2008 Audiobooks--Abstruse Cassette and DTB v5 final 1 .pdf

Solicitation Number: Document Title: Section B

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PART I – SECTION B

SUPPLIES, SERVICES, PRICES/COSTS

B.1 SCOPE OF WORK

Record, duplicate, package, and distribute assigned, abstruse books to network libraries on recorded cassette and flash cartridge media and produce Digital Talking Book (DTB) masters in accordance with National Library Service for the Blind and Physically Handicapped (NLS) Specifications #202, #300, #403, #701, #1202, #1203 and #1205—incorporated herein and made a part of this solicitation and any resulting contract.

B.2 STANDARD TITLE DEFINITION

For purposes of estimating a price per title, average quantities are stated based on historical data. The average “standard title” consists of approximately 670 minutes of audio files.

B.2.1 Delivery of Review Copies and Control Copies to NLS Note - Delivery of the Review Copy to NLS via the Web - At the time of this solicitation, NLS is developing the capability to receive all flies required for a title via web upload. However, digital files delivered to NLS early in the contract year shall be shipped via commercial carrier on CD-R, and bid pricing should reflect the possibility that this method of delivery might continue throughout the year.

B.2.2 Delivery of the Review Copy to NLS on CD-R Titles shall be delivered to NLS via:

• eight (8) recordable compact disks (CD-Rs) containing WAV files of the narration,

• one set of files (typically on one CD-R) containing a Digital Talking Book (DTB) with AMR-

WB+ encoded audio files, unencrypted,

• one set of files (typically on one CD-R) containing a Protected Digital Talking Book (PDTB) with AMR-WB+ encoded audio files, encrypted

B.2.3 Delivery of the Control Copy to NLS Upon approval of the narration and DTB version by NLS Quality Assurance Section (QAS), a sample of the copies to be shipped to libraries (the Control Copy) shall be shipped to NLS consisting of:

• the mailing container properly labeled as it will be sent to the libraries

• all cassettes and/or flash cartridges properly labeled and inside the container

• a copy of the latest revision of the PAR

• book cards prepared according to specification #403 and the information provided on the PAR

• an unencrypted AMR-WB+ DTB Intermaster on CD-R

B.2.4 Delivery to Libraries The approved audio files are then duplicated on cassettes and also, for approximately 1/3 of the titles, on flash cartridges, labeled, packaged and delivered to 132 network libraries in NLS provided mailing containers as free matter for the blind (no shipping costs). The average number of copies is:

• 695 copies of 2.3 cassettes each per English title, for a total of 1,600 cassettes.

• For approximately 1/3 of the titles, 350 copies of one (1) flash cartridge each.

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B.3 BID CALCULATION

Contract award will be expressed in “standard titles” with firm-fixed unit prices as bid. An extended price will be expressed for the contract based on application of unit prices to quantities (minutes, cassettes and flash cartridges) based on the standard title. Actual total amount of contract will result from the application of bid prices to books assigned and will depend on the length of books selected and the number of copies of each required. Unit price bids shall include the costs of replacement of non-delivered or damaged copies within the warranty period and for shipping review copies and control copies to NLS.

B.4 BIDDING FOR TITLES

Bids are requested for unit cost according to the 2 (two) specific categories of difficult material. Bids may be made for one or both of the categories; bidders may, but are not required to make offers for both categories. Contract awards will be specific to one category and no award will be made for a category on which an offer has not been made. Use the Bid Table (section B.6) for stating unit price bids and complete Name of Bidder block on the page. Multiple contract awards may be made. One option year is available under this solicitation. Express unit cost offers in the designated column of schedule B.6.

B.5 DEFINITIONS-Categories of Abstruse Material

The word “substantial” in the following definitions shall not be interpreted as to include the odd word or phrase (in any language) that appears infrequently in text. The use of such words will not qualify a title for inclusion in the requirements for production under a contract resulting from this solicitation.

B.5.1 Languages

The languages category includes titles that contain either:

a substantial number of phrases, quotes, poems, sayings, proper names, etc. in languages in which U.S.

narrators are frequently familiar, such as the western European romance languages. Typically, one of these titles will contain at least three (3) languages in addition to English, or a substantial number of phrases, quotes, poems, sayings, proper names, etc. in languages in which U.S.

narrators are usually unfamiliar. Examples of less familiar languages include: Native American, Arabic, African, Swahili, dead languages, etc. Note: The Library expects that an audio book producer may not have the capability in all languages that are expected to be found in this category of books. For this reason, it may be necessary to award more than one contract to cover this requirement. Such awards will be language specific.

B.5.2 Difficult material

The difficult material category includes titles that contain either:

• science, technical and mathematics category contains titles with substantial scientific, technical, or medical terms, or numerous mathematical symbols and equations, or

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• a substantial number of illustrations, charts, graphs, tables, etc., requiring description that must be included because they are integral to the text, or

• a substantial amount of difficult formatting decisions and/or lengthy preparation of text for audio recording, i.e. criteria addresses extensive time preparation on a text. Examples of this category include extensive use of sidebars, notes, heavily annotated references and cross-references, and elaborate use of fonts/typefaces/graphics as a formatting tool. Also, included are titles that require extensive research for pronunciations including acronyms, or

• a very substantial amount of navigation points, including non-hierarchical lists of ingredients, etc.

B.6 BID TABLES

**Include price of all book cards, address cards, cassette labels, Braille container labels, container edge labels, packaging and handling, and shipping control copy to NLS/BPH.**

Item No. Supplies/Services Quantity Unit Unit Price Option Year

LANGUAGES

B.6.1 Recording (narration) 5-20 Titles Minutes

B.6.2 Cassette Duplication* 5-20 Titles Cassettes

B.6.3 Flash Cartridge Duplication

1-7 Titles Flash

DIFFICULT MATERIAL

B.6.4 Recording (narration) 5-20 Titles Minutes

B.6.5 Cassette Duplication* 5-20 Titles Cassettes

B.6.6 Flash Cartridge Duplication

1-7 Titles Flash

Name of Bidder or Contractor

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B.7 Option to Increase or Decrease Quantities

NLS reserves the right, at its option, to increase or decrease the number of titles or the quantity for each title awarded by not more than 25 percent, and the contractor agrees to accept such increase or decrease the same unit prices as provided in the contract for the awarded quantities. Delivery of any additional quantities ordered pursuant to this clause shall be made within the same number of days after receipt of notice of increase as provided for delivery of the initial contract quantities. This provision shall be read in extension of, and not in limitation of, option provisions in Section I.

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PART I – SECTION C

DESCRIPTION/SPECIFICATION/WORK STATEMENT

C.1 PREFACE TO DESCRIPTION, SPECIFICATIONS, AND WORK STATEMENT

C.1.1 Background As mandated by Public Law 89-522 dated July 30, 1966, The National Library Service for the Blind and Physically Handicapped (NLS), Library of Congress (LOC), provides reading materials in recorded and braille formats to U.S. residents and U.S. citizens living abroad who are unable to use conventional print materials because of visual and physical limitations. Each year, more than 24 million books and magazines are circulated to these groups. Reading materials (books and magazines) are produced by contractors for NLS, and are distributed to a readership in excess of 790,000 through a network of over 132 regional and sub-regional libraries for blind and physically handicapped individuals. States, municipalities, or other agencies operate these organizations. In addition, books are distributed to schools, multi-state centers, and veterans’ hospitals throughout the nation and U.S. territories. All services and products are funded by the U.S. Congress through NLS and are provided to patrons free of charge including mail to and from patrons, through the U.S. Postal Service.

NLS has about 130,000 titles in its collection and adds 2,700 titles (including music titles) annually.

Books are circulated to patrons primarily through the mail from their network libraries located in their jurisdictions. Additionally, several magazines are distributed on a weekly, monthly, bi-monthly or quarterly schedule. Also, catalogs, bibliographies, and newsletters are distributed on an annual, quarterly or bi-monthly schedule.

C. 1.2 User Materials Contractors who produce books, equipment, or other products shall be cognizant of the consumer-responsive nature of the program and that the specifications for these products have been developed to meet the needs of program users. Materials are produced with the readers’ needs foremost in mind and improved through constant monitoring and consumer input. Contractors are expected to familiarize themselves with the equipment-handling practices of blind and physically handicapped clientele and ensure that the supplies and equipment produced shall stand up under such use. A high degree of quality workmanship and product reliability is mandated by the product specification.

C.1.3 Variations Books to be assigned under an awarded contract are selected by the Library. Length of books will vary, as will minutes of narration and number of cassettes or number of flash cartridges per copy to be duplicated. Also, the number of copies of each title required for the program will vary. These variables, unknown at time of contract award, make it impossible for the Library to know for certain if the contracted number of books will be the actual number completed. However, based on historical data as outlined in Section B for “standard titles” the Library will assign actual titles in order to utilize the contract award and funds obligated as fully as possible. This may result in more or less than the stated number of titles. (See also sections C.11, I.2 and I.4)

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C.1.4 Policy NLS follows the mandate of Public Law 89-522 for the purchase of books, either in raised characters or in sound reproduction recordings, by giving preference to nonprofit institutions whose activities are primarily concerned with the blind and other physically handicapped persons where bids submitted by such institutions are determined to be fair and reasonable.

To fulfill the intent of this mandate and in order to receive this preference, a contractor must perform a substantial portion of the work that is represented by the cost of producing the described items, or by making a significant contribution to the manufacture or production of the end item. In this solicitation, this is defined as follows:

• A substantial portion of the work means a minimum of fifty percent (fifty percent or more) of the research, narration, duplication, DTB mastering, labeling, packaging and shipping activities, to be determined by one or more of the following: cost not including cost of materials, labor hours, or titles.

• A significant contribution means either a) all research, narration, and DTB mastering or b) all duplication, labeling, packaging, and shipping activities.

C.2 SCOPE OF WORK

Record, duplicate, package and distribute books to network libraries on recorded cassette and flash cartridge media and also provide Digital Talking Book (DTB) review copies in accordance with this solicitation document, the National Library Service for the Blind and Physically Handicapped (NLS) Specifications #202, #300, #403, #701, #1202,#1203 and #1205 incorporated herein and made a part hereof, and any “Special Instructions” issued with titles during performance of contract. Copies of the specifications are available at http://www.loc.gov/nls/specs. NOTE: This document contains technical language needed to properly produce digital talking books (DTBs) that is not included in the NLS Specifications.

Samples of the products that precisely meet all applicable requirements may be required at any time during the period of performance.

C.3 RECORDING/DUPLICATION OPERATIONAL PROCEDURES

C.3.1 NLS to Provide Contractor NLS will provide the contractor with two (2) print copies of each title assigned, cassette mailing containers, CD storage containers, flash cartridges, flash cartridge mailing containers, priority and rush stickers, most bibliographic information (metadata) required for the package file (OPF) to be included in the DTB, and standard opening announcement audio files.

C.3.2 Production Authorization Record NLS will provide via web site a Production Authorization Record (PAR) containing bibliographic information for the book cards and an initial DTB package file (OPF) for each title assigned. The contractor shall present the information as provided in the PAR. If the PAR or OPF require revision, the contractor shall submit all proposed changes in writing (facsimile or email is acceptable) to NLS for http://www.loc.gov/nls/specs

FY 2008 AUDIO BOOKS – Abstruse Recorded Cassette and DTB Page 7 of 56 approval. Approval or rejection of proposed changes will be made in writing (facsimile or email). NLS initiated changes to the PAR and/or OPF will be provided to the contractor in writing (facsimile or email).

C.3.3 Distribution Schedule Within 60 days of title assignment, NLS will provide a distribution schedule for each title assigned. This schedule will list the number of copies of each title for each library in the NLS network, as well as the total production requirement. The contractor shall be responsible for providing individual mailing address cards for each copy of each title. If the Quality Assurance Section (QAS) approval of the quality Control Copy package (see section C.3.4) has been received for a title for which the distribution schedule is missing, the contractor shall notify the NLS contract monitor for instructions.

C.3.4 Review Copy NOTE: At the time of this solicitation NLS is developing the capability to receive all flies required for a Digital Talking Book (DTB) via web upload. However, delivery of digital files to NLS early in the contract year shall be shipped via commercial carrier on CD-R as described below. This method of delivery on CD-R may continue through most or all of the contract year.

Upon completion of the recording cycle, the contractor shall send to the NLS Quality Assurance Section (QAS) for review and approval by NLS-approved delivery (UPS, FedEx, DHL, etc.), at contractor’s expense, one Review Copy consisting of the following:

• digital audio files (including DTB specific WAV files) on CD-R, each track recorded on separate CD (see specification #1202)

• one DTB consisting of audio files compressed with AMR-WB+ and Z39.86-2002 files (see section C.5 and specification #1203)

• one PDTB with encryption (see specification #1205) consisting of audio files compressed with AMR- WB+ and Z39.86-2002 files (see section C.5 and specification #1203).

• the narrator copy of the print book

• a copy of the PAR listing the narrator, completion date, number of minutes, and other required items to be provided by the contractor as noted on the form.

The AMR-WB+ encoded DTB will usually fit on a single CD-R.

For titles designated as “Priority” or “Rush”, the contractor shall attach a “Priority” or “Rush” label to the spine of the CD-R container(s). The copy of the PAR submitted must include all NLS approved changes made to the PAR from the date PAR was received by the contractor.

Once the evaluation of the Review Copy is completed by the QAS, the result of the evaluation will be made available on the NLS website (www.loc.gov/pics). The contractor will be issued a login and password for this site.

http://www.loc.gov/pics

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C.3.5 QC Control Copy Upon notification of narration and DTB approval, the contractor shall prepare and send to the NLS Quality Assurance Section by NLS approved delivery (UPS, FedEx, DHL, etc.), at contractor’s expense, one (1) quality Control Copy package consisting of the following items:

• The cassette mailing container(s) containing book cards and properly labeled as it(they) will be sent to the libraries

• All cassettes properly labeled and inside the container(s)

• (If applicable) The flash cartridge mailing container(s) containing book cards and properly labeled as it(they) will be sent to the libraries

• (If applicable) The flash cartridge(s) properly labeled and inside the container(s)

• A copy of the latest revision of the PAR

• An unencrypted AMR-WB+ DTB Intermaster

For titles designated “Priority” or “Rush” the contractor shall attach a “Priority” or “Rush” label to the blank area of the outside book card of the cassette Control Copy container. Approval of the Control Copy and intermaster shall be made available on the NLS website (www.loc.gov/pics). The contractor shall not distribute any title that has not been approved by the NLS Quality Assurance Section.

C.3.5.1 DTB Intermasters A copy of the unencrypted AMR-WB+ digital talking book (DTB) version on CD-R shall be submitted with the Control Copy of the cassettes for QC2 and QC3 evaluation. The content of the DTB shall be an exact copy of the (unencrypted AMR-WB+) DTB included with the Review Copy, except the label shall contain “DTB Intermaster” in place of “DTB.”

The DTB-Intermaster shall be:

• Produced in accordance with NLS specifications 1202 and 1203

• Labeled as defined in specification 1203 section 5.1, except “DTB” shall be replaced with “DTB

Intermaster”

• Packaged and shipped in CD containers provided by NLS, with no more than two CD-Rs per container.

The container label (see figure 1 below) shall be light blue paper or card stock with dimensions of approximately 4-3/4 by 11-1/4 inches. This label in the outer sleeve of the container shall completely cover the disc area as this label protects the CD from light. Print on the label shall be black ink. Position the label such that the container opens from right to left, with the CDs visible on the right when opened.

• All print on the label shall be in Times Roman or Times New Roman font.

• The front (right side) of the label on the container shall contain the book number without prefix

(i.e. 56123) in 32-point Bold.

• Below the title, print the book title in 24-point Bold. Full title shall be used whenever possible. If the title is long, an abbreviation may be used with ellipses if needed (e.g. “The Life and Time of Judge Roy Bean...”)

• Below the title, print “DTB-Intermaster” in 18-point Normal.

Solicitation Number:

FY 2008

Document Title:

AUDIO BOOKS – Abstruse Recorded Cassette and DTB

Section B

• Below “DTB-Intermaster” in 18-point Normal, the number of cassette sides for this title (e.g. “5 Sides”) (Note: This information is necessary because the numbered AMR-WB+ files on the DTB may occasionally be more than the number of cassette sides (see specification 1203, section 3.2.1.1.c)

• If more than one container is required for the title, print “Box ‘n’ of ‘x’” in 18-point Normal below “DTB-Intermaster.” In this line, ‘n’ is the number of the container and ‘x’ is the total number of containers (e.g. Box 1 of 2, Box 2 of 2). This line is not required for titles using only one container.

• Below the number of sides (or the “Box n of x“ designation if required), print the Producer Code as used on the NLS Production Authorization Record in 24-point Bold.

• The spine of the label, for titles requiring only one container, shall contain the book number without prefix in 24-point Bold, an abbreviated title in 18 point Normal, and the letters “DTB” in 24 point Bold. The label shall be placed behind the clear plastic overlay of the box and positioned such that the book number, title and “DTB” is centered horizontally and vertically and clearly visible on the spine.

• If more than two CD-Rs are required for the DTB, the CD-Rs shall be packaged in two “DTB- Intermaster” containers; both containers shall be labeled appropriately on both the front and the spine as “1of 2" or “2of 2,” and the containers shall be bound together with a rubber band. The spine label shall contain a number of containers designation (e.g. “54321 The Title of the Century DTB 1of 2") and be centered on the spine horizontally and vertically.

• See Figure 1 below for example label layout.

Number:

Document Title:

AUDIO BOOKS – Abstruse Recorded Cassette and DTB

Figure 1

Box cover - DTB-Inter Containers

54321 The Title of the C entury D

T B

SAMPLE

54321

The Title of the Century

DTB-Intermaster 5 Sides

PRD

Solicitation

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C.3.6 Producer Activity Updates Contractor shall report contract activity at www.loc.gov/pics for each title within two business days of the activity. The information to report consists of:

• Book number, provided by NLS

• Contract number, provided by NLS

• Mastering agency, provided by contractor (for contracts with multiple studio locations)

• Actual start date, provided by contractor (date narration began)

• Master to Quality Assurance, provided by contractor (date Review Copy was shipped to NLS)

• Actual cassette ship date, provided by contractor (date all cassette copies were mailed to libraries)

• (If applicable) Actual flash ship date, provided by contractor (date all flash copies were mailed to libraries)

• Minutes, provided by contractor (total length of narration in minutes)

• Shipped cassette copies, provided by contractor (total number of copies shipped)

• (If applicable) Shipped flash copies, provided by contractor (total number of copies shipped)

The format and information of the reporting function is subject to change by NLS at any time. Contractors will be notified of any changes prior to implementation of the change.

C.3.7 Production Ceiling Each contractor is provided with a distribution schedule stating the number of units each library is to receive of each title. If the schedule specifies more than fifty (50) cassette copies or ten (10) flash copies of any cassette book for a single library, the contractor shall contract the project monitor or the COTR immediately for verification. No library is to receive more than fifty (50) cassette copies or ten (10) flash copies of any title unless verified by NLS. If the contractor produces more than the designated ceiling without verification, the contractor shall bear all production and disposal costs for the excess copies.

Excess copies are those copies NLS is unable to place with network libraries.

C.4 NARRATORS

The contractor shall not engage a narrator who has not been approved for narration by NLS. Submission of audition samples must follow the procedures described in section L of this solicitation and is required for any proposed narrator who has not been approved. In addition, the contractor shall use the following guidelines:

C.4.1 The same narrator shall be used for: (a) first-person series or sequel, (b) series/sequel with same characters and (c) narrators requested by NLS as indicated on the PAR by an entry in the “previous narrator” field.

C.4.2 In the event contractor cannot provide a specific narrator as provided above (e.g. deceased, moved, voice changed, use of narrator will cause extensive production delay), the contractor shall contact the NLS project monitor or the COTR for instructions before proceeding. If an alternate reader is

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C.4.3 In the event of a request by NLS for a specific narrator or authorization to select an alternate narrator, the contractor shall adhere to all requirements of specification #300. Such request or authorization does not constitute in any way a waiver of quality or production requirements. The contractor is ultimately responsible for narration quality and shall notify NLS when a narrator is no longer acceptable to record a title.

C.5 DIGITAL TALKING BOOK (DTB) / PROTECTED DIGITAL TALKING BOOK (PDTB)

C.5.1 Audio Files Two versions of the DTB of each title shall be provided, (refer to specifications #1203 and #1205 for details):

1. DTB- Compressed audio files encoded using Extended Adaptive Multi-Rate Wide Band (AMR- WB+). Frame type 23. ISF Index 8. (see specification 3GPP TS 26.290 version 6.3.0 release 6)

2. PDTB - Compressed audio files encoded using Extended Adaptive Multi-Rate Wide Band (AMR-

WB+) and protected as specified in NLS specification 1205.

Both versions shall contain the following files, with suffixes (.3gp) referring to the appropriate audio files:

1. Package file (.OPF) containing administrative information about the book identification: title, author, unique ID, etc.

2. Navigation control file (.NCX) containing data enabling flexible global navigation through the

DTB.

3. A Synchronized Multimedia Integration Language (.SMIL) file containing data enabling linear playback and linear navigation of the DTB.

* NOTE: The file extension for AMR-WB+ files .3gp. All other references within the metadata of the DBT shall be 3GPP (i.e. “dtb:audioformat” content=”3GPP”)

C.5.2 DTB Production Requirements DTB’s created under this contract shall contain no textual content file and shall contain at least a basic NCX as described in section 13 of ANSI/NISO Z39.86-2002. (Type “2” audio NCX). Refer to specification #1203 for details.

C.5.3 Navigation The NCX shall be created in accordance with NLS specification #1203. NLS will supply suggestions with each book assigned describing which segments of the book to make navigable and the hierarchical relationship of those segments (e.g., parts at level 1, chapters at level 2, etc.). Contractors will refer to

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“Guidelines for Applying Navigation Markers to Digital Talking Books (DTB’s)” (available at www.loc.gov/nls/specs) for general background information on implementing navigation in DTBs. If the contractor finds during narration that different navigation choices than those suggested are more applicable to a title, the contractor shall provide the preferred alternative(s) to the Contract Monitor and/or the COTR via e-mail or fax. NLS will then change the PAR and notify the contractor, via e-mail, of the change. The contractor can access and print the modified PAR from the Internet at www.loc.gov/pics.

C.5.4 DTB Production Tools The contractor is responsible for production of DTB’s acceptable to NLS and may develop their own production tools or use outside sources.

C.6 WARRANTY

The contractor, under contractual requirements of specification #202, #403, #1202, #1203, and #1205, shall be responsible for replacing defective books for the full one (1) year warranty period. The warranty period shall extend to the last day of the twelfth month after which the cassettes or flash cartridges were shipped to the libraries.

C. 7 GOVERNMENT PROPERTY DISPOSITION

C.7.1 Master Recordings Digital audio files, masters and all associated files making up the DTB, are the property of the Library of Congress and shall be retained by the contractor for an indefinite period of time. (see also reference to warranty replacement provisions in section C.6). All cost of storage of master recordings and handling and shipment at NLS request shall be included in the costs of this contract. The contractor shall not delete any NLS files. Any NLS requirements regarding these files must be in writing. Verbal communication is not acceptable.

C. 7.2 Print Books Print books are the property of the Library of Congress and shall be retained by the contractor for a period of one (1) year after shipment of the book to network libraries. At that time, the contractor shall contact the NLS contract monitor to arrange for shipment of print books to NLS. Books will be shipped at contractor’s expense. Print books shall be clearly labeled as “Monitor” or “Narrator”. The “Monitor” copy of the print book shall contain approximate time markings in the margins for chapters and all navigation points.

C.8 NETWORK ADDRESSES

Network address changes will come from NLS via Fax and/or e-mail. Within five (5) working days after receipt of request from NLS, the contractor shall:

• Cancel a closing network library address and product quantities

• Update all master address files http://www.loc.gov/nls/specs

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• Divert the closing networks library’s product quantities by changing mailing labels already in existence

C. 9 LABELS

C. 9.1 Print/Braille Labels Sources that can provide the print/braille labels required for cassettes, flash cartridges and containers are:

Label Specialties, Inc.

Attn: Jim Medley

2501 Technology Drive Louisville, Kentucky 40299

502-261-9000

American Foundation for the Blind Att: Deodatt Mattow

11 Penn Plaza, Suite 300 New York, NY 10001

212-501-7600

C.9.2 Container Labels Sample labels, attached to the sample container provided to bidders upon request, are for information only. All labels must conform to specification #403. Note carefully the specification provisions relating to requirements for label material and procedures for proposing equivalent materials.

C.10 OPTION TO INCREASE OR DECREASE QUANTITIES

The Library reserves the right to increase or decrease the number of copies (see also section I.4). The number of copies and the size of book issues set forth herein are subject to a variance of plus twenty-five percent (+25%) or minus twenty-five percent (-25%). The successful contractor agrees to accept such increase or decrease and produce at the same unit prices as provided in the contract for awarded quantities.

The contractor shall notify the NLS project monitor who will advise the COTR and CO when the number of copies drops below or exceeds this nominal range. This provision shall be read in extension of, and not in limitation of, option provisions in section I.3.

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PART I – SECTION D

PACKAGING AND MARKING

D.1 LABELING AND PACKAGING

Labeling and packaging instructions are included in the specifications referenced in Section J.

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PART I – SECTION E

INSPECTION AND ACCEPTANCE

E.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (Feb 1998)

NOTICE: The following solicitation provision/contract clauses pertinent to this section are hereby incorporated by reference.

FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)

52.246-02 INSPECTION OF SUPPLIES - FIXED PRICE (AUG 1996)

52.246-04 INSPECTION OF SERVICES - FIXED PRICE (AUG 1996)

E.2 SERVICE GUARANTEE

The quality warranty provisions stated in Specifications #202, #403 and #1202 shall apply.

E.3 TIME OF ACCEPTANCE

Subject to requirements of warranty (see above) and to audit of network library monthly receiving reports, for purposes solely of invoicing for completed books in accordance with provisions of section G.1, acceptance will occur when the books are deposited in the U.S. Postal Service for mailing to libraries.

(See section F.5.) Acceptance of review copies, Digital Talking Books (DTB’s) for purposes solely of invoicing, will occur when the CDs are received by NLS/BPH or, if applicable, when the digital files transmitted electronically files have been accepted by the NLS upload site. The contractor, at contractor’s expense, shall correct defective narration review masters and defective DTBs. Scheduled ship date shall not be changed unless contractor requests extra time and it is approved by the COTR.

E.4 ACCEPTANCE AND APPROVAL

NLS/BPH will review narration review copies, DTB’s, cassette and flash control copies, and DTB- Intermasters for conformance to contract specifications. Written notice of approval or rejection/return will be provided to the contractor for each submission via the Internet at www.loc.gov/pics. In the event of rejection/return, failure to remedy the defect causing the rejection/return in a timely manner may result in termination for default. When the number of rejections for failure to meet specifications in any one category (review copies, control copies or intermasters) exceeds ten percent (10%) of the contracted number of titles, NLS/BPH may consider partial termination and reassignment of titles or termination for default. Titles rejected more than once are counted as separate rejections for each instance. In addition, each title that the contractor is required to recall from or correct in the field will be considered a reject and counted with the total number of rejects for the contract.

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PART I – SECTION F

DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

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

FEDERAL ACQUISITION REGULATION (48 CRF CHAPTER 1)

52.242-15 STOP WORK ORDER AUG 1989

52.247-34 F.O.B. DESTINATION NOV 1991

F.2 52.211-8 TIME OF DELIVERY (JUN 1997)

(a) The Government requires delivery to be made according to the following schedule:

F.2.1 Delivery Schedules NLS/BPH will indicate to the contractor on the written instructions accompanying print books the scheduled shipping date (SSD) for each title assigned. The SSD is the date by which shipping of all copies of cassette books and the flash cartridge books shall be completed. If the flash cartridge (DB) version of a title is delayed by NLS, e.g., due to limited availability of blank flash cartridges, a different SSD will be established for the DB version. SSDs will be determined based on three factors: length of book, difficulty of material and priority. The table at F.2.3 sets forth standard required production periods utilizing these factors for standard titles, “Priority” titles, and “Rush” titles. The SSD will include twenty-one (21) calendar days from the date of receipt at NLS/BPH for review of narration and DTB review copy, and seven (7) calendar days from the date of receipt at NLS/BPH, for review of the control copy and Intermaster. NLS/BPH will revise the SSD after approval of narration if NLS/BPH has in any way caused a delay. The contractor shall be responsible for notifying the contract monitor or COTR in advance of any instance when it cannot meet the SSD due to exceptional and unavoidable circumstances (e.g., hurricanes, fire, etc.). In this event, NLS/BPH will consider the cause of potential failure to meet the SSD, and either set a revised SSD, or retain the original SSD. Any title shipped after its SSD will be considered a late delivery.

F.2.2 Late Shipment NLS/BPH will determine the difference between the SSD and the actual ship date for each title shipped. If a title is shipped after its original SSD but before its revised SSD, the difference will be considered zero

(0) days (i.e., no early delivery credit will be given). The average of all these differences will be the contractor's average deviation from scheduled ship date. When ten percent (10%) or more of the contracted number of titles have been scheduled for shipment and the average deviation exceeds a negative five (5) days, or the number of titles shipped late exceeds twenty-five percent (25%) of titles shipped, NLS/BPH may consider partial termination (reduction of titles) or termination for default. In the event a SSD supplied by NLS/BPH falls on a Sunday or holiday, the contractor shall ship before this date to avoid a late shipment.

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F.2.3 Recorded Books Estimated Production Time (ESTPT) Estimating Table

Standard ESTPT in Days Priority ESTPT in Days Rush ESTPT in Days Est.

Tracks

Normal Difficult V.Difficult Normal Difficult V.Difficult Normal Difficult V.Difficult

1-2 97 104 111 80 86 92 21 25 29 3-4 108 116 126 88 96 104 24 31 38 5-6 115 126 138 95 105 114 27 37 47 7-8 123 136 149 101 112 123 30 43 56

9-10 129 143 157 106 118 131 33 49 65 11-12 133 148 162 110 123 137 37 57 77 13-14 137 152 168 113 127 141 40 63 86 15-16 141 157 173 116 131 145 44 70 96 17-18 145 162 178 119 134 149 48 77 106 19-20 149 166 183 122 137 152 52 84 116 21-22 153 171 188 125 140 156 57 93 129 23-24 157 175 193 128 144 159 61 100 139 25-26 161 180 198 131 147 163 65 107 149 27-28 165 184 203 134 150 166 69 114 159 29-30 167 187 206 136 152 169 73 121 169 31-32 169 189 209 138 155 171 78 130 182 33-34 171 192 212 140 157 174 82 137 192 35-36 173 194 215 142 159 176 86 144 202 37-38 175 197 218 144 161 179 90 151 212 39-40 177 199 221 146 164 181 94 158 222 41-42 179 202 224 148 166 184 98 166 234 43-44 181 204 227 149 167 185 101 172 243 45-46 183 207 230 150 168 187 104 178 252 47-48 185 209 233 151 170 188 107 184 261 49-50 187 212 236 152 171 190 110 190 270

51-52 189 215 239 153 172 191 114 196 279 53-54 191 218 242 154 173 192 118 202 288

55-56 193 221 245 155 174 193 122 208 297 57-58 195 224 248 156 175 194 126 214 306 59-60 197 227 251 157 176 195 130 220 315

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F.3 Delivery Verification

The contractor shall not distribute a title without approval by NLS/BPH Quality Assurance Section.

Actual delivery will be validated by each receiving libraries for each title via the web. If a library reports a short shipment, that information is made available to the contractor via the Producer Data Exchange (PDE) screen at www.loc.gov/pics. Contractors are responsible for warranty replacement within 30 days of any missing copies reported. Failure to provide replacement copies within 30 days shall be considered a delivery verification reject. If the contractor accumulates more than ten (10) delivery verification rejects in a contract year, NLS may consider partial termination (reduction of titles) or termination for default. At any time during the term of this contract or extensions, NLS/BPH may require the contractor to submit additional proof of delivery, such as a certificate of mailing.

F.4 Period of Performance

The period of performance of this contract shall commence with contract award and extend until the period of warranty expires for the last book shipped.

F.5 Shipment

Shipment of materials under this contract shall be made through the United States Postal Service (U.S.P.S.) under the provisions of section E040 of the U.S.P.S Domestic Mail Manual "Free Matter for the Blind and Other Handicapped Persons." Contractor shall arrange for the delivery of the completed work to the post office or for pick-up by the post office.

F.6 Completion of Prior Contracts

If performance on this contract, or other contracts with NLS/BPH in progress at time of award of this contract, deteriorates in terms of quality of work or timeliness of delivery, or, if such contracts are not completed satisfactorily, or if in the opinion of the contracting officer defects found to be caused solely through the fault of the contractor are of such serious nature that substantial performance of such contracts is not being achieved, the government may consider such performance to determine its impact on performance under this contract in terms of quality of work and timeliness. If the deterioration or failure of performance is determined to negate responsibility of the contractor as being able to meet requirements of this contract, the government may consider partial termination (reduction of titles) or termination for default.

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PART I – SECTION G

CONTRACT ADMINISTRATION DATA

G.1 INVOICES

The Library of Congress has not received regular mail service from the United States Postal Service since mid-October 2001. It is not known when full service will resume. Anyone wishing to contact NLS should use the telephone, fax numbers, or email address listed below.

Invoices shall be submitted:

• Via fax (202-707-0712) Attn: NLS Admin. Section, or

• Via email to nlsadmin@loc.gov, or

• Via commercial delivery service (UPS, FedEx, DHL, etc.) to:

Library of Congress, NLS 1291 Taylor Street, NW Attn: Administrative Section Washington, DC 20542

To constitute a proper invoice, the invoice must include the following information and/or attached documentation:

(1) Name, address, and vendor identification of business concern;

(2) Invoice date; Contract number, or other authorization for delivery of property or services

(including order number and contract line item number); if contract modifications are issued, the modification number in block #3 of the purchase order must be included;

(4) Description, quantity, unit of measure, unit price and extended price of supplies delivered or services performed;

(5) Shipping and payment terms (e.g., shipment number and date of shipment, prompt payment discount terms). Bill of lading number and weight of shipment will be shown for shipments on Government bills of lading;

(6) Any other information or documentation required by other requirements of the contract (such as evidence of shipment).

G.2 PAYMENT DUE DATE

The due date is the date specified in the contract, or if no due date is specified in the contract, the due date shall be considered to be the later of the following two events:

(1) The 30th day from receipt of a proper invoice, or;

(2) The 30th day after the acceptance of supplies delivered or services performed by the contractor.

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G.3 TECHNICAL DIRECTION

G.3.1 Project Officers

The Head of Production Control Section, NLS/BPH, is the Contracting Officer's Technical Representative (COTR) and will provide technical direction on contract performance. Technical direction includes:

(1) Direction to the Contractor to assist in accomplishing the requirements as indicated in the

Statement of Work.

(2) Comments on and approval of reports and/or other deliverables.

An assigned NLS/BPH production control specialist will be the project monitor, and the contractor shall designate in writing a project monitor to coordinate with the NLS/BPH project monitor.

The project monitor is designated by the CO to work under the COTR for purpose of monitoring the day-to-day progress of contracts and may give written or oral instruction to ensure that all requirements in the contract are met. These instructions will not exceed the function or authority of the COTR as described above.

G.4 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER -- CENTRAL

CONTRACTOR REGISTRATION (MAY 1999)

(a) Method of payment.

(1) All payments by the Government under this contract shall be made by electronic funds transfer (EFT), except as provided in paragraph (a)(2) of this clause. As used in this clause, the term "EFT" refers to the funds transfer and may also include the payment information transfer.

(2) In the event the Government is unable to release one or more payments by EFT, the Contractor agrees to either--

(i) Accept payment by check or some other mutually agreeable method of payment; or

(ii) Request the Government to extend the payment due date until such time as the Government can make payment by EFT (but see paragraph (d) of this clause).

(b) Contractor's EFT information. The Government shall make payment to the Contractor using the EFT information contained in the Central Contractor Registration (CCR) database. In the event that the EFT information changes, the Contractor shall be responsible for providing the updated information to the CCR database.

(c) Mechanisms for EFT payment. The Government may make payment by EFT through either the Automated Clearing House (ACH) network, subject to the rules of the National Automated Clearing House Association, or the Fedwire Transfer System. The rules governing Federal payments through the ACH are contained in 31 CFR part 210.

(d) Suspension of payment. If the Contractor's EFT information in the CCR database is incorrect, then the

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Government need not make payment to the Contractor under this contract until correct EFT information is entered into the CCR database; and any invoice or contract-financing request shall be deemed not to be a proper invoice for the purpose of prompt payment under this contract. The prompt payment terms of the contract regarding notice of an improper invoice and delays in accrual of interest penalties apply.

(e) Contractor EFT arrangements. If the Contractor has identified multiple payment receiving points (i.e., more than one remittance address and/or EFT information set) in the CCR database, and the Contractor has not notified the Government of the payment receiving point applicable to this contract, the Government shall make payment to the first payment receiving point (EFT information set or remittance address as applicable) listed in the CCR database.

(f) Liability for uncompleted or erroneous transfers.

(1) If an uncompleted or erroneous transfer occurs because the Government used the Contractor's EFT information incorrectly, the Government remains responsible for--

(i) Making a correct payment;

(ii) Paying any prompt payment penalty due; and

(iii) Recovering any erroneously directed funds.

(2) If an uncompleted or erroneous transfer occurs because the Contractor's EFT information was incorrect, or was revised within 30 days of Government release of the EFT payment transaction instruction to the Federal Reserve System, and

(i) If the funds are no longer under the control of the payment office, the Government is deemed to have made payment and the Contractor is responsible for recovery of any erroneously directed funds, or

(ii) If the funds remain under the control of the payment office, the Government shall not make payment, and the provisions of paragraph (d) of this clause shall apply.

(g) EFT and prompt payment. A payment shall be deemed to have been made in a timely manner in accordance with the prompt payment terms of this contract if, in the EFT payment transaction instruction released to the Federal Reserve System, the date specified for settlement of the payment is on or before the prompt payment due date, provided the specified payment date is a valid date under the rules of the Federal Reserve System.

(h) EFT and assignment of claims. If the Contractor assigns the proceeds of this contract as provided for in the assignment of claims terms of this contract, the Contractor shall require as a condition of any such assignment, that the assignee shall register in the CCR database and shall be paid by EFT in accordance with the terms of this clause. In all respects, the requirements of this clause shall apply to the assignee as if it were the Contractor. EFT information that shows the ultimate recipient of the transfer to be other than the Contractor, in the absence of a proper assignment of claims acceptable to the Government, is incorrect EFT information within the meaning of paragraph (d) of this clause.

(i) Liability for change of EFT information by financial agent. The Government is not liable for errors resulting from changes to EFT information made by the Contractor's financial agent.

(j) Payment information. The payment or disbursing office shall forward to the Contractor available payment information that is suitable for transmission as of the date of release of the EFT instruction to the

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Federal Reserve System. The Government may request the Contractor to designate a desired format and method(s) for delivery of payment information from a list of formats and methods the payment office is capable of executing. However, the Government does not guarantee that any particular format or method of delivery is available at any particular payment office and retains the latitude to use the format and delivery method most convenient to the Government. If the Government makes payment by check in accordance with paragraph (a) of this clause, the Government shall mail the payment information to the remittance address contained in the CCR database.

Document Title:

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PART I – SECTION H

SPECIAL CONTRACT REQUIREMENTS

H.1 SUBCONTRACTING

Notice and consent of the Contracting Officer and the COTR is required for subcontracting both prior to and after award, as applicable. No subcontracts shall be entered into until it has been determined by NLS/BPH that the proposed subcontracted deliverable meets all requirements of the specifications applying to this contract, including qualification of samples.

H.2 RELEASE, PUBLICATION, AND USE OF GOVERNMENT FURNISHED DATA

No contractor will have the right to use, release to others, reproduce, distribute, or publish any government furnished materials first produced or specifically used by the contractor without prior written permission from the Library of Congress.

H.3 INTERPRETATION OF CONTRACT REQUIREMENTS

No interpretation of any provisions of this contract, including…