Attachment J4 - Order 1 SOW.docx

C. STATEMENT OF WORK

C.1. OVERVIEW/BACKGROUND

The Library of Congress (Library) requires contractor support for the sorting, receiving and processing of Library collections. The contractor shall manage and perform the creation and maintenance of various database records including bibliographic, item, holdings and check-in. The contractor will work in the Library Collections and Services Group (LCSG)/Discovery and Preservations Services (DPS) of the Acquisitions and Bibliographic Access Directorate (ABA). Task orders for this contract may come from any of the six divisions of ABA—Africa, Latin America & Western Europe (ALAWE), Asian & Middle East (ASME), Germanic &Slavic (GS), US/Anglo (USAN), US Arts, Science, & Humanities (USASH), US Programs, Law, & Literature (USPRLL) Divisions. These divisions are responsible for the acquisition of the Library’s collections, in print and electronic formats, from all countries and in all languages of the world, including various non-Latin scripts from various parts of the world (see Appendix A).

C.2. SCOPE

The contractor shall be required to work on Library collections in any of the foreign languages acquired and cataloged within the Acquisitions and Bibliographic Access (ABA) Directorate (See Appendix A). The Contractor shall perform these tasks using the Library’s Integrated Library System (ILS) which is currently Voyager. Under this Task Order, services shall be performed for four of the six divisions covered under the base IDIQ: ASME, GS, USASH, and USPRLL.

The services to be performed include the following:

1. Accessioning received items

2. Create Initial Bibliographic Control Records (IBCR)

3. Vendor record updates

4. End-stage Processing

5. Project management and reporting of work statistics

Please refer to C.2 Scope of the base IDIQ contract Statement of Work for descriptions of each of these services.

C.3. REQUIREMENTS

This Task Order shall comprise the following services, by ABA Division. Please refer to C.3 Requirements of the base IDIQ contract Statement of Work for process and procedure associated with each of these services.

Below are the services expected, by Division, for the first Task Order. The number of items per task will be established at the time of award and shall be within the estimates identified in Attachment J2 – Order 1 Quote. Technicians for this task order must possess the below listed language skills. Please see C.5.2. below regarding replacing Technicians.

3.1. Asian & Middle East Division (ASME)

CLIN 1

a. Accessioning serials for binding

b. Accessioning serials not for binding

c. IBCR creation

The contractor shall supply Technicians with the following foreign language(s):

The contract shall supply Technicians with one or two of the following foreign languages: Persian, Arabic, Hebrew, Russian, Armenian, Georgian, Mongolian, Japanese, Korean, or Chinese.

3.2. Germanic & Slavic Division (GS)

CLIN 2

a. Accessioning serials for binding

b. Accessioning serials not for binding

c. IBCR creation

d. Vendor record updates

The contractor shall supply Technicians with the following foreign language(s):

Given the difficulty in finding foreign language skills, the contractor shall supply Technicians with one or two of the following foreign languages: Russian, Polish, Hungarian, Greek, Romanian, or Serbian.

3.3. U.S. Arts, Science, and History (USASH)

CLIN 3

a. Accessioning serials for binding

b. Accessioning serials not for binding

3.4. U.S. Programs, Law, & Literature (USPRLL)

CLIN 4

a. IBCR creation

3.5. End-stage Processing

The contractor shall apply various labels including but not limited to call number, Library of Congress Control Numbers (LCCN), and item barcode labels for serials and/or monographs. The Contractor shall search ILS and confirm the bibliographic record found matches with the item in hand. Affix the appropriate labels according to the specifications of location on the item.

3.6. Project Management and Reporting

The contractor shall provide on-site management coverage to ensure that personnel are managed at all times while working on Library premises. The contractor shall ensure there is an on-site management point of contact for this purpose at all times.

All documentation submitted by the Contractor, including reports, shall become property of the Library of Congress and are not subject to copyright protection. Reports shall be submitted electronically in the frequency and details described below. Files should be in Microsoft office compatible or Adobe Acrobat PDF format.

a. Weekly Reporting In relation to accessioning of monographs and serials, the following statistics are required to be provided on a daily basis by the contractor:

1. Number of items unpacked

2. Number of serial issues checked-in

3. Number of items discarded

4. Number of serial bound volumes added to the collection.

5. Number of vendor records created and/or updated

6. Number of IBC records created

b. Monthly Reporting The Contractor shall submit a report to the COR on a monthly basis. The report shall include all work produced or completed by each employee and any project or production progress, obstacles, or updates from that week.

C.4. CONTRACT PERFORMANCE

4.1 Schedule of Events/Deliverables

The schedule of events and deliverables will be specific to the task order issued but will at least include the following.

4.2. Quality Control

The contractor shall develop and maintain an effective quality control program (QCP) to ensure services are performed in accordance with this contract. The Contractor shall be responsible for monitoring the quality of the work performed by its staff. Quality assurance shall include, but is not limited to, reviewing completed work for accuracy and adherence to Library policy and systems as mentioned above. The Contractor is expected to work efficiently and independently with very high accuracy. Successful performance of work will be measured by an error rate of less than five percent (5%) of all aspects of work described herein within 30 days of commencing work. An accuracy of ninety-five percent (95%) or higher is the expected level of performance. The COR will review the deliverables on a random basis throughout the contract in order to determine the level of accuracy and maintain quality control, however, the Contractor is expected to work with diligence and adherence to project standards at all times to ensure that this level of accuracy is met.

The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means by which it assures itself that its work complies with the requirement of the contract.

4.3. Invoicing

The Contractor shall invoice monthly for the total quantity and cost of completed and approved units per task area listed in C.3. Invoices shall only be submitted after that month’s deliverables and reports are completed and accepted, in writing, by the COR. Invoices will be paid under the Contract Line Item Number (CLIN) associated with each Division as listed in C.3.

C.5. KEY PERSONNEL

The following positions are considered key personnel:

5.1. Program Manager

The Contractor’s Program Manager and Alternate Program Manager established for the IDIQ contract shall be responsible for overseeing and managing the successful completion of this requirement.

5.2. Library Technician(s)

The Contractor shall provide Library Technicians, one per language area of Appendix A. Other supporting Technicians may be assigned to the work as necessary. The Library Technicians are responsible for completing the work as specified in the task order. At a minimum, the Library Technicians shall meet the following qualifications:

· One year of experience working within cultural institutions such as archives, libraries, or universities.

· One year of experience working in similar positions supporting collections or archival materials processing.

· Division-specific foreign language skills adequate for reading and analyzing library materials such as monographs and serials (see C.3. for Divisions and languages associated with this Task Order).

· A Bachelor’s degree

· New Technicians that replace previous ones do not need to have the same language skills as the departing Technician; however, they do need to have language skills corresponding to one of the group’s in Appendix A and the language requirements related to the specific task order they are working under.

C.6. PHASE IN/PHASE OUT

To minimize any decreases in productivity and to prevent possible negative impacts on additional services, the contractor shall have personnel on board, during the within thirty (30) days of the phase in/ phase out periods. During the phase in period, the contractor shall become familiar with performance requirements in order to commence full performance of services on the contract start date.