Performance Work Statement.pdf

PREFORMANCE WORK STATMENT

CATALOGING OF CONTROVICH COLLECTION GIFT

UNITED STATES MILITARY ACADEMY LIBRARY

The USMA Library requires a contract to catalog a donated book collection of approximately 14,000 items totaling 710 linear feet using RDA. Requirement includes barcoding and labeling each item, furnishing OCLC cataloging records and delivering completed items to the U.S. Military Academy Library as further specified below. The period of performance for this contract will be 15 July 2023 - 14 July 2024.

REQUIREMENTS:

1. Delivery to the cataloging vendor will be in a single shipment. A delivery time window will be specified when the packing date is confirmed; delivery will be accomplished during the normal business hours of the cataloging and processing facility. Receiving documents will be prepared by the transport company and signed by appropriate officials at the cataloging and processing facility; the transport company is responsible for submitting copies of signed delivery paperwork to the USMA Library as well as the cataloging facility.

2. Cataloging and Processing of Books:

a. This contract requires Item level cataloging of each item utilizing Resource Description and Access (RDA) with LC-PCC policy statements and OCLC bibliographic formats and standards applied.

(1) LC classification and LCSH will be applied, with Library of Congress genre/form terms used if applicable.

(2) The LC Subject Headings Manual section H1995 on regimental histories is especially relevant to these materials.

(3) Barcodes (see section 1.c.) are to be recorded in MARC field 949i, with volume numbers in 949v if applicable.

b. Physical processing of each item will include spine labels printed with assigned call numbers; left front cover labels should be substituted for items with narrow spines.

(1) Industry standard white labels will be used. Label product selection will be coordinated with USMA Library Staff (David Stockton; David.Stockton@westpoint.edu) prior to the start of work.

(2) All labels will be prefixed: CONT

(3) In affixing selected labels, the bottom edge of the labels will be positioned ¼” above the bottom of the spine/cover. If dustjackets are present duplicate labels will be affixed to both the book and the dust jacket.

c. Barcodes will be affixed to all items.

(1) Barcodes will be 13-digit 3-of-9 with check digit, numbers starting with 3180300000001x using labels with eye-readable numbers and captioned “USMA Library”.

(2) Barcode labels are to be placed at the top left corner on the back free endpaper (or corresponding last page for pieces without endpapers). Barcode position may be adjusted to avoid covering content.

d. Delivery of completed cataloging records: The contractor will work with OCLC under the protocol outlined at https://www.oclc.org/en/worldcat/cooperative-quality/partners.html. Each record will be saved to the online save file for retrieval by Library staff.

3. Physical delivery of cataloged and processed books to the U.S. Military Academy Library:

a. When cataloging and processing are complete, each item will be boxed spine down in cartons that do not exceed 17” in any dimension; only a single layer of books shall be placed in each carton. In no case will packed cartons exceed 35 lbs.

b. Collection items will be protected at all times from theft and damage. They will not be left unattended or exposed to damaging elements to include inclement weather, liquids, or excessive heat. Boxes will be stacked and secured to avoid collapse and damage to contents. Any damage that occurs while the collection items are in the care of the contractor must be repaired by the contractor. The collection items will be considered under the care of the contractor until they arrive and are received by U.S. Military Academy Library. All lost items must be replaced by the contractor with an exact copy and if an exact copy cannot be found an appropriate replacement will be recommended by David Stockton; David.Stockton@westpoint.edu

c. Cartons of completed books will be shipped via UPS Ground to the U.S. Military Academy Library, Building 758, West Point, NY 10996. Shipments should be made weekly with a report of the number of cartons shipped sent to David.Stockton@westpoint.edu.

GENERAL CONTRACTING LANGUAGE

1. GENERAL

The Contractor shall provide all necessary labor, equipment, materials, and supervision required to perform the tasks described in this PWS. No work will be accomplished on government property.

1.1 INSTRUCTIONS

The Contractor shall adhere to the instructions given by the COR either verbally or in writing. The instructions will include a date by which the Contractor must respond. Contractor responses shall be made to the COR, who will then coordinate, accompany, and observe contracting personnel during work activities.

There will be 9 CLINS where the work will be invoiced:

CLIN 1 CL45 will cover the approximately 1,400 items covering the Cold War CLIN 2 Philippines will cover the approximately 280 items covering the Philippines CLIN 3 CL44 will cover the approximately 1,720 items covering WWII, Korea, and Vietnam wars CLIN 4 Sinnott will cover the approximately 420 items covering cryptography CLIN 5 CL46 will cover the approximately 1,228 items covering U.S. military affairs CLIN 6 Special Collection will cover the approximately 1,228 items covering the U.S. Military Academy CLIN 7 Draper will cover the approximately 737 items covering U. S. national security CLIN 8 Wheatley will cover the approximately 4,912 items covering the U.S. Military and research CLIN 9 Acquisitions will cover the approximately 2,075 miscellaneous items

1.2 PERSONNEL

Personnel performing work under this contract shall remain employees of the Contractor and will not be considered employees of the Government. Contractor must demonstrate experience and expertise capable of completing the work above, and meet the following qualifications and requirements: provide background and overview of the firm’s history and qualifications; provide documented/verifiable examples of this experience; and provide credentials of personnel engaged in the work showing appropriate training and experience.

1.3. DEFINITIONS

1.3.1 Contracting Officer (KO): A person duly appointed with the authority to enter into and administer the contract on behalf of the Government.

1.3.2 Contracting Officer Representative (COR): An individual, designated in writing by the KO, to act as an authorized representative of the KO to perform specific contract administrative functions within the scope and limitations as defined by the KO.

1.3.3 Contractor: The individual and/or business performing the work described in this SOW. The

Contractor is responsible for the proper completion of project activities in accordance with these contract specifications even where a subcontractor has been retained to perform the actual maintenance task.

1.6 PERIOD OF PERFORMANCE.

Period of Performance is: Base year

1.7 CONTRACTOR MANPOWER REPORTING LANGUAGE. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this Statement of Work via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Further details will be provided in awarded contract.

1.8 ALIEN EMPLOYMENT.

The contractor shall not employ any alien who does not have a valid US Immigration I-551 or I-94. The contractor shall provide valid social security numbers and citizenship status of all employees to the Government, upon request.

1.9 E-VERIFY

E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of their newly hired employees. E-Verify is currently free to employers and is available in all 50 states. E-Verify provides an automated link to federal databases to help employers determine employment eligibility of new hires and the validity of their Social Security numbers. E-Verify are the best means for determining employment eligibility of new hires and the validity of their Social Security numbers. Contractors shall use E-Verify on all employees that will be working on this installation, under this contract. This shall be done prior to the employee starting work on the installation.

For E-Verify information: www.dhs.gov/E-Verify 1-888-464-4218 The United States Government has adopted a zero tolerance policy regarding trafficking in persons.

Additional information about trafficking in persons may be found at the website for the Department of State’s Office to Monitor and Combat Trafficking in Persons’ at http://www.state.gov/g/tip. Government contracts shall —

(a) Prohibit contractors, contractor employees, subcontractors, and subcontractor employees from —

(1) Engaging in severe forms of trafficking in persons during the period of performance of the contract;

(2) Procuring commercial sex acts during the period of performance of the contract; or

(3) Using forced labor in the performance of the contract;

(b) Require contractors and subcontractors to notify employees of the prohibited activities described in paragraph (a) of this section and the actions that may be taken against them for violations; and

(c) Impose suitable remedies, including termination, on contractors that fail to comply with the requirements of paragraphs (a) and (b) of this section.