ATTACHMENT A - PWS for Library Subscriptions IDIQ v2.docx

PWS – VALNET/VACO Library Subscription Services

STATEMENT OF WORK (SOW)

DEPARTMENT OF VETERANS AFFAIRS (VA)

Office of Health Informatics (OHI) Subscription Services

BACKGROUND

The mission of the Veterans Health Administration (VHA) Library Network Office (LNO) is to provide a core collection of centrally funded authoritative information resources that can be accessed by Department of Veterans Affairs (VA) staff on- and off-site. The VA Central Office (VACO) Library provides additional resources to meet the informational needs of the central office staff.

The VA strives to become more efficient in maintaining their subscriptions from multiple publishers. The LNO is seeking contractors with established publishing house relationships to provide basic subscription services, required support, and optional specialized electronic access services in support of Veterans’ care. Currently, VA has a multiple award Basic Ordering Agreement (BOA) with two vendors supporting the VACO Library and the LNO office fulfilling requirements for subscriptions to print periodicals, databases, online books and journals, point of care products, and online information support related services. Currently the VA may sign individual publisher licenses: however, terms and conditions of the BOA, Federal Law, and the Federal Acquisition Regulation (FAR) take precedence over any such license or other agreement.

Task orders included with this action are representative of the types of subscriptions that will be included during the ordering period. A list of library subscriptions is included in Section D – Attachment B – Library Subscription List, this list is representative and may be added to or reduced in the future.

1.0 SCOPE OF WORK

The scope of work shall consist of providing subscription services needs for two Office of Health Informatics (OHI) offices; LNO and VACO Library. Subscriptions for LNO consist of online books, journals and databases with access being provided to all department employees. The VACO Library online and print subscriptions are made available to central office staff. Title listings provided by LNO and VACO Library will vary.

This effort falls in line with VA’s mission, goals and objectives in support of providing Veterans’ care. Contractors shall be responsible for the management, labor and equipment necessary to provide subscriptions detailed above.

Contractors shall supply materials from a wide range of publishers, to include, but not limited to:

1. Medical publishers

2. General interest periodical publishers

3. Trade publishers

4. University presses

5. Societies and Associations, Scientific

6. Societies and Associations, Non-Scientific

7. Small Presses

8. Non-paper format publishers

9. Government agencies

10. Quasi-Governmental organizations (e.g., United Nations, World Health Organization)

Subject areas shall include materials in the following listing of subject/categories (Not intended to be all inclusive):

1. Health Sciences

2. Allied Health Sciences

3. Social and Behavioral Sciences

4. Science and Technology

5. Management

6. Business and Administration

7. Marketing

8. General Interest

2.0 APPLICABLE DOCUMENTS

Documents referenced or germane to this Statement of Work (SOW) are listed below. Contractors shall be guided by the information contained in the documents in performance of this SOW.

1. Sections 508 of the Rehabilitation Act (29 U.S.C. § 794d), as amended by the Workforce Investment Act of 1998 (P.L. 105-220), August 7, 1998.

3.0 PERFORMANCE DETAILS

3.1 PERFORMANCE PERIOD

The ordering period of the IDIQ will be for five (5) years with a total effective period of ten (10) years.

3.2 PLACE OF PERFORMANCE

All work shall be performed at the Contractors’ facilities.

3.3 IDIQ VALUE

The maximum aggregate value of all awards and task orders under Subscription IDIQ(s) is $49,000,000.00. This ceiling is neither divided nor multiplied by the number of awardees.

4.0 TASKS AND DELIVERABLES

Contractors shall provide all tasks and deliverables described within each individual Task Order (TO). All deliverables at the IDIQ and TO level shall be submitted to the Project Manager (PM)/Contracting Officer Representative (COR)/Contracting Officer (CO).

4.1 BASIC SUBSCRIPTION SERVICES

Contractors shall provide basic subscription services that would include all of the tasks necessary to execute and manage orders for new subscriptions. These tasks fall into the following four critical areas: (1) ordering subscriptions; (2) serving as the fiscal agent with publishers, including making timely prepayments, processing refunds, and claims; (3) ensuring timely and complete delivery of or access to ordered subscriptions; and (4) providing reports and other administrative support for subscriptions management.

4.1.1 Order Placement

In support of basic order, Contractors shall perform the following services and provide products as described below.

1. Provide Subscription Lists - At a minimum, Contractors shall be able to provide a list as described below. The lists shall be provided in MS Excel format with optional print delivery. The LNO and VACO Library may provide Contractors listings by multiple ship-to addresses by category, i.e., medical, general, administrative; Contractors shall respond to the lists in the same manner. The listings shall be on separate pages for each "Ship to" address, shall alphabetically list all subscription titles ordered or on record for that consignee, and shall contain the following information:

a. Complete "Bill to" and "Ship to" address

b. Order number

c. Title

d. Quantity

e. Subscription Period

f. New Subscription added or Transfer

g. Price: To contain latest known publishers' rates currently available, and the date for which that price was obtained. Indicate if publications are free to the Government or other institutions and how to obtain them, include titles which are part of memberships and/or combination subscriptions, and titles available direct from publisher only.

h. Frequency

i. Bibliographic status of those titles currently under review

j. Listing of any "direct only" titles, or titles which the Contractors cannot supply

k. Documented constraints (i.e., irregular publication, discontinued, volume year or calendar year basis only, publisher shall not pro-rate, no refund available,) shall be noted on subscription listing

l. International Standard Serial Number (ISSN) or International Standard Book Number (ISBN)

m. Publisher

4.1.2 Printed Publication Dates Only

Contractors shall provide administrative (e.g., missing journal issues lists and online claiming of missing journal issues) and other services for each subscription placed until three months after its expiration of the published date of the subscription (e.g., the publication of the last issue covered by that subscription period).

4.1.3 Notification of Ceased or Discontinued Titles

Contractors shall notify LNO and VACO Library, COR and Contracting of any ceased or discontinued titles from the subscription list within 30 calendar days.

4.1.4 Payment

Contractors shall pay all regular subscription orders in advance to the publishers or in accordance with the publisher’s agreement, prior to submission of first invoice. Upon request, the contractor shall provide proof of payment of any order invoiced. Changes and frequency of publications shall not be justification of additional costs.

4.1.5 Administrative Services

Contractors shall provide the following administrative services to support subscription ordering services.

4.1.6 Contractor Representative

Contractors shall assign a primary and alternate Contractor Representative to work directly with the VA PM/COR/CO regarding all accounts. The Contractor Representative shall respond to all inquiries within 48 hours. The representative shall provide assistance between 8:00 a.m. and 4:30 p.m. ET.

The Representatives identified are considered key personnel. If the Representative changes, the contractor shall notify the VA PM/COR/CO within 5 business days.

Contractors shall ensure that key personnel have at least three (3) years of experience in servicing organizations similar in size, scope, and complexity to VA. Past experience in servicing clients in the health sciences fields is required.

5.0 ORGANIZATIONAL CAPABILITIES

5.1 Electronic Data Records

Contractors shall have the capacity to maintain accurate and current information regarding periodical titles, prices, publisher information, claims status, billing and financial information, address and mailing list maintenance.

5.2 Financial Resources

Contractors shall have the financial resources to pay publishers in full and in advance for all VA orders placed with them. Contractors shall further demonstrate sufficient equity and/or credit lines to guarantee prepayment to publishers. The availability of equity and/or credit lines to cover debts incurred in fulfilling all obligations under this award shall be certified to the Contracting Officer prior to the award and annually thereafter.

6.0 TASK ORDER PROCEDURES

6.1 Task Order Contracting Officer’s Representative (COR)

A COR shall be designated for each Task Order and shall reside within the Requiring Activity. The COR shall be appointed by the Contracting Officer (CO) and duties delegated in an appointment letter. The COR is the Requiring Activity’s designated representative. The COR designated for each Task Order shall provide the Contractor access to all available Government furnished information, facilities, material, equipment, services, among others as required to accomplish each Task Order. Contract surveillance duties shall be defined and accomplished in accordance with the QASP and, if a unique plan is required, the Task Order QASP shall take precedence.

6.2 Contractor Program Management

The Contractor shall establish a single management focal point, the primary and alternate Contract Representative, to accomplish the administrative, managerial and financial aspects of this contract and all subsequent Task Orders. This individual shall be identified to the CO and the Library Network Office (LNO) as the contact point for all issues.

6.3 Task Order Execution

All Task Order’s (TO) shall be competed among the IDIQ holders. It is the intention of the government that Request for Quotations (RFP) will be issued specifying the details of each TO. Responses will be required at the specified date and time and will be subject to all IDIQ specifications and any additional requirements as detailed in the RFP. Please keep the Contracting Officer and the COR updated of any changes to the Contract Representative for your organization as RFP’s and modifications are sent electronically to the contacts your company specifies.

6.4 Task Order Evaluation

All Task Orders will be evaluated and awarded on a Lowest Price Technically Acceptable (LPTA) basis. When option years are included, total evaluated price will include all option years.

6.5 Issuance of Task Orders

Upon Government approval of the RFP and designation of an appropriate fund site, the CO shall issue a Task Order to the Contractor. Contractor work shall commence only after issuance of the Task Order by the CO. The Government shall provide notification of task order award to both the successful and unsuccessful offerors.

7.0 SCHEDULE FOR DELIVERABLES

7.1 Method and Distribution of Deliverables

Contractors shall deliver documentation in electronic format, unless otherwise directed in Section B of the solicitation/TO. Acceptable electronic media include: Microsoft Office or Adobe Postscript Data Format (PDF).

Note: Deliverables with due dates falling on a weekend or holiday shall be submitted the following Government workday after the weekend or holiday.