RFQ-Library Services.docx

DEPARTMENT OF COMMERCE ENTERPRISE SERVICES

QUOTE REQUEST – Cataloging & Serials Services

REQUEST FOR QUOTATIONS:

Cataloging & Serials Services

FOR

Cataloging & Serials Services

Table of Contents

1.0 General Instructions

This is a combined synopsis/solicitation for commercial items/services prepared in accordance with the format in FAR Subpart 12.6 and FAR Part 13, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

This solicitation is issued as a request for quotation (RFQ).

This is a 100% small business set aside under North American Industry Classification System (NAICS) code 519120 Libraries and Archives.

This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2019-05.

Offers shall be submitted in electronic format to:

Proposals Due Date: 11:00 am Eastern Time (ET) on Tuesday, June 30, 2020.

Proposals are valid for 120 calendar days unless otherwise stipulated by the Offeror. Quotations received after the due date/time may be considered at the sole discretion of the Government’s contracting officer.

Hard copies will not be accepted.

In response to this Request for Quote the Offeror shall prepare a detailed quote for meeting all stated requirements and comply with the following limitations and characteristics:

· Do not include marketing materials

· Margins (Top, Bottom, Right and Left) no smaller than 1" (headers and footers are allowed in the margins)

· Submission shall be provided in electronic format

· Arial size 11 font or Times New Roman 12 font shall be used

· Offers shall be submitted in a format readable by Microsoft (MS) Word 2007, MS Excel 2007, or in text searchable PDF format, as applicable.

· Quotes shall be limited to a total of ten pages (10) per volume and be subdivided into sections/electronic files as follows: Section 1 Technical Proposal, Section 2 Past Performance and Section 3 Section Price Proposal.

· Quotes must include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications-Commercial Items, with the offer.

2.0 Communications and Questions

Communications shall be conducted electronically by e-mail to the Agency Contact.

The due date for communications and questions concerning this RFQ is Monday, June 22, 2020 at 11:00 am ET. Questions received after the cutoff date will generally not be considered.

Any information given to one Offeror concerning this requirement will be furnished at the same time to other prospective Offeror, if that information is necessary in submitting offers, or if lack of it would be prejudicial to the other prospective Offeror.

3.0 Quote Organization

Quote materials will be organized as follows: Section 1 Technical, Section 2 Past Performance and Section 3 Price. All Sections are to be clearly separated from the other (i.e, separate electronic files, page break, blank page divider, etc). Each Offeror shall provide all price information only in the Price Quote. The Technical Quote shall not contain any price information.

To be acceptable, the quote must meet all of the constraints set forth in the Statement of Work Statement (SOW).

Submit three electronic files – 1 with the technical quote, 1 with past performance and 1 with the price quote.

3.1 Section 1 Technical Quote

This volume addresses the technical aspects of the requirement. It shall indicate the firm’s capabilities and the means used to satisfy the requirements stated in the attached Statement of Work (SOW). The Offeror is encouraged to propose any innovative solutions that meet the performance requirements for this procurement. Reference the SOW, Section 2, entitled Description of Tasks and Deliverables and Section 3, entitled Skill and Relevant Experience Requirements requirement for specifics of the Government’s requirements for this service.

The Offeror shall describe and provide the following:

· Detailed technical approach and understanding to performing the work;

· The Technical Quote shall set forth any information that the Offeror wishes to bring to the attention of the Government.

3.2 Section 2 Past Performance Quote

Past performance will be considered in accordance with FAR 13.106-2(a)(3).

3.3 Section 3 Price Quote

The Offeror shall provide a price quote that reflects their proposed solution to the Government’s requirements. The price to perform the work shall be for a base period and any option periods as identified in the Schedule of Services.

4.0 Evaluation Factors

The Government will issue a firm-fixed-price contract resulting from this RFQ to the responsible offeror whose proposal results in the best value to the Government, considering price, past performance and technical factors.

Best Value with trade-offs (BVWTO) will be used in determining best value.

The following factors will be used to evaluate proposals.

(1) Technical The Offeror’s approach to performing the requirements and its capability to successfully perform the contract will be evaluated. The Offer will be evaluated on:

· Understanding of and approach to performance of the requirements

· Understanding of cataloging life cycle, methodology, and current best practices

· Experience maintaining LSP records by creating, generating, and checking regular reports and then correcting typographical errors, cataloging errors, errors in ISBD rules, or other errors as noted

· Experience working with collections containing relevant subject headings: (mandatory) business, economics, trade, legal & legislative, Department of Commerce and (desirable) technology, professional development, travel, general reference

· Experience with original cataloging, specifically in the subject areas of business, economics, trade, legal & legislative, Department of Commerce

· Experience with existing technical systems (very desirable, but not mandatory): ExLibris Alma/Primo (specifically cataloging, ordering, analytics, and circulation modules), OCLC

· Experience identifying damaged or fragile materials and making recommendations to repair or digitize accordingly

· Qualifications for any personnel assigned to the project

1. Meets or exceeds experience requirements listed in the SOW

(2) Past Performance.

Submission of Past Performance information is required. The Government, at its sole discretion, may seek additional past performance information from other sources such as the Government’s Contractor Performance Assessment Reporting System (CPARS).

The Government will evaluate the relevant merits of the offeror's past performance on the basis on its record with its current and former customers. The Government will review the following areas regarding past performance:

· Quality of Products or Services Provided

1. Nearly perfect performance standards are required because of the independent nature of the work and the reliance of staff and patrons on catalog accuracy

· Timeliness – Delivery or Performance

· Management - Responsiveness

Past Performance will be determined to be relevant if the performance involves work performed within the past three (3) years that is the same or similar in nature, size, and complexity to the services being procured under this solicitation.

(3) Price.

The price evaluation will determine whether the proposed prices are complete and reasonable in relation to the solicitation requirements and market rates. Proposed prices must be entirely compatible with the technical proposal and consistent with the pricing requirements listed in this solicitation.

Submit total offered pricing on the Schedule of Services unless otherwise specified.

5.0 Clauses Applicable To This Solicitation

The provision at 52.212-1, Instructions to Offerors-Commercial, applies to this acquisition and a statement.

The clause at FAR 52.212-4, Contract Terms and Conditions-Commercial Items, applies to this acquisition.

The clause at FAR 52.212-5, Contract Terms and Conditions Required to Implement Statures or Executive Orders-Commercial Items, applies to this acquisition.

Additional FAR and agency FAR supplement clauses and provisions that apply to this acquisition are as follows.

5.1 Clauses incorporated in full text

FAR 52.217-5 Evaluation of Options.

Except when it is determined in accordance with FAR 17.206(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

FAR 52.217-8 Option to Extend Services.

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within the BPA period.

FAR 52.217-9 Option to Extend the Term of the Contract.

(a) The Government may extend the term of this contract by written notice to the Contractor any time prior to contract expiration, provided that the Government gives the Contractor a preliminary written notice of its intent to extend any time before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 54 months.

5.2 Clauses incorporated by reference

FAR 52.204-21 Basic Safeguarding of Covered Contractor Information Systems FAR 52.224-1 Privacy Act Notification FAR 52.224-2 Privacy Act FAR 52.239-1 Privacy or Security Safeguards CAR 1352.201-70 Contracting Officer’s Authority CAR 1352.209-73 Compliance with the Laws CAR 1352.209-74 Organizational Conflict of Interest CAR 1352.246-70 Place of Acceptance CAR 1352.239-72 Security Requirements for Information Technology

6.0 Attachments

a. Specification or Statement of Work (SOW)

b. Contract Line Item Number (Pricing) Schedule

c. Pricing Template

Attachment A

DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

Cataloging & Serials Services for the Commerce Research Library

1. General Information and Scope of Work

The Department of Commerce promotes job creation, economic growth, sustainable development, and improved standards of living for all Americans by working in partnership with businesses, universities, communities, and our nation’s workers. The department touches the daily lives of the American people in many ways, with a wide range of responsibilities in the areas of trade, economic development, technology, entrepreneurship and business development, environmental stewardship, and statistical research and analysis.

The Commerce Research Library provides resources and research support to Commerce employees so they are better able to fulfill the mission of the department. The collections include both print and electronic materials and cover subject areas related to business, economics, trade, legislation, law, travel, professional development, and government publications. The largest portion of the collection is a Department of Commerce Document Repository, comprised of archival materials, documents published for the public, and documents internal to Commerce.

The Commerce Research Library has contracted out cataloging and serials maintenance duties for over fifteen years. In that time, the library has recognized certain high-level skill sets that are required in order to successfully process the subject-specific materials in the collection. The Library frequently has projects, such as a much-needed digitization project to make unique Commerce documents from the DOC Archives readily available to DOC staff, regardless of location, that have the potential to increase the known minimum of labor hours per week that are funded in the base year.

The Commerce Research Library needs a Contractor to perform original and copy cataloging of current and archival monographs, serials, ephemera, multi-media, and electronic resources for its collections. The Contractor will be responsible for adding, modifying, and deleting metadata or entire bibliographic records in the online library services platform (LSP), OCLC, and the digital asset management system. Many physical items in the collection are damaged or deteriorating and will require the Contractor to perform repairs and recommend storage options based on current archival “best practices”, along with processing select items for shelving. The same workflows apply to digital assets, including ebooks, event recordings, and electronic images and exhibits that the Library adds to its collections.

The Contractor shall continuously work with Library Staff in recommending cataloging protocols, creating electronic records or bringing current records up to Anglo-American Cataloging Rules, second edition (AACR2) or Resource Description and Access (RDA) standards, correcting call number discrepancies between the physical item, the LSP record, and the OCLC record, technical processing and repair of the physical materials, and assisting with additional problems that may arise during the normal course of business.

The Contractor shall perform these activities in various circumstances: when creating records for new materials; when upgrading lower-level records to full-level; when updating records to meet current bibliographic standards; when updating records for continuations of all kinds (i.e. serials, multipart items, government publications, newspapers) to include new bibliographic and/or holdings information; in handling referrals and requests for corrections from Library staff in the course of problem-solving; as a result of review/revision; on a project basis.

The Commerce Research Library is in the process of initiating a digitization project to create a curated electronic collection of unique Commerce documents from the DOC Archives. These materials are occasionally requested by members of the public not located near the physical library and are more frequently requested by DOC staff. Making the materials keyword searchable, as well as available to DOC staff regardless of duty station or telework status, will both serve to preserve unique materials and expand access to them. A skilled Contractor will be essential in ensuring the proper metadata tags are added to each record to ensure accurate representation in the library’s catalog. Additionally, the cataloger will be responsible for identifying some materials as candidates for digitization, based on the need for preserving fragile physical representations.

Collection Scope as of May 2020:

Subject matter includes: Business, Economics, and Finance; Professional Development; Legal and Legislative; DOC Archives (published by and about the Department of Commerce); Technology; and Business Travel.

· Print Titles – approximately 15,000 Print Items – approximately 40,000

· OverDrive ebooks – 120

· Print Serials – 35 titles E-journals – 4 titles

· Digital Assets - 96

2. Description of Tasks and Deliverables

1. Contractor shall perform original and copy cataloging of current and archival monographs, serials, ephemera, multi-media, and electronic resources for the Commerce Research Library’s collections, including government and DOC-published materials. Contractor shall add and/or delete fields in the records to be imported to match existing CRL standards.

2. Contractor shall provide original cataloging for legislative histories relevant to the DOC, DOC documents in print and digitized formats, and digital assets, including event recordings, digital images, and digital exhibits.

3. Contractor shall recommend and enter metadata for all publications into the on-line library services platform (LSP), OCLC, and the digital asset management system.

4. Contractor shall prepare and upload digitized resources into the digital asset management system, including original cataloging for event recordings and other unique digital assets.

5. Contractor shall create, modify, and maintain serial check-in records in the on-line library services platform (LSP).

6. Contractor shall modify current catalog records to reflect changes in print retention, electronic holdings, subject fields, location, call number, and deaccessions.

7. Contractor shall ensure any changes to the LSP records are reflected in a timely manner in both OCLC and the Library’s current discovery system, so that patrons and other libraries can access an accurate reflection of the Library’s holdings.

8. Contractor shall work with Library Staff and play a key role in the upcoming digitization project by identifying materials in the print collections that are candidates for digitization, based on the need for preserving fragile physical representations.

9. Contractor shall work with Library staff and play a key role in the upcoming digitization project by ensuring the proper metadata tags are added to each record and best cataloging practices are followed to ensure accurate representation in the library’s catalog.

10. Contractor shall make recommendations, create electronic records or bring current records up to AACR2 or RDA standards, correct call number discrepancies between the physical item, the LSP record, and the OCLC record.

11. Contractor shall maintain the LSP records by creating, generating, and checking weekly LSP reports and then correcting typographical errors, cataloging errors, errors in International Standard Bibliographic Description (ISBD) rules, and any other errors noted.

12. Contractor shall run reports regularly (no less than once a month) to assist other library staff with collection maintenance. The most commonly run reports relate to the library’s holdings within each collection, various subjects/topics to help inform collection development, and lists of titles changing locations (such as being moved from the “New” books display to the stacks). Other reports related to item counts, circulation, and serials may be requested intermittently by library staff.

13. Contractor shall identify damaged or fragile materials and perform repairs and recommend storage options based on current archival “best practices.”

14. Contractor shall process select items for shelving (including labels, label covers, barcodes, and any other technical work required to keep items in good condition).

15. Contractor shall occasionally perform standard library duties, such as materials circulation, and desk/phone coverage.

Performance Standards: The chief concern of the Contractor’s performance is catalog integrity, so performance of the various component activities must be as near to perfect as is possible (99%). Correcting errors, resolving problems caused by a wide variety of bibliographic and treatment conflicts, and database cleanup to clarify the library’s holdings are “end-of-the-line” activities, and there are generally no avenues for further referral, except for those matters which involve departures from standard library policies. These catalog management functions, therefore, are characterized by the relative lack of definable and measurable standards and outside indicators that can be used to gauge performance. As a result, the Contractor shall be evaluated by a broad-based review process which takes into account the source of assignments, difficulty of problems, impact of problems and their resolutions, feedback from other library staff, and the overall condition of the catalog and collection as the result of regulation and repair activities. The COR shall inspect performance using spot checks of newly added or modified records, visual inspection of print materials processed for shelving in the archives or regular collection, and volume of assigned work completed when compared to the difficulty of the task.

3. Skill or Relevant Experience Requirements

Contractor must have the following skills and experience:

1. A Masters Degree in Library Science or Library and Information Science from an institution accredited by the American Library Association.

2. Ten (10) years of recent professional library experience in original cataloging for monographs, serials, government publications, and electronic resources using the following:

a. AACR2 and rule interpretations or current RDA cataloging standards;

b. Library of Congress Classification Scheme;

c. Library of Congress Subject Headings;

d. MARC Bibliographic Format;

e. International Standard Bibliographic Description (ISBD) punctuation rules.

3. Ten (10) years of recent professional library experience using integrated library automation systems.

4. Ten (10) years of recent professional library experience providing cataloging and serials services in a special library, government, corporate, or non-profit setting in which the primary duties were processing and cataloging a variety of print and electronic materials in the subject areas of business, economics, trade, legislation, law, and government publications.

5. Five (5) years of professional library experience using OCLC.

6. Strongly preferred: Recent professional library experience using Ex Libris Alma, specifically the modules related to ordering, analytics, the creation and maintenance of serial control records, and the ability to create, modify, and discard records for print and electronic monographs and other digital assets, including uploading assets into the digital management system.

4. Government-furnished Resources

The Contractor will be provided a security badge for HCHB (the main Commerce building, located at 1401 Constitution Ave, NW, DC). A computer networked to a printer with the appropriate LSP and digital asset management system software, as well as internet access, will be available. The Library will purchase all labels, label covers, barcodes, and any archival supplies the Contractor recommends that the COR deems reasonable to repair or store archival materials. The Library will provide copies of the Library of Congress Classification Schedules and the MARC Bibliographic Format.

5. Period of Performance

The period of performance for the Base Period is one year from the date the contract is awarded or when labor hours are used, with four (4) option periods following the Base Period with labor hours not to exceed 2000 hours per option period.

6. Required Working Hours

The Contractor is expected to work during normal business hours (8am-5pm), with some flexibility allowed. The Library frequently has projects, such as a digitization project, that have the potential to increase the known minimum of labor hours per week that are funded in the base year.

Print materials need to be handled in person, but telework situations are allowable under certain circumstances, as approved by the COR.

7. Place of Performance

The work will be performed in the Commerce Research Library located at:

1401 Constitution Ave, NW Library, Room 1894 Washington, DC 20230

(End of Attachment A)

Attachment B

Contract Line Item Number (Pricing) Schedule

(End of Attachment B)

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