JBSA Libraries Book Lease_Statement of Work (DRAFT).pdf

STATEMENT OF WORK

JBSA RANDOLPH LIBRARY, JBSA LACKLAND LIBRARY, AND JBSA KEITH A

CAMPBELL MEMORIAL LIBRARY BOOK LEASE CONTRACT

1. DESCRIPTION OF SERVICES:

Non-personal services in support of U.S. Air Force access to informational materials for personal and educational pursuits. Book subscription contract to include access to individual MARC records for bibliographic cataloging, advanced search functions, access to new release lists with demand levels, and book covering for hardback titles.

Requirements for an adult book subscription plan are as follows:

POINT ALLOWANCES AND COST

- JBSA Lackland Library o Provide 65 quota allowances per month, 780 for the year, for the ordering of new materials through an online ordering site. Unused allowances should carry over into the next month and unused allowances at the end of the subscription year should roll over into the next subscription period so long as the subscription is renewed and remains active.

- JBSA Keith A Campbell Memorial Library o Provide 65 quota allowances per month, 780 for the year, for the ordering of new materials through an online ordering site. Unused allowances should carry over into the next month and unused allowances at the end of the subscription year should roll over into the next subscription period so long as the subscription is renewed and remains active.

- JBSA Randolph Library o Provide 65 quota allowances per month, 780 for the year, for the ordering of new materials through an online ordering site. Unused allowances should carry over into the next month and unused allowances at the end of the subscription year should roll over into the next subscription period so long as the subscription is renewed and remains active.

ORDERING PLATFORM

The vendor’s ordering platform will include the following:

- Monthly recommendation lists by the vendor to help the customer with selecting materials.

- Reviews from major library and publishing journal publications.

- The ability to search and access titles, build lists, and place orders online.

- The ability to create user accounts for library staff, and give them privileges such as order submission.

- The ability to share user-created lists with other library staff users in the same facility.

- The ordering platform must include a search feature that allows users to search by

Keyword, ISBN, Format, Language, Publication Date, Demand, and Price Range, at a minimum.

- The ability to access all of our submitted orders, as well as search through placed orders.

Orders should have current status information such as shipped, in process, back ordered, or cancelled.

- The vendor must provide a monthly report that outlines all activity, such as purchases, conducted in that time frame.

2. PERIOD OF PERFORMANCE: Contract performance period is 1 October 2022 through 29

September 2023, plus four option years. Calls for service under this contract are subject to program requirements and availability of government funds. In the event of a funding reduction or lapse, the government may reduce or cease calls for service.

3. CUSTOMER SUPPORT: A Monthly Report should be automatically generated, which details the month's most current orders received and inventory transactions. It should also supply information concerning no-charge replacements, credits for postponements or cancellations, and the available ordering balance. This report should also be available via email.

The vendor will notify all libraries of cancellations on a title-by-title basis. The Cancellation

Report should include the ISBN, quantity ordered, author, title, list price, purchase order number, and the reason the title was cancelled. Cancellation reports should be available monthly via e-mail.

A single Point of Contact (POC) should handle the set-up of the Joint Base San Antonio

Lackland, Randolph, and Keith Campbell Memorial Library accounts, and answer any questions concerning the account. This POC should be available to respond to questions that can be handled by telephone or through written correspondence concerning day-to-day maintenance of the account.

The POC should be contacted regarding items received damaged, defective or received in error.

No-charge replacements should be provided for damaged or defective items up to six months after receipt, and publisher defects should be replaced with no time limitations. If for some reason, a return would be required, costs for these returns will be covered by the vendor. All contractor errors will be handled in this manner.

Cost per quota allowance should be one allowance point for each book with a publisher’s list price of $29 and under. One additional allowance will be used for each $10.00 increment over the $29.00 list price. Additionally, leased inventory should be permitted to be retained through an Inventory Purchase Program, where leased materials can be purchased outright for $5.00 and lower per book, regardless of the age of the item.

The vendor will ship all in-stock titles within 2 days, with no charge for the shipment of books;

the vendor will pay for all shipping costs, to the library, as well as from the library. Books are not to be held until the entire order is complete, and will be shipped out as they’re made available. Shipments may be delivered via USPS using bound/printed matter rate, UPS, or

FEDEX Ground. Vendor pays all shipping costs and will provide prepaid labels for the return of leased materials.

The vendor must provide prepaid labels for the return of leased books; the cost associated with returning leased materials will not fall to the customer and will instead be the vendor’s responsibility.

50% of the annual books shipped to each library will be retained by the library as their own, and the other 50% of materials will be shipped back to the vendor at the vendor’s expense.

If items are received damaged, defective or received in error, no-charge replacements will be provided for damaged and defective items up to 6 months after receiving them. Defects from the publisher will be replaced without time limitation. For items received in error, return ship labels will be provided by the vendor to correct these errors, and credit will be given for allowances/points deducted from the customer’s account.

4. CATALOGING AND PHYSICAL PROCESSING: MARC and item records will need to be available to the Library to be downloaded into the integrated library system. An email notification will be sent to library personnel so the records can be retrieved and loaded into local database.

Standard leased hardcover subscription book processing should receive a clear plastic book cover

(attached or loose), a paper insert identifying library ownership, and basic MARC record deliverable via email or made available for download from a website. Vendor will provide processing and cataloging based upon completed profiles able to be changed and adjusted at library’s request.