Amendment 1 - 030ADV27R0009 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 21

0001 11-05-2026 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

030ADV27R0009

X

X X

See CONTINUATION Page

X 1

Robinson, James

BLOCK 14 ADDENDUM

1. Answer Offeror questions. See Attachment J6 dated 11-04-2026. The deadline for submission of proposals remains unchanged at 11/30/2026 at 12:00 PM EST.

2. Add text at Section B Contract Type and delete unapplicable text as noted in red text.

3. Edit text in the Statement of Work at Section C.1 Background as noted in red text.

4. Edit Section J List of Attachments as noted in red text.

5. Reattach updated Attachment J3 - Evaluation Pricing Spreadsheet dated 11-04-2026.

6. Edit text in Section L.6 under Volume 4) Price Volume as noted in red text.

7. Edit text to Section M.3 under Evaluation Factor 4) Pricing Factor as noted in red text.

030ADV27R0009 0001

Table of Contents

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

B.2 LC52.216-3 CONTRACT TYPE (JUN 2016)

B.3 PRICE SCHEDULE

B.4 ORDERS

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

LC52.215-1 PROPOSAL SUBMISSION INSTRUCTIONS - BEST VALUE TRADE-OFF (JUL 2016)

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 LC52.215-2 EVALUATION - BEST VALUE TRADE-OFF (FEB 2020)

030ADV27R0009 0001 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

BASE PERIOD POP: 03-02-2027 to 03-01-2032 Title: Total Items: 1 Base Period Period Total: _______________

ITEM TITLE QUANTITY UNIT UNIT PRICE TOTAL AMOUNT

Microfilm Inventory 5.00 YR $_______________ $_______________00-0001

PERIOD OF PERFORMANCE: 03/02/2027 - 03/01/2032

PRICING ARRANGEMENT: Fixed Price with Economic Price Adjustment

TOTAL PRICE: $_______________

B.2 LC52.216-3 CONTRACT TYPE (JUN 2016)

NOTICE: CLIN 0001 is marked as "Firm Fixed Price with Economic Price Adjustment." This is an error caused by the Library's new Contract Writing System and cannot be changed. This contract does not contain an Economic Price Adjustment.

This is a Solicitation for a single award Indefinite Delivery Indefinite Quantity (IDIQ) Contracts. Individual Firm-Fixed Price (FFP) Task Orders shall be issued against this IDIQ, the cumulative value of which shall not exceed the maximum defined in the contract. The minimum does not represent the minimum amount for each order under this contract.

IDIQ Minimum: $50,000.00

IDIQ Maximum: $2,000,000.00

The Library of Congress will order the specified minimum amount under this IDIQ contract. Specific requirements will be identified in individual orders issued under this contract. During the life of this contract, the Government may order items in any quantity up to the specified maximum contract value.

*The IDIQ maximum ceiling is not reflective of a guaranteed amount of work*

B.3 PRICE SCHEDULE

All unit prices for this IDIQ Contract are to be Firm-Fixed Price. Pricing is established in Attachment J3. All overhead prices, including labor, materials, and shipping costs shall be included in the unit price for all items. This contract uses Ordering Periods and not Option Years. As a result, no options need to be exercised during the life of this contract.

Orders may be placed for estimated pages at fixed unit prices based on the tables below. Orders shall also indicate a ceiling price.

030ADV27R0009 0001 Section B

Description Ordering Period I

(3/2/2027-3/1/2028)

Ordering Period II

(3/2/2028-3/1/2029)

Ordering Period III

(3/2/2029-3/1/2030)

Ordering Period IV

(3/2/2030-3/1/2031)

Ordering Period V

(3/2/2031-3/1/2032)

Item Unit Price Unit Price Unit Price Unit Price Unit Price

Inventoried Archival Masters and Print Negative Microfilm Reels

B.4 ORDERS

In the event that a task order period of performance crosses ordering periods as defined in Section B, task order unit pricing must comply with the ordering period price that is current at the time the order is placed.

No blended rates will be authorized at the order level.

For instance, if an order, with a 12-month period of performance starts January 27, 2028, the Ordering Period I rates will be used to price the entire order. An order cannot be priced using prices for two different Ordering Periods.

(End of Clause)

030ADV27R0009 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Microfilm Inventory

Statement of Work

C.1 BACKGROUND

The Library of Congress (Library) is the world's largest library collection with more than 175 million items. The collection includes books and other printed materials, serials, manuscripts, photographs, maps, music, microfilm, audio recordings, and moving images. The Library’s Preservation Services Division (PSD) under Preservation Directorate, Discovery and Preservation Services, is a stewardship division responsible for services that modify or reformat materials for preservation and for the management information systems required to enact preservation services at scale. The division is the custodian of the microform collection at the Library; facilitates after-market binding for library materials; business support services for contracted preservation services; and development and maintenance of the management information systems and technologies required for effective operations of preservation activities across all Preservation Directorate divisions.

The PSD requires contractor support to inventory Archival Master and Print Negative microfilm collection reels of vast newly acquired and retrospectively selected collections. This critical component of PSD’s inventory management supply chain requires the physical and intellectual verification of data elements to ensure accuracy based on the Library’s criteria. The Contractor shall play an integral part in managing the collections by conducting various inventory tasks as detailed in Section C.3 Requirements.

This microfilm represents a large variety of library formats such as newspapers, serials, legal gazettes and periodicals, and special collections including but not limited to monographs, manuscripts, musical scores, telephone directories, and copyright deposits. The Archival Master microfilm collection is currently stored in two locations. One major reason for conducting this inventory project is the preparation of the collection for its final move to a single off-site storage location at Ft Meade, MD. The actual inventory work under this contract will be completed on-site in office space provided by the Library.

The Library seeks a qualified Contractor to create and/or update holding records and item records in the Library of Congress Integrated Library System (FOLIO) for the microfilm holdings stored in the Adams Building Microform Vault.

The Contractor will also determine the microfilm base (acetate, polyester) of each reel and identify items in need of preservation actions. The Library anticipates inventorying between 5,000 to 10,000 15,000 reels per year; the Contractor is responsible for determining its hours of operation to fulfil the requirements of this contract.

C.2 SCOPE

The Contractor shall review, verify, create and/or update holding records (HREC), in the FOLIO system. Prepare completely inventoried Archival Master reels for transport to Ft Meade offsite storage facility and Print Negatives to the vault in the Adams building on Capitol Hill. This includes rehousing and applying label barcodes.

C.3 CONTRACTOR REQUIREMENTS

C.3.1 Retrieval of Microfilm

The Contractor shall inventory microfilm and prepare microfilm to be stored onsite on Capitol Hill and boxed for offsite storage.

• Contractor shall retrieve microfilm from the designated shelving areas and the microfilm vault onsite at the Capitol Hill location. The Contractor shall retrieve a batch of microfilm and prepare the microfilm for inventory by creating and/or updating the Holdings record (HREC). A batch will consist of one shelf of microfilm of about 35 reels in order by call number. Archival Master film has yellow labels and Print Negative film have pink labels.

• Library staff will prepare the batches of microfilm for the Contractor staff that are stored on shelves in a secure location outside and inside the microfilm vault. Library staff may continue to add more microfilm to the shelves, but Contractor staff shall regularly retrieve the microfilm and establish batches to ensure a constant workflow.

• Archival Master microfilm reels in need of inventory are stored in the Adams Building Microform Vault, and some are stored in a secure location on designated shelves. Batches will be moved from the vault and shelving areas, transported to the inventory work area via book trucks, and returned to the secure areas and vaults at close of business.

• Library staff will monitor the movement of the batches by Contractor staff from the Adams Vault to the inventory work area. The Contractor shall prepare a daily Batch Control Slip (see Appendix 1– “Batch Control Slip”) containing a sequential batch number; the shelf number of the first and last microfilm boxes; the number of reels per shelf number; the date inventory of the batch was started; the name of the staff member to whom it is assigned. This slip will be updated to indicate when and to whom the batch is assigned to for quality control, when it is completed and ready to be returned to the collection. Batches will be completed within three (3) working days of removal from the shelf and returned to Library staff for Quality Assurance (QA), in the same order (ascending by shelf number with corresponding reels in chronological order) as received.

• Upon completion of the Contractor inventory work and Library staff quality assurance, the Contractor will take the Archival Master microfilm and house the single reel microfilm boxes into 12-reel microfilm boxes. Library staff will be responsible for retrieving the 12-reel boxes to be transported to Ft. Meade. The Print Negative microfilm will need to be transported to the vault. Library staff will be responsible for reshelving the Print Negative film in the vault.

• Because of the lower temperatures in the Adams vault storage area, actual inventory work (searching the Integrated Library System (ILS), creating/updating holding records, creating item records, etc.) will not be performed in the Adams vault, but will be performed in the assigned office work area (inventory area). The Contractor shall be responsible for retrieving items from the Adams vault for inventory actions and returning approved items to the Adams vault in the order retrieved. Book trucks will be provided for the transport of material to and from the vault(s).

C.3.2 Microfilm Collection Materials: Holding record (HREC) and Item record (IREC) CREATE/UPDATE/VERIFY FieldsC.3.2.1 Create/Update HREC

LC staff will create minimal holdings record (HREC) for each microfilm bibliographic record established prior to inventory. This HREC will show holding type, permanent location, copy number, call number type, call number, and public note.

• Contractor staff shall create minimal holding records that will show permanent location, copy number, call number type, call number, and public note when a shelf number has Archival Master reels (generally yellow box label). Item records will be attached to the HREC.

• Contractor staff shall create minimal holding records that will show permanent location, copy number, call number type, call number, and public note when a shelf number has negative reels (generally pink box label) that will reflect only printing negative reels.

C.3.2.2 Create/Update IREC

• If there is no existing Item Record, the Contractor shall create one by clicking the “Add Item” button.

• The Contractor shall attach a barcode to each box of microfilms. The barcode will be placed on the side of the box. When holding the box with the label facing staff, the barcode will be placed on the right side of the box, to the right side of the thumb notch. The Contractor shall scan the number into the Barcode field.

• The Contractor shall ensure that the Effective Location for Item field reads “Master Negatives” for Archival Master and “n-Print Negatives” for print negatives.

• The Contractor shall ensure that the item record’s Material Type field reads “Microfilm.”

• The Contractor shall also use information from the box label to fill the item record’s Enumeration and Chronology fields. See Attachment J4 - Appendix 3 for correct entering of Enumeration and Chronological information.

• The Contractor shall ensure that Archival Master will be recorded as “Metal moniker: Gold - gold” in the item record’s Statistical Code field. Print Negatives will be recorded as “Metal moniker: Silver: silver”.

• The Contractor shall ensure that the item record’s Permanent Loan Type field will read “No request – check out” and its Item Status field will read “Available”.

• The Contractor shall ensure that the item record’s Copy Number field contains the same number that follows the word “Copy” or “Set” in Copy number field in the holdings record (“1”, “2”, etc.)

• If there is a number on the label for feet of microfilm, the Contractor shall enter that in the item record’s “Year, caption” field.

• To indicate that the Item Record has been inventoried, the Contractor shall create a new Note field in the item record using “Add note”. The Contractor shall record the Note Type as “Master Negative Inventory”.

• The Contractor shall put on white gloves and remove the reel from the box.

• The Contractor shall conduct a “sniff test.” The Contractor shall use the wafting technique to draw air up from the box of film toward their nose. If there is a vinegar smell, the box will be flagged with a green slip, marked “vinegar.”

• The reel will be held up to the light. If the light transmits through the reel, the film is polyester. If the light does not transmit through, then it is acetate. All acetate films will be marked with a green dot placed beside the red inventory dot on the upper right-hand corner of the box label.

• The Contractor shall ensure that “Acetate Film” or “Polyester Film” is also recorded in the Note Type.

• If the reel is metal, the Contractor shall record that information in the Note Type as “Metal Reel” and mark the box with a green flag.

• If the item needs to be re-boxed/relabeled, the Contractor shall record that in the Note Type as “Re-box/relabel”.

• If the leader of microfilm falls off, the Contractor shall record that in the Note Type as “Damaged Film” and will mark the box with a green flag marked as broken film.

• The Contractor shall place a red dot, with a felt tip pen, on the upper right corner of the label, to state that this box was inventoried.

• If there is no yellow label reading “Library of Congress Master Negative Return to the Microfilm Vault” on the top of the Archival Master box, the Contractor will add one.

• To avoid the possible mis boxing of reels, the Contractor shall not have more than one reel out of a box at a time at their inventory workstation.

• The Contractor shall complete the Item Record update by saving the record.

• At which point the ILS system allows this to be done, The Contractor shall ensure that all item records are in correct chronological or other appropriate order, before moving on to the next shelf number.

C.3.2.3 Review and Verify

The Library staff shall examine fields including but not limited to the following in the IREC, to ensure that the IREC matches the item in hand:

• Title

• Location

• Call Number

• Copy Number or Set Number

• Enumeration

• Chronology

• Caption

For each item record representing a single reel within the collection:

• Verify the information in the IREC with the physical item:

o Title (Titles may appear to be truncated in FOLIO the ILS; subtitles are not always included. When an exact match cannot be verified in FOLIO the ILS, refer questions to the Library project coordinator.)

o Enumeration (should match the reel box) o Chronology (if present, should match the reel box)

• Verify other item record fields (these should be the same for each item):

o Statistical code (should be Metal moniker: Gold -- gold) for Archival Masters o Statistical code (should be Metal moniker: Silver: silver) for Print Negative o Material type (should be Microfilm) o Copy number (should be 1) o Effective location for item (should be Archival Masters) Effective Location for an item is derived from the

Holdings record. If the holding’s location is "n-Print Negatives" or "Master Negative" the item Effective Location will reflect the same.

o Note (should have lines for Note type: Polyester film and Note type: Master Negative Inventory)

• After a batch has been approved by LC staff, the Contractor will return Print Negatives to the secure area and box the Archival Masters by taking 12 single reels and placing the single reels in 12-reel boxes to prepare for offsite storage.

C.3.3 Handling of the Collection

All Library of Congress collection materials must be handled with care to avoid damage. The Contractor shall follow these guidelines whenever materials are handled.

The contractor shall immediately report to Library staff any evidence showing that a range of microfilm has been affected by water leaks, past or present.

Boxes with any evidence of dampness, mold, mildew or insects shall be referred to the Library project coordinator. All microform materials will be handled with gloves and used in a clean workspace. Food or drinks are never allowed in the stacks or at the workstation. No food or drink should be placed or kept anywhere near collection materials. No metal paper clips or adhesives, such as tape or Post-it notes, will be placed on or in any collection materials. Boxes will be placed on shelves in an upright position with the label facing out. All boxes that are damaged or missing flaps will be flagged with a green flag marked “box/relabel.” Library staff will relabel and replace the microfilm boxes as needed. For sample of flag, see Appendix 2 – Green Flag.

When handling actual reels of microfilm, clean white gloves (to be supplied by the Library) must be worn. A new clean pair of gloves must be used every day, to help reduce dirt and prevent possible surface scratching of the microfilm.

When the supply of white gloves is running low, the Contract supervisor will notify the COR by email that more gloves need to be ordered. This should be done while there is at least 2 weeks’ supply on hand, to assure time and funding to place and receive the order.

C.3.4 Referral of Problems

Contractor shall identify problems encountered during the inventory process by inserting a green flag. Green flagged items remain on the book truck until the entire batch is completed, and Library staff has conducted QA and Problem Resolution.

C.3.5 Completion of Batch

After a batch of microfilm has been completed, the Contractor shall notify the Library project coordinator and move the book truck to the QA area. The Statistical Batch sheets attached to the book truck will be annotated to show the number of reels completed, the number of shelf number groups completed, number of problem shelf number groups marked, number of acetate reels found, number of vinegar-smelling reels found, and the time and date of the batch completion.

A copy of the complete Statistical Batch sheets will be delivered to the Library project coordinator and COR at the end of each week.

C.4. OTHER REQUIREMENTS

C.4.1 Training of Staff/New Staff

The Library will provide the initial one-week training and any additional training needed to incorporate changes in procedures or workflow. The Library will provide one week of training for the new staff. Notification of staff replacement and of such training being needed must be given to the COR at a minimum one week prior to training date.

C.4.2 Government Furnished Property

The Library will provide a Library-owned laptop with access to the FOLIO system for each Contractor staff. Unique logins and passwords will be supplied to each for each Contract staff. The Library will provide network printers and a barcode reader for each Contractor staff. The Library will also supply book trucks to be used to move microfilm batches to and from the microfilm vault and shelving area. The Contractor is responsible for always securing this equipment.

C.4.3 Key Personnel Summary

Project Manager. The Contractor shall provide an on-site Project Manager with the following required skills:

• Have a minimum of two [2] years’ experience performing similar work to what is required in this SOW in a major research Library or heritage organization whose microfilm collections are in various languages.

• Have a minimum of two [2] years of experience or understanding of cataloging using the MARC records classification for monographs and serials.

• Have a minimum of one [1] year training staff and handling assignments and monitoring the inspection of work.

• Have the ability to compile statistical data to produce daily, weekly, monthly and annual reports of work performed.

• Demonstrated experience using an ILS system.

• Demonstrated experience processing materials in various languages.

• Have good written and oral communication skills.

C.4.4 Other Personnel

Inventory Clerk. The Contractor may provide an on-site Inventory Clerk with the following required skills:

• Have a minimum of one [1] years of experience or understanding of cataloging using the MARC records classification for monographs and serials.

• Demonstrated experience using an ILS system.

• Demonstrated experience processing materials in various languages.

• Have good written and oral communication skills.

• Have the ability to compile statistical data to produce daily, weekly, monthly and annual reports of work performed.

The Contractor shall keep the COR informed about staffing issues and shall submit the Library’s required 1881 form and/or other forms as required, to the COR for approval within 3 business days of when vacancies arise. The Contractor shall return all library issued equipment (ID pass and Yubi-Keys) to the COR within two (2) business days prior to departure.

C.4.5 Kick-off Meeting

The Contractor shall attend a kick-off Meeting following initial award with the COR no later than ten (10) business days after the date of award. The purpose of the Conference is to discuss technical and contracting objectives of this contract and confirm any details of the work for both parties. The Conference will be held at either the Library or telephonically.

C.5. DELIVERABLES

C.5.1 Weekly Statistical Report

The Contractor shall complete and maintain a weekly statistical report. The Contractor shall prepare a weekly statistical report summarizing batches completed. Each report will show the sequential week number (week 1, week 2 etc.) of the contract, and the dates covered by that week. The report will be sent electronically to the COR and will contain the following:

C.5.1.1 The batch numbers for batches completed.

C.5.1.2 The number of microfilm boxes (reels) completed per batch (including range of shelf numbers per batch) and the total cost for the reels completed.

C.5.1.3 The number of errors identified through Contractor quality assurance and corrected.

C.5.1.6 The total hours of and cost for the Contractor supervisor and Contractor clerks for that week.

C.5.2 Periodic Progress Reports

The Contractor shall also submit periodic reports to the COR of progress during each order. The reports should provide a narrative that summarizes key events or activities, noting special problems or difficulties encountered, and addressing proposed methods for correction of such problems as the work continues. The reports shall indicate the agreed-upon project schedule, progress relative to the schedule, and shall clearly state any deviations from the schedule with accompanying explanations. The reports should note changes in procedure and provide statistics that indicate the accomplishments of the period described.

The frequency of progress reports for a given order shall be established at the order level.

C.5.3 Billing/Invoices

The Contractor will identify an Administrative/Accounting person to supply the COR with invoices and to handle any invoice questions and concerns. An invoice will include completed orders. The Contractor shall invoice only completed batches (number of reels) for completed orders.

C.5.4 Deliverables Schedule

Reference Deliverable Due Date

C.3.1 Batch Completion Within three (3) working days of removal from the shelf

C.4.1 Notification for staff replacement and training

Training needed shall be provided to the COR at a minimum one week prior to training date

C.5.1 Weekly Statistical Reports Weekly

C.5.2 Periodic Reports Weekly and Monthly

C.4.4 Staffing Change Notify the COR within (3) days

C.4.5 Kickoff Meeting Within ten (10) days after POP Start

C.6.1 Inspecting A batch will not be off the shelf for more than

(3) days

C.6. TESTING AND QUALITY ASSURANCE

C.6.1 Inspections

Quality control inspections will be designed to evaluate the accomplishment of the following activities by contractor staff.

C.6.1.1 Accurate verification/creation of online records (both content and linking).

C.6.1.2 Correct placement and linking of barcode labels.

C.6.1.3 Accurate documentation of the inventory process.

C.6.1.4 Accurate identification of acetate/polyester film.

C.6.1.5 Accurate identification of deteriorating film (sniff test).

C.6.1.6 Accurate identification of defective microfilm boxes.

C.6.1.7 Accurate categorization and routing of problem reels.

C.6.1.8 Correct completion of problem resolution.

The unit of work will be a box containing one (1) reel of microfilm; Batches will consist of a one shelf of microfilm of about 35 reels by shelf numbers. Contractor shall return the cart they are working on to the vault or secure cage area each night and retrieve in the morning. No reels will be left out in the Contractor’s working area. A batch will not be off the shelf for more than three days, including LC problem resolution and quality review time.

C.6.2 Error Definition

The types of errors that will be evaluated in the Quality Control process are divided into two (2) categories: Critical errors and significant errors. Minor errors that do not meet the critical or significant level would be addressed as needed.

C.6.2.1 Critical Errors

Critical errors are those that affect the ability of the microfilm to be retrieved. They include:

Incorrect linking between Item, Holdings, and Bibliographic Records (includes both mis-linking as new records are created and failure to identify existing mis-linked records);

Wrong Bibliographical Record used as basis for inventory;

Barcode in wrong Item Record

Missing Barcode label

Incorrect shelf number label or failure to recognize shelf number discrepancies, i.e.

mismatches between Bib Record, Holdings Record, microfilm and shelf list card

Incorrect chronology (date) in the item record

Failure to re-sequence Item Records

Wrong type of reel linked to holding record. (i.e. pink label item on Archival Master (yellow) negative HREC)

Error on Batch Slip.

The Library will reject the entire batch if the error rate for Critical Errors exceeds 1%. The contractor must correct all errors.

C.6.2.2 Significant Errors

Significant errors are those that affect program management and the integrity of the data collected:

Incorrect placement of the item barcode label on a box;

Incorrect recording of inventory activity, i.e. lacking item statistical category;

Film type error (acetate vs. polyester or Archival Master Negative versus Print Negative)

Incorrect identification or routing of damaged or problem microfilm.

The Library will reject the entire batch if the error rate for significant errors exceeds 3%.

The Contractor is urged to question unclear or confusing entries. The contractor must correct all errors.

(End of SOW)

030ADV27R0009 0001 Section J

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

Identifier Title Date Number of Pages

1 Attachment J1 – SCA WD 2015-4281 Rev 39 08-22-2026 10

2 Attachment J2 - Past Performance Questionnaire 10-27-2026 2

3 Attachment J3 - Evaluation Pricing Spreadsheet 10-27-2026 11-04-2026

4 Attachment J4 - Library of Congress Serial Binding Styles Attachment J4 - Microfilm Inventory Appendices 1-4

08-14-2026 17

5 Attachment J5 - Initial Order Statement of Work 10-27-2026 1

6 Attachment J6 - Questions and Answers 11-04-2026 2

030ADV27R0009 0001 Section L

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

LC52.215-1 PROPOSAL SUBMISSION INSTRUCTIONS - BEST VALUE TRADE-OFF (JUL 2016)

L.1. Competition

This competition is being conducted in accordance with FAR 13.5 Simplified Acquisition Procedures. Please read below for more detailed information.

L.2. Proposal Submission/Delivery Instructions

Businesses shall submit their questions regarding this work to James Robinson, Contracting Officer, at jarobinson@loc.gov and to Lianne Carroll, Contract Specialist, at lcarroll@loc.gov. Proposals are due no later than the closing date listed in Block 8 on the first page of this solicitation.

L.3. Questions and Clarifications

Businesses shall submit their questions regarding this work via email to the Contracting Officer and Contract Specialist listed above. Questions are due no later than 11/13/2026 at 12:00 PM, Eastern Standard Time (EST). 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 if it so chooses; however, it also reserves the right to answer questions received after this date at the Library’s discretion.

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.4. Site Visit

The Library will hold a site visit to allow interested offerors to view areas of the Library of Congress campus relevant to the performance of the requirements. This site visit will be held on 11/09/2026 from 9:00 to 11:00 AM EST. Interested offerors shall meet at the location below no later than 5 minutes after the site visit start time.

Preservation Services Division

LA 230 Conference Room

John Adams Building

101 Independence 'Ave SE Washington DC 20540

Offerors interested in attending this site visit shall RSVP via email to lcarroll@loc.gov and jarobinson@loc.gov no later than 11/06/2026 at 12:00 PM EST.

L.5. General Instructions to Offerors

All proposals shall be submitted electronically via email to both James Robinson, Contracting Officer, at jarobinson@loc.gov and to Lianne Carroll, Contract Specialist, at lcarroll@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 whether 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 (030ADV27R0009). 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.

L.6. Quotation Contents:

Proposals must contain the following separate volumes, in the stated order:

Volume 1: Technical Volume

Volume 2: Key Personnel Resumes

Volume 3: Past Performance

Volume 4: Price

Volume 1) Technical Volume

Offerors shall submit a detailed project management plan outlining how they will manage all the requirements of the statement of work including the objectives, quality assurance measures, and deliverables schedule for implementation of all service requirements. Offerors shall illustrate and describe how they plan to manage and monitor the workflow and identify their tracking method to achieve: (1) the retrieval and preparing of microfilm for inventory; (2) review, verify, create and/or update holding records (HREC) in the Library FOLIO system; (3) prepare completely inventoried Archival Master reels for transport to Ft Meade offsite storage facility. The plan shall include how the offeror intends to track and report on the status of work (complete and incomplete) and identify where the work is in the production cycle; (4) provide quality assurance and describe in detail their approach or process to identify, prevent, and ensure that each step in the production cycle will be met to ensure that all work meets the quality standards identified in Section C as well as implement the requirements of the Initial Order SOW (Attachment J5).

The Offeror shall also submit information regarding their corporate experience. This portion of the technical volume shall include, at a minimum, information describing similar work performed by the Offeror within the last 3 years, the outcomes of that work, and other relevant information which may assist the Library in determining if the Offeror possesses sufficient relevant corporate experience to perform this work the work described in Section C of this solicitation.

The Technical Volume response is limited to 10 pages. The cover page, table of contents, and acronym list are excluded from the 10-page limit. Corporate experience is required and falls within the 10-page limit.

Volume 2) Key Personnel Resumes

The offeror shall provide resumes for key personnel and describe the relevant experience of all other proposed staff.

Resumes shall provide detailed/meaningful information of the candidate's knowledge, skill and abilities of prior experience that demonstrates the technical experience needed to successfully perform the services identified in this solicitation.

There is no page limit to this proposal volume.

Volume 3) Past Performance (See Attachment J2):

The Offeror shall submit up to three past performance references for work 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, local 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 J2 - 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 lcarroll@loc.gov, and to the CO, at jarobinson@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.

There is no page limit to this proposal volume.

Volume 4) Price Volume

Offerors shall submit one (1) pricing spreadsheet as the Price Volume. (See Attachment J3 – Evaluation Pricing Spreadsheet)

Offeror shall provide fully burdened firm fixed prices in Attachment J3. Pricing must be inclusive of all direct and indirect costs. Tab 1 of this Excel sheet documents the per reel price. It also establishes a total evaluated price solely for the purposes of the competition. Tab 2 breaks down the per reel price (including the labor mix tied to the Wage Determination, profit, overhead, etc). The Library has not provided a format for Tab 2. Offerors may customize Tab 2 to fit their proposals needs. The Price Schedule in Section B must be completed for all five years of the contract. Offerors shall propose prices for all Ordering Periods to be considered for award. Partial pricing by an Offeror shall render the proposal non-responsive to the Library’s requirement and the proposal may not be considered for award. Please note that the estimated quantities included in Attachment J3 are for the purpose of establishing a total evaluated price only. They are not a guarantee of order totals. The total evaluated price will only be used to evaluate offeror’s prices.

Prices must be valid from the date of submission through the contract’s period of performance.

Offerors are strongly encouraged to consider their proposal submission their best and final offer.

L.7. 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 final 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.

030ADV27R0009 0001 Section M

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 LC52.215-2 EVALUATION - BEST VALUE TRADE-OFF (FEB 2020)

M.1. Competition Type

The Library will award one IDIQ contract resulting from this solicitation to the chosen responsible offeror whose proposal represents the best value to the Library. This competition is being conducted in accordance with FAR Part 12 utilizing FAR Part 13.5 procedures. Under no circumstances shall proposal preparation costs be reimbursed, even in the event of a total cancellation of this solicitation.

This is a Best-Value-Trade-Off (BVTO) competition. The Library intends to evaluate proposals and award the contract without communications with offerors, except clarifications. Therefore, offeror’s proposal shall contain offeror’s best terms and offeror shall consider their proposal their best and final offer.

The Library intends to evaluate the quotations and award the contract in accordance with FAR 13.106-2. The Library reserves the right to enter into clarification/communication sessions with none, some, or all potential awardees based upon the discretion of the Library and the information contained in the offers. The award of any resultant contract will be based upon a review and assessment of the offeror’s submission against the Library’s evaluation factors. The Library also reserves the right to award without communications.

M.2. Evaluation Methodology

The Library will evaluate offeror’s technical volume submission using confidence ratings. Past performance will be evaluated for level of risk, and price will be evaluated for reasonableness. Key Personnel shall also be evaluated using confidence ratings.

M.3. Evaluation Factors for Award

The following evaluation factors shall be utilized for this competition.

Volume 1: Technical Volume

Volume 2: Key Personnel Resumes

Volume 3: Past Performance

Volume 4: Price

In accordance with FAR 13.5, the importance of the evaluation factors do not need to be stated and shall not be shared.

Evaluation Factor 1) Technical Factor

The Library will evaluate the Offeror’s proposed project management plan to assess the extent to which it demonstrates a clear, detailed, and effective approach for managing the objectives, quality assurance measures, and deliverables schedule associated with implementation of all service requirements.

The Library will evaluate the extent to which the Offeror demonstrates an effective approach to managing and monitoring the workflow and tracking progress, to include reporting the status of work and the identification of complete and incomplete work throughout the production cycle, including the Offeror’s proposed methods for achieving (1) the retrieval and preparing of microfilm for inventory; (2) review, verify, create and/or update holding records (HREC) in the Library FOLIO system; (3) prepare completely inventoried Archival Master reels for transport to Ft Meade offsite storage facility.

The Library will also evaluate the Offeror’s proposed quality assurance approach, including the effectiveness and feasibility of the processes proposed to ensure that each step of the production cycle is completed in accordance with the quality standards identified in Section C and the requirements of the Initial Order SOW (Attachment J.5).

The Library will also evaluate the Offeror’s likelihood of successful performance of the requirements demonstrated by the Offeror’s relevant experience in performing services of a similar scope and complexity to the work contemplated under this contract.

As indicated in M.2., Confidence Ratings shall be used for the Technical Volume.

Evaluation Factor 2). Key Personnel Resumes The Library will evaluate the resumes of proposed Key Personnel for how relevant his/her experience is to the qualifications listed in the Statement of Work. Offerors that propose more qualified Key Personnel or Key Personnel with more experience may be evaluated more favorably.

As indicated in M.2., Confidence Ratings shall be used for the Key Personnel Volume.

Evaluation Factor 3). Past Performance Factor (No page limit - Must be submitted by the offerors’ customers only) The Library will evaluate the past performance information submitted to assess the level of risk of offeror’s ability to successfully perform the contract. In addition to completed Past Performance Questionnaires (see Attachment J2), the Library may review records contained in the Contract Performance Assessment Reporting System (CPARS), at the Library’s discretion. The Library reserves the right to contact and use information provided by the references and any other sources, including its own internal knowledge. Offeror will be evaluated neither favorably nor unfavorably for past performance if no relevant past performance information is available. It is not the Library’s responsibility to correct misinformation or clarify ambiguities in the past performance questionnaires. If the information cannot be determined, or contains discrepancies, then it might not be evaluated.

Evaluation Factor 4). Pricing Factor Prices for all Ordering Periods will be evaluated. The Library will add together the firm fixed prices in tab one of the Evaluation Pricing Spreadsheet (Attachment J3) to establish a total evaluated price for the overall competition. The Library will also evaluate offeror’s per-reel price. The Library will evaluate for fairness and reasonableness.

The Library reserves the right to request other than certified cost and pricing data. If pricing cannot be determined to be fair and reasonable, or if pricing is too unbalanced, it may prevent an Offeror from obtaining the award.

Please note that the total evaluated price is not reflective of the number of units the Library may order throughout the life of the IDIQ. The total evaluated price will be used to establish the total evaluated price only.

The Pricing Factor has no page limit (Must be submitted as a separate file from Volume I)

M.4. System for Award Management (SAM)

Offeror must be registered in the System for Award Management (SAM) to be considered for award. Offeror must also be registered in SAM at the time of quotation submission, unless other methods may be used to determine responsibility while the business registers with SAM. Regardless, your business must be registered in SAM by the time of contract award.

Registration in SAM is free of charge. The Library does not provide advice or guidance on the SAM registration process.

Registration can be done here: https://www.sam.gov/. If you require assistance with registering or renewing your business in SAM, you may obtain assistance at the Federal Service Desk, located here: https://www.fsd.gov/gsafsd_sp.

M.5. Award

The Library reserves the right to award to other than the lowest-priced offeror. The Library reserves the right to waive minor irregularities found in offers. Under no circumstances shall offeror’s preparation, travel or any other costs be reimbursed as a result of this solicitation, including situations resulting in the full cancellation of this solicitation.

M.6. Proposal Validity

Offerors’ proposals shall be valid through March 1st, 2027.

M.7. Notice of Award

A written notice of award or acceptance of an offer, emailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Library may accept an offer (or part of an offer), whether or not there are communications after its receipt, unless a written notice of withdrawal is received before award.

(End of Provision)

End of Document