1.21-Request for Information (RFI-PWS).pdf

NATIONAL DEFENSE UNIVERSITY LIBRARIES

HEAD CATALOGER - LIBRARY SUPPORT SERVICES

PERFORMANCE WORK STATEMENT

1.0 PURPOSE

1.1 National Defense University (NDU) is an institution of higher education intended to facilitate high-level training, education, and the development of national security strategy. NDU educates joint warfighters and other national security leaders in critical thinking and the creative application of military power to inform national strategy and globally integrated operations, under conditions of disruptive change, in order to prevail in war, peace, and competition.

In support of NDU’s mission, the NDU libraries are responsible for providing current students, faculty, staff and esteemed alumni with access to information and resources for ongoing research. NDU libraries require subject matter expertise to assist with migration and implementation of the new Ex Libris Integrated Library System (ILS) that is being utilized at NDU. The ILS provides assistance with organization, maintenance, and improved access to NDU unique print and digital collections.

1.2 The Contractor shall provide subject matter expertise in library science and expert knowledge of library cataloging to provide head cataloger services, specifically in Integrated Library System migration and implementation; physical collections maintenance, digital collections maintenance; library technical services;

and special collections maintenance and documents management. The Government defines a library science subject matter expert (SME) as someone who has an advanced degree in library science (such as a master’s degree or PhD in library science), knowledge of applicable library cataloging principles and practices up to the original cataloging level of expertise, experience in the specific areas required (print, digital, and special collections), and who will demonstrate an understanding of: reference techniques and searching in a digital environment; online resources use and management; web content creation; library systems management;

cataloging and catalog maintenance; metadata creation and maintenance; original cataloging creation and maintenance; government documents management; and special collections, archives, record management, and artifact maintenance. These services will support further developing and maintaining a physical and a virtual digital environment and on-campus library services to students and faculty of National Defense University.

2.0 BACKGROUND

2.1 The NDU Libraries consist of two physical libraries on two campuses, the main library on Fort McNair in

Southwest Washington, DC, and a branch at the Joint Forces Staff College in Norfolk, VA. The two libraries work together in a joint virtual presence to meet the NDU Libraries' mission to advance joint professional military education through teaching information fluency and through collecting, organizing, making accessible, and preserving recorded knowledge and the products of human creativity. The Libraries both have physical collections at their separate locations, but the cataloging professional will report to the Fort McNair location and work from the Fort McNair location. Both locations are migrating to one full implementation of “Ex Libris ILS ALMA / PrimoV / Digital” concentrating on both physical and digital content being fully described and searchable in the new ILS, for increased discovery and website presence for on-site students and distance education students alike.

3.0 SCOPE OF WORK

3.1 This Performance of Work Statement (PWS) defines the tasks to be performed by the Contractor. The required library support services will support the capability to manage and execute the migration and full implementation of Ex Libris ALMA / Primo V / Digital and to clean up records and configurations after the full implementation.

3.2 The contractor shall provide support including but not limited to: The contractor shall provide support to the

NDU Library’s knowledge management, technical services, physical collections, special collections and archives, government documents, and digital content management programs. The contractor shall support the configuration changes and on-going maintenance of the integrated library management system, digital content management systems and associated metadata, including metadata creation, database clean-up, standardization, original cataloging, authority control, and related services in one or more digital archives.

3.3 The contractor shall provide support to the creation and maintenance of an accurate, updated catalog of library resources to meet the academic needs of NDU users. Support will include but not limited to: locating appropriate bibliographic records; performing complex editing to improve and enhance the data according to national and local cataloging standards; analyzing subject matter in order to assign appropriate call numbers and subject headings; and derive data from bibliographic records to create new ones. The cataloger will work at the level of “head cataloger” and be able to work as an original cataloger up to the national standards of original cataloging in the United States. The cataloger will support migration and implementation of Clarivate’s Ex Libris ALMA / PrimoV / Digital ILS project and support cleanup after the migration and implementation.

4.0 WORK REQUIREMENTS - TASKS

4.1 Core Task Summary: The Contractor shall focus on the following key areas of responsibility:

4.2 ILS Migration and Implementation: Support the project management team at Clarivate Ex Libris and the project management team at the NDU Library both: Support the project management and migration of ILS systems from the SirsiDynix Symphony ILS to the Clarivate Ex Libris ALMA ILS including Ex Libris ALMA / PrimoV / Digital products bundle. Manage, support, and assist the implementation of the Ex Libris ILS.

Manage, support, and assist the implementation of the Ex Libris ALMA / PrimoV / Digital ILS at the NDU Library at Fort McNair, Washington, D.C.

4.3 Creating original cataloging records: Create needed original cataloging records in OCLC if needed during the migration and provide the service level and expertise of a head cataloger librarian to the NDU Library at Fort McNair, Washington, D.C.

4.4 Collections Maintenance: Maintain and clean up NDU Library’s Ex Libris records of the physical collection, electronic records, and digital objects up to standards to include MARC, ISO 19115, ISO 19139, Dublin Core, TEI, VRA, CDWA, and EAD. Monitor the development of emerging metadata standards for applicability.

Acronyms spelled out below:

MARC — MAchine-Readable Cataloging ISO 19115 — International Organization for Standardization 19115: Geographic Information —

Metadata ISO 19139 — International Organization for Standardization 19139: Geographic Information —

Metadata — XML Schema Implementation Dublin Core — Dublin Core Metadata Element Set (often abbreviated DCMES) TEI — Text Encoding Initiative VRA — Visual Resources Association (commonly refers to the VRA Core metadata standard) CDWA — Categories for the Description of Works of Art EAD — Encoded Archival Description

4.5 Provide authority control for the physical and digital library collections with the new Ex Libris ILS. Provide subject matter expertise and support for ongoing physical and digital records management and maintenance, applying knowledge of metadata creation, document management, data mining, standardization of taxonomies, authority control, and web support. Create and maintain electronic indexes for correct name, series, and subject headings. Build appropriate user reference structures; disambiguate names; facilitate the collocation of works by the same author, in the same series, or about the same subject. Perform systematic database clean-up and updating of records.

delivery order. Any material purchased and paid for under this delivery order is the property of the Government. All materials supplied to the Government are the sole property of the Government and may not be used for any other purpose.

7.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP) FRAMEWORK

7.1 The Government will perform surveillance to ensure services conform to contract requirements. The COR will assess the contractor’s performance using the methods below, commensurate with risk and complexity:

7.1.1 Planned sampling of catalog records against standards (MARC 21/RDA)

7.1.2 100% review of deliverables in Monthly Status Reports

7.1.3 Spot checks of authority control and discovery results in ALMA/Primo

7.1.4 Tracking and verification of migration issues and corrective actions

7.1.5 User feedback monitoring when applicable

7.2 NON-PERSONAL SERVICES

7.2.1 This contract is for non-personal services. Contractor personnel shall not be subject to the relatively continuous supervision and control of Government personnel, and shall not perform inherently governmental functions. The Government will evaluate outputs and results, not direct day-to-day activities.

7.3 INSPECTION AND ACCEPTANCE

7.3.1 Inspection will be performed by or under the direction of Government personnel. Acceptance of services is the responsibility of the Government, which may rely on the COR’s recommendations and surveillance records. Acceptance will be based on meeting the performance standards and AQLs specified in Section 5.1

7.4 ENHANCED DELIVERABLES DETAIL

7.4.1 In addition to existing deliverables, the contractor shall provide the following artifacts electronically to the COR:

7.4.1.1 Monthly Metrics: counts of original records created, records updated, authority control actions, issues opened/closed

7.4.1.2 Log: description and corrective actions for cataloging errors identified via surveillance

7.4.1.3 Configuration/Change Notes: summary of ALMA/Primo configuration changes or recommendations

7.4.1.4 Issue Tracker Export: current status of migration issues and resolutions

8.0 CONTRACTOR EMPLOYEES

8.1 Contractor shall provide one professional, full-time librarian to meet the requirements of this PWS. One Head Cataloger Librarian will be assigned to the library at Fort McNair in Washington, DC for six months, working 40 hours per week except federal holidays. The professional librarian / head cataloger librarian will have a minimum of five (5) years relevant experience. The Government’s preference is for the relevant experience to be in Academic or Special Libraries, not Public Libraries.

8.2 The Contractor shall not employ persons for work on this contract if such employee is identified to the Contractor by the Contracting Officer as a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

8.3 Contractor personnel shall present a neat appearance and be easily recognized as contract employees. All contract employees shall wear Government-provided name badges that designates them as Contractors.

8.4 Listing of Employees. The Contractor shall maintain a current listing of employees that provide support under this contract. The list shall include the employee's name and emergency contact information. The list shall be provided to the COR. An updated listing shall be provided when an employee's status or information changes.

8.5 Contractor employees shall be able to fluently read, write, speak, and understand English.

8.6 Contractor shall staff the library with sufficient staff and staff expertise to perform the requirements identified in this PWS. The personnel utilized by the contractor in performance of this PWS shall, as a minimum, meet the experience, training, education, or other background requirements set forth herein and shall be fully capable of performing in an efficient, reliable, and professional manner.

8.7 It is the Contractor's responsibility to ensure all employees have the necessary skills used in the performance of assigned duties.

8.8 Contractor shall notify the COR if there is a vacancy in their workforce that exists for two

(2) weeks or more, and shall provide substitute staff, in accordance with the provision in 8.6, for longer absences.

8.9 The Contractor shall ensure professional librarian employee has current and valid professional qualifications before starting work under this contract. Professional library staff shall have a Master's degree in Library Science from an accredited American Libraries Association program. The Librarian shall meet American Library Association standards and be responsible for duties of a professional nature, and shall participate in professional activities.

9.0 TRAINING AND CERTIFICATES

DoD required annual training on information security. This can be completed following arrival at the site.

Government will provide. Additional required government training and certifications as needed.

10.0 SECURITY AND IN-PROCESSING

All contract personnel are subjected to background investigations, and a National Agency Clearance Investigation is required.

All in-processing requirements will be coordinated between the Contractor and the COR during the post-award conference or at a mutually agreeable time after the contract award.

11.0 GOVERNMENT FURNISHED EQUIPMENT AND MATERIALS

11.1 Government Furnished Equipment (GFE). The Government shall provide the Contractor with connectivity to unclassified networks, computer equipment, telephones, and scanner/printers.

11.2 Government Furnished Information (GFI). The Government shall provide reference and background materials necessary to perform the required tasks not freely available on open websites, or not discoverable though routine internet browser searches.

12.0 PERIOD OF PERFORMANCE: The period of Performance is anticipated to be:

Base Period: 6-months from date of award Option 1 Period: 6-months from the end of the base period

13.0 PLACE OF PERFORMANCE - SERVICES

The services specified by this contract shall be performed at the following locations(s):

National Defense University

14.0 Technical point of contact