RFP_Serials_-_Amendment.docx

Document Title:

FEDLINK Serial Subscription Services Document Number: LCFDL15R4000

Page:

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NO.

2. CONTRACT NO.

3. AWARD/EFFECTIVE DATE

4. ORDER NO.

5. SOLICITATION NO.

LCFDL15R4000

6. SOLICITATION ISSUE DATE

July 8, 2015

7. FOR SOLICITATION

INFORMATION CALL

a. NAME Melissa Blaschke

b. TELEPHONE NO. (No collect calls) 202-707-2457

8. OFFER DUE DATE/LOCAL TIME

July 27, 2015/4:30PM

9. ISSUED BY CODE

The Library of Congress Office of Contracts &Grants Management FEDLINK Contracts Section, LA-318 101 Independence Avenue, S.E.

Washington, DC 20540-9414

|X| UNRESTRICTED

|_| SET ASIDE: % FOR

|_| SMALL BUSINESS

DESTINATION UNLESS BLOCK IS MARKED

|_| SEE SCHEDULE

SIC:

SIZE STD:

15. DELIVER TO CODE

16. ADMINISTERED BY CODE

The Library of Congress Office of Contracts &Grants Management FEDLINK Contracts Section

18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO.

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA

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

|X| 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA |_| ARE |X| ARE NOT ATTACHED.

|_| 27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA |_| ARE |_| ARE NOT ATTACHED.

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _____ COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED HEREIN.

29. AWARD OF CONTRACT: REFERENCE ___________________ OFFER DATED _________________. YOUR OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT)

30c. DATE SIGNED

31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT)

31c. DATE SIGNED

34. VOUCHER NUMBER

35. AMOUNT VERIFIED CORRECT FOR

38. S/R ACCOUNT NO.

39. S/R VOUCHER NO.

40. PAID BY

42a. RECEIVED BY (Print)

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

FEDLINK Interlibrary Loan Fee Payment Service

Document Number:

LC10R7200

Page:

A.1. SUMMARY OF OFFER

Offeror’s Name:

DUNS Number

Tax ID Number:

Offeror’s Address:

Offeror’s Telephone:

Offeror’s Fax:

Small Business

Small Disadvantaged

8(a)

HUBZone Small Business

Woman Owned Small Business

Veteran-Owned Small Business

Service-Disabled Veteran-Owned Small Business

Large Business

Woman-Owned Large Business

Joint Venture

Business Type:

(Check all that apply)

Authorized Negotiators: (List each individual’s information)

Contract Line Item Number(s) Offered (Check all that apply):

B.0001 Lot 1 - BASIC ORDER AND RENEWAL SERVICES

B.0002 Lot 2 - OPTIONAL SUPPORT SERVICES

B.0003 Lot 3 – OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICESSERVICES

Most Recent Fiscal year Sales to Federal Government:

CERTIFICATION

By signing below, the Offeror represents that, to the best of their knowledge and belief, the information included in this offer is complete, accurate and true. The undersigned certifies that no changes have been made to the solicitation and that the hard copies submitted with the proposal are identical to the Request for Proposal issued under solicitation number LCFDL15R4000. Unless an exception is specifically stated, all terms and conditions as stated herein are accepted.

SECTION B - SUPPLIES OR SERVICES

B.1. Contract Type

This solicitation shall result in multiple awards of indefinite delivery, indefinite quantity (IDIQ) contracts allowing for issuance of firm-fixed price orders pursuant to FAR subpart 16.5 and the ordering procedures contained in this contract.

In accordance with 2 U.S.C. § 182c (f)(1)(A), Federal entities in the executive branch (including Department of Defense agencies), the legislative branch, and the judicial branch, independent agencies, and Federal agency contractors that are authorized to use Federal sources of supply under FAR subpart 51.1 are authorized to place orders under these contracts.

B.2. Title The title of this procurement is “FEDLINK Serials Subscription Services.”

B.3. Minimum/Maximum:

The minimum contract amount under each IDIQ contract is $3,000. The maximum cumulative amount that the Government may order and the vendor may be required to supply is $100,000,000.

B.4. Pricing

(a) The below pricing chart for Lots 1, 2, and 3 shall be completed by the vendor. This pricing will be used for evaluation purposes and to establish (1) the minimum discount and maximum service charge applicable to Lot 1, and (2) the firm-fixed prices per unit applicable to Lots 2 and 3.

(b) The pricing of future orders under Lot 1 will be based on the publishers’ price for the specific publications identified for each order plus a service charge or minus a discount.

(c) For the IDIQ contract, each vendor shall identify the minimum discount and/or maximum service charge that will apply to future orders

(d) For Lots 2 and 3, each vendor shall provide firm-fixed prices per unit. These prices shall apply to future orders are issued under Lots 2 and 3.

Maximum discount or service charge (Base year)

0002AA

Average Price Index Report (See Section C.3.2.(a)

TBD

0002AB

Journal Check-In (See Section C.3.2.(b)

0002AC

Missing Issues (See Section C.3.2.(c)

TBD

0002AD

MARC Serials Record Data or other Metadata (See Section C.3.2.(d)

TBD

0002AE

ILS System Interface (See Section C.3.2.(e)

TBD

LOT 3 – OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICES (Base Year)

TBD

0003AA

User Interfaces to Electronic Publications (See Section C.3.3.(a)

0003AB

Management of Electronic Publication Subscriptions (See Section C.3.3.(b)

0003AC

Support for Licenses (See Section C.3.3.(c)

0003AD

User Authorizations and/or Usage Data (See Section C.3.3.(d)

0003AE

Customized Access or File Groupings for Individuals or Consortium Customers (See Section C.3.3 (e)

0003AF

End User Desktop Procurement solutions (See Section C.3.3(f)

Maximum discount or service charge (Option Year 1)

0102AA

TBD

0102AB

TBD

0102AC

TBD

0102AD

TBD

0102AE

TBD

0102AF

TBD

LOT 3 – OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICES (Option Year 1)

TBD

0103AA

0103AB

0103AC

0103AD

0103AE

Customized Access or File Groupings for Individuals or Consortium Customers (See Section C.3.3 (e)

0103AF

End User Desktop Procurement solutions (See Section C.3.3(f)

Maximum discount or service charge (Option Year 2)

0202AA

TBD

0202AB

TBD

0202AC

TBD

0202AD

TBD

0202AE

TBD

0202AF

TBD

LOT 3 – OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICES (Option Year 2)

TBD

0203AA

0203AB

0203AC

0203AD

0203AE

Customized Access or File Groupings for Individuals or Consortium Customers (See Section C.3.3 (e)

0203AF

End User Desktop Procurement solutions (See Section C.3.3(f)

Maximum discount or service charge (Option Year 3)

0302AA

TBD

0302AB

TBD

0302AC

TBD

0302AD

TBD

0302AE

TBD

0302AF

TBD

LOT 3 – OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICES (Option Year 3)

TBD

0303AA

0303AB

0303AC

0303AD

0303AE

Customized Access or File Groupings for Individuals or Consortium Customers (See Section C.3.3 (e)

0303AF

End User Desktop Procurement solutions (See Section C.3.3(f)

Maximum discount or service charge (Option year 4)

0402AA

TBD

0402AB

TBD

0402AC

TBD

0402AD

TBD

0402AE

TBD

0402AF

TBD

CLIN 0403

LOT 3 – OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICES (Option Year 4)

TBD

0403AA

0403AB

0403AC

0403AD

0403AE

Customized Access or File Groupings for Individuals or Consortium Customers (See Section C.3.3 (e)

0403AF

End User Desktop Procurement solutions (See Section C.3.3(f)

SECTION C – DESCRIPTIONS AND SPECIFICATIONS

STATEMENT OF WORK

C.1. BACKGROUND The Federal Library and Information Network (FEDLINK) is a nationwide network, or consortium, of federal libraries, information centers and other federal offices whose purpose is to provide contracting, financial management, professional development and library support services to its customers so that they are better able to fulfill their crucial mission of keeping the Government and the nation informed. Since the program's inception, a key element of FEDLINK service has been centralizing and simplifying the information procurement efforts of the federal library and information center community.

The LC/FEDLINK revolving fund program codified at 2 U.S.C. § 182c (f)(1), authorizes the LC/FEDLINK program to provide the following services:

· Commercial information services, publications in any format, and library support services;

· Related accounting services; and

· Related education, information, and support services.

FEDLINK Contracts are available to federal offices in the executive branch (including the armed forces), the legislative branch, the judicial branch, and to independent agencies. In addition, vendors authorized to use federal sources of supply under FAR part 51 are authorized to purchase through FEDLINK. Legal offices, laboratories and information centers, analyst, scientist and other end-users in federal agencies may acquire their electronic and print publications through FEDLINK. The federal agencies that are users of the FEDLINK contracts are known as “customers” of the FEDLINK cooperative.

C.2 SCOPE OF WORK Serial subscription services for FEDLINK customer agencies to include the placement of new and renewal subscriptions to single or multiple addresses for domestic and foreign serials and periodicals published in paper and other formats, and for related services to include basic subscription service and optional support services.

C.3. REQUIREMENTS

The serial subscription services are divided into three lots:

Lot 1 Basic Subscription Service.

Lot 2 Optional Support Services.

Lot 3 Optional Specialized Electronic Access Services.

C.3.1 Lot 1 Basic Subscription Service. Vendors provide basic subscription services to execute and manage orders for new and renewal subscriptions to serial publications, both print and electronic. These tasks fall into the following four critical areas:

Vendors must provide subscription services for all subscriptions in all media generally available via agents from foreign and domestic publishers, if the ordering customer can supply sufficient publication information. Ongoing subscription services shall include the following:

(a) New Subscriptions for both print and electronic.

(b) Renewals for both print and electronic

(c) Late Renewals for both print and electronic.

(d) Back Issues.

(e) Transfer Renewals.

(f) Added Copy Subscriptions.

(g) Special Orders.

(h) Memberships.

(i) Claiming.

C.3.1.1. Subscription Ordering Support Services

In support of basic subscription order and renewal services, the Vendor shall perform the following services and provide products as described below:

(a) Optional -- Electronic Vendor System. If applicable, the Vendor shall provide an electronic system to provide information regarding new and renewal subscriptions information (Internet, client, FTP, etc.), that, at a minimum, includes the following features:

(i) Ability to search by:

· Title or series

· ISSN

· Account number or FEDLINK ID

· Vendor reference number

(ii) Display features:

· Bibliographic/order information for each serial title including title, publisher, ISSN, frequency,

· Pricing options

· Invoice payment information for, at a minimum, the current and previous year

· List of outstanding claims (by title) including current status and number of times claimed

The Vendor shall provide the ability to search the Vendor’s database to determine availability and cost prior to placement of an order and provide database system training and/or documentation at no cost to the library.

(iii) Ability to indicate the need to place a new order, but allowing the Vendor to make sure the order does not exceed the Customers available funding.

(b) Unavailable Titles. If publications are only available through a direct order arrangement, or are discontinued, suspended, are otherwise unavailable or have had a title change, the Vendor shall notify the Customer by the time of invoicing.

(d) Membership Entitlements. The Vendor shall provide a written summary of all publications and/or material received through memberships, i.e., title, frequency, quantity of each publication, and special membership benefits.

(f) Advance Payment. The Vendor shall pay all regular subscription orders in advance, prior to submission of the first customer invoice. The Vendor must certify prepayment to the publisher on all invoices. Upon request, the Vendor shall provide to the customer agency and/or FEDLINK proof of payment of any order invoiced. Requests for exceptions due to prior arrangements with publishers must be submitted to FEDLINK/OCGM in advance. FEDLINK retains the right to require detailed information about the content of such arrangements subject to confidentiality.

(g) Adjustments. The Vendor shall make additional payments as necessary and be required to adjust for unforeseen contingencies, such as currency fluctuations, additional volumes.

(h) Account Management. The Vendor shall provide support to FEDLINK and/or the customer agency in tracking funds obligated against the authorized funding level (total award amount of Order). The Vendor shall provide best estimates of possible outstanding supplemental and billlater charges, to ensure funding authorization levels will not be exceeded. The agency may request a report of estimated outstanding charges prior to the end of the fiscal year. The agency may instruct the Vendor to cancel outstanding orders, publisher permitting, to clear obligations against prior fiscal years, or to clear funds for re-obligation within the current fiscal year. The Vendor shall be responsible for ensuring that all orders are completed and invoices issued within three years of the fiscal year in which the order or renewal is placed. The Vendor shall cooperate with FEDLINK for customers using either Transfer Pay or Direct Pay account options. The Vendor shall report foreign and domestic pricing trends at least annually. The Vendor shall, at the customer agency’s request, provide renewal lists that indicate expected inflation and price increase estimates for the agency’s renewal list.

(i) Ongoing Subscription Services. In addition to renewal listings, subscription services encompass items ordered throughout the year. Such subscription order requests shall be submitted by the Contracting Officer or designated representative and forwarded to the Vendor for placement with the publisher for the subscription period indicated, subject to the terms of this contract.

(j) No Charge Materials. Title pages, table of contents, annual or other indexes, and other materials normally supplied by the publisher at no added charge to a requesting subscriber, are to be supplied automatically by the Vendor at no additional charge.

(k) Sample Copies. The Vendor shall request sample copies of a serial when requested to do so by the Agency.

(l) Back Issues. Upon request from the agency, the Vendor shall acquire back issues of a title for up to one year prior to the date of the current volume, if the title exists.

(m) Catalog. Vendor shall provide an annual catalog of titles available. The catalog may be available to the customer electronically -and/or in print format, e.g. via Internet, at no additional charge to the agency. The Customer retains the right to request print copies of catalog information for cataloged titles of particular interest. The catalogs shall have as a minimum the following information:

(i) Titles

(ii) ISSN

(iii) Cost

(iv) Frequency

(v) Enumeration

(vi) Title changes, with cross references

(vii) Documented constraints

(n) Publisher’s Prices. The Vendor shall supply on demand publishers invoices or other documentation acceptable to the Customer and Contracting Officer (CO) to verify subscription costs charged to the Government. The Vendor shall automatically notify Customers and the Contracting Officer of any serial title price increase of 8% or more.

(o) Continuations or "Bill Later" Items. Initial preorder price quotes will contain estimates of costs for "bill later" items. In subsequent years, estimates of such continuations will be included on renewal lists to ensure funding availability is maintained. The Vendor shall supply to the Customer and the CO, upon request and at no charge, a listing by title showing "bill later" titles billed versus those not yet billed.

(p) Best Price Available to the Government. Government customers may be eligible for certain discounts offered by the publishers. If so, the customer must be charged the lowest of the available prices.

C.3.1.2. Subscription Periods.

1. Establish Subscription Period. The Vendor is required to place subscriptions at any time during the year unless prohibited by the publisher. If Customers requests a common expiration date, the Vendor will assist in prorating the price if allowed by the Publisher.

2. Multi-Year Subscription. The Vendor must be able to provide one, two, or threeyear subscriptions to take advantage of reduced multiyear rates (when available), as well as to offer staggered ordering of multiyear subscriptions.

3. Servicing the Subscription. The Vendor shall provide administrative services for each subscription until three months after its expiration, i.e. the publication of the last issue covered by that subscription period. Administrative services include ongoing support of the assigned personal representative and claims management. See paragraph C. 3.3 for additional information.

4. Order Placement. Orders will be placed by FEDLINK or FEDLINK customers with the vendor pursuant to the clause at I.5. The Vendor shall enter all new and renewal orders within five working days after receipt of Order or receipt of the reviewed and approved title list, whichever is later. Delays are allowed only by prior written agreement. If Vendors have agreements with Publishers that establish terms for batching orders and/or payments, then the orders must be entered and confirmed within the original five-day period, but can be released in accordance with the publisher agreements. FEDLINK reserves the right to request proof of newly negotiated agreements during the term of this contract.

The vendor shall organize the title lists in accordance with Section C.3.1.8. Library Management Reports, paragraph (h).

5. Renewal Orders.

a) Orders may be placed for a period of performance of 12 months of continuous subscription services. Where full funding is not available for a full year, orders may be placed for subscriptions for less than a full 12 months, in increments not less than 1 month. The title list should reflect the specific period of performance being ordered.

b) Orders may include option years to renew annual subscriptions. Unless otherwise stipulated in the FEDLINK order, within 120 days prior to subscription expirations the Vendor will provide a complete list of previously ordered subscriptions to the LC Contracting Officers Representative (COR) with a copy to the LC Contracting Officer (CO), as indicated in Section C.3.1.8. (h) Annual Renewal List, including any additional parts or titles that are now a part of the original ordered subscription including new additions to publisher package subscriptions.

6. Rush Orders. When the Customer has a need for a rush order, the Customer will notify the COR and CO, who will issue the order to the Vendor by telephone, email or fax requesting a rush order; the Vendor shall transmit the order to the publisher along with payment within 24 hours.

7. Costs In Excess of Established Option year pricing. If the cost of the renewal list titles exceeds the established option year pricing, the Vendor must notify the Customer and CO within three working days of discovery and provide supporting documentation on all price and availability changes. After review of the price changes by the CO, the Contracting Officer and Customer will direct the Vendor to either:

a) Stop the order process until the Customer provides modified instructions for all titles not yet ordered, or

b) Continue placing orders for all titles except those found to exceed the most recently quoted price.

After receiving instructions from the Contracting Officer and Customer, the Vendor has five working days to place the modified orders.

8. Changes from Direct Customer Order to Vendor Order. For basic renewal of direct orders originally placed by the Customer with the publisher, and transferred to the Vendor for renewal, the Vendor shall notify the publisher in writing of the change of billing status.

C. 3.1.3. Administrative Services. The Vendor shall provide the following administrative services to support subscription ordering services:

(a) Personal Representative. The Vendor shall assign a representative by name who is familiar with the terms of this contract and the needs of federal libraries and information centers to provide personalized inhouse assistance (via toll free or local telephone number and email) for each account and who can provide support in account transition from the incumbent and account claims resolution. The representative shall respond to all inquiries within one business day.

(b) Claims for Missing, Defective or Mutilated Issues. The Vendor shall act as the contact point for the agency in obtaining from the publisher replacement copies of periodicals found to be defective, mutilated, lost in transit, or otherwise missing, provided the loss is reported within sixty calendar days. The Vendor shall handle claims for any subscription for up to three months after the termination date of the subscription.

(c) Electronic Claims. The Vendor shall offer electronic claims services. The agency retains the right to choose whether to use electronic claims and reports, or to communicate via optional printbased means offered by the Vendor, or a combination, e.g. transmitting claims to the Vendor electronically with periodic print reports for confirmation. Documentation on claims procedures/instructions shall be provided, e.g. manuals, reference guides, web documents, etc.

(d) Time frame. The Vendor shall place all claims with the publisher within five working days after receipt. In addition, the Vendor shall accept rush claims electronically, by telephone and fax and process them in fewer than five working days.

(e) Claim Information. Claims types shall include missing issues, damaged issues, gaps in receipt of a title, non-start of a new order or renewal, error in consignee address, and duplicate issues received. The claim notice sent from the Vendor to the publisher shall include the following information:

(1) Title being claimed

(2) Specific issues

(3) Date of Vendor's order to publisher

(4) Order period

(5) Amount paid

(6) Proof of payment (complete check information)

(f) Claim List. A list of claims, which have been made, shall be furnished as indicated under C.3.8, Library Management Reports, Claims Lists.

C.3.1.4. Cancellations and Refunds. All cancellations shall be accomplished within five business days upon appropriate notification from the Contracting Officer and Customer. If no funds will be recovered under a cancellation, the Vendor will notify the Contracting Officer and Customer. However, if funds are recovered they must be promptly credited to FEDLINK or the Direct Pay Customer and no administrative fee shall be charged.

C.3.1.5. For Lost Periodicals, Replacements, and Discontinuance of Publication. In the case where replacement is unavailable and refunds are offered instead, the Vendor shall make a refund in full of all amounts refunded by the publishers.

C.3.1.6. Due to Cancellation. In those instances in which a refund has been requested due to timely cancellation of a subscription, the Vendor shall provide written evidence of his attempts to secure the refund for the government.

C.3.1.7. Addresses:

(a) Bill to and Ship to Addresses. The Vendor shall support multiple shipping addresses, domestic and foreign, under one billing address. Consignee addresses shall have the capacity for up to five (5) lines for each type of address, with each line up to 30 characters.

(b) Change of Address. The Vendor shall notify the publisher when Consignee changes of address occur.

C.3.1.8. Library Management Reports. The Vendor shall provide the following reports at no charge:

(a) General Specifications. At no additional charge and on demand, the Vendor shall provide listings containing all or part of the following information as specified by the Customer:

(a) Title

(b) Shipto address

(c) Invoiceitem number

(d) FEDLINK ID and (IAA number, Order number, or MIPR. number.

(e) Subscription period

(f) Quantity

(g) Frequency

(h) Price with adjustments and estimates

(I) Volume

(j) ISSN

(k) Local information lines: These reports shall be able to capture the stored local information category, (i.e., internal fund accounting, subject identification, agency assigned number, etc.) in fields which equal a minimum of 100 characters on the report. At least one field shall be provided for local financial data which can also appear on invoices; at least one which can be associated with each ship to address; one or more fields with a total of at least 80 characters which can be associated with each title.

In addition, the Vendor will have the capability of sorting, subtotaling, and re-totaling the reports by any of the above included fields of information

The Vendor shall provide reports in electronic format, with optional print delivery of reports. The customer agency retains the right to choose which format to receive. The Vendor may offer other electronic formats, including but not limited to files containing report data, or access to data and programs for producing reports from Vendor systems.

(b) Financial Summary Report. The Vendor shall provide a listing on demand by government fiscal year of all Vendor instigated credit or debit invoices to the agencies for services provided. This report shall include invoice number, dollar amount, and service charge amount.

(c) Claims Lists. The Vendor shall provide to the agency an annual, quarterly, or monthly listing of all outstanding claims and any responses received from the publishers unless the Customer waives this service. The report shall include publisher’s claims time limits. If an additional claim is required for an item appearing on the report, the report itself may be used as a reclamation document by the Customer.

(d) Information Bulletins. The Vendor shall provide, at no cost and at least monthly, information bulletins updating the latest known information on various serial titles, including serial title price increase of 8% or more, title changes, changes in frequency, or changes in availability (ceased, suspended, etc.) . The preferred method of notification is via electronic communication (email, etc.)

(e) Subscription Status Information. Monthly, or upon demand, the Vendor shall notify the Customer and CO in writing of any irregularity or change in status, such as: bill later, non-cancelable, slow, irregular, discontinued, order direct, split title, not due for renewal at this time, period restricted, establishing contact with publisher, temporarily suspended publication, foreign title, estimated price, and price increased since last billing published price, etc.

(f) Shipto List. The Vendor shall provide, on demand, a listing of all Customer consignees and their complete addresses.

(g) Initial Order Title List. The Title List shall be separated by each "ship to" address, shall alphabetically list all current subscription titles ordered or on record to be ordered for that consignee. The report shall be available in electronic format, with the print option available by request, containing the following minimum information:

(1) Complete "Bill to" and "Ship to" address

(2) Title

(3) ISSN (stored as nnnn-nnnn)

(4) Publisher

(5) Quantity

(6) Subscription Period based on Agency Data

(7) For current online journals, the tier/level of the current subscription, if available.

(8) Frequency

(9) Format

(10) All additional titles which may not be due for renewal, but which are on record for a specific consignee

(h) Annual Renewal Title List .The renewal list will be used by the library to estimate a budget for the fiscal year, shall be separated by each "ship to" address, shall alphabetically list all subscription titles ordered or on record for that consignee, unless the agency requests other sorts or formats. Renewal lists shall contain the following minimum information:

(1) Complete "Bill to" and "Ship to" address

(2) Account number chargeable (including FEDLINK ID)

(3) Title

(4) ISSN

(5) Quantity

(6) Subscription Period based on Agency Data

(7) Price: To contain latest known publishers' rates currently available

(8) Service Charge/discount

(9) Frequency

(10) Publication status

(11) Renewal documentation; to contain an 80 character capacity local information field or fields for the storing of unique data for each title (e.g. internal fund accounting, subject identification, agency assigned numbers, etc.)

(12) Estimated supplemental charges for bill laters

(i) Courtesy Invoice Data. The Vendor shall supply the customer agency with a copy of invoices or electronic invoice data to a point of contact in addition to the copy sent to the financial center for payment, e.g. to the customer library in addition to the FEDLINK or Customer’s Fiscal Office.

(j) Licenses . All License agreements will be between the Customers and the Vendors or Publishers. However, the Federal Government requires certain terms and conditions in their license agreements that may conflict with some standard commercial practices. See Section H.9.

C.3.2. LOT 2 – OPTIONAL SUPPORT SERVICES Customers may require the following optional services to cover a range of serials subscription related products and services to the libraries. These services are in addition to Lot 1 services and may require an additional service charge.

(a) Average Price Index Report. The Vendor shall provide an average price index report to each customer covering a three-year period for all subscriptions. On demand, this report shall be arranged for each consignee by shipto address and alphabetically by title or by subject identification. All price data shall be accessed directly from each shipto file.

(b) Journal CheckIn. Each shipto address has the option to have subscriptions sent to the Vendor for checkin, physical inspection, or other services, and then reshipped to the consignee. Individual orders will specify checkin requirements for individual shipto addresses, in addition to the recording of receipt, such as number of shipto addresses; physical inspection; reshipment; claiming; security tapes; bar coding; property stamps; packing slips; route slips; special packaging, labeling or other processing requirements; checkin reports or data; preference regarding local checkin system.

(c) Missing Issues. The Vendor will provide missing issues from a storehouse of collected issues, or access to information about available issues to replace those that the customer is missing. Individual customer requirements shall specify if fulfillment of a large number of missing issues is anticipated.

(d) MARC Serials Record Data or other Metadata. The Vendor shall provide electronic files of metadata including bibliographic data in MARC or other standard formats, and local or consortia holdings data, for loading into Customer's local system. The Vendor shall provide stable and accurate Uniform Resource Locators (URLs) included in title list format, in the 856 field of the MARC record, or in the appropriate element in other standard metadata formats, according to the Customer's requirements.

(e) ILS System Interface The vendor shall provide integration of electronic data into local databases/software systems. The Vendor shall describe data available and methods for exchanging data electronically system to system, files ready for use by proprietary software/systems, and past experience in developing interfaces and data exchange with libraries and publishers.

(f) Additional Reports. The vendor shall provide additional reports and electronic data, such as reports/data that include but are not limited to electronic files of catalog data in MARC format, local or consortia holdings data, data related to usage of electronic services.

C.3.3.LOT 3 OPTIONAL SPECIALIZED ELECTRONIC ACCESS SERVICES.

Customers may require the following optional systems and services for managing access to electronic publications (e-journals), subscriptions, and articles via the Web; links resolution and management; access to and management of information about customers’ licenses; special customized collection reports; and similar services. (Subscriptions to journals in electronic and all other formats are a basic subscription service required by Lot 1).

Webbased access to electronic journals and articles, other software and interfaces to manage access, and collection development or control of electronic text. (Online and electronic journal subscriptions are covered under Lot 1 as are subscriptions to serials in print, microform and other media.) The Vendor may provide customer specific solutions to ordering, access, and maintenance of ejournals. The Vendor may provide for access to an archive or back issues of the electronic journals, by maintaining the files centrally or allowing the subscriber the option to retain an archival copy locally. License terms for use, redistribution, etc. of ejournals materials shall be developed for FEDLINK customers as described in Section H.9. Any assistance offered by a subscription agent regarding licensing would be offered under Lot 3. Pricing formulas should be predefined where possible. Fair and reasonable customer specific offerings may be negotiated on an individual basis by FEDLINK, either for individual customer or for consortia. Lot 3 covers electronic and Webbased interactive tools for electronic publications access and management. FEDLINK contracts for Electronic Information Retrieval Services cover offerings by companies providing access to electronic data that do not offer general subscription services to a wide range of serial publications in print and other media Services offered under Lot 3 may include but are not limited to:

(a) User Interface to Electronic Publications - ability to order, renew, claim, and invoice via the Web, access to electronic titles including pricing, frequency, publisher information, publisher claiming restrictions, titlespecific news, access to order history and claims status, and the ability to search for missing issues and get replacements online.

(b) Management of Electronic Publication Subscriptions - products and services to help the management of electronic publication subscriptions, licenses, links, customized access or file groupings for individual or consortium customers, collection assessment and collection development reports. For example, Open URL Link Resolvers, Online Lists of Resources, Federated Searching, ERM (Electronic Resource Management systems, etc.)

(c) Support for Licenses - additional support for Members to negotiate and review Publisher license agreements.

(d) User Authorizations and/or Usage Data - ability to provide management of Member user authorization information. Also, the ability to gather and/or combine usage statistics, either through a Vendor product or by interfacing with the Publisher to collect usage statistics.

(e) Customized Access or File Groupings for Individual or Consortium Customers - additional support for access for Members with consortium arrangements.

(f) End User Desktop Procurement - ability to allow end-users to search the database of available serial titles and suggest orders. The orders will be subject to review by Member staff.

C.4. Definitions.

"Agency" means any federal library, information center or U.S. Government entity that qualifies for service with FEDLINK.

"Back Orders" are orders that could not be filled by the supplier when originally placed, but is kept on file pending availability of the material.

"Bill Laters" are a type of continuation in which a vendor does not bill a library customer until the publisher has confirmed the price and/or availability of the item or items.

"Consignee" means the location to which items are shipped; also known as the "shipto" address.

“CO” means the Library of Congress Contracting Officer.

“COR” means the Contracting Officer’s Representative as designated in the contract. Note, FEDLINK Customer CORs may also be designated as specified on individual orders.

"Customer" means a member who has or is requesting a current contract with the Vendor to provide serials subscription services.

"Licensing" refers to terms and conditions required by the owners of proprietary systems, software or intellectual property regarding the terms of its use.

"Member" means an agency with a current interagency agreement with the Library, to use the FEDLINK contracts and other services.

"Publisher Price" the established publisher list price for the given subscription period at the time of order and acceptance by the publisher. The price at which a publication is made available to the public. It is established by the publisher and is exclusive of any discount. Loosely, the price quoted in the publisher’s catalog. [ALA Glossary, Modified] Also known as Retail Price.

"Serial" as used in the field of library science and in this solicitation, means any publication issued in successive parts, usually (though not always) at regular intervals, and intended to be continued indefinitely. Serials include: periodicals, newspapers, magazines, annuals, yearbooks, journals, memoirs, proceedings, transactions, and numbered monographic series and other serially published works. Serials may be published in any medium or format (including electronic, print, microform, or other nonprint media), and may be available through purchase (as with traditional print magazines) or license (as with online journals).

"Subscription" means serial or periodical publication and related services. It also shall designate back issues of serials or periodical publications, but such issues shall be dated no earlier than one year before the current volume. The agency determines the subscription period, publisher permitting, and the Vendor must place and service it for the life of the subscription plus three months.

"Transfer Renewal" means the transfer of serial subscription renewal to a different serial subscription agent.

"Vendor" or "contractor" means the organization providing serial subscription services to agencies, also known as a "serials subscription agent," "subscription agent," "serials agent," "intermediary," or "aggregator. "

Definitions of additional terminology that relates to serials acquisition may be found in the Serials Acquisitions Glossary of the American Library Association. http://www.ala.org/ala/mgrps/divs/alcts/resources/collect/serials/acqglossary/index.cfm

SECTION D – PACKAGING AND MARKING

D.1 Payment of Postage Fees.

All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting Officer’s Representative (COR) or other persons designated to receive, shall be paid by the Vendor.

D.2 Markings.

All information submitted to the CO or the COR or other Library personnel designated to receive deliverables shall clearly indicate the following information:

a. Agency/Requiring LOC Service Unit and MAIL STOP/Room Number

b. Description of information/data being submitted

c. Contract Number

d. Vendor Name and Address

SECTION E - INSPECTION AND ACCEPTANCE

E.1 Inspection and Acceptance

FEDLINK members CORs, as designated on individual orders, will inspect delivered serial subscriptions and optional services for conformance with contract requirements and report any defects or discrepancies to the vendor, with a copy of such notice to the FEDLINK COR and CO. The vendor will correct any deficiencies promptly.

SECTION F - DELIVERIES OR PERFORMANCE

F.1. Contract Clauses Incorporated by Reference NOTICE: The following solicitation and/or contract clauses pertinent to this section are hereby incorporated by reference:

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

F.2. Period of Performance.

The Indefinite Delivery Indefinite Quantity (IDIQ) Contract shall consist of one (1) Base Year, with four (4) Option Years.

F.3. Place of Delivery.

The place of delivery is F.O.B. destination in accordance with FAR 52.247-34 unless the agency agrees to an alternate arrangement; all deliveries shall be made to the agency as specified in each order.

F. 4. LC52.211-1 DELIVERIES (APR 2015)

All deliveries submitted to the CO or the COR or other Library personnel designated to receive deliverables shall clearly indicate the following information:

a. Agency/Requiring Library Service Unit and MAIL STOP/Room Number

b. Description of information/data being submitted

c. Contract Number

d. Contractor Name and Address (End of clause)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1. LC52.201-3 CONTRACTADMINISTRATION (Apr 2015)

(a) This contract will be administered by:

Janet Mata-Hitz Contracting Officer The Library of Congress Office of Contracts and Grants Management, FEDLINK Section 101 Independence Ave. SE Washington, DC 20540-9411.

Phone: (202) 707-3532; Email: jmata@loc.gov

TBD

Contract Specialist The Library of Congress Office of Contracts and Grants Management.

101 Independence Ave. SE Washington, DC 20540-9411.

Phone: Email:

(b) Contracting Officer Representative (COR) The designated COR for this contract is:

TO BE FILLED IN AT TIME OF CONTRACT AWARD

Library of Congress Federal Library and Information Network (FEDLINK) 101 Independence Ave. SE Washington, DC 20540-4935.

Phone:

Email:

(c) Copies of all correspondence concerning the contract shall be provided to the Contracting Officer and the COR at the above address and shall make reference to the contract number.

G.1.2. CORs for Orders Issued Under the Contract. For Transfer Customers, the designated COR for orders issued under the contract will be the Customer agency point of contact identified on the order. For Direct Customers, the designated COR (if any) for an order issued under the contract will be as identified by the Direct Customer agency Contracting Officer or other individual authorized to obligate funds in accordance with agency regulations.

G.2. CUSTOMER USE OF FEDLINK CONTRACTS

The FEDLINK program provides both contracting and accounting support to federal agencies and organizations authorized to use federal sources of supply FEDLINK charges customers a fee for participating in FEDLINK.

FEDLINK Service Options. FEDLINK offers customers two service options for Serial Subscription Services: Transfer Pay and Direct Pay. Vendors are required to offer both the Transfer Pay and Direct Pay options to FEDLINK customers. See Section J, Attachment “B” “Transfer Pay -- Excerpt from the FEDLINK Customer Guide” for additional information on Transfer Pay. The FEDLINK Customer Guide can be accessed for additional information on customer use of FEDLINK contracts at the following URL: http://www.loc.gov/flicc/onlinedoc/online_index.html,

(a) Transfer-Pay. Under the transfer pay option, a customer transfers both FEDLINK administrative fees and estimated annual service dollars to LC via a signed interagency agreement. On behalf of the customer, a FEDLINK Contracting Officer issues an order to the vendor. After receiving the order, the vendor provides service to the customer and submits the customer's invoices to FEDLINK. FEDLINK reviews the invoices, rejects improper ones, and pays acceptable ones from the customer's account. FEDLINK sends the customer copies of rejected invoices, copies of all paid invoices, and a regular account statement. The customer reviews the invoices and reports any irregularities to FEDLINK, who resolves them with the vendor.

(b) Direct Pay. Under the direct pay option, a customer transfers FEDLINK administrative fees to LC and receives authorization to use an LC/FEDLINK contract. The customer issues the Order directly to the vendor and returns the signed IAA with a copy of the Order to LC/FEDLINK. Order modifications shall be forwarded to the vendor with a copy to the FEDLINK Contracting Officer.

G.3. TRANSFER PROCEDURES AND REQUIREMENTS

G.3.1. INITIATING TRANSFER PAY SERVICE.

(a) FEDLINK Order. The Vendor will begin service for the Customer upon receipt of an order issued by the Library of Congress pursuant to the terms of this contract. The Vendor will not begin or renew any service for any FEDLINK Customer until an order for that Customer for that service for the current fiscal year has been received. The Vendor will not provide products/services to the Customer in excess of the amount indicated on the order. The Government is not liable for products or services provided which exceed the order amount. Vendors will invoice only for supplies delivered or services performed in accordance with a properly issued order.

(b) Order Acceptance and Notification. Upon receiving the delivery order, the Vendor will contact the Customer immediately to begin service. If the Vendor questions an order or cannot accept an order, the Vendor will notify the Contract Specialist identified on the delivery order within ten (10) days of receipt via email to LC/FEDLINK Contracts at flicc-cl@loc.gov. Performance under any FEDLINK order constitutes Vendor’s acceptance of all contract terms and conditions. The Vendor will inform FEDLINK Fiscal Operations (FFO) in writing of any account identification or user identification the Vendor has assigned to the customer within thirty (30) days of receipt of delivery orders from LC/FEDLINK (See G.6).

(c) Customer Identification. FEDLINK assigns a unique four-character FEDLINK ID to each Transfer Pay Customer. After receiving the delivery order, all Vendor correspondence and oral communications with FEDLINK regarding Customers will identify the Customer by the…