LCFDL22R0009.pdf

Document Number: LCFDL22R0009 Page 1 of 66

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

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

1. REQUISITION NUMBER

S20220069

PAGE 1 OF

5. SOLICITATION NUMBER

LCFDL22R0009

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE

DATE

07/08/2022

7. FOR SOLICITATION INFORMATION

CALL:

a. NAME

Marvin Ross

b. TELEPHONE NUMBER (No collect calls) mross@loc.gov

8. OFFER DUE DATE / LOCAL

TIME

08/08/2022

08:00 ET

CODE 9414-FDL

FEDLINK Contracts Library of Congress 101 Independence Ave SE LA 215 Washington, DC 20540-9411

9. ISSUED BY X UNRESTRICTED OR SET ASIDE: % FOR

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS (WOSB)

ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

10. THE ACQUISITION IS

SEE

SCHEDULE

11. DELIVERY FOR FOB DESTINATION

UNLESS BLOCK IS MARKED 0 Days: 0.00 %

0 Days: 0.00 % 0 Days: 0.00 % 0 Days: 0.00 %

12. DISCOUNT TERMS

13a. THIS CONTRACT IS

RATED ORDER UNDER DPAS

(15 CFR 700)

13b. RATING

RFQ IFB X RFP

14. METHOD OF SOLICITATION

FLCV-FDLCODE15. DELIVER TO

LC, Federal Library and Information Ctr Comm FEDLINK Network Operations

LA 215 __________INTERNAL MAIL 4935

Washington, DC 20540

CODE 9414-FDL16. ADMINISTERED BY

FEDLINK Contracts Library of Congress 101 Independence Ave SE LA 215 Washington, DC 20540-9411

FACILITY

CODE

CODE

Telephone No.

17a. CONTRACTOR/

OFFEROR

9414-FDLCODE18a. PAYMENT WILL BE MADE BY Submit Invoices through https://www.ipp.gov Submit Invoices through https://www.ipp.gov Washington, DC 20540

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

OFFER SEE ADDENDUM

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

CHECKED

19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES

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

21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT

See Lines

25. ACCOUNTING AND APPROPRIATION DATA

See Line Item Detail

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 X ARE 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

X 28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 1 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.

29. AWARD OF CONTRACT: REF. _____________________________ OFFER

DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)

INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,

IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) Marvin Ross

31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 02/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

Document Number: LCFDL22R0009 Page 2 of 66

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

PARTIAL FINAL

33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED

CORRECT FOR

COMPLETE PARTIAL FINAL

36. PAYMENT 37. CHECK NUMBER

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42b. RECEIVED AT (Location)

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

STANDARD FORM 1449 (REV. 02/2012) BACK

Document Number: LCFDL22R0009 Page 3 of 66

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs B Supplies or Services and Prices

C Descriptions/Specifications/Statement of Work C Descriptions and Specifications

D Packaging and Marking D Packaging and Marking

E Inspection and Acceptance E Inspection and Acceptance

F Deliveries or Performance 52.242-15 Stop-Work Order (Aug 1989) 52.242-17 Government Delay of Work (Apr 1984) 52.247-34 F.O.B. Destination (Nov 1991) F Deliveries or Performance

G Contract Administration Data LC52.232-1 Library of Congress Invoice Instructions (Oct 2016) G Contract Administration Data

H Special Contract Requirements LC52.209-1 Conflicts of Interest (Oct 2013) H Special Contract Requirements

I Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.233-3 Protest after Award (Aug 1996) 52.233-1 Disputes (May 2014) 52.227-19 Commercial Computer Software License (Dec 2007) 52.227-14 Rights in Data-General (May 2014) 52.202-1 Definitions (Jun 2020) 52.203-5 Covenant Against Contingent Fees (May 2014) 52.203-7 Anti-Kickback Procedures (Jun 2020) 52.204-13 System for Award Management Maintenance (Oct 2018) 52.242-13 Bankruptcy (July 1995) 52.253-1 Computer Generated Forms (Jan 1991) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.204-21 Basic Safeguarding of Covered Contractor Information Systems (Nov 2021) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2021) 52.216-18 Ordering (Aug 2020) 52.216-19 Order Limitations (Oct 1995) 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.217-8 Option to Extend Services (Nov 1999) 52.217-9 Option to Extend the Term of the Contract (Mar 2000) 52.239-1 Privacy or Security Safeguards (Aug 1996) LC52.216-2 Fair Opportunity (Feb 2020) LC52.232-25 52.232-25 (DEV) Prompt Payment (Jul 2013) LC52.233-1 52.233-1 (DEV) Disputes (May 2014) 52.203-3 Gratuities (Apr 1984)

I.1. PURCHASES ON BEHALF OF DEPARTMENT OF DEFENSE CUSTOMERS

52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (May 2022) LC52.212-4 52.212-4 (DEV) Contract Terms and Conditions - Commercial Items (Feb 2016) LC52.212-5 52.212-5 (DEV) Contract Terms And Conditions Required To Implement Statutes Or Executive Orders - Commercial Items (MAY 2015) 52.216-22 Indefinite Quantity (Oct 1995)

J List of Attachments K Representations, Certifications and Other Statements of Offerors or Respondents

Document Number: LCFDL22R0009 Page 4 of 66

52.225-25 Prohibition on Contracting with Entities Engaging in Certain Activities or Transactions Relating to Iran--Representation and Certifications (Jun 2020)

K.3. REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS FOR

DEPARTMENT OF DEFENSE CUSTOMERS

52.209-7 Information Regarding Responsibility Matters (Oct 2018) 52.219-1 Small Business Program Representations (Sep 2021) 52.212-3 Offeror Representations and Certifications-Commercial Products and Commercial Services (May 2022)

L Instructions, Conditions and Notices to Offerors or Respondents LC52.233-2 Protests to the Library of Congress (Dec 2013) L Instructions, Conditions and Notices to Offerors or Respondents 52.204-7 System for Award Management (Oct 2018)

M Evaluation Factors for Award M Evaluation Factors for Award

Document Number: LCFDL22R0009 Page 5 of 66

Section B - Supplies or Services and Prices/Costs

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0001 Base Period for

FEDLINK Serials

Other

PSC:

1.000000 EA

Period of Performance:10/01/2022 - 09/30/2023

Reference Line:S20220069 - 0001

Pricing Options:

Indicator: Base

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0002 Option Period One (1) for FEDLINK Serials

Other

PSC:

1.000000 EA

Period of Performance:10/01/2023 - 09/30/2024

Reference Line:S20220069 - 0001

Pricing Options:

Indicator: Option Option Period: 1

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0003 Option Period two (2) for FEDLINK Serials

Other

PSC:

1.000000 EA

Period of Performance:10/01/2024 - 09/30/2025

Reference Line:S20220069 - 0001

Pricing Options:

Indicator: Option Option Period: 2

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0004 Option Period three (3) for FEDLINK Serials

Other

PSC:

1.000000 EA

Document Number: LCFDL22R0009 Page 6 of 66

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

Period of Performance:10/01/2025 - 09/30/2026

Reference Line:S20220069 - 0001

Pricing Options:

Indicator: Option Option Period: 3

Number Supplies or Services Qty Unit Unit Price Total (Inc. disc., tax, and fees)

0005 Option Period four (4) for FEDLINK Serials

Other

PSC:

1.000000 EA

Period of Performance:10/01/2026 - 09/30/2027

Reference Line:S20220069 - 0001

Pricing Options:

Indicator: Option Option Period: 4

B Supplies or Services and Prices

B.1. SCHEDULE OF SUPPLIES/SERVICES

This solicitation will result in multiple indefinite delivery, indefinite quantity (IDIQ) contracts. The guaranteed minimum for resulting IDIQ contracts will be $3,000. The maximum cumulative amount of orders issued against each contract will be $80 million.

Contract period will be for one twelve-month base period with four twelve month option periods . The Government reserves the right to reopen competition to new potential contractors annually.

Orders placed against this IDIQ contract will use the procedures outlined in the Federal Acquisition Regulation (FAR), and are considered to be issued under full and open competition. Ordering offices do not need to synopsize the requirements or make a separate determination of fair and reasonable pricing. By placing an order against this contract, the ordering office has concluded that the order represents the best value and results in the lowest cost alternative to meet the government’s needs. The terms and conditions of this IDIQ contract will be incorporated in any resulting order.

Vendors are required to propose pricing using one or more of the following methods: (1) Publisher’s List Price minus a guaranteed discount or plus a maximum fee expressed as a percentage of the Publisher’s List Price; (2) Fixed price; and (3) Publisher’s List Price plus flat fee per title. Attachment J-3 Pricing Sheet for descriptions of supplies/services required under this solicitation. Fixed prices or flat fees can only be increased during the option years, and must be presented in the contractor’s response to this solicitation.

Maximum fee cannot be increased, and guaranteed discounts cannot be decreased during the option years.

Prices, services, terms and conditions found in catalogs or brochures do not apply to the extent that they modify or conflict with the prices, services terms and conditions of this contract.

To support Customer agencies’ procurement decisions, the Contractor shall clearly state whether its products and services are compliant with Section 508 of the Rehabilitation Act.

Section C - Descriptions/Specifications/Statement of Work

C Descriptions and Specifications

C.1. OVERVIEW OF THE FEDLINK PROGRAM

Document Number: LCFDL22R0009 Page 7 of 66

The FEDLINK PROGRAM. The Federal Library and Information Network (FEDLINK), a division of the Library of Congress, is an organization of federal agencies working together to achieve optimum use of the resources and facilities of federal libraries and information centers by promoting common services, coordinating and sharing available resources, and providing continuing professional education for federal library and information staff. FEDLINK serves as a forum for discussion of the policies, programs, procedures and technologies that affect federal libraries and the information services FEDLINK’s members provide to their agencies, to the Congress, the federal courts and the American people. Since 1965, FEDLINK has served as a forum for discussion of the policies, programs, procedures and technologies that affect federal libraries and the information services they provide to all branches of the federal government and the American people.

FEDLINK combines 35 years of experience in purchasing and managing library and information services with the buying power of a consortium of federal agencies. FEDLINK streamlines procurement for commercial information services and products for federal agencies in all three branches of government, tribal governments, and the District of Columbia. FEDLINK offers simplified acquisition of commercial information services and products, negotiated discounts, and volume pricing, and eliminates of the high cost of duplicating contracting cycles and the cost associated with individual orders.

Statutory Authority for the Program FEDLINK is a revolving fund program authorized under the Library of Congress’ Fiscal Operations Improvement Act, P.L. 106-481, section 103 (2 U.S.C. section 182c).

Eligibility to Use Library of Congress/FEDLINK (LC/FEDLINK) Contracts. LC/FEDLINK Contracts are available to other federal agencies, tribal governments, the District of Columbia, and organizations authorized to use federal sources of supply.

Accordingly, LC/FEDLINK services are available to any library, information center, or other activity (such as offices of general counsel, procurement units, information resource management departments, laboratories, etc.) within the executive, legislative, or judicial branches of the United States federal government, including activities within all branches of the U.S. armed forces. In addition, for any entity authorized to use government supply sources by 48 C.F.R. § 51 and FAR 51.102, the agency's administrator or another authorized federal official must contact FEDLINK specifying that the organization’s status allows use of FEDLINK. Although LC/FEDLINK contracts meet the standards demanded by librarians and other information professionals, FEDLINK users are not limited to libraries. 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 LC/FEDLINK contracts are known as “customers” of FEDLINK’s assisted acquisition services. They are also referred to as “customers” and “customer agencies.”

LC/FEDLINK Contracts. LC/FEDLINK contractual agreements are established through formal procurement processes that meet the requirements of the FAR. The program’s broad range of contracts includes: access to electronic databases and other publications;

document delivery; subscription services for periodicals, newspapers, and other serials; acquisition of print materials from book wholesalers and publishers; and membership in bibliographic utilities (for cataloging, resource sharing, interlibrary loan, and reference services). FEDLINK thus offers its 1,000 participating member organizations “one stop shopping” for their information and library support requirements. By using the FEDLINK program, agencies with little experience with the information industry can take advantage of LC’s expertise and save considerable time and expense in purchasing print and electronic publications and library services.

FEDLINK Services. FEDLINK also provides fiscal support to members of the consortium. When establishing an Inter-Agency Agreement (IAA) with FEDLINK, the member agency may choose to pay FEDLINK to enter into one or more contracts on the member agency’s behalf. Under this “transfer pay” option, the contractor enters into a contract with LC/FEDLINK, provides goods and/or services to a FEDLINK member agency, and sends invoices via the United States Department of the Treasury’s Invoice Payment Platform (IPP). The FEDLINK Fiscal Operations (FFO) staff reviews and approves the invoices via IPP who will pay the contractor electronically. FEDLINK will subsequently send the customer a statement of account with copies of the paid contractor invoices. With transfer pay, the contractor only has to deal with one financial office and the member is relieved of the invoice processing workload.

Qualifying Contractors. Contractors who qualify as FEDLINK vendors will be those who demonstrate a thorough understanding of the technical requirements of the serial subscription services described herein; who have the required experience and facilities to provide efficient, quality services; whose past performance demonstrates reliability, business stability, and professionalism; and whose prices represent cost savings for the FEDLINK membership.

Instructions for Proposals. Instructions detailing the format for the proposal are given in Section L. The contractor shall demonstrate an understanding of the technical requirements of the three lots and the capability to effectively provide the services.

Contractors may supply sample materials (catalogs, management reports, invoices, etc.) to illustrate the narrative description of their

Document Number: LCFDL22R0009 Page 8 of 66 services required by Section L, but shall not submit such materials in lieu of narrative description. All invoice information, prices, and payments shall be in US dollars. A list of definitions is included in C.4.

C.2. SCOPE OF WORK

This solicitation is for the acquisition of (1) subscription services for serial publications of all types and in all media, including but not limited to traditional print materials that may be added to the physical holdings of a library or other institution, as well as electronic content hosted remotely by a publisher and (2) related support and electronic access services. The term “serial” is defined in C.4.

The Vendor shall furnish all qualified personnel, facilities, and supplies for the placement of new and renewal subscriptions to single or multiple addresses for domestic and foreign serials published in print and other formats, and for related services. Products and services purchased under this solicitation shall only be for official Government use.

C.3 REQUIREMENTS

The solicitation is divided into three lots. Vendors must qualify under Lot 1 in order to provide services under Lot 2 and/or Lot 3.

The three lots are:

Lot 1 # Basic Subscription Order and Renewal Service.

Lot 2 # Optional Support Services.

Lot 3 # Optional Specialized Electronic Access Services.

C.3.1. LOT ONE # BASIC SUBSCRIPTION ORDER AND RENEWAL SERVICES.

Vendors shall provide basic subscription services that would include all of the tasks necessary 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, described in detail below:

• Ordering and renewing subscriptions;

• Serving as a fiscal agent with publishers, including making timely prepayments and processing refunds;

• Facilitating timely access to, and claiming delivery of ordered subscriptions, both print and electronic;

• Providing reports and other administrative support for serials management.

C.3.1.1. Ordering and Renewing Subscriptions

1. 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:

• New Subscriptions for both print and electronic.

• Renewals for both print and electronic.

• Late Renewals for both print and electronic.

• Back Issues.

• Transfer Renewals.

• Added Copy Subscriptions.

• Special Orders.

• Memberships.

• Claiming.

2. 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:

a. Ability to search by:

• Title or series

• ISSN

• Account number or FEDLINK ID

• Vendor reference number

b. 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

Document Number: LCFDL22R0009 Page 9 of 66

• 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 of serials titles and provide database system training and/or documentation at no cost to the library.

1. Subscription Periods.

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

b.Servicing the Subscription. The Vendor shall provide administrative services for each subscription until three months after the subscription’s expiration (i.e. the publication of the last issue covered by that subscription period).

2. Renewal Orders in Option Periods.

Unless otherwise agreed to in writing between the Vendor and Contracting Officer, within 120 days prior to subscription expirations or a mutually agreed upon date, the Vendor will provide the Customer (and contracting officer if requested) a complete list of previously ordered subscriptions, including any additional parts or titles that are now a part of the original ordered subscription including new additions to publisher package subscriptions. List shall accurately match the most recent order modification, with reasons noted for any resources that can no longer be provided.

The Customer (or contracting officer) may make changes to the list. Changes may include substitutions for ceased, delayed, canceled titles, or for titles that have been changed by the publisher in a significant way. For example, if a title has merged with a new title so that the content of the new journal is no longer relevant to the Customer, substitution(s) can be made to provide the Customer with the desired content.

The Vendor is not authorized to place the orders/renewals until it receives a task order from a Contracting Officer.

3. Order Placement.

The Vendor shall place its orders with publishers for all new and renewal orders issued against its FEDLINK IDIQ contract within five working days after receipt of Task Order. 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. A list of such Vendor/publisher agreements must be submitted with the proposal to FEDLINK. FEDLINK reserves the right to request proof of newly negotiated agreements during the term of this contract.

Ongoing Subscription Services. In addition to renewal listings, subscription services encompass items ordered throughout the year.

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. Vendors shall not charge for any materials that are available for free/open access.

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 and contracting officer immediately. Once the customer has agreed to any necessary modifications, vendor will submit a revised quote to the Customer and FEDLINK that notes the specific change(s) and price adjustment(s) within five business days.

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.

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

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

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. Any order for serials that include previously issued titles will be treated as back issues.

Document Number: LCFDL22R0009 Page 10 of 66

4. Cataloging.

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:

• Titles

• ISSN

• Cost

• Frequency

• Enumeration

• Title changes, with cross references

• Documented constraints

Publisher’s Prices. The Vendor shall supply on demand publisher’s 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 CO of any serial title price increase of 10% or more.

Best Price Available to the Government. Government customers may be eligible for certain discounts offered by the publishers. If so, the Vendor must use these discounts to pass additional savings to the customer. The Vendor must provide the Customer with the lowest available price.

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

Government Audit of Vendor Records. The Vendor shall maintain complete records of all bibliographic and financial transactions of each Customer for up to three years. The Vendor shall provide, to the Customer and FEDLINK, immediate access to these records on demand. FEDLINK (or its delegate) reserves the right to audit the transaction records.

5. Addresses

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.

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

C.3.1.2. Serving as Fiscal Agent

Payment to Publishers. The Vendor shall pay publishers for all regular subscription orders prior to submission of the first customer invoice. The Vendor must certify pre#payment 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 or the customer agency prior to filling an order. FEDLINK retains the right to require detailed information about the content of such arrangements.

Adjustments. The Vendor is responsible for anticipating and paying publishers for unforeseen contingencies such as currency fluctuations and additional volumes.

Account Management. The Vendor shall provide support to the customer agency in tracking outstanding serials subscriptions and related services and the funds designated for those subscriptions/services. The Customer or a contracting officer may request a report of outstanding subscriptions/services. A contracting officer may instruct the Vendor to cancel outstanding subscriptions, publisher The Vendor shall be responsible for ensuring that all orders are completed and invoices issued within 30 to 45 days of the date that the new or renewal order is placed. The Vendor shall provide these services for all customers. The Vendor shall report foreign and domestic pricing trends at least annually. At the request of a Customer or contracting officer, the Vendor shall provide renewal lists that indicate expected inflation and price increase estimates for the agency’s renewal list.

Prices In Excess of the Task Order. The Vendor is not authorized to provide services that are not authorized in a Task Order. The Vendor cannot charge Customers prices that are not authorized in a task order. If the Vendor has concerns about the services and prices set forth in the Task Order, the Vendor must immediately contact the contracting officer listed in the order.

Document Number: LCFDL22R0009 Page 11 of 66

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 within 10 business days.

1. For Lost Periodicals, Replacements, and Discontinuance of Publication.): Documentation of invoice adjustments (often referred to as credit memos) must arrive 120 days before the end of the fiscal year when the funds expire in order to be processed as a modification. Credits must also arrive 120 days before the end of a close-out year. Should the documentation of refund (e.g., credit memo) arrive after the deadline, the COR will forward the request to FEDLINK management. See also G.3.4(b) regarding invoice adjustments.

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 their attempts to secure the refund for the government.

6. Facilitating Access

The vendor shall provide the following administrative services to support subscription ordering services:

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 in#house 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.

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.

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 print#based 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.

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.

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:

• Title being claimed

• Specific issues

• Date of Vendor's order to publisher

• Order period

• Amount paid

• Proof of payment (complete check information)

Claim List. A list of claims, which have been made, shall be furnished as indicated herein.

7. 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 or contracting officer:

• Title

• Ship#to address

• Invoice#item number

• FEDLINK ID and (IAA number, Order number, or Military Interdepartmental Purchase Request number)

Document Number: LCFDL22R0009 Page 12 of 66

• Subscription period

• Quantity

• Frequency

• Price with adjustments and estimates

• Volume

• ISSN

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 and FEDLINK retain 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 federal government fiscal year (October 1 through September 30) 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 Customers (or Contracting Officers upon request), at no cost and at least quarterly, information bulletins updating the latest known information on various serial titles, including serial title price increase of 10% 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: 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) Ship#to List. The Vendor shall provide, on demand, a listing of all Customer consignees and their complete addresses.

(g) New 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:

• Complete "Bill to" and "Ship to" address

• Title

• ISSN (stored as nnnn-nnnn)

• Publisher

• Quantity

• Subscription Period based on Agency Data

• For current online journals, the tier/level of the current subscription, if available.

• Frequency

• Format

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, supplied in an electronic spreadsheet and valid for a minimum of ninety (90) days, will be used by FEDLINK and the customer to estimate a budget for the fiscal year.Renewal list spreadsheets must contain the following minimum information, presented in the same order and format as the most recently completed order/contract action (including designations of Core and Optional titles), and note any changes:

• Complete "Bill to" and "Ship to" address

• Account number chargeable (including FEDLINK ID)

Document Number: LCFDL22R0009 Page 13 of 66

• Title

• ISSN

• Quantity

• Subscription Period based on Customer Data

• Price: The latest known publishers' rates currently available

• Service Charge/discount

• Frequency

• Publication status

• 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.)

C.3.2. LOT 2 # OPTIONAL SUPPORT SERVICES

Vendors may provide optional support to cover a range of serials subscription#related products and services to the libraries, in addition to basic subscription order and renewal services described under Lot 1. Customers may require and Vendors may offer the following:

Journal Check-in. Each ship to address has the option to have subscriptions sent to the Vendor for check-in, physical inspection, or other services, and then reshipped to the consignee. Vendor shall provide a description of check-in services offered and make the description available on demand to potential customer agencies under this contract. Customers shall specify check-in requirements for individual ship to addresses, in addition to the recording of receipt, such as number of ship to addresses; physical inspection;

reshipment; claiming; security tapes; bar coding; property stamps; packing slips; route slips; special packaging, labeling or other processing requirements; check-in reports or data; preference regarding local check-in system. Vendor will provide a status report on all work in process and completed.

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. Task orders shall specify if fulfillment of a large number of missing issues is anticipated. Vendor will provide a status report on unavailable issues.

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. Vendor will provide a status report on all work in process and completed.

ILS System Interface. The vendor shall provide integration of electronic data (EDI, vendor proprietary data, etc.) 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. Vendor will provide a status report on all work in process and completed.

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

Vendors who offer access to electronic resources may offer related systems for managing access to electronic subscriptions and articles via the Web. Vendors may also provide such electronic services as links resolution and management, special customized collection reports, etc. (Subscriptions to journals in electronic and all other formats are a basic subscription service required by Lot 1).

Vendors are not required to provide these services in order to qualify under the basic LC/FEDLINK. However, if a member library requires one or more of the electronic access services, a Vendor that does not provide those services will not qualify for that particular Customer’s procurement.

Services offered under Lot 3 may include but are not limited to:

User Interface for Serials Management. The Vendor must have the ability to order, renew, claim, and invoice via the Web, access to electronic titles including pricing, frequency, publisher information, publisher claiming restrictions, title-specific news, access to order history and claims status, and the ability to search for missing issues and get replacements online.

Management of Electronic Publication Subscriptions. The Vendor must provide products and services to help the management of electronic publication subscriptions, licenses, links, collection assessment and collection development reports. For example, Open URL Link Resolvers, Online Lists of Resources, Federated Searching, Electronic Resource Management (ERM) systems, etc.

Document Number: LCFDL22R0009 Page 14 of 66

User Authorizations and/or Usage Data. The Vendor must have ability to provide customers with 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.

C.4. DEFINITIONS. As used in this solicitation and IDIQ contracts established hereunder:

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

“Core Title” refers to any serials title that a customer intends to purchase/renew every year. Core titles make up a minimum of 51% of any given order in total titles or total dollars.

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

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

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

“Publisher License Agreement” means a third-party publisher’s terms and conditions regarding the use of and access to the publisher’s digital information products and services.

"Publisher’s List Price" the established publisher list price for the given subscription period at the time of order. It is the undiscounted price at which a publication is offered for sale to the public. The list price is usually quoted in the publisher’s catalog, and is 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 or updated on a regular or irregular basis and intended to be continued indefinitely. Serials include: periodicals, newspapers, magazines, annuals, yearbooks, journals, memoirs, proceedings, transactions, numbered monographic series, and other non-finite published works normally available through serials subscription agents. Serials may be published in any medium or format (including electronic, print, microform, or other non#print media), and may be available through purchase (as with traditional print magazines) or license (as with online journals and other continuing electronic resources).

"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."

“Vendor License Agreement” means a written agreement between the vendor and FEDLINK that sets forth the terms and conditions under which the vendor grants use or access to the digital information products and services provided under this contract and any orders issued under this contract. This may include any terms and conditions the vendor has negotiated with third-party publishers regarding use or access to the digital information products and services.

Definitions of additional terminology that relates to serials acquisition may be found in the Serials Acquisitions Glossary of the American Library Association: https://www.ala.org/alcts/files/resources/collect/serials/acqglossary/05seracq_glo.pdf

Section D - Packaging and Marking

D Packaging and Marking

D. PACKAGING AND MARKING

All physical deliverables required under this contract will be delivered in accordance with standard commercial practices and will be marked with LC Contract Number and the delivery/purchase order number.

Deliverables and other documents may also be requested to be submitted electronically.

Document Number: LCFDL22R0009 Page 15 of 66

Section E - Inspection and Acceptance

E Inspection and Acceptance

E. INSPECTION AND ACCEPTANCE

NOTICE: The following solicitation provisions and/or contract clauses pertinent to this Section are hereby incorporated by reference:

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

52.246-2 INSPECTION OF SUPPLIES FIXED PRICE (AUG 1996)

Section F - Deliveries or Performance

PERIOD OF PERFORMANCE

ITEM START END

0001 10/01/2022 09/30/2023

0002 10/01/2023 09/30/2024

0003 10/01/2024 09/30/2025

0004 10/01/2025 09/30/2026

0005 10/01/2026 09/30/2027

Clause Title Fill-ins

52.242-15 Stop-Work Order (Aug 1989)

52.242-17 Government Delay of Work (Apr 1984)

52.247-34 F.O.B. Destination (Nov 1991)

F Deliveries or Performance

F.1. Period of Performance. This Indefinite Delivery Indefinite Quantity (IDIQ) Contract shall consist of one (1) twelve (12) month Base Period, with four (4) twelve (12) Month Option periods.

Base Period: October 1, 2022 – September 30, 2023 Option Period I October 1, 2023 – September 30, 2024 Option Period II: October 1, 2024 – September 30, 2025 Option Period III: October 1, 2025 - September 30, 2026 Option Period IV: October 1, 2026 – September 30, 2027

F.2. 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.3. 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:

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

2. Description of information/data being submitted

3. FEDLINK ID

4. IAA Number

5. Order Number, or Military Intedepartmental Purchase Request Number

6. Conractor Name and Address

Section G - Contract Administration Data

Document Number: LCFDL22R0009 Page 16 of 66

LC52.232-1 Library of Congress Invoice Instructions (Oct 2016)

The Contractor must prepare and submit invoices electronically to: www.ipp.gov. The Contractor may submit payment requests using other than electronic means only when alternate procedures are authorized by the contracting officer in writing. Assistance is available via the IPP Help Desk via email at: ippgroup@bos.frb.org or by commercial telephone at (866) 973-3131. Invoices shall contain the information required in FAR 52.212-4, paragraph (g).

(End of clause)

G Contract Administration Data

G.1. LC52.201-3 Contract Administration (Apr 2015)

(a) This contract will be administered by:

Marvin Ross, Contracting Officer The Library of Congress FEDLINK Contracts Office 101 Independence Ave. SE Washington, DC 20540-9411 Email: mross@loc.gov

(b) Elinda Harris Deans, Contract Specialist The Library of Congress FEDLINK Contracts Office 101 Independence Ave. SE Washington, DC 20540-9411 Email: Ehar@loc.gov

(c) Contracting Officer Representative (COR): TBD The Library of Congress FEDLINK Network Office 101 Independence Ave. SE Washington, DC 20540-4935.

(d) Contractor Contract Administrator [Fill-in Contractor Administrator name] [Fill-in Contractor Administrator Address] Phone: [Fill-in Contractor Administrator phone] Email: [Fill-in Contractor Administrator email]

(e) 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 Pay Customers, the COR will be designated on each individual order issued under the contract.

G.1.3. Contracting Officer’s Authority. The Contracting Officer (CO) is the only person authorized to issue amendments and modifications to the solicitation/contract, approve changes in any of the requirements under the solicitation/contract, or obligate funds.

Notwithstanding any clause/provision contained elsewhere in this contract, the authority to modify the contract remains solely with the CO. If the Contractor makes any contract changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increases in charges that may result. The CO has the authority to perform any and all post-award functions in administering and enforcing the contract in accordance with its terms and conditions.

G.1.3.1. The…