Pre-Solicitation Notice - Alma Primo VE_03-07-2025.pdf

General Information

Project Title: Alma/Primo VE Library Services Platform and Discovery System.

Notice Type: Pre-solicitation

Notice Number: 75N97025Q00006

Proposed Posted Date: March 7, 2025

Proposed Response Date: March 17, 2025

Classification Code: 7379 – Computer Related Services, Not Elsewhere Classified

NAICS Code: 541519 – Other Computer Related Services

Business Size Standard: $15.0 million

Description

The National Library of Medicine (NLM) plans to procure services on a sole source basis to ensure uninterrupted maintenance of Alma/Primo VE. Ex Libris (USA) Inc, 8593 Paysphere Circle, Chicago, IL 60674, USA, holds exclusive rights to sell, distribute, or provide Alma/Primo

VE.

Alma/Primo VE provides the NLM the ability to create and maintain bibliographic metadata in multiple formats; manage print and electronic resources; track acquisition related information on materials purchased; provide inventory control of holdings and items; conduct circulation/fulfillment related functions; manage user accounts; create analytics and usage reports; perform system administration; and manage the search and discovery interface all in one centralized interface. Primo VE, the built-in Discovery System, provides real-time search and discovery for the public and allows patrons in the NLM Reading Room to request materials to be retrieved for them from the closed stacks.

Objectives and Purpose:

The NLM requires this procurement to perform the required functions of the User Services and Collection Division, i.e., cataloging, acquisitions, circulation, electronic resources management, user management, analytics, system administration, search, and discovery, in support of the NLM Strategic Plan to innovate, create, and maintain a sustainable digital ecosystem to keep pace with the data demands of the research enterprise and to reach more people in more ways through enhanced dissemination and engagement.

This acquisition will be processed in accordance with simplified acquisition procedures as stated in FAR Part 13.106-1(b)(2).

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Period of Performance:

The period of performance is anticipated to be as follows:

Base Period: 6/7/2025 – 6/6/2026 Option Period One (1): 6/7/2026 – 6/6/2027 Option Period Two (2): 6/7/2027 – 6/6/2028 Option Period Three (3): 6/7/2028 – 6/6/2029 Option Period Four (4): 6/7/2029 – 6/6/2030

Place of Performance:

This is a Cloud based service to be accessed over the Internet.

Contract Type:

This is a Firm-Fixed Price purchase order.

Sole Source Justification:

Ex Libris owns the exclusive rights to sell, distribute, or provide Alma/Primo VE. Alma/Primo VE has a FedRAMP authorization from the HHS and NIH entities and an Authority to Operate from the NLM (as well as Office of the Director (OD)/Office of Research Services (ORS) for the NIH Library). Ex Libris is the only library platform provider with such HHS and NIH authorizations.

Switching to another Library Services Platform (LSP) would be an undue burden for the NLM.

LSP implementations which require extensive staff time for a long period of time. There are additional costs associated with implementing a new system (implementation fees, staff time, plus paying for the current system until the new one is fully live and in production). A tremendous burden is placed on staff to learn the new system during the migration. New training materials need to be created, and staff will need to take time away from their normal duties to learn about the new system. It can take a significant amount of time for staff work levels to reach the same levels as they were before the migration.

NLM has licensed the use of Alma/Primo VE since 2020 and is satisfied with the products.

Continuing to license these products will ensure that the NLM does not need to rebuild operations, retrain staff, expend additional funds on implementation fees for a new product, or reduce or stop work during the transition to a new system.

The requirements for the Library Services Platform and Discovery Layer are detailed in the attached Statement of Work.

Disclaimer: This is not a Request for Proposal (RFP), nor is an RFP available; however, responsive sources may submit a response in a timely manner which will be considered by the NIH. Firms interested in responding to this notice must be able to provide the required services, property, facilities, and funding specified in the statement of work requirements and in compliance with all applicable laws, regulations and policies. A determination by the Government not to compete this proposed contract based upon responses to this notice is solely within the discretion of the Government.

Responses shall be in sufficient detail, but not to exceed 10 pages, so that the Government can determine the experience, capability, and eligibility of your firm. Responses to this announcement should include: (1) name and Address of the Organization, (2) socio-economic status type, (3) point of contact with name, title, phone, fax, and e-mail, (4) UEI number, (5) contractor capability statement fully addressing the requirements, (6) list of organizations to whom similar types of services have been previously provided to include contract number, dollar value, and name and phone number of contracting officer. Responses in any form are not offers and the Government is under no obligation to award a contract as a result of this announcement.

No funds are available to pay for preparation of responses to this announcement. Any information submitted by respondents to this technical description is strictly voluntary.

Please Note: All businesses must be registered within the System for Award Management (www.sam.gov). Responses shall be in writing and shall be electronically transmitted to Elliottk@mail.nih.gov by 2:00 PM EST on Monday, March 17, 2025. Please reference solicitation number 75N97025Q00006 on all correspondence.

http://www.sam.gov/ mailto:Elliottk@mail.nih.gov