LCFDL25R0023 SAM.gov 7.24.25.pdf

Document Number: LCFDL25R0023 Page 1 of 49

REQUEST FOR QUOTATION

(THIS IS NOT AN ORDER)

PAGE OF PAGES

1 48

4. CERT. FOR NAT. DEF.

UNDER BDSA REG. 2 AND/

OR DMS REG. 1

3. REQUISITION/PURCHASE REQUEST NO.

P20250010

2. DATE ISSUED

07/24/2025

THIS RFQ IS X IS NOT A SMALL BUSINESS SET-ASIDE

1. REQUEST NO.

LCFDL25R0023

5a. ISSUED BY FEDLINK Contracts Library of Congress 101 Independence Ave SE LA 215

6. DELIVER BY (date)

7. DELIVERY

RATING

Washington, DC 20540-9411

5b. FOR INFORMATION CALL (NO COLLECT CALLS)

TELEPHONE NUMBER

XFOB DESTINATION

9. DESTINATION

a. NAME OF CONSIGNEE

OTHER

(See Schedule)

11. SCHEDULE (Include applicable Federal, State and local taxes)

ITEM NO.

(a)

SUPPLIES/SERVICES

(b)

QUANTITY

(c)

UNIT

(d)

UNIT PRICE

(e)

AMOUNT

(f)

See Lines

12. DISCOUNT FOR PROMPT PAYMENT

a. 10 CALENDAR DAYS (%) 0.000

b. 20 CALENDAR DAYS (%) 0.000

c. 30 CALENDAR DAYS (%) 0.000

d. CALENDAR DAYS

NUMBER

PERCENTAGE

0.000

NOTE: Additional provisions and representations [ ] are [ X ] are not attached.

13. NAME AND ADDRESS OF QUOTER 14. SIGNATURE OF PERSON AUTHORIZED TO SIGN

QUOTATION

15. DATE OF

QUOTATION

a. NAME OF QUOTER

b. STREET ADDRESS 16. SIGNER

a. NAME (Type or print) b. TELEPHONE

c. COUNTY AREA CODE

d. CITY e. STATE f. ZIP CODE c. TITLE (Type or print) NUMBER

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition not usable

STANDARD FORM 18 (REV. 6-95)

Prescribed by GSA-FAR (48 CFR) 53.215-1(a)

NAME

AREA CODE NUMBER

Ext.:

8. TO:

b. STREET ADDRESS a. NAME b. COMPANY

c. STREET ADDRESS

c. CITY

d. CITY e. STATE f. ZIP CODE d. STATE e. ZIP CODE

10. PLEASE FURNISH QUOTATIONS TO THE

ISSUING OFFICE IN BLOCK 5a ON OR BEFORE CLOSE OF BUSINESS (Date)

08/15/2025 12:00 ET

IMPORTANT: This is a request for information, and quotations furnished are not offers. If you are unable to quote, please so indicate on this form and return it to the address in Block 5a. This request does not commit the Government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or service. Supplies are of domestic origin unless otherwise indicated by quoter. Any representations and/or certifications attached to this Request for Quotation must be completed by the quoter.

Document Number: LCFDL25R0023 Page 2 of 49

Table of Contents

Section Description Page Number

B Supplies or Services and Prices/Costs LC52.216-3 Contract Type (JUN 2016) B Supplies or Services and Prices

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

D Packaging and Marking LC52.211-1 Deliveries (APR 2015) D Packaging and Marking

E Inspection and Acceptance E Inspection and Acceptance

F Deliveries or Performance 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 LC52.201-1 Contracting Officer's Representative (COR) Appointment and Authority (Jan 2016) LC52.203-1 Contractor Publicity (Oct 2013) LC52.237-1 Key Personnel (Aug 2014) H Special Contract Requirements

I Contract Clauses 52.252-2 Clauses Incorporated by Reference (Feb 1998) 52.203-3 Gratuities (Apr 1984) 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services (Nov 2023) 52.232-11 Extras (Apr 1984) 52.242-13 Bankruptcy (July 1995) 52.243-1 Changes-Fixed-Price (Aug 1987) 52.212-5 Contract Terms and Conditions Required To Implement Statutes or Executive Orders- Commercial Products and Commercial Services (Jan 2025) 52.217-6 Option for Increased Quantity (Mar 1989) 52.217-8 Option to Extend Services (Nov 1999) 52.232-39 Unenforceability of Unauthorized Obligations (Jun 2013) 52.233-1 Disputes (May 2014) 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) LC52.232-25 52.232-25 (DEV) Prompt Payment (Jul 2013) LC52.233-1 52.233-1 (DEV) Disputes (MAY 2014)

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

52.204-24 Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (Nov 2021) 52.204-26 Covered Telecommunications Equipment or Services-Representation (Oct 2020) 52.209-5 Certification Regarding Responsibility Matters (Aug 2020) 52.209-7 Information Regarding Responsibility Matters (Jul 2013) 52.212-3 Offeror Representations and Certifications-Commercial Items (Feb 2021)

L Instructions, Conditions and Notices to Offerors or Respondents LC52.215-1 Proposal Submission Instructions - Best Value Trade-Off (JUL 2016)

M Evaluation Factors for Award 52.217-5 Evaluation of Options (July 1990)

52.215-4 EVALUATION FACTORS FOR AWARD

Document Number: LCFDL25R0023 Page 3 of 49

Section B - Supplies or Services and Prices/Costs

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

BASE PERIOD Base: NSWV

Preservation Services

Firm Fixed Price

PSC:

1.000000

JOB $0.00 $0.00

Period of Performance: 09/30/2025 - 09/29/2026

Description: Base period base CLINs 0001-0006

Reference Line: P20250010 - 0001

Pricing Options:

Indicator: Base

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

BASE PERIOD Optional: NSWV

Preservation Services

Firm Fixed Price

PSC:

1.000000

NTE $0.0000 $0.00

Period of Performance: 09/30/2025 - 09/29/2026

Description: Base period optional CLINs 0007-0013

Reference Line: P20250010 - 0001

Pricing Options:

Indicator: Base

LC52.216-3 Contract Type (JUN 2016)

The Government contemplates award of a Firm Fixed Price-type contract.

(End of Clause)

B Supplies or Services and Prices

B.1. TITLE

The title of this procurement is “Digitization of Microfiche for the Naval Surface Warfare Center, Dahlgren Division.”

B.2. PRICING

All dollar amounts (unit price and total amount) shall be limited to two decimal places with no rounding error. Use Attachment G - Price Proposal to submit pricing.

B.2.1. Price Schedule

BASE YEAR

CLIN Description Quantity Unit Unit Price Amount 0001 16mm microfiche

(oversized) 100,000 Image

Document Number: LCFDL25R0023 Page 4 of 49

0002 35mm jacket microfiche (oversized)

167 Image

0003 105mm/COM microfiche

1,517 Image

0004 Derivatives (Searchable PDF/A)

101,683 Image

0005 Metadata creation

- technical: vendor supplied

101,683 Image

0006 Special Handling - Level 2

30,000 Minute

Total, Base CLINs

Optional CLINs

0007 16mm microfiche (oversized)

759,800 Image

0008 35mm jacket microfiche (oversized)

4,833 Image

0009 105mm/COM microfiche

43,983 Image

0010 Derivatives (Searchable PDF/A)

808,617 Image

0011 Metadata creation

- technical: vendor supplied

808,617 Image

0012 Special Handling - Level 2

80,000 Minute

0013 Round trip to pick up and return originals

2 Trip

Total, Optional CLINs

Total Contract Value, Base Year

B.2.2 Optional CLINs. Optional CLINs may be exercised in whole or in part at any time during the period of performance of the contract.

Section C - Descriptions/Specifications/Statement of Work

C Descriptions and Specifications

C.1. BACKGROUND

To meet the goal of protecting federal agency collections and assuring their long-term, sustainable preservation and access, FEDLINK intends to award a contract for high-quality digital reformatting following federal guidelines. This solicitation defines the terms, conditions, and pricing for the acquisition of digital products on behalf of FEDLINK customer agency, Naval Surface Warfare Center, Dahlgren Division.

C.1.1. Customer Overview The Naval Surface Warfare Center, Dahlgren Division (NSWCDD), is a FEDLINK customer agency located in Dahlgren, VA.

NSWCDD provides the military with the development and integration of warfare systems for the warfighter, warfighting and the future fleet. The NSWCDD seeks to insure efficient and cost-effective authoritative information sources and to utilize emerging technologies and partnerships to enhance and support the mission of the Naval Sea Systems Command.

C.2. SCOPE

Document Number: LCFDL25R0023 Page 5 of 49

C.2.1. Scope of Work The Naval Surface Warfare Center, Dahlgren Division (hereafter “Customer” or “NSWCDD”) requires the creation of digital images and derivative PDF/A full text files for a collection of Naval Surface Warfare Center technical reports and other agency publications on microfiches. Technical reports and documents contain unclassified and classified materials with an information level of Confidential. The digitization project will preserve the NSWCDD’s microfiche collection that includes last known copies and facsimiles for brittle microfiche.

C.3. GENERAL REQUIREMENTS

C.3.1. Project Management and Coordination

C.3.1.1. Contractor Personnel Qualifications The Contractor’s personnel shall possess the required education, training, and experience to perform the work according to the requirements in the solicitation. All Contractor personnel working on this contract shall have a Confidential clearance, unless otherwise approved by the COR. All Contractor personnel working on this contract shall sign the Library’s non-disclosure agreement (Attachment H).

(a) Project Manager/Technical Operations Manager: A minimum of three (3) years of experience managing comparable digitization projects. The Project Manager/Technical Operations Manager is designated as key personnel.

(b) Imaging Operators: A minimum of two (2) years of experience with handling and imaging microforms.

C.3.1.2. Communication Throughout the work on a contract, the contractor’s project manager shall maintain contact by telephone, email, or in person with the Customer project manager and contracting officer’s representative (COR) in order to discuss any issues related to the contract.

The contractor’s project manager or designated alternative shall be available within a period of 24 hours after receipt of notification (telephone, email, or letter) from the Customer project manager or COR to discuss any matter concerning the contract.

C.3.1.3. Government Responsibilities The NSWCDD will provide:

(a) Library Project Manager. The customer will appoint a project manager as the main point of contact between the Contractor and the customer. The customer project manager will be responsible for authorizing work instructions, conversion plans, and acceptance of deliverables; monitoring the Contractor’s work; and communicating with the Contractor’s project manager regarding questions of a technical and administrative nature.

(b) Materials for digitization

(c) Inventory list

(d) Hard drives for batch deliveries

C.3.2. Project Plan The Contractor shall document and create a project plan encompassing all digital conversion project activities. The Customer will approve, in writing, the project plan. The project plan will confirm the following according to the specifications in subsequent sections of Section C and section F.

(a) Image master and derivative formats

(b) Material handling and safety procedures

(c) Transportation / Shipping

(d) Reporting requirements

(e) Schedule for digitization

(f) Quality assurance plan, including use of targets

(g) Delivery method of completed products

(h) Deletion of files after Customer acceptance of deliverables

Once the project plan has been approved in writing by both Customer and the Contractor, the test phase will begin. The Contractor is advised that only the Customer’s project manager can give written authorization to make changes to the details of the plan once the project plan has been approved.

C.3.3. Test Samples Prior to beginning production work, the Contractor shall provide test samples. Test objects may include representative content, as well as targets that will be evaluated by the Customer to assess and verify Contractor capability to meet the requirements.

Document Number: LCFDL25R0023 Page 6 of 49

The Customer will authorize production work to begin when the government review indicates that the Contractor has met the requirements in Section C and the project plan. The Customer may require additional testing for subsequent batches depending on the source materials.

C.3.4. Security of Materials

(a) Safety of Customer Materials. The Contractor shall take all reasonable precautions to safeguard all Customer-furnished materials and return such material to the Customer in the same or better condition with the completion of each contract. The Contractor shall be responsible for the safekeeping of all Customer materials while in its facilities, and during transit to or from the Contractor facility.

The Contractor shall safeguard Customer material against theft, vandalism, fire, flood, rodent and insect infestation, and other hazards.

Customer materials shall be handled only by the Contractor’s employees, and only in connection with work authorized under the contract.

(b) Liability. The Contractor shall be liable for damage or loss of the original items owned by the Customer which would have been avoided by the Contractor exercising reasonable care. The Contractor’s liability shall not exceed the appraised value (if one exists) of the items or the cost of replacing or repairing the damaged or lost items. The Contracting Officer will determine whether the Contractor shall replace or repair damaged items. If a loss occurs, an independent appraiser may be called upon to determine the value of the items lost or damaged.

(c) Insurance. Insurance coverage shall be provided, upon Customer request, by the Contractor on a “door-to-door” basis, i.e., from the time the shipment leaves the Customer until the receipt of the finished work and originals are returned to the Customer.

The Contractor shall have sufficient insurance to cover the loss of or damage to each original item in performance of the contract.

The insurance shall be provided by specific policy(ies) or by inclusion of the risks in the Contractor’s existing policy(ies) and shall be issued for the duration of the contract period of performance. If requested, a copy of the insurance policy(ies) shall be sent to the Customer not later than thirty (30) days after award. The Contractor shall factor the cost of insurance into unit charges. The valuation is the responsibility of the Customer.

(d) Environment. Customer materials shall be maintained in an environment in which the ambient temperature remains between 60 and 71 degrees Fahrenheit, and that the relative humidity does not exceed 55%. These conditions shall be observed and maintained during transport in a Contractor vehicle (if used) and in the Contractor’s facility. Whenever original materials are not in the process of being treated, they shall be stored in an area secured from theft and damage and maintaining an ambient temperature between 60 and 71 degrees Fahrenheit and relative humidity not exceeding 55%. Whenever original materials are not in the process of being treated/converted, they shall be stored in an area secured from theft and damage and maintaining the same environmental conditions as specified above.

(e) Facility Security. The Contractor’s facility shall have securely locked doors and windows and shall have a security alarm system connected to a local police department or security firm. The Contractor’s facility shall have all adequate fire alarm and fire suppression systems in accordance with local, state, and federal government regulations.

(f) Disaster Plan. The Contractor is expected to have a disaster plan in place and shall be able to provide copies of the plan to the Customer Project Manager or Contracting Officer’s Representative (COR) when requested. The Contractor shall notify the Customer Project Manager as soon as possible in the event of a fire, flood, other natural disaster, break-in, or other emergency. The Contractor shall notify the Customer Project Manager of any plan to relocate Customer materials. If the Contractor experiences a disaster or emergency or other unforeseen circumstances that halts or delays the Contractor’s ability to fulfill the contract performance period, proof must be submitted to the Customer Project Manager.

(g) Handling of Classified Materials. NSWCDD’s microfiche collection includes technical reports and documents containing unclassified and classified materials with a clearance level of Confidential. The Contractor shall maintain scanning procedures, computer systems, facilities, and storage areas that meet the requirements to work with Confidential clearance levels. The Contractor shall not release any documents received from NSWCDD to the public or in any repositories that are accessible to the public. Upon completion of the contract, the Contractor shall delete all unclassified and confidential data and information that was processed during the performance of the order. The Contractor shall purge all data and information from computer systems and data storage components.

C.4. SPECIFIC REQUIREMENTS

C.4.1. Materials to be Digitized The Contractor shall digitize a selection of microfiches with the following characteristics:

• Size: 16 mm, 35mm, and 105 mm

• Number of frames per fiche: ranges from 3-100 frames, with an average of 50 frames

• Content: Naval Surface Warfare Center technical reports and documents, including classified and unclassified materials with Confidential clearance levels. Microfiches are in grayscale with less than 1% containing color images. Estimated percentages:

o Unclassified – 52% o Confidential – 48%

• Estimated total number of pages per microfiche type:

o COM Microfiche- 900 fiche with 45,000 pages o 16mm Oversized Jacket Microfiche (Good Condition)- 14,620 fiche with 731,000 pages

Document Number: LCFDL25R0023 Page 7 of 49 o 35mm Oversized Jacket Microfiche (Good Condition)- 100 fiche with 5,000 pages o 16mm Oversized Jacket Microfiche (Brittle Condition)- 1,450 fiche with 72,500 pages

See Attachment A for an inventory of selected microfiches. Additionally, see Attachment B for sample images of microfiche.

C.4.2. Digitization Specifications Digitization requirements are driven by the most current version of the information capture specifications, quality guidelines, and content categories and digitization objectives recommended by the Still Image Group of the Federal Agency Digitization Guidelines Initiative (“FADGI” - https://www.digitizationguidelines.gov/). The Contractor shall follow the digital imaging standards, technical guidelines, and best practices described in the latest version of the Technical Guidelines for Digitizing Cultural Heritage Materials:

Creation of Raster Image Master Files (Attachment C.).

C.4.2.1. Imaging Instructions. The Contractor shall digitize the source materials according to the following instructions as described in the FADGI Technical Guidelines:

Grayscale

(a) Resolution: Capture images at 4000 ppi

(b) Bit depth: 8-bit for text

(c) Color mode: Grayscale

(d) Color Space: Gray Gamma 2.2

(e) No materials will be destroyed during the scanning process

(f) Blank pages that are not part of pagination will not be scanned

Color

(a) Resolution: Capture images at 4000 ppi

(b) Bit depth: 24-bit for images/graphs

(c) Color mode: Color

(d) Color space: sRGB

(e) No materials will be destroyed during the scanning process

(f) Blank pages that are not part of pagination will not be scanned

C.4.2.2. Image Processing

(a) Crop images to include the visible page edge.

(b) De-skew if skew is greater than 3 degrees.

(c) Insert PDF declassification page at the beginning of microfiche where the documents are unclassified. In these instances, the envelope is marked with the declassification, but the microfiche has the original, unredacted classification listed. See Attachments D and E.

C.4.2.3. Performance Level Digitization shall be performed in accordance with the current version of the FADGI Technical Guidelines and Technical Guidelines for Digitizing Cultural Heritage Materials: Creation of Raster Image Master Files to achieve a 3-star performance level for all images.

C.4.2.4. Master and Derivate File Formats

(a) The Contractor shall deliver master images as uncompressed TIFF images.

(b) The Contractor shall deliver derivative files for each image as searchable PDF/A, one file per volume.

C.4.3. Metadata Requirements

(a) Embed in TIFF standard technical metadata concerning digitization such as equipment and software used, time stamp, etc.

(b) Company performing the scanning should be identified as the “PDF producer”

(c) Provide electronic index in a spreadsheet of item IDs cross referenced to directory and file names (optional).

(d) Materials, microfiche, digitized files such as PDFs, etc. shall not be distributed outside of the United States. This includes both unclassified and Confidential materials.

C.4.4. File Naming File names of the master files, derivative files, and associated metadata files shall adhere to the specifications provided by the Customer during the project planning phase of the project. The Customer expects to use directory and filenames corresponding to the microfiche number for each item listed on the inventory sheet. For each item, the Contractor shall create a separate PDF, TIFF, and .txt folder. Within each folder, individual image and text files shall be named with a sequential number.

A file naming example for item with microfiche number 13524:

http://www.digitizationguidelines.gov/)

Document Number: LCFDL25R0023 Page 8 of 49

13524

\PDF

13524.pdf

\TIFF

13524 _1.tif 13524 _2.tif 13524 _3.tif

\TXT

13524 _1.txt

13524 _2.txt 13524 _3.txt

The above samples are for illustration purposes only.

C.4.5. Imaging Equipment Performance and Monitoring Imaging equipment performance shall be monitored as follows:

(a) Imaging and scanning work shall be completed at a cleared contractor facility using computer systems equipped to handle classified information. Classified information is not permitted to be on un-cleared computers.

(b) At a minimum, imaging equipment shall meet a 3-star performance level for all performance metrics as defined in the current FADGI Technical Guidelines.

(c) Imaging equipment performance and consistency during production shall be evaluated using daily testing and reporting with the Microfilm Preservation target, (available from Image Science Associates and other vendors).

(d) If imaging equipment performance drops below the required minimum level (3-star or better) or there is a change outside normal variability of routine production performance levels, all imaging shall be stopped, and the deficiency shall be addressed by the Contractor. Addressing performance issues may require re-calibration, preventive maintenance, and/or repair of the imaging equipment.

C.4.6. Digital File Delivery

(a) Batch delivery of files shall be sent to the Customer on a monthly basis.

(b) Files will be delivered on four (4) external hard drives provided by the Customer; two for unclassified documents and the others for classified documents. Drives may be re-used during the contract period. The Contractor shall take into account the number of deliveries and timing needed to ensure hard drives are available. See section F.3. Schedule of Events/Deliverables.

(c) The Contractor shall provide a chain of custody manifest detailing the contents delivered and tracking information.

(d) The Contractor shall clearly label the drives with their company name and contract and order number.

(e) The Contractor is responsible for shipping costs of hard drives to the Customer. The Customer is responsible for shipping costs of hard drives to the Contractor.

C.4.7. Safe Handling Guidelines The Contractor shall follow basic preservation guidelines for digitizing library materials such as those found here: http://www.loc.gov/preservation/care/scan.html, unless otherwise directed by the COR.

(a) Preventing further damage to source materials shall be the primary concern during imaging.

(b) Because of the brittle condition of the source materials, automatic document feed (ADF) scanners shall not be used.

(c) In the event that any damage to source materials occurs during the imaging, the operator shall cease imaging that item. The Contractor Project Manager shall contact the Library Project Manager for further direction.

(d) When working with microfiche the Contractor must remove microfiche from envelopes and plastic coverings prior to imaging and return the microfiche to the envelope or plastic coverings when imaging is complete.

C.4.8. Special Handling Materials to be digitized may be fragile, requiring the Contractor to observe special handling requirements as specified in individual orders. Special handling may be defined by the condition, complexity, and level of effort. A portion of NSWCDD materials have been identified a level 2. Special handling Level 2 is defined as:

Level 2: Condition of materials is considered fair to poor and may require extra time or effort to prepare for imaging in a safe manner.

The contractor may be required to prepare or handle materials at a moderate level of effort, including but not limited to, fragile or brittle items, unfolding or removing pages from enclosures, binding or page stabilization, fine engravings, minimal conservation, etc.

Approximately 92% can be imaged with normal handling for microfiche; and approximately 8% will require special handling typical for microfiche with condition issues. One (1) instance of special handling is expected to equate to one (1) minute. Examples of special handling actions include, but are not limited to, the following:

• Carefully handle brittle or torn microfiche.

• Utilize stabilization treatments as necessary to achieve scanning.

http://www.loc.gov/preservation/care/scan.html

Document Number: LCFDL25R0023 Page 9 of 49

• Remove brittle microfiche or microfiche in poor condition from encasings prior to imaging and return the microfiche to the envelope or plastic coverings once scanning is complete.

C.4.9. Reporting The Contractor shall provide a variety of reports to the Customer to facilitate tracking, inspection, and acceptance. Examples are as follows:

(a) Project Plan (see section C.3.2.)

(b) Receipt reports for each shipment to the Contractor

(c) Quality control reports for each batch, or on a weekly basis

(d) Status reports provided on a periodic basis as documented in the project plan, but at a minimum on a monthly basis. The number of items scanned, processed, reviewed, and completed shall be included in the reports.

(e) Invoices submitted for accepted batches of work

(f) Electronic copies of invoices to Customer and FEDLINK COR when submitted to FEDLINK for payment. (See Section G.2.)

C.4.10. Location and Shipping Imaging and metadata work shall take place at the Contractor’s facilities located within the United States. However, metadata work may take place outside the United States if needed. Materials, digital files of the PDF, etc. shall not be sent outside the United States.

The NSWCDD will pack and prepare shipments of all materials for transport to the Contractor. Based on initial estimates, there are approximately 25 boxes with box dimensions of 18x16x6 inches. The 25 boxes comprise the whole collection and will be divided up for transport.

Due to the volume and security concerns, the delivery method of Naval Surface Warfare Center microfiche to the Contractor’s facilities will be dependent on the contractor’s location. If the Contractor facility is less than 120 miles from the NSWCDD, the Customer shall transport materials to and from the Contractor via the NSWCDD’s secure vehicle. If the Contractor’s facility is over 120 miles from the NSWCDD, the contractor shall transport materials to and from the customer via a secure vehicle.

The NSWCDD is located at 6149 Welsh Rd, Dahlgren, VA 22448.

The Contractor shall confirm each shipment from the Customer and return a Receipt of Materials Report to identify all items received.

If there is any discrepancy between the Customer’s manifest and items received, the Contractor shall notify the Customer project manager immediately.

C.4.10.1. Transport of Materials from NSWCDD Contractors that are over 120 miles from NSWCDD shall pick up and return original materials in a secure vehicle. To access NSWCDD’s premises, a regular 10-passenger van does not require additional security steps and is the recommended size of vehicle.

If a larger vehicle will be utilized, the Contractor shall inform the Customer. Contractors shall park in an adjacent lot and NSWCDD staff will assist in bringing materials to the contractor’s vehicle.

Contractor facilities over 120 miles from NSWCDD and who are required to transport materials to and from the customer shall:

(a) Use a secure, locked vehicle suitable for transferring classified materials between locations.

(b) Double wrap classified information before transport.

(c) Clearly label boxes according to security level.

See section F.4. SCHEDULING PICKUPS AND DELIVERIES for more information.

Section D - Packaging and Marking

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)

Document Number: LCFDL25R0023 Page 10 of 49

D Packaging and Marking

All deliverables required under this contract will be delivered in accordance with standard commercial practices and will be marked with the FEDLINK contract number. Deliverables and other documents may also be requested to be submitted electronically.

Section E - Inspection and Acceptance

E Inspection and Acceptance

Inspection and Acceptance will be conducted in accordance with FAR 52.212-4 Contract Terms and Conditions – Commercial Items (Nov 2023).

E.1. CONTRACTOR QUALITY ASSURANCE AND REVIEW

E.1.1. Quality Level for Digitization Imaging shall meet a 3-Star imaging performance level as defined in the current FADGI Technical Guidelines. Conformance will be measured by both physical inspection of deliverables and as measured using the Microfilm Preservation Target.

E.1.2. Contractor Quality Assurance The Contractor shall initiate, document, and maintain a quality assurance (QA) program throughout the period of performance in order to ensure conformance with the Customer’s requirements for accuracy and delivery. The QA program shall document the Contractor’s methods for addressing at minimum the following:

• Inspection of filenames, directories or digital packages for all digital image files, metadata, and derivative and other associated files produced under this contract.

• Evaluating file well-formedness, integrity and conformance to specification.

• Evaluating digital quality relative to characteristic of analog object being digitized.

• Inspecting hardware and software to ensure that it is of appropriate quality, accuracy, and quantity to ensure that all requirements of this contract are met.

• Quality control procedures, including actions taken to correct problems, and submission of a quality control report along with (or as a part of) an imaging log or production database, with each delivery to the Customer. This quality control report must enumerate and describe actions taken.

E.1.3. Contractor Quality Control and Review of Deliverable The Contractor shall be responsible for performing all reviews, inspections, or evaluations of all deliverables during production and prior to their delivery to the Customer to ensure that deliverables are of an acceptable level of quality and that they meet requirements specified in Section C. of the task order.

The Contractor shall perform image inspection to ensure that deliveries of images to the Customer meet all requirements. Image quality criteria include the following:

• Tone

• Color

• Brightness

• Contrast

• Target assessment – aimpoints

• Clipping – detail lost in high values (highlights) or dark values (shadows) - not applicable to 1-bit images

• Accuracy

• Target assessment – aimpoints

• Clipping – detail lost in individual color channels

• Aimpoint variability

• Saturation

• Channel registration

• Mis-registration

Document Number: LCFDL25R0023 Page 11 of 49

• Inconsistencies within individual channels

• Quantization errors

• Banding

• Posterization

• Noise

• Overall

• In individual channels

• In areas that correspond to the high density areas of the original

• In images produced using specific scanner or camera modes

• Artifacts

• Defects

• Dust

• Newton’s rings

• Missing scan lines, discontinuities, or dropped-out pixels

• Detail

• Loss of fine detail

• Loss of texture

• Sharpness

• Lack of sharpness

• Over-sharpened

• Inconsistent sharpness

• Flare

• Skew greater than 3 degrees

• Evenness of tonal values, of illumination, and vignetting or lens fall-off

E.2. CUSTOMER QUALITY REVIEW AND ACCEPTANCE OF DELIVERABLES

The Customer may apply one hundred percent (100%) automated validation as part of its workflow. After deliverables pass automated validation, the Customer may perform 100% visual inspection of images by qualified Customer staff. Additional review will be performed as described in Section E.2.2. of this RFQ.

E.2.1. Inspection Period The Customer requires sixty (60) calendar days to perform inspections and acceptance for digitization deliverables. The inspection period will begin the day the deliverable is received by the Customer.

The Customer Project Manager shall notify the Contractor of acceptance or rejection within sixty (60) calendar days of receipt of the deliverables and shall notify the Contractor in writing when it is safe to delete delivered files from the Contractor’s servers.

E.2.2. Inspection Procedures Delivery media, digital images, metadata, content, files, file names, and directory structure, shall be inspected and evaluated by the Customer to determine adherence to requirements in Section C of the task order.

E.2.2.1. Customer Inspection Reporting.

For work that the Customer examines, the Customer will deliver to the Contractor a report itemizing error types, severity, and number of errors. If the number of errors is too numerous to make a full error report practical, the Customer will provide a report that communicates typical error types encountered, and an approximate number of errors. The Customer is obligated to fully document only the number of errors up to the rejection threshold for the sample.

E.2.2.2. Elements for Inspection. The Customer will inspect Contract work for the following:

• Delivery Media and File Functionality. All delivery media, for the original delivery as well as for re-work, will be inspected to ensure that the requirements in the Statement of Work of the task order and the TDL are met. Any delivery media or files that are non-functional in the Customer’s systems shall be rejected.

• Any required documentation, including associated quality review reports, will be verified for completeness and accuracy.

For conversion work done in batches, batches may be rejected if the appropriate documentation is not submitted with the batch.

Document Number: LCFDL25R0023 Page 12 of 49

• Item-level Characteristics.

1. Images are produced for every required page.

2. Complete page has been captured.

3. Content is free of duplicates or omissions and in proper order relative to the source document.

4. Images are numbered and delivered in the same order and manner of the source document, unless otherwise instructed.

• File-level Characteristics.

1. File naming, directory structure, and delivery media marking or naming is accurate.

2. Content of file headers and file delivery package (if applicable) is correct.

3. File format and version conform to contract requirements.

4. File format complies in areas of well-formedness and validity.

5. Size, sampling rate, color space and other encoding features are as specified.

6. Compression algorithm and level of compression comply with the contract, if applicable.

• Image-level Characteristics.

1. Image quality: images meet quality requirements for both objective and subjective performance requirements (e.g., color encoding accuracy, noise levels, sampling frequency, SFR-based resolution, etc.).

2. Complete capture or conversion of content are as required: page image.

3. Images are not skewed more than 3 degrees, out of focus, or flawed.

4. Images have no stray artifacts.

5. Images do not contain watermarks unless specified by the Customer.

6. Page or image orientation, as required.

7. Cropping, as required.

8. Image size, level of compression (if applicable) and image resolution are correct.

• Metadata.

1. Required metadata, including full text, meet contract requirements.

E.2.3. Acceptance The Customer will submit written acceptance reports for all batches that have been accepted within sixty (60) calendar days of receipt.

Invoices shall be submitted only for batches that have been accepted in writing.

E.3. RE-WORK

Re-work for digitization means the re-capture, re-processing, or correction of rejected files.

The Customer will notify the Contractor of any re-work to be done, in specific detail. Re-work shall be done only after an authorized representative of the Contractor has confirmed an understanding of the reason the batch/item was rejected, and discussed the parameters of the re-work, with the Customer Project Manager. No more than thirty (30) calendar days shall elapse between the time the Contractor is notified of the need for re-work and the delivery of the re-work.

The Contractor shall follow the specifications in Section C and project plan of the task order for the re-work, unless otherwise directed by the Customer Project Manager.

The Contractor shall provide re-work at no additional charge to the Customer.

Section F - Deliveries or Performance

PERIOD OF PERFORMANCE

ITEM START END

0001 09/30/2025 09/29/2026

0002 09/30/2025 09/29/2026

F Deliveries or Performance

Document Number: LCFDL25R0023 Page 13 of 49

F.1. PERIOD OF PERFORAMNCE

The Period of Performance of this order is as follows:

Base Period One year period from date of award

F.2. PLACE OF PERFORMANCE

Imaging shall take place at Contractor facilities in the U.S.A. Metadata work may take place outside the U.S.A.

F.3. SCHEDULE OF EVENTS/DELIVERABLES

No. Description of Event/Deliverable Due date 1 Customer and Contractor attend Kick-off meeting.

Within 1 week of order start date.

2 Customer or Contractor picks up materials. Within 4 weeks of order start date.

3 Contractor submits Receipt of Materials

Report Within 5 days of receipt of materials.

4 Project Plan is finalized Within 6 weeks of order start date.

5 Contractor submits test samples. Within 8 weeks, until test samples meet the requirements.

6 Contractor performs equipment performance monitoring.

Daily.

7 Conversion and processing. Regular, scheduled basis.

8 Contractor performs quality review and reporting.

Regular basis, before delivery of outputs for each batch.

9 Contractor delivers completed work. Monthly on a regular, scheduled basis according to Project Plan

10 Contractor delivers reports Regular basis, according to Project Plan.

11 Customer performs inspection and acceptance.

Notification of acceptance provided to Contractor within sixty (60) calendar days after receiving deliverables.

12 Contractor delivers re-work. Thirty (30) calendar days after receiving notification from Customer as needed.

13 Return microfiches to Customer. After all deliverables have been accepted.

14 Invoice submission and payment. Invoice submitted to FEDLINK Fiscal

Office according to instructions. Payment is within thirty (30) calendar days of receipt of valid invoice.

15 Invoice(s) submitted to COR for approval Within ten (10) calendar days after acceptance memo provided by Library

16 Invoice(s) submitted to IPP for accepted work

Within ten (10) calendar days after approval from COR.

17 Invoicing continues as work is accepted by the Library

Regular, ongoing basis

18 Final invoice submitted to COR for approval

Within thirty (30) business days after final acceptance memo provided by Library.

19 Final invoice submitted to IPP Within ten (10) calendar days after approval from COR.

F.4. SCHEUDLING PICKUPS AND DELIVERIES

The NSWCDD is located at 6149 Welsh Rd, Dahlgren, VA 22448.

Pickup and delivery shall occur between the hours of 8:30am - 5:00pm Mondays through Fridays, except federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

If the Contractor is required to come onsite to pick up and return original materials, they shall fill out the Department of the Navy Local Population ID Card/Base Access Pass Registration Form (see Attachment F) and submit to the Customer.

Document Number: LCFDL25R0023 Page 14 of 49

Section G - Contract Administration Data

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

The Contractor must prepare and submit invoices electronically to: https://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: IPPCustomerSupport@fiscal.treasury.gov or by commercial telephone at (866) 973-3131.

Invoices shall contain the information required in FAR 52.212-4, paragraph (g).

G Contract Administration Data

G.1. CONTRACT ADMINISTRATION

G.1.1. This contract will be administered by:

(a) Contracting Officer (CO):

Catherine Campbell The Library of Congress, FEDLINK Contracts 101 Independence Ave. SE Washington, DC 20540-4935 Email: catcampbell@loc.gov

(b) Contract Specialist (CS) Katherine Bowen The Library of Congress, FEDLINK Contracts 101 Independence Ave. SE

Email: katbowen@loc.gov

(c) Contracting Officer Representative (COR): (To be provided at award) TBD, Librarian/Network Program Specialist The Library of Congress, FEDLINK 101 Independence Ave. SE

Email: @loc.gov

(d) Designated Point of Contact for NSWV: (To be provided at award) Name:

Phone:

Email:

(e) Contractor Contract Administrator:

Name:

Phone:

Email:

G.1.2. Contracting Officer's Authority. The FEDLINK 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 FEDLINK CO. If the Contractor makes any contract changes at the direction of any person other than the FEDLINK 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 http://www.ipp.gov/ mailto:catcampbell@loc.gov mailto:katbowen@loc.gov

Document Number: LCFDL25R0023 Page 15 of 49 charges that may result. The FEDLINK CO has the authority to perform all post-award functions in administering and enforcing the contract in accordance with its terms and conditions.

G.1.3. Modification Requests. The contractor shall submit any requests for modifications to this contract to the FEDLINK CO with a copy of the request to the appointed FEDLINK COR.

G.1.4. Contract Resolution. Contracting problems of any nature that may arise during the life of the contract must be handled in conformance with very specific laws and regulations, including but not limited to, the Federal Acquisition Regulation provisions in this contract. Only the FEDLINK CO is authorized to formally resolve such problems. Therefore, the FEDLINK COR and the contractor shall bring unresolved contractual problems to the immediate attention of the FEDLINK CO.

G.2. INVOICING INSTRUCTIONS

G.2.1. INVOICE REVIEW AND PAYMENT. For purposes of this clause, “invoice payment” means a Government disbursement of monies to a Contractor under a contract or other authorization for supplies or services accepted by the Government.

This includes payments for partial deliveries that have been accepted by the Government and final costs or fee payments where amounts owed have been settled between the Government and the Contractor. Payment will be considered as being made on the day a check is dated or an electronic funds transfer is made. All days referred to in this clause are calendar days. The designated billing office for transfer pay accounts is LC/FEDLINK.

(a) Return of Improper Invoices. If the invoice does not comply with requirements herein, then the Contractor shall be notified of the defect within 7 days after receipt of the invoice at the designated billing office. Rejected invoices will be accompanied by a form indicating the reason for the rejection and may be resubmitted when the condition(s) causing the rejection is corrected.

(b) Invoice Adjustments. The Government may adjust invoices to remove charges not valid and not payable under this contract, such as line items for excluded products/services, sales tax, freight charges, and prior month billing. FEDLINK will not adjust invoices to correct errors or adjustments to match delivery orders.

(c) Payment Due Date. The due date for making invoice payments will be the later of the following two events:

(1) The 30th calendar day after the designated billing office has received a proper invoice from the Contractor. If the payment due date falls on a weekend or holiday, payment will be made on the following business day.

(2) The 30th day after Government acceptance of supplies delivered or services performed by the Contractor. On a final invoice where the payment amount is subject to contract settlement actions, acceptance will be deemed to have occurred on the effective date of the contract settlement.

However, if the designated billing office fails to annotate the invoice with the actual date of receipt, the invoice payment due date will be deemed to be the 30th day after the date the Contractor’s invoice is dated, provided a proper invoice is received and there is no disagreement over quantity, quality, or Contractor compliance with contract requirements.

(d) FAR 52.232-33 Payment by Electronic Funds Transfer – System for Award Management (Jul 2013). In accordance with the Debt Collection Improvement Act, all FEDLINK payments to Contractors will be made via electronic funds transfer (EFT). The Contractor shall complete the “Contractor Survey Form” to provide the information necessary to transmit payments to the Contractor’s financial institution. Payment will be considered as being made on the effective date of the EFT.

(e) Remittance Advice. FFO will provide the Contractor contact identified in this contract with a remittance advice that details the invoices for which payment is made. FFO e-mails the remittance advice to the Contractor’s accounts receivable contact a few days before the EFT payment is completed. The Contractor should use the remittance advice to update its accounts receivable records. If an e-mail address is not on file, FFO will fax the remittance advice.

Copies of all correspondence concerning the order shall be provided to the Contracting Officer and the Contract COR at the above address and shall make reference to the order number.

Section H - Special Contract Requirements

LC52.201-1 Contracting Officer's Representative (COR) Appointment and Authority (Jan 2016)

Document Number: LCFDL25R0023 Page 16 of 49

(a) Performance of work under this contract is subject to the technical direction of the COR. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, and/or fills in details and otherwise serves to ensure that tasks outlined in the contract are accomplished satisfactorily.

(b) Technical direction must be within the scope of the contract specification(s)/work statement. The COR does not have authority to issue technical direction that:

(1) Constitutes additional work outside the contract specification(s)/work statement;

(2) Constitutes a change as defined in the “Changes” clause of this contract;

(3) Causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The COR must confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR. If, in the opinion of the contractor, any direction of the COR or the designated representative falls within the limitations of (b) above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the “Disputes” clause of this contract.

LC52.203-1 Contractor Publicity (Oct 2013)

The Contractor, or any entity or representative acting on behalf of the Contractor, may not refer to the equipment or services furnished pursuant to the provisions of this contract in any news release or commercial advertising, or in connection with any news release or commercial advertising, without first obtaining explicit written consent to do so from the Contracting Officer. Should any reference to such equipment or services appear in any news release or commercial advertising issued by or on behalf of the Contractor without the required consent, the Government will consider institution of all remedies available under applicable law.

LC52.237-1 Key Personnel (Aug 2014)

The personnel designated as key personnel in this contract are considered to be essential to the work being performed hereunder. At least 30 days prior to diverting any of the specified individuals to other programs or contracts or as soon as possible if an individual must be replaced, for example, as a result of leaving the employ of the contractor, the contractor shall notify the contracting officer and…