DRAFT-SOOs 2020-2021 and beyond Textbooks.pdf

DRAFT

STATEMENT OF OBJECTIVES (SOOs)

Procurement and Distribution of Academic Textbooks and Supplies Services U.S. Department of Transportation/Maritime Administration

U.S. Merchant Marine Academy (USMMA)

SECTION C.1. INTRODUCTION

The Government intends to award a firm fixed price with economic price adjustment contract for textbook procurement and distribution services for the U.S. Merchant Marine Academy. It is clearly understood this is a contract directly with the Government. The Contracting Officer's Representative (COR) is responsible for all changes to the supply list, place all orders, and monitor over all contractual obligations.

SECTION C.2. PURPOSE

The purpose of this procurement is to institute a centralized system that acquires, delivers, and distributes new and used course items to support the Academic needs of the United States Merchant Marine Academy (USMMA), Kings Point, New York. The contractor will manage all supplies, collectively known as textbooks, charts, software, electronic access rights, e-books, and other material, that is selected by the Government for the students, known as Midshipmen. Each Midshipman must receive all designated course material prior to the start of each term in the condition and edition requested. Additionally, a rental or loaner program shall be offered to help dissuade the overall costs of the books. A textbook return program shall also be offered to be developed and possibly conducted on-site.

SECTION C.3. BACKGROUND

The United States Merchant Marine Academy also known as the Academy, is a federal service academy that educates and graduates licensed Merchant Marine officers who serve America's marine transportation and defense needs. The USMMA has a rigorous four-year academic program leading to a Bachelor of Science degree, a license as a merchant marine officer, and an appointment as a commissioned officer in a reserve component of the U.S. Armed Forces. The major course of study programs is Marine Transportation, Logistics and lntermodal Transportation, Marine Engineering, Marine Engineering Systems, and Marine Engineering and Shipyard Management. The core curriculum is based upon courses in the following subjects; Mathematics, Science, English, Leadership and Ethics, Comparative Literature and History, Naval Science, and Physical Education & Ship's Medicine. In addition to education curriculum, the Midshipmen are required to attain hands on experience during Sea-Year training.

The academic year at the Academy is divided into three academic terms or trimesters which span 13 weeks each, for an 11-month academic year running from late July to late June.

APPROXIMATE DATE TRIMESTER 1 TRIMESTER 2 TRIMESTER 3

START JULY -4th WEEK NOVEMBER – 2nd WEEK MARCH – 4th

WEEK

END OCTOBER - 4th WEEK MARCH – 3rd WEEK JUNE – 3rd

WEEK

SECTION C.4. REQUIREMENTS

Task 1. Institute and manage a textbook centralized distribution system

The Contractor will provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other services to institute and manage a textbook centralized distribution system for the U.S.

Merchant Marine Academy. The contractor will provide all supplies, which will consist of but not limited to textbooks, charts, software, electronic access rights, e-books , instructor manuals, media, case study guides, exercises workbooks , and other related course material, for use by Academy Midshipmen and staff. Most material will become property of the Government. Contractor will:

A. Institute an ordering system and manage booklist term to term;

Deliverable: The Vendor shall address and fully explain the method by which each of the below guidelines will be accomplished in their proposal:

a) Method by which the Vendor will coordinate with the Government in regards to the semester supply list and ordering procedures

b) Vendor will address procedures on book adoptions and deletions and their estimated due dates.

B. Procure and manage inventory of all requested supplies;

Deliverable: The Vendor shall address and fully explain the method by which each of the below guidelines will be accomplished as well as provide their pricing models for books in their proposal:

o Returnable books o Rental/ Loaner books o Non-Returnable to publisher books o Custom prints/packages/bundles and out-of-print-material o Limited returnable quantities o Used books (from new book price) o Multi-year issued books (books utilized by Midshipmen for more than one semester after issue)

C. Distribute supplies to the Academy;

Deliverable: The Vendor shall address and fully explain the method by which each of the below guidelines will be accomplished in their proposal:

a) Method by which textbooks and academic items will be assembled and/or packaged and distributed to the Academy and to the Midshipmen.

b) Method by which textbooks and academic items will be assembled and/or packaged and distributed to the Midshipmen that require early issue due to Sea Year Duties.

c) Method by which textbooks and academic items require delivery after main distribution period.

d) Method by which the COR will be informed of those rare exceptions academic items are on back order at the start of issue. An item is considered to be a back order if not available when textbook distribution begins.

e) Method by which the COR will be informed of all potential distribution or ordering problems.

f) Method by which changes, new adoptions or cancellations received after the start of Textbook Issue will be accomplished.

g) Vendor will provide written procedures to follow for returns, refunds, exchanges, and procedures to follow in the event any problems are encountered with orders.

h) Vendor will provide a sample of an invoice with explanation that will be submitted at time of payment.

i) Vendor to address the company's current and future capability to distribute textbooks electronically.

Task 2. Academy Loaner Program (ALP) -

The Vender shall address a textbook loaner program that consists of non-professional (i.e. books that are not retained by Midshipmen for future use) titles and out-of-print-material. The Vender or USMMA shall warehouse the program on or off campus. If available, ALP designated items are selected to be repurchased on a cyclical basis.

Deliverable: Vendor shall provide a proposal that addresses the below topics:

a) Should the Government select the ALP, what is an effective model to manage the program?

b) Should the Government transition the ALP into the contracted central system, what is the best method to assimilate and then provide access/distribute the titles in the most cost effective way? Multiple options are allowed.

c) Offeror may provide alternative solutions that do not cover Deliverable A or B.

Task 3. Customer Service Assistance

Throughout the issue period from delivery of the first shipment through-out least one day past the "add a course deadline", the vendor must provide personnel who are well trained in the textbook issue process in its entirety.

The "add a course deadline" is approximately two weeks after the start of class. Travel costs for vendor personnel will not be paid as a direct reimbursement.

Task 4. Delivery Reports

The vendor will provide authorized government administrators with access to sales activity that is updated daily. Vendor will provide updated deliverable reports such as but not limited to adoption reporting, distribution, and post distribution.

• Adoption Reporting - All reports must be downloadable into

Microsoft Excel format. A breakdown of the adoption reporting follows:

o Notification of edition changes, o Notification of out of prints or out of stocks o Missing book information o Late book notification - books that will not arrive in time for distribution due to late availability by publisher

• Distribution - Below is the list of reports provided pre-distribution:

o Course/book/price list - Detail book adoption information with pricing o Books that may not arrive in time for distribution due to changes or late adoptions, publisher delays, or new editions waiting to be printed. Report includes estimated arrival times and it is updated as necessary.

o Daily communication and reporting is done via email and phone during this time as issues require immediate attention.

• Post Distribution - After the add/drop period is complete and all transactions are completed, a report that details transaction activities is provided.

o Pricing analysis - A price analysis is provided to USMMA. It includes mode, mean, media and range of package prices.

o Book totals - The total number of books bought is broken down by new, used, ALP, and electronic quantity.

It is also reported as the percentage of used books bought.

Deliverable: Vendor to propose method of how the Government will be able to access reporting information.

Optional Task 5. Supply Return Program The vendor will institute and conduct a supply return from the students at the beginning or end of terms. The contractor will furnish all personnel, funds, equipment, goods and supplies incidental to fulfilling the return.

Deliverable: Vendor to propose method by which returns shall be accomplished. Proposal shall include the following:

a) Method by which the books will be determined and how the list will be made available to the Midshipmen.

b) Payment schedule for items returned by Midshipmen.

c) Method which guarantees the textbooks/academic items returned from the Midshipmen during the return periods and for which the adoption information was provided by the Faculty for the forthcoming term, will be held and made available to fill USMMA student needs.

d) Itemized list of texts returned from the Midshipmen including number of titles and condition.

e) OPTIONAL: Vendor will propose options in regards to textbooks left in campus inventory at start of base year.

SECTION C.5. PERIOD OF PERFORMANCE

The contractual period of performance for this contract shall be a base period, with four potential option years, each for a period of an additional twelve (12) months. The base period of performance will commence on the date of award. The first intended book issue under this contract is estimated by March 2021. Each option period of performance will begin on 1 July and will run through 30 June of that year.

The Contractor is responsible for keeping informed of both the academic calendar and the regimental calendar.

SECTION C.6. CONTRACTING OFFICER'S REPRESENTATIVE (COR)

An employee of the U.S. Government will be appointed by the Contracting Officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of this contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

a) The COR will monitor all technical aspects of the contract and assist in contract administration.

b) All correspondence between the Contracting Officer's Representative (COR) and vendor representatives shall be accomplished primarily through email and telephonically for urgent issues when appropriate.

c) All requests, adoptions, deletions, and inquires will be coordinated through the COR.

The COR will work with the Office of the Dean and the Academic departments to obtain a full listing of the forthcoming supply list. Only the Contracting Officer or the COR will be able to make confirm quality, editions, or quantity of books.

d) The government may supply the contractor with appropriate class and student information to allow the contractor to properly provide supplies. This information may include the student's name, personal identification method, class schedule, sea group, and year group. The government shall provide this at an agreed time prior to the start of an academic term.

e) The COR will coordinate dates and/or a space for Textbook Issue with the vendor.

SECTION C.7. QUANTITY OF BOOKS

There is approximately 750-1000 midshipmen enrolled in courses for three academic terms (1st, 2nd, and 3rd). The number of items issued is dependent on the number of books requested by COR and class enrollment.

Approximately 25,000-30,000 supplies are issued each semester during USMMA book issue.

SECTION C.8. QUALITY OF BOOKS

Both high-quality used books and new books will be distributed. The Vendor must provide option to provide only new books for certain courses when requested and appropriate. The COR is the approving authority for requests and these requests will be provided to the vendor by the book adoption deadline prior to the start of the semester .

SECTION C.9. EDITION OF BOOKS

The contractor will provide the requested edition of textbooks specified by COR with the correct pagination and ISBN. Unless specified, the Vendor will then supply the latest edition. Vendor will ensure that all versions of international titles and special translations are from the same publisher and contain the same translation and pagination with the correct ISBN. Vendor will notify COR immediately of discrepancies identified during the acquisit ion process concerning quantity, edition, pagination, and ISBN.

SECTION C.10. TEXTBOOK ADOPTIONS, DELETIONS

The Government reserves the right to textbook adoptions and deletions. All costs associated with textbook issue that include adopting, packaging, transporting, and distributing of academic materials shall be the vendor's responsibility.