Amendment_2_-_Questions_and_Answers_3-24-15.docx
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- Attached to
- Library Jobber Federal contract opportunity
- Solicitation number
- HH60104-Library_Jobber
- Issued by
- Department of Defense Education Activity
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Amendment 2 - Answer vendors' questions
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| Amendment_3_-_Clarify_answers_and_extend_IT.pdf | ||
| Library_Jobber_AMENDMENT_1.docx | DOCX document | |
| HH60104_Library_Jobber_RFP_-_FINAL.doc | DOC document |
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AMENDMENT 2
March 24, 2015 DoDEA hereby issues Amendment 2 for the following DoDEA requirement, HH601014- Library Jobber Request for Proposal (RFP) to answer Prospective Vendors’ questions and to issue revised Attachment 1- Statement of Work (SOW) (revised) dated March 24, 2015.
Answer to Vendors’ Questions:
1. Are you looking for one company to provide all requested materials? Or can we respond to just the eBooks portion of the following RFP?
Answer: DoDEA is requesting one company to provide all requested materials Per the request for proposal DoDEA intends to award one contract for the complete requirement. No you cannot respond to just the eBook portion of the RFP.
2. Do you anticipate that Solicitation HH60104 will result in just one awarded vendor or is it possible for multiple vendors to be awarded a contract?
Answer: Per the request for proposal DoDEA intends to award one contract for the complete requirement. It is not possible for multiple vendors to be awarded a contract.
3. Additionally, if there will be multiple awards, is it required that a vendor be able to supply all materials or can we bid on some sections but not others?
Answer: No. Partial proposals will not be considered.
4. Is it a requirement that the eBook platform be 100% Section 508 Compliant?
Answer: It is required for Vendors to complete Attachment 8- Government Product/Service Accessibility Template (GPAT). If no vendor can provide full 508 compliance, less than 100% may be considered.
5. How is compliance evaluated for the eBook platform?
Answer: Attachment 8 – Government Product/Service Accessibility Template (GPAT) in the RFP has two templates. One specifically for eBooks (page 53) and the second specifically for Web Applications (page 80).
6. If 100% compliance is not required, are there Section 508 Compliance features that are required?
Answer: No one feature is more important than another.
7. Does vendor have to be GSA certified?
Answer: No.
8. Do you have a carrier preference?
Answer: No.
9. Any specific carrier requirements when making the delivery? APO/FPO boxes can only be delivered by the Post office.
Answer: DoDEA has no carrier requirements. Vendors have the option of shipping either commercially or APO/FPO. However, if shipping APO/FPO DoDEA requires 1st class shipping. Additionally, the following four locations must be shipped via APO/FPO: Incirlik (Turkey), Ankara (Turkey), Shape (Belgium), and Cuba.
10. Do you require physical book samples to be shipped along with the bid response? If so, how many and what binding type are you looking for?
Answer: Yes. Per the request for proposal one sample of a library, trade, hardbound paperback or paperback shall be sent. Sample books should be processed based on pre-processing requirements. All sample books will be returned at the end of the oral presentations.
11. Pg. 37 (d) – when referring to “packing slip”, is a Table of Contents acceptable?
Answer: No, a Table of Content is not an acceptable substitute for packing slip. A Table of Content may be provided in addition to a packing slip.
12. SOW 4.1.3 – We interpret this to mean the approval process and purchase would occur in our online catalog, Titlewave, as opposed to integrating with the DOD procurement system. Can you confirm? If yes, please provide the expected workflow and features.
Answer: Yes. The approval process would take place in your online acquisition tool.
The school level Information Specialist would create the order, once finished the list could be forwarded or shared with Area ISS for review and approval.
13. SOW 4.1.3 – Does this functionality need to be accessible for the demonstration phase?
Answer: A demo multi-level school system should be used in the oral presentation.
14. SOW 4.1.6 – We would like to confirm our understanding of typical Bulk Orders. Are you looking to buy 100 individual titles and ship each of them (qty 1 for each title) to all the elementary schools? Or, are you looking to buy individual titles at various qty’s per school location? If our understandings of the Bulk Order options are correct, please describe the process you would follow to select the schools at order time.
Answer: As per the request for proposal bulk orders could happen in both scenarios, for example Headquarters could order a single title and have a single copy shipped to the individual schools or a collection of titles shipped to specific schools.
15. 4.9.6 - We are not clear of what is being asked. How do you intend to use this and what is the purpose?
Answer: There is no section 4.9.6 in the Statement of Work (SOW).
16. Attachment. 9 – You make reference to “the system”, what is the system? Is it an online portal or an eBook platform or both?
Answer: The “system” is your online acquisition tool and eBook platform. DoDEA would need the iCloud information on both.
17. Attachment 9 – If the system is one or the other, can we response twice? One for online portal and one for eBook platform?
Answer: Yes. DoDEA would need information on both the online portal and ebook platform
18. Pg. 54 of 104 – There are missing notes at the bottom of the page. Can you provide the remaining notes?
Answer: The complete language is as follows: “In addition, eBooks in all formats are typically accessed via a web interface. This interface must be accessible.”
19. Attachment 2 – DoDEA MARC Specifications: “MARC that incorporates item specific “location codes” and item types. item types and item location codes will be provided by DoDEA.” Can you please provide more detail related to how item types are assigned to titles?
Answer: DoDEA uses Millennium ILS system, the ILS system requires “item types” be assigned to each item record. Each item type has a specific number assigned to it, a book would be item type 1, paperback item type 2, etc. Please refer to Attachment A.
20. Page 33/34 - Volume I - Bullet 2: Please clarify what you would like to receive as the "Pre-Processing Sample." Are you requesting one of the physical books from Attachment 4 that has been pre-processed according to the specifications listed in the RFP be submitted with the proposal?
Answer: Yes. Per the request for proposal one sample of a library, trade, hardbound paperback or paperback may be sent. This sample should illustrate the finished processed product schools will receive.
21. Page 35 - Volume II - Section A: Are we able to use DODEA as a reference?
Answer: DoDEA prefers you provide other customer references.
22. Page 4, 1.1 What seven states and what bases are covered by this bid?
Answer: The seven states are Alabama, Georgia, Kentucky, New York, North Carolina, South Carolina and Virginia. Please refer to attached link for a list of all bases at http://www.dodea.edu/aboutDoDEA/districtsAndSchools.cfm
23. Page 7, 4.6.1 What type of expenditure format is preferred and is there a template?
Answer: DoDEA does not have a template. The preferred report format is Microsoft Excel or Word.
24. Page 37, 6.a.1. Please clarify that if vendors are not allowed to bring laptops that DoDEA headquarters will provide internet access for vendor use?
Answer: Vendors may bring their own laptops that can be connected to a projector, however, internet access cannot be provided for vendors’ laptops. DoDEA can provide internet access on Government computers if web access is required for the oral presentation.
25. Page 77 Section 1194.31a,b Does DoDEA have visual assistance already in place? If so, is there a way for us to integrate with that?
Answer: DoDEA can provide a visual connection either from vendor’s laptops or from the Government computer to the internet. Please note that thumb drives are not permitted in Government computers.
26. Are you looking for one company to provide all requested materials? Or can we respond to just the eBooks portion of the following RFP?
Answer: Per the request for proposal DoDEA intends to award one contract for the complete requirement.
27. If we can answer just the eBook portion:
Answer: You cannot respond to just the eBook portion of the RFP.
1) Is the DoDEA looking for a shared collection of eBook titles?
Answer: Each location will have their own eBook titles.
2) What subjects of eBooks is the DoDEA interested in?
Answer: A variety of topics including fiction and non-fiction
3) How much does the DoDEA have allocated to eBooks?
Answer: DoDEA estimates approximate $2.6 million over six years
28. If our company is only responding to the eBook portion of this RFP, not all requirements in 4.0 will be applicable. Can you please confirm it is okay to provide N/A as an answer or answer the question how it would related to eBook titles?
Answer: Proposals responding to just the eBook portion of the RFP will not be considered.
29. If we can just answer eBooks which price option should we select to fill in?
Answer. Proposals responding to just the eBook portion of the RFP will not be considered.
30. Attachment 4, if we are just answering eBooks should is it okay to say N/A for trade?
Answer. No. Proposals responding to just the eBook portion of the RFP will not be considered.
31. Regarding Statement of Work Specification #4.9.3, does this mean that for every print title sold to a unique location, we must supply that location with two OCR copies of that title?
Answers: No, OCR copies are not required for every print title sold. They would be supplied upon specific request only. Historically DoDEA has had limited request for OCR copies.
32. In the Pricing/Discount schedule, there are columns for Guaranteed Discount, Volume Discount and Total Discount:
a) Are we able to bid a minimum guaranteed discount that allows us to sell at our normal pricing or must we offer one set discount?
Answer: Yes. There are no restrictions to vendors’ offers
b) Does the total discount equal the guaranteed plus volume discount?
Answer: Yes. Total discount is the sum of guaranteed and volume discount.
c) What is the minimum number of titles ordered for which we must offer the volume discount?
Answer: Vendor must determine and propose their specific minimum quantities eligible for a volume level discount
33. Who is your current vendor or vendors?
Answer: Mackin Book Company
34. Can a vendor bid on print materials only or e-book only?
Answer: No. Per the request for proposal, DoDEA intends to award one contract for the complete requirement.
35. How many shipping location in the US and other countries?
Answer: Approximately a total of 212 locations. DoDEA estimates 140 other countries and 72 US.
36. SOW Section 4.5 Shipping and Invoicing 4.5.1 Product must be delivered in two shipments only. Are the backorders, replacement and pre-pub items that are to be received in 90 days not included in the initial two shipments?
Answer: If backorders, replacement and/or pre-pub books are not available within the 90 days items should be cancelled and reordered.
37. Does DoDEA intend to award this solicitation to a single vendor or to a group of vendors? Is there a limit to the number of awarded vendors?
Answer: Per the request for proposal DoDEA intends to award one contract for the complete requirement.
38. Attachment 1, SOW 4.1 Are all items required as listed or will DoDEA consider variations on the requirements?
Answer: DoDEA requires what is stated in the SOW.
39. Attachment 1, SOW 4.3 please provides additional information on requirements for “location codes” and “item types”.
Answer: DoDEA uses Millennium ILS system, the ILS system requires “item types” be assigned to each item record. Each item type has a specific number assigned to it, a book would be item type 1, paperback item type 2, etc. See attachment A.
40. Attachment 1, SOW 4.4 Please clarify, will DoDEA provide call numbers for materials ordered at the point of order or will they provide call number specifications for Vendors to follow?
Answer: DoDEA will provide call number specifications. See Attachment A.
41. Will reading incentive program labels, theft detection labels, property stamps, and RFID tags be provided by DoDEA or will these items be supplied by the Vendor? Will any pre-processing items be supplied by DoDEA?
Answer: All preprocessing materials will be supplied by the Vendor, specifications for those items will be provided by DoDEA (barcode ranges, call number specifications, etc)
42. Attachment 1, SOW 4.4.1 What is included in a “barcode package” as referenced in this item?
Answer: See CLIN structure
43. What is the purpose of the unattached barcode package and when would it be requested of the Vendor?
Answer: Unattached barcodes would be used to process locally bought materials. This process could be requested at various time during the contract based on local school needs.
44. Attachment 1, SOW 4.9.2, must the e-book platform/services and the web-based selection and acquisition tool be fully 508 compliant, or will DoDEA consider variations on these requirements?
Answer: Vendors are required to complete Attachment 8- Government Product/Service Accessibility Template (GPAT) in the RFP. If no vendor can provide full 508 compliance, other considerations will be considered.
45. Attachment 1, SOW 4.9.3, Please provide additional information on the requirement for OCR copies of all print materials. Does this pertain to only training material or manuals associated with products offered under the solicitation?
Answer: OCR copies would be by request only. This also pertains to training materials and manuals.
46. Under what conditions would OCR copies be requested of the Vendor?
Answers: OCR copies would be by request only. Historically DoDEA has had limited request for OCR copies.
47. Attachment 3, Does a vendor have to offer bid on all line items of Attachment 3, or may a vendor bid on e-books only or books only, etc.?
Answer: All items. Per the request for proposal DoDEA intends to award one contract for the complete requirement.
48. Please confirm, “Guaranteed Discount” is the discount applied to each book or audio unit. Volume discount is the discount available for multiple copies of the same title, placed on a single order. Is this correct?
Answer: Yes.
49. Please explain the “Total Discount” column and outline the information to be provided here.
Answer: Total Discount is the percentage discount applied to the publisher list price.
50. CLIN 1-4 Does DoDEA require a single discount for all book material, regardless of binding (Guaranteed Discount / Volume Discount, CLIN 2, p. 15)?
Answer: There are not restrictions or requirements to a vendor’s offer. Offers must be based on the publishers’ list price.
51. Does DoDEA require a single discount for each CLIN, or is a defined range of discount acceptable?
Answer: Vendors’ may propose more than one type of discount. Vendors must clearly identify their discount pricing structure based on the publisher list price.
52. The description block includes product (e-book, book, etc.) and also describes the provision of MARC and pre-processing services. Will the discount entered for the line item be applied to the product only?
Answer: No. The discount will include MARC records, pre-processing and shipping services as stated in the contract line item (CLIN) and in accordance with the statement of work (SOW).
53. Are pre-processing services (as mentioned in each CLIN description block) to be considered as an additional cost per unit purchased (as outlined in later line items, 8-12)? If so, where should these per unit prices appear?
Answer: Pre-processing services should be included in the discount price of each item. Contract line items (CLINs) 8-12 are specifically for replacement of the original pre-processed items, if needed.
54. CLIN 9 Please provide additional information on “Reprint Unattached Spine Label”. Under what circumstances would this be requested of a Vendor?
Answer: If the barcode is damaged in shipping or worn off in a specific amount of time.
55. CLIN 8-11 Will pre-processing items be attached to book units purchased?
Answer: Yes, books should be shipped fully processed.
56. Item 4.4 mentions other pre-processing components not listed on the CLIN Schedule (book jackets, date due slips, etc.). Where should prices for these items appear?
Answer: This cost should be part of the eBook, bound book, audio book and multimedia discount from the publisher list price.
57. p. 33, Addendum to FAR 52.212-1, 1(a), Volume I requests a complete MARC Sample based on Attachment 4. Does this mean a MARC sample for each of the titles in Attachment 4?
Answer: Yes. A complete MARC sample for each title in Attachment 4.
58. Volume I requests a complete Pre-Processing Sample based on Attachment 4. Does this mean a sample processed book for each of the titles in Attachment 4? Please define “pre-processing”; what processing components should be included on the sample or samples?
Answer: Yes. Each item should have (where applicable), book jacket with cover, barcode label, spine label, property stamp, date slip, security system detention, RFID and reading incentive program label.
59. Volume I requests a complete Invoice Sample based on Attachment 4. If all pricing information is to be included in Volume III only, should the invoice include actual prices for the material? Should the invoice include prices for pre-processing services?
Answer: Provide actual pricing in the invoice sample and provide in Volume III of your proposal. The pre-processing services should be part of the total cost of each item.
60. Does DoDEA have hosted e-book services available for students today? If so, what platform(s) are used?
Answer: DoDEA has several eBook solutions available to students. They are hosted by contracted vendors.
61. Does DoDEA provide/issue specific e-readers/devices for student use? If so, what device(s) are provided?
Answer: DoDEA does not provide a specific eReader. When in school student’s access ebooks using laptops and desktop computers.
62. If e-books are available to students today, are separate e-book collections established per school location/library? Are title selections made per school location/library?
Answer: eBooks are available to DoDEA students. Each school has their own login and collection. Titles are selected by the local information specialist.
Attachment 2
Item Code
| 2 |
| paperback |
| 3 |
| bigbook |
| 4 |
| reference |
| 5 |
| ebook |
| 6 |
| professional |
| 7 |
| periodical |
| 8 |
| board |
| 10 |
| kit |
| 11 |
| audio book |
| 12 |
| playaway |
| 15 |
| music cd |
| 16 |
| sound recording |
| 20 |
| dvd |
| 21 |
| videocassette |
| 22 |
| blueray |
| 23 |
| digital film |
| 27 |
| realia |
| 28 |
| study print |
| 31 |
| digital material |
| 32 |
| digital devices |
| 35 |
| non-circulating |
Location Code
| Library Name |
| Millennium Item Location Code (5 char. length max.) |
| Ansbach Elementary School |
| 101 |
101eb
101ev
101fi
101ms
101mt
101nf
101ov
101pb
101pe
101pr
101re
101rf
101zz
| Ansbach High School |
| 102 |
102eb
102ev
102fi
102ms
102mt
102nf
102ov
102pb
102pe
102pr
102re
102rf
102zz
| Garmisch ES/Middle School |
| 105 |
105eb
105ev
105fi
105ms
105mt
105nf
105ov
105pb
105pe
105pr
105re
105rf
105zz
| Landstuhl Elementary/Middle School |
| 208 |
208eb
208ev
208fi
208ms
208mt
208nf
208ov
208pb
208pe
208pr
208re
208rf
208zz
CALL Number/Letter Specifications
E
CAR
Everybody Fiction First 3 Letters of Main Entry No separate prefix for E. No use of fiction or NF designation with E. All are classified as E, except when ordered by MS or HS, then classify any E titles by Fiction.
978.024
CAR
Dewey # (No More than 3 Letters Past the Decimal) Capitalize First 3 Letters of Main Entry Author/editor is generally main entry. If no author/editor use title as main entry.
F
CAR
Fiction Capitalize First 3 Letters of Main Entry Author/editor is generally main entry. If no author/editor use title as main entry.
F
CAR
Story Collection Capitalize First 3 Letters of Main Entry Treat all Story Collection as Fiction
F
CAR
Capitalize First 3 Letters of Main Entry Classify all 813 as Fiction unless it is about an author or a book, then classify as Dewey.
F
CAR
Capitalize First 3 Letters of Main Entry Classify all 823 as Fiction unless it is a literary criticism, then classify as Dewey.
PB
F
CAR
Paperback Fiction PB Prestamp F Prefix Capitalize First 3 Letters of Main Entry Paperback fiction only. Use PB designator for paperback fiction, then F for fiction, and then capitalize the first 3 letters of main entry.
Items should be separated from Fiction, considered disposable, and ordered sparingly.
978.214
CAR
Paperback Nonfiction Treat as Dewey Capitalize First 3 Letters of Main Entry No PB designation for nonfiction paperback. Classify nonfiction paperback as Dewey, Reference, or Professional.
Items should be interfiled with nonfiction.
SOU
Individual Biography Capitalize First 3 Letters of Biographee
SOU
Collective Biography Capitalize First 3 Letters of Main Entry
I 978.245
CAR
~or~ I F
CAR
| Intermediate Fiction and Nonfiction in a Unit (K-12 School) |
| The “I” designation used for elementary school Fiction and Nonfiction Book collections to distinguish between E and 7th-12th grade collections. |
REF
362.122
CAR
Reference Prefix Dewey # Capitalize First 3 Letters of Main Entry Designate titles as per Jobber classification.
PROF
362.122
CAR
Professional Reference Prefix Dewey # Capitalize First 3 Letters of Main Entry Designate titles as per Jobber classification.
| Foreign Language Items |
| · Catalog in appropriate Dewey location. Generally 400s. |
· Utilize appropriate country code in MARC record (Consult Jobber).
· International schools in which the facility is shared but collections are owned by different countries require a different setup and specification sheet. These schools may have resources or collections that follow catalog rules of the partner country. These arrangements will be established by HQ, the appropriate Area office and partner country.
| Host Nation Collections |
| Use appropriate Dewey or Fiction numbers and MARC |
| · No special collection cataloging designation is authorized. |
· Items should be interfiled with appropriate Dewey and Fiction.
DVD
978.245
CAR
~or~
DVD
F
CAR
DVD requires appropriate Dewey or Fiction designation and first 3 letters of main entry.
VC
CAR
~or~
VC
F
CAR
Video requires appropriate Dewey or Fiction designation and first 3 letters of main entry.
Videos should be weeded and phased-out where possible.
EB
978.245
CAR
~or~
EB
F
CAR
eBook requires appropriate Dewey or Fiction designation and first 3 letters of main entry.
AB
CAR
~or~
AB
F
CAR
Audiobook requires appropriate Dewey or Fiction designation and first 3 letters of main entry.
All types of audio books (books on cassette, on CD, playaways, etc) should follow the same specifications and use AB designation.
Older formats should be weeded.
SR
CAR
Sound recording, Digital Music, Audio music, Sound effects, etc.
Capitalize First 3 Letters of Main Entry Applies to any type of sound recording (mp3/4, music CD/DVD, etc)
BB
978.245
CAR
~or~
BB
F
CAR
Big Books Use appropriate Dewey or Fiction Designation and First 3 Letters of Main Entry
KIT
CAR
~or~
KIT
F
CAR
Kit Use appropriate Dewey or Fiction Designation and First 3 Letters of Main Entry
Kit (any type of kit: book and tape, set of books, etc) Non-curriculum items only
Realia
CAR
Realia Capitalize First 3 Letters of Main Entry Realia
When possible an authentic MARC record will be used for the specific item. A Realia template will be established if needed.
ID
CAR
Imaging Device Capitalize First 3 Letters of Main Entry
Personal Imaging Devices (hand-held): such as eReaders, Audio Devices, Book Readers, Kindles, Nooks, Touch, iPod, etc.
(Circulating cameras???)
A MARC template will be created for each type of circulating imaging device
DM
CAR
Digital Material Capitalize First 3 Letters of Main Entry
Digital Material- new information material that is available in new formats that do not presently exist or fit into existing categories.
DD
CAR
Digital Device Capitalize First 3 Letters of Main Entry
Digital Device – Devices used to access new information material that is available in new formats that do not presently exist or fit into existing categories.
LC Subject Headings
Specifications utilize LC Subject Headings
Labels for Lexile & Reading Programs
Labels denoting Reading Program & Lexile Level will be authorized for placement on the inside back cover of books where this information is available from the publisher. This information should be included in MARC when available from publisher.
No spine labels on outside of books are authorized.
Property Stamp
One Property Stamp may be created for each school.
Property stamp placement is authorized for each purchase.
Location code will be inserted into MARC record.
Security Tags
Security tag purchase is not authorized. Individual schools may pay (from separate funds) for security tags as needed.
| Barcode Placement |
| For NEW SCHOOLS ONLY |
| Barcodes to be placed on back of items. See picture of book from Barsanti. |
Other Items
Contact Area & HQ IC ISS to Request consideration of additional cataloging codes
Attachment 1 – Statement of Work (revised 3-24-15)
School Information Center Materials Jobber
| 1.0 | INTRODUCTION |
| 1.1. | The Department of Defense Education Activity (DoDEA) serves the educational needs of the dependents of military and civilian employees by providing PK-12 instruction to approximately 76,000 students in seven states, twelve foreign countries, Guam, and Puerto Rico. The number of students varies based on the deployment of military troops worldwide. DoDEA’s curriculum, resources, and student achievement scores on standardized assessments compare favorably to high-performing US public schools. |
| 1.2 | DoDEA is divided into three administrative areas. DDESS (Domestic Dependent Elementary and Secondary Schools) covers seven states, Puerto Rico, and Cuba. DoDDS (Department of Defense Dependent Schools) is divided into DoDDS-Europe and DoDDS-Pacific. The former consists of England, Germany, Italy, Belgium, Netherlands, Spain, Portugal, Turkey, and Bahrain. The latter consists of Korea, Japan, and Guam. |
| 1.3 | DoDEA has adopted the Common Core State Standards (CCSS), whose curriculum standards are rigorous, research-based, and reflect the knowledge and skills that our students need for success in college and careers. |
| 2.0 | BACKGROUND |
| 2.1 | Every DoDEA school has a school library information center, which have unique materials collection needs based on curriculum requirements and student age/ grade-level. |
| 3.0 | SCOPE |
| 3.1 | DoDEA requires customizable information center materials selection and acquisition services (library materials provider/book jobber) to ensure that the collection needs of each school library information center are met. The selection and acquisition services shall include a customizable web-based selection and acquisition tool, pre-processing, Machine-Readable-Cataloguing (MARC) records, shipping, invoicing, data/reports management, technical support, and related professional development. |
| 3.2 | School library information center materials include: |
· eBooks; electronic books intended to be viewed on-screen or on portable devices.
· Books; trade, technical, reference, paperback, library- and vendor-bound.
· Multimedia; CD-ROM, DVD, and mixed media sets.
· Printed barcodes, labels, and label cover.
· Audio Books; electronic books that include sound and that are intended to be heard via computer audio, portable devices, or within a self-contained listening device.
| 3.3 | The dollar amount of book orders has varied significantly over the last five years, ranging from several million dollars to over six million dollars per year, depending on individual school needs and on the availability of funds. DoDEA expects that the total dollar value of materials ordered will vary from year to year but that the total value over the 6-year life of the contract will be approximately $18 million. |
| 4.0 | REQUIREMENTS |
| 4.1 | Web-based Selection and Acquisition Tool: The Contractor shall provide a web-based selection and acquisition tool to manage online ordering of DoDEA school library information center materials; which is accessible 24 hours per day 7 days per week and includes the following seven features: |
| 4.1.1 | Search: Include a customizable web interface for each school that allows school-level library information specialists to search for materials by title, author, subject, keyword, series, publisher, ISBN/LCCN, copyright date, publication date, Lexile level, reading incentive programs, professional association award-winning lists, and DoDEA-provided subject area bibliographies. Retrieved item results shall include the list price, guaranteed discount price, bibliographic information, book summaries, and reviewing sources. Retrieved item results shall include book cover images, table of contents, excerpts, look inside the book features, and reviews printed with or linked to the search result. The web selection database shall be user-friendly and updated daily to include newly published materials. |
| 4.1.2 | Selection Lists: Include a method to allow school-level library information specialists to make selections from the search results, establish a do-not-exceed dollar amount for each list, identify priority levels for purchase of selected items (priority 1, 2, 3 or choice A, B, C), save the selections in a list, update the saved list with new selections, create and save multiple selection lists, and submit the saved lists to the DoDEA ordering official. (See 4.1.3.). Export the list from the web selection tool. Saved lists shall include selections, list price, guaranteed discount price, publication date, processing costs, and shipping costs. Saved lists shall be stored for the duration of the contract. |
| 4.1.3 | Approval Process: Include a two-level approval process which requires the school-level information specialist to submit draft orders to an above-school level ordering official for approval. No orders received directly from the school level shall be accepted by the Contractor. Only orders routed from the DoDEA ordering official shall be accepted. |
· School-level staff draft orders and submit them to the DoDEA Instructional Systems Specialist (ISS) in their Area.
· The three Area ordering officials (DDESS, DoDDS-Europe, and DoDDS-Pacific) are the only DoDEA staff members authorized to make a purchase.
· Submitted orders shall be saved for the duration of the contract.
| 4.1.4 | Identification of Cost and Discount Level: Provide the guaranteed discount level for materials identified in 3.2 by listing the guaranteed and discount price(s) beside the item title within the web-selection tool. |
| 4.1.5 | Calculation of Volume Order Discounts: Provide a mechanism within the web-selection tool for applying volume discounts to materials ordered. (Volume orders are defined as multiple copies of the same item type as identified in 3.2 and item title (multiple copies of the same book title, multiple copies of the same DVD title, and so on for all items identified in 3.2). The ordering official must be able to determine the volume discounts prior to submitting orders. |
| 4.1.6 | Bulk Orders: Include a means for creating bulk orders in which items from the same order may be distributed to multiple schools. Bulk orders may include multiple copies of the same title in which one copy is shipped to each school or a collection of different titles to be shipped to a specific group of schools. |
| 4.1.7 | Collection Analysis Services: Include a customized collection analysis service for each school library information center that identifies statistics on each current library collection (number of items organized by Dewey, age of items, duplicate titles, missing titles in a series, and existing reading incentive program titles). This service shall include: |
· Notification feature to indicate when an existing title has been selected for a new/ duplicate purchase.
· New school library collection services including opening day collection recommendations and analysis of content gaps among library collections that are merged, from schools that are closing, into a new collection for a new school or distributed to fill gaps in existing school library collections.
4.2 Ebook Platform: The Contractor shall provide a web-based solution for circulating and managing ebooks, which is accessible 24 hours per day 7 days per week. The platform should be user friendly and provide administrative rights at the School, Area and HQ levels. All ebooks must be accessible online via a web browser and portable devices. Perpetual licensing is preferred; however, if perpetual licensing is not available, a clearly defined licensing/subscription term is required.
4.3 MARC Records: Provide MARC records for all items. Deliver MARC records to DoDEA via a file transfer protocol (FTP) site or web-based download. MARC record delivery shall be made to the three DoDEA areas: DDESS, DoDDS-Europe, and DoDDS-Pacific. The Contractor shall maintain backups of the MARC for the duration of the contract. The Contractor shall apply the MARC record specifications provided by the Contracting Officer’s Representative (COR) systemwide. The Contractor shall modify MARC record specifications only after receipt of written approval from the COR. (Refer to Attachment 2 for MARC Record example).
a. MARC format compatible with Innovative Interfaces (Millennium) integrated library system.
b. Library of Congress Subject Headings [Children’s Subject Headings]
c. MARC that incorporates site specific “location code” in the bib record. Location codes will be provided by DoDEA.
d. MARC that incorporates item specific “location codes” and item types. Item types and item location codes will be provided by DoDEA.
e. MARC that incorporates K-12 school reading levels, Lexile levels, and commercial reading program information into the 521 and 526 note fields [reading grade level, reading age level, Lexile level, Accelerated Reader, Reading Counts, and so on].
f. MARC that incorporates an 856 tag holding a bibliographic level eBook URL allowing for the direct opening of the eBook. The eBook MARC should not overlay existing bibliographic records of the print version MARC of the same title. Item level URLs are incorporated in the 949 tag.
g. Barcode ranges designated by site and maintained by Contractor.
| 4.4 | Pre-Processing: Provide pre-processing services including barcode labels, spine labels, property stamps, date slips, book jackets, book covers, reading incentive programs, security system detection, and RFID (Radio-Frequency-Identification) tags based on DoDEA specifications provided. Books must be processed using these specifications when shipped to schools. Modifications to these specifications will only be made in writing by the COR. DoDEA will provide the following: call numbers and labeling specifications as well as reading incentive program labels, theft detection labels, property stamps, and RFID tag specifications, all of which may vary based on school need. |
| 4.4.1 Unattached Barcode Labels: Provide the ability to order unattached barcode packages along with clear and color label protectors. Area Instructional Systems Specialist (ISS) will provide barcode range for ordering. | |
| 4.5 | Shipping and Invoicing: The Contractor shall provide shipping and invoicing services for acquisition of school library information materials. The Contractor shall: |
| 4.5.1 | Ship materials to identified schools based on shipping specifications provided by DoDEA, which vary from school to school and specify APO/FPO or street address. Providers shall be required to ship both internationally and to APO/FPO addresses as determined by DoDEA. If vendor ship to an APO/FPO address, 1st Class shipping must be used. Items may be delivered in two shipments only. The first shipment shall be shipped within 30 days of the initial order. The second shipment shall be shipped within 60 days of the initial order. Replacement items, pre-publication titles, and backorder items shall be received within 90 days of the initial order. In cases when the order fill-rate has not reached the do-not-exceed dollar amount of the order, the Contractor shall contact the first-line DoDEA ordering official authority for additional substitution lists. |
| 4.5.2 | Address the shipment to the specific school in care of the supply clerk with a notification to route to the school library information specialist. |
| 4.5.3 | Provide one packing slip in the first box of each order. Label the packing slip as partial or final indicating the status of the shipment. |
| 4.5.4 | Provide shipment notification to the first-line DoDEA ordering official specified by DoDEA. |
| 4.5.5 | Provide a copy, via email, of each invoice to the first-line DoDEA ordering official for payment. Invoices shall be maintained by the vendor for the life of the contract. |
| 4.6 | Expenditure Reports–The Contractor shall: |
| 4.6.1 | Bi-Annual Reports: Provide a report twice a year that includes the dollar amount spent per school, number of books ordered per school and/or DoDEA area, average order shipping time, and order fill-rate at intervals established by DoDEA. First Bi-Annual Report must include data from August through December. Second Bi-Annual Report must include data from January through May. |
| 4.7 | Technical Support–The Contractor shall provide the following technical assistance: |
| 4.7.1 | Point of Contact (POC): Dedicated POC to provide technical assistance. |
| 4.7.2 | Telephone and Help Desk Support: Telephone and help desk support shall be available from 8:30 AM to 6:30 PM, Monday-Friday EST in order to provide live assistance to all schools including schools in the Pacific area. DoDEA will identify staff members authorized to contact Contractor telephone and help desk support. |
| 4.7.3 | Email Support: Email support response shall be received within 24 hours of the initial inquiry. DoDEA will identify staff members authorized to contact Contractor for email support. |
| 4.8 | Professional Development: The Contractor shall train DoDEA personnel in the use of ebook Platform and the Web-based Selection and Acquisition System. This professional development shall be conducted via an online webinar at the onset of the contract and twice during each school year at mutually agreed upon times. It shall be delivered during normal school hours based on the time zone of the DoDEA schools—US, Europe, and Pacific. |
| 4.9 | General—The Contractor shall: |
| 4.9.1 | Privacy: Wherever applicable, the Contractor shall require individual accounts with unique usernames and passwords which do not require personally identifiable information (PII)—first and last name and any other unique personal information—to access online content. |
| 4.9.2 | Section 508 Compliance—Contractor resources shall meet the following requirements: |
· IT Requirement: All electronic hardware and software procured under this contract/ purchase order must comply with Section 508 of the Rehabilitation Act of 1973, as amended, (29 U.S.C. 794d) and the Architectural and Transportation Barriers Compliance Board Electronic Information Technology (EIT) Accessibility Standards (36 CFR part 1194). Further information is available via the Internet at http://www.section508.gov.
· Section 508 Deliverable Requirements: The activity to be performed relates to or requires the use of Electronic and Information Technology (EIT). Section 508 must be considered as a requirement for the outputs/deliverables including functional performance, information, documentation, and support requirements under this acquisition to ensure that it considers specific Section 508 accessibility requirements. Further, the outputs/deliverables should not adversely affect accessibility features of existing EIT technologies. Standards from 36 CFR part 1194 Subpart B, C, and D have been determined to apply to this acquisition. Solicitation respondents must describe how their background and experience will enable them to at least meet those technical provisions identified as applicable in the Government Product/ Service Accessibility Template (GPAT), per (Attachment 8).
4.9.3 OCR—Provide two digital Optical Character Resolution (OCR) copies of all print materials. A digital copy of these materials shall be provided in one or more of the following formats:
· Digital Accessible Information System (DAISY)/ National Instructional Materials.
· Accessibility Standard (NIMAS) with cascading style sheet.
· HyperText Markup Language (HTML).
· Portable Document Format (PDF), (unlocked, embedded fonts, single page).
· Rich Text Format (RTF)/Word document
· KESI format, edited (compatible with Kurzweil 3000 version 12 Text to Speech software) that will not require further modification by DoDEA.
| 5.0 | TECHNICAL REQUIREMENTS |
| 5.1 | Software and Cloud Testing Requirements |
| 5.1.1 | All online resources, cloud-based services and instructional software shall meet Department of Defense and DoDEA Information Assurance requirements (as defined below). Software, cloud services and associated websites shall undergo comprehensive testing to ensure that they pose no security risk to the DoDEA infrastructure. Any IT component of the Contractor’s proposal that fails to meet DoDEA’s Information Assurance and Technology requirements will be excluded from further evaluation. |
| 5.1.2 | DoDEA Information Assurance Testing and Validation will include, but not be limited to, ensuring that the Contractor software solutions do not modify DoDEA’s underlying system security configuration and/or interfere with other installed software. Standard software will undergo pre- and post-installation scans on a clean computer image and over 70 other security and malware validation checks. |
| 5.1.3 | In accordance with Department of Defense policy, cloud-based services shall undergo a supplemental series of validations. These validations closely mirror the Federal Risk and Authorization Management Program (FedRAMP) Internet Cloud vetting processes and include interviews and deep system architecture inspections with the Contractor. Contractors shall be prepared to discuss underlying details of their environment in the following seven areas. Failure to provide this information when requested shall automatically exclude Contractors from further evaluation. |
1. Vendor Data Collection and Distribution Controls
2. Vendor System Management and Security Controls
3. Vendor Data Storage and Data Access Controls
4. Vendor Data and Metadata Retention Controls
5. Vendor Development and Change Management Processes
6. Vendor Test and Development Environment Security Controls
7. Vendor Data Breach, Incident Investigation and Response Mechanisms
5.2 Basic DoDEA System Requirements
In accordance with Section 5.1 (above), DoDEA requires the use of software which may be installed and/or accessed in a stand-alone environment, network environment, or web-based environment that is compatible with standards cited herein. All software shall be completely functional on a standard DoDEA desktop WITHOUT the need/requirement for administrative-level user rights or a requirement to insert media (CD/DVD) to execute the software. Software shall not require modifications to folder permissions while executing. In addition, all software shall be compatible with the following hardware baseline:
| Specifications |
| Minimum |
| Memory |
| 4 GB |
| Hard Drive |
| 100 GB |
| Processor |
| Intel-based 2.4 GHz |
| Operating System |
| Windows 7 Professional |
5.3 DoDEA Software License Keys
License keys and electronic downloads for software purchased by DoDEA under this guidance shall be provided to the Contracting Officer’s Representative (COR) with a copy of the same to SOFTWAREAPPROVALS@HQ.DODEA.EDU Software shall NOT be provided directly to DoDEA school, district, and/or area offices unless explicitly identified in the Performance Requirements.
| 5.4 | DoDEA Information Assurance Supporting Elements / Requirements |
| 5.4.1 | DoDEA is subject to Federal statute and United States Department of Defense policy and guidance. These requirements include, but are not limited to, the Information Assurance requirements defined in: |
· Department of Defense Directive (DoDD) 8500.01E, Information Assurance, which may be found at http://dodcio.defense.gov/Portals/0/Documents/DIEA/850001p.pdf
· The DoD Information Assurance Certification and Accreditation Process (DIACAP) [Accreditation Process (DIACAP), 28 November 2007, which may be found at http://www.dtic.mil/whs/directives/corres/pdf/851001_2014.pdf
· Department of Defense Security Technical Information Guidance (STIGs), which may be found at http://iase.disa.mil/stigs/Pages/index.aspx
| 5.4.2 | These guidelines serve as a pillar of the Defense Information Assurance Program (DIAP), of which the following supplemental Contractor mandates shall form: |
| 5.4.2.1 | The Contractor shall provide security patches and upgrades, to include third-party applications, in response to public released security vulnerabilities associated with their software solution. Any deviations from this requirement shall be approved in writing by the DoDEA Chief Information Officer. |
| 5.4.2.2 | The Contractor shall develop and provide software upgrades within 30 days of notification, and they shall be compliant with Defense Information Security Agency (DISA) and/or National Security Agency (NSA) standards. Software upgrades and patches shall be included in the licensing cost and be performed at the least disruptive times as determined by DoDEA. Prior to award, Contractor software shall be subject to all new or updated Department of Defense/DIACAP requirements. |
| 5.4.3 | All windows, fly-out menus, etc. shall work from within an environment that blocks popup windows. In addition, all web-based software shall not (wherever possible) require the use of streaming videos or downloads, such as Java Applets. |
| 5.4.4 | All software packages shall support unattended installation methods used by enterprise software packaging and deployment systems, i.e., Microsoft SCCM 2012. Older 16-bit software will be automatically denied per this requirement. |
| 5.4.5 | Any portion of the Contractor's solution that involves Internet access by DoDEA students has a duty to comply with the relevant requirements of the Children's Internet Protection Act, Pub.L. 106-554, § 1(a)(4) [Div. B, Title XVII, § 1701], Dec. 21, 2000, 114 Stat. 2763, 2763A-335. Any part of the Contractor's solution that collects or stores agency-owned or agency-controlled personally identifiable information has a duty to do so in accordance with the relevant requirements of the Privacy Act, 5 U.S.C. (See http://www.archives.gov/about/laws/privacy-act-1974.html.) |
| 5.4.6 | Contractor solutions that collect information from children under the age of 13 through the Internet must comply with the relevant requirements of the Children's Online Privacy Protection Act, 15 U.S.C.A. § 6501 et seq. |
| 5.4.7 | Contractor’s solution shall be robust enough to serve the needs of a large community of learners dispersed across the world using a variety of bandwidths. They shall be scalable and able to expand to meet future growth, both in terms of the instruction and the size of the student body. |
| 5.4.8 | Any opportunity for data integration of student or teacher accounts shall adhere to Federal government and DoD guidance for security of personally identifiable information available from the following URLs: |
· http://www.justice.gov/opcl/privstat.htm
· http://www.whitehouse.gov/omb/memoranda/fy2007/m07-16.pdf
· http://www.dtic.mil/whs/directives/corres/pdf/540011p.pdf.
| 5.4.9 | All Contractor staff having access to DoDEA student and/or teacher personally identifiable information shall take the DoD Privacy Act/ Personally Identifiable Information (PA and PPI/PII) training before gaining access to the data and yearly thereafter. Contractors who have a DoDEA username and password may access the training on DoDEA's intranet. All other contractors shall access the PA and PPI/PII slides, a link to which may be found on DoDEA's homepage (www.dodea.edu ). Contractors shall send written confirmation listing the staff members that have taken the mandatory PA and PPI/PII training to the COR. |
| 5.5 | Maintenance and Support |
Maintenance and support shall be available for the duration of the contract. Maintenance is defined as automatic distribution of upgrades and revisions that can be accomplished using the Internet and/or email. Any upgrades to online digital materials shall include compatibility with DoDEA school-level technology and Department of Defense requirements. The Contractor shall not contact schools directly but shall coordinate the dissemination of upgrades or revisions through the COR and shall provide electronic access of the updates and/or revisions to the COR for testing.
5.6 Contractual Non-Disclosure Agreement Requirements
The Contractor may be required to sign Non-Disclosure Agreements (NDA), which prohibits the disclosure, publishing, divulgence, or release of any information obtained during the performance of the contract.
| 6.0 | DELIVERABLES |
| 6.1 | Post-Award Conference: Via video- or teleconference, the Contractor and DoDEA staff shall review the contract terms. |
| 6.2 | Deliver library materials. |
| 6.3 | Provide Web-based Selection & Acquisition Tool, per SOW 4.1. |
| 6.4 | Provide ebook Platform, per SOW 4.2 |
| 6.5 | Provide cataloging & pre-processing, per SOW, 4.3 and 4.4. |
| 6.6 | Provide shipping and invoicing, per SOW 4.5. |
| 6.7 | Provide reports, per SOW 4.6. |
| 6.8 | Provide technical support, per SOW 4.7 and 5.5. |
| 6.9 | Provide professional development, per SOW 4.8. |
| 6.10 | Provide OCR, per SOW 4.9. |
| 7.0 | PERFORMANCE AND DELIVERY SCHEDULE |
| 7.1 | The Contractor shall furnish all services to be performed and all items to be delivered in accordance with the following delivery schedule |
Deliverable
| Ref |
| Timeline |
| Post-Award Teleconference |
| 6.1 |
| Five days after contract award |
| Delivery of Library Materials |
| 6.2 |
| From receipt of delivery order: 30 days partial shipment, 60 days final shipment, 90 days backorder/replacement |
| Web-based Selection & Acquisition Tool |
| 6.3 |
| Completed 30 days from contract award. |
| ebook Platform |
| 6.4 |
| Completed 30 days from contract award |
| Cataloging & Pre-Processing |
| 6.5 |
| Provided with each shipment at the time of the shipment. |
| Shipping & Invoicing |
| 6.6 |
| Invoicing: At the time of shipment. |
| Reports |
| 6.7 |
| · Bi-Annual Report #1 (includes data from Aug-Dec) due Jan 10 of each year. |
· Bi-Annual Report #2 (includes data from Jan-May) due June 10 of each year.
| Technical Support |
| 6.8 |
| Ongoing: Dedicated POC identified and provide technical support five days after delivery order award. |
| Professional Development |
| 6.9 |
| 30 days after receipt of written request |
| Optical Character Resolution (OCR) materials |
| 6.10 |
| As needed basis |
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