Amendment 1 to 030ADV25R0030.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)

0001 04-10-2025

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

030ADV25R0030

X

X X

See CONTINUATION Page

Robinson, James

BLOCK 14 ADDENDUM

The purpose of this amendment is to answer questions submitted by offerors. As a result of the answers to those questions, Section C and L of the solicitation are amended. They are included within this amendment with red-text changes. The proposal submission date has not changed.

CONTINUATION PAGE

A.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBER

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 2,100.00 EA _______________

Braille Mailing Containers: Regular Dimensions: 12(W) x 13(L) x 4(H) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026

0002 470.00 EA _______________

Braille Mailing Containers: Long Dimension: 12(W)x19(L)x4 (H) Contract Period: Base POP Begin: 05-01-2025 POP End: 04-30-2026

0003 1.00 JOB _______________

Schematics Development Contract Period: Base POP Begin: 05-01-2025 POP End: 05-31-2025

GRAND TOTAL _______________

STATEMENT OF WORK – MODIFIED AS OF AMENDMENT 1

BRAILLE MAINLING CONTAINERS

C.1. BACKGROUND

The National Library Service (NLS) produces books and magazines in braille and audio format for people who are unable to read standard print due to visual or other physical disabilities. Most of these books and magazines are circulated to patrons through the mail. Braille books are primarily distributed in multi-volume format to libraries and utilize braille mailing containers to be sent to individual patrons.

C.2. SCOPE OF WORK

The contractor shall furnish the reusable braille mailing containers as specified herein.

C.3. REQUIREMENTS

The contractor shall produce two types of reusable braille mailing containers that conforms to the requirements defined in attachment J1 Braille Volume Mailing Container Requirements. The images below are for general reference. The front of the containers shall have a pre-printed text, which will be provided by NLS.

Outer dimensions:

Standard containers: 12(W) x 13(L) x 4 (H) Large containers: 12(W)x19(L)x4 (H).

NLS estimates procuring up to 2,500 braille mailing containers, with around 80% for the stand size and 20% for the large size.

(FRONT VIEW) (BACK VIEW)

Contractor shall send the containers schematic drawings in PDF format with all dimensions for NLS approval prior to mass production, All items produced under this contract shall comply with the specifications outlined in Section J-1, Braille Mailing Container Requirements.

All items produced under this contract shall be the sole property of the United States Library of Congress.

C.4. PRODUCTION CONTROL SAMPLES

C.4.1. Before the start of the full production lot, the contractor shall furnish 10 (ten) reusable braille mailing containers of each size for a total of twenty (20) pre-production samples. The contractor shall deliver these units to NLS headquarters (address below) for NLS to test the units. Production control samples shipped to NLS/LOG from the factory shall be sent F.O.B Destination, Freight Prepaid, to the following location:

Library of Congress National Library Service for the Blind and Print Disabled Processing and Receiving Unit (LA-G18) 101 Independence Ave., S.E. (mail stop #4960) Washington, D.C. 20540-4960

C.4.2. Prior to mass production, NLS shall test the production lot samples containers using the following tests:

C.4.2.1. Workmanship: container dimensions, container material, dust protection, markings, handle, closure according to the specification listed in the Braille Volume Mailing Container Requirements (Attachment J.1) .

C.4.2.3. The items shall be inspected to ensure they are free of frayed edges, corners, and shall be provided with minimum protuberances.

C.4.3. Approval of these units in writing by NLS contracting officer’s representative (COR) shall constitute approval to begin full production of the total order quantity.

C.4.4. If the production control samples are rejected for any reason, the contractor shall have thirty (30) days to correct the deficiency and submit ten (10) new samples for approval. The contractor shall not commence work on the full production quantity until written approval from NLS is received.

C.4.5. The contractor's inspection reports shall accompany the samples sent to NLS HQ. The inspection report shall be submitted within forty-eight (48) hours after upon shipping of the Production Control Samples. The inspection report shall contain a check list (or table) showing what has been tested, and the test status (such as approved or failed) for each aspect of the container listed in the Braille Volume Mailing Container Requirements (Attachment J.1).

C.4.6. The contractor shall inspect each unit of the pre-production articles lot of 10 for adherence to the Braille Volume Mailing Container Requirements (Attachment J.1).

C.4.7. The contractor shall be responsible for all tests associated with in-process manufacturing, inspection, and quality control, including those tests required for stock items procured and installed as complete components. Except as otherwise specified in a contract or purchase order, the contractor may utilize his own or any other inspection facilities and services acceptable to the Library of Congress.

Inspection records of examinations and tests shall be kept complete and available to NLS as specified in this contract. The Library of Congress reserves the right to perform any of the inspections set forth in the Braille Volume Mailing Container Requirements (Attachment J1) where such inspections are deemed necessary to ensure that supplies and services conform to the prescribed requirements.

C.4.8. The contractor shall maintain an inspection system, including appropriate inspection forms and reports, which must be approved by NLS. Any defects or failure to meet requirements will be reported back to the contractor. The contractor will be given 30 days to correct or repair any defects and resubmit for approval. All costs of producing and shipping any such additional units shall be borne by the contractor. If a significant defect or fault is found in the production units which can be traced to a lack of adequate production control or inspection, the necessary control or inspection shall be instituted without additional charge. The contractor shall retain all inspection reports for a period of eighteen months following shipment of the final items.

C.5. FULL PRODUCTION LOTS

Upon written approval and acceptance by NLS of the pre-manufacturing test articles, the contractor shall furnish and deliver the balance of the delivery order. The contractor shall randomly sample the quantity of units as determined by ANSI/ASQ Z-1.4 standard (LINK) at the Acceptable Quality Level (AQL) standard

0.65 level II and send the inspection report to NLS. The inspection report shall contain a check list (or table) that shows what has been tested, and the status of the test (for instance approved or failed for each aspect of the container following the Braille Volume Mailing Container Requirements (Attachment J.1) .

If defective items are identified by NLS delivered, contractor shall replace them at no cost to NLS (within the warranty period).

The production lot will be split between three storage facilities: NLS HQ; Multi-State Center East (MSCE);

and Multi-State Center West. The quantities to be shipped to each location will be provided by NLS prior to final distribution of the lot.

Reusable braille mailing containers shall be shipped direct from the contractor’s factory for acceptance or approval by NLS, and shall be sent F.O.B. Destination to one these following addresses below (per NLS instructions):

Library of Congress National Library Service for the Blind and Print Disabled Processing and Receiving Unit (LA-G18) 101 Independence Ave., S.E. (mail stop #4960) Washington, D.C. 20540-4960

Multistate Center West Joe Ballard 250 N 1950 W, Suite D Salt Lake City Ut 84116-7904

Telephone: 801-715-6783 Email address: jballard@utah.gov

Multistate Center East Joe Amber 4260 Port Union Road Suite 100 Fairfield, OH 45011 Telephone: (513) 771-1127 Email address: jamber@multistate-east.com

C.6. MARKINGS AND PACKAGING

Each reusable braille mailing container shall be marked and packaged in accordance with the Braille Volume Mailing Container Requirements (Attachment J1).

The boxes are to be properly packaged and secured to avoid any damages to the materials. Boxes shall be stacked with the heaviest on the bottom and with no boxes hanging over the edges of the shipping pallets.

The boxes must be shrink-wrapped with multiple layers to hold them tight. This shrink-wrapping shall go around (or through) the pallet itself so that the boxes and pallet can be moved as on unit before shipping.

Fully packaged pallets containing the boxes with the braille mailing material are not to exceed 60 inches in height (or 5 feet) in total to ensure the pallet is not overloaded and that forklift operators can operate with a standard and safe clearance.

Shipments incorrectly stacked or found in unsafe unloading conditions once received by NLS or the Multistate Centers shall be returned to the vendor for repacking and redelivery to NLS at contractor’s expense. The contractor will be responsible for any shipping damage resulting from improper packing.

The contractor shall incorporate good assembly/workmanship practices and quantity control procedures that ensure the shipping boxes (containing the braille mailing containers) will present no harm to the contents during transportation.

C.7. ACCEPTANCE TESTING

NLS reserves the right to perform on-site inspections at any time of any process or test being performed during the manufacturing of the product described herein. The NLS representative shall have the authority to select, at random and at any time, samples for testing to the specified requirements.

C.8. QUALITY ASSURANCE

The contractor shall develop and maintain an ISO 9001 certified Quality Assurance Plan (QAP) to ensure production of goods in accordance with this contract. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective products. The QAP shall be delivered as part of the first production articles. After acceptance of the QAP the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to its QAP.

The contractor is required to provide written documentation showing that the contractor's methods of quality control verify all aspects of the Braille Volume Mailing Container Requirements (Attachment J1). The contractor shall submit this document to the NLS/BPH Quality Assurance Section and the COR at the beginning of the order

As part of the contractor’s QAP, the contractor shall be required to develop a corrective action plan in response to any failures or defects reported to the contractor by NLS. The corrective action plan shall document the cause of the failure or defect and the action taken by the contractor to ensure the failure or defect is corrected. The corrective action plan shall be submitted within 2 weeks of any reported failure or defect. NLS will approve or reject the corrective action plan within 15 business days of receipt.

C.9. ENGINEERING CHANGE CONTROL

The contractor shall utilize a recognized engineering change control process. The reusable braille mailing container approved as part of the pre-production articles shall be placed under engineering change control.

Any changes to the product prior to, during or after the production lot must be proposed as an Engineering Change Request (ECR) and shared with NLS as soon as change has been identified. The ECR report must provide a detailed description of the proposed change and an analysis of the impact of the change. The ECR report must also indicate testing to be performed in order to validate the change. Any changes identified in the ECRs must be approved by the Contracting Officer. Depending on the severity of the change, and at the discretion of NLS, validation may require inspection of prototype samples by NLS. All costs of producing and shipping any such additional samples shall be borne by the contractor.

C.10. WARRANTY

The contractor warrants that each reusable braille mailing container is free from defects in material, workmanship and construction for a period of 12 calendar months from acceptance by NLS. All implied warranties of merchantability and fitness for a particular purpose are in Section I, FAR 52.212-4(o).

Reusable braille mailing containers found to be defective within the warranty period shall be shipped by

NLS to the contractor's facility in the United States. At its option, the contractor shall repair or replace the defective containers and ship them back to NLS. Warranty repairs or replacements must be completed within sixty (60) days. Containers repaired and returned under warranty shall include all packaging, instruction materials, labels, etc. All in-warranty repairs shall be further warranted for an additional one year from acceptance at NLS following repair/replacement.

C.11. KICKOFF MEETING

Within 7 days after the award of this contract, a post award conference (kickoff meeting) will occur between the Contractor and the Library of Congress. At this meeting, a discussion of the expectations, deliverables, procedures, and any and all other aspects related to this contract shall be discussed.

C.12. STATUS MEETINGS

The Contractor shall be required to meet via teleconference with the Contracting Officer or Contracting Officer's Representative (COR) once a week during the first month of this contract. Meetings will be as often as necessary thereafter as determined by the Contracting Officer or COR. However, upon request, the Contractor shall make themselves available within 48 hours for a meeting with the Library of Congress for a status meeting. The Library also reserves the right to inspect the contractor’s or manufacturer's facility within 48 hours of notice.

C.13. WORKFLOW OVERVIEW

The following sections document the overall workflow process:

3.2.1 All braille mailing containers shall adhere to the specifications enumerated in Section J-1, Braille Mailing Container Requirements.

3.2.2 Prior to mass production, the contractor shall send the containers schematic drawings in PDF format with all dimensions for NLS approval.

3.2.3 Any requested changes proposed by the contractor during production shall require submission of ten

(10) new samples incorporating the changes and must be approved by NLS.

3.2.4 Prior to mass production of reusable containers, the contractor shall ship ten (10) of each size production sample to NLS for approval. Sample shall be sent forty-five (45) days from start of period of performance or sooner.

3.2.5 Prior to mass production, NLS shall test the production lot samples for testing.

3.2.6 Approval of these units in writing by NLS contracting officer’s representative (COR) shall constitute approval to begin full production of the total order quantity.

3.2.7 If the production control samples are rejected for any reason, the contractor shall have thirty (30) days to correct the deficiency and submit ten (10) new samples for approval. The contractor shall not commence work on the full production quantity until written approval from NLS is received.

3.2.8 Upon approval of the samples, the contractor shall produce the reusable braille mailing container of each size deliver these units to one of the three delivery locations (to be specified by the COR) within sixty days from receipt of the approved purchase order12-months (the entire period of performance). Smaller lots dotted throughout the 12 months may be determined by the COR and Contractor. However, the full total production lot must be delivered entirely by the end of the 12-month period of performance.

3.2.9 The reusable braille mailing container shall be labeled, palletized, and banded or shrink wrapped when shipped.

3.2.10 The boxes are to be properly packaged and secured to avoid any damages to the materials. The contractor will be responsible for any shipping damage resulting from improper packing of customized shipping locations.

C.14. DELIVERABLES

Requirements paragraph reference description of event/deliverable Due date/payment schedule

Requirements Reference

Description of event/deliverable Due date/payment schedule

C.11. Kickoff Meeting Within seven (7) days after award

C.12. Status Meeting Within forty-eight (48) hours after a request from the Library

C.4. Production Control Samples Forty-five (45) days from start of any order’s period of performance, or sooner.

C.4.5. Contractor’s Inspection Reports Submitted within forty-eight (48) hours after upon shipping of the Production Control Samples

C.5. Full Production Lots – Shipments to be sent to NLS HQ, Multistate Center East, or Multistate Center West, as determined by the COR

All items shall be delivered within 12-months (the entire period of performance). Smaller lots dotted throughout the 12 months may be determined by the COR and Contractor.

However, the full total production lot must be delivered entirely by the end of the 12-month period of performance.

C.3.2.5 Control samples are rejected Thirty (30) days to correct the deficiency and submit new samples for testing.

C.8. Quality Assurance Plan Draft Version: Due at the time of quote submission.

Final Version: Thirty (30) days from start of the period of performance, or sooner.

C.9. Engineering Change Control As soon as a change is identified and before continuing production.

C.10 Warranty Twelve (12) months after acceptance of the items by NLS

C.15 OWNERSHIP

All items developed under this contract (including schematics, braille mailing containers, and any and all other items developed under this contract) become the full property of the Library of Congress and all title and ownership rights transfer to the Government.

SECTION L – WHAT THE PROPOSALS NEED TO CONTAIN

L.1. General Instructions to Businesses This section discusses general offer submission instructions, offer requirements, and information regarding the formatting of offers.

L.2. Offer Submission/Delivery Instructions Businesses shall submit their offers to James Robinson, Contracting Officer, at jarobinson@loc.gov. Offers are due no later than the date and time shown in Box 8 on the first page of this solicitation. Businesses may submit zipped files. The email containing your offer must have the RFQ number in the subject line (030ADV25R0030). The total maximum file size of all attached files cannot exceed 20MB due to restrictions on the LOC’s email system. If needed, businesses may submit multiple emails and ensure they are clearly identified. Offers must include the solicitation number, business name, mailing address, telephone number, and SAM UEI number.

L.3. Questions Businesses shall submit their questions regarding this work to James Robinson, Contracting Officer, at jarobinson@loc.gov. Questions are due no later than 04/04/2025 at 5:00 PM, Eastern Time. It is the Library’s intention to award without engaging in discussions/clarifications if possible (though not guaranteed), so questions regarding all aspects are highly encouraged. All questions and answers shall be provided to all potential businesses, but it shall not be revealed which business asked which questions. The Library reserves the right to ignore questions received after this due date. The Library also reserves the right to not answer all questions if need be. However, it also reserves the right to answer pressing and pertinent questions received after this date.

L.4. Offer Contents:

Any submitted offers must contain the following separate volumes, in the stated order, as indicated:

Volume 1). Pre-Award Samples (No page limitations)

The offeror must submit 10 number of samples (5 of each dimension) that conform to the requirements stipulated in Attachment J-1 – Braille Mailing Container Requirements. Submitted samples shall include the screen-printed information as specified in the solicitation.

Pre-award samples shall be sent to:

Library of Congress National Library Service for the Blind and Print Disabled Attn: Beatriz Haspo Processing and Receiving Unit (LA-G18) 101 Independence Ave., S.E. (mail stop #4960) Washington, D.C. 20540-4960

Pay special attention to the Deliveries to Capitol Hill location clause. Deliveries to the Capitol Hill locations can be complicated.

All samples must be received at the Library of Congress no later than two weeks after the closing date of this solicitation at 5PM Eastern Time. Samples shall not be returned to offerors.

Volume 2). Technical Approach and Quality Assurance Plan (Limited to 30 number of pages) The Offeror shall produce and deliver a Technical Approach volume which, at a minimum, describes the information regarding specifications and material of their proposed items that conform to the item’s requirements, information regarding their production capacity, project schedule/timeline, the specific details as to how the Contractor’s warranty program shall work, and any assumptions for fulfilling the requirements outlined in the Statement of Work. In addition, the Contractor shall also submit a draft Quality Assurance Plan that conforms to Section C.8, of the Statement of Work.

Volume 3). Past Performance (No page limitations) Offerors shall use Attachment J2 – Past Performance Questionnaire to provide detailed references for a maximum of three (3) relevant current and/or completed contracts (Government [federal or state] or commercial) performed within three (3) years prior to the solicitation release date that are relevant to this procurement. References may be for the prime or subcontractor; however, at least one (21 reference shall concern the relevant past performance of the prime. The information must be clear as to whether the work was done by the offeror as a prime contractor or as a subcontractor, or by a subcontractor working for the offeror.

The questionnaire shall be completed and emailed by the agency or company which contracted with the offeror to the Contract Specialist with a Cc to the Contracting Officer before the close of the solicitation. Past-performance questionnaires received directly from the offeror may not be accepted. As the Library receives the completed questionnaires, the Library shall compile them into Volume 2.

Volume 4). Pricing Quote Offerors shall fill out Attachment J3 – Pricing Schedule. Offerors shall submit pricing for all ordering periods.

End of Document