36C25220Q0340-000.docx

Contract Opportunity Presolicitation Notice

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Required Field Contract Opportunity Presolicitation Notice Subscription Management Services Online Access Medical/Administrative Journals 53214-1476 36C25220Q0340 03-06-2020 N 519130 Department of Veterans Affairs Great Lakes Acquisition Center (GLAC) 115 S 84th Street, Suite 101 Milwaukee WI 53214-1476 Amy Burger Phone (414) 844-4800 ext. 43272 amy.burger@va.gov Clement J. Zablocki VAMC 5000 West National Ave.

Milwaukee, WI

USA

SOW

Clement J Zablocki VA Medical Center Library Journal Order, Online Access to 2020 695-20-2-053-0048

STATEMENT OF WORK for Journal Order, Online Access to 2020, 2021, 2022, and 2023

A. SCOPE OF WORK

The Contractor shall be responsible for the management, labor, and equipment necessary to provide access to (1) serial publication subscriptions (online), and (2) related subscription requirements to Milwaukee VA Medical Center. Related subscription requirements include paying publishers, handling claims for non-receipt, processing changes in subscriptions status (renewals, new and cancelled subscriptions), facilitating the activation of online access, and submission of required reports and other service problems.

Approximately 90% of subscriptions placed by the Customer will be renewal subscriptions.

The VA shall award a contract for a base period of nine (9) months, beginning April 1, 2020 and ending December 31, 2020. The award shall include up to four (4) 12-month option periods, beginning January 1 and ending December 31. Since all option periods require firm fixed pricing, Contractors may bid for only the nine (9) month period and/or offer less than four (4) option periods.

B. GENERAL REQUIREMENTS

1. Subscription Orders. The solicitation requests basic ordering subscription services and then support requirements related to the maintenance of those subscriptions.

Part 1 - Basic Subscription Orders.

Part 2 - Required Support Requirements.

Part 1 - Basic Subscription Orders. Contractor shall provide basic subscription orders that would include all of the tasks necessary to execute and manage orders for new and renewal subscriptions to serial publication subscriptions and point of care database subscriptions. These tasks fall into the following four critical areas:

(a) Ordering subscriptions;

(b) Serving as the fiscal agent with publishers, including making timely prepayments, processing refunds, claims, supplemental and bill-later charges;

(c) Ensuring timely and complete delivery of ordered subscriptions; and,

(d) Providing reports and other administrative support for subscriptions management.

Part 2 - Required Support Requirements. Contractor shall provide support to cover a range of subscription-related products to the library, in addition to basic subscription orders and renewals described under Part 1.

C. SPECIFIC REQUIREMENTS OF BASIC SUBCRIPTION ORDERS UNDER PART ONE

1. Basic Subscription Orders and Renewals.

Contractor shall provide subscription orders for all subscriptions to electronic access available via agents from foreign and domestic publishers, if the ordering customer can supply sufficient publication information. The Contractor shall supply materials from a wide range of publishers.

2. Subscription Periods.

(a) Publisher permitting, the Contractor shall be required to place subscriptions to provide online access to the publication year that coincides with the contract period. The contractor shall place subscriptions for the remainder of 2020, beginning April 1, 2020 and ending December 31, 2020. Then, the contractor shall place subscriptions at the start of the publication year in 2021, if the option is exercised.

(b) The Contractor shall provide administrative and other requirements for each subscription for the life of the subscription.

3. Direct Orders Not Permissible.

Listing of any "direct only" subscriptions, meaning subscriptions which the Contractor cannot supply due to publishers licensing requirements, where privity of contract is required by the Publisher to be directly between the Department of Veterans Affairs and the Publisher. The doctrine of privity in the common law of contracts provides that a contract cannot confer rights or impose obligations arising under it on any person or agent except the parties to it. Without VA Contracting Officer approval and that comply with the Publishers’ requirements, these orders cannot be placed through this contract action.

4. Payment.

(a) The Contractor shall pay all regular subscription orders in advance, prior to submission of first invoice.

(b) The Contractor shall make additional payments as necessary and be required to adjust for unforeseen contingencies, such as currency fluctuations, additional volumes.

(c) The Contractor shall maintain complete records of all bibliographic and financial transactions of each Station for up to three years. The Contractor shall provide to the VA immediate access to these records on demand. If required by the VA, the Contractor shall provide copies of these documents at no cost. The Contractor shall retain the original records on-site.

5. Administrative Services. The Contractor shall provide the following administrative services to support subscription ordering services:

(iii) The Contractor shall handle claims for any subscription for up to three months after the life of the subscription.

(b) Personal Representative. The Contractor shall assign a representative by name to provide personalized in-house assistance for VA Station account.

(c) Library Management Reports. At a minimum, Contractor shall provide the following reports at no charge:

(i) Claims Lists. The Contractor shall provide to the station a monthly listing of all outstanding claims and any responses received from the publishers. The report shall be cumulative, by title, for all unresolved claims.

(ii) Subscription Status Information. Notification of any irregularity or change in subscription status

6. Licenses

Contractor and publishers frequently have license agreements for their electronic publications, systems and software products. Licenses may be for the subscription agent’s proprietary products, or publisher’s proprietary products. All license agreements will be between the VA library and the Contractor/Publishers. Such individual licenses shall only pertain to the VA library for whom they were negotiated. License agreements will be reviewed, approved, signed and enforced by according to local procedures. Contractor’s proposals must contain copies of all Contractor proprietary licenses for all items offered.

Online Access to Journals by ISSN and Title Year: 2020