Amendment 030ADV26R0033 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 27

0001 06-11-2026 See SCHEDULE

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

030ADV26R0033

X

X X

See CONTINUATION Page

X 1

Samuel, Ramon

BLOCK 14 ADDENDUM

The purpose of this amendment as follows:

1. To respond to questions received. Answers are attached at Section J-9.

2. Section C, J and L have been revised accordingly.

All other terms and conditions remain the same.

030ADV26R0033 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

IDIQ STATEMENT OF WORK

Library of Congress National Book Festival - Event Management

C.1 Background The Library of Congress (“Library”) is the world’s largest library. Its mission is to support Congress in fulfilling its constitutional duties and to further the progress of knowledge and creativity for the benefit of the American people. More information about the Library can be found on the website www.loc.gov.

The Library of Congress National Book Festival (“Festival”) celebrated twenty-five years of words and wonder in 2025. The Festival is the Library’s most significant public outreach initiative, largest event, and is considered the premier book festival in the country. It embodies the life-changing contribution of books to the lives of people of all ages, backgrounds, and interests. The Festival has grown exponentially in offerings, attendance and reputation. It has captivated and enthralled millions of people – both in person and virtually

– who are inspired to read.

Even though the major attendee attractions are author presentations, the Festival’s primary goal is to connect visitors to unique collections and services available to them at the nation’s library. All aspects of the Festival planning and execution shall focus attention on a dynamic and engaging user experience. The Library will utilize a creative approach to integrally create a relationship between the authors and the Library’s collections, experts, expertise and services.

The Library hosted over 40,000 attendees on September 6, 2025 at the Walter E. Washington Convention Center in Washington, D.C.

to celebrate the 2025 Festival. Seven author stages showcased over 90 authors in solo presentations, conversations, and moderated panels. Hall ABC offered 21 book signing lines and a book sales areas. The Expo Floor in Hall DE offered the Library of Congress Pavilion, two themed children’s activation spaces, as well as dozens of exhibitor booths.

Coordination of Festival activities must be as near to flawless as possible. The event is highly complex and requires coordination of many tasks and details. Facilitating communications among all the players in this event is critical to a successful festival. More information on the Library of Congress National Book Festival can be found at the Library of Congress National Book Festival website: www.loc.gov/bookfest.

See attachment J-1 for Historical Information regarding the planning and coordination for the National Book Festival.

C.2 Scope Contractor shall provide audience-focused event management services for the Library of Congress National Book Festival.

C.3 Requirements Contractor shall provide staging, operations, management, and logistics services for the Library of Congress National Book Festival.

The Library will select the type of event (e.g. virtual, in-person, hybrid), method of execution (e.g. over one weekend, few weeks or a longer period of time), site for the event (if applicable) and provide details in each order. The requirements will be further defined in each order.

Contractor shall furnish all labor, supervision, materials, equipment, and management necessary to provide services under this contract, except where Government Furnished Property is specifically identified. Contractor must implement all necessary scheduling and personnel procedures to ensure timely performance of the requirements of this contract.

C.3.1 Festival Planning Based on the type of event that the Library selects and further defines in each order, Contractor shall provide the following Festival planning services:

IDIQ STATEMENT OF WORK

Library of Congress National Book Festival – Event Management

C.3.1.1 Virtual Festival Planning A. Assess and recommend best practices for the virtual components of the Festival;

B. Recommend high-level framework, cross-platform media opportunities, livestreaming, wireframes, and content types for the virtual event space;

C. Provide plans for:

1. Audiovisual services;

2. Web application creation;

3. Videography and webcasting/livestreaming;

4. Festival attendee needs; and

5. Library staff-related logistics.

C.3.1.2 In Person Festival Planning A. Assess and recommend best practices for the in-person components of the Festival;

B. Recommend high-level concept layout designs, diagrams, and maps for the physical event space;

C. Assess initial space needs, and monitor needs on an ongoing basis, to successfully execute the event;

D. Provide plans for:

1. Audiovisual services;

2. Videography;

3. Signage materials;

4. Coordination of electrical services;

5. Internet bandwidth;

6. Festival attendee needs;

7. Health and safety; and

8. Library staff-related logistics.

9. Expo hall and exhibitors.

10. Warehousing;

11. Labor;

12. Stages, Furniture and other site-appropriate furnishings;

13. Transport of goods to the selected event site from various locations;

14. Library materials and Exhibitor materials to and from the event site;

15. Catering services;

16. Event crowd control planning including signage and wayfinding direction, line queuing, security; and

17. Overall logistical support and strategy to ensure crowds of various sizes are properly managed.

E. Event Management contractor shall obtain price quotes from venue-specific required-use subcontractors as requested by the Library’s Contracting Officer’s Representative (COR) or specified in the order.

C.3.1.3 Hybrid Festival Planning A. Assess and recommend best practices for hybrid components of the Festival; and B. Provide planning services from C.3.1.1 and C.3.1.2.

C.3.1.4 Planning for all three types of events The following planning items may be utilized across all three types of events: virtual, in person and hybrid.

C.3.1.4.1 Festival Management Tools The Contractor shall provide the following Festival management tools, as further defined in the order:

(a) Centralized Event Management platform to manage and collaborate on documents and various other assets. System shall allow for file version control, link sharing and approval. This system could be used to provide for the storage of raw and edited audiovisual assets;

(b) Channel-based messaging platform for event staff to utilize during the Festival for one-on-one and group communications.

(c) Electronic Storage and Content Management system for Contractor to manage content deliverables and files and store media assets, including ingesting and storing source files local, and uploading final edits to the Library’s cloud system. Contractor shall maintain all content until all content is transferred to the Library and the COR confirms in writing that the data is secured on Library servers. All content must be pre-approved by the COR for quality of content and presentation.

C.3.1.4.2 Consultative Services Contractor shall provide strategic counsel and planning recommendations to the Library’s National Book Festival Director and the Contracting Officer’s Representative (COR) to achieve cost savings, enhancement of the Festival experience, and other desirable outcomes.

In order to accomplish these requirements above, the Contractor may be tasked to deliver the following services/end products:

C.3.1.4.2.1 Marketing and Outreach Plan The Contractor shall provide a detailed, comprehensive National marketing plan to promote the Festival and sponsors/donors in advance of the event, as further defined in the order. The plan shall offer the Library the tools to broaden, deepen, and diversify the Library’s public audience reach and impact.

The Library will execute the Contractor’s plan upon approval by the COR.

C.3.1.4.2.2 Long-term Strategy Plan Contractor shall prepare a detailed, comprehensive 5-year and/or 10-year strategy plan and report as further described in the order, including by not limited to:

A. Event purpose statement;

B. Event goals and objectives;

C. Event funding/sponsorship goals and benefits D. Roadmap to success;

E. Key Performance Indicators;

F. Event return on investment;

G. Event marketing goals;

H. Event requirements checklist; and I. Event automation to the extent possible.

Along with the suggested solutions, the contractor should provide related insights and justifications regarding a path forward, including cost justification, risk analysis, dependencies, and critical steps.

C.3.1.4.2.3 Toolkits Contractor shall prepare electronic toolkits, with tools, guidance, resources, and activities, as further defined in the order, to enable Library staff, donors, sponsors, partners and/or the audience to engage deeply with Festival programming.

C.3.1.4.2.4 Miscellaneous Consultative Requirements Orders may be placed for defined consultative requirements that are fulfilled utilizing the labor categories as set forth in this contract.

Potential orders may include the following types of services:

A. Communication Plan: The Contractor may be tasked to develop a communication plan to guide the implementation of recommendations or other determined changes, identifying and determining communication activities and messaging for all appropriate stakeholders.

B. Technical Assistance: The Contractor may be tasked to provide technical assistance in implementing strategic and programmatic changes.

C. Implementation Tasks: The Contractor may be tasked to:

a. Conduct risk assessment and mitigation planning;

b. Assist in the collection and analysis of data measuring the effectiveness of changes; or

c. Conduct periodic reviews and recommendations for adjustments to implementation plans and efforts to ensure the effectiveness of changes.

All recommendations and plans listed in C.3.1 and subsections must be approved by the COR.

Deliverables and reports shall be submitted to the COR, who shall have five business days to review and provide feedback. The Contractor shall address any and all COR feedback prior to acceptance of the deliverable.

C.3.2 Virtual Festival Contractor shall provide the virtual goods and services identified below, as further specified and defined in the order, when virtual services are requested.

C.3.2.1 Virtual Event Web Application Contractor shall design a mobile-first, Festival-branded web application (“Application” as further defined in the order. The Application shall act as a well-designed hub for online events and activities. For each Festival, the Library may host the Application for a few weeks, a few months, or up to a year.

C.3.2.1.1 Application Functions Contractor shall maintain an audience-focused design and execution of the Application. The Application must include the following functions:

A. Ability to fully integrate and coordinate between the loc.gov site and Application;

B. Ability to navigate across the Application, (e.g. tagging, filtering, and searching);

C. Ability to sort content, based on content metadata, (e.g. provide next-up or content recommendations);

D. Ability to support video playback with native closed captions;

E. Ability to link directly to videos, events or spaces from external locations;

F. Sponsorship opportunities throughout the Application;

G. Ability to broadcast live presentations and pre-recorded content;

H. Conform to Section 508 and WCAG 2.0 Level AA accessibility standards to ensure equal access for our diverse audience, as demonstrated through product testing and production of a Voluntary Product Accessibility Template (VPAT) upon request;

I. Ability to support live captioning through CART services in closed or open captions;

J. Fully responsive and compatible with mobile browsers;

K. Technical and audience user support and help service during online hours. Public access required;

L. Ability to host Festival areas:

1. Lobby, with high level navigation around the platform and video;

2. Interactive Presentation Schedule, with the ability for attendees to complete all items in C.3.2.1.1(N);

3. Expo Hall, for virtual exhibit booths;

4. Resource area, where Library and/or Library partners can offer resources to attendees;

5. Presenter biographies, which link directly from biographies to the interactive presentation schedule, live presentations, and pre-recorded content. Contractor will not be responsible for writing biographies or collecting headshots;

6. Presentation areas, that will show the presentations and offer interactive chat and/or Q&A. Contractor will not be responsible for writing content;

7. Gamification, game playing elements where attendees can engage with a specific Festival area, such as an interactive state map;

M. Allow attendee registration. Attendees shall be able to view content without registration, however, Application registration shall be required in order for attendees to interact with presenters and other attendees;

N. Allow attendees to customize their experience with the following capabilities, at a minimum:

a. Save events to their personal calendars;

b. Share NBF content through their linked social media accounts;

c. Create a personalized playlist;

d. Create personalized bookmarks; and

e. Link directly from schedule entries to author biographics, live presentations and pre-recorded content

O. Opportunities for attendees to interact with presenters through chat and/or Q&A;

P. Opportunities to engage, communicate, and receive content from sponsors, exhibitors and authors;

Q. Opportunities for attendees to connect with Library divisions and programs via live engagements;

R. Allow attendees to purchase books, Festival merchandise, and other merchandise via a Library-provided link;

S. Ability for attendees to opt-in for future Library communications; and

T. Ability for attendees to make donations via a Library sponsored link.

The Application may include the following functions depending on the Library’s needs:

U. Ability to host Festival areas:

1. Breakout rooms, where attendees can interact with each other via chat and/or Q&A about the Festival.

2. VIP area, a password-protected location for VIPs to watch curated content and interact with each other via chat and/or Q&A.

V. Allow attendees to purchase books, Festival merchandise, and other merchandise within the Application:

1. Book sales area, where attendees can purchase Festival books from within the Festival Application. Contractor will liaise with the Library-selected book seller.

2. Merchandise sales area, where attendees can purchase Festival merchandise from within the Festival Application. Contractor will liaise with the Library-selected shop.

3. Sales areas may be combined as long as orders can be independently relayed to at least two organizations for fulfillment.

4. Contractor will not be responsible for selecting or securing books or merchandise.

C.3.2.1.2 Data Collection As defined in the order, the Contractor shall collect the following data:

A. Number of unique visitors;

B. Number of page visits;

C. Number of videos viewed in aggregate and by video;

D. Number of viewers from the beginning, middle, and end of each presentation, and average attendance of each presentation;

E. Presentation viewing duration;

F. Duration of attendee engagement;

G. Attendee feedback for individual presentations;

H. Number of handouts viewed and downloaded, in aggregate and by handout;

I. Record of written interactions, such as chat and Q&A modules;

1. Sponsor branding/recognition views;

2. Dwell time;

3. Gamification;

4. Average content and presenter ratings;

5. Clickthrough rates;

6. Usage of all Application features.

Library staff must have direct access to all reports and event-specific data both in real time and while the Application is live. The Contractor shall provide a data dump of all available data, in a standard format, during the period of performance at the COR’s request.

C.3.2.1.3 Application Management Contractor shall conduct all Application management, development and deployment, including, but not limited to:

A. Application hosting;

B. Enabling Application and modules necessary for ingest and upload;

C. Pre-launch testing and approval by COR before date defined in the order;

D. Training and onboarding of Library staff, exhibitors and sponsors on all aspects of the web application, including site overview and recommendations for best practices to ensure Library staff are able to understand and utilize the Application to its fullest capabilities;

E. Live event day management;

F. All required Library IT approvals to meet the Library IT regulations described in contract clauses;

G. Provide administrative access to the Application to at least the COR and Library’s Project Manager.

C.3.2.1.4 Testing and Prototyping The Contractor shall submit a prototype of the Application to the COR, and conduct pre-launch testing, which shall be accompanied by at least two (2) rounds of COR and staff feedback. The Contractor shall produce the prototype environment.

C.3.2.1.5 Ramp Off Process Upon completion of the contract, or as requested by the COR, the Contractor shall conduct a ramp off process for the Application. The process may include transition meetings, administration transition for team, manuals, guides and transfer of all administrative control as specified in the order.

C.3.2.2 Operations Center and Administration Contractor shall provide the following Operations Center and Administration services, as further defined in each order:

C.3.2.2.1 Operations Center Contractor shall provide all the necessary components to set up a physical Operations Center Control Area (“Room”) to execute the live virtual event. The Room shall include an area to oversee rehearsal and final testing of the virtual event, and the live broadcast of the virtual event. The location of the Operations Center Control Area shall depend on the Festival format, and must be approved by the COR. In the event that the Library selects a virtual format, the Contractor shall provide the area, which shall be located in a commercial space. In the event that the Library holds a hybrid festival, the Library may provide the area onsite at the Library or at the Festival venue.

The area will contain one or more stations. Each station shall contain a minimum of a laptop, screen, internet, and technician, which the Contractor shall provide at their expense, and which shall be set up per each concurrent live presentation. The Contractor shall provide wired internet access to service all stations and staff working in the room.

The Contractor shall abide by all Center for Disease Control (CDC) recommended precautions to ensure the work environment and individuals in the environment shall be well protected.

C.3.2.3 Development of Virtual Festival Content Contractor shall provide a positive, seamless and professional presenter experience, which shall be conversational and not overly focused on technology.

C.3.2.3.1 Record Presentations Contractor shall provide video and audio-only recording services for presentations, as defined in the order. The Contractor may be requested to record presentations virtually, on-site at the Library of Congress or on-site at the presenter’s location. Most presentations will include two to three presenters.

The Contractor may be required to:

A. Determine presenter in-home recording capabilities;

B. Schedule presenters into the virtual studio (e.g. Zoom, Streamyard or comparable product);

The Contractor will be required to:

A. Provide a technical producer;

B. Produce individual tracks for each presenter;

The Library will:

A. Coordinate directly with presenters; and B. Provide a content producer for each presentation.

C.3.2.3.2 Pre-recorded Presentation Editing Contractor shall provide video and audio-only editing services. Examples of resulting final products are promotional shorts, podcasts, or video presentations. The Contractor may be requested to edit Contractor-recorded content, other pre-recorded content, and/or re-format content to suit appropriate online venues and social media platforms. The Library will oversee content editing decisions. All edited content must reflect a full and professional coverage of each event and activity.

All specific requirements shall be defined in the order. The Contractor may be required to provide the following:

(a) A technical producer for each presentation. The technical editing process must clear the video of stutters, unnecessary language, re-recorded/repeated answers, and sound bugs;

(b) Fully edited video content (using Adobe Premier Pro or similar software), which must contain bumpers, Library branding, Library-provided graphics, author photos, book jackets, sponsor recognition, and Library-provided b-roll in an HD format in a resolution of 1920x1080 (HD) or higher;

(c) Audio content shall be fully edited utilizing Adobe Audition, Pro Tools or similar software, containing bumpers and sponsor recognition in a WAV audio file format;

(d) Presentations, which shall include at least two (2) rounds of edits.

C.3.2.3.2.1 Voice-Over Contractor shall Voice-over services to introduce the presentations and/or provide background information.

C.3.2.3.3 Livestreaming of Presentations Contractor shall provide livestreaming presentation services. Live presentations may occur natively in a virtual setting or require livestreaming from an in-person location. All live presentations shall be recorded. As further specified and defined in the order, the Contractor may be required to provide:

(a) Strategy and planning: The Contractor shall attend planning meetings to discuss the framework and goals for live presentation services, including Run of Show creation and strategic planning around best available technology. All recommendations must be approved by the COR.

(b) Design, Copy and Video Asset Creation: create full graphics packages for each live presentation, including (but not limited

to) title cards, lower-thirds, teaser previews, branded “bug”; Dynamic transition media including video footage, using prior years’ footage and any video provided by Library or speakers; Supporting graphics for transition to audience at home while speaker is presenting; All creative provided includes two rounds of revision before final approval.

(c) Coordination of Livestream: The Library may choose to stream the same content on multiple platforms.

(d) Audience engagement opportunities: For example, online presentation with Q&A from an online audience, and/or online presentation with Q&A from social media.

(e) Contractor shall support live captioning.

C.3.2.3.4 Virtual Meet and Greets Contractor shall provide goods and services in order to successfully provide virtual meet and greets to attendees, as specified in the order. The virtual meet and greets may include video interactions between an individual or small group of attendees/donors, and the presenter(s).

C.3.2.4 Exhibit and Sponsor Coordination Contractor shall provide a positive, seamless, and professional coordination experience for exhibitors and sponsors.

C.3.2.4.1 Virtual Exhibit Area(s) Contractor shall coordinate and manage the virtual exhibit area(s), which may include sponsor, exhibitor, Library partner and Library of Congress virtual spaces. Contractor shall provide the following as further defined in the order:

a) Coordinate with the Library, other Library contractors, and the event exhibitors to identify materials required by the exhibitors;

b) Prepare and distribute web-based comprehensive exhibitor information kits to the exhibitors, including the timeline for submission of information;

c) Manage Exhibitors throughout the period of performance;

d) Provide guidance and support to exhibitors based on virtual space capabilities;

e) Coordinate the setup of virtual exhibit spaces;

f) Gamification;

g) Manage, build, and set up a virtual environment for exhibitor, sponsor and VIP content that is integrated into the Festival content.

h) Each virtual space shall include the following functionality:

i. Ability to link and interoperate with the Library website;

ii. Viewing and/or download of digital assets;

iii. Ability to embed and export images, videos, collection items, social media channels and sharable URLs;

iv. Provide live engagement with attendees.

C.3.2.4.2 Exhibitor Recruitment Program Contractor shall develop and coordinate an Exhibitor Recruitment Program. This includes creating and maintaining an Exhibitor Prospectus and Exhibitor Database and recruiting new exhibitors.

C.3.2.4.2.1 Exhibitor Prospectus At a minimum, the Exhibitor Prospectus shall contain the following information:

a) Highlights of past National Book Festivals;

b) General National Book Festival information, including dates and location;

c) Listing of attendee demographics;

d) Benefits for exhibitors;

e) Images from past conferences; and

f) Description of exhibitor packages, including pricing.

The Exhibitor Prospectus must be approved by the COR.

C.3.2.4.2.2 Exhibitor Database The Exhibitor Database shall contain information on all prospective exhibitors, including organization name, point of contact, and the status of each prospect. The Exhibitor Prospectus and Exhibitor Database must be in an easily readable spreadsheet format (such as Excel or Sheets), transferrable to the Library and should not use any specialized software. All prospective exhibitors must be approved by the COR.

C.3.2.4.2.3 Exhibitor Recruitment The Contractor shall send a copy of the exhibitor prospectus to recruit exhibitors from all organizations listed in the exhibitor database. Including the exhibitor prospectus, the contractor shall conduct at least three touch points with potential exhibitors. All prospective exhibitors must be approved by the COR.

C.3.3 In Person Festival Contractor shall provide the in person goods and services identified below, as further specified and defined in the order, when in person services are requested. Contractor shall provide overall coordination for:

1. Audiovisual services;

2. Videography;

3. Signage materials;

4. Coordination of electrical services;

5. Internet bandwidth;

6. Festival attendee needs;

7. Health and safety; and

8. Library staff-related logistics.

9. Expo hall and exhibitors.

10. Warehousing;

11. Labor;

12. Stages, Furniture and other site-appropriate furnishings;

13. Transport of goods to the selected event site from various locations;

14. Library materials and Exhibitor materials to and from the event site;

15. Catering services;

16. Event crowd control planning including signage and wayfinding direction, line queuing, security; and

17. Overall logistical support and strategy to ensure crowds of various sizes are properly managed.

C.3.3.1 Stage Backdrop and Scenic Contractor shall provide the following:

a) General backdrops

i. Hard wall backdrop with support

ii. Soft backdrop

iii. 3 quad x 3 quad (7' wide x 7' tall) Full Color Printed Backdrops for Media

iv. 5 quad x 3 quad (10' wide x 7' tall) Full Color Printed Backdrops for Performance Stages

b) Scenic backdrops

i. Custom backdrop printing

ii. Standoff hardwall

iii. Painted MDF ground row

iv. LED Tape

v. LED Video Wall

vi. Standoff “Tile GFX” Hard panel

C.3.3.2 Furniture and Décor Contractor shall provide the following:

a) Furniture that is appropriate for event stages:

i. Sofa (for up to 3 people)

ii. Oversized Sofa (for up to 5 people)

iii. Armchair

iv. Large armchair

v. Stage chairs – with arms

vi. Large Stage chair – with arms

vii. Stage chairs – without arms

viii. Large stage chair – without arms

ix. Coffee Table

x. End Tables

b) Décor

i. Carpet with skirting

ii. Stage Lighting

iii. Potted Plants

iv. Additional Stage Décor

C.3.3.3 Rope & Stanchions, Stanchion Sign Holders, and Pipe & Drape As defined in the order, Contractor shall provide the following:

a) Rope & Stanchions

b) Stanchion Sign Holders

c) Pipe and Drape – Three (3) Foot

d) Pipe and Drape – Eight (8) Foot

e) Masking Drape

C.3.3.4 Exhibitor Booth, Exhibitor Space and Book Signing Area Items Contractor shall provide the following:

a) Chairs

b) Plastic Chairs

c) Stools

d) Skirted six (6) foot table

e) Skirted eight (8) foot table

f) Table Linens (e.g. for six (6) foot and eight (8) foot table)

g) Wastebasket

h) Booth Author Flag

C.3.3.5 Event Signage Contractor shall provide signage printing/production services; delivery, placement and set-up of indoor and outdoor informational and event-identifying banners; podium signage; banner stands; schedule signs and other associated event signage, including but not limited to:

a) Banners (e.g. rigged, promenade, aisle, exterior);

i. Promenade Banner

ii. Hanging Banner (4ft x 20ft) (Single sided)

iii. Outside Banner (17ft x 32ft) (Mesh and rigged on outside of the building)

iv. Large overhead banner (4ft x 20ft) (Single sided)

b) Signage

i. Podium signs (18’’ x 24’’);

ii. Signs to identify non-program areas;

iii. Schedule, Accessibility and Misc. signs (e.g. for program stages, authors, presenters, exhibitors);

iv. Directional kiosks and signs;

v. Additional signage

Contractor shall coordinate all signage and advise on content, placement and additional signage needs.

Using Library provided artwork and designs, Contractor shall create overhead informational and event identifying banners, podium signage, book sales signage, banner stands, schedule signs, basic hanging signs, Ask Me Fans, signage thanking sponsors and other signage as specified in the order.

Using Library provided designs, Contractor shall create the following signage:

1) identifying signs for non-program stages and areas; schedule signs for program stages;

2) promenade banners; directional kiosks;

3) exhibitor signs;

4) signs designating next and current authors at book-signing areas;

5) table number signs at book-signing areas;

6) author name signs;

7) author signing schedule signs;

8) author check-in signs;

9) author escort signs;

10) books sales signs;

11) stage schedule signs;

12) volunteer check-in signs; and

13) wayfinding signage, as further defined in the order.

The number, size and format of signage will be defined in the order.

C.3.3.6 Festival T-shirts Contractor shall provide T-shirts to identify Festival staff and volunteers. Specifically, contractor shall:

a. Basic T-shirts: Provide and distribute Basic T-shirts (based on artwork and design to be provided by the Library) ranging from size X-small to size XXX-large, and of a cotton base (or adequate substitute), to Library staff, volunteers, contractors, and other event personnel. COR will provide sizes and totals for each group (staff, volunteers, etc.), and Contractor shall separate each order by group.

b. Premium T-shirts: Provide and distribute Premium T-shirts (based on artwork and design to be provided by the Library) ranging from size X-small to size XXX-large, and of a high quality cotton base (or adequate substitute), to Library staff, volunteers, contractors, and other event personnel. COR will provide sizes and totals for each group (staff, volunteers, etc.), and Contractor shall separate each order by group.

c. Group deliveries will be based on training locations, likely to be at the Library of Congress and/or the event venue. The Library will be responsible for distributing shirts to individuals after receiving group deliveries by the Contractor.

C.3.3.7 Festival Credentials, Emergency Contact Cards and Lanyards Contractor shall create and provide:

a) credentials,

b) emergency contact cards,

c) and lanyards.

Double-sided full-color credentials and double-sided card with emergency contact information. Multiple types of credentials will be needed. All credentials and contact credentials shall be based on artwork and design that will be provided by the Library. Lot will be given to COR for further distribution.

Full-color, double-sided, 3/4" wide lanyards for use with the credentials. Design will be provided by the Library. Lot will be given to COR for further distribution.

C.3.3.8 Audio-Visual and Technology Equipment, Services, and Support In order to successfully produce live presentations, the Contractor shall provide in person audio-visual and technology equipment, services, and support as defined in the order, to include:

a) Stage audio;

i. Wired Microphones

ii. Wired Microphone stands

iii. Wired Lavaliers

iv. Wireless microphone

v. Wireless Handheld Microphone

vi. Countryman microphone

vii. Wireless Lavaliers

viii. CD player

ix. Radio playback

x. Speakers

b) Video equipment;

i. Robotic cameras

ii. interpreter monitor

iii. downstage monitor

iv. confidence monitor

v. teleprompter

vi. televisions

vii. projectors

viii. large format screens (minimum 55’’ screen)

c) Assistive listening devices;

d) Audio patches for assistive listening devices

e) Communication Access Real-time Translation support

f) Communication Access Real-time CART Support ;

g) Staging for event items or materials;

i. Lectern

ii. Lectern mic

Contractor shall provide equipment related to power distribution. Contractor shall also provide additional back-up equipment to ensure coverage of any faulty or failed items. A recorded copy of event programming shall be furnished to the Library upon completion of the event.

C.3.3.9 Lighting In order to successfully produce live presentations, the Contractor shall provide in person lighting equipment and services as defined in the order, to include:

a. Ground supported Stage lights

b. Motion Lights

c. Spotlights

d. Scenic stage lighting

e. Audience lights

f. Podium lights

g. Table/Desk lights

h. Additional lighting

Contractor shall provide equipment related to power distribution for all lighting equipment.

C.3.3.10 Carpet Contractor shall provide basic carpet and premium carpet for the event as further defined in the order. Specifically, contractor shall:

a. Basic Carpet – provide basic carpet for walkways and aisles with durability for high foot traffic.

b. Premium Carpet – provide a premium carpet for VIP areas, stages, stage areas, exhibitor spaces, and presentation spaces with high durability, comfort and a polished look. Premium carpets must be made of high-quality materials.

C.3.3.11 Drayage Contractor shall provide drayage services as defined in the order.

C.3.3.12 Miscellaneous Supplies Contractor shall provide the following miscellaneous supplies for the event:

a. Black pens, suitable for autographs

b. Blue pens, suitable for autographs

c. Black permanent, fine point markers, suitable for autographs

d. Metallic permanent, fine point markers, suitable for autographs

e. Rubber bands, including #33

f. Self-adhesive, easy peel name tags

g. Steel scissors

h. Safety scissors

i. Letter size printer paper, white

j. Letter size printer paper, colored

k. Legal size printer paper, white

l. Legal size printer paper, colored

m. Non-latex gloves, small

n. Non-latex gloves, medium

o. Non-latex gloves, large

p. Dow rods (at least 1/2 inch diameter by 12 inches long)

q. Easel Flip Chart Pads

r. Metal easels (of size and construction to hold easel flip chart pads)

s. Notepads (e.g. 6" x 9" steno syle notepads)

t. Industrial packing tape with disposable dispenser

u. Sticky note pads (e.g. 3"x3" yellow)

v. Small gold-style pencils

w. Health and safety precaution kits (Hand sanitizer, plastic/acrylic/plexiglass shields, temperature checks)

x. Expo floor masking drape

Contractor shall also provide necessary lift equipment to complete requirements (e.g. forklift, scissor lift, book lift, AV lift).

C.3.3.13 Exhibit and Sponsor Coordination

C.3.3.13.1 Exhibitor Coordination The Contractor shall:

(a) Coordinate with the Library, other Library contractors, and the event Exhibitors to identify and price Exhibitor materials;

(b) Prepare and distribute web-based comprehensive informational packets to the Exhibitors for the selection of exhibit materials offered, the associated costs, and the timeline for placing orders;

(c) Provide guidance on space needs to Exhibitors;

(d) Coordinate and oversee shipping of Exhibitor materials and/or Library of Congress materials to/from the event site;

coordinate with warehouse and provide weekly updates to the Library;

(e) Prepare and distribute comprehensive informational packets developed by the Library and Exhibitors;

(f) Distribute materials purchased by the Exhibitors;

(g) Coordinate the setup of exhibit spaces; and

(h) Management of Exhibitors throughout the period of performance.

C.3.3.13.1.1 Exhibitor shall be provided the following items and services based on Library-determined exhibit booth size:

(a) Each 10'x10' booth shall include: all coordination necessary, one skirted table, two plastic chairs, one wastebasket, high pipe and drape as a booth backdrop, low pipe and drape to define sizes and up to 100 pounds of drayage (included in C.3.3.6.2).

No carpet shall be included in the booth.

(b) Each booth from 101 square feet to 1,000 square feet shall include: all coordination necessary, one skirted table, two plastic chairs and one wastebasket per 100 square feet, high pipe and drape as a booth backdrop, and low pipe and drape to define sides. No drayage or carpet shall be included.

(c) Each booth over 1,000 square feet shall include: all coordination necessary, one skirted table, two plastic chairs and one wastebasket per 250 square feet, and high pipe and drape as a booth backdrop. No drayage or carpet shall be included.

(d) If the Contractor is required to provide Exhibitor booths at the Library of Congress, the Contractor shall provide all coordination necessary, table linens, and up to 100 pounds of drayage. No carpet shall be included. The Library will provide tables, chairs, and wastebaskets.

C.3.3.13.2 Physical Exhibit Area Contractor shall coordinate the exhibit area, which includes the book signing area, the book sales area, information booths, sales booths, Exhibitor booths, and Library of Congress booths. Contractor shall coordinate all aspects of the exhibit floor with and between Library staff, Exhibitors, sponsors, other Library contractors, and subcontractors to envision and execute all respective areas.

Contractor shall provide the following as further defined in the order:

a) Warehouse items before and after the event

b) Ship goods between the warehouse and event venue

c) Equipment rental, delivery, and setup

d) Drayage

e) Labor for setup and dismantle

f) Carpet

i. Basic carpet only

ii. Padding not required

g) Pipe and drape

h) Furniture

i) Signage

j) Rope and stanchions

k) Book signing lines, including but not limited to:

i. Rope & Stanchions

ii. Booth Author Flags

iii. Masking Drape

iv. Pipe & Drape

v. Plastic Chairs

vi. 6' Skirted Table

vii. Wastebasket

viii. Contractor not responsible for staffing the book signing area.

l) Information counters, including but not limited to:

i. Structure

ii. Graphics to encase the outer calls

iii. Stools

iv. Contractor is not responsible for staffing any information counters.

m) Sales counters, including but not limited to:

i. Structure

ii. Graphics: one to cover front façade

iii. Stools

iv. Contractor is not responsible for staffing any sales counters.

C.3.3.13.3 Exhibitor Recruitment Program (In-Person Festival) Contractor shall develop and coordinate an Exhibitor Recruitment Program for the In-Person Festival as described in Section C.3.2.4.2 and its subsections.

C.3.3.14 Additional Services The Contractor shall provide the following additional services, as further detailed in the order:

a) Install and Design Show Site;

b) Rigging;

c) Janitorial/Trash Removal;

d) Sanitation of shared surfaces;

e) Health and safety precautions, such as hand sanitizer, plastic/acrylic/plexiglass shields and temperature checks;

f) Inventory and storage of evergreen items in a secure, climate-controlled location;

g) Masking tape drape installation/removal; and

h) Mother’s Room, including seating, tables, privacy screens, power, extension cords and refrigerators.

C.3.4 Hybrid Festival Contractor shall provide a combination of the goods and services identified in sections C.3.2 and C.3.3, as further specified and defined in the order, when hybrid services are requested.

C.3.5 Accessibility Support Across all Festival models, Contractor shall coordinate accessibility support for all video on demand and live interactions and ensure equal access to all content for individuals with disabilities pursuant to the American with Disabilities Act Amendments Act

(ADAAA).

The Library will provide all closed captioning, live captioning, braille programs, and sign language interpreting services through separate contracts.

C.3.6 Television-style Broadcasting Team Contractor shall provide a television-style broadcasting team, with at least one (1) videographer and one interviewer to broadcast live from around the event space and interview presenters, sponsors, Library staff and attendees.

C.3.7 Transportation Services The Contractor shall provide round trip shuttle transportation for Festival attendees between the Festival site and the Library, as further detailed in the order. Time and frequency of services will be based on the operational hours of the Festival and the Library of Congress. Number of potential users will be based on the availability of services. Contractor shall also provide the following vehicle types:

a. Up to 12-seater van

b. 24-seater Minibus: 4 hour block

c. 50-seater Coach: 4 hour block

d. ADA-compliant (up to) 12-seater van

e. ADA-compliant 24-seater Minibus

f. ADA-compliant 50-seater Coach

C.3.8 Shipping & Delivery Contractor shall deliver event items and good from contractor’s warehouse to the event venue location. For the delivery of all event deliverables, the Contractor shall coordinate delivery tasks with the COR at least one week prior to the proposed delivery date. All deliveries must be made as described in LC52.211-2 (Deliveries to the Library of Congress) or as defined further in the order to venue locations off-site from the Library of Congress.

C.3.9 Ticketing Contractor shall provide event ticketing services for the National Book Festival. Specifically, contractor shall:

• Provide online ticketing and registration for all festival attendees.

• Provide online ticketing and registration for specific festival events or special programs.

• On-site technical support

• On-site badge and ticketing services

• Real-Time analytics tools for registration numbers, attendance, and session tracking.

• Lead retrieval systems and transfer system to LOC

• Portable handheld and kiosks for onsite scanning of registrants

C.4 Meetings and Reporting The following requirements apply across all three Festival Models

C.4.1 Meetings Contractor shall:

(a) Participate in a kick-off meeting either at the Library or virtually, within five (5) days of the contract and/or order start date.

All of the Contractor’s key personnel must attend.

(b) As requested by the COR, schedule and/or participate in project meetings with the Library Team (including Library staff and contractors), and/or managers of the event venue to achieve the successful staging of the Festival.

(c) Meetings are anticipated to be held at least monthly during the task order period of performance, with meetings changing to a weekly schedule in the 12 weeks leading up to the event, and more often as to be determined by the Contractor or the Library.

(d) Participate in a debrief meeting, as further described in each order. All Contractor’s key personnel shall attend.

C.4.2 Reports

C.4.2.1 Written status update reports

Contractor shall provide written status update reports on at least a monthly basis during the order period of performance, with submissions changing to a weekly basis for the 12 weeks leading up to the event, and more often as deemed necessary by the Contractor or the Library. Reports may be submitted via email in a common format.

C.4.2.2 Comprehensive Post-NBF written report

Contractor shall provide the COR with a comprehensive post-NBF written report which will evaluate the Festival, and focus on the successes and areas for improvement. The Library will use all information provided in the post-NBF written report to inform future Festival decisions across the entire event. The due date for the report will be specified in the order, likely to be no later than 30 days after the conclusion of the event.

The post-NBF report, at a minimum, shall include the following, as described in the order:

(a) Actual signs printed: description, number, and type of the sign;

(b) Actual supplies purchased: description, number, and type of each item;

(c) Actual drayage usage, detailed for each location;

(d) Actual carpet usage, detailed for each location;

(e) A list of goods and services provided and associated price;

(f) Raw data and metrics regarding Festival execution and participation--especially data collected as part of the web (App) application;

(g) Analysis of data collected from event, including totals by data type, overall themes, surprises; and

(h) Provide suggestions for future festivals based on contractor’s experience, including logistics, enhancements, sponsor benefits and integration, and lessons learned.

C.5 Key Personnel and Staff Qualifications The Contractor shall provide experienced staff with a demonstrated track record of success for each order placed by the Library. The Project Team shall consist of a Project Executive; a Project Manager; and one or more Event Experts in the field related to specific tasks, as well as specialists required to perform the specific task. The Project Executive and Project Manager shall be identified within the contract as “Key Personnel.” Event experts may be designated as Key Personnel in particular orders.

C.5.1 Project Executive The Project Executive must be the Company’s President or Vice President and demonstrate the following:

1. More than 10 years of experience in event planning, operations, and execution;

2. Demonstrate experience managing event budgets in excess of $1 million for event planning, operations, and execution; and

3. Experience planning, operating, and executing events for large cultural, educational, governmental or non-profit organizations.

C.5.2 Project Manager The Project Manager must demonstrate the following:

1. More than 7 years of experience in event management project management;

2. Experience managing budgets in excess of $750,000 for event operations; and

3. Experience planning, operating, and executing events for large cultural, educational, governmental or non-profit organizations.

C.5.3 Other Staff

C.5.3.1 – Management Consultant Staff Contractor shall provide the following management consultant staff for the services described in section C.3.1.4.2.4 and further defined in the order:

a. Management Consultant: Specialist: must have at least 5 years of experience providing management consultant services for large-scale events similar to the National Book Festival.

b. Management Consultant – Senior: at least 7 years of experience providing management consultant services for large-scale events similar to the National Book Festival.

C.5.3.3 – Television Broadcasting Staff Contractor…