Sources Sought - Draft SOW - Library Support Services (30 JUN).pdf

Draft Statement of Work – Library Support Services - Page 1 of 8

Draft Statement of Work – Library Support Services

1. Background

The SEC Library serves the information needs of U.S. Securities and Exchange Commission (SEC) staff nationwide. The Library provides the following services to support agency staff performing mission-critical work: reference and research, collection development and management, acquisition of research resources, provisioning access to online resources, and promoting discovery of resources through management of the SEC’s Data Catalog.

2. Objectives

The purpose of this contract is to provide the U.S. Securities and Exchange Commission (SEC) with high-quality professional library support services, including reference assistance, collection management, end-user training, and account/password administration. These services ensure that SEC staff have timely, efficient, and reliable access to research resources necessary for fulfilling the agency’s mission.

3. Scope of Work

The scope of work for this contract includes professional reference services, print and electronic collection support, training and user engagement functions, and account and password administration.

4. Position Duties and Minimum Qualifications

The contractor shall provide qualified personnel to perform the services required under this contract. Duties and minimum qualifications for each position are listed below.

4.1 Position 1 - Reference Librarian (Key Personnel)

Duties:

• Conduct legal, legislative, regulatory, and business research in support of SEC staff

• Answer quick and in-depth business and legal reference questions via email, telephone, chat, or in-person using online and print resources

• Staff a reference desk

• Perform research at other local libraries, as required

• Assist staff in effectively using research platforms through one-on-one support and instruction

• Develop research guides and other instructional content

• Maintain metadata and records for reference requests received

• Provide circulation, document delivery and inter-library loan services

• Provide general library technical support services as needed

• Shelf-read Library’s print collection, re-shelving and shifting collection as necessary

• Provide back-up password management assistance

• Develop new procedures as needed and update existing procedures when changes occur

• Work with appropriate library staff to resolve any recurring problems

• Note: Contractor will not have authority to procure goods or services, provide legal opinions, determine substantive procedural changes, or make other substantive decisions that bind the SEC

Skills & Qualifications:

• Effective oral and written communication skills

• Excellent customer service skills

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• Significant experience performing in-depth legal research

• Demonstrated expertise with legal research databases, including Westlaw, Lexis, Bloomberg Law, HeinOnline, and VitalLaw

• Proven experience with major business and financial data resources, such as Bloomberg Professional, WRDS, and LSEG Workspace

• Basic knowledge of generative AI and experience with AI-powered research features

• ALA-accredited MLIS/MLS or related degree required

4.2 Position 2 - Password Manager

Duties:

• Monitor, triage, and complete work associated with data access requests for library services

• Provide timely cancellation of user accounts

• Record and update vendor contact information

• Create and update account assignment procedures for each service requiring user accounts

• File online usage reports from vendors as received

• Ensure quality control and timeliness of work performed

• Work with appropriate library staff to resolve any recurring problems

Skills & Qualifications:

• Effective communication skills

• Excellent customer service skills

• Proven experience using workflow systems to track, prioritize, and resolve customer service requests

4.3 Position 3 – General Library Support

Duties:

• Coordinate library training, including scheduling monthly training sessions with vendors and staff, advertising the training schedule internally, and communicating with training attendees as necessary

• Monitor, triage, and complete work associated with complex data access requests

• Audit library’s records of users for specified datasets

• Perform routine record updates to the SEC’s Data Catalog

• Monitor and triage email communication inboxes to ensure communications are addressed expeditiously

• Perform health checks on systems, including routinely refreshing PowerBI dashboards, to confirm that they are operating as expected

• Provide additional Data Catalog and Library support-related services as required by the OCDO

• Working with appropriate library staff to resolve any recurring problems

Skills & Qualifications:

• Effective oral and written communication skills

• Excellent customer service skills

• Bachelor’s degree required

4.4 Library Technician / General Library Support

Duties:

• Re-shelve all books, periodicals, newspapers and other library materials

• Update and maintain ILS serial and bibliographic records

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• Shelf-read Library’s print collection, re-shelving and shifting collection as necessary

• Provide general library technical support services as needed

• Provide backup reference support and password management support

• Work with appropriate library staff to resolve any recurring problems

Skills & Qualifications

• Effective oral and written communication skills

• Excellent customer service skills

• Bachelor’s degree required

5. Staffing Requirements

The contractor shall provide sufficient qualified personnel to perform all requirements of this contract without interruption. Staffing levels shall be adequate to meet workload demands, required coverage hours, and performance standards throughout the period of performance.

5.2 Labor Categories and Coverage

The contractor shall provide personnel in the labor categories identified in Section 4, or equivalent categories accepted by the Government.

5.3 Work Schedules

Contractor personnel shall work the schedules identified in Section 6. The contractor shall ensure all positions are staffed in accordance with approved recurring schedules.

5.4 On-Site and Remote Performance

Contractor personnel shall perform duties at Headquarters, hybrid locations, or remote work locations as identified in Sections 6 and 8.

Remote or hybrid performance shall not reduce responsiveness, service quality, communication, or fulfillment of contract requirements.

The Government may modify on-site presence requirements based on mission needs.

5.5 Key Personnel

The following position is designated as Key Personnel under this contract:

• Position 1 - Reference Librarian

Key Personnel are considered essential to successful contract performance.

The contractor shall not remove, replace, reassign, or divert Key Personnel from contract performance without prior written notice to the Contracting Officer, except in circumstances beyond the contractor’s control, including resignation, illness, or emergency.

When replacement becomes necessary, the contractor shall:

• Notify the Contracting Officer as soon as practicable.

• Submit qualifications of the proposed replacement.

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• Ensure the replacement possesses qualifications equal to or greater than those of the originally assigned individual.

• Provide transition support to avoid disruption of services.

The Government reserves the right to review proposed replacement personnel for contract compliance.

5.6 Personnel Qualifications

The contractor shall ensure all assigned personnel meet the minimum qualifications identified in Section 4 prior to beginning performance.

The Government may request verification of qualifications, certifications, education, clearances, or relevant experience.

6. Work Schedule and Hours of Operation

The contractor shall provide staffing coverage necessary to perform all services required under this contract during the hours identified below. All positions under this contract have specific recurring schedules. The contractor shall ensure personnel are assigned and available in accordance with the approved schedules.

6.1 Standard Operating Hours

Unless otherwise directed, services shall be provided during the Government’s normal operating hours:

• Monday through Friday

• Excluding Federal holidays

• Between the hours of 7:00 AM and 6:00 PM local time

6.2 Position-Specific Schedules

The contractor shall provide personnel in accordance with the schedules below. Any proposed changes to the schedules shall require prior coordination with the COR.

Position 1 - Reference Librarian

• Work will be performed for 40 hours per week Monday through Friday, excluding Federal holidays.

• Work hours must be on a set, recurring work schedule.

• Shift begins no later than 9:00 AM and end not earlier than 4:00 PM.

Position 2 - Password Manager

• Work will be performed for 40 hours per week Monday through Friday, excluding Federal holidays.

• Work hours must be on a set, recurring work schedule.

• Shift begins no later than 9:00 AM and end not earlier than 4:00 PM.

• Work must be performed onsite at 100 F Street NE, Washington, DC 20549

Position 3 - General Library Support

• Work will be performed for 40 hours per week Monday through Friday, excluding Federal holidays.

• Work may be performed remotely

Position 4 - Library Technician / General Library Support

• Work will be performed for 30 hours per week Monday through Friday, excluding Federal holidays.

• A minimum of 15 hours per week shall be performed on-site at the Government facility.

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• The remaining hours may be performed remotely, subject to workload demands and COR approval.

6.3 Federal Holidays

SEC will be closed, and no contractor work authorized, for federal holidays.

6.4 Inclement Weather/Emergencies

SEC follows OPM guidance for delays, closures, or early releases for the DC Metro area. In the event of inclement weather or designated emergency the Contractor is responsible for listening to the public media or checking the OPM website to determine if SEC has been closed as a result. The Contractor is reminded that there will be no payments for any labor or services for hours the SEC is closed due to inclement weather.

7. Deliverables

The contractor shall provide the deliverable identified below in accordance with the schedule established by the Government. All deliverables shall be accurate, complete, professionally prepared, and submitted electronically unless otherwise directed by the Contracting Officer’s Representative (COR).

7.1 General Deliverable Requirements

The contractor shall:

• Submit all required deliverables on or before established due dates.

• Ensure information provided is current, accurate, and free of errors.

• Correct identified deficiencies promptly at no additional cost to the Government.

• Maintain supporting records for submitted reports and data.

• Provide deliverables in formats compatible with Government systems (e.g., Microsoft Word, Excel, PDF, or other approved formats)

7.2 Required Deliverable

Monthly Contract Status Report The Contractor shall submit a Monthly Contract Status Report to the COR by the 15th day after the end of each calendar month.

7.3 Monthly Status Report Content

At a minimum, the Monthly Status Report shall include an overview of the activities performed in the previous month. The report shall also include:

• Reference Librarian: Number of reference actions completed

• Password Manager: Number of password actions taken; number of exit actions processed

• General Library Support: Number of account triage actions taken; description of account audits completed; number of vendor trainings coordinated.

• Library Technician: Number of password actions taken; number of exit actions processed;

description of updates to Library ILS.

7.4 Deliverable Review and Acceptance

The Government will review the Monthly Status Report for completeness, accuracy, and compliance with contract requirements.

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If deficiencies are identified:

• The contractor shall revise and resubmit the report within the timeframe specified by the COR.

• Government review does not relieve the contractor of responsibility for quality or accuracy.

7.5 Deliverables and Data Rights

All materials, documents, notes and records produced by the contractor under this SOW shall become the property of the U.S. Government, which shall have unlimited rights to all materials and determine the scope of publication and distribution. The contractor shall be required to deliver electronic copies of all documents, notes, records and software, as applicable, to the Government monthly, or as otherwise identified in any issued Task Order and upon termination of the contract services or expiration of the contract period.

8. Place of Performance

Services under this contract shall be performed at Government Headquarters and approved remote work locations, in accordance with the position-specific schedules identified in Section 8.

8.1 Government Headquarters

On-site services shall be performed at:

U.S. Securities and Exchange Commission 100 F St NE Washington, DC 20549

8.2 Position-Specific Place of Performance

Position 1 - Reference Librarian

Work shall be performed at Government Headquarters in accordance with the approved schedule.

Position 2 - Password Manager

Work shall be performed at Government Headquarters in accordance with the approved recurring schedule.

Position 3 - General Library Support

Work may be performed at Government Headquarters or remotely, in accordance with the approved work schedule, mission requirements, and COR coordination.

Position 4 - Library Technician / General Library Support

Work shall be performed in a hybrid capacity. A portion of scheduled hours shall be performed at Government Headquarters, and remaining hours may be performed remotely, subject to mission requirements and COR coordination.

8.3 Remote Work Requirements

When performing remotely, contractor personnel shall:

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• Maintain a professional work environment suitable for official business.

• Have reliable internet and telephone access.

• Be available during scheduled duty hours.

• Protect Government information and data from unauthorized access.

• Participate in virtual meetings and communications as required.

8.4 Government Right to Modify Work Location

The Government may require temporary or recurring on-site support at Headquarters for any position when necessary to support meetings, audits, inspections, training, special projects, or mission requirements.

Reasonable advance notice will be provided whenever practicable.

8.5 Contractor Responsibility

The contractor shall be responsible for managing personnel schedules, commuting, remote work logistics, and staffing assignments necessary to meet all contract requirements and approved schedules.

9. Period of Performance

The period of performance shall consist of a base year and four (4) option years, exercisable at the Government's discretion in accordance with FAR 52.217-9.

The period of performance is:

Base Period: 09/28/2026 to 09/27/2027 Option Period 1: 09/28/2027 to 09/27/2028 Option Period 2: 09/28/2028 to 09/27/2029 Option Period 3: 09/28/2029 to 09/27/2030 Option Period 4: 09/28/2030 to 09/27/2031

10. Government-Furnished Property / Information

The Government may provide property, workspace, equipment, systems access, and information necessary for contract performance, as determined appropriate.

This may include:

• Workspace at Government Headquarters

• Standard office furniture and equipment

• Computers, printers, telephones, or related devices

• Access badges or credentials

• Access to Government systems, databases, records, and reference materials

• Applicable policies, procedures, and guidance documents

All Government-furnished property and information shall be used solely for official contract purposes.

The contractor shall safeguard Government-furnished resources from loss, damage, misuse, or unauthorized access and shall promptly report any issues to the COR.

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All Government-furnished property, information, and system access remain Government property and shall be returned or terminated upon request or contract completion.

11. Security Requirements

The contractor shall comply with all applicable Government security, privacy, facility access, and information technology security requirements during contract performance.

Contractor personnel may be required to complete background investigations, credentialing, or suitability determinations prior to performance.

The contractor shall ensure personnel:

• Follow facility access and badge procedures

• Protect Government information and sensitive data

• Use Government systems only for authorized purposes

• Safeguard passwords, credentials, and access devices

• Immediately report security incidents, loss of property, or unauthorized access

For approved remote work, contractor personnel shall maintain a secure work environment and protect Government information from unauthorized disclosure.

Failure to comply with security requirements may result in denial of access, removal of personnel, or other remedies available under the contract.