2026 Library SOW.pdf

The contractor shall provide all labor, supervision, specialized packing materials, enclosed transportation, and secure, climate-controlled warehousing required to relocate the base library collection. The work consists of packing, transporting to an off-site storage facility, storing, returning, and unpacking approximately 27,000 library items and assorted administrative office items materials (estimated total volume: 230 cubic meters) in accordance with Government instructions. The contractor shall ensure all contents are handled in a manner that prevents damage, maintains accountability, and supports efficient restoration of library operations.

Exclusions: The packing, transportation, and storage of existing library furniture are expressly excluded from this requirement.

The Government will evaluate technical proposals on an acceptable/unacceptable basis.

To be considered technically acceptable, the offeror must demonstrate an adequate understanding of the requirement and provide a workable plan for packing, storing, and unpacking library contents; maintaining inventory control; ensuring secure storage;

coordinating with Government personnel; and protecting all materials and equipment from damage within the required time frame.

The contractor shall perform the following specific tasks:

Phase 1: Packing and Preparation

Materials Supply: The contractor shall supply all necessary commercial-grade packing boxes, specialized wrap for fragile media, sealing tape, and cataloging labels prior to the start of packing.

Sequential Packing Method: The contractor shall pack all books and media in strict sequential order based on the library's existing system.

Labeling: Every box shall be clearly labeled with a sequential tracking number and its corresponding catalog range to ensure exact placement upon return.

Handling of Fragile Items: The contractor shall identify and individually wrap rare, oversized, or fragile reference materials to prevent damage during transit.

Phase 1 & 3: Transportation

Vehicle Specifications: The contractor shall utilize fully enclosed commercial moving trucks or vans to transport the assets. Open-bed vehicles are strictly prohibited to prevent weather exposure.

Loading/Unloading: The contractor shall provide all necessary carts, dollies, and labor to safely transition the boxed materials from the facility to the vehicles and from the vehicles into the storage facility.

Phase 2: Interim Storage Facility Operations

Climate Control Maintenance: The contractor shall store the assets in an indoor facility able to maintain a stable temperature and relative humidity to prevent mold, mildew, or warping of paper and media.

Segregation of Property: The contractor shall physically segregate the Government's 230 cubic meters of material from any other commercial or residential property stored in the same facility.

Pest and Security Control: The contractor shall maintain active Integrated Pest Management (IPM) protocols and standard commercial facility security (e.g., controlled access, fire suppression) for the duration of the storage period. |

Phase 3: Return and Unpacking

Sequential Reshelving: The contractor shall unbox and place all 27,000 items onto the newly installed library shelving. Items must be placed in their exact original sequential catalog order.

Debris Removal: The contractor shall break down and remove all boxes, packing paper, and tape from the military installation daily during the unpacking phase.

Schedule and Milestones The contractor shall strictly adhere to the following schedule to align with the facility renovation:

Milestone Required Completion Date

Start of Phase 1 (Packing) Week of August 10, 2026

Completion of Phase 1 (Facility Empty) No later than August 15, 2026

Interim Storage Period August 15, 2026 – Mid-September 2026

Completion of Phase 3 (Unpacking/Reshelving)

No later than September 25, 2026

Government Furnished Property (GFP) and Access

• Property: The 27,000 library items constitute Government property that will be placed under the contractor's temporary custody.

• Access: The Government will provide the contractor access to the library facility during standard base operating hours. The contractor is responsible for coordinating base access passes for their personnel and vehicles in accordance with local installation security procedures.

Inspection and Acceptance The Government Contracting Officer's Representative (COR) and the Base Library Manager will conduct the following inspections for acceptance:

1. Move-Out Inspection: On or before August 15, 2026, to verify the facility is completely cleared of all designated assets and debris.

2. Storage Inspection (Optional): The COR reserves the right to inspect the interim storage facility to verify climate control and segregation of assets.

3. Final Acceptance: On or before September 25, 2026, to verify all 27,000 items are returned, undamaged, placed in the correct sequential catalog order on the new shelving, and all packing debris is removed from the installation.