Sol_G14PS00343.pdf

SEE ADDENDUMIS CHECKED

CODE 18a. PAYMENT WILL BE MADE BY

CODE

FACILITYCODE

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

OFFEROR

CODE 16. ADMINISTERED BYCODE

X

X

561990

SIZE STANDARD:

100.00 % FOR:SET ASIDE:UNRESTRICTED ORGNB

RFPIFB

10. THIS ACQUISITION ISCODE

RFQ

14. METHOD OF SOLICITATION

13b. RATING

NAICS:

SMALL BUSINESS

03/13/2015 1430 ET

02/26/2015

703-648-7364Meridith Potts (No collect calls)

INFORMATION CALL:

FOR SOLICITATION 8. OFFER DUE DATE/LOCAL TIMEb. TELEPHONE NUMBER a. NAME

4. ORDER NUMBER3. AWARD/ 6. SOLICITATION

G14PS00343

5. SOLICITATION NUMBER

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE OF

1 87 OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

TELEPHONE NO.

17a. CONTRACTOR/

15. DELIVER TO

RESTON VA 20192

12201 SUNRISE VALLEY DRIVE

205 NATIONAL CENTER

9. ISSUED BY

7.

2. CONTRACT NO.

EFFECTIVE DATE

$11.0

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW

ISSUE DATE

DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

11.

SEE SCHEDULE

12. DISCOUNT TERMS

THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13a.

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

8(A)

USGS NATIONAL ACQUISITION BRANCH

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

X

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

Offers are solicited from Woman Owned Small Businesses only in accordance with FAR 19.15.

The deadline for questions on this solicitation is March 5, 2014. Answers to questions will be posted by an amendment to the solication. Send questions by email only to mpotts@usgs.gov.

It is anticipated that a single award Indefinite Delivery Indefinite Quantity contract will be awarded in response to this solicitation in

(Use Reverse and/or Attach Additional Sheets as Necessary)

HEREIN, IS ACCEPTED AS TO ITEMS:

X

XX

DATED

Meridith Potts

. YOUR OFFER ON SOLICITATION (BLOCK 5),

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER

ARE

ARE

31c. DATE SIGNED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (Type or print)

ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL

SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

26. TOTAL AWARD AMOUNT (For Govt. Use Only)

OFFER

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

ARE NOT ATTACHED.

ARE NOT ATTACHED.

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

30b. NAME AND TITLE OF SIGNER (Type or print)

30a. SIGNATURE OF OFFEROR/CONTRACTOR

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

25. ACCOUNTING AND APPROPRIATION DATA

29. AWARD OF CONTRACT:

REF.

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32c. DATE 32b. SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED:

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

40. PAID BY39. S/R VOUCHER NUMBER38. S/R ACCOUNT NUMBER

37. CHECK NUMBER

FINALPARTIAL

36. PAYMENT

FINALPARTIAL

35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER33. SHIP NUMBER

COMPLETE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

42d. TOTAL CONTAINERS42c. DATE REC'D (YY/MM/DD)

42b. RECEIVED AT (Location)

42a. RECEIVED BY (Print)

41c. DATE41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

STANDARD FORM 1449 (REV. 2/2012) BACK

24.

AMOUNT

23.

UNIT PRICE

22.

UNIT

21.

QUANTITY

20.

SCHEDULE OF SUPPLIES/SERVICES

19.

ITEM NO.

accordance with FAR 12 and 13. Task Orders will be issued on a firm fixed price or labor hour basis for Library Services under this contract.

The period of performance is 4/1/2015 through

3/31/2019. The not-to-exceed ceiling for this contract is $3,100,000.00.

00010 Library Support Services. Fixed price task orders will be issued against this line in accordance with the attached Performance Work

Statement.

Period of Performance: 04/01/2015 to 03/31/2019

00020 Library Support Services. Labor hour task orders for surge support will be issued against this line in accordance with the attached Performance

Work Statement.

Delivery: 03/31/2019

Period of Performance: 04/01/2015 to 03/31/2019

32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT REPRESENTATIVE

87 2 of

G14PS00343

Section 2

Statement of Work (SOW) USGS Libraries Program

1 Introduction The U.S. Geological Survey (USGS) Libraries Program seeks to obtain library support services for multiple library locations nationwide. The services to be provided include: access services, digitization and digital library support, scientific reference research and instructional outreach, cataloging and collection management, and scientific records archiving. The services in this contract shall support the library’s overall objectives in providing timely service for the circulation and delivery of scientific materials and information, and provision of accessible electronic and archival collections to USGS scientists and the public.

1.1 Background

The United States Geological Survey, as a bureau within the US Department of the Interior (DOI), exists to understand complex natural science phenomena and provide scientific products that lead to solutions. It is the responsibility of the USGS to provide impartial scientific information to resource managers, planners, and other customers. The USGS conducts independent large-scale, multi-disciplinary investigations by collecting, monitoring, analyzing, and providing scientific understanding about natural resource conditions, issues, and problems.

As an interdisciplinary research organization, the USGS has more than 130 years of data and experience;

nearly 9,000 science and science-support staff; more than 400 science centers across the United States;

locally, regionally, and nationally scaled studies; hundreds of research projects; and tens of thousands of sampling and monitoring sites. These unique attributes and capabilities allow the USGS to provide impartial information on the health of our ecosystems and environment, the natural hazards that threaten us, the natural resources we rely on, the impacts of climate and land-use change, and the core science systems that help us provide timely, relevant, and useable information.

The USGS Libraries Program is a multi-site, centralized library system that manages materials held in 5 locations – Reston, Virginia; Denver, Colorado; Menlo Park, California; Flagstaff, Arizona; and Lafayette, Louisiana – and provides library resources and services to all USGS employees, other Federal and State agencies, and the public. Additionally, the Libraries Program collaborates with USGS Science Center Libraries located across the United States, including Alaska and Hawaii.

1.2 Scope

This is a contract to provide a broad range of library support services to the USGS Libraries Program. The contractor shall provide all labor to perform services in accordance with the terms and conditions herein and the specifications set forth. Services to be provided include, but are not limited to: access services;

digitization and digital library support, scientific reference research and instructional outreach, cataloging and collection management, and scientific records archiving.

These services support the library’s overall objectives in providing timely and accurate services to deliver relevant scientific materials and information via access to print, electronic, and archival collections to USGS scientists and the public.

1.3 Functional Overview

The USGS Libraries Program provides a national capability to support the scientific research of the USGS and by extension the geosciences community and the public. The library’s multi-disciplinary collection with over 1,500,000 volumes, 500,000 maps, 30,000 field records, and 500,000 historical photos in the collection, and associated library services provide comprehensive access to scientific, geographical, and historical collections in print and electronic formats.

The USGS Libraries Program provides the following access services: circulation services, document delivery and interlibrary loans, library instruction and outreach. Our search tools include the library catalog, electronic resources, and digital collections. Our physical collections consist of books, current periodicals, microforms, government documents, maps, electronic media, and theses. Technical services processes and maintains the library’s collection to include selecting, acquiring, organizing, cataloging, and preparing materials.

Unique to the USGS Libraries Program is our classification system. Developed in 1904, it was designed specifically for earth science libraries and consists of seven schedules to meet their needs of increased specialization and the development of new areas of earth science research. More information on the USGS Library classification system can be found at http://pubs.usgs.gov/bul/b2010/b2010.pdf.

The USGS Libraries Program houses several special collections to include historical USGS Field Records, the George F. Kunz and Rare Book Collection, USGS Topographic Map Archive, the US Antarctic Resource Collection, and the USGS Photographic Library. More information about these collections can be found at http://library.usgs.gov/specoll.html. The library also manages the print and online collection of USGS publications. The online collection, known as the USGS Publications Warehouse, is hosted at http://pubs.er.usgs.gov/.

2 General Requirements

2.1 Non-Personal Services

The Government will neither supervise contractor employees nor control the method by which the contractor performs the required tasks. Under no circumstances will the Government assign tasks to or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the Contracting Officer’s Representative (COR) immediately.

2.2 Business Relations

The contractor shall integrate and coordinate all activity needed to execute the requirement. The contractor shall manage the timeliness, completeness, and quality of problem identification. The contractor shall provide corrective action plans, proposal submittals, timely identification of issues, and effective management of subcontractors, if any. The contractor shall ensure customer satisfaction and professional and ethical behavior of all contractor personnel.

2.3 Contract Administration and Management

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor shall maintain continuity between the support operations at each location and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate resources to effectively administer the requirement. The contractor shall respond to Government requests for contractual actions within the specified timeline. The contractor shall use the COR as their single point of contact between the Government and contractor personnel assigned to support contracts or TOs. The Government COR and Subject Matter Expert for each task and the corresponding Contractor Task Leader will meet as necessary to determine and refine support requirements, products and timelines. The contractor shall assign work effort and maintain proper and accurate time keeping records of personnel assigned to work on the requirement.

2.3.3 Personnel Administration

The contractor shall ensure all training requirements are up to date for all contracted employees during the lifetime of the contract. The contractor shall make necessary travel arrangements for contractor employees.

The contractor shall provide necessary infrastructure to support contract tasks when contractors are working off-site.

http://pubs.usgs.gov/bul/b2010/b2010.pdf http://library.usgs.gov/specoll.html http://pubs.er.usgs.gov/

2.3.4 Training

The contractor shall develop a training program to ensure contractor personnel are trained to accomplish the requirements of this SOW. The contractor shall maintain records of all scheduled and completed accomplished training, which shall be available for periodic inspections by the Government. In addition, copies of training certificates shall be available upon request by the COR as proof of training completion, as required. The contractor shall ensure that contractor personnel are qualified to perform their assigned tasks under this contract.

The contractor shall look to identify efficiencies in training that will reduce costs to the Government as well as minimize duty hours spent completing training. The contractor shall meet the USGS’ annual mandated training requirements which will be provided by the Government.

The contractor shall pay for training, licensing and certifications. Labor and all associated cost for training, licenses, meetings and professional development not mandated by the Government shall be borne by the contractor.

The Government will only reimburse the contractor one time for training in new technologies or unique skills that are required to perform a task of this SOW. Any training and associated travel to be reimbursed to the contractor will be spelled out in the task order and approved by the Library Director or authorized designee and COR at least ten (10) workdays prior to commencement. Any retraining needed due to contract employee departure will be at the contractor’s expense.

2.4 Subcontract Management

The contractor shall be responsible for any subcontract management necessary to integrate work performed on this requirement and shall be responsible and accountable for subcontractor performance on this requirement. The prime contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Addition of new subcontractors requires prior approval, in writing, by the Contracting Officer. Cross teaming arrangements shall be in accordance with Federal Acquisition Regulation (FAR) 9.6. The prime contractor shall provide the subcontracting plan and update the plan as needed to the COR within 30 days of initiation or changes.

2.5 Contractor Personnel, Disciplines, and Specialties

The contractor shall accomplish the assigned work by employing and utilizing qualified personnel with appropriate combinations of education, training, and experience. The contractor shall ensure the labor categories as defined in the Labor Categories document (Attachment A), labor rates, and man-hours utilized in the performance of each TO (SOW line item) issued hereunder will be the minimum necessary to accomplish the task. The contractor shall provide the necessary resources and infrastructure to manage, perform, and administer the contract.

Contractor employees shall be trained, qualified, certified, and licensed in accordance with the requirements specified in the TO prior to starting work except for the training that is Government-unique and not commercially available. For training or certification that is not readily available from commercial sources, contractor employees shall have a maximum of 90 days to complete the training and certification.

In the event that training or certification cannot be completed within the 90 days for reasons outside of the contractor’s control, such as lack of availability or other significant factor(s), an extension may be negotiated with the COR.

2.6 Place of Performance and Hours of Work

2.6.1 Place of Performance

The place(s) of performance for services ordered under this contract shall be specified on the individual task order. A majority of the services will be performed at the four main USGS library locations:

● USGS National Center, Reston, Virginia;

● Denver Federal Center, Denver, Colorado;

● Menlo Park, California; and

● Flagstaff, Arizona.

http://www.acquisition.gov/far/html/Subpart%209_6.html

However, the Contractor may be required to provide services at any of the following locations:

● USGS Science Center Libraries located across the United States, including Alaska and Hawaii;

● Other Government facilities, and

● Contractor or subcontractor facilities.

2.6.2 Work Hours

The daily work schedule will be specified at the Task Order level. Typically, contractor work hours mirror the library’s hours of operation to ensure coverage and support during normal business hours. Alternative work schedules, such as telework and flextime, may be authorized by the Branch Manager or designated representative with approval by the COR. Normal Government workdays are Monday through Friday except U.S. Federal Holidays. All of the libraries are open to the public. The hours of operation for the branch libraries are as follows:

● Clarence King Library, Reston, Virginia: 0900 to 1600;

● Denver Library: 0800 to 1600;

● Menlo Park Library: 0830 to 1630; and

● Flagstaff Library: 0800 to 1630.

2.6.3 Level of Exertion

The anticipated average level of physical exertion is light work as defined by the US Department of Labor’s Dictionary of Occupational Titles (Appendix C). Light work involves lifting no more than 20 pounds at a time with frequent lifting or carrying of objects weighing up to 10 pounds, as well as frequent walking, standing, bending, reaching, pulling, and pushing.

2.6.4 Surge and Quick Response Support

The swift deployment of experienced and specialized library personnel for previously unidentified needs, known as surge support, shall be made available within 48 hours of Government notification. Extended hours may be necessary during both weekdays and weekends in order to accomplish task requirements to meet deadlines. The on-site Government Security Officer will ensure that all security precautions and access privileges are in place. Currently, no surge support is anticipated, but will be identified at the Task Order level, as necessary.

The swift deployment of experienced and specialized library personnel to fill temporary vacancies due to contractor staff taking scheduled or unscheduled leave, known as quick response support, shall be made available upon notification of vacancy. The on-site Government Security Officer will ensure that all security precautions and access privileges are in place.

2.7 Travel

Travel to other Government facilities or other contractor facilities may be required and will be specified and funded on the individual task order. All travel requirements (including plans, agenda, itinerary, anticipated costs, trip reason and dates) shall be pre-approved by the COR (subject to local policy procedures), and is on a strictly cost reimbursable basis. Costs for travel shall be billed in accordance with the regulatory implementation of Public Law 99-234 and FAR 31.205-46 Travel Costs (subject to local policy & procedures).

Travel documentation will be included as an attachment to the invoice in the Invoice Processing Platform (IPP), in a contractor preferred (COR approved) format. This requirement includes the prime contractor and all subcontractors.

Travel is not anticipated at this time, but will be identified at the Task Order level, as necessary.

3 Performance Requirements This section defines the broad scope of work areas in which defined task orders may be issued.

http://www.oalj.dol.gov/libdot.htm http://www.oalj.dol.gov/libdot.htm http://www.oalj.dol.gov/libdot.htm http://www.oalj.dol.gov/libdot.htm http://www.oalj.dol.gov/libdot.htm http://www.oalj.dol.gov/libdot.htm http://www.oalj.dol.gov/libdot.htm http://www.gpo.gov/fdsys/pkg/STATUTE-99/pdf/STATUTE-99-Pg1756.pdf http://www.gpo.gov/fdsys/pkg/STATUTE-99/pdf/STATUTE-99-Pg1756.pdf http://www.gpo.gov/fdsys/pkg/STATUTE-99/pdf/STATUTE-99-Pg1756.pdf http://www.gpo.gov/fdsys/pkg/STATUTE-99/pdf/STATUTE-99-Pg1756.pdf http://www.gpo.gov/fdsys/pkg/STATUTE-99/pdf/STATUTE-99-Pg1756.pdf http://www.acquisition.gov/far/html/Subpart%2031_2.html#wp1096230 http://www.acquisition.gov/far/html/Subpart%2031_2.html#wp1096230 http://www.acquisition.gov/far/html/Subpart%2031_2.html#wp1096230 https://www.ipp.gov/ https://www.ipp.gov/ https://www.ipp.gov/ https://www.ipp.gov/ https://www.ipp.gov/

Note: Under no circumstances shall the term “assist” imply personal services; nor shall the terms “analysis” or “assess” imply that the contractor shall have any responsibility or requirement to make an actual judgment or recommendation on the issues/items involved.

3.1 Access Services Support

Access Services include, but are not limited to, circulation; the retrieval and dissemination of scientific materials and information; maintenance of collection and patron areas; stacks maintenance and inventory;

processing of collection materials; responding to information inquiries; maintenance of equipment and supplies; adding and removing barcoded materials; digitization for document delivery; and the provision of administrative, statistical and special reports.

The Contractor shall provide support for access of library materials and electronic content available to USGS scientists nationwide and the public through the circulation of library materials, interlibrary borrowing and lending, delivery of electronic content, processing materials into the collection, shelving library materials, and maintenance of physical collections. The circulation desk serves as a primary point of contact for patron services and basic patron assistance. Requests and transaction workflows for circulation and document delivery utilize SirsiDynix’s Horizon Integrated Library System (ILS), the Online Computer Library Center’s (OCLC) national bibliographic utility, e-mail workflows, file transfer protocol (FTP), OCLC’s ILLiad software, scanning and image processing software, Internet search engines (i.e. Google, Bing, Yahoo!, etc.), FedEx online shipping tools, and Microsoft Office desktop applications.

3.1.1 File or shelve collection materials.

The library collections contain print media (books; large format books (folio and superfolio); maps and map sets; posters; magazines; newspapers; journals; binders; loose papers; and pamphlets); rare and unique materials, such as unpublished materials, field records, photographs, aerial photos, and satellite imagery;

and various special media (microform; Mylar, globes, DVDs and CDs; diskettes; VHS and reel film; slides;

and magnetic tapes). The Contractor shall be responsible for filing and shelving to include, but not be limited to, the following:

1. Shelving or filing of materials removed from shelves, cabinets, or flat file cabinets by patrons or staff for on-site use, materials returned from loan and checked back in from circulation, and newly processed materials.

2. Evaluate publications before shelving or filing to determine if items need repair, re-labeling, a call number correction, a barcode, and/or if any parts of the item are missing (i.e. folded plates in book pocket). If so, route items to the Technical Services staff or other designated representative so they can address the issue.

3. Shift parts of the collection as needed to accommodate collection changes and improve user access to collection materials. This includes books on shelves, maps in flat file cabinets, microform and special media in media cabinets, and files and pamphlets in file cabinets.

4. Shelf-read titles on shelves and maps in flat file cabinets to ensure correct order, checking for shelving and filing errors, straightening shelves and drawers, and correcting filing order, as needed.

5. Locate materials requested by staff or patrons that are not on the shelf or in the file cabinets by searching stacks, carrels, tables, book trucks, staff-only accessible areas, and circulation records for missing issues or volumes. If appropriate, contact other branches to ensure title was not returned to another library.

6. Prepare shelves, drawer labels, directional signage, shelf labels, stack labels, Princeton files, boxes, and notices as needed to accommodate shelving and filing requirements for all materials.

7. Assist in the discarding of materials withdrawn from the collection.

Performance Indicators.

1. All materials shall be correctly filed or shelved without shelving or filing backlog.

2. Shelves, ranges, stacks, Princeton files, and drawers shall be correctly and neatly labeled.

3. Newspapers, newsletters, current journals, and free giveaways shall be shelved, displayed or discarded on the library branch’s established schedule.

4. Tables and carrels shall be cleared daily for patron access. Printouts left on the printers at the end of the day shall be recycled.

5. Collection shelves and drawers shall be in neat order and collection items must be easily accessible.

6. Reading Room items shall be discarded or shelved in the collection according to retention schedule.

Specific Tasks and Performance Standards.

1. Materials shall be shelved or filed within two (2) working days of being cleared from loan or used on-site.

2. Newly cataloged materials shall be processed and/or shelved or filed within one (1) working day of their delivery to the circulation work area.

3. Materials left on tables and carrels, except as marked “Hold,” shall be processed for in-house use and re-shelved or re-filed daily. Materials marked “Hold” shall be shelved or filed within one (1) working day after the expiration date written on the notice.

4. Mis-shelved or misfiled materials shall be re-shelved or re-filed in correct sequence as soon as errors are detected. Extensive errors, such as one or more entire shelves mis-shelved, shall be corrected within five (5) working days.

5. All materials in need of rebinding or repair shall be removed and routed to the Technical Services staff or other designated representative.

6. Shifts in the collection shall be performed as areas expand or contract and/or instruction to shift is received from the COR or designated representative.

7. Unbound periodicals shall be placed in Princeton files.

8. Packing or inventory lists shall be prepared for items being shipped.

9. The following statistical data shall be collected on a daily basis and compiled for the monthly statistical report:

a. Number of items shelved,

b. Number of maps filed, and

c. Number of items withdrawn and/or discarded.

3.1.2 Circulate library materials.

The Contractor shall be responsible for the circulation of library materials to include, but not be limited to, the following:

1. Staffing a service point during normal business hours and following a staffing schedule as approved by the COR or designated representative.

2. Responding to and triaging patron questions, via face-to-face, phone, and email interactions.

3. Charging out and desensitizing materials from the collection for off-site use by USGS staff or other libraries.

4. Verifying online circulation records to determine all required patron and item information has been recorded.

5. Verifying established due dates for each item loaned.

6. Maintaining current records which indicate the status of library materials.

7. Barcoding, Fast Adding and/or applying security tape to items not in the online catalog.

Performance Indicators.

1. Loan records for all items charged out shall be complete and accurate.

2. No loans shall be made to ineligible borrowers.

3. On-site borrowers shall be serviced promptly.

4. Loan restrictions shall be observed.

5. If a patron requests a walk-in scan of library materials, scans shall be made and sent to the patron promptly and within the timeframe requested when the request was initiated.

6. Patrons shall be satisfied with the timeliness and accuracy of service provided.

7. Contractor personnel shall be helpful and courteous when assisting and interacting with all patrons.

Specific Tasks and Performance Standards.

1. Patron records shall be up-to-date, to include, as appropriate, full name, room number, mailing address with mail stop number, telephone number, and email address. Proper identification and/or USGS staff directory verification shall be confirmed prior to check out.

2. Loan periods and loan restrictions, as indicated by COR or designated representative, shall be strictly observed.

3. Loans shall be renewed if the borrower requests a renewal, but only if a pending request for the same item by another patron is not waiting, and if there are no loan restrictions on the item to be renewed.

4. A monthly system report showing circulation statistics shall be printed out and submitted for the monthly statistical report.

5. The number of barcoded items shall be collected on a daily basis and compiled for the monthly statistical report.

3.1.3 Discharge materials returned from circulation.

The Contractor shall be responsible for all processing of items returned from loan to include, but not be limited to, the following:

1. Clearing loan records for items returned.

2. Handling items with reserve requests waiting.

3. Sensitizing and placing materials returned and cleared in proper locations for shelving or other processing.

4. Checking the condition of returned items and taking appropriate action for damaged items.

5. Confirming receipt of items shipped via packing or inventory lists.

Performance Indicators.

1. Automated circulation records shall be cleared when items are returned to the library by patron.

2. Overdue notices shall be sent according to policy and schedule.

3. All incoming items with reserve requests or holds shall be held for circulation to requestor(s).

4. All returned items shall be placed in the proper location for shelving or other processing.

5. Patrons shall be satisfied with the timeliness and accuracy of service provided.

6. Contractor personnel shall be helpful and courteous when assisting and interacting with all patrons.

Specific Tasks and Performance Standards.

1. All loan records for items returned shall be cleared within one (1) working day of items being returned.

2. The condition of all returning titles and items shall be checked. Paper clips or other items inserted or attached to library materials shall be carefully removed to minimize damage and wear and tear to the item. Items needing repair or rebinding shall be routed to the Technical Services staff or other designated representative.

3.1.4 Recall library materials.

The Contractor shall be responsible for recalling library materials from loan to include, but not be limited to, the following:

1. Notify borrowers of overdue materials according to policy and schedule.

2. Recall materials on loan needed for use by other USGS staff.

Performance Indicators.

1. Complete and accurate overdue notices shall be sent.

2. Timely recall of overdue or requested items.

3. Patrons shall be satisfied with timeliness and accuracy of service provided.

4. Contractor personnel shall be helpful and courteous when interacting with all patrons.

Specific Tasks and Performance Standards.

1. If items are on loan, but are needed immediately by other USGS staff, the item shall be recalled immediately. Patrons shall be notified as soon as items are returned and cleared. Item shall be placed on pick-up shelf with patron’s name and due date clearly noted.

2. Overdue notices shall be sent out according to policy and schedule.

3. Interlibrary loans shall be recalled prior to being due, if needed immediately by USGS staff.

3.1.5 Process interlibrary loan and document delivery requests.

The Contractor shall be responsible for all processing of interlibrary loan and document delivery requests to include, but not be limited to, the following:

1. Respond to requests from outside, non-USGS libraries for materials in the USGS libraries.

2. Borrow from other libraries, materials needed for use by USGS staff and not available in the USGS Libraries Program collection.

3. Maintain files on both incoming and outgoing interlibrary loans via ILLiad.

4. Monitor materials borrowed from other libraries for USGS staff. When appropriate, let COR or designated representative know when titles are ordered more than once or other issues arise, or when the requestor indicates that the USGS Library should own the title.

5. All Copyright Fees will be tracked and maintained in ILLiad.

Performance Indicators.

1. Requests from Other Libraries:

a. Track all requests and action taken on each via ILLiad.

b. Items loaned shall be placed on the pickup shelf or taken to the appropriate designated location for shipping.

c. American Library Association (ALA) Interlibrary Loan form (or other forms designated by Library Staff) shall be provided from the requesting library.

d. Patrons shall be satisfied with timeliness and accuracy of service provided.

e. Contractor personnel shall process all requests quickly and courteously.

2. Requests from USGS Staff:

a. A complete and accurate record of all requests and actions taken shall be noted, as appropriate, on forms or tracked in ILLiad.

b. All appropriate sources for borrowing titles shall be checked.

c. Items requested shall be located and picked up within time frames specified by requestor. COR or designated representative shall be notified as soon as possible if time frame is unreasonable or other circumstances prevent the needs from being met.

d. Outstanding loans shall be tracked and recalled for return to lending libraries.

e. Patrons shall be satisfied with timeliness and accuracy of service provided.

f. Contractor personnel shall be helpful and courteous, responding to all requests and interacting with all patrons.

Specific Tasks and Performance Standards.

1. Requests from Other Libraries:

a. All appropriate sources available to the USGS shall be checked to determine availability of items requested. Each requesting library shall be notified of availability within one (1) working day of receiving the request.

b. Available items shall be charged out, completed date due slips attached, and placed on the pickup shelf or prepared for shipping, when requests are received.

c. No titles shall be loaned without receipt of a correctly completed ALA Interlibrary Loan form (or equivalent), that shall be presented when items are picked up.

d. Some titles may be considered rare or restricted and therefore, not available to loan except with permission of the COR or designated representative.

e. Reproduced articles (photocopies, faxes, scans) shall be sent, following provisions of legal copying under the Copyright Law (17 U.S. Code § 108 – Limitations on exclusive rights:

Reproduction by libraries and archives) and licensing.

2. USGS Staff Requests:

a. All interlibrary loan processing shall conform to ALA Interlibrary Loan Code requirement, including the use of the ALA Interlibrary Loan Form (or equivalent).

b. Interlibrary loan requests shall be processed for eligible borrowers for official business use only.

c. Requests shall be initiated within one (1) working day or upon demand in rush cases.

d. All requests shall be recorded and necessary bibliographic information shall be verified, to determine information supplied is complete and correct, before contacting any other library.

e. All appropriate sources shall be checked to determine the item requested is not in the USGS Library collection or in any other branch library.

f. All reasonable sources for loan of the requested material shall be exhausted. Lending libraries shall be contacted by telephone, mail, Online Computer Library Center (OCLC), fax, or through other electronic means to determine availability of requested items.

g. Items requested shall be located and retrieved when the requestor needs them. If circumstances beyond the control of the Contractor make this impossible, the requestor shall be notified, and the COR or designated representative informed of the circumstances.

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h. An ILLiad request or ALA Interlibrary Loan form (or equivalent) shall be prepared for each item borrowed from another library.

i. All items borrowed from other libraries shall have the lending information attached to the item, then packaged and shipped via trackable shipper (i.e. FedEx, UPS, etc.).

j. If a lending library charges a fee for interlibrary loans, the Contractor shall try to locate another source. The Contractor shall follow established processes if interlibrary loan charges are incurred.

k. When requested items have been received, processed and are ready for pickup, the requestor shall be notified immediately by telephone or email. The due date shall be clearly posted for each item.

Borrowed items shall be delivered to the interlibrary loan pick-up shelf. The ILL form shall clearly indicate date the item was received by the library.

l. All required files shall be maintained and the following records shall be kept:

i. Pending interlibrary loan requests.

ii. Interlibrary loans charged to the USGS.

iii. Requests for which items cannot be located.

m. Items returned to the borrowing library. These records shall be kept for the current and two (2) preceding years and be searchable and retrievable by title.

n. Requesters shall be notified within 3 working days, unless they have specified a shorter time frame, if a requested item cannot be located or if there are difficulties in processing a request. The COR or designated representative shall also be notified of problems locating requested material.

o. Materials borrowed from other libraries shall be closely monitored. Patrons shall be notified a week before an item is due back at the lending library. Lending libraries do not generally grant renewals, so due dates shall be rigorously followed.

p. If a USGS staff member loses or cannot return materials borrowed from another library, the lending library shall be informed. Any requirements the lending library imposes for replacing the lost item shall be reported to the COR. Borrowers pay for lost and damaged items, since the Library Staff is not responsible. All issues shall be referred to the COR or designated Federal Staff for resolution.

q. Records shall be cleared when interlibrary loans are returned. Records shall be retained noting when items were returned.

r. Items borrowed from other libraries shall be returned, within the required time frame, by trackable shipper.

s. Date of receipt of each request and dates of all actions taken concerning each item shall be readily accessible, and names of all libraries contacted in an attempt to borrow each item.

t. Interlibrary loan records shall be filed daily.

u. The COR or designated representative shall be notified if a title is borrowed a second time.

v. Statistics shall be printed out monthly on the interlibrary loan and document delivery requests.

These statistics shall be included in the monthly statistical report.

w. The Contractor shall make daily trips to drop off materials to be shipped.

3.1.6 Retrieve library materials.

The Contractor shall be responsible for the retrieval of all library materials to include, but not be limited to, the following:

1. Responding to requests from Library staff, library patrons, and other libraries borrowing items on interlibrary loan.

2. Scanning, photocopying, or faxing material from the collection to respond to user requests or interlibrary loan requests.

3. Determining the status or location of materials not on shelf.

4. Recalling items requested by USGS staff.

5. Reserving/holding circulating items requested by USGS staff.

6. Locating materials, requested by staff or patrons that are not on the shelf by searching stacks, carrels, tables, book trucks, checking other branches (to ensure item was not returned to the wrong branch), and circulation records for item status indicating missing issues or volumes.

Performance Indicators.

1. All materials on-site and available for loan shall be located within one (1) working day of receipt of request.

2. Circulating materials recalled or reserved for USGS staff within one (1) working day.

3. Requests for scans, photocopies, or faxes of items filled within one (1) working day of receipt.

Lengthy or complex scanning requests shall be initiated within two (2) working days of receipt with completion of the request within five (5) working days of initiation, and the request shall be brought to the attention of the COR or designated representative.

4. All photocopying/scanning/faxes shall be done in compliance with Copyright Law (17 U.S. Code § 108 – Limitations on exclusive rights: Reproduction by libraries and archives) and licensing.

Specific Tasks and Performance Standards.

1. Requests for materials from other libraries and from on-site patrons shall be handled promptly.

2. The information supplied for all requests shall be verified to determine that it is complete and correct.

3. All sources of information on USGS Library holdings shall be searched to determine the availability of requested items. Sources include the online catalog, shelf checks, the USGS Publications Warehouse, and the eBook and eJournal listings online. Available items shall be retrieved promptly for the requestor.

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4. If an item requested by USGS staff is in circulation, it shall be recalled if overdue or if the current patron has had it for longer than one (1) month, or reserved so that when the item is returned, the requestor can be notified.

5. No items in circulation shall be reserved or recalled for non-USGS libraries.

6. All photocopied, scanned or faxed items shall be correctly copied, collated and cited. All requests shall include the title page of a book; and for journals, the contents page showing volume, issue and date, and have the mark of the USGS affixed to the first page.

7. All responses and interactions with requesters shall be courteous.

8. All priority requests for USGS staff shall be handled immediately.

3.1.7 Provide basic maintenance of equipment, shelving, file cabinets, moveable shelving, furniture and facilities, and report problems to the COR and IT Help Desk or Building Services, as appropriate.

The Contractor shall be responsible for assisting with the basic maintenance of the library equipment and facilities to include, but not be limited to, the following:

1. Check computer workstations and printers, photocopiers, movable shelving, digitization machines, and facilities lighting daily to ensure proper functioning.

2. Maintain an adequate inventory of supplies for library equipment.

3. Ensure copies made from the printers and photocopiers are clear and legible.

4. Assist library patrons using the public computer workstations, photocopier, and compact shelving equipment as requested.

5. Perform minor repairs (e.g., remove paper jams or add toner, etc.).

6. Check the facilities for indicators of environmental hazards, such as a water leak, and notify the COR or designated representative immediately.

7. The patron workspace shall be maintained for a clean and neat appearance, and cleared of library materials when no longer in use by patrons.

8. Replace batteries in clocks, door alarms, and other battery-operated equipment in the library.

9. Ensure public office supplies station is clean, cleared and ready to use.

10. Notify the COR or designated representative when equipment is broken, malfunctioning, or needs repair or when supplies must be ordered.

Performance Indicators.

1. Library equipment shall be in good working order.

2. Public office supplies station shall be adequately supplied with staples, tape, pencils, scissors, and paperclips; hole punch and pencil sharpener shall be cleared of waste.

3. Prompt assistance is provided to patrons needing help using equipment.

4. COR is notified promptly to reorder materials or if there are major equipment malfunctions.

Specific Tasks and Performance Standards.

1. Printers and photocopiers shall be checked daily to ensure adequate paper and toner.

2. Photocopier and scanner glass shall be kept clean.

3. Lenses, glass flats, screens, and keyboards on library equipment shall be kept clean.

4. Paper jams shall be cleared from the photocopiers and printers as soon as problems arise.

5. Copies shall be legible and have a clean background.

6. Patrons needing help in using any Library equipment shall be helped promptly and courteously.

7. Minor malfunctions shall be fixed and rectified promptly. The COR or designated representative shall be notified of a major problem within 15 minutes of being brought to the attention of the Contractor or as soon as possible thereafter.

8. The COR shall be notified immediately when paper or toner need to be ordered.

3.1.8 Maintain a safe and secure library.

The Contractor shall be responsible for maintaining a safe and secure library environment and follow existing opening and closing procedures to include, but not be limited to, the following:

1. Boot up, disarm, and turn on all equipment, security systems, and lights during hours of operations.

2. Shutdown, arm, or turn off all equipment, security systems, and lights when closing the library.

3. Ensure that all library access doors are secure and locked at all times, except the main entrance during hours of operation.

4. Aisles and public workspace shall be free and clear of potential hazards when the area is not in use.

5. Library patrons shall be escorted at all times in Staff-Only areas and notify the COR or designated representative of actions.

Performance Indicators.

1. Keys for restricted areas are tracked and logged by borrower’s name and date/time key is borrowed and returned.

2. Aisles are clear of ladders and stepstools daily, or as necessary to utilize movable shelving, and placed adjacent to endcaps so as to not hinder walkways.

3. If equipped, the security system is properly armed and disarmed daily.

Specific Tasks and Performance Standards.

1. Keys for restricted areas shall be accounted for daily.

2. Securing the main doors is logged and verified daily.

3.2 Digital Library Services Support

This section covers all tasks supporting the execution of the USGS Libraries Program activities related to Digital Library Services, which includes but is not limited to digital products and metadata management;

library software and hardware management; and technology review, development, training, and implementation.

The Contractor shall provide support for digital library materials and electronic content available to USGS scientists nationwide and the public. USGS website serves as the primary access point for information and digital content. The USGS Libraries Program utilizes SirsiDynix’s Horizon Integrated Library System (ILS), the Online Computer Library Center’s (OCLC) national bibliographic utility, OCLC’s ILLiad software, Serial Solutions, and a variety of scanning and image processing software (including Adobe Photoshop).

3.2.1 Support digital library services.

The Contractor shall provide support for digital library services including but not limited to the following:

1. Develop and implement technologies that are used to support library operation and services.

2. Provide on-going support to library’s technology products, such as install new releases and updates, troubleshoot problems, and ensure supported products meet federal government’s IT security requirements.

3. Create and maintain metadata for library’s digital collections in accordance with the library’s requirements.

4. Manage and curate library’s digital collections, such as processing and ingesting digital files into designated repositories or storage space.

5. Coordinate digitization projects in accordance with the library’s requirements.

6. Make improvement recommendations regarding the supported products, procedures and standards.

7. Answer inquiries regarding supported products, collections and procedures.

Specific Tasks and Performance Standards.

1. Development or implementation projects shall be completed in accordance with the time and requirements set by the library.

2. Metadata creation and digital collection tasks shall be completed in accordance with the library specification with error rate less than 2%.

3. Contractor personnel shall be helpful and courteous in response to inquiries from library staff and patrons; Contact or responses shall be made by the Contractor within 48 hours.

3.3 Digitization of Library Materials

This section covers the digitization of USGS materials and other government publications, to include text, maps, slides, photographs, and microform.

The Contractor shall provide support for digitization of library materials and produce high-quality digital content for distribution via the web. The USGS Libraries Program utilizes a variety of scanning and image processing software, to include equipment-specific software, Adobe Bridge, and Adobe Photoshop. The scanning equipment currently includes a Canon DR9080C Scanner, Minolta PS 7000 MKII Scanner, Epson 10000XL Scanner, ScanPro 2000 Microform Scanner, Contex HD Ultra 4230 Large Format Scanner, and a Plustek OpticFilm 120 Slide Scanner.

3.3.1 Assist coordination of digitization efforts and digitize library materials.

The Contractor shall provide support for the digitization of library materials to include but not limited to the following:

1. Ensure all documents for scanning are of good…