030ADV26R0031 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 9

0001 05-06-2026

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

030ADV26R0031

X

X X

See CONTINUATION Page

X

See Block 14 Addendum

Robinson, James

BLOCK 14 ADDENDUM

The purpose of this solicitation amendment is to publicize questions received and the Library’s responses. As a result of this amendment, the following changes are made:

1. Attachment J3 – Q&A_030ADV26R0031_20260506 is added to Section J.

2. Clarifications are made to Section C.3 and are highlighted in yellow.

Apart from those listed herein, no other changes are made and it is the offerors responsibility to review the full terms and conditions of the solicitation and to stay apprised of solicitation amendments.

CONTINUATION PAGE

030ADV26R0031 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C. STATEMENT OF WORK

P1MI Film Viewing and Handling Equipment Maintenance

C.1. OVERVIEW / BACKGROUND

The Library of Congress (Library) owns and operates a variety of historic and contemporary equipment for the preservation of film formats. This equipment includes motion picture film viewing flatbeds, motorized motion picture winders, splicers, synchronizers, and manual rewinders. This equipment is housed across two Library locations, the Madison Building in Washington, D.C. and the Packard Campus or National Audiovisual Conservation in Culpeper, VA.

The equipment is highly specialized to meet the various media formats housed in Library collections. In many cases, the equipment is aging, historic, and no longer manufactured, making its care imperative for staff to continue providing material preservation, conservation, and viewing. The Library requires contractor support for regular maintenance, repairs, and occasional upgrades of these machines and equipment to provide researchers, staff, and members of Congress access to archival film collections without damaging them.

C.2. SCOPE

The contractor shall provide routine and ad hoc repairs, preventive maintenance, remote support, and occasional upgrades to the listed machines and equipment, including flatbed viewing machines, synchronizers, power and manual rewinds, and power and manual splicers (including ultrasonic, cement, and tape).

C.3. REQUIREMENTS

The full machine list including quantity of machines/equipment, make and model, serial numbers, and locations is available in Attachment J1 – Machines – Equipment and Pricing List. The contract covers the Library’s 44 machines and approximately 200 pieces of equipment, as defined below in 3.1 A and B.

If the COR determines that machine(s) or equipment must be taken out of service, the Library will modify the contract to remove the item and include replacement machine or equipment, if there is any, provided it is of similar make and model to the machine(s) taken out of service.

The contractor must provide all tools and equipment needed for service of machines and equipment.

Task orders, purchase card orders, or COR-initiated QB task orders may be used to procure services and supplies under this contract. For the purposes of this contract, all ordering formats will be referred to as “order(s).”

3.1 Onsite Preventative Maintenance Services

Preventative maintenance visits typically occur once annually. Each preventative maintenance visit will service approximately 40-44 of the Library’s flatbed and rewind machines and no more than 40 of the Library’s various pieces of equipment. The machines and equipment to be serviced during each preventative maintenance visit will be identified at the order level.

Preventive maintenance shall occur onsite at the Library’s two locations (see Section F) and include a range of services identified below by machine/equipment type. The contractor is required to provide all labor, routine parts, tools, and consumables required to successfully perform preventative maintenance services. Routine parts shall be identified by the contractor and included in the price of preventative maintenance, minor repairs, or upgrades. Contractor shall bring a supply of routine parts on each service call. The cost of preventative maintenance services shall be provided per listed machine or piece of equipment (see Attachment J1) and include all labor and routine parts required to successfully complete the service or maintenance described below and bring the machine into operational status.

A. Flatbeds and Rewind Machines The inspection, cleaning, and minor repair of all flatbeds and motorized rewinds shall include at least the following:

Plate and roller cleaning and lubrication;

Cleaning optics;

Adjustment of picture and sound gates;

Adjustment of spindle and belt tension;

Clean and align sound heads;

Inspect machines for safe transport of film through film path;

Assess and maximize image quality, correcting brightness focus, flicker, or other issues as necessary.

B. Film Handling Equipment The inspection, cleaning, and maintenance of splicers, synchronizers, and manual rewinds and split reels shall include at least:

Splicers: Test for splice quality, lubricate and clean where needed; align, adjust, and replace parts as needed.

Synchronizers, rewinds, and split reels: Test, lubricate and clean where needed; align, adjust, and replace parts as needed.

3.2 Offsite Preventative Maintenance Services

Maintenance of splicers, synchronizers, and manual rewinds may occur offsite depending on priority and frequency of use of the item. If this is anticipated, the COR will contact the contractor for availability, scheduling, and a service quote including all necessary shipping return costs from the contractor to the Library. Requirements for on or off-site maintenance will be noted at the order level.

No shipping of devices or reimbursement of shipping costs shall occur without prior authorization and inclusion in the order.

3.3 Non-Preventative Maintenance

Non-preventative maintenance visits will occur as needed. To the best of the Library’s ability, non-preventative maintenance will be scheduled to occur during an already planned preventative maintenance visit. However, for needs requiring a separate visit, the contractor shall coordinate with the COR for scheduling.

Non-preventative maintenance, or ad hoc repairs and upgrades, includes fixing broken parts, electrical systems, or other problems that cause the machine or equipment not to function or to function poorly (such as preventing playback or rewinding, endangering film collections, or affecting viewing quality). These repairs must restore the machine or equipment to optimal operational condition.

A. Maintenance, repairs, and upgrades will be priced using time and materials and/or labor hours, to include any required non-routine parts, labor, travel (if required), and other direct costs associated with successful completion of the work.

B. The contractor must provide a written estimate for the repair for review, acceptance, and authorization to begin work by the COR. No work shall begin until the COR provides written authorization for the supplies and/or services.

C. If the contractor finds through the course of work that the repair will exceed the original estimate provided to the COR, they must notify the COR immediately and shall not continue or perform the additional repair without written authorization from the COR.

D. The contractor must provide the final invoice to the COR after the performance of the non-preventative maintenance, inclusive of all parts and labor, after successful completion of the work.

E. If a non-preventative maintenance need becomes apparent during a preventative maintenance visit, it must also follow this protocol for notification, approval/authorization, performance, and payment on completion, inspection, and acceptance.

Due to the age of some machines and equipment, repair to optimal operation condition may not be possible due to an inability to find replacement parts or a contractor’s opinion that a repair would cause more harm than good. If this occurs, the contractor shall provide a summary of work completed, condition of equipment, and professional diagnosis/opinion. The COR will review and, if appropriate, provide written acceptance of the contractor’s findings thereby marking an item “unrepairable.” If an item is unrepairable, the contractor will not be responsible for repairing them and it will be removed from Attachment J1 via signed contract modification from the Contracting Officer.

3.4 Non-Routine Parts

If non-routine parts are required for maintenance or repair of order items, the contractor shall provide a written quote for those parts to the COR and the price to be paid shall not exceed the established catalog or market price. This must include documented evidence of fair market value or commercial price for the items. The Library has a stock of parts associated with the machines and equipment and may have the required part available. If the Library has a part in stock, the COR will identify if that part shall be used in the replacement or if the new part proposed by the contractor will be required. No non-routine parts shall be replaced or purchased under this contract without inclusion on a fully executed, signed order from the Contracting Officer or written authorization from the COR to be paid upon delivery, installation, inspection, and acceptance.

3.5 Reports

The contractor shall provide the COR with overall condition report of machines (flatbed viewers and power rewinds) within 30 calendar days following each trip. The report shall detail maintenance, repairs, and upgrades performed, and provide recommendations for additional work or parts, if any. Equipment items (splicers, synchronizers, and manual rewinds and split reels) may require reports at the order level.

3.6 Remote Support

The Contractor shall provide remote support services to identify or troubleshoot issues to determine if service is needed on any of the covered machines and equipment. Remote services are anticipated to occur infrequently and will likely only be required to assist in diagnosis or troubleshooting for a possible machine/equipment repair or service. This support shall include assistance via voice or video call. If this remote support is required beyond the contractor’s company standard of availability for client inquiries, labor hours may be quoted to the COR at the rates provided in Attachment J1.

4. SCHEDULE OF EVENTS/DELIVERABLES

Paragraph reference Description of Event/Deliverable Due date/Payment schedule

3.1 One (1) annual onsite

preventative maintenance service visit for equipment at the Madison Building, Washington, D.C.

To be defined at the Order level:

May be performed as a separate visit or combined with the visit to the Packard Campus.

Visit(s) to be scheduled within 30 calendar days of Order period of performance start date and completed by the period of performance end date. Payment tendered on successful service completion and written acceptance from the COR.

3.1 One (1) annual onsite

preventative maintenance service visit for equipment at the NAVCC Packard Campus, Culpeper, Virginia.

To be defined at the Order level:

May be performed as a separate visit or combined with the visit to the Madison Building.

Visit(s) to be scheduled within 30 calendar days of Order period of performance start date and completed by the period of performance end date. Payment tendered on successful service completion and written acceptance from the COR.

3.2 Offsite preventative repairs and

maintenance of splicers, synchronizers, and manual rewinds.

To be defined at the Order level.

To be identified at the order level.

3.3, 3.4 Non-preventative and ad hoc repairs, parts, or upgrades.

As needed and defined at the Order level.

When possible, co-scheduled with preventative maintenance visit (C.3.1).

When not possible to co-schedule, services must be scheduled within 14 calendar days after the period of performance start date of a Order or purchase card authorization.

3.5 Reports, as required by 3.6

and/or at the order level.

Due within 30 calendar days of work completion.

3.6 Remote support As needed to prepare for

preventative and/or non-preventative needs with 48 hour return time via phone or email.

C.5 CONTRACTOR TRAVEL

During performance of the contract, the Contractor will be required to travel to the Library’s Madison Building in Washington, D.C. and the NAVCC Packard Campus in Culpeper, Virginia. Travel will be required and identified for one or both locations at the Order level. Travel shall not occur without a signed Order including travel from the Contracting Officer or purchase card authorization from the COR expressly identifying the need for travel.

Travel pricing must be in accordance with the Federal Travel Regulation (https://www.govinfo.gov/content/pkg/CFR- 2021-title41-vol4/pdf/CFR-2021-title41-vol4.pdf) and GSA Travel Resources (https://www.gsa.gov/travel#tab--povmileage). No labor or parts costs associated with the above identified services are to be included in the price of travel.

C.6 KEY PERSONNEL

The Contractor shall provide one Senior Service Technician. The Senior Service Technician shall have extensive experience and intricate technical knowledge in the maintenance and repair of film viewing motion picture flatbeds and rewinds, including historic and old equipment, such as those used by the Library and its patrons for viewing and handling archival film collections. At a minimum, the Senior Service Technician shall have at least 5 years repairing the machines listed in Attachment J1 or machines that are functionally equivalent in their operations and maintenance.

030ADV26R0031 0001 Section J

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

See attached document: J3 - Q_A_030ADV26R0031_20260506 02.

End of Document