Attachment 1 - SOW.pdf

JMD Library Staff Library Support Services Contract

Statement of Work

Solicitation DJJQ-17-RFP-1016 Library Support Services

Statement of Work – January 2024

SECTION C

DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 BACKGROUND

C.1.1 The Library Staff of the Justice Management Division (JMD), U.S. Department of Justice (DOJ) provides a full range of library and related information services to the Offices, Boards, and Divisions (OBDs) of the Department including reference, research, acquisitions, and digitization services.

C.1.2 The Library Staff is comprised of the Robert F. Kennedy (RFK) Justice Building Main Library and other branch libraries. Branch Libraries located in other DOJ buildings within Washington, DC include:

1. 4CON Library at 150 M St, N.E

2. 1CON Library at 1275 1st St, N.E

3. USADC Library at 601 D Street, N.W.

4. 1100 L St., N.W. Library

5. Liberty Square Library at 450 5th St., N.W.

The 4CON and other branch libraries primarily service OBDs and litigating divisions in their buildings and buildings nearby. Each library maintains specialized collections of books, journals, reports, and other materials of particular interest to staff in the OBD and divisions. The total collection consists of more than 238,000 volumes and over one million items of microform. From time to time, library locations change as Departmental moves occur, and new building leases are signed. When libraries move, staff and contractors are also reassigned new locations.

C.2 LIBRARY STAFF COLLECTIONS

C.2.1 The collections of the JMD Library Staff consist primarily of legal materials including Federal cases, state publications, agency decisions, treatises and books, law review and journals, DOJ publications, Congressional materials, business titles, and reference materials. The Main Library is the central research facility with extensive holdings in Federal and State legal materials, legislative sources, as well as in such diverse subject areas as political science, public administration, management, business, economics, technology and medicine. The Main Library contains over 106,000 volumes and 1,150,000 pieces of microform. The RFK Main collection includes some of the oldest items in the overall Library Staff collections, with some legal materials dating back to the 1600s. Other older materials are housed at the 4CON Library location.

C.2.2 The RFK Main Library has special collections of U.S. Supreme Court Records and Briefs, Canadian and British law, Congressional materials, compiled legislative histories, and DOJ publications.

C.2.3 The 4CON and branch libraries contain most Federal legal resources, including Congressional materials, codes, reporters, digests, and treatises. Their collections are augmented by materials in subject areas essential to the work of litigating Divisions in each library location.

C.2.4 The libraries are staffed to provide library services from 9:00 a.m. to 5:30 p.m., Monday through Friday, except holidays. The various collections are always available for the use of Department personnel. Since the RFK Main Library and the other branch libraries are not locked, there is much unmonitored use of the collection after normal business hours and on weekends.

C.3 SCOPE OF WORK

C.3.1 The Contractor shall furnish necessary personnel to provide the following library support functions:

C.3.1.1 Maintenance of the JMD, Library Staff collection and user areas

C.3.1.2 Retrieval and dissemination of library materials

C.3.1.3 Processing of materials for the Justice Library collection

C.3.1.4 Maintenance of collection records and inventory

C.3.1.5 Distribution of materials for the Library System

C.3.1.6 Response to information inquiries.

C.3.1.7 Maintenance of equipment and supplies

C.3.1.8 Provision of administrative, statistical, and special reports

C.3.1.9 Barcoding and de-barcoding of materials.

C.3.1.10 Acquisitions Support

C.3.1.11 Digitization (includes scanning and Optical Character Recognition (OCR) processes and other processing of DOJ materials from print to electronic formats displayed on the Library’s website and/or the DOJNet.

C.3.2 The Contractor’s performance shall be characterized by:

C.3.2.1 Responsiveness

C.3.2.2 Timeliness

C.3.2.3 Completeness

C.3.2.4 Work and end products that demonstrate application of a high degree of accuracy and meticulous attention to detail.

C.3.3 The Contractor shall be responsible for ensuring all personnel receive the appropriate training, as required.

C.4 TASKS.

C.4.1 The Contractor shall provide experienced and qualified personnel, on site, to perform a variety of required tasks. Contractor support is required in fourteen (14) different task areas in the RFK Main Library, branch libraries, and in the Access and Organization Department of the Library Staff (e.g., digitization). The specific tasks associated with these areas are described below. Not every task is performed in each location (e.g., the Main Library does not route).

C.4.2 Task 1 – Shelving and Filing Collection Materials.

C.4.2.1 The main stack area of the DOJ Main Library is located on the fifth floor of the RFK Main Justice Building. Microforms are maintained in the basement of the RFK Main Justice Building. The rest of the collection is in other branch libraries as listed in C.1.2.

C.4.2.2 The Contractor shall be responsible for all shelving and filing tasks as follows.

C.4.2.2.1 Any loose-leaf filing for publications in the collections. Shelving and/or filing of materials removed from shelves by users or staff for on-site use, materials returned from loan and checked back in from circulation, newly processed materials, Congressional materials, and microforms. All publications shall be filed according to established procedures.

C.4.2.2.2 Checking publications with book pockets, before shelving, to determine if a charge card or barcode is missing. If so, provide missing components. All duties related to automated circulation are expected of contract staff.

C.4.2.2.3 Assist in discarding materials withdrawn from the collection including:

C.4.2.2.3.1 Help gather and remove superseded items from the collections, as directed by Library Staff and according to established procedures.

C.4.2.2.3.2 Loose copies of periodicals and serials replaced by bound volumes unless otherwise instructed.

C.4.2.2.3.3 Help gather and remove paper copies of publications replaced by microform, as directed by Library Staff.

C.4.2.2.3.4 Help gather unbound periodicals scheduled to be discarded, as directed by Library Staff.

C.4.2.2.3.5 The Contractor shall provide experienced personnel to file loose-leaf updates, pocket parts, and assorted supplemental material received at each of the library locations. Filing will be conducted daily for the Main Library while filing for each of the remaining library locations will be conducted on a weekly basis. All awaiting materials will be filed at the time of visit. Any outstanding materials will be filed the next business day. The federal government recognizes that significant variations in the number of materials received can fluctuate throughout visits. During peak periods the Contractor will be notified requesting additional personnel to accommodate the large volume of filing to refrain from creating a back-log and to ensure the materials housed at each of the library locations remain current.

All loose-leaf updates, pocket parts, and other assorted supplemental material are to be filed in accordance and in sequence designated by the publisher's instructions.

Discrepancies in supplemental updates, such as missing releases or loose-leaf pages, are to be brought to the attention of the librarian for mediation.

At the start of the contact the Contractor will meet with each of the Branch Librarians to propose a schedule of on-site visits. These visits will be conducted at a minimum of one visit a month per location. Visits will include a discussion of work performed by contract personnel as well as a quality control check of publications filed by contract personnel.

C.4.2.2.4 Shift parts of the collection as needed to accommodate growth and improve user access to collection materials.

C.4.2.2.5 Retrieve library titles/materials from off-site locations within or outside of the RFK Main Justice Building.

C.4.2.2.6 Shelf-reading titles on shelves to ensure correct order, checking for shelving errors or missing material, straightening shelves, checking physical condition, and correcting filing order, as needed.

C.4.2.2.7 Locate materials requested by staff or users, that are not on shelf, searching stacks, carrels, tables, book trucks and circulation records for missing issues or volumes. If appropriate, contact other branches to ensure title was not returned to another library.

C.4.2.2.8 Prepare shelves, drawer labels, guide cards, shelf labels, stack labels, file folders, three-ring binder labels, Princeton files and boxes as needed to accommodate shelving and filing requirements for periodicals, microforms, Congressional materials, and other items.

C.4.2.3 Performance Indicators.

C.4.2.3.1 All materials shall be correctly filed or shelved without shelving backlog.

C.4.2.3.2 Guide cards, shelves, ranges, three-ring binders, stacks, Princeton files, file folders, and drawers shall be correctly and neatly labeled.

C.4.2.3.3 Daily papers and current journals shall be shelved or displayed on library branch’s established schedule.

C.4.2.3.4 Tables and carrels shall be cleared daily for user access.

C.4.2.3.5 Collection shelves shall be in neat order and collection items must be easily accessible. Microform files shall be in neat and proper order.

C.4.2.3.6 Notification of missing items shall be prepared and transmitted to the COR or designated representative.

C.4.2.3.7 Superseded items shall be removed promptly and accurately from shelves.

C.4.2.3.8 Items shall be discarded according to retention schedule.

C.4.2.4 Specific Tasks and Performance Standards.

C.4.2.4.1 Daily papers shall be displayed no later than 9:30 a.m. each day, or within 30 minutes of receipt. Other dailies shall be displayed/shelved on receipt.

C.4.2.4.2 Materials shall be shelved within one (1) working day of being cleared from loan or used on-site.

C.4.2.4.3 Newly processed materials shall be shelved within two (2) working days of their delivery to the shelving work area.

C.4.2.4.4 Materials left on tables and carrels, except as marked “Hold,” shall be cleared and shelved daily. Materials marked “Hold” shall be shelved within one (1) working day after the expiration date written on the notice.

C.4.2.4.5 All items in sorting boxes shall be shelved daily.

C.4.2.4.6 Congressional materials shall be correctly filed, by Congress, House or Senate report, document, or bill number, public law number or Congressional committee and hearing title.

C.4.2.4.7 Microforms shall be filed weekly. Microforms of superseded state statutes shall be filed according to W.S. Hein filing guidelines.

C.4.2.4.8 Materials mis-shelved or mis-filed shall be re-shelved or re-filed in correct sequence as soon as errors are detected. Extensive errors, such as one or more entire shelves mis-shelved, shall be corrected within five (5) working days.

C.4.2.4.9 Newspapers shall be straightened and filed in order by title and date at least once per week.

C.4.2.4.10 All materials in need of rebinding or repair shall be removed and brought to the attention of the COR or designated representative.

C.4.2.4.11 Shifts in the collection shall be performed as areas expand to capacity, and/or instruction to shift is received from the COR or designated representative.

C.4.2.4.12 Unbound periodicals shall be placed in labeled Princeton files.

C.4.2.4.13 Princeton files shall be prepared as needed.

C.4.2.4.14 All supplements, including pamphlets and updates, shall be filed within three (3) working days of receipt.

C.4.2.4.15 Superseded issues or volumes shall be withdrawn and de-barcoded when updates are shelved.

C.4.2.4.16 Materials being withdrawn from the collection shall be boxed or bagged according to instructions from the COR or designated representative.

C.4.2.4.17 Congressional materials received shall be checked-in according to procedures in place.

C.4.3 Task 2 – Retrieval and Dissemination of Library Materials.

C.4.3.1 Most items in the JMD Library Staff collection libraries may be borrowed directly by DOJ staff. Materials may also be loaned directly to other libraries in the Metropolitan Washington, DC area. Materials are not loaned to individual members of the public or to libraries outside the Metropolitan Washington, DC area. Items borrowed are subject to recall.

C.4.3.2 Circulation of Materials. This function involves charging out materials from the collection for off-site use by OBD staff or other libraries. The contractor shall be responsible for the following:

C.4.3.2.1 Charging from the collection for off-site use by OBD staff or other libraries.

C.4.3.2.2 Checking the charge cards and/or online circulation records to determine all required information has been recorded.

C.4.3.2.3 Designating established due dates for each item loaned.

C.4.3.2.4 Maintaining current records which indicate the status of library materials.

C.4.3.3 Performance Indicators.

C.4.3.3.1 Loan records for all items charged out shall be complete and accurate.

C.4.3.3.2 No loans shall be made to ineligible borrowers.

C.4.3.3.3 On-site borrowers are served promptly.

C.4.3.3.4 Loan restrictions shall be observed.

C.4.3.3.5 Correct due dates shall be assigned and indicated for patron’s information.

C.4.3.3.6 Materials shall be placed on loan pickup shelf with correctly completed date-due slip.

C.4.3.3.7 Photocopies shall be placed on pickup shelf in correctly addressed envelope.

C.4.3.3.8 If requestors ask for scanned reproductions or faxes, scans/faxes will be made and sent to requestors promptly, within the timeframe requested when the request was initiated.

C.4.3.4 Specific Tasks and Performance Standards.

C.4.3.4.1 Charge cards and online circulation records include name and telephone number (proper identification) of borrower and date checked out. Online circulation patron records include all required fields indicated in the Circulation Procedures Manual.

C.4.3.4.2 Charge cards and automated circulation records are accurate and complete.

Charge cards are filed in correct order – by title, main entry, or classification number (depending on procedures at each branch library).

C.4.3.4.3 Loan periods and loan restrictions, as indicated by COR or designated representative, shall be strictly observed.

C.4.3.4.4 Loans shall be renewed if the borrower requests a renewal if a pending request by someone else is not waiting, and if there are no loan restrictions on the type of material to be renewed.

C.4.4 Task 3 – Discharge of Materials Returned from Circulation.

C.4.4.1 The Contractor shall be responsible for all processing of items returned from loan to include, but not be limited to, the following:

C.4.4.1.1 Clearing loan records for items returned. Discharging online circulation records according to procedures indicated in the Circulation Procedures Manual.

C.4.4.1.2 Handling items with reserve requests waiting.

C.4.4.1.3 Processing items returned from routing.

C.4.4.1.4 Placing materials returned and cleared in proper locations for shelving or other processing.

C.4.4.1.5 Checking the condition of returned items and taking appropriate action for damaged items.

C.4.4.2 Performance Indicators.

C.4.4.2.1 Charge cards for returned items shall be withdrawn. Automated circulation records shall be cleared when items are returned to libraries by borrowers.

C.4.4.2.2 Overdue notices shall be sent.

C.4.4.2.3 All incoming items with reserve requests or holds shall be held for circulation to requestor(s).

C.4.4.2.4 All returned items shall be placed in the proper location for shelving or other processing.

C.4.4.3 Specific Tasks and Performance Standards.

C.4.4.3.1 All loan records for items returned shall be cleared within one (1) working day of items being returned.

C.4.4.3.2 Charge cards shall be filed in book pocket and circulation records cleared when items are returned.

C.4.4.3.3 The condition of all returning titles and items shall be checked. Paper clips or other items inserted in items shall be carefully removed to minimize damage and wear and tear to the item. Items needing repair or rebinding shall be brought to the attention of the COR or designated representative.

C.4.5 Task 4 – Recall of Library Materials.

C.4.5.1 The Contractor shall be responsible for recalling library materials to include, but not be limited to, the following:

C.4.5.1 .1 Notify borrowers of overdue materials.

C.4.5.1.2 Recall materials on loan needed for use by other DOJ staff.

C.4.5.2 Performance Indicators.

C.4.5.2.1 Complete and accurate overdue notices shall be sent.

C.4.5.2.2 Timely recall of overdue or requested items.

C.4.5.3 Specific Tasks and Performance Standards.

C.4.5.3.1 If items are on loan, but needed immediately by other DOJ staff, they are to be recalled immediately. Patrons shall be notified as soon as items are returned and cleared. Item shall be placed on pick-up shelf with patron’s name and due date clearly noted.

C.4.5.3.2 Overdue notices shall be sent out according to schedule.

C.4.5.3.3 Interlibrary loans shall be recalled prior to being overdue.

C.4.7 Task 6 – Processing Interlibrary Loan Requests.

C.4.7.1 The Contractor shall be responsible for all interlibrary loan services as follows:

C.4.7.1.1 Respond to requests from outside, non-JMD libraries for materials in the JMD libraries.

C.4.7.1.2 Borrow from other libraries, materials needed for use by DOJ staff and not available in the Justice Management Library Staff collection.

C.4.7.1.3 Maintain files on both incoming and outgoing interlibrary loans. Maintain lists of titles for incoming interlibrary loans for possible future acquisition.

C.4.7.1.4 Monitor materials borrowed from other libraries for DOJ staff or from other JMD libraries, keeping everyone informed as needed. When appropriate, let Federal Staff know when titles are ordered more than once, or requestor indicates JMD Library should own the title.

C.4.7.1.5 Make regular runs to the Library of Congress (LOC) twice weekly, or as needed, to photocopy or borrow materials not otherwise available through interlibrary loan. Monitor borrowed LOC materials for prompt return; recall materials when needed to ensure LOC borrowing privileges are maintained.

C.4.7.2 Performance Indicators.

C.4.7.2.1 Requests from Other Libraries:

C.4.7.2.1.1 Record all requests and action taken on each.

C.4.7.2.1.2 Items loaned shall be placed on the pickup shelf or taken to the appropriate designated location for pick-up.

C.4.7.2.1.3 American Library Association (ALA) Interlibrary Loan form (or other forms designated by Library Staff) shall be provided from the requesting library.

C.4.7.2.1.4 Patrons shall be served with accuracy and timeliness.

C.4.7.2.1.5 Contractor personnel shall process all requests quickly and courteously.

C.4.7.2.2 Requests from DOJ Staff:

C.4.7.2.2.1 A complete and accurate record of all requests and actions taken shall be noted as appropriate (on forms or in the Library’s online database).

C.4.7.2.2.2 All appropriate sources for borrowing titles shall be checked.

C.4.7.2.2.3 Items requested shall be located and picked up within time frames specified by requestor.

C.4.7.2.2.4 Outstanding loans shall be tracked and recalled for return to lending libraries.

C.4.7.2.2.5 Patron complaints shall be reported to COR or designee without delay.

C.4.7.2.2.6 Contractor personnel shall be helpful and courteous, responding to all requests and interacting with DOJ personnel.

C.4.7.3 Specific Tasks and Performance Standards.

C.4.7.3.1 Requests from Other Libraries:

C.4.7.3.1.1 All appropriate sources available to DOJ shall be checked to determine availability of items requested. Each requesting library shall be notified of availability within one (1) working day of receiving the request.

C.4.7.3.1.2 Available items shall be charged out, completed date due slips inserted, and placed on the pickup shelf when requests are received.

C.4.7.3.1.3 No titles shall be loaned without receipt of a correctly completed ALA Interlibrary Loan form (or equivalent), that shall be presented when items are picked up.

C.4.7.3.1.4 Some titles may be restricted, such as reference books, sensitive and DOJ materials or items, restricted for other reasons and therefore, not available to loan except with permission of the COR or designated representative.

C.4.7.3.1.5 Reproduced articles (photocopies, faxes, and scans) shall be sent, following provisions of legal copying under the Copyright Law.

C.4.7.3.2 DOJ Staff Requests:

C.4.7.3.2.1 All interlibrary loan processing shall conform to ALA Interlibrary Loan Code requirement, including the use of the ALA Interlibrary Loan Form (or equivalent).

C.4.7.3.2.2 Interlibrary loan requests shall be processed for eligible borrowers for official business use only.

C.4.7.3.2.3 Requests shall be initiated within one (1) working day or upon demand in rush cases.

C.4.7.3.2.4 All requests shall be recorded, and necessary bibliographic information shall be verified, to determine information supplied is complete and correct, before contacting any other library.

C.4.7.3.2.5 All appropriate sources shall be checked to determine the item requested is not in the JMD Library Staff collection or in any other branch library.

C.4.7.3.2.6 All reasonable sources for loan of the requested material shall be exhausted. Lending libraries shall be contacted by telephone, mail, Online Computer Library Center (OCLC), Docline, and through other electronic means to determine availability of requested items.

C.4.7.3.2.7 Items requested shall be located and retrieved when the requestor needs them. If circumstances beyond the control of the Contractor make this impossible, the requestor shall be notified, and the COR or designated representative informed of the circumstances.

C.4.7.3.2.8 An ALA Interlibrary Loan form (or equivalent) shall be prepared, or a message sent through the OCLC Interlibrary Loan (ILL) Subsystem (OCLC WorldShare or Docline (National Library of Medicine ILL System)) for each item borrowed from another library.

C.4.7.3.2.9 All items borrowed from other libraries shall be picked up by messenger, unless the library is outside D.C. and the lending library is willing to mail the item, and if the requestor can wait for the item to be sent by mail. The Contractor shall arrange for a DOJ messenger to pick up and deliver publications that are local if they are required within a quick turnaround by the requestor.

C.4.7.3.2.10 If a lending library charges a fee for interlibrary loans, the Contractor shall try to locate another source. No interlibrary loan charges shall be incurred without consulting the COR or designated representative.

C.4.7.3.2.11 When requested items have been received and are ready for pickup, the requestor shall be notified immediately by email or telephone. Due dates shall be written and shall not be extended. Borrowed items shall be delivered to the interlibrary loan pick-up shelf. The ILL form shall clearly indicate date the item was received.

C.4.7.3.2.12 All required files shall be maintained and the following records shall be kept:

C.4.7.3.2.12.1 Pending interlibrary loan requests.

C.4.7.3.2.12.2 Interlibrary loans charged to Justice Staff.

C.4.7.3.2.12.3 Requests which cannot be located.

C.4.7.3.2.12.4 Items returned to the borrowing library. These records shall be kept for the current and two (2) preceding years and be searchable and retrievable by title.

C.4.7.3.2.13 Requesters shall be notified within 3 working days, unless they have specified a shorter time frame, if a requested item cannot be located or if there are difficulties in processing a request. The COR or designated representative shall first be notified of problems locating requested material.

C.4.7.3.2.14 Materials borrowed from other libraries shall be closely monitored.

Patrons shall be notified one week before an item is due back at the lending library.

Lending libraries do not generally grant renewals, so due dates are rigorously followed.

If necessary, Contractor shall retrieve borrowed materials from patrons in person.

C.4.7.3.2.15 If a DOJ staff member loses or cannot return materials borrowed from another library, the lending library shall be informed. Any requirements the lending library imposes for replacing the lost item shall be reported to the COR. Borrowers pay for lost and damaged items since the Library Staff is not responsible. All issues shall be referred to the COR or Federal Staff for resolution.

C.4.7.3.2.16 Records shall be cleared when interlibrary loans are returned. Records shall be retained noting when items were returned.

C.4.7.3.2.17 Items borrowed from other libraries shall be returned, within the required time frame, by messenger or by mail (if the lending library permits).

C.4.7.3.2.18 Date of receipt of each request and dates of all actions taken concerning each item shall be readily accessible, and names of all libraries contacted to borrow each item.

C.4.7.3.2.19 Interlibrary loan records shall be filed daily.

C.4.7.3.2.20 The COR or designated representative shall be notified if a title is borrowed a second time.

C.4.7.3.2.21 Statistics shall be kept weekly on the following items. These statistics shall be recorded in the SharePoint Reference Tracker and/or ILL Book Request list.

C.4.7.3.2.21.1 The number of interlibrary loan requests.

C.4.7.3.2.21.2 The requestor’s work office.

C.4.7.3.2.21.3 The lending library.

C.4.8 Task 7 – Retrieval of Library Materials.

C.4.8.1 This function involves retrieval of materials from any branch of the Justice Libraries in response to the following requests:

C.4.8.1.1 Responding to requests from Library staff, library users, and other libraries borrowing items on interlibrary loan.

C.4.8.1.2 Photocopying material from the collection to respond to user requests or interlibrary loan requests.

C.4.8.1.3 Determining the status or location of materials not on shelf.

C.4.8.1.4 Recalling overdue items requested by OBD staff.

C.4.8.1.5 Reserving/holding circulating items requested by OBD staff.

C.4.8.1.6 Locating materials, requested by staff or users that are not on the shelf by searching stacks, carrels, tables, book trucks, checking other branches (to ensure not returned to the wrong branch), and circulation records for missing issues or volumes.

C.4.8.2 Performance Indicators.

C.4.8.2.1 All materials on-site and available for loan shall be located within one (1) working day of receipt of request.

C.4.8.2.2 Circulating materials recalled or reserved for OBD staff within one (1) working day.

C.4.8.2.3 Requests for photocopies of items filled within one (1) working day of receipt.

C.4.8.2.4 All photocopying/scanning/faxes shall be done in compliance with copyright requirements.

C.4.8.3 Specific Tasks and Performance Standards.

C.4.8.3.1 Requests for materials from other libraries and from on-site users shall be handled promptly.

C.4.8.3.2 The information supplied for all requests shall be verified to determine that it is complete and correct.

C.4.8.3.3 All sources of information on JMD Library Staff holdings shall be searched to determine the availability of requested items. Sources include the loan records, online catalog, shelf checks, serial check-in record and the shelf list. Available items shall be retrieved promptly for the requestor.

C.4.8.3.4 If an item requested by OBD staff is in circulation, it shall be recalled if overdue, or reserved so that when the item is returned, the requestor can be notified.

C.4.8.3.5 No items in circulation shall be reserved or recalled for non-DOJ/JMD libraries.

C.4.8.3.6 All photocopied items shall be correctly copied, collated, and cited. Cites include the title page of a book; and for journals, the contents page showing volume, issue and date.

C.4.8.3.7 All responses and interactions with requesters shall be courteous.

C.4.8.3.8 All priority requests for DOJ staff shall be handled immediately.

C.4.9 Task 8 – Processing of Materials: Preparing the Library Materials for the Collection.

C.4.9.1 This function includes the processing of cataloged materials as follows:

C.4.9.1.1 Processing books, periodicals, and other materials so they are ready for shelving. This shall include creating and affixing spine labels, title labels, book pockets, book cards, barcodes, and stamping items with DOJ property stamps.

C.4.9.1.1.a Spine labels shall be affixed to the bottom spine; if a spine is too narrow to accommodate a spine label, label shall be affixed to the upper left front cover. Each spine label shall be covered with a label protector. Title labels shall be affixed to the upper margin of the book card and the upper area of the book pocket so that both are visible when the card is the pocket. Barcodes shall normally be affixed to the upper left back cover and covered with a label protector.

C.4.9.1.2 Performing follow-up and remedial processing, such as removing old labels, pockets, or barcodes from withdrawn library publications and stamping them for “Withdrawal.”

C.4.9.1.3 Inserting specified materials into pamphlet binders.

C.4.9.2 Performance Indicators.

C.4.9.2.1 Materials shall be properly bar-coded, labeled and stamped, ready for shelving.

C.4.9.2.2 Flimsy publications shall be placed in pamphlet binders.

C.4.9.2.3 Old barcodes, labels, cards, and book pockets shall be removed from re-cataloged items and property stamps updated.

C.4.9.3 Specific Tasks and Performance Standards.

C.4.9.3.1 All publications shall be processed within five (5) working days of receipt.

C.4.9.3.2 Call number labels shall be trimmed, when necessary, to correctly fit the item being processed.

C.4.9.3.3 Barcodes, labels and book pockets shall be securely attached.

C.4.9.3.4 All items shall be stamped with the DOJ property stamp.

C.4.9.3.5 COR or designated representative shall be notified of loose, missing, or erroneous labels.

C.4.9.3.6 If incorrect, charge cards shall be replaced. If a charge card is completely used, it shall be replaced. Torn or missing book pockets shall be replaced.

C.4.9.3.7 Barcodes shall be replaced on publications if they are missing or badly worn.

C.4.10 Task 9 – Handling Bindery Operations.

C.4.10.1 This function includes preparing materials for shipment to the contract bindery that does DOJ’s binding work and processing items returned from the bindery.

The Contractor shall:

C.4.10.1.1 Pull unbound issues, checking, locating, and claiming missing issues, indexes, etc.

C.4.10.1.2 Prepare binding slips and binding lists as specified. Prepare any special binding instructions.

C.4.10.1.3 Collate materials to be bound.

C.4.10.1.4 Box materials going to the bindery.

C.4.10.1.5 Unpack items returned from the bindery.

C.4.10.1.6 Inspect returned items for compliance with bindery instructions and correct binding.

C.4.10.1.7 Update bindery records as required.

C.4.10.1.8 Distribute bound items as specified.

C.4.10.2 Performance Indicators.

C.4.10.2.1 Shipment shall be correctly and completely prepared and be ready for pick up the day scheduled for bindery pickup.

C.4.10.2.2 All publications shall be bound according to established format, colors, etc., and according to schedule.

C.4.10.2.3 Minimal number of items shall be returned to the binder for correcting due to errors in binding preparation or instructions supplied to binder.

C.4.10.2.4 Bindery records shall be up-to-date and correct.

C.4.10.3 Specific Tasks and Performance Standards.

C.4.10.3.1 Periodicals and serials shall be pulled from the shelves for binding according to the schedule specified by the COR or designated representative.

C.4.10.3.2 Missing issues of serials/periodicals needed to complete volumes shall be obtained before a volume is bound unless otherwise specified by the COR or designated representative.

C.4.10.3.3 All serials and periodicals for binding shall be collated in chronological order. Indexes shall be pulled and included as instructed.

C.4.10.3.4 Items to be bound shall be accompanied by an accurate and complete binding instruction form, supplied to the bindery and completed according to the binder’s instructions. Instruction form should state color, spine title, specific lettering, and any other details to ensure consistency with previously bound volumes of the same title.

C.4.10.3.5 Volumes ready for binding shall be packed in boxes supplied by the binder. For each bindery box, a list shall be prepared indicating the full title, volume number, number of items, box number and date of preparation for the shipment. One (1) copy of each list for each bindery shipment shall be retained to be used when checking in the returned shipment.

C.4.10.3.6 Delivery of binder boxes to Printing Services shall take place according to the schedule provided by the COR or designated representative.

C.4.10.3.7 Materials returned from the bindery shall be unpacked and inspected to ensure binding instructions were followed and binding is acceptable within five (5) working days of receipt. The COR or designated representative shall be informed of any missing items, incorrectly bound materials, or other problems.

C.4.10.3.8 Bindery records for bound serials and periodicals shall be updated to show volumes newly bound. Accurate statistics shall be maintained and reported to COR or designee.

C.4.11 Task 10 – Maintenance of the DOJ, JMD, Library Staff Collection Records and Inventory in the Serial and Catalog Module of the Library Staff Online Access Catalog.

C.4.11.1 Maintaining Serial Check-in Records, Catalog Holdings and Item Records, and OPAC display. This task includes recording data on periodicals, microforms, serial publication issues, and other formats received including the following:

C.4.11.1.1 Updating and editing serial check-in records noting number of copies, date of issue(s) received, and other requested information.

C.4.11.1.2 All items must be property stamped with DOJ property stamp.

C.4.11.1.3 Claiming missing items.

C.4.11.1.4 Distributing and routing items after check-in as specified.

C.4.11.1.5 Updating and editing holdings records in the catalog module.

C.4.11.1.6 Updating and editing item records in the catalog module.

C.4.11.1.7 Deleting item records in the catalog module.

C.4.11.1.8 Adding new item records to the bibliographic records in the catalog module.

C.4.11.1.9 Submitting serial profile requests for any new or changed publications.

C.4.11.2 Performance Indicators.

C.4.11.2.1 Current, complete and accurate check-in records for all periodicals, microforms and serial titles received.

C.4.11.2.2 Complete and accurate item records attached to correct bibliographic records in the Catalog Modules.

C.4.11.2.3 No backlog of unprofiled or un-checked-in serial publications.

C.4.11.2.4 No backlog of cataloging items to be added deleted or changed.

C.4.11.2.5 Incoming serials, microforms, and periodicals shall be properly stamped and marked for shelving, further processing, or other action. All items to be filed by loose-leaf filers shall be set on designated shelves so filers can locate material easily.

C.4.11.2.6 Prompt notification of materials that did not arrive and require claiming.

C.4.11.3 Specific Tasks and Performance Standards.

C.4.11.3.1 The Contractor shall maintain, at the Library site, a current, complete check-in record for all periodical/serial titles received and checked in.

C.4.11.3.2 Periodicals, microforms and serials shall be checked in as received.

Newspapers shall be checked in and displayed as soon as received.

C.4.11.3.3 All items shall be property stamped and barcoded.

C.4.11.3.4 All claim review reports shall be reviewed on a weekly basis to identify missing issues that may need to be claimed. Review shall include examining the check in history for the title and physical examination of the shelving area, to assure that the missing material was not overlooked or bypassed check-in.

C4.11.3.5 All claim notices shall be promptly reviewed upon receipt, but not less than monthly to identify missing issues that need to be claimed. Claims shall be made immediately whenever a missing issue is reported by library staff or patrons. Records shall be kept for all outstanding claims.

C.4.11.3.6 Outstanding claims shall be followed up monthly. Claims outstanding for three (3) months shall be referred to the attention of the COR or designated representative for further action.

C.4.11.3.7 If items are received that do not have records, they shall be searched in the new orders file and inactive serial records file to determine disposition. If items are no longer being kept, they shall be discarded as specified by the COR or designated representative. Newly ordered items shall be submitted for cataloging and profiling for check in using established procedures. Any problem items shall be given to the COR or designated representative for further action.

C.4.11.3.8 Accurate check-in records shall be requested for new/changed titles.

C.4.11.3.9 Check-in records shall be:

C.4.11.3.9.1 Accurate

C.4.11.3.9.2 Completed in a timely manner according to established priorities

C.4.11.3.9.3 Withdrawn when a title is discontinued or discarded and given to COR or representative

C.4.11.3.9.4 The Contractor shall maintain, at the Library site, complete and accurate bibliographic holding item records.

C.4.11.3.9.5 The Contractor shall maintain, at the Library site, a complete and accurate check-in history for OPAC display.

C.4.11.3.9.6 The correct bibliographic records shall be selected so that the holdings and item records can be added, edited, or deleted accurately.

C.4.12 Task 11 – Distributing Materials for the JMD Library Staff.

C.4.12.1 Handling Mail. The Contractor shall:

C.4.12.1.1 Open and sort incoming mail delivered to the libraries.

C.4.12.1.2 Date stamp incoming items as required.

C.4.12.1.3 Check incoming publications received against packing slips and/or invoices.

C.4.12.1.4 Distribute incoming mail as required.

C.4.12.1.5 Prepare outgoing items for mailing.

C.4.12.1.6 Prepare mail sacks or boxes for delivery to the Library of Congress Exchange and Gift Division.

C.4.12.2 Performance Indicators.

C.4.12.2.1 Incoming mail shall be opened and distributed at least two (2) times weekly.

C.4.12.2.2 Incoming mail shall be properly date stamped.

C.4.12.2.3 Outgoing items shall be correctly addressed, packaged and neatly labeled.

C.4.12.2.4 All incoming materials shall be checked against shipping lists, packing slips, invoices, etc., to ensure that shipment is correct.

C.4.12.2.5 Mail incorrectly addressed shall be forwarded to correct destination or sent back to mailroom.

C.4.12.2.6 Defective or damaged items shall be set aside so that claims can be made.

C.4.12.3 Specific Tasks and Performance Standards.

C.4.12.3.1 Addresses for all incoming mail shall be checked to ensure that mail not addressed to the Library (addressed to a Library Staff Member personally, e.g., For Addressee Only”) is not opened.

C.4.12.3.2 All incoming correspondence, journals, unbound serials, documents, shipping lists, etc. shall be date stamped. The date stamp shall be re-set with the correct date each business workday.

C.4.12.3.3 Incoming items shall be distributed to addressees as designated.

C.4.12.3.4 All incoming publications shall be inspected to ensure they are complete, not damaged or defective. Claims shall be made to replace damaged or defective items.

C.4.12.3.5 Incorrectly addressed mail not intended for the Library shall be set for pick-up in outgoing mail for the next mail run.

C.4.12.3.6 Materials shall be packaged for mailing in accordance with U.S. Postal Service standards and regulations.

C.4.12.3.7 Library materials designated for distribution to the Library of Congress shall be placed in canvas bags or boxes. Bags/boxes shall be properly labeled and arrangements for pickup made with the mail room for pick-up or appropriate private delivery service.

C.4.13 Task 12 – Reference and Research Services.

C.4.13.1 Professional librarian and library technician contract staff actively support library patrons through successful delivery of information resources, services, and technology. This includes:

C.4.13.1.1 Provide professional librarian reference and research services.

Paraprofessionals refer complex reference and research requests to appropriate Library Staff librarians

C.4.13.1.2 Provide timely, accurate, and complete responses to all inquiries, communicating workload status and issues affecting the completion of workload to immediate supervisor and other Library Staff librarians and managers as necessary

C.4.13.1.3 Provide comprehensive research services and products, including vetting reports on individuals or companies, legislative histories, and topical research.

C.4.13.1.4 Assist in covering reference desk and answering telephone, in-person inquiries, and online inquiries from email distribution lists, Ask-A-Librarian, and other inquiry capturing services. Provide directional and information assistance.

C.4.13.1.5 Use appropriate sources to determine library holdings and direct users to the location of items being requested

C.4.13.1.6 Provide on-site and remote training on research resources and techniques to patrons and Library Staff members

C.4.13.1.7 Assist in the planning, development, and maintenance of Library Staff online systems and web sites

C.4.13.1.8 Assist in the promotion and marketing of Library Staff services and resources.

C.4.13.1.9 Participate in Library Staff projects and planning committees as needed

C.4.13.2 Performance Indicators.

C.4.13.2.1 Track reference and research services statistics and workflow, notifying supervisors of any technical assistance or workload assistance as necessary

C.4.13.2.2 Accurate responses shall be provided immediately, or as soon as possible, to satisfy requestor’s needs.

C.4.13.2.3 Appropriate, relevant sources shall be correctly identified and used.

C.4.13.2.4 User satisfaction with service shall be provided.

C.4.13.2.5 Contractor personnel shall be helpful and courteous in response to requests.

C.4.13.3 Specific Tasks and Performance Standards.

C.4.13.3.1 Rush requests shall be handled immediately.

C.4.13.3.2 On-site requests for assistance shall be responded to upon receipt.

C.4.13.3.3 Telephone requests from within DOJ shall be responded to upon receipt.

Telephone requests from outside DOJ for information shall be handled within eight (8) working hours.

C.4.13.3.4 Professional contract staff complete reference and research requests within agreed to timeframes. Para-professional staff referrals shall be made to Library Staff if clients request reference and research assistance or interpretation of policy and/or procedures.

C.4.13.3.5 The Contractor shall receive and clarify directional inquiries. Responses can be verbal – providing assistance, giving instruction, or providing requested publications.

C.4.13.3.6 The Contractor shall promptly notify requesters if difficulties arise responding to inquiries or additional information is needed from requestor(s) to respond accurately, timely, and fully to a request.

C.4.13.3.7 The Contractor shall use and demonstrate the use of the online catalog to library patrons.

C.4.13.3.8 Contractor personnel shall be helpful and courteous in responding to all requests.

C.4.13.3.9 The Contractor shall explain library procedures to library patrons, including procedures for interlibrary loan and borrowing library materials.

C.4.14 Task 13 – Maintenance of Equipment and Supplies.

C.4.14.1 The Contractor shall help maintain equipment and retain adequate supplies including the following:

C.4.14.1.1 The Contractor shall check microform reader/printers, photocopiers, and on-line catalogs to ensure proper functioning.

C.4.14.1.2 Maintain an adequate inventory of supplies for library equipment.

C.4.14.1.3 Ensure copies made from the above equipment are clear and legible.

C.4.14.1.4 Assist library patrons using the photocopier, scanners, and microform equipment as requested.

C.4.14.1.5 Perform minor repairs (e.g., remove paper jams, add toner or replace burnt or missing bulbs).

C.4.14.1.6 Notify the COR or designated representative when equipment is broken, malfunctioning, or needs repair or when supplies must be ordered.

C.4.14.2 Performance Indicators.

C.4.14.2.1 Microform and scanners photocopy equipment are in good working order.

C.4.14.2.2 Provide assistance to patrons needing help using equipment.

C.4.14.2.3 COR notified promptly to reorder materials or if there are major equipment malfunctions.

C.4.14.3 Specific Tasks and Performance Standards.

C.4.14.3.1 Microform machines, scanners, and photocopiers shall be checked weekly to ensure adequate paper, toner, and developer.

C.4.14.3.2 Photocopier and scanner glass shall be kept clean.

C.4.14.3.3 Lenses and glass flats on library equipment shall be kept clean.

C.4.14.3.4 Paper jams shall be cleared from the photocopiers and microform equipment as soon as problems arise.

C.4.14.3.5 Copies shall be legible and have a clean background.

C.4.14.3.6 Patrons needing help in using any Library equipment shall be helped promptly and courteously.

C.4.14.3.7 Minor malfunctions shall be fixed and rectified promptly. The COR or designated representative shall be notified of a major problem within 15 minutes of being brought to the attention of the Contractor or as soon as possible thereafter.

C.4.14.3.8 The COR shall be notified immediately when paper, toner, or developer need to be ordered.

C.4.15 Task 14 - Acquisitions Support for Publications Ordered by Library Branches and DOJ Components. (Work supports Library branches and DOJ staff in components and litigating divisions that rely on the Library to assist them with these functions. Work and requests for components will come via Library Staff managers.)

C.4.15.1 Prepare new book orders forms (Acquisitions Order Form) for library branches. New book orders should include the following information when available:

title, publisher, publication date, edition, ISBN, number of copies and publisher’s list price. This information can be gathered by reviewing the publisher’s website or calling the publisher.

C.4.15.2 Assist library branch managers and other DOJ offices purchasing titles through the Library’s Acquisitions Department during Annual Review each year. The Annual Review should include confirming that all the titles on the Annual Review list are currently being received and verifying that the quantities ordered are correct.

C.4.15.3 Notify Acquisitions of all problem claims. Inform Acquisitions of necessary supplement orders. Keep track of pending claims, making sure releases and supplements are filed in proper order. Follow up on outstanding claims to ensure claimed items arrive.

C.4.15.4 Report billing problems to Acquisitions (e.g., if issues don’t arrive, ensure publisher was paid.

C.4.15.5 Report subscription problems (gaps, overlapping subscriptions, etc.).

C.4.15.6 Notify Acquisitions when a publisher reports a change in the subscription dates, pricing, or any other change that will affect the order so that the Acquisitions records can be updated.

C.4.15.7 Track publications that have not arrived contacting the vendor and/or the Library Acquisitions Department to determine the publication was ordered paid for, and if it was shipped from the vendor. Additionally, follow-up to make sure that titles scheduled DNR (do not renew) do not continue being sent to the Libraries, and/or components.

C.4.15.8 Review publisher announcements for new titles, new editions, supplements, pocket parts, etc. Refer new title announcements to librarian.

C.4.15.9 Deliver invoices, subscription renewals, and payment receipts to Acquisitions.

C.4.15.10 Check notices re: new supplements and renewals, check online catalog and other pertinent resources to determine if titles have already been ordered, send to Acquisitions if necessary.

C.4.15.11 Identify titles with new editions and/or supplements that the Libraries should have received when they don’t arrive. If a library branch reduces the number of copies needed, ensure that the set retained is the best set, filings complete, etc.

C.4.15.12 Search the Library’s online catalog to resolve order problems, for example, search the catalog to confirm that a title was received and processed.

C.4.15.2 Performance Indicators.

C.4.15.2.1 All work will be assigned by Library Staff managers and must be completed accurately with minimal inaccuracies. Accuracy is essential to ensure that titles are ordered, updated, and bills are paid promptly and accurately.

C4.15.2.2 Contractor personnel shall be helpful and courteous in response to requests by Department personnel and Library managers about this work, and working with vendors in determining status of orders, payments, bills, invoices, etc.

C.4.15.3 Specific Tasks and Performance Standards

C.4.15.3.1 To ensure quality control and accuracy, Contractor must communicate and interact with Library’s managers and Component personnel in reporting status of all requests, orders, non-renewals, billing issues, etc.

C.4.15.3.2 Contractor must keep accurate records of conversations and interactions with Acquisitions, person or office asking for Acquisitions support, and vendors; and be able to quickly report on status of all requests.

C.4.16 – Task 15 – Document Digitization.

C.4.16.1 The Contractor shall assist Library staff members who coordinate digitization efforts for the JMD Library Staff. This function includes receiving and inventorying materials submitted for digitization, searching documents in the Libraries digital collections and databases, and converting paper documents into a digital format that complies with Section 508 of the Americans with Disabilities Act of 1990.

C.4.16.1.1 The Contractor shall inventory title and key elements from each Government document, keeping a log of all documents. The document log shall be kept in a shared file available for review by Library Staff.

C.4.16.1.2 The Contractor shall ensure all paper documents for scanning are of good quality.