Attachment___1_-_Statement_of_Work.pdf

1 of 2 SECHQ1-15-R-0015 Attachment # 1

SECHQ1-15-R-0015

ATTACHMENT # 1 - STATEMENT OF WORK

Serials Subscription Service

The U.S. Securities and Exchange Commission (SEC) requires a service to order, renew, claim and provide various administrative services in support of the Commission’s serials collection.

The general terms are described below:

A. Pre-Order Price Quotations

A representative list of subscriptions to be ordered or renewed is enclosed as Attachment A for quotation purposes. This list may vary with additions and deletions of titles and changes in quantities occurring during the term of the contract.

B. Basic Order Requirements

The contractor shall expedite titles requested for order, which may be in various formats, e.g., print, electronic, microform. The contractor shall place orders for fewer than one hundred (100) titles within five (5) working days of receipt of the order request. The contractor shall place orders for one hundred (100) or more titles within twenty (20) working days of receipt. The contractor shall ensure that subscription issues are received at the ship-to address as soon as possible after publisher dispatch. The contractor shall provide notice of action and order status to the SEC, including the date the order was placed and the anticipated date of delivery.

The contractor shall place orders requested on a rush basis within 24 hours of receipt of the order request. The contractor shall provide notice of action and order status to the SEC, including the date the order was placed and the anticipated date of delivery.

The contractor shall place orders and renewals for multiple ship-to addresses under one billing address, and shall ensure that publications are mailed to the correct ship-to address or email address as is appropriate.

The contractor shall ensure that all subscriptions begin with the volume or date given on the order and in the quantity noted. The contractor shall automatically supply all annual or other indexes, special issues and unnumbered supplements and other materials included in the basic subscription price. Supplements which are not supplied on subscription should be brought to the SEC's attention so that orders may be issued for their supply.

The contractor shall make every effort to procure the correct publication described by the SEC's order. Care must be exercised to examine not only the title but the imprint, the ISSN and other bibliographic descriptors, and format, so that publications with common titles are not ordered in error. The SEC will not be responsible for paying for titles ordered in error. The contractor shall seek clarification of format and other options, if not supplied at the time of order.

C. Claiming of Missing, Defective or Mutilated Issues

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The contractor shall make every reasonable effort to assure that the publishers supply the material for which payment has been rendered.

Upon receipt of claim notices from the SEC that expected issues have not been received, the contractor must verify that the item has been properly ordered and paid with the publisher and shall forward notice of non-receipt to the publisher together with payment documentation. Claims shall be processed by the contractor within three (3) working days of receipt.

Any responses from the publisher other than supply of material must be forwarded on to the SEC within three (3) working days of receipt at the contractor's site.

The contractor shall make at least two follow-up requests when the publisher fails to respond to a claim.

On demand, the contractor may be required to make telephone, fax or electronic mail message contact with publishers for urgently needed materials.

After placing requests for claimed issues, the contractor shall provide the SEC with notification of the claim action and anticipated date of delivery.

D. Quantity Changes and Cancellations

Within three (3) working days of receipt of a quantity change or cancellation order from the SEC, the contractor shall notify the publisher of changes in the quantity of a title which are required and of cancellations of previously placed orders. Notification to the publisher shall indicate the effective date/volume of the change. Changes and cancellations may be made at any time.

Upon cancellation of an order, the contractor must immediately request a refund for any unused portion of the subscription. If no refund is obtained, the contractor must provide written evidence of attempts to obtain the refund for the Government.

E. Communication

The contractor shall designate a specific account representative to be the primary contact person for servicing the Library's account, e.g., responding to problems with order, delivery claims, invoices, credits, and management reports. All queries from the SEC shall be directed to that individual or his/her designated backup. The SEC must be notified if this individual will be away from the office for an extended period of time. The SEC must be notified as soon as possible of a change in account representative to ensure a smooth transition. Oral and written queries must be responded to within two (2) working days.

F. Administrative Services

The contractor shall provide the SEC with access to a web-based serials management system that enables online claiming, ordering, on-demand analytical report generation, and bibliographic research.