Book Cradle RFI - Draft.docx

DRAFT

Book Cradle System RFI Draft

1. OVERVIEW / BACKGROUND. The Library of Congress (Library) requires contract support to procure a specialized book cradle system (book cradle) to be used in the digitization of collections materials from the Library’s collections.

2. SCOPE. The contractor will provide a specialized book cradle as detailed in section 3 including a manufacturer warranty (base-year warranty plus three years of extended warranty), delivery, setup, and installation.

3. REQUIREMENTS. The contractor will procure the following:

3.1 A book cradle that meets the following specifications:

· Ability to support books or other materials completely flat during image capture with glass.

· Ability to completely support a book that when opened at 180 degrees that measures at a minimum of 24x32 inches.

· Ability to customize the distance between the plates that support the book to accommodate a range of book sizes.

· Ability to accommodate being used with or attached to a Digital Transitions “Auto-Column” or Cambo RPS columns by design and not require any additional customizations.

· Ability to adjust height of book cradle to accommodate a range of thickness of books and cultural heritage materials.

3.2 Repairs

3.2.1 The contractor shall provide high-quality manufacturer authorized parts that are essential components for any repairs made during the warranty period, to ensure optimal functionality on the book cradle. Parts not approved by the manufacturer are not acceptable.

3.2.2 The contractor shall provide a manufacturer factory authorized technician with specific training to deliver, setup and install the book cradle.

3.3 Service

3.3.1. The contractor shall provide service within 72 hours of request, on site at the Library of Congress, as required, to keep the equipment performing to original equipment specifications if the device or any component of it requires repair or replacement during the warranty period.

3.3.2. Unlimited Telephone & Email Consultations/Support: The contractor shall explain how they provide unlimited telephone support and consultations with book cradle manufacturer factory representatives to resolve issues that arise, during the life of the plan as part of the preventative maintenance. Technicians and support representatives shall be available during business hours to assist in resolving issues via the phone, emails, and virtual (e.g. Zoom, MS Teams), meetings to ensure the Library staff always have access to knowledgeable help. If the Government sends an email to the contractor requesting support, the contractor must respond to the email within 48 hours.

4.0 SCHEDULE OF EVENTS

4.1 All responses to this RFI shall include the following, in addition to confirmation of the above:

· Physical dimensions and weight of the device.

· All safety certification documentation about the device.

· Confirmation that the contractor is willing to perform a demonstration of the device for The Library of Congress at no charge. This demonstration must be either via video link, or onsite at The Library of Congress at 101 Independence Ave SE, Washington DC 20540.

4.2 QUALITY CONTROL

Contractor shall explain how they provide the warranty specified above to cover all parts and labor against defect and failure of the device or any of its components for the time period specified above.

5. ADDITIONAL INFORMATION

5.1 HOURS OF OPERATION. The contractor is responsible for conducting business between the hours of 9:00 to 5:00 Mondays through Fridays, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

(End of Request for Information)