DRAFT Attachment J.4 - Firm Orders Form.pdf

FEDLINK Lot 1 - Book & Media Requirements Form

INSTRUCTIONS FOR ORDERING BOOKS & MEDIA VIA FEDLINK

This form is for submitting information about your agency’s requirements for Firm Orders of Books & Media. Firm Orders are one-time purchases for specific titles.

● Based on the requirements you identify below, a FEDLINK contracting officer will establish Customer Specific Indefinite Delivery Indefinite Quantity (IDIQ) vehicles. It is standard procedure to award two (2) CS IDIQs unless otherwise specified.

● Your Customer Specific IDIQ with the selected vendor(s) will have a minimum and maximum contract value.

o The minimum contract value per Customer Specific IDIQ is $25.00, which the vendors are only eligible to invoice if you do not place any orders during the life of the contract. By submitting this requirements form, you are authorizing FEDLINK to obligate $25.00 from your BZ account per awarded contract.

o The maximum contract value will represent the "ceiling" on your Customer Specific IDIQ, or the dollar limit of orders that may be awarded under the contract. This number is calculated by multiplying your your anticipated yearly total contract value by the number of years represented under the CS IDIQ.

● Under the Delegation of Procurement Authority (DPA), your agency’s designated Ordering Officers are authorized to make purchases within the scope of a Customer Specific IDIQ, the FEDLINK interagency agreement, and applicable IDIQ contract.

Email the completed form with subject line: “[FEDLINK ID] book requirements” (for example, ABCD book requirements) to FEDLINKBooks@loc.gov.

A. MEMBER INFORMATION

Date completed:

FEDLINK ID:

Agency Name:

Main Contact, Name and Title:

Primary Ordering Officer, Name and Title:

Phone# and Email:

Shipping Address:

For multiple shipping addresses, or orders for different locations, list them here.

B. REQUIREMENTS

Estimate the amount of money you anticipate spending on book purchases in the upcoming year. When creating your total estimate, include the following: firm orders, technical processing, and collection development services (definitions below).

Anticipated Total Dollar Value of Book Purchases:

B. REQUIREMENTS

Anticipated Total Dollar Value of Book Purchases:

The contract maximum is based upon the total estimate listed here.

B.1 Firm Orders – A one-time order for specific title(s) for a specific number of copies. (Complete sections B.1.1 Subject Specializations, B.1.2. Format or Source Specializations, and B.1.3 Ordering Parameters and Special Technical Requirements)

B.2 Optional Technical Processing and Cataloging Specifications – Vendor may provide services only for materials supplied under this contract, performing physical processing or cataloging to supply materials in shelf-ready condition. (Complete section B.2)

B.3 Optional Collection Development Services – Vendor may provide collection analysis or assessment, collection development, or collection management tools for the customer or may provide the customer with online access on the vendor's system. The vendor will provide training in its collection analysis/assessment, collection development, or collection management system. (Complete section B.3)

1 of 3 Updated 01/2025

Phone# and Email:

Alternate Ordering Officer, Name and Title:

Phone# and Email:

mailto:FEDLINKBooks@loc.gov

DESCRIPTION – Subject Specializations % of total orders

General Juvenile and Young Adult Business, Economics, and Finance Legal Publications Medical and Allied Health Publications Scientific/Technical Publications Social Science/Humanities Military

TOTAL PERCENT %

B.1.2. Format or Source Specializations Please review the categories listed below and approximate what percentage of total orders that you anticipate purchasing in each format or source specialization (from 0%-100%). The sum of all specializations should total 100%.

DESCRIPTION – Format or Source Specializations % of total orders

Trade, Trade Paperback Textbook, Textbook Paperback Mass Market Paperback Reference Reprints/Back Issue Sets Audio-Visual (Specify format(s), e.g., DVDs, Blu-ray, Audiobooks on CD) **Add packaging requirements under B.2 (CD or DVD cases, artwork).

Multimedia (Specify format(s), e.g., music CDs, Kits, Media Players) **Add packaging requirements under B.2 (ex: locking cases, lanyards, etc.).

Non-English Language Specify language(s):

Out of Print Association, Society Presses Foreign Presses Government Documents Small Presses University Presses eBooks **Please complete eBook Questions in section B.1.3**

TOTAL PERCENT

B.1.3. Ordering Parameters and Special Technical Requirements Indicate which services your agency will require.

ORDERING PARAMETERS Yes or No Online Ordering Email Ordering Multi-Tiered (vendor allows multiple users to select titles into carts to be approved by the Ordering Officer) Bulk Ordering (25 or more copies of a title)

DELIVERY Yes or No Rush delivery eBOOK QUESTIONS (Complete if requesting eBooks in B.1.2)

Specify format or method of access, e.g., downloadable, streaming

DIGITAL CONTENT ACCESS OR MAINTENANCE

List any current eBook platforms.

Yes No Yes No

Yes No

Yes No

Yes No

2 of 3 Updated 01/2025

B.1 FIRM ORDER REQUIREMENTS

B.1.1 SUBJECT SPECIALIZATIONS

Please review the categories listed below and approximate what percentage of total orders that you anticipate purchasing in each subject specialization (from 0%-100%). The sum of all specializations should total 100%.

Binding (ex. Reinforced, buckram, etc.)

Yes or No

Yes or No

Please describe any additional special requirements you have for firm orders:

B.2 TECHNICAL PROCESSING AND CATALOGING SPECIFICATIONS (OPTIONAL)

Please review and identify the optional technical processing services and cataloging specifications that you anticipate using. If you require other related services, please briefly note what those services are.

B.2.1. TECHNICAL PROCESSING

Circulation Kit (per kit) catalog data/MARC records, spine label, date due slip (or pocket and circulation card)

Barcode labels Security Device – RFID, security strips Book jacket cover/Laminate Property stamps Spine Labels

Please specify:

Packaging (ex. Audio visual cases, locking cases, etc.)

Please specify:

Other Physical Processing Options Please specify:

B.2.2. CATALOGING SPECIFICATIONS

Cataloging Data in Electronic Form (ex. MARC, RDA, etc.)

Please specify:

Cataloging in Print Form Set holdings in OCLC WorldCat

Enhanced Services (at additional cost)

Other Cataloging Processing Options Please specify:

B.3 COLLECTION DEVELOPMENT SERVICES (OPTIONAL)

Review the optional collection development services listed below. If you require other related services, please briefly note what those services are.

B.3 COLLECTION DEVELOPMENT SERVICES

Basic Services (no cost)

IDENTIFY REQUIREMENTS (e.g., reviews, curated selection lists, etc.)

Email the completed form with subject line: “[FEDLINK ID] book requirements” (for example, ABCD book requirements) to FEDLINKBooks@loc.gov.

Yes No

Yes No Yes No Yes No

Yes No

Yes No Yes No Yes No

Yes No

Yes No Yes No

Yes No Yes No

3 of 3 Updated 01/2025