time what types of donations it will receive, when, or from what location the item will be picked up by the contractor. This is the nature of IDIQ contracts.

8 Are there handling restrictions

(upright only, no tilt, limited handling)?

The Library cannot predict what types of donations and shipments will be required. The Library expects that the contractor(s) shall be appropriately trained and experienced to advise the Library on the best way to transport items, including handling methods, to ensure that the items to be transported arrive in their original condition.

9 Exact pickup address(es) and points of contact?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The Library does not know at this time what types of donations it will receive, when, or from what location the item will be picked up by the contractor. This is the nature of IDIQ contracts.

10 Is the origin:

• Private residence?

• Donor institution?

• Commercial warehouse?

• Federal facility?

Historically, the distribution of

Library shipments is 50% private residence, 15% donor institution

25% commercial warehouse, and

5% federal facility.

11 Are there access restrictions (stairs, elevators, loading docks)?

The Library does not know the locations from which shipments will originate. See response No. 10. The

Library will provide specific information in the statement of work once the need for services arises.

12 Are appointments or advance notifications required at pickup?

The Library will provide a primary point of contact (POC) at the pickup location, who is typically the donor or their representative. The contractor shall schedule a time for pick up in advance of the pick-up

02/5/2026 Page 3 of 11 time. The contractor is expected to keep the POC informed of any changes to the schedule

13 What are the allowed pickup windows (dates/times)?

Historically, the donor would make this decision based upon the donor’s preferences/availability and the contractor’s availability.

14 Is on-site staging required prior to transport?

On-site staging has been required at times, depending upon collection size. Historically, the Library has deferred to both the donor’s preferences and contractor’s advice.

The Library expects contractors to advise the Library as to whether multiple visits will be required to allow for staging prior to transport.

15 Can materials be palletized onsite, or must this be done offsite?

Historically, pickup sites may or may not have space to palletize materials or store palleted materials.

The contractor shall determine the safest and most expedient approach.

16 Is temporary storage anticipated before delivery?

The contractor shall use their expertise, based on their knowledge, training, and experience, to advise the Library on the need for temporary storage. Examples of when this could be necessary include inclement weather, and in the event of a Federal Government shutdown. Historically, temporary storage has not been a common requirement.

While this is not a requirement, the

Library would prefer for the contractor(s) to provide this service. See section C.3.4.

17 Will the Agency require:

• Custom crates?

• Reusable crates?

• Soft packing only?

The Library expects the contractor to provide their expertise, based on their knowledge, training, and experience, to determine the best way to package and handle the material to ensure it is transported without damage.

18 Are crating specifications provided by the Library?

The contractor shall determine the appropriate packaging for the materials described in Statement of

Work.

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19 Are there Library-approved materials that must be used?

It is the contractor’s responsibility to determine which packing materials are necessary.

20 Are climate-buffered crates required? No

21 Is photographic documentation required before/after packing?

No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

22 Are condition reports required at pickup?

No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

23 What temperature range must be maintained?

Depending upon the type of material being transported (such as magnetic media, for example), some, but not all, past shipments have required a consistent temperature range to prevent damage to the material, but there is no specific range to adhere to.

contractor(s) to provide this service. See section C.3.4.

24 What humidity range is required? Depending upon the type of material being transported (such as magnetic media, for example), some past shipments have required a consistent humidity range to prevent damage to the material, but there is no specific range to adhere to.

contractor(s) to provide this service. See section C.3.4.

25 Is continuous monitoring required

(data loggers)?

No

26 Are there light exposure limitations? No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

27 Are shock, vibration, or tilt monitors required?

No

28 Is limited handling by named personnel required?

No. While this is not a requirement, the Library would prefer for the

02/5/2026 Page 5 of 11 contractor(s) to provide this service. See section C.3.4.

29 Is direct transport required, or are stops permitted?

Stops are permitted.

30 Is team driving required? No

31 Are escorts required (armed or unarmed)?

No

32 Are there chain-of-custody documentation requirements?

No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

33 Is real-time tracking required? No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

34 Are there route restrictions? No

35 Are overnight holds permitted? Yes

36 Are secure parking requirements specified?

No

37 What is the exact delivery location

(Capitol Hill, Packard Campus, Cabin

Branch)?

See solicitation Section F.

38 What is the Library point of contact

(COR or designee)?

The Contracting Officer

Representative (COR) is the primary point of contact.

39 What are the approved delivery dates and times?

The contractor shall make deliveries during standard business hours, Monday-Friday, between 8:30am

ET-5:30pm ET, with exceptions made as needed.

40 Is OSDC / USCP screening required for this shipment?

Yes, deliveries to any of the

Library’s buildings on the Capitol

Hill campus (Madison, Jefferson, and Adams). OSDC/USCP is not required for deliveries

41 What is the OSDC notification deadline?

The contractor must provide 24 hours’ advance notice.

42 Will delivery require:

• Forklifts?

• Dollies?

• Specialized offloading equipment?

No

43 Where is the final placement location inside the facility?

The contractor shall offload the shipment at the loading dock.

Library staff will be present and will transport from there.

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44 Is uncrating on-site required? No. Library staff will uncrate materials.

45 Is debris removal required? No

46 What documentation must be submitted with delivery? Is a Bill of

Lading required at delivery or post-delivery?

Section C states that a Bill of Lading is required.

47 Are container-level inventories required?

No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

48 Are condition reports required upon delivery?

No

49 Is digital submission preferred or required?

No. While this is not a requirement, the Library would prefer for the contractor(s) to provide this service. See section C.3.4.

50 Who approves final acceptance of the shipment?

The COR will approve the invoice after the shipment has been verified to have arrived undamaged and complete by acquiring staff.

51 Is the country of origin U.S. only, or any OCONUS to CONUS?

Both the U.S. and overseas (both

CONUS-to-CONUS and OCONUS-and-CONUS).

52 Are there export restrictions or cultural property controls?

The Library has a Customs

Brokerage Contract with a private broker who that manages all aspects of questions 53-56.

53 Who provides Customs Power of

Attorney?

See response no. 52.

54 Are temporary import/export bonds required?

See response no. 52.

55 Are ATA carnets required? See response no. 52.

56 Are there foreign government inspections anticipated?

See response no. 52.

57 Who pays duties, taxes, or fees (if any)?

The Library is exempt from duties, taxes, and fees.

58 What is the declared value of the shipment?

The Library will not know in advance what will be shipped over the five-year duration of the contract(s). The value of each shipment will be provided at the task-order level in each respective the statement of work (SOW).

59 Does the Library require valuation coverage beyond carrier liability?

The Library cannot require the contractor(s) to carry a specific amount of insurance coverage or the

02/5/2026 Page 7 of 11 type of coverage the contractor(s) must carry. As per Section C, however, the contractor(s) shall be responsible for reimbursing the

Library for damages that occur during transport from the donation location to the Library. The Library will expect the contractor(s) to determine which type of insurance it requires.

60 Are third-party insurers mandated or prohibited?

See response no. 59.

61 What is the incident reporting protocol?

The contractor shall notify the COR, who will work with the contractor and other Library staff to prepare a plan for mitigation of damage or delay. This plan will be presented to contractor. The plan will include a mutually agreeable resolution.

62 Who authorizes mitigation actions if damage or delay occurs?

The Library’s custodial division, in conjunction with the Library’s

Preservation Directorate, would authorize mitigation actions for damage. Delays would be managed by the COR in conjunction with

USSA.

63 Pick-up location? This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The number, date, and location of deliveries is unknown.

Orders will be issued as needs arise.

This is the nature of IDIQ contracts.

Historically, the majority of shipments originate in the U.S.

64 Drop-off location? See Section F.

65 Contract term? See Section B.

66 For deliveries to the Library of

Congress Packard Campus for Audio

Visual Conservation (19053 Mount

Pony Road, Culpeper, VA 22701), are there any vehicle or loading dock restrictions (e.g., maximum truck height, length, width, or weight) that contractors must comply with?

No

68 For deliveries to the Library of

Congress Cabin Branch facility (1503

Cabin Branch Drive, Hyattsville, MD

20785), are there any vehicle or

No

02/5/2026 Page 8 of 11 loading dock restrictions (e.g., maximum truck height, length, width, or weight) that contractors must comply with?

69 Does the Library of Congress require contractor or subcontractor personnel performing work under this contract to be U.S. citizens only?

No

70 Are contractor personnel required to possess REAL ID–compliant driver’s licenses or any specific form of federally compliant identification beyond the Library-issued badge and

U.S. Capitol Police access requirements?

No

71 What percentage of the origination locations will be outside of the U.S and Canada?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The number, date, and pick up locations of deliveries are unknown. Orders will be issued as needs arise. This is the nature of

IDIQ contracts. Historically, 10% of shipments may originate outside the U.S.

72 Does the Library have a list of additional countries for which transportation services would be required?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The number, date, and pick-up locations of deliveries is unknown. Orders will be issued as needs arise. This is the nature of

IDIQ contracts. Historically, the majority of shipments originate in the U.S. More recent shipments from outside the US have originated in Europe and Japan.

73 Would the Library please confirm whether this opportunity requires any warehousing services, or if it is strictly transportation?

This opportunity is strictly for transportation

74 If warehousing is needed, would the

Library please provide more details regarding the scope and requirements?

See response no. 73.

75 Volume 3 requires offerors to propose fully burdened prices for each performance area they choose to apply for, for the full five-year ordering period using Attachments

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The Library does not know at this time what types of donations it will receive, when, or

02/5/2026 Page 9 of 11

J1–J4. While the solicitation does define potential U.S. origins

(Attachment J7, covering all CONUS counties) and outlines a very broad range of collection formats and handling requirements in Section C, it does not define potential international origins. Given the breadth of these variables, offerors would need to account for a very wide range of potential combinations of locations, materials, transportation modes, and handling needs.

Developing pricing that reflects all of these possibilities would be highly time-consuming, and many transportation and logistics providers typically do not generate pricing without more defined parameters. Can the Library clarify what pricing assumptions offerors should use when developing their

IDIQ price schedule in tab one?

Providing such assumptions would help ensure that offerors’ pricing is realistic, comparable, and evaluated consistently and fairly.

from what location the item will be picked up by the contractor. The

Library does not have more information to price at this time.

This is the nature of IDIQ contracts.

The Library left the price schedule blank for offerors to provide their own pricing information for all direct costs that are generally required to ensure that the types of items described in Section C will be transported to the Library in the same condition they were received.

76 Section C describes that shipment needs may originate from various locations across the United States and internationally. Can the Library of

Congress confirm whether all or only some of the Task Orders issued under a given IDIQ will require pickup from private residences (e.g., donor homes), and if so, for which performance areas this may occur?

This is an Indefinite

Delivery/Indefinite Quantity (IDIQ) contract. The number, date, and pick up locations of deliveries is unknown. Orders will be issued as needs arise. This is the nature of

IDIQ contracts.

The Library does not know the locations from which donations will originate. It is possible that some task orders will require pickup from private homes. The exact number is not known in advance. Private-home pickups could occur for any of the four performance areas.

Also see response no. 10.

77 Many providers segment transportation and handling capabilities across Household Goods, Per the solicitation, the Library may make multiple awards for each of the four performance areas

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White Glove Services, and Standard

Freight. Each of these categories carries distinct compliance requirements, risk profiles, and operating procedures, particularly when personnel must enter a private residence rather than access freight at institutional loading docks.

Understanding the Library’s anticipated use of residential pickups is therefore essential for determining appropriate service classifications, safety requirements, and provider qualifications. Is the Library of

Congress considering multiple strategic IDIQ awards to leverage a broad base of carrier capabilities aligned to these differing service categories?

described in Section C. Section C also describes, generally, in what types of conditions deliveries may originate. The Library is relying on each offeror’s knowledge of the type of item to provide the necessary type of transportation to safely transport the items to be delivered to the

Library.

78 The list on page 7 of the solicitation identifies a wide range of formats and materials collected by the Library of

Congress. For pricing, packing, and resource planning purposes, can the

Library clarify which of these material types it considers NonFragile

(Performance Area #1) versus Fragile

(Performance Area #2) under C.3.1 definitions?

The Library will indicate what it considers a collection to be (Non-

Fragile, Fragile, Fine Art, or

Film/Media) in each order’s statement of work. See response no.

3 for further details.

79 Section C.3.3 addresses contractor responsibility for loss or damage, and

Section C.3.2(D) notes contractor responsibilities for customs documentation. To support accurate insurance, liability, and customs planning, can the Library specify how it will determine or provide:

• Declared value of items for liability/insurance purposes,

• Required indemnity levels for each performance area or shipment, and

• Valuation data needed for international customs filings?

Historically, the maximum value of a potential order has been

$2f50,000.00.

80 On the first Tab titled “IDIQ price schedule” in attachments J-1 – J-4, is the LOC requesting pricing for all

Offerors shall complete the IDIQ price schedule, which must include all types of costs to transport the

02/5/2026 Page 11 of 11 possible services (e.g., individual pricing per packing container, hourly rates for different labor types, etc.)?

Or, is the LOC requesting pricing on the first tabs relating to the corresponding Scenarios?

types of items described in Section

C (SOW). Offeror shall provide all of the items they expect to need to ship the types of items described in the solicitation. Offeror shall price all required costs, that offeror provided on the IDIQ Price schedule, that are necessary to price the scenario. Offeror shall describe or show its calculations to explain how offeror arrived at the total firm-fixed-price (FFP) for each scenario.

81 Can respondents also provide rates for the same scenarios (J1-J4) in the

RFQ that fall within a company's direct service areas?

This question is unclear.

82 For work falling outside of a company's direct service areas, will costs including local third parties for a portion of the services be considered?

The Library will issue firm-fixed-price orders (FFP) under each IDIQ contract resulting from this solicitation. The firm-fixed price must include all costs to provide the service(s) required by the contract(s)

83 Will film/media shipments contain any hazardous materials, including cellulose nitrate?

No.

84 Does the “unit” category on the IDIQ price sheet pertain to the number of shipments to complete a designated delivery described in the scenario tabs?

The IDIQ price schedule tab applies to the entire contract. Items in the

IDIQ price schedule should include the appropriate unit for the type of cost the offeror wishes to price.

Examples of appropriate units are

“each” or “trip” or “lot.”

Offerors are expected to apply prices from the IDIQ price schedule to provide a firm fixed price for each scenario in each attachment.