030ADV25R0018 - 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 20

0001 04-09-2025

2025-NLS-0067

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

030ADV25R0018

03-14-2025

X

X X

See CONTINUATION Page

The purpose of this amendment is to:

1) Update Sections B, C, L and M.

2) Extend the offer due date to 04/23/2025 at 12:00 PM EDT.

Updated text is highlighted below.

Lucas, Tiffany

030ADV25R0018 0001 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 LC52.216-3 CONTRACT TYPE (JUN 2016)

This is a multiple award Indefinite Delivery/Indefinite Quantity (IDIQ) contract. Individual orders will be placed on a Firm Fixed Price (FFP) basis, the cumulative value of which shall not exceed the maximum defined in the contract.

(End of Clause)

B.2 CONTRACT MINIMUM/MAXIMUM

Minimum Amount: The total amount the Library is required to order under each IDIQ contract and the Contractor is required to furnish as ordered, over the entire term of the contract, inclusive of all ordering periods. The total minimum amount of this IDIQ contract is: $12,000.00 per contract.

Maximum Amount: the total maximum amount that the Library may order under each IDIQ contract and the contractor is required to furnish over the term of the contract inclusive of all ordering periods. The total maximum amount of this IDIQ contract is: $37,100,000 per IDIQ contract.

Specific requirements will be identified in individual orders issued under the IDIQ contract. During the life of the IDIQ contract, the Government may order services utilizing the unit price proposed by the offerors up to the specified maximum contract value.

B.3 ORDER PRICING

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

Ordering Period 1 (August 17, 2025 - August 16, 2026)

ENGLISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille Page

1b Tactile Graphic Cost Per Tactile Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

SPANISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille Page

1b Tactile Graphic Cost Per Tactile Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

Ordering Period 2 (August 17, 2026 - August 16, 2027)

ENGLISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille

Page

1b Tactile Graphic Cost Per Tactile

Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

SPANISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille Page

1b Tactile Graphic Cost Per Tactile

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

Ordering Period 3 (August 17, 2027 - August 16, 2028)

ENGLISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille

Page

1b Tactile Graphic Cost Per Tactile

Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

SPANISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille Page

1b Tactile Graphic Cost Per Tactile Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

Ordering Period 4 (August 17, 2028 - August 16, 2029)

ENGLISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille

Page

1b Tactile Graphic Cost Per Tactile

Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

SPANISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille Page

1b Tactile Graphic Cost Per Tactile Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

Ordering Period 5 (August 17, 2029 - August 16, 2030)

ENGLISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille

Page

1b Tactile Graphic Cost Per Tactile

Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

2b Binding Cost per Binding

SPANISH

Product Category # Supplies/Service Unit of Measure Unit Price

Standard/Priority

Unit Price Rush

Braille Transcription of a Book

1a Braille Transcription Cost per Braille Page

1b Tactile Graphic Cost Per Tactile Page

Braille Book Duplication

2a Pressing and/or Embossing

Cost per Braille

Page

2b Binding Cost per Binding

1a & 1b - Transcription includes: transcribing, proofing, and corrections.

2a & 2b - Braille duplication price includes: pressing/embossing, tactile page duplication, binding (standard and signature), packaging/labeling, and mailing of control copy for approval to NLS Quality Assurance and transfer of Braille Book copies to US Postal Service for delivery to libraries. Volumes are sent to libraries as free matter for the blind.

B.2 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

GRAND TOTAL _______________

030ADV25R0018 0001 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Braille Book Production Statement of Work

C.1 Background

The National Library Service (NLS) provides reading materials in audio and braille formats to U.S. residents and U.S. citizens living abroad who are unable to use conventional print materials because of visual and physical limitations. NLS has over 170,000 audio and braille titles in its collection and adds over 5,000 titles annually. NLS provides a collection of reading material in braille and audio format available to residents of the United States and American citizens living abroad who cannot hold, handle or read standard print material because of a temporary or permanent visual or physical limitation.

For historical context, approximately 400 braille titles were produced in fiscal year 2024. The average braille book was between 462-500 braille pages and 3 volumes.

C.2 Scope

The contractor shall provide English and Spanish braille transcription and braille book duplication services for the National Library Service for the Blind and Print Disabled.

C.3 Specifications for Braille Transcription and Braille Duplication

The contractor shall perform all work in full compliance with NLS Specifications 410, 800, 806, and 1207, including any subsequent documents referenced within said specifications. Specifications shall be applied for the transcription of both English and Spanish. A list of specifications and supplemental guidelines are provided in Section J. All NLS Specifications and guideline documents can also be found at:

https://www.loc.gov/nls/about/organization/standards-guidelines/contract-specifications/. See Attachment J5 – Braille Transcription and Duplication Definitions for a list of definitions.

C.3.1 Specification 800 - Braille Book and Pamphlets

The contractor shall transcribe and duplicate the source material specified in the Production Authorization Record (PAR) in compliance with NLS Specification 800. See paragraph C.6.2 for additional information on the PAR.

C.3.1.1 Braille Transcription

Transcription of the source material shall be produced in accordance with NLS Specification 800 and any special instructions provided on the PAR provided by NLS.

C.3.1.1.1 Tables and Columns

When all rows and columns of a table will fit within the braille line, the contractor shall use standard tabular format.

Vertical division or keying may be used to achieve this format. If standard tabular format cannot be used, the contractor shall employ linear format.

However, if either of the above choices would clearly limit the usability of the table by the reader, the contractor must contact the Contracting Officer Representative (COR) for instructions.

C.3.1.1.2 Unified English Braille (UEB)

All transcription (English and Spanish) shall follow the UEB guidelines set forth by the International Council on English Braille (ICEB), located at http://www.iceb.org/ueb.html.

C.3.1.1.3 Special Symbols

Special symbols shall be used when the literary code does not provide sufficient format guidance. The contractor shall contact the COR for instructions regarding materials for which any doubt exists. See specification 800 for additional guidance.

C.3.1.1.4 Pressing and/or Embossing

Duplication of NLS braille books produced on a press or embosser shall follow Specification 800.

C.3.1.1.5 Binding (Standard and Signature Bindings)

Bindings shall be produced in accordance with NLS Specification 800 and any special instructions provided on the PAR provided by NLS.

C.3.1.2 Specification 806 - Packaging of Electronic Braille Files

The electronic braille files and associated metadata shall be packaged in compliance with NLS Specification 806.

C.3.1.3 Specification 1207

The electronic braille files and associated metadata shall be uploaded in compliance with NLS Specification 1207.

C.3.1.4 Specification 410 - Mailing Carton Labels

The carton labels used for mailing shall be in compliance with NLS Specification 410.

C.3.2 Transcription of Foreign Language

There may be a need to transcribe languages other than English. The contractor shall follow the UEB code requirements of Section 13 in The Rules of Unified English Braille as well as any applicable World Braille Usage standards.

C.3.3 Tactile Graphics

The contractor shall create the most comprehensive and accessible representation of the source material. The contractor shall inspect the source material and make a request to the COR in writing, whenever it is believed that a tactile graphic would best serve the reader's comprehension. The contractor shall not create any tactile graphics without the COR's written authorization.

NLS may explicitly identify source material that requires production of tactile graphics as a special instruction on the PAR.

Upon NLS approval of the control copy, the contractor shall send, at their own expense, a copy of the file(s) used to create all tactile graphics and a hard copy of tactile master(s) to NLS.

C.3.4 Warranty

The contractor shall replace materials that do not conform to the contract requirements for a warranty period of two years.

The warranty period shall extend to the last day of the twenty-fourth month after which the material was approved by NLS.

C.3.5 Retention of Government Property

C.3.5.1 Physical and Digital Production Materials

All physical and digital materials produced under this contract are the property of the Library of Congress. The contractor shall securely dispose of any physical and digital materials after the warranty period. Disposal of these materials does not relieve the contractor from the requirement of the specifications regarding replacement of defective materials.

C.3.5.2 Source Material

All source material is the property of the Library of Congress and shall be retained by the contractor until the expiration of the warranty period. The contractor shall securely store source material until the expiration of the warranty period and ensure that the source material is not used for any purpose other than contract fulfilment. The contractor shall bear all associated storage and maintenance costs. After the warranty period, the contractor shall return, at their expense, all print source material to NLS, or destroy the print source material in a method approved by the production controller.

The contractor shall securely dispose of all digital source material after the warranty period.

C.4 Production Time Standards and Schedule

C.4.1 Production Time Standards

The Estimated Production Timetable (ESTPT) shall be used by the COR to determine the due date for each complete submission package. For each title assigned, NLS will provide an electronic PAR retrieved by the contractor through the Producer Data Exchange (PDE) website.

C.4.1.1 Braille Book Estimated Production Time (ESTPT) Table

NLS will base the delivery schedule on the book’s estimated number of pages, urgency, and difficulty factor. The contractor shall make a request in writing to the COR, should more time be required. The COR may approve or disapprove the request.

Estimated

Braille Pages

Standard Priority Rush

N D VD N D VD N D VD

1-100 74 105 126 67 84 101 56 79 95

101-200 81 114 136 72 90 109 61 86 102

201-300 88 123 146 82 102 125 66 92 110

301-400 95 132 156 89 110 136 71 99 117

401-500 102 141 166 96 119 148 76 105 125

501-600 109 150 176 104 128 160 81 112 132

601-700 116 159 186 111 137 172 86 118 140

701-800 123 168 196 119 146 184 91 125 147

801-900 130 177 206 126 155 196 96 131 155

901-1000 137 186 216 134 164 208 101 138 162

1001-1100 144 195 226 141 173 220 106 144 170

1101-1200 151 204 236 149 182 232 111 151 177

1201-1300 158 213 246 156 191 244 116 157 185

1301-1400 165 222 256 164 200 256 121 164 192

1401-1500 172 231 266 171 209 268 126 170 200

1501-1600 179 240 276 179 218 280 131 177 207

1601-1700 186 249 286 186 227 292 136 183 215

1701-1800 193 258 296 194 236 304 141 190 222

1801-1900 200 267 306 201 245 316 146 196 230

1901-2000 207 276 316 209 254 328 151 203 237

2001-2100 214 285 326 216 263 340 156 209 245

2101-2200 221 294 336 224 272 352 161 216 252

2201-2300 228 303 346 231 281 364 166 222 260

2301-2400 235 312 356 239 290 376 171 229 267

2401-2500 242 321 366 246 299 388 176 235 275

2501-2600 249 330 376 254 308 400 181 242 282

2601-2700 256 339 386 261 317 412 186 248 290

2701-2800 263 348 396 269 326 424 191 255 297

2801-2900 270 357 406 276 335 436 196 261 305

2901-3000 277 366 416 284 344 448 201 268 312

3001-3100 284 375 426 291 353 460 206 274 320

3101-3200 291 384 436 299 362 472 211 281 327

3201-3300 298 393 446 306 371 484 216 287 335

3301-3400 305 402 456 314 380 496 221 294 342

3401-3500 312 411 466 321 389 508 226 300 350

3501-3600 319 420 476 329 398 520 231 307 357

3601-3700 326 429 486 336 407 532 236 313 365

3701-3800 333 438 496 344 416 544 241 320 372

3801-3900 340 447 506 351 425 556 246 326 380

3901-4000 347 456 516 359 434 568 251 333 387

4001-4100 354 465 526 366 443 580 256 339 395

4101-4200 361 474 536 374 452 592 261 346 402

4201-4300 368 483 546 381 461 604 266 352 410

4301-4400 375 492 556 389 470 616 271 359 417

4401-4500 382 501 566 396 479 628 276 365 425

4501-4600 389 510 576 404 488 640 281 372 432

4601-4700 396 519 586 411 497 652 286 378 440

4701-4800 403 528 596 419 506 664 291 385 447

4801-4900 410 537 606 426 515 676 296 391 455

4901-5000 417 546 616 434 524 688 301 398 462

Normal (N) = A braille book with no tactile graphics

Difficult (D) = A braille book with tactile graphics

Very Difficult (VD) = A braille book with or without tactile graphics adapted from source material that contains advanced formatting

C.4.2 Complete Submission Package, Receipt and Acceptance

C.4.2.1 Electronic Braille Files

Electronic braille files, as specified in NLS Specification 800 and 806, must be uploaded per NLS Specification 1207.

C.4.2.2 Control Copy

Upon completion of transcription the contractor shall produce the control copy. If the contractor chooses to do a first run prior to NLS Quality Assurance (QA) section review, i.e. multiple copies of the braille book, the contractor does so at their own risk and expense. The contractor shall send one control copy per title to NLS QA section by an expedited shipping method other than the United States Postal Service (USPS) in order to comply with NLS security requirements, at contractor expense, within 48 hours of upload of the electronic braille files.

C.4.2.3 Source Material

The contractor shall submit one copy of the source material with the control copy if provided by NLS in hard copy format.

C.4.2.4 Receipt and Acceptance

NLS endeavors to review and accept or reject the complete submission package (deliverable) within 7 days. Results of the review will be made available to the contractor through the PDE. If a complete submission package has not been reviewed within 7 days, the contractor may contact the COR.

C.4.3 Quantity and Shipping Destination

The PAR will indicate the title's scheduled ship date (SSD), which is the date by which the contractor shall ship all copies of completed titles per the distribution schedule obtained through the PDE.

Contractors shall be notified through the PDE website of the quantity of copies to press/emboss and the number of bindings required as well as the libraries to which they are to be shipped. The quantity of copies and destination libraries will vary for each book. Contractors shall ship the completed braille books to the requesting libraries by the Scheduled Ship Date (SSD).

C.4.4 Reporting

Using the PDE, the contractor shall report the following information within two (2) business days of the corresponding activity:

• Actual start date (date transcription began)

• Date sent to QA

• Ship Date to Libraries

• Pages (total braille pages transcribed)

• Shipped Copies (number of copies shipped to libraries)

• Tactile Graphics Pages (only entered if greater than zero)

• Embossed (Y/N)

• The information reported through the PDE and the format for reporting this information is subject to change by NLS.

Contractors will be notified of any changes prior to implementation of the change.

C.4.5 Quality Standards

The contractor is required to perform quality control inspections of all work performed as required by each specification. The results of inspections conducted shall be documented, retained by the contractor, and provided to NLS upon request.

C.5 Contractor Staff and Key Personnel Requirements

C.5.1 Security Information

All contractor personnel who access Library information technology systems (such as the PDE) must have passed or be able to pass a US federal government background check as described in LC52.204-4 within three (3) months. Library information technology systems may also require multi-factor authentication.

C.5.2 Key Personnel

The contractor shall designate a project manager as key personnel to be the point of contact for discussion of any concerns with the COR. The project manager shall be responsible for the communication, timeliness, and overall quality assurance of production. The project manager shall have a minimum of three (3) years of experience, managing at least two projects of the same scope and scale to the requirements identified in Section C.

If the key personnel for whatever reason becomes, or is expected to become, unavailable for work under this contract for a continuous period exceeding thirty (30) work days, or is expected to devote less effort to the work than indicated in the proposal or initially anticipated, the contractor shall immediately notify the COR and Contracting Officer (CO) and the contractor shall promptly replace such personnel with personnel of at least equal ability and qualifications in accordance with LC52.237-1 – Key Personnel.

All requests for approval of substitutions hereunder shall be in writing and provide a detailed explanation of the circumstances necessitating the proposed substitutions. They must contain a complete resume for the proposed substitute, and any other information requested by the COR to approve or disapprove the proposed substitution. The COR or his authorized representative will evaluate such requests and promptly notify the contractor of his approval or disapproval thereof in writing.

If the CO determines that suitable and timely replacement of key personnel whom the contractor has reassigned or terminated, or who have otherwise become unavailable for the work, is not reasonably forthcoming or that the resultant reduction of productive effort would be so substantial as to impair the successful completion of the contract or the services ordered, the CO may terminate the contract for default or for the convenience of the Government as appropriate or, at the discretion of the CO, the CO may adjust the contract price downward to compensate the Government for any resultant delay, loss, or damage, in accordance with FAR 52.243-1.

C.5.3 Braille Transcribers Qualifications

The contractor’s braille transcribers shall at a minimum be UEB certified, and have at least two (2) years of braille transcription experience.

C.6 Government Furnished Materials

C.6.1 Print Copies, BOPF, and Access to the PDE

NLS will provide the contractor with two print copies or an electronic version of the source material for each title assigned, along with bibliographic information (metadata) required for the package file (BOPF). NLS will also provide the contractor password access to a PDE website.

C.6.2 Production Authorization Record (PAR)

For each book assigned, NLS will provide an electronic PAR, to be retrieved by the contractor via the PDE. This record provides detailed information and instruction specific to the individual book. The contractor shall use the information as provided in the PAR. If in the opinion of the contractor, the PAR requires revision, the contractor shall submit proposed changes in writing to the COR for approval. Approved changes to the PAR will be incorporated into the PAR by NLS and be communicated to the contractor in writing.

Rejection of proposed changes will be made in writing. The contractor is responsible for the accuracy of the PAR and must report any inaccuracies they find to the COR. Any errors found in the final product delivered to NLS will lead to a rejection.

C.7 Deliverables/Task Schedule

Task Due date

Kick Off Meeting 5 days after the start of the period of performance

Monthly Status Meetings Monthly

Additional deliverables will be identified in each individual order.

(End of the Statement of Work)

030ADV25R0018 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 – SPEC 800 01/27/2025 20

2 Attachment J2 – SPEC 410 01/27/2025 7

3 Attachment J3 – SPEC 806 01/27/2025 9

4 Attachment J4 – SPEC 1207 03/14/2025 7

5 Attachment J5 – Braille Transcription and Duplication Definitions

01/27/2025 1

6 Attachment J6 – Evaluation Pricing and Capacity - 0001

04/08/2025 7

7 Attachment J7 - Past Performance Questionnaire

02/05/2025 2

030ADV25R0018 0001 Section L

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov/browse/index/far

(End of Provision)

FAR Number Title Date

52.204-7 SYSTEM FOR AWARD MANAGEMENT NOV 2024

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING AUG 2020

L.2 52.216-27 SINGLE OR MULTIPLE AWARDS (OCT 1995)

The Government may elect to award a single delivery order contract or task order contract or to award multiple delivery order contracts or task order contracts for the same or similar supplies or services to two or more sources under this solicitation.

(End of Provision)

L.3 LC52.215-1 PROPOSAL SUBMISSION INSTRUCTIONS - BEST VALUE TRADE-OFF (JUL

2016) L.3.1 Award Type

The Library anticipates the award of multiple Indefinite Delivery/Indefinite Quantity (IDIQ) contracts in response to this solicitation.

L.3.2 General Information to Offerors

This section discusses general submission instructions and proposal requirements. Offerors must comply with the submission instructions specified in the solicitation. The Library has the right at its discretion, to determine an offer ineligible for award if an Offeror does not comply materially with the submission instructions.

L.3.3 Authority

This solicitation is being issued in accordance with FAR Part 15 and the Library of Congress Federal Acquisition Regulations (LCFARS).

L.3.4 Clarifications and Questions

(a) To be considered, all questions pertaining to this solicitation must be submitted via email to the Contracting Officer, Tiffany Lucas at tluc@loc.gov, and the Contract Specialist, Stephanie Boone at sboone@loc.gov, no later than 12:00pm ET, Friday, March 28, 2025. Questions received after this time may not be answered. Answers to questions, if any, will be posted publicly on SAM.gov.

L.3.5 Email Submission Instructions and Format

(a) All proposals shall be submitted electronically via email to the Contracting Officer and Contract Specialist identified in Section G, no later than the response date specified in the solicitation. Proposals submitted after the date and time listed may not be accepted. Proposals submitted through SAM.gov will not be accepted.

(b) Email File Size: The email must include the solicitation number in the subject line. The maximum size file allowed through the Library’s email system is 20MB. If needed, the Offeror may send multiple emails but must ensure they are clearly identified. Offeror must not submit zipped or locked files.

(c) Offer Format: Offers 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, 10 to 12-point font in text. Tables and graphics shall be no lower than 8-point font.

L.3.6 Proposal Contents

(a) Offerors must submit an offer package that includes three separate volumes. Each volume must include the solicitation number, the offeror’s name, mailing address, telephone number, Unique Entity Identifier (UEI) number, organization Point of Contact with phone number and email address.

(b) The three separate volumes shall be provided as follows:

Volume I – Technical Proposal

Volume II – Past Performance

Volume III – Price Proposal

Volume I. Technical Proposal - Shall not exceed 40 pages in length, not including resumes, certifications, cover page, and table of contents. Pages exceeding the 40-page limit will not be read. The page count includes Technical Factors 1, 2, 3 and 4.

Technical Factor 1 – Technical Approach/Draft Quality Control Plan.

Offerors shall submit a narrative that describes how the offeror will approach the requirements of this solicitation. The narrative must show the offeror’s understanding of the Library’s requirement and demonstrate that the offeror can provide the services required under the contract.

More specifically, the offeror shall provide a work plan that describes in detail their work process from the initial receipt of NLS titles, processing of materials, the work order process, scheduling process, workflow set up and how the offeror will mitigate risk to ensure quality, timely processing of work request. The offeror shall also describe the equipment and software tools to be used in the braille transcription and braille book duplication services. This shall include the description of the transcription tasks, transcription process, tools, and any description of risk mitigation methods associated with providing quality, timely transcription and duplication services.

In addition to the information above, offerors shall submit a draft Quality Control Plan (QCP) that demonstrates how the offeror will ensure quality standards are met in accordance with the specifications identified in section C. The QCP shall demonstrate the offeror’s understanding of the specifications and describe how the offeror will ensure products delivered will comply with the requirements of the specifications while providing the services under the contract. The QCP shall also describe the offerors quality assurance procedures. More specifically, the procedures shall include:

• Incoming material inspection

• In-process inspection

• Outgoing inspection of the finished product

Technical Factor 2 – Corporate Capability.

In this section, the offeror shall submit a description of three (3) complete and/or ongoing projects performed for commercial and/or federal clients in the past three (3) years. Projects shall be similar in scope and complexity to the services required in Section C of the solicitation.

For each example, offeror shall provide the following information:

1. Customer name, address, e-mail address and telephone number.

2. Contract number, period of performance, and total dollar amount.

3. A description of the scope of work or effort and clearly indicate if you were the prime contractor or sub-contractor on the contract.

4. A description of how the project demonstrates offeror’s expertise in delivering the services required in this solicitation.

5. The offeror's overall management of any subcontractor(s) for the project and how the relationship provided quality service to the customer.

6. How the offeror provided solutions to resolve any problems encountered during the performance of services for the contract.

Technical Factor 3 – Management and Staffing.

Offerors shall describe their organizational structure for providing services under this solicitation. Offerors shall provide an organizational chart which describes how the offeror will provide staff and manage the contract. The organizational chart shall include all personnel responsible for each step in the quality control production process and their qualifications. The organizational structure must show how the offeror will provide quality control for the provision of services under the contract and how subcontractors will be managed if proposed.

Additionally, resumes shall be provided for the key personnel and other proposed staff including all braille transcribers.

Technical Factor 4 – Production Capacity.

Offerors shall describe their current production capacity of equipment and personnel, discussing only the infrastructure that is currently in place.

Offerors shall provide a complete listing and production capacity of all facilities involved in production and major equipment (e.g. name, type, manufacturer, number of machines, and other descriptive data deemed essential to make an evaluation of capacity) used in each stage of production. The offeror shall indicate for each production stage whether the work is done in-house, the number of persons working in that stage, and their qualifications. The production capacity shall clearly indicate the overall annual capacity in terms of number of average braille titles that can be transcribed and the total number of average braille book copies that can be duplicated and shipped. Offerors shall complete the Capacity tab of Attachment J6 – Evaluation Pricing and Capacity to describe what portion of this capacity is available to be used for this contract.

Volume II. Past Performance. No page limit (Must be submitted by the offerors’ customers)

Offerors shall send the Past Performance Questionnaire identified in Section J (Attachment J7 – Past Performance Questionnaire) to its government and or commercial customers for projects of similar size and scope that have been performed within five (5) years of the solicitation release date. Offerors shall ensure that the Government receives at least three (3) completed questionnaires. These may be the same three projects submitted in corporate capability or three (3) different projects of similar scope. Forms submitted directly to the Government by the offeror will not satisfy the requirement for past performance information and will not be evaluated.

Questionnaires shall be returned directly to the Contracting Officer, Tiffany Lucas at tluc@loc.gov, and the Contract Specialist, Stephanie Boone at sboone@loc.gov, by the solicitation closing date and time. References may be for the prime or subcontractors; however, at least one (1) shall concern the relevant past performance of the prime.

Volume III. Price Proposal. No page limit (Must be submitted as a separate file from Volume I)

Price. i) Offerors shall provide a completed copy of the English Pricing and Spanish Pricing tabs of Attachment J6 – Evaluation Pricing and Capacity as the price proposal. Pricing shall include all services required by the Statement of Work and shall be inclusive of all Offeror’s direct cost, other direct cost (ODC’s), indirect cost, and profit. Offerors must propose prices for each ordering period, to be considered for an 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.

(ii) Submission of SF1449 (solicitation) and SF30 (amendments) to the solicitation: Offeror must provide a signed copy of the original SF1449 and any amendments to acknowledge and confirm the Offeror has read and agrees to comply with the terms and conditions of this solicitation. The SF1449 and SF30 to the solicitation must be signed, dated and submitted as part of the quote.

(iii) Representations and Certifications – Offerors shall submit a signed copy of the provisions from Section K unless provided and updated within SAM.gov.

(iv) Non-Profit Status: Offerors are not required to be a non-profit organization. However, Offerors who wish to receive the non-profit preference must provide proof of their non-profit status and submit as part of their price proposal.

Non-Profit Preference Eligibility Policy: NLS/BPH follows the mandate of Public Law 89-522 for the purchase of books, either in raised characters or in sound reproduction recordings, by giving preference to non-profit institutions whose activities are primarily concerned with the blind and print disabled persons where offers submitted by such institutions are determined to be fair and reasonable.

To fulfill the intent of this mandate, the Library will reduce the proposed price of an offer who qualifies for the Non- Profit Preference by 10% to establish that offeror’s total evaluated price. In order to receive this preference, a contractor must be able to perform a substantial portion of the work that is represented by the cost of producing the described items, or by making a significant contribution to the manufacture or production of the end item. Definitions for these criteria are as follows:

• A substantial portion of the work means a minimum of fifty percent (fifty percent or more) of braille transcription or pressing or embossing activities, to be determined by one or more of the following: cost not including cost of materials, labor hours, or titles.

• A significant contribution means either: a) the transcription and proofing, or b) the pressing, collating, binding, packaging, and shipping activities.

L.3.7 SAM Registration

If your business is not registered in SAM, your business may not be eligible to receive a contract from the Government.

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

(End of Provision)

L.4 LC52.233-2 PROTESTS TO THE LIBRARY OF CONGRESS (DEC 2013)

Offerors may submit a protest directly to the Contracting Officer or to the Government Accountability Office. Protests filed with the contracting officer will be decided promptly, and may be appealed to the Library’s Senior Procurement Executive for purposes of conducting an independent review of the contracting officer’s decision.

030ADV25R0018 0001 Section M

SECTION M - EVALUATION FACTORS FOR AWARD

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

M.1.1 Evaluation Information

The Library will award the contract(s) resulting from this solicitation to the responsible offeror(s) that provides the best value to the Library. The Library intends to evaluate proposals and award the contract(s) without discussions with offerors, except clarifications as described in FAR 15.306(a). Therefore, the offeror’s initial proposal should contain the offeror’s best terms.

The Library reserves the right to conduct discussions if the Contracting Officer (CO) determines it is necessary. If the CO determines the number of proposals that would otherwise be in the competitive range exceeds the number at which efficient competition can be conducted, the Contracting Officer may limit the number of proposals in the competitive range to the greatest number that will permit efficient competition among the highly rated proposals.

M.1.2 Evaluation Factors

Best value will be determined through the evaluation of the following factors:

A. Technical Approach/Draft Quality Control Plan B. Corporate Capability C. Management and Staffing D. Production Capacity E. Past Performance F. Price

Technical Approach, Corporate Capability, Management and Staffing, and Production Capacity are of equal importance to one another, and collectively the technical factors are more important than Past Performance. All non-price factors, when combined are significantly more important than price.

A. Technical Approach. The Library will evaluate the offeror’s technical approach to assess the degree to which the offeror demonstrates an understanding of the work and feasibility of completing the requirements in Section C of this solicitation. The Library will evaluate the offeror's proposed quality control plan to determine its effectiveness in facilitating the successful performance of the contract.

B. Corporate Capability. The Library will evaluate the offeror’s proposal to assess the extent to which it demonstrates the offeror has the expertise and proven ability required to provide the services in this solicitation. The Library will evaluate the offeror’s proposal for likelihood of successful performance as demonstrated by the offeror’s submitted projects providing services of similar scope and complexity.

C. Management and Staffing. The Library will evaluate the proposed organizational structure and staffing to assess the offeror’s ability to provide quality control, identify and mitigate risk, and perform the services identified in Section C of this solicitation. The Library will evaluate the resume of the proposed key personnel and other proposed staff for how relevant his/her experience and qualifications are to the requirements outlined in the SOW.

The Library will assess the offeror’s ability to provide key personnel with experience in managing a team and who can oversee the requirements and staff.

030ADV25R0018 0001 Section M

D. Production Capacity. The Library will evaluate the offeror's current production capacity described in Attachment J6 and additional production capacity descriptions of facilities, equipment and personnel available to perform the braille transcription and duplication services identified in Section C of this solicitation.

E. Past Performance. Past Performance will be evaluated based on customer feedback from three (3) completed projects within the past five (5) years as documented and received using the Past Performance Questionnaire. Feedback will be evaluated based on the relevancy of the projects to Section C of this solicitation and how well the offeror performed thereunder. The Library will evaluate relevant past performance information to assess the degree of risk to successfully perform the work described in this solicitation.

Note: Offerors are advised that the government is not limited to the past performance questionnaires received and reserves the right to obtain additional past performance information as necessary, including, but not limited to, that contained in the Contractor Performance Assessment Reporting System (CPARS), performance on past contracts, and any other sources available. In the case of an offeror without a record of relevant past performance or for whom information on past performance is not available, the offeror will not be evaluated favorably or unfavorably on past performance. The Library does not retain the responsibility to ensure correct information is submitted and that the information is error-free. If it cannot be determined which business the past performance reference is for, or if the information contained within it cannot be determined or understood how it relates to the requirements, those references may not be evaluated.

F. Price. For evaluation purposes only, the Library will multiply the offeror's proposed unit prices for English and Spanish transcription and duplication services (Standard/Priority and Rush) by the Library's estimated braille pages, and pressing and binding quantities to get the estimated price per title in Attachment J6. The estimated price per title will be multiplied by the estimated yearly number of titles to establish a total price for each ordering period. The total for each ordering period found in I14, I28, I42, I56 and I70 of the English Pricing tab and in F14, F28, F42, F56 and F70 of the Spanish Pricing tab of Attachment J6 will be added together to establish a total evaluated price (found in I73 in the English Pricing tab). The Library will assess the reasonableness of the proposed prices in Attachment J6.

In accordance with 2 U.S.C. § 135a, the Library reserves the right to give preference to non-profit-making institutions or agencies whose activities are primarily concerned with the blind and with other print disabled persons, in all cases where the price or bids submitted by such institutions or agencies are determined to be fair and reasonable under all the circumstances and needs involved. As a result, for evaluation purposes only, the Library will reduce the proposed price of an offer who qualifies for the Non-Profit Preference described in L.5 Volume III (iv) by 10% to establish that offeror's total evaluated price.

The quantities and titles in Attachment J6 are solely for the purposes of establishing a total evaluated price for this competition. In no way is a business guaranteed these titles or quantities. It is purely for the purposes of evaluations only.

End of Document