RFP C-L-M.pdf

030ADV23R0045 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 LC52.216-3 CONTRACT TYPE (JUN 2016)

This is a Solicitation for a Multiple-Award Indefinite Delivery, Indefinite Quantity (IDIQ) type contract. Firm fixed price task orders shall be issued against the resultant IDIQs.

Each Multiple-Award IDIQ Contract shall have a separate ceiling (maximum) of $250,000.00 as well as a minimum amount of $1,000.00

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

ITEM

NUMBE

R

DESCRIPTION OF

SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0001 5.00 YR _______________

Performance Area I - Braille Music Transcription Contract Period: Base POP Begin: 08-14-2023 POP End: 08-13-2028

0002 5.00 YR _______________

Performance Area II - Braille Music Proofreading Contract Period: Base POP Begin: 08-14-2023 POP End: 08-13-2028

GRAND TOTAL _______________

030ADV23R0045 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Braille Music Transcription & Proofreading IDIQ

Statement of Work

C.1. Project Title

Braille Music Transcription and Proofreading IDIQ Contract

C.2. Overview / Background

The Library of Congress (Library) requires contract support to transcribe documents into braille. Assignments are delivered in digital formats. The Music Section of the National Library Service for the Blind and Print Disabled (NLS) is required to acquire new titles for its music collection each year in accessible formats: in braille, large print, and audio.

This can be done through contracts with individual transcribers, authors, commercial or other appropriate producers, of which there are few in the United States. Materials in braille format include instructional materials, music appreciation materials, and sheet music specifically designed for people who are blind or visually impaired. NLS acquires these materials for its Music collection so that they can be made available to NLS patrons.

C.3. Scope

C.4.1 This requires the contractor to transcribe printed hard copy and electronic sheet music, as well as texts directly associated with the sheet music, into braille.

C.4.2 This requires the contractor to proofread existing digital braille music files generated from digital scans, with the original hard copy braille score and provide correcting edits where the digital file and hard copy document differ. This requires furthermore to ensure, and make edits if necessary, that the digital file contains a maximum of 26 lines with line 26 blank, with a maximum of 25 lines of braille code which are no longer than 40 cells.

C.4. Performance Areas

The Library may order the full range of braille transcription, proofreading, and editing services identified in the following performance areas as required in specific task orders. Performance Area 1 includes Transcription Services while Performance Area 2 includes Proofreading and Editing Services.

C.4.1. Performance Area I The contractor shall transcribe musical works that are designated by NLS in specific task orders. The Library may provide electronic and/or hard copy formats as Government Furnished Property or Information (GFP / GFI). GFP and GFI may be provided via email, U.S. mail, or other means of electronic transfer. The Library may also require the contractor to furnish source material for transcription as part of a task order.

All transcription services must adhere to the latest version of the NLS 800 Specifications and the current Braille Authority of North America (BANA) Music Braille Code.

See

Specifications 800: Braille Books Pamphlets October 2014: https://www.loc.gov/nls/about/organization/standards-guidelines/contract-specifications/

Braille Authority of North America (BANA) Music Braille Code: https://www.brailleauthority.org/music-braille-code

C.4.1.1. Minimum Transcription Requirements (Braille Music and Text)

1. Transcription of method books, instructional music books, popular anthologies or collections, may be required as identified in task orders. Text transcription may include German, French, English, and Italian language materials.

2. All transcription of text-only source material must conform to the Unified English Braille (UEB) standard.

3. Each transcribed file must be provided in .brf

4. The .brf files must include 25-line pages

5. Each line shall have 40 cells

6. The names of submitted .brf files should uniquely and clearly identify the content of each file.

7. The resulting .brf file from each assigned task must be made available via digital download from a shared folder online or emailed to the COR specified in each task order.

C.4.2. Performance Area II

This is a separate task from C.4.1. and pertains to the proofreading and editing of digitized braille music score files against the hard-copy source of the digital file. The Library may order proofreading and editing services to verify the accuracy of, and correct mistakes in, digital files of braille music works or texts. The contractor shall compare the digital file with the original braille hard copy. Specific source materials will be identified in each task order; the Library will provide the materials to the contractor. If the original hard copy is so severely damaged or so poorly transcribed that a reasonably useful digital file is not achievable, the proofreader will notify NLS accordingly. The proofreader must keep a list of all changes made.

Proofreading may be done as follows:

1. Using a braille display, an 80-cell Brailliant, the proofreader places one hand on the device and the other hand on the hardcopy braille. When the proofreader finds a problem with the file, he/she moves the cursor to that spot and makes the correction; or

2. Using a Braillo 300 embosser and the Duxbury computer program, the proofreader can emboss a copy of the digital file. The proofreader then compares by simultaneously placing one hand on the original hard copy and the other hand on the embossed copy of the digital file. Upon finding a discrepancy, the proofreader uses the Duxbury grid to correct or reformat as necessary; or

3. Using another effective method proposed by the contractor and approved by the Library.

The current NLS standard is a page with no more than 25 lines of braille, 40 cells per line. When older scores have 29 or 30 lines per page, and lines longer than 40 cells, the proofreader will rearrange the braille to conform to the NLS page size. The contractor shall ensure that bar-over-bar score (multiple staves), “line up” and appear on the same page.

Shortening pages from 30 lines to 25 lines may require creation of running headers and page numbers at the top of each new page, and removing the old headings that would be somewhere in the middle of a transcribed page.

In any keyboard score an important consideration is the direction in which the intervals of chords are to be read.

Normally the intervals of left-hand chords are read upward from the brailled note, but the correct direction for right-hand chords cannot be assumed. Current transcriptions read the right-hand chords from the top down, and a transcriber’s note is included to remind the braille reader of that direction. There is no such indication in older scores, however. An experienced braille reader can readily make the determination according to finger marks, harmonic logic, and other factors. To assist a less experienced reader, the proofreader must add a simple note to the file so that there will be no question about the direction in which the intervals are to be interpreted. The proofreader may also add other information to facilitate the less experienced reader’s understanding. Any such additions must be noted in the proofreader’s list of changes.

C.4.2.1. Minimum Proofreading Requirements (braille music and text)

1. Proofreading of music scores, method books, instructional music books, popular anthologies or collections, may be required as identified in task orders.

2. Text transcription may include German, French, English, and Italian language materials.

3. A proofreader’s report with a list of edits and changes made will be provided

4. The .brf files must conform to 25-line pages

5. Each line shall have 40 cells

6. Older scores with 29 or 30 lines per page, and lines longer than 40 cells, will be rearranged to conform to the requirements 4 and 5

7. Bar-over-bar score (multiple staves) must “line up” and appear on the same page

8. Shortening pages from 30 lines to 25 lines may require creation of running headers and page numbers at the top of each new page, and removing the old headings that would be somewhere in the middle of a transcribed page.

9. If in the original score, a transcriber’s note is missing about the direction in which intervals of chords are to be read, a simple note about the direction in which the intervals are to be interpreted will be added.

Additional information:

Normally the intervals of left-hand chords are read upward from the brailled note, but the correct direction for right-hand chords cannot be assumed. Current transcriptions read the right-hand chords from the top down, and a transcriber’s note is included to remind the braille reader of that direction. There is no such indication in older scores, however. An experienced braille reader can readily make the determination according to finger marks, harmonic logic, and other factors. To assist a less experienced reader, the proofreader must add a simple note to the file so that there will be no question about the direction in which the intervals are to be interpreted. The proofreader may also add other information to facilitate the less experienced reader’s understanding. Any such additions must be noted in the proofreader’s list of changes.

C.5. Schedule of Events and Deliverables

Specific requirements and delivery schedules will be identified in each task order.

The Contractor shall provide program management and oversight of this contract and all task orders issued hereunder to include:

1. Quality control of services and deliverables

2. Detailed invoicing with itemized prices.

3. Regular meetings with the Contracting Officer Representative (COR) and other Library staff members to discuss contract issues and the status of the work streams, documentation and minutes of key discussion points/decisions.

The Contractor must provide a Quarterly Status Report (QSR) to the COR regarding performance on each active order under this contract. The QSR may be in contractor-format, but shall include as a minimum a summary description of each active order, the obligated value and potential value (including any options), period of performance, schedule of deliverables identifying which have been completed and which are due, and any outstanding issues.

C.6. Staffing

Transcribers, proofreaders, and editors under each IDIQ shall be designated as key personnel and must:

(1) Be Library of Congress certified in braille transcription;

(2) Hold a braille music certification, full level for most tasks, or a minimum of associate level for selected tasks;

(3) Experience transcribing or proofreading braille.

(4) Knowledge of literary braille (EBAE, UEB),

(5) Knowledge of music braille (as it was done in the past, as well as current rules),

(6) Some knowledge of French, German, Italian, Spanish, etc., as well as styles of classical and popular European and American music from various eras.

Additional Key Personnel may be identified on individual task orders. All key personnel must be approved by the Government COR prior to the start of any task. In the event of a vacancy in a Key Personnel position, the contractor shall identify a qualified replacement within 14 days of the vacancy and provide a copy of the proposed replacement personnel’s resume to the COR.

C.7. Government Furnished Property and Information (GFP and GFI)

The Library will identify specific GFP or GFI in each task order, or may require the contractor to purchase materials for transcription on behalf of the Library (see Section B.6). All contractor-acquired materials shall become property of the Library. Unless otherwise stated in the task order, all GFI, GFP and contractor-acquired materials shall be returned/delivered to the Library upon conclusion of the task order requirements.

C.8. Intellectual Property and Data Rights

The Library shall retain the right to reuse, distribute, or copy any contractor deliverables that are created under any task order issued under this IDIQ contract in accordance with Library clause LC52.227-1 as incorporated in this contract.

C.9. Organizational Conflict Of Interest

In the event that NLS requires support to proofread or edit materials that are transcribed under this contract, the original transcription contractor will have a conflict of interest with regard to completion of proofreading and editing a document that they originally transcribed. Contract awardees will not be permitted to submit proposals or perform work associated with proofreading and editing prior transcriptions.

030ADV23R0045 Section L

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

FAR Number Title Date

52.204-7 SYSTEM FOR AWARD MANAGEMENT OCT 2018

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE REPORTING AUG 2020

LC52.215-1 OFFER SUBMISSION INSTRUCTIONS - BEST VALUE TRADE-OFF (JUL 2016)

L1. General Instructions to Businesses

This section discusses general offer submission instructions, offer requirements, and information regarding the formatting of offers.

L2. Proposal Submission/Delivery Instructions

The email containing your offer must have the RFQ number in the subject line (030ADV23R045). The total maximum file size of all attached files cannot exceed 20MB due to restrictions on the LOC’s email system. If needed, businesses may submit multiple emails and ensure they are clearly identified. Offers must include the solicitation number, business name, mailing address, telephone number, and SAM UEI number.

L3. Questions

It is the Library’s intention to award without engaging in discussions/clarifications if possible, so questions regarding all aspects are highly encouraged. All questions and answers shall be provided to all potential businesses, but it shall not be revealed which business asked which questions. The Library reserves the right to ignore questions received after this due date. However, it also reserves the right to answer pressing and pertinent questions received after this date.

L4. Quote Contents:

Any submitted offers must contain the following separate volumes, in the stated order, as indicated:

Volume 1). Technical Approach

The Offeror shall submit information regarding their approach to accomplishing the tasks described in Section C of this solicitation. Offerors may submit their approach for either Transcribing, Proofreading, or both. This information should include, at a minimum, a detailed description of the transcription or proofreading method, communication strategies, assumptions, and quality control information. This Technical Approach volume is limited to 10 pages.

Volume 2). Key Personnel

The Offeror shall also submit information regarding the qualifications of the Key Personnel who will be involved in the performance of the work. Offerors must submit information for the Lead Transcriber if offering services for Transcription, Lead Proofreader if offering Proofreading services, or for both roles if offering both Transcription and Proofreading. This information should include resumes, certifications, and other relevant information. All Key Personnel shall meet the minimum requirements in Section C.6. The Key Personnel volume is limited to 5 pages.

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030ADV23R0045 Section L

Volume 3). Past Performance

The Contractor shall submit up to three past performance references for work substantially similar to this requirement.

Past performance references must be limited to the past 5 years and be for federal contracts, state contracts, or private businesses. Please include a point of contact’s name, email, and phone number, the contract number, the agency/company name, and a description of the work performed and how it is of similar scope to the work being requested under this solicitation. There is no page limit to this proposal volume.

Volume 4). Pricing Quote

The Contractor shall fill in their proposed prices on the Pricing Schedule in Attachment J1 for either transcribing, proofreading, or both. Offerors may propose prices that escalate each ordering period, or may elect to keep their prices the same for all five years.

In addition, Offerors shall submit a separate price proposal for the work in Attachment J2. Offerors may propose pricing for the transcription project, the proofreading project, or both. Proposed prices for these projects should match those submitted by the Offeror for Year 1 on the IDIQ level.

Pricing will not be raised throughout the life of the contract. Offerors should provide firm fixed pricing for each year of the contract.

030ADV23R0045 Section M

SECTION M - EVALUATION FACTORS FOR AWARD

SECTION M

M1. Competition Type:

The Library intends to award multiple Indefinite Delivery Indefinite Quantity contracts from this solicitation to the chosen responsible contractors whose offers represent the best value to the Government. This competition is being conducted in accordance with FAR Part 13.5. This is a Best Value Trade Off (BVTO) type competition.

M2. Evaluation Factors:

The following evaluation factors shall be utilized for this competition. All evaluation factors carry approximately the same level of importance. All evaluation factors other than cost or price, when combined, are more important than price.

Evaluation Factor 1). Technical Approach Factor The Library will evaluate the extent to which the offeror demonstrates a thorough understanding of the requirements and ability to successfully perform the work of their chosen performance area(s). Clear technical plans that demonstrate an appropriate approach, good communication strategies with LOC CORs, and well-defined quality control procedures will yield more positive ratings. Offerors that simply repeat the information in the Statement of Work may not be evaluated as favorably.

Evaluation Factor 2). Key Personnel Factor The Government will evaluate the Offeror’s proposed Key Personnel’s experience and qualifications relative to the requirements of the IDIQ SOW. Proposed personnel with higher qualifications may be evaluated more favorably.

Evaluation Factor 3). Past Performance Factor The Library will evaluate the past performance information submitted to assess the level of risk of contractor’s ability to successfully perform the contract. In addition to the references provided, the Library may review records contained in the Contract Performance Assessment Reporting System (CPARS), at the discretion of the Library. The Library reserves the right to contact and use information provided by the references and any other sources, including its own internal knowledge. The contractor will be evaluated neither favorably nor unfavorably on past performance if no relevant information on past performance is provided by the contractor or obtained by the Library. The Library does not retain the responsibility of correcting or investigating misinformation. If the information cannot be determined, or contains discrepancies, then it might not be evaluated.

Evaluation Factor 4). Pricing Factor The Library will evaluate proposed prices at the IDIQ level, as well as those submitted for the first task order, for fairness and reasonableness. The Library reserves the right to conduct a price realism analysis, if needed. The proposed price for the first order shall serve as the Offeror’s total evaluated price.

Award at the IDIQ level, or of any task order, may be made to an Offeror other than the lowest priced, if it is determined that a higher price will yield a better result and represent the best value to the Library.

Offerors’ proposed prices for transcription and/or proofreading will be evaluated separately. This may result in contract award for only transcription, only proofreading, or both.

030ADV23R0045 Section M

M3. General The Library of Congress seeks to award without discussions, if possible. The Library reserves the rights to enter into clarifications or discussions with all, some, or none of the contract holders depending on its discretion and initial quality of the quotes. The Library reserves the right to award to other than the lowest priced offeror. The Library also reserves the right to waive minor irregularities found in quotes. Under no circumstances shall quote preparation costs be reimbursed as a result of this solicitation, including situations involving the full cancelation of this solicitation. The Library reserves the right to conduct a comparative analysis of quotes as well conducting a price realism analysis, if required.

M4. System for Award Management:

In order to receive an award from the Library of Congress, your business must be registered in the System for Award Management (SAM). If your business is not registered in SAM at the time of proposal submission, per FAR 4.1102(a), your business may not be eligible to receive a contract from the Government unless other methods can be employed to determine responsibility. Regardless, your business must be registered in SAM by the time of contract award.

Registration can be done here: https://www.sam.gov/ . SAM registration is free.

If you require assistance with registering or renewing your business in SAM, you can obtain assistance at the Federal Service Desk, located here: https://www.fsd.gov/gsafsd_sp

End of Document