Library_Filing_Services_Solicitation_-_FY20.pdf

REQUEST FOR PROPOSALS

Library Filing Services

Request for Proposals: Library Filing Services

Request for Proposals Issue Date: Monday, August 26, 2019 Request for Proposals Close Date: Wednesday, September 4, 2019

I. INTRODUCTION

This is an open market solicitation for services to be provided at a fixed price. The United States Tax Court requests proposals for filing services for the Court’s library and several of its judicial chambers. A general description of the requirements is provided below.

Proposals are due by email to tclib@ustaxcourt.gov on or before 5:00 p.m.

EDT on Wednesday, September 4, 2019. Any questions about this solicitation should be submitted by email to tclib@ustaxcourt.gov no later than 5:00 p.m. EDT on Friday, August 30, 2019.

The Tax Court utilizes Volume 14 (Procurement) of the Guide to Judiciary Policy for procurement matters. This solicitation incorporates Clause 3-3 (Provisions, Clauses, Terms and Conditions–Small Purchases) from Volume 14 by reference, with the same force and effect as if it and the provisions and clauses incorporated by reference therein were given in full text. This solicitation includes the full text of Provision 3-5 (Taxpayer Identification and Other Offeror Information) from Volume 14 at Section VI. Offerors must complete Section VI and submit it with their proposals.

The full text of each provision and clause may be found at Appendix 1B of Volume 14, Guide to Judiciary Policy, available at http://www.uscourts.gov/sites/default/files/guide-vol14- 2016-03-29_0.pdf. In addition, upon request, the Contracting Officer will provide the full text of any provision or clause. All references to the “Court” and the “Judiciary” or the “Administrative Office of the United States Court” in any provision or clause shall be deemed to refer to the United States Tax Court. The term “Contractor” refers to the successful offeror that is awarded a contract under this solicitation.

II. STATEMENT OF WORK

The Contractor must provide loose-leaf filing services, filing services for treatises, and pocket part removal and replacement for bound volumes located in the Court’s library and in several of its judges’ chambers. The current publications for which the Court requires filing services, including their locations within the Tax Court building and the current number of subscriptions, are set forth in Attachments A and B. The number of Court subscriptions for publications may change during the term of this contract (depending on judicial chambers’ demand and/or changes in library subscriptions.)

The Contractor must keep library and judges’ chambers publications current by filing, mailto:tclib@ustaxcourt.gov mailto:tclib@ustaxcourt.gov http://www.uscourts.gov/sites/default/files/guide-vol14-2016-03-29_0.pdf http://www.uscourts.gov/sites/default/files/guide-vol14-2016-03-29_0.pdf http://www.uscourts.gov/sites/default/files/guide-vol14-2016-03-29_0.pdf inserting and/or replacing all updates at least weekly. The Court expects that filings will be current when the Contractor begins performance on Tuesday, October 1, 2019. The Contractor may provide filing services on more than one day per week at no additional cost to the Court, if necessary to keep publications current.

The U.S. Tax Court building is located at 400 Second Street, NW, Washington, D.C.

20217. The Tax Court is a five-story building with elevator accessibility. Filing must be performed during the Court’s normal business hours, 8:00 a.m. to 4:30 p.m., Monday - Friday.

The Court is closed on all Federal holidays and any day designated by the Office of Personnel Management or the Chief Judge.

The Contractor shall have access to judges’ chambers as necessary to perform filing.

If a particular judge’s chambers is closed and, therefore, unavailable for filing on the Contractor’s usual filing day(s), the Contractor will not be obligated to file in those judges’ chambers until the following week.

● Individuals performing loose-leaf filing must have a minimum of five (5) years of law library filing experience.

● Individuals performing filing services must have their work spot-checked at least every six months, at no additional cost to the Court, by a Contractor-provided professional Law Librarian Manager.

● Each individual providing filing services at the Court proposed by the Contractor must be approved in advance by the Tax Court before starting work.

The Court may withhold approval, or at any time revoke a prior approval, for any reason. For each individual proposed by the Contractor, the Contractor must provide the Tax Court with either a report generated within the last twelve months from an Identity History Summary Check (a technical fingerprint search of the criminal history records in the FBI national fingerprint database, https://www.fbi.gov/services/cjis/identity-history-summary-checks), or an equivalent report or clearance acceptable to the Court.

III. TERM OF THE CONTRACT

The term of the contract shall be one (1) year, beginning October 1, 2019 and ending September 30, 2020. The Court will have options to extend the term contract for up to four additional years, or through September 30, 2024.

https://www.fbi.gov/services/cjis/identity-history-summary-checks

IV. PRICING

Offerors must provide in the spaces below sections A, B and C the monthly prices to be charged for filing services for all publications (including the current number of subscriptions) set forth in Attachments A and B. Offerors must also provide under section C the monthly pricing for optional publications which could be added to our contract per the needs of the judicial chambers or the library. Payment will be on a monthly basis.

Over the course of the five years the court reserves the right to make additions/subtractions in individual subscriptions to materials. This would be done on an annual basis.

PERIOD OF PERFORMANCE: OCTOBER 1, 2019 TO SEPTEMBER 30, 2020 with option to extend through September 30, 2024.

A. CURRENT LIBRARY SUBSCRIPTIONS PRICING:

The price for filing services for all publications set forth in Attachment A during the Base Year (October 1, 2019 – September 30, 2020) will be a total of

$ per month x 12 months = $ ____

The price for filing services for all publications set forth in Attachment A during Option Year 1 (government fiscal year October 1, 2020 - September 30, 2021) will be:

$ per month x 12 months = $ _____

The price for filing services for all publications set forth in Attachment A during Option Year 2 (government fiscal year October 1, 2021 - September 30, 2022) will be:

$ per month x 12 months = $ _____

The price for filing services for all publications set forth in Attachment A during Option Year 3 (government fiscal year October 1, 2022 - September 30, 2023) will be:

$ per month x 12 months = $ ______

The price for filing services for all publications set forth in Attachment A during Option Year 4 (government fiscal year October 1, 2023 - September 30, 2024) will be:

$ per month x 12 months = $ _______

B. CURRENT CHAMBERS SUBSCRIPTIONS PRICING:

The price for filing services for all publications (including the number of current subscriptions with multiple copies) set forth in Attachment B during the Base Year (October 1, 2019 – September 30, 2020) will be a total of

$ per month x 12 months = $_________

The price for filing services for all publications (including the number of current subscriptions with multiple copies) set forth in Attachment B during Option Year 1 (government fiscal year October 1, 2020 - September 30, 2021) will be:

$ per month x 12 months = $_________

The price for filing services for all publications (including the number of current subscriptions with multiple copies) set forth in Attachment B during Option Year 2 (government fiscal year October 1, 2021 - September 30, 2022) will be:

$ per month x 12 months = $_________

The price for filing services for all publications (including the number of current subscriptions with multiple copies) set forth in Attachment B during Option Year 3 (government fiscal year October 1, 2022 - September 30, 2023) will be:

$ per month x 12 months = $_________

The price for filing services for all publications (including the number of current subscriptions with multiple copies) set forth in Attachment B during Option Year 4 (government fiscal year October 1, 2023 - September 30, 2024) will be:

$ per month x 12 months = $_________

C. PRICING REGARDING OPTIONAL INCREASE FOR SPECIFIC

PUBLICATIONS:

The price per subscription for filing services during the Period of Performance for each additional subscription beyond the number set forth in the attachments will be as follows (the price listed here should be for just one subscription).

BNA Tax Management Portfolios: U.S. Income $_________per each one additional subscription per month. (To be completed by the offeror.)

BNA Tax Management Portfolios: Estates, Gifts and Trusts $_________per each one additional subscription per month. (To be completed by the offeror.)

CCH Standard Federal Tax Reporter $_________per each one additional subscription per month. (To be completed by the offeror.)

RIA US Tax Reporter $_________per each one additional subscription per month (To be completed by the offeror.) *currently not subscribed to by any chamber

*The Court may require the delivery of any of these line item(s), identified as optional item(s), at the price stated in the line item. The Contracting Officer may exercise the option by written notice to the Contractor within five (5) days.

V. EVALUATION

Offers will be evaluated based only on technical acceptability and price. Award will be made to the lowest overall priced, responsible offeror which meets the technical requirements stated in the solicitation. The determination of lowest price will be taken from all three sections under IV. PRICING (Current Library Subscriptions Pricing, Current Chambers Subscription Pricing and Pricing Regarding Optional Increase for Specific Publications.)

VI. REPRESENTATIONS OF OFFEROR

Provision 3-5, Taxpayer Identification and Other Offeror Information (APR 2011)

(a) Definitions.

“Taxpayer Identification (TIN),” as used in this provision, means the number required by the Internal Revenue Service (IRS) to be used by the offeror in reporting income tax and other returns. The TIN may be either a social security number or an employer identification number.

(b) All offerors shall submit the information required in paragraphs (d) and (e) of this provision to comply with debt collection requirements of 31 U.S.C. §§ 7701(c) and 3325(d), reporting requirements of 26 U.S.C. §§ 6041, 6041A, and implementing regulations issued by the IRS. If the resulting contract is subject to the payment reporting requirements, the failure or refusal by the offeror to furnish the information may result in a 31 percent reduction of payments otherwise due under the contract.

(c) The TIN may be used by the government to collect and report on any delinquent amounts arising out of the offeror’s relationship with the government (31 U.S.C. § 7701(c)(3)). If the resulting contract is subject to payment recording requirements, the TIN provided hereunder may be matched with IRS records to verify the accuracy of the offeror’s TIN.

(d) Taxpayer Identification Number (TIN):

[ ] TIN has been applied for.

[ ] TIN is not required, because:

[ ] Offeror is a nonresident alien, foreign corporation or foreign partnership that does not have income effectively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States;

[ ] Offeror is an agency or instrumentality of a foreign government;

[ ] Offeror is an agency or instrumentality of the federal government.

(e) Type of Organization:

[ ] sole proprietorship;

[ ] partnership;

[ ] corporate entity (not tax-exempt);

[ ] corporate entity (tax-exempt);

[ ] government entity (federal, state or local);

[ ] foreign government;

[ ] international organization per 26 CFR 1.6049-4;

[ ] other .

(f) Contractor representations.

The offeror represents as part of its offer that it is [ ], is not [ ] 51% owned and the management and daily operations are controlled by one or more members of the selected socio-economic group(s) below:

[ ] Women Owned Business

[ ] Minority Owned Business (if selected then one sub-type is required)

[ ] Black American Owned

[ ] Hispanic American Owned

[ ] Native American Owned (American Indians, Eskimos, Aleuts, or Native Hawaiians)

[ ] Asian-Pacific American Owned (persons with origins from Burma, Thailand, Malaysia, Indonesia, Singapore, Brunei, Japan, China, Taiwan, Laos, Cambodia (Kampuchea), Vietnam, Korea, The Philippines, U.S. Trust Territory of the Pacific Islands (Republic of Palau), Republic of the Marshall Islands, Federated States of Micronesia, the Commonwealth of the Northern Mariana Islands, Guam, Samoa, Macao, Hong Kong, Fiji, Tonga, Kiribati, Tuvalu, or Nauru)

[ ] Subcontinent Asian (Asian-Indian) American Owned (persons with origins from India, Pakistan, Bangladesh, Sri Lanka, Bhutan, the Maldives Islands, or Nepal)

[ ] Individual/concern, other than one of the preceding.

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