Attachment J-2 - 2025 NBF Bookseller TASK ORDER SOW 10242024.pdf

TASK ORDER STATEMENT OF WORK

2025 Library of Congress National Book Festival – Bookseller

C.1. BACKGROUND

The 2025 Library of Congress National Book Festival (“Festival”) is scheduled for September 6, 2025 from 9:00 am until 8:00 pm onsite at the Walter E. Washington Convention Center

("WCC") in Washington D.C. The Contractor shall conduct onsite book sales during Festival hours as listed above. The 2025 Festival will showcase approximately one hundred (100) authors and offer approximately seven (7) author stages.

C.2. SCOPE

The Contractor shall perform bookseller planning and coordination activities for the 2025

Library of Congress National Book Festival.

C.3. REQUIREMENTS

The Contractor shall provide the following services for the Festival:

C.3.1 Project Plan

The Contractor shall submit a project plan to the COR by the deliverable date listed in Section F.

The plan must include the following items:

a) Marketing Plan;

b) Staffing Plan;

c) Space furnishings Plan;

d) Event Timeline;

e) Plan for collection of donations on behalf of the Library; and

f) Inventory of book titles for onsite sales.

C.3.2 Author Selection

As requested by the COR and during the author selection process, the Contractor shall advise the

Library of Congress’ Literary Director on potential authors and books to be featured at the

Festival, and quantity of each title that can be made available for each author. The Library of

Congress will make the final decision on author selections. The COR will coordinate and attend meetings between the Contractor and the Literary Director and/or other pertinent Library staff.

C.3.3 Onsite Festival Book Sales

The Contractor shall provide book sales at the Festival in the Library-designated space and provide the following in support of book sales. The Library will work with the Contractor to designate a space that will support book sales for a Festival of this size.

1. All supplies and services necessary to run a successful book sales area, except for the

Government Furnished Property listed in C.3.8.

2. Staging/furnishing of the book sales area, including but not limited to space definition, rope and stanchion, tables, chairs, electrical, internet, and cash registers.

3. Any security that Contractor deems necessary for the book sales area and areas where

Contractor's materials are stored. Security must be consistent with the WCC Event

Planning Guide, available at: https://eventsdc.com/venue/walter-e-washington-convention-center/planning-guide.

4. In coordination with the COR, Contractor shall provide sales copies of the most recent book by each Festival author, in a number sufficient to ensure that all festival-goers wishing to purchase books are able to purchase books.

5. Some backlist titles for a number of authors. The Contractor will confer with the COR on the best books to sell from an author's backlist. The Contractor will have final discretion on which backlist titles are offered at the Festival.

6. Coordinating special sales, if needed, of pre-signed and/or post-signed author books.

7. Point-of-purchase merchandise. The Contractor may propose point-of-purchase merchandise to be provided by the Contractor for sale at Festival. All proposed merchandise must be approved in advance by the COR.

The Contractor may choose to offer Roadmap to Reading books at their discretion.

C.3.4 Collection of Donations

The Contractor shall actively solicit and collect donations for the Library of Congress as part of its point-of-sale transactions process for onsite book sales using point-of-sale technology supplied by the Contractor. The COR will provide information as to the language to be used by the Contractor to prompt donations at the point of sale.

The Contractor shall submit all collected donations to the Library through the COR-identified method. The Contractor shall provide the Library with contact information for all donor information that is collected.

C.3.5 Promotion and Marketing

The Contractor shall provide the following in support of the Festival:

a) Issue a call for general volunteers through its communications channels.

https://eventsdc.com/venue/walter-e-washington-convention-center/planning-guide https://eventsdc.com/venue/walter-e-washington-convention-center/planning-guide

b) Promote the event via any online (social media, website, email blasts) and offline (printed ads, promotion in brick and mortar stores) media, which are a part of the Contractor’s normal business operations.

c) Provide all proposed advertising and promotional materials to the COR for approval. The

COR will approve or request revisions to proposed advertising and promotional materials within five (5) business days of receiving the materials from the Contractor.

While providing services under this order, the Contractor may refer to itself as the “Official

Bookseller of the 2025 Library of Congress National Book Festival” in advertisements and promotional materials for any events covered under this contract. The Contractor must adhere to clause LC52.203-1 in Section H of the contract.

C.3.6 Meetings

a) Kick-Off and Planning Meetings: The Contractor shall attend an event kick-off meeting and planning meetings as required by the Contracting Officer’s Representative (COR), anticipated to be held bi-weekly from order award through May, and then weekly until the week after the completion of the Festival. It is anticipated that the kick-off meeting will be held virtually and that planning meetings may be held virtually or in-person.

b) Coordination Meetings: As required by the COR, the Contractor shall coordinate, communicate and meet with the Library of Congress National Book Festival Director, Library of Congress National Book Festival Literary Director, Library staff, the Library’s

Event Management Contractor, and/or other Library contractors.

c) Debrief Meeting: The Contractor shall participate in a debriefing meeting after the

Festival as requested by the COR. The debrief meeting may be held in-person or virtually.

C.3.7 Post-Event Reporting

Based on the deliverable schedule in Section F, the Contractor shall provide in electronic format:

a) Data on the total number of books sold for each title, unit gross sales and date of sales.

b) Data on the total dollar amount of all donations to the Library; and, when possible, the total number of individual donations to the Library, and the dollar amount of each donation.

c) A final report summarizing the contractor's activities, successes, and lessons learned.

C.3.8 Government Furnished Property

The Library shall provide the following items:

a) Event venue;

b) A specific book sales area;

c) List of all Festival authors;

d) Information on titles to stock, such as:

a. List of required titles;

b. List of recommended backlist titles;

c. List of Roadmap to Reading titles, to stock at the Contractor’s discretion;

e) National Book Festival posters;

f) Signed bookplates, as applicable;

g) Up to 15,000 pounds of drayage;

h) Signage to be used in the event venue, such as:

a. At least eight (8) Stage Signs, Roadmap to Reading Signs and “Other book genre” signs for tables;

b. One (1) Large overhead banner;

c. Three (3) Entry/Exit Signs for wayfinding; and

d. At least two (2) festival Book Signing and Schedule Signs.

C.4 Key Personnel

The following position is considered Key Personnel:

C.4.1 Project Executive

The contractor shall provide a Project Executive as described in Section C.5.1 of the solicitation.

Section F

F.1 Schedule of Deliverables

Reference Event/Deliverable Due Date

C.3.6 Kick-off meeting Within five (5) days of the period of performance start date

C.3.1 Project plan At least four (4) weeks before

September 6, 2025

C.3.3 Submission of Point-of-

Purchase merchandise list

By August 15, 2025

C.3.3 Execution of onsite event book sales

September 6, 2025

C.3.8 Post-event reporting By September 26, 2025

C.3.7 Debrief Meeting By October 3, 2025

C.3.8 Submission of donations to the Library

By October 30, 2025

F.2 PERIOD OF PERFORMANCE

This task order has a period of performance from February 1, 2025 through November 30, 2025.