Statement_of_Work_for_Discarding,_Shifting,_Barcoding,_and_Labelling_project.docx

STATEMENT OF WORK

DISCARDING BOOKS, ORGANIZING, AND SHIFTING PRINT MATERIALS – USCG ACADEMY LIBRARY

1.0 GENERAL.

1.1 ScopeSCOPE.:

This The purpose of this contract is to obtain professional services provides for discarding, moving, barcoding, and labelling the print materials at the Library of the U. S. Coast Guard Academy (USCGA).

1.2 BACKGROUND.

The USCGA Library is housed in Waesche Hall at the U. S. Coast Guard Academy in New London, CT. There are approximately 152,000 print volumes housed on all three floors of the Library on 28,140 linear feet of shelving. The Library needs to remove all print volumes from the lower level which holds 10,668 linear feet of material. This will be accomplished through a thorough weeding of all materials on all three floors, discarding identified volumes, and shifting the remaining volumes to the shelving on the main and upper floors. Approximately 50,000 volumes will be discarded and the remaining 100,000 volumes will need to be shiftedmoving and discarding services that include pulling identified print volumes from the shelves, packing and shipping requested volumes, packing and transporting discarded volumes for disposal, labor, and related services for 20,000-40,000 volumes at the Library in Waesche Hall at the U.S. Coast Guard Academy, New London CT. Th. In addition, the remaining periodical volumes (approximately 10,000 volumes) will need to be barcoded and labelled with LC call number spine labels before shifting and their holdings documented. e pProperty to be disposed of is the property of the U.S. Government and all services must be performed to the complete satisfaction of the Government. The required services shall include proper disposal of materials per Government regulations.

1.3 CONTRACTOR REQUIREMENTS AND PERSONNEL.

The Contractor must have extensive experience with complex library collection relocation projects. They must use the appropriate methodologies for packing, transporting, and organizing materials. References from other library clients must be provided.

1.3.1 PROJECT MANAGER.

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this task order. The Project Manager shall be on site throughout the entire project. Project Manager shall be a senior level employee of the Contractor who has overseen similar projects.

1.3.2 QUALIFIED PERSONNEL.

Contractor shall provide personnelThe books to be disposed of will be identified in two categories: items to be packed and shipped to other Federal libraries and items to be recycled. The Government shall coordinate with the Contractor to ensure each item is disposed of properly. who are qualified to perform all requirements of this Statement of Work.

1.3.3 EMPLOYEE IDENTIFICATION.

Contractor employees shall be attired to assure clear identification of company personnel.

1.3.4 EMPLOYEE CONDUCT.

Contractor is responsible for conduct of its employees who shall comply with all applicable Government regulations, policies and procedures) e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of military uniforms, and possession of weapons) when visiting or working at Government facilities. Contractor shall ensure its employees present a professional appearance at all times.

1.4 PERIOD OF PERFORMANCE.

Work must be completed by October 31, 2018.

1.5 PLACE OF PERFORMANCE.

The primary place of performance for this task order is the USCGA Library:

U.S. Coast Guard Academy 35 Mohegan Ave.

New London, CT 06320

1.6 HOURS OF OPERATION.

All work will take place within normal working hours unless authorized arrangements have been made. Normal working hours are Monday-Friday between 0800-1700.

2.0 GOVERNMENT FURNISHED RESOURCES.

The Government will provide access to wi-fi and use of an elevator to complete this work.

3.0 CONTRACTOR FURNISHED PROPERTY.

The Contractor shall furnish all material equipment, tools, transportation and other items necessary to complete this work.

4.0 REQUIREMENTS.

4.1 DISPOSAL OF DISCARDED MATERIALS.

The Contractor shall pull, pack, move offsite and recycle approximately 50,000 print volumes which includes 28,000 monographs, 9,000 volumes in the Law Section, and 13,000 periodical volumes.

4.1.1 MONOGRAPHS.

Contractor will be provided with Excel worksheets listing individual monograph titles that need to be discarded. List shall be in LC call number order and include title and barcode number. Contractor shall ensure that proper volume has been pulled by comparing barcode numbers.

4.1.2 LAW SECTION.

Contractor will be provided with exact location of Law Section and will pull all volumes.

4.1.3 PERIODICALS.

Contractor will be provided with an Excel worksheet with periodical titles and holdings that need to be discarded. Periodicals are shelved alphabetically by title name. The entire holdings of each title marked for discard will be pulled for recycle.

4.2 ORGANIZING PERIODICALS.

Contractor shall barcode, record holdings, and label all remaining periodical volumes, approximately 10,000 volumes.

4.2.1 Contractor shall place a barcode in each periodical volume. Barcode is placed in the inside back cover in the upper right corner. Library shall provide barcodes.

4.2.2 Contractor shall record holdings and barcode for each periodical volume. This information must be in a format that will allow Library to upload information into their ILS which is Sirsi/Dynix Symphony.

4.2.3 Contractor shall label each periodical volume with an appropriate spine label and cover it with a label protector. Library will provide a list of periodical titles with their call numbers. Library will provide printed spine labels and label protectors.

4.3 SHIFTING COLLECTIONS.

Contractor shall shift remaining monographs and periodicals according to a shelving plan provided by the Library. This will be approximately 100,000 volumes which will be on all three levels of the Library. All volumes will be shifted to the main and upper levels. Monographs and periodicals shall be in separate locations but will be shelved by LC call number order. Shelving for the monographs may need to be adjusted to make each shelving section a standard configuration. Oversized volumes are placed on their spines. Contractor shall replace damaged shelves and shelving gaps with excess shelves from lower level. Oversized periodicals shall not be placed on their spines and should have the shelving height adjusted to fit upright. Contractor will maintain proper sequencing of materials and shall ensure that the final arrangement is presented in a neat and professional manner.

5.0 FAMILIARIZATION WITH CONDITIONS:.

IIt shall be the responsibility of the Contractor, prior to the submission of its quote, to inspect the facilities. The Contractor shall acquaint itself with the conditions existing at the facility so that it may furnish such equipment and labor necessary to provide for the orderly, timely, and efficient disposal of the property.fulfill the conditions of this work Failure or neglect of the Contractor to familiarize itself with such conditions will not relieve the successful Contractor from performing the services specified herein. The Contractor shall acquaint itself with all available information regarding difficulties that may be encountered and the conditions, including safety precautions, under which the work must be accomplished under this contract. The Contractor will not be relieved from assuming all responsibility for properly estimating the difficulties and the cost of performing the services required herein because of its failure to investigate the conditions to become acquainted with all information concerning the services to be performed. The actual room locations within Waesche Hall will be available during the site visit. Waesche Hall is equipped with an elevator. If the elevators are operating, the Contractor may use them.

Onsite visits will be conducted up to 4:00pm on 8/22/2018.

Book Relocation (Phase One): Services will be provided sometime during the time period from June 2018-October 2018. Approximately every two weeks for around 2-3 months, the Library will be offering 5,000-10,000 books to other Federal libraries. At the end of the first two weeks, Contractor will organize requests for materials received, pull requested materials from the shelves, properly pack materials for shipping, create labels and fill out proper paperwork, and contact shipping company to arrange a pick up. Library staff will provide shipping materials and will pay for shipping costs.

Book Disposal (Phase Two): After phase one is completed, the Contractor shall pull all remaining books from the shelves that have been identified for disposal. Contractor will transport these volumes to a proper disposal site and provide proof that books were recycled/destroyed/pulped as per Government Regulations.

Labor and Supervision: The Contractor is responsible for the appearance and conduct of its employees. Each employee shall be attired to assure clear identification of company personnel. The Contractor shall ensure that only the books identified on the lists provided by Library will be pulled for relocation or disposal.

Work Hours: All work will take place within normal working hours unless authorized arrangements have been made. Normal working hours are between 0800 – 1600.

Payment for services: Contractor will bill for services as rendered at an hourly rate against a purchase order with a limited dollar purchase order determined by the amount of the bid.

Smoking: Contractor personnel shall not smoke inside any Coast Guard Academy building. Smoking outside is permitted in designated locations only.