RFQ Package - Repair to Library Collections.docx

NATIONAL LIBRARY OF MEDICINE

REQUEST FOR QUOTATIONS (RFQ) NO. 75N97022Q00058

TITLE: Repair to Library Collections

INSTRUCTIONS, CONDITIONS, AND NOTICES TO QUOTERS

A. GENERAL INFORMATION

1. PURPOSE

This RFQ solicits quotations to provide rare book conservation services in support of the National Library of Medicine. The requirements are described in the attached Statement of Work.

2. BACKGROUND

See attached Statement of Work.

3. METHOD OF ACQUISITION

The Government intends to acquire the necessary services by awarding a purchase order under FAR Part 12.6 (Streamlined Procedures for Evaluation and Solicitation for Commercial Items) and Subpart 13.5 (Simplified Procedures for Certain Commercial Items).

4. NUMBER OF AWARDS

It is anticipated that only “one” award will be made from this solicitation.

5. DATE OF AWARD

It is anticipated that award will be made on or about September 28, 2022.

6. PERIOD OF PERFORMANCE

It is anticipated that the award(s) from this solicitation will be for a 12 month one-year contract.

7. COMMITMENT OF PUBLIC FUNDS

The Contracting Officer is the only individual who can legally commit the Government to the expenditure of public funds in connection with the proposed acquisition. Any other commitment, either explicit or implied, is invalid.

8. COMMUNICATIONS PRIOR TO AWARD

Quoters shall direct all communications to the attention of:

Karen D. Miller Contracting Officer National Library of Medicine Office of the Acquisitions (OA), Branch 1 6707 Democracy Blvd., Ste. 105 Bethesda, MD 20892 301.827.6403 Karen.Miller@nih.gov

Communications with other officials may compromise the competitiveness of this acquisition and result in cancellation of the requirement.

9. PREPARATION COSTS

This RFQ does not commit the Government to pay for the preparation and submission of a quotation.

B. GENERAL INSTRUCTIONS TO OFFERORS

1. INSTRUCTIONS TO VENDORS

(a) Definitions. As used in this provision–

Discussions are negotiations that occur that may, at the Contracting Officer's discretion, result in the quoter being allowed to revise its quotation.

In writing or written means any worded or numbered expression which can be read, reproduced, and later communicated, and includes electronically transmitted and stored information.

Quotation modification is a change made to a quotation before the solicitation's closing date and time, or made in response to an amendment, or made to correct a mistake at any time before award.

Quotation revision is a change to a quotation made after the solicitation closing date, at the request of or as allowed by a Contracting Officer as the result of negotiations.

Time, if stated as number of days, is calculated using calendar days, unless otherwise specified, and will include Saturdays, Sundays, and legal holidays. However, if the last day falls on a Saturday, Sunday, or legal holiday, then the period shall include the next working day.

(b) Amendments to solicitations. If this solicitation is amended, all terms and conditions that are not amended remain unchanged. Quoters shall acknowledge receipt of any amendment to this solicitation by the date and time specified in the amendment(s).

(c) Submission, modification, revision, and withdrawal of quotations. (1) Unless other methods (e.g., electronic commerce or facsimile) are permitted in the solicitation, quotations and modifications to quotations shall be submitted in paper media in sealed envelopes or packages (i) addressed to the office specified in the solicitation, and (ii) showing the time and date specified for receipt, the solicitation number, and the name and address of the quoter. Quoters using commercial carriers should ensure that the quotation is marked on the outermost wrapper with the information in paragraphs (c)(1)(i) and (c)(1)(ii) of this provision.

(2) The first page of the quotation must show

(iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the quoter's behalf with the Government in connection with this solicitation; and

(v) Name, title, and signature of person authorized to sign the quotation. Quotations signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

(3) Late quotations and revisions. (i) Any quotation received at the office designated in the solicitation after the exact time specified for receipt of quotes will not be considered unless it is received before award is made and

(A) It was sent by registered or certified mail not later than the fifth calendar day before the date specified for receipt of quotations (e.g., a quotation submitted in response to a solicitation requiring receipt of offers by the 20th of the month must have been mailed by the 15th);

(B) It was sent by mail (or telegram or facsimile, if authorized) or handcarried (including delivery by a commercial carrier) if it is determined by the Government that the late receipt was due primarily to Government mishandling after receipt at the Government installation;

(C) It was sent by U.S. Postal Service Express Mail Next Day ServicePost Office to Addressee, not later than 5:00 p.m. at the place of mailing two working days prior to the date specified for receipt of quotations. The term ``working days'' excludes weekends and U.S. Federal holidays;

(D) It was transmitted through an electronic commerce method authorized by the solicitation and was received at the initial point of entry to the Government infrastructure not later than 5:00 p.m. one working day prior to the date specified for receipt of quotations; or

(E) There is acceptable evidence to establish that it was received at the activity designated for receipt of quotations and was under the Government's control prior to the time set for receipt of quotations, and the Contracting Officer determines that accepting the late quotation would not unduly delay the procurement; or

(F) It is the only quotation received.

(ii) Any modification or revision of a quotation or response to request for information, including any final quotation revision, is subject to the same conditions as in subparagraphs (c)(3)(i)(A) through (c)(3)(i)(E) of this provision.

(iii) The only acceptable evidence to establish the date of mailing of a late quotation or modification or revision sent either by registered or certified mail is the U.S. or Canadian Postal Service postmark both on the envelope or wrapper and on the original receipt from the U.S. or Canadian Postal Service. Both postmarks must show a legible date or the quotation, response to a request for information, or modification or revision shall be processed as if mailed late. ``Postmark'' means a printed, stamped, or otherwise placed impression (exclusive of a postage meter machine impression) that is readily identifiable without further action as having been supplied and affixed by employees of the U.S. or Canadian Postal Service on the date of mailing. Therefore, quoters or respondents should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

(iv) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the quotation wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(v) The only acceptable evidence to establish the date of mailing of a late quotation, modification or revision, or withdrawal sent by Express Mail Next Day ServicePost Office to Addressee is the date entered by the post office receiving clerk on the ``Express Mail Next Day ServicePost Office to Addressee'' label and the postmark on both the envelope or wrapper and on the original receipt from the U.S. Postal Service. ``Postmark'' has the same meaning as defined in paragraph (c)(3)(iii) of this provision, excluding postmarks of the Canadian Postal Service. Therefore, quoters or respondents should request the postal clerk to place a legible hand cancellation bull's eye postmark on both the receipt and the envelope or wrapper.

(vi) Notwithstanding paragraph (c)(3)(i) of this provision, a late modification or revision of an otherwise successful quotation that makes its terms more favorable to the Government will be considered at any time it is received and may be accepted.

(vii) Quotations may be withdrawn by written notice or telegram (including mailgram) received at any time before award. If the solicitation authorizes facsimile quotations, quotations may be withdrawn via facsimile received at any time before award, subject to the conditions specified in the provision entitled "Facsimile Proposals." Quotations may be withdrawn in person by a quoter or an authorized representative, if the representative's identity is made known and the representative signs a receipt for the quotation before award.

(viii) If an emergency or unanticipated event interrupts normal Government processes so that quotations cannot be received at the office designated for receipt of quotations by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of quotations will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office.

(4) Quotations submitted must be on an all-or-none basis, e.g., quotations that propose to provide any item or combination of items shall be determined to be nonresponsive.

(5) Quotations submitted in response to this solicitation shall be in English and in U.S. dollars.

(6) Quoters may submit modifications to their quotations at any time before the solicitation closing date and time, and may submit modifications in response to an amendment, or to correct a mistake at any time before award.

(7) Quoters may submit revised quotations only if requested or allowed by the Contracting Officer.

(8) Quotations may be withdrawn at any time before award. Withdrawals are effective upon receipt of notice by the Contracting Officer.

(d) Quotation expiration date. Quotations in response to this solicitation will be valid for a period of 60 calendar days.

(e) Restriction on disclosure and use of data. Quoters that include in their quotations data that they do not want disclosed to the public for any purpose, or used by the Government except for evaluation purposes, shall

(1) Mark the title page with the following legend: This quotation includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosedin whole or in partfor any purpose other than to evaluate this quotation. If, however, a purchase order is awarded to this quoter as a result ofor in connection with the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting purchase order. This restriction does not limit the Government's right to use information contained in this data if it is obtained from another source without restriction. The data subject to this restriction are contained in sheets [insert numbers or other identification of sheets]; and

(2) Mark each sheet of data it wishes to restrict with the following legend: Use or disclosure of data contained on this sheet is subject to the restriction on the title page of this quotation.

(f) Purchase order award. (1) The Government intends to award a purchase order to the responsible quoter whose quotation represents the best value after an evaluation is conducted in accordance with the factors and subfactors in the solicitation.

(2) The Government may reject any or all quotations if such action is in the Government's interest.

(3) The Government may waive informalities and minor irregularities in quotations received.

(4) The Government shall evaluate quotations and may award a purchase order without discussions with quoters (except clarifications as described in FAR 15.306(a)). Therefore, the quoter's initial quotation should contain the quoter's best terms from a cost or price and technical standpoint. The Government reserves the right to conduct discussions if the Contracting Officer later determines them to be necessary.

(5) The Government reserves the right to make an award on any item for a quantity less than the quantity quoted, at the unit cost or prices quoted, unless the quoter specifies otherwise in the quotation.

(6) Exchanges with quoters after receipt of a quotation do not constitute a rejection or counteroffer by the Government.

(7) The Government may determine that a quotation is unacceptable if the prices proposed are materially unbalanced between line items or subline items. Unbalanced pricing exists when, despite an acceptable total evaluated price, the price of one or more-line items is significantly overstated or understated as indicated by the application of cost or price analysis techniques. A quotation may be rejected if the Contracting Officer determines that the lack of balance poses an unacceptable risk to the Government.

2. POTENTIAL AWARD WITHOUT DISCUSSIONS

The Government reserves the right to award a purchase order without discussions if the Contracting Officer determines that the initial offer is fair and reasonable and that discussions are not necessary.

3. ORDERING TERMS AND CONDITIONS

· The quoter must specify the unit price for each line item quoted in response to this solicitation.

· Prices quoted for this RFQ shall be Open Market prices, or lower prices.

· Prices quoted shall be fixed unit prices (per labor hour) per labor category.

· The quoter must indicate the Quantity, Item, and Trade Discounts being quoted for each line item.

· The quoter must indicate a period of delivery, citing the number of days after receipt of a purchase order document in which delivery will be performed.

4. PURCHASE ORDER TERMS AND CONDITIONS

Any purchase order awarded as a result of this solicitation shall be subject to the terms and conditions of the Purchase Order Addendum to the Term and Conditions that shall be incorporated by reference in the purchase order.

5. PRIVACY ACT

The Privacy Act of 1974 (P.L. 93-579) requires that a Federal agency advise each individual whom it asks to supply information, the authority which authorizes the solicitation, whether disclosure is voluntary or mandatory, the principal purpose for which the information is intended to be used, the uses outside the agency which may be made of the information, and the effects on the individual, if any, of not providing all or any part of the requested information.

The NIH is requesting the information called for in this RFQ pursuant to the authority provided by Sec. 301(a)(7) of the Public Health Service Act, as amended, and P.L. 92- 218, as amended.

Providing the information requested is entirely voluntary. The collection of this information is for the purpose of conducting an accurate, fair, and adequate review prior to a discussion as to whether to award a purchase order.

Failure to provide any or all the requested information may result in a less than adequate review.

In addition, the Privacy Act of 1974 (P.L. 93-579, Section 7) requires that the following information be provided when individuals are requested to disclose their social security number.

Provision of the social security number is voluntary. Social security numbers are requested for the purpose of accurate and efficient identification, referral, review and management of NIH acquisition programs. Authority for requesting this information is provided by Section 301 and Title IV of the PHS Act, as amended.

The information provided by you may be routinely disclosed for the following purposes:

· to the cognizant audit agency and the General Accounting Office for auditing.

· to the Department of Justice as required for litigation.

· to respond to congressional inquiries.

· to qualified experts, not within the definition of Department employees, for opinions as a part of the review process.

6. SELECTION OF VENDOR

You are advised that an award of a purchase order will be made to the Vendor that the Government determines to represent the best value and results in the lowest overall cost alternative (considering price, special features, administrative costs, etc.) to meet the Government’s needs. The evaluation criteria to be used by the Government are described in E., EVALUATION FACTORS FOR AWARD, below.

7. NUMBER OF COPIES OF QUOTATION

Your quotation shall be organized as specified in Section B., GENERAL INSTRUCTIONS TO OFFERORS; Section C., INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION; and Section D., INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE QUOTATION; and submitted in an electronic copy no later than 10:00 am EST., on Monday, September 26, 2022, to the following:

Karen D. Miller Contracting Officer National Library of Medicine Office of the Acquisitions (OA), Branch 1 6707 Democracy Blvd., Ste. 105 Bethesda, MD 20892 301.827.6403 Karen.Miller@nih.gov

9. PURCHASE ORDER TYPE

The Government intends to award a single purchase order as a result of this solicitation (reference Federal Acquisition Regulation Part 13, Simplified Acquisition).

C. INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION

1. PREPARING THE TECHNICAL PORTION OF THE QUOTATION

The Offeror shall summarize their past performance, technical knowledge, and book conservation services contracts similar to this solicitation that the offeror has successfully performed in the past five years. The information presented shall be in sufficient detail to describe the previous experience and effectiveness of the offeror in similar or closely related work, and to demonstrate the offeror’s current ability to accomplish the tasking in this solicitation. Include the following information for each contract and subcontract:

· Name of contract or project;

· Contract Number;

· Role (Prime or Subcontractor);

· Sponsoring Organization or Company;

· Contract type;

· Period of Performance;

· Total Contract Value;

· Contract Manager and telephone number;

· Program Manager and telephone number;

· Project description, scope of work preformed, services or products delivered;

· Major success or accomplishments, and

· Major problems, lessons learned, and solution(s) applied if applicable.

Resumes: In addition to the above submission, but not included in the above maximum page count, the offeror shall include in the response to the statement of work a resume for each key person proposed for the project. Individual resumes shall be no more than two pages in length.

Resumes shall include the following:

· Name of person;

· Proposed position, function, or role;

· Proposed labor category;

· Education (including, in reverse chronological order, colleges and/or technical schools attended (with dates), degree(s)/certification(s) received, major field(s) of study, and approximate number of total class hours);

· Experience (including, in reverse chronological order, area(s) of work in which a person is qualified, company and title of position, approximate starting and ending dates (month/year), concise descriptions of experience for each position held, and

· Certification that the information contained in the resume is correct and accurate.

The quote should not exceed seven (7) typewritten pages.

2. EVALUATION OF THE TECHNICAL PORTION OF QUOTATIONS

The technical portion of quotations will be evaluated in accordance with the factors, weights, and order of relative importance as described in E. EVALUATION FACTORS FOR AWARD below.

3. ADDITIONAL INSTRUCTIONS FOR PREPARING THE TECHNICAL PORTION OF THE QUOTATION

a. Quotations which merely offer to conduct the work in accordance with the requirements of the Government’s scope of work will be considered nonresponsive.

b. Evaluation of the technical portion of quotations will be conducted by a technical review committee in accordance with the evaluation criteria stated in E. EVALUATION FACTORS FOR AWARD below.

D. INSTRUCTIONS FOR PREPARING THE BUSINESS PORTION OF THE QUOTATION

1. PRICE INFORMATION

Quoters shall submit a detailed breakdown of estimated labor hours and rates by tasks to be performed. In addition, a summary total amount shall be furnished for the entire project.

The business portion of the quotation must contain sufficient information to allow the Government to perform a basic analysis of the proposed price of the work.

2. INFORMATION OTHER THAN PRICING DATA

The vendor shall submit sufficiently detailed information to permit the Contracting Officer and authorized representatives to evaluate the offer.

Unless otherwise stated in this solicitation, the information may be submitted in the quoter’s own format.

3. SPECIAL BUSINESS PROPOSAL INSTRUCTIONS

The Government anticipates that the work will be performed at the National Library of Medicine and offsite as approved by the Contract Officer Representative.

E. EVALUATION FACTORS FOR AWARD

5. General

You are advised that an award of a purchase order will be made to a vendor whose quotation is determined by the Government to represent the best value and results in the lowest overall cost alternative (considering price, special features, administrative costs, etc.) to meet the Government’s needs.

6. Mandatory Criteria –

· Offeror must hold a masters or bachelors degree and have at least 10 years experience in book and manuscript repair. Offeror must provide a list of training received from a qualified conservator, apprenticeship, or conservation training program as verified by examples of book treatments and enclosures in their portfolio to be discussed during the onsite or virtual interview.

· Offeror must provide a list of recent continuing education classes attended. Offeror shall demonstrate an ongoing interest in new conservation techniques, materials, and theory, as evidenced by professional activities, publications, and continuing education.

· Offeror must be fully trained in disaster salvage, response, and recovery. Offeror must demonstrate knowledge of mold identification and remediation and the use of personal protective equipment.

· Offeror must demonstrate subject knowledge and experience using a variety of complex conservation treatments including but not limited to solvents treatments, stain reduction, adhesive removal, loss compensation, mending tears and voids, and flattening of paper collections. Offeror must have experience doing rebacks, board and case repairs to leather, cloth and paper bound items, experience creating storage enclosures in a variety of formats. Offeror must be willing to work independently under tight deadlines making sound decisions concerning conservation treatments, have good written and oral communication skills, and work well with others in a collegial atmosphere.

· Offeror shall submit a detailed resume describing their training, academic background, bench experience, availability and personal references including one reference from a conservator is required. They shall also submit a narrative describing the techniques, materials, principles, practices, and ethics that the proposer would employ to accomplish the goals of this contract. A site visit or virtual interview will be planned to review a portfolio of the proposer’s current work completed within the past year. The portfolio should include examples of protective enclosures, completed repairs to bound books and paper manuscripts.

· Offeror must have insurance applicable to conservation and liability coverage equivalent to industry standards. Submitted evidence of insurance to COR is required upon request.

7. Evaluation Criteria

In determining which offer represents the best value and results in the lowest overall cost alternative (considering price, special features, administrative costs, etc.) to meet the Government's needs, the Government shall evaluate responses using the evaluation criteria that are listed below. All technical evaluation factors when combined are more important than price.

a. Past Performance

Offerors are required to demonstration their knowledge of a similar effort, ability to work with others, and meet tight deadlines as verified by references.

b. Technical Knowledge

Offerors must demonstrate knowledge and ability to write accurate condition and treatment reports including digital photo documentation. Offeror must know how to search online databases for bibliographic information. Offeror must demonstrate knowledge of the techniques used in the repair of rare bound and flat paper objects as verified by portfolio examples. Offerors must demonstrate knowledge of protective housings completed using the appropriate materials and structures as verified by portfolio examples. Offeror must have experience in disaster salvage, recovery, and mold remediation of rare collections.

c. Personnel

Offerors should indicate experience and skills of individuals who will be performing rare book conservation services. Quoters shall submit detailed information regarding their training, academic background, experience, and availability. Documentation shall include a detailed resume, describing the proposer’s education, training, experience, achievements, and personal references including one reference from a conservator. Evidence of graduation from conservation program or apprenticeship training from a qualified conservator is required.

Description of Non – Price Factor Ratings

requirement, proposes a sound approach, and will be successful in performing the contract with little or no Government intervention.

requirement, proposes a sound approach, and will be successful in performing the contract with some Government intervention.

proposes a sound approach or will be successful in performing the contract even with Government intervention.