Questions and Answers Books IDIQ Draft RFP for SAM.gov 12.4.25.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- Draft Request for Proposals Notice for the Books & Non-Print Materials and Related Support Competition Federal contract opportunity
- Solicitation number
- Not on record
- Issued by
- Library of Congress
About this file
This document is a Questions and Answers (Q&A) file for a Draft Request for Proposals (RFP) for a Books Indefinite Delivery/Indefinite Quantity (IDIQ) contract issued by the Library of Congress FEDLINK program. The contract aims to provide books, digital media, and related support services to federal libraries and eligible government agencies, including federal agencies, tribal governments, the District of Columbia, and potentially some federal contractors. The IDIQ will be structured across three lots: Lot 1 for firm orders, Lot 2 for digital media processing, and Lot 3 for leasing non-serial publications, with vendors expected to offer competitive discounts comparable to their most favored customer rates.
Key details include the contract's focus on supporting federal libraries by facilitating book and media acquisitions, with vendors required to handle order fulfillment, processing services (such as cataloging, labeling, and RFID tagging), and potential digital library services. The Q&A document addresses vendor questions about contract requirements, including ordering platforms, processing capabilities, lease plans, and eligibility criteria. Vendors will be evaluated on technical capability, past performance, and pricing, with the government seeking flexible solutions that can adapt to changing library needs over the five-year contract term. The solicitation emphasizes the importance of providing comprehensive library support services while maintaining competitive and transparent pricing structures.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| DRAFT Attachment J.4 - Firm Orders Form.pdf | ||
| DRAFT Attachment J.5 - Lease Plan Form.pdf | ||
| LCFDL25R0008 SF1449 Draft RFP 8.12.25.docx | DOCX document | |
| DRAFT Attachment J.2 - Past Performance Questionnaire.docx | DOCX document | |
| DRAFT Attachment J.3 - Pricing Pages Template.xlsx | XLSX spreadsheet | |
| DRAFT Attachment J.1 - FEDLINK Monthly Cancellation and Deobligation Report.xlsx | XLSX spreadsheet |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Sheet1
| FEDLINK BOOKS IDIQ DRAFT RFP QUESTIONS AND ANSWERS |
| NOTE: All responses shared below are given to the best of the Government's knowledge at this time. The Government reserves the right to change its acquisition methods and approaches at the time of the final RFP posting to SAM.gov. The final RFP posted to SAM.gov supersedes anything shared in this Question and Answer document. |
| FEDLINK Question 1 | Is there additional information your business would need to help you prepare your proposal? |
| Vendor Question | Which agencies will be taking advantage of this contract? Who is the end audience for these materials? |
| Answer | Federal agencies and organizations with FEDLINK accounts may use these contracts. The end audience is federal libraries and their customers (federal employees, DOD spouses and children, etc.). Please review this link: https://www.loc.gov/flicc/fedlink/auth_elig.html |
| Vendor Question | If we are awarded under this contract and a library approaches us with a request that is not standard for us, would we be able to respectfully decline their order(s)? |
| Answer | Requested orders should be fulfilled, unless the items are not available or not in scope of the IDIQ (for example, if an offeror does not bid on a certain service and therefore it is excluded from their contract, it would be inappropriate to accept that order). |
| Vendor Question | L.3, Proposal Format, Exceptions and deviations: It is unclear whether proposed exceptions to the terms and condions will be considered and discussed with the vendor, or if the proposal will be deemed “unacceptable for award without discussions.” |
| Answer | As exceptions and/or deviations are not sought, the Government is under no obligation to enter into discussions related to such. Any exceptions or deviations by the offeror to the terms and conditions stated in the solicitation for the resulting contract may make the offer unacceptable for award without discussions. Only exceptions or deviations specifically identified in Volume I, if accepted by the government, will take precedence over the terms and conditions of the contract. |
| Vendor Question | Have there been any changes to FEDLINK’s administrative processes (particularly around tracking funds and invoicing) since the last contract period? |
| Answer | We will take this question into consideration as we finalize our requirements. |
| Vendor Question | Is a discount percentage required? Would a 0% (zero) discount be allowed or would the vendor be disqualified? |
| Answer | FEDLINK is seeking discounts, terms, and conditions equal to or better than the offeror’s most favored customer. |
| Vendor Question | Please define “Collection development support” in C.3. 2.5. Please clarify exactly what collection development services are required, those services desired but not mandatory, etc. |
| Answer | Offeror should detail what they consider basic collection development support that is provided at no cost to the customer (access to an ordering platform with bestseller lists, duplication detection, etc.) and what additional support can be purchased for a fee. |
| Vendor Question | Is a print subscription allowed under Lot 1? We sell collections of books grouped by genre into packages of 12 or 14 books. These sets are called “Categories” and are sold as a set with one price covering all 12 books. Would this model qualify for Lot 1? |
| Answer | Subscription plans are not permitted under the Books IDIQ. However, if an offeror can offer a set number of books with titles that are known to the customer prior to purchasing (i.e. either chosen or approved by the customer before invoicing) as part of a package selected in advance (i.e. a one-year plan) and invoicing occurs after the books have been selected and shipped, then this type of plan would fall under Lot 1. |
| FEDLINK Question 2 | Are the requirements outlined in the Statement of Work clear? |
| Vendor Question | Will the vendor be able to provide audiovisual materials if they do not provide cataloging or processing services for audiovisual materials? |
| Answer | Yes, cataloging and processing services are optional. |
| Vendor Question | C.3.2.2, Physical Processing, vi, Binding: Is this reinforcement only? Could it be clarified? |
| Answer | The offeror should detail the binding services they are able to provide. |
| Vendor Question | Section C.3.3 Lot 3 (and corresponding attachment J.5) outlines the obligation to develop a leasing plan by which vendors must lease non-serial publications to customers with a right to purchase at a discounted rate at the end of the lease period. Are alternative lease programs allowable? |
| Answer | FEDLINK will thoroughly review any lease plans submitted and will make an in-scope determination during the evaluation phase. |
| Vendor Question | Page 8 states that contract can be used by “District of Columbia.” Please define exactly what institutions in the District of Columbia could use this contract. |
1. Would the District of Columbia Public Schools be able to use this contract?
2. Would the District of Columbia Public Library be able to use this contract?
3. A list of agencies that are NOT permitted to use this contract would be beneficial to include.
Answer Yes, any agency in the DC government is eligible to use FEDLINK contracts. We would not be able to provide a completely comprehensive list of agencies, but in general, books contracts are available to all FEDLINK members, and the eligibilty to be a FEDLINK member is listed on our website:
Federal Agencies Library of Congress/FEDLINK is authorized to provide its services to other federal agencies, tribal governments, the District of Columbia, and organizations authorized to use federal sources of supply. Accordingly, FEDLINK services are available to any library, information center, or other activity (such as offices of general counsel, procurement units, information resource management departments, laboratories, etc.) within the executive, legislative, or judicial branches of the United States federal government, including activities within all branches of the U.S. armed forces.
Federal Contractors or Other Non-Governmental Entities In some cases, non-governmental entities may use FEDLINK services. Contractors working for federal agencies, for example, may be authorized to use government supply sources and may therefore be eligible to use FEDLINK. The Library of Congress General Counsel has determined that FEDLINK cannot assume that a contractor or other non-governmental entity who registers for the program is eligible. The Library of Congress must inquire by what authority the request to use FEDLINK is made.
Therefore, if your organization is a contractor or other entity authorized to use government supply sources by 48 C.F.R. § 51 and FAR 51.102, the agency's administrator for your contract or another authorized federal official must send a letter to the FEDLINK Executive Director specifying that your status enables you to use FEDLINK.
| FEDLINK Question 3 | What questions do you have concerning Sections L & M of the solicitation? |
| Vendor Question | L.5.1, Technical Approach, Pre-paying publishers: What information is FEDLINK looking for vendors to provide here? |
| Answer | Offerors should describe how they handle orders from federal agencies. Since an item may not be invoiced until after it is fulfilled, this means that the offeror needs to have the financial capability to pre-pay for materials. |
| Vendor Question | Can any “pricing” words be included in the Volume II—Technical and Management Proposal (e.g., “complimentary” “free” or “at no charge”) or should they only appear in Volume I—Contract Data, Price, and Past Performance Proposal? |
| Answer | Pricing words can be included in Volume II. |
| Vendor Question | DRAFT Attachment J.3 - Pricing Pages Template: Can an example be provided showing how to fill in each column of tabs Lot 1, Lot 2, and Lot 3? |
| Answer | We will take this request into consideration. |
| Vendor Question | Please define what “FINANCIAL DATA” is acceptable for Section L.4.3. What specifically would be acceptable to include? How many years worth? |
| Answer | The Offeror shall complete the representations at FAR 52.209-5, "Certification Regarding Responsibility Matters," and paragraph (h) of provision FAR 52.212-3, "Offeror Representations and Certifications - Commercial Products and Commercial Services," which are part of the registration process on SAM.gov to demonstrate their financial resources. Additional documentation may be requested by the FEDLINK CO depending upon the responses in these representations. |
| FEDLINK Question 4 | Will your ordering platform be able to handle incidentals in support of Lot 1 – Firm Orders as described in C.3.1.13. Incidentals? |
| Vendor Question | Because processing costs vary widely depending on the book’s physical characteristics—such as format, trim size, and binding—it is not always possible to provide a line-by-line breakdown of charges for each title. If a detailed per-title charge were required, the only practical approach would be to establish a flat processing fee per book. However, this would not be the most economical arrangement for the library, as it would not reflect the true variation in costs and could result in higher overall charges. Our current method is designed to provide the best value by aligning processing costs more closely with actual book specifications. |
| Answer | Incidentals as described in this solicitation refer to RFID tags, label protectors, Mylar jackets, etc., which would be purchased in addition to books for the purpose of processing the books at the customer's location. We would not need a breakdown of the cost of pre-processed books. |
| Vendor Response | Yes, we provide customized cataloging and processing, and we have built a service that combines an expansive bibliographic database with a full range of solutions to meet those needs. Customers will be assigned a technical services specialist when a new project is established, and they will work with the library from account set-up to initial deliver, ensuring materials meet the customer’s exact needs. We do not provide cataloging or processing for audiovisual materials. |
| Answer | This is acceptable |
| Vendor Response | We can supply the following: barcode labels, spine labels, RFID tags, label protectors, Mylar jackets. |
| Answer | This is acceptable |
| FEDLINK Question 5 | What questions do you have concerning Section C.3.1.8. FEDLINK Monthly Cancellation and Deobligation Reports to FEDLINK and Attachment J.1 - FEDLINK Monthly Cancellation and Deobligation Report? |
| Vendor Question | Is the report still required if there are no cancellations? Since we have very few cancellations, preparing the report feels unnecessary and time-consuming for both parties. |
| Answer | If cancellations are not recorded for the current month, an email to this effect would be required. |
| Vendor Question | Does FEDLINK have any systems in place that track customer spending from point of purchase order to invoice or is that something that only the vendor would monitor? |
| Answer | The vendor and customer are the ones primarily responsible for tracking orders and fulfillment, as FEDLINK is not the end user. |
| Vendor Question | Will a template be provided or does the vendor need to create a template? |
| Answer | The template provided is Attachment J.1 - FEDLINK Monthly Cancellation and Deobligation Report. |
| VENDOR QUESTIONS | |
| Question 6 | Beyond the stated factors of technical capability, past performance, and price, are there additional considerations (such as digital delivery capabilities, breadth of catalog, or customer support) that FEDLINK would view as differentiators in selecting “best value” contractors? |
| Answer | Offerors are evaluated against the specific requirements in sections L&M, and the examples listed would fall into the factor of Technical Approach. Services beyond the minimum standards listed in L&M and Section C will be considered in the best value determination. |
| Question 7 | The RFP defines “Digital Media Processing” primarily in the context of physical media (artwork, labels, etc.). For ebooks and other digital materials, can contractors propose metadata/cataloging services (e.g., MARC records, usage reporting, library system integration) as part of Lot 2? |
| Answer | Yes. |
| Question 8 | Would usage analytics and digital cataloging services qualify as acceptable “technical processing” deliverables under Lot 2? |
| Answer | Yes they would qualify. |
| Question 9 | We can provide a direct-to-consumer leasing/subscription model for ebooks. Would a similar subscription-based approach qualify as a “Leasing Plan” under Lot 3? |
| Answer | FEDLINK will thoroughly review any models submitted and will make an in-scope determination during the evaluation phase. |
| Question 10 | As a distributor and aggregator representing over 150 publishers, our digital library catalog will continue to expand over the five-year contract term. How should contractors account for new titles and price changes during the contract period? |
| Answer | FEDLINK understands that offerings and pricing may change over term of the contract. We don't ask for firm pricing lists for this reason, and instead ask for discounts on commercial pricing. These discounts are the unit that will remain standard through the term of the contract, and many vendors choose to offer a range of discounts for flexibility (5%-20%, for example) . |
| Question 11 | Can FEDLINK confirm whether aggregated access to multiple publishers through a single digital platform would be viewed as advantageous for agencies? |
| Answer | Yes, this would be advantegeous. |
| Question 12 | Is FEDLINK open to contractors offering customized, branded digital library portals for federal libraries as part of the service offering? |
| Answer | Yes, if customers are not charged extra. |
| Question 13 | We enable orders to be placed directly through our website platform. Can this ordering process be integrated into the FEDLINK ordering systems, or must all orders strictly follow the order forms (Attachments J.4 and J.5)? |
| Answer | The ordering process cannot be integrated into the FEDLINK ordering system. Orders can be placed through an online platform. The member will then send FEDLINK a screenshot or PDF version of their cart to support the allocation of funds at FEDLINK, but FEDLINK understands that each vendor has their own ordering platform and processes. |
| Question 14 | Are contractors permitted to work directly with agency librarians on title selection, technical processing profiles, and collection development under this contract? |
| Answer | Yes, this would be permitted when preparing a requirement. |
| Question 15 | For digital libraries, can contractors provide online catalogs directly to agency users for browsing and selection, or does FEDLINK require catalogs in a specific format (e.g., spreadsheet, PDF)? |
| Answer | Any format is acceptable. |
| Question 16 | For ebooks and digital content, how does FEDLINK define “delivery and acceptance”? Would it be considered complete once access is enabled, licenses are activated, and the agency can successfully retrieve the content? |
| Answer | Yes, once the customer has access to the digital deliverables, the deliverables would be considered accepted barring any defects or discrepancies. |
| Question 17 | What is the estimated value allocated towards the purchase of physical books for this contract? |
| Answer | This will vary by the needs of member agencies. |
| Question 18 | Section 52.212-3 Offeror Representations and Certifications, etc. subpart (t)(1): Could you please clarify the distinction between “contract awards” and “Federal contract awards” in the first and second sentences? Is the first sentence only applicable if we are awarded over $7.5 million in federal contracts, or if it is intended to apply to all contract awards? |
| Answer | It is our interpretation that first sentence applies to Federal contract awards. |
| Question 19 | The draft mentions the request for rush orders. However, given the timing required for quoting requirements, rush orders will not be available for FEDLINK members. |
| Answer | Offerors are not required to bid for all services. Offering a rush order service is optional. |
Question 20 We would like to clarify what is meant by “price negotiations as necessary within the following”:
The Library may award a delivery/task order based on contract terms and prices or conduct technical and/or price negotiations as necessary.”
It is our understanding that any discounts, fees or subscription costs should be outlined within the pricing document and that the only variable will be publisher list price.
| Answer | Under certain circumstances, vendors may be able to provide additional discounts on their established FEDLINK prices. However, vendors are encourgaged to provide their best pricing with initial submission because there may not be opportunities to provide additional discounts. |
| Question 21 | We are limited in what information we can provide within our invoices. Will there be any flexibility in this area, as right now the requirements would mean us manually editing every invoice which will delay the supply of the materials? |
| Answer | Invoices must have the elements defined in the IDIQ to ensure proper and accurate records and tracking. |
Question 22 Order fulfilment within 30 days (and 10 days for backorders) may not be possible given that publisher supply times vary. Additionally, physical processing and the manual quoting process required for the IDIQ funding process can add time to delivery. We would like to request this be changed to 60 days. Please also note, that while we can provide in-stock status at the time of order confirmation, order status is subject to publisher fluctuation and may not be available for communication within five days. Order claims cannot be submitted until the orders have been open for a least 30 days. To this end, we are at the mercy of the publisher/shipping company for supply times and request that the following language be modified to a more reasonable timeframe:
contractor shall promptly notify (within 5 business days) the customer when an item cannot be obtained within the regular 30-day timeframe, so the customer may identify an alternate source for the publication in a timely manner.
Answer Please note that the 30 day fulfillment applies only to available titles.
File details come from the government source that posted it. Updated .