9b. Attachment 1 - Statement of Work 1305M322RNRMA0008.pdf

Attachment 1 – Statement of Work

LIBRARY JOURNAL SUBSCRIPTIONS

The Contractor shall furnish the necessary personnel, material, equipment, services and facilities, except as otherwise specified, to deliver the following items:

1 Background The National Oceanic and Atmospheric Administration (NOAA) Central and Regional Libraries (NCRL), a component of NOAA’ Office of Oceanic and Atmospheric Research (OAR) is responsible for serial subscriptions for scientific journals and databases, in print, print plus online and/or online format in support of 21 NOAA libraries nationwide for more than 1,800 different journals to be acquired from foreign and domestic sources. The vast majority of these journals are procured as electronic journals.

2 Specific Contractor Responsibilities

2.1 Basic Deliveries

The Contractor must provide subscriptions for all ordered serials and databases that are available via agents from foreign and domestic publishers. If additional publication information is required, the Contractor shall discuss with the Contracting Officer’s Representative (COR). Ongoing subscription requirements include the following:

(a) New subscriptions for both print and electronic.

(b) Renewals for both print and electronic.

(c) Late renewals for both print and electronic.

(d) Back issues.

(e) Transfer renewals.

(f) Added copy subscriptions.

(g) Obtaining license for electronic subscriptions, if relevant.

(h) IP authentication and access support for electronic subscriptions

(i) Memberships.

(j) Claiming missing subscription issues.

2.1.1 Established Subscription Period:

The Contractor is required to place subscriptions at any time during the year unless prohibited by the publisher. Most subscription periods cover the calendar year, i.e., 1 January through 31 December. If, through order or modification, an expiration date does not end on 31 December the Contractor will prorate the price if allowed by the publisher.

2.1.2 Managing the Subscription:

The Contractor shall provide administrative functions, to include: claiming the final subscription issues, determining archival rights, etc. for each subscription for up to three months after the subscription expires, i.e. the publication of the last issue covered by that subscription period.

2.1.3 Subscription Fulfillment:

The Contractor shall enter all new and renewal orders within five business days after receipt of the order. Delays are allowed only by prior written agreement resulting from a justified reason. If the Contractor has agreements with publishers that establish terms for batching orders and/or payments, then the orders must be entered and confirmed within the original five-day period, but can be released in accordance with the publisher agreements.

2.1.4 Electronic Contractor System:

The Contractor shall provide an electronic (web-based) system to provide journal information regarding new and renewal subscriptions that, at a minimum, includes the following features:

(a) Ability to search by:

(1) Title or series

(2) ISSN

(3) Account number

(4) Contractor reference number

(b) Display features:

(1) Bibliographic/order information for each serial title including title, publisher, ISSN, frequency; publisher’s invoice

(2) Pricing options;

(3) Invoice payment information for, at a minimum, the current and previous year;

(4) List of outstanding subscription claims (by title) including current status and number of times claimed.

(c) Ability to search the Contractor’s database to determine availability and cost prior to placement of an order and provide database system training and/or documentation at no cost to the library.

(d) Ability to indicate the need to place a new order.

2.1.5 Unavailable Titles:

If publications are only available through a direct order arrangement, or are discontinued, suspended, are otherwise unavailable or have had a title change, the Contractor shall notify the COR within five business days of discovery.

2.1.6 Payment to Publishers

The Contractor must have the financial capability to pre-pay publishers for serial subscriptions. Failure to maintain adequate financial responsibility could result in the termination of the contract.

In order to ensure subscription availability, the Contractor shall pay all regular subscription orders in advance, as required by the publisher. The Contractor must certify pre-payment to the publisher on all invoices. Upon request, the Contractor shall provide to the COR proof of payment of any order invoiced. Requests for exceptions due to prior arrangements with publishers must be submitted to the COR in advance. The COR retains the right to require detailed information about the content of such arrangements subject to confidentiality.

2.1.7 Ongoing Subscriptions:

In addition to renewal listings, subscriptions encompass items ordered throughout the year. Such subscription order requests shall be submitted by the COR to the Contractor for placement with the publisher for the subscription period indicated. Prior to the Contractor ordering new subscriptions a modification to the applicable task order will be provided to update journal pricing and provide funding for the subscriptions. Reports of confirmed orders will include the same information as the renewal lists, and the order number.

2.1.8 Not Included in the Basic Subscription Price:

The Contractor shall be responsible for facilitating delivery of all material published within a given subscription year. The Contractor shall notify the COR of special issues, indexes, and unnumbered supplements not included in the basic subscription price. These items shall be made available by order under this contract at the publisher’s price and firm fixed service fee, with no additional charges. Any other handling or transportation costs charged to the Contractor by the publisher, the Contractor shall provide notice to the Contracting Officer.

2.1.9 No Charge Materials:

Title pages, table of contents, annual or other indexes, and other materials normally supplied by the publisher at no added charge to a requesting subscriber, are to be supplied automatically by the Contractor at no additional charge.

2.1.10 Sample Copies:

The Contractor shall request sample copies of a serial when requested to do so by the COR. The Contractor shall provide notice to the Contracting Officer if there is an additional cost associated with providing the sample copies.

2.1.11 Back Issues:

Upon request from the CO, the Contractor shall acquire back issues of a title for up to one year prior to the date of the current volume, if the title exists. The Contractor shall provide notice to the Contracting Officer if there is an additional cost associated with providing back issues.

2.1.12 Catalog:

The Contractor shall provide an annual catalog of titles electronically at no charge. The catalog shall have as a minimum the following information:

(a) Titles

(b) ISSN

(c) Cost

(d) Frequency

(e) Enumeration

(f) Title changes, with cross references

(g) Documented constraints

2.1.13 Contractor Administrative Representative and Support:

The Contractor shall assign a representative(s) who is familiar with the terms of the contract and the needs of federal libraries to provide personalized in-house assistance (via toll-free or local telephone number and e-mail) for each account; provide support in account transition from the incumbent and account claims resolution. The representative shall be available daily, Monday through Friday from 8:00 am to 5:00 pm ET, except Federal holidays, and respond to all inquiries within one business day.

The Contractor shall provide orientation/training manuals for its processes to the COR at no charge.

Assistance shall include, but not be limited to, instructions on the completion of any Contractor-furnished forms and online access to and retrieval of information. Assistance shall be provided at the time of the award, when the Contractor changes procedures, or when the Library assigns new staff to the function.

2.1.14 Subscription Claims for Missing, Defective or Mutilated Issues:

The Contractor shall act as the contact point for the COR, or any NOAA Library, in obtaining from the publisher replacement copies of periodicals found to be defective, mutilated, lost in transit, or otherwise missing, provided the loss is reported within sixty calendar days. The Contractor shall handle subscription claims for any subscription for up to three months after the termination date of the subscription.

2.1.15 Electronic Subscription Claims:

The Contractor shall provide an electronic subscription claims process. The COR, or any NOAA Library, may choose whether to use electronic subscription claims and reports, or to communicate via an optional print-based means offered by the Contractor, or a combination thereof, e.g. transmitting subscription claims to the Contractor electronically with periodic print reports for confirmation.

Documentation on subscription claims procedures/instructions shall be provided via manuals, reference guides, web documents, etc.

2.1.16 Subscription Claims Time Frame:

The Contractor shall place all subscription claims with the publisher within five business days of receipt. In addition, the Contractor shall accept rush subscription claims electronically, by telephone or fax, and shall process subscription claims within five business days of receipt.

2.1.17 Subscription Claim Information:

Subscription claim types shall include missing issues, damaged issues, gaps in receipt of a title, non-start of a new order or renewal, error in the address stated in the call orders, duplicate issues received, and loss or gaps in access to electronic subscriptions. The subscription claim notice sent from the Contractor to the publisher shall include the following information:

(a) Title being claimed

(b) Specific issues

(c) Date of Contractor’s order to publisher

(d) Order period

(e) Amount paid

(f) Proof of payment (complete check information)

2.1.18 Subscription Claim List:

A list of subscription claims that have been made, shall be furnished to the CO and COR on a quarterly basis.

2.1.19 Cancellations and Refunds:

All Government requested cancellations shall be accomplished by the contractor to the publisher within five business days upon appropriate notification from the COR. Government requested cancellations may occur at any time from the issuance of the task order up to the start of subscription performance. When funds have been recovered from the Government requested cancellation, the contractor shall properly credit the Government by notifying the CO and COR via email. No administrative fee shall be charged. A modification to deobligate excess funds will be executed as deemed necessary by the government.

2.1.20 Lost Periodicals, Replacements, and Discontinuance of Publications:

The Contractor shall notify the COR and request a modification to the order to deobligate the excess funds when offering a credit for refunds in lieu of replacement.

2.1.21 Cancellation:

Contractor shall provide written evidence of attempts to secure the refund for the government for the cancellations that have been requested timely.

2.1.22 Bill to and Ship to Addresses:

The Contractor shall support multiple shipping addresses, domestic and foreign, under one billing address.

2.1.23 Licenses:

All License Agreements will be between NOAA and/or Publishers.

2.2 Library Management Reports:

2.2.1 General Specifications:

As requested by the COR, the Contractor shall provide at no charge, listings containing as much of the following information as possible:

(a) Title

(b) Ship-to address

(c) Invoice-item number

(d) Call order number

(e) Subscription period

(f) Quantity

(g) Frequency

(h) Price with adjustments and estimates

(i) Volume

(j) ISSN

(k) Local information lines: These reports shall be able to capture the stored local information category, (i.e., internal fund accounting, subject identification, agency assigned number, etc.) in fields which equal a minimum of 100 characters on the report. At least one field shall be provided for local financial data which can also appear on invoices; at least one which can be associated with each ship to address; one or more fields with a total of at least 80 characters which can be associated with each title.

The Contractor shall provide reports in electronic format, at a minimum, in excel and pdf formats. The COR will state what format is required at the time of request. The Contractor may offer other electronic formats, including but not limited to files containing report data, or access to data and programs for producing reports from Contractor systems.

2.2.2 Subscription Status Information:

On a monthly basis, and upon request, the Contractor shall notify the COR in writing of any irregularity or change in status, such as: non-cancelable, slow, irregular, discontinued, order direct, split title, not due for renewal at this time, period restricted, establishing contact with publisher, temporarily suspended publication, foreign title, and any other necessary information regarding subscription status.

2.2.3 Reporting Requirements Undelivered Orders

The Contractor shall provide monthly progress reports containing information on undelivered orders.

2.2.4 Renewal List:

The renewal list shall identify all titles currently subscribed to through this requirement. It shall be separated by each “ship to” address, and alphabetically list all subscription titles ordered or on record for that consignee, unless the agency requests other sorts or formats. Renewal Lists shall contain the following minimum information:

(a) Complete “Bill to” and “Ship to” address

(b) Account number

(c) Title

(d) ISSN

(e) Quantity

(f) Subscription period

(g) Frequency

(h) Publication status

(i) Renewal information

2.3 Other Deliverables

COR may require the Contractor to provide the following:

2.3.1 Missing Issue:

The Contractor will provide missing issues of publications from a storehouse of collected issues, or will provide information/direction on how to access or obtain issues to replace those that the NOAA is missing. Individual library requirements shall specify if fulfillment of a large number of missing issues is anticipated.

2.3.2 ILS System Interface:

The Contractor shall provide integration of electronic data (EDI, Contractor proprietary data, etc.) into local database/software systems. The Contractor shall identify data available and methods for exchanging data electronically system to system, files ready for use by proprietary software/systems, and past experience in developing interfaces and data exchange with libraries and publishers. It is expected that the Contractor’s interface will work with any major integrated library system, e.g., Alma, OCLC WMS, Sirsi BlueCloud.

2.4 Specialized Electronic Access Services (SEAS)

Contractors who offer subscriptions under Basic Deliveries may also offer Web-based access to electronic journals and articles, other software and interfaces to manage access, and collection development or control of electronic text. Electronic journal subscriptions are covered under Basic Deliveries as are subscriptions in print. The Contractor shall provide to the COR specific solutions to ordering, access, and maintenance of electronic journals. The Contractor may provide access to an archive or back issue of the electronic journals, by maintaining the files centrally or allowing the subscriber the option to retain an archival copy locally.

Any assistance offered by a subscription agent regarding licensing would be offered under SEAS. SEAS covers electronic and Web-based interactive tools for electronic publications access and management.

2.4.1 User Interface to Electronic Publications:

The Contractor shall provide the ability to order, renew, claim, and access electronic titles including pricing, frequency, publisher information, publisher claiming restrictions, title-specific news, access to order history and claims status, and the ability to search for missing issues and get replacements online.

2.4.2 Management of Electronic Publications Subscriptions:

The Contractor shall provide assistance for the management of electronic publication subscriptions, licenses, links, customized access or file groupings for individual or consortium customers (if requested by the COR or CO), collection assessment and collection development reports. This includes, Open URL Link Resolvers, Open Lists of Resources, Federated Searching, ERM (Electronic Resource management Systems, etc.).

2.4.3 User Authorization and/or Usage Data:

The Contractor shall provide management of user authorization information. The Contractor shall also provide the ability to gather and/or combine usage statistics, either through a Contractor product or by interfacing with the Publisher to collect usage statistics.

2.4.4 Customized Access or File Groupings for Individual or Consortium Customers:

The Contractor shall provide additional support for access for Members with consortium arrangements if requested by the CO or COR. At the completion of the contract, information concerning the placement and payment of orders shall be made available to the COR and each library in both electronic and hard copy formats, one copy of each. This information shall be considered the property of the U.S. Government.

3 Libraries The current libraries include, but are not limited to:

NOAA Central Library 1315 East West Highway, 2nd Floor Silver Spring, MD 20910

NOAA Miami Regional Library 4301 Rickenbacker Causeway Miami, FL 33149

NOAA Seattle Regional Library 7600 Sand Point Way NE, Bldg. 3 Seattle, WA 98115

NOAA Betty Petersen Library 5830 University Research Park, Rm. 1650 College Park, MD 20740

DOC Boulder Laboratories Library 325 Broadway, MC5 Boulder, CO 80305

NOAA National Center for Environmental Information Center Library 151 Patton Ave.

Asheville, NC 28801

NOAA Geophysical Fluid Dynamics Laboratory Library 201 Forrestal Road Princeton, NJ 08540

NOAA Great Lakes Environmental Research Laboratory Library 4840 S. State Street Ann Arbor, MI 48108

NOAA National Weather Center Library 120 David L. Boren Blvd, Ste 4300 Norman, OK 73072

NOAA NMFS NEFSC Library 74 Magruder Rd.

Highlands, NJ 07732

NOAA NMFS NEFSC Library 212 Rogers Ave.

Milford, CT 06460

NOAA NMFS NEFSC Reading Room 28 Tarzwell Dr.

Narragansett, RI 02882

NOAA NMFS NEFSC Library 166 Water Street Woods Hole, MA 02543

NOAA NMFS SEFSC Library 75 Virginia Beach Drive Miami, FL, 33149-1099

NOAA NMFS Panama City Laboratory Library 3500 Delwood Beach Road Panama City, FL 32408

NOAA NMFS SEFSC Library 3209 Frederic St.

Pascagoula, MS 39568

NOAA NMFS SWFSC Library 8604 La Jolla Shores Drive La Jolla, CA 92037

NOAA NMFS NWFSC Library 2725 Montlake Blvd. E Seattle, WA 98112

NOAA NMFS AFSC NMML Library 7600 Sand Point Way NE, Bldg. 4 Seattle, WA 98115

NOAA NMFS Pacific Islands Fisheries Science Center Library NOAA IRC 1845 Wasp Blvd., Bldg. 176 Honolulu, HI 96818

3 Libraries