Attachment 1 - Performance Work Statement Library.pdf

PERFORMANCE WORK STATEMENT

JBSA-RANDOLPH LIBRARY, JBSA-LACKLAND LIBRARY,

AND JBSA KEITH A CAMPBELL MEMORIAL LIBRARY

BOOK LEASE

1. GENERAL DESCRIPTION: Contractor shall provide all management, tools, equipment, transportation, supervision, and labor necessary to provide an annual book lease for adult fiction and non-fiction books to three Joint Base San Antonio (JBSA) libraries. The lease will allow each library access to the newest fiction and nonfiction items available on the market and ensure that libraries maintain and update collections throughout the year with new items to meet local demand and mission requirements. The lease will include access to individual Machine-Readable

Cataloging (MARC) records for bibliographic cataloging, advanced search functions, access to new release lists with demand levels, and book covering for hardback titles.

2. DESCRIPTION OF LEASE: The Contractor shall provide an annual book lease for each of the three JBSA libraries:

- JBSA Randolph Library - 5th St East, Bldg 598, JBSA-Randolph, TX 78150

- JBSA Lackland Library - 1930 George Ave. Bldg 6114, JBSA-Lackland, TX 78236

- JBSA Keith A Campbell Memorial Library - 3011 Harney Rd Bldg 1222, JBSA-Fort

Sam Houston, TX 78234

2.1 MONTHLY/YEARLY QUOTA ALLOWANCES: Contractor shall provide 65 quota allowances per month, 780 for the year, for each library, for the ordering of new items through an online ordering site. Unused allowances shall carry over into the next month and unused allowances at the end of the lease period shall roll over into the next lease period so long as the lease is renewed and remains active. Each quota allowance shall allow lease whereas one quota allowance covers the majority of all items offered. Quota allowances shall only be deducted for items received, and will not be deducted for unavailable items.

2.2 ORDERING PLATFORM: The Contractor’s ordering platform shall include the following:

- Monthly recommendation lists to help the customer with selecting items.

- Reviews from major library and publishing journal publications.

- The ability to search and access titles, build lists, and place orders online.

- The ability to create user accounts for library staff, and give them privileges such as order submission.

- The ability to share user-created lists with other library staff users in the same facility.

- The ordering platform must include a search feature that allows users to search by

Keyword, ISBN, Format, Language, Publication Date, Demand, and Price Range, at a minimum.

- The ability to access all of our submitted orders, as well as search through placed orders.

Orders shall have current status information such as shipped, in process, back ordered, or cancelled.

- Access to a monthly report that outlines all activity, such as purchases, conducted in that time frame.

2.3 CATALOGING AND PHYSICAL PROCESSING: Contractor shall provide MARC and item records for each item ordered in a manner that allows the library to download the information into the integrated library system. Standard leased hardcover book processing shall include, at a minimum, a clear plastic book cover (attached or loose), a paper insert identifying library ownership, and basic MARC record deliverable via email or made available for download from a website. Contractor shall provide processing and cataloging based upon completed profiles able to be changed and adjusted at library’s request.

2.4 CUSTOMER SUPPORT: Contractor shall provide a single Point of Contact (POC) to handle the set-up of the JBSA-Lackland, JBSA-Randolph, and Keith Campbell Memorial

Library accounts, and answer any questions concerning the account. This POC shall provide customer service during normal duty hours, 0730-1630 hours, Monday through Friday; except for federal holidays. This POC shall be available to respond to questions that can be handled by telephone or through written correspondence concerning day-to-day maintenance of the account.

2.5 MONTHLY REPORT: Contractor shall provide a monthly report which details the month's most current orders received and inventory transactions. The report shall also supply information concerning no-charge replacements, credits for postponements or cancellations, and the available ordering balance. The monthly report shall be available within the library’s online account and via email.

2.6 CANCELLATIONS: Contractor shall notify all libraries of cancellations on a title-by-title basis. The cancellation report shall include the ISBN, quantity ordered, author, title, list price, purchase order number, and the reason the title was cancelled. Cancellation reports shall be available monthly within the library’s online account and/or via e-mail.

2.7 DAMAGED/DEFECTIVE: The Contractor POC will be notified regarding items received damaged, defective or in error. The Contractor shall provide no-charge replacements for damaged or defective items up to six months after receipt, and publisher defects shall be replaced with no time limitations. For items received in error, return ship labels will be provided by the

Contractor to correct these errors, and credit will be given for allowances/points deducted from the customer’s account.

2.8 SHIPPING: The Contractor shall ship all in-stock items within 2 days of order. Items not in stock at time of order shall be shipped as soon they are available. Contractor shall not hold a shipment until the entire order is complete. Shipments may be delivered via USPS using bound/printed matter rate, UPS, or FEDEX Ground. The Contractor shall pay all shipping costs and will provide prepaid labels for the return of leased, damaged, or defective items, as well as any items received in error.

2.9 RETENTION/PURCHASE: The Government shall have the option to retain a percentage of the items leased during each lease period, at no extra cost. The Contractor shall also provide a purchase program where the Government may purchase additional leased items at a discounted rate/price per item. Purchases of discounted items will be paid via Government credit card. The

Government is under no obligation to purchase any leased items. Any leased items not retained or purchased by the Government will be returned to the Contractor.

3. PERIOD OF PERFORMANCE: Contract performance period shall commence 1 October

2022 for a one year base period and four option years, as follows:

Base Year- 1 October 2022 through 30 September 2023

Option Year 1- 1 October 2023 through 30 September 2024

Option Year 2- 1 October 2024 through 30 September 2025

Option Year 3- 1 October 2025 through 30 September 2026

Option Year 4- 1 October 2026 through 30 September 2027.