PAGE 1 OF1. REQUISITION NO.

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NO. 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

a. NAME b. TELEPHONE NO. (No Collect Calls) 8. OFFER DUE DATE/LOCAL

TIME

9. ISSUED BY CODE 10. THIS ACQUISITION IS UNRESTRICTED OR SET ASIDE: % FOR:

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

EDWOSB

8(A)

NAICS:

SIZE STANDARD:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

13b. RATING

14. METHOD OF SOLICITATION

RFQ IFB RFP

15. DELIVER TO CODE 16. ADMINISTERED BY CODE

17a. CONTRACTOR/OFFEROR CODE FACILITY CODE 18a. PAYMENT WILL BE MADE BY CODE

TELEPHONE NO. UEI: EFT:

PHONE: FAX:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED

SEE ADDENDUM

19. 20. 21. 22. 23. 24.

ITEM NO. SCHEDULE OF SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN _______________ 29. AWARD OF CONTRACT: REF. ___________________________________ OFFER COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DATED ________________________________. YOUR OFFER ON SOLICITATION DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED SET FORTH HEREIN IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION (REV. NOV 2021)

PREVIOUS EDITION IS NOT USABLE Prescribed by GSA - FAR (48 CFR) 53.212

7. FOR SOLICITATION

INFORMATION CALL:

STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

See SCHEDULE

030ADV27R0009 10-28-2026

Robinson, James (202) 707-9053 11-30-2026

Contracts and Grants Directorate Library of Congress

101 Independence Ave. SE LA 325 Washington DC 20540-9411

X

N/A

X

DELIVERY

See Sections D&F for delivery instructions.

Contracts & Grants Directorate Library of Congress

LA 325

101 Independence Av SE Washington DC 20540-9411

Submit Invoices through https://www.ipp.gov Washington DC 20540

See CONTINUATION Page

See CONTINUATION Page

X X

X 1

Robinson, James

030ADV27R0009

Table of Contents

SECTION A

A.1 SF 1449 SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

B.2 LC52.216-3 CONTRACT TYPE (JUN 2016)

B.3 PRICE SCHEDULE

B.4 ORDERS

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

D.1 LC52.211-1 DELIVERIES (APR 2015)

D.2 LC52.211-2 DELIVERIES TO THE LIBRARY OF CONGRESS, CAPITOL HILL CAMPUS (JUN 2021)

D.3 LC52.231-1 PAYMENT OF POSTAGE FEES (MAY 2015)

SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

SECTION F - DELIVERIES OR PERFORMANCE

F.1 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

G.2 LC52.232-1 LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (DEC 2022)

G.3 LC52.232-2 SCHEDULE OF PAYMENTS (JUN 2015)

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 LC52.201-1 CONTRACTING OFFICER'S REPRESENTATIVE (COR) APPOINTMENT AND AUTHORITY (JAN 2016)

H.2 LC52.203-1 CONTRACTOR PUBLICITY (OCT 2013)

H.3 LC52.204-1 COLLECTIONS SECURITY (DEC 2013)

H.4 LC52.204-2 CONDUCT ON LIBRARY PREMISES (JUL 2021)

H.5 LC52.204-3 INFORMATION SYSTEMS SECURITY (JUL 2024)

H.6 LC52.204-4 CONTRACTOR EMPLOYEE FITNESS (SEP 2024)

H.7 LC52.204-5 IDENTIFICATION AND BUILDING PASSES (SEP 2024)

H.8 LC52.237-1 KEY PERSONNEL (AUG 2014)

H.9 LC52.237-2 CONDUCT OF WORK (MAY 2015)

030ADV27R0009

H.10 LC52.239-1 INFORMATION SECURITY (JUL 2025)

PART II - CONTRACT CLAUSES

SECTION I - CONTRACT CLAUSES

I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

I.2 52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS—COMMERCIAL PRODUCTS AND COMMERCIAL SERVICES (MAR 2026)

I.3 52.216-18 ORDERING (AUG 2020)

I.4 52.216-19 ORDER LIMITATIONS (OCT 1995)

I.5 52.216-22 INDEFINITE QUANTITY (OCT 1995)

I.6 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I.7 LC52.212-4 CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (DEV) (FEB 2016)

I.8 LC52.212-5 CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE

ORDERS - COMMERCIAL ITEMS (DEV) (MAY 2015)

I.9 LC52.216-1 ORDER PLACEMENT – SINGLE AWARD INDEFINITE DELIVERY, INDEFINITE QUANTITY (FEB 2016)

I.10 LC52.228-70 INSURANCE REQUIREMENTS - WORK ON LIBRARY PREMISES (DEC 2014)

I.11 LC52.232-25 PROMPT PAYMENT (DEV) (JUL 2013)

I.12 LC52.233-1 52.233-1 (DEV) DISPUTES (MAY 2014)

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - LIST OF ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS

K.1 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (OCT 2018)

K.2 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS—COMMERCIAL PRODUCTS AND

COMMERCIAL SERVICES (OCT 2025)

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 52.237-1 SITE VISIT (APR 1984)

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

L.2 LC52.233-2 PROTESTS TO THE LIBRARY OF CONGRESS (DEC 2013)

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 LC52.215-2 EVALUATION - BEST VALUE TRADE-OFF (FEB 2020)

030ADV27R0009 Section B

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PRICE/COST SCHEDULE

ITEM INFORMATION

BASE PERIOD POP: 03-02-2027 to 03-01-2032 Title: Total Items: 1 Base Period Period Total: _______________

ITEM TITLE QUANTITY UNIT UNIT PRICE TOTAL AMOUNT

Microfilm Inventory 5.00 YR $_______________ $_______________00-0001

PERIOD OF PERFORMANCE: 03/02/2027 - 03/01/2032

PRICING ARRANGEMENT: Fixed Price with Economic Price Adjustment

TOTAL PRICE: $_______________

B.2 LC52.216-3 CONTRACT TYPE (JUN 2016)

This is a Solicitation for a single award Indefinite Delivery Indefinite Quantity (IDIQ) Contracts. Individual Firm-Fixed Price (FFP) Task Orders shall be issued against this IDIQ, the cumulative value of which shall not exceed the maximum defined in the contract. The minimum does not represent the minimum amount for each order under this contract.

IDIQ Minimum: $50,000.00

IDIQ Maximum: $2,000,000.00

The Library of Congress will order the specified minimum amount under this IDIQ contract. Specific requirements will be identified in individual orders issued under this contract. During the life of this contract, the Government may order items in any quantity up to the specified maximum contract value.

*The IDIQ maximum ceiling is not reflective of a guaranteed amount of work*

B.3 PRICE SCHEDULE

All unit prices for this IDIQ Contract are to be Firm-Fixed Price. Pricing is established in Attachment J3. All overhead prices, including labor, materials, and shipping costs shall be included in the unit price for all items. This contract uses Ordering Periods and not Option Years. As a result, no options need to be exercised during the life of this contract.

Orders may be placed for estimated pages at fixed unit prices based on the tables below. Orders shall also indicate a ceiling price.

Description Ordering Period I

(3/2/2027-3/1/2028)

Ordering Period II

(3/2/2028-3/1/2029)

Ordering Period III

(3/2/2029-3/1/2030)

Ordering Period IV

(3/2/2030-3/1/2031)

Ordering Period V

(3/2/2031-3/1/2032)

030ADV27R0009 Section B

Item Unit Price Unit Price Unit Price Unit Price Unit Price

Inventoried Archival Masters and Print Negative Microfilm Reels

B.4 ORDERS

In the event that a task order period of performance crosses ordering periods as defined in Section B, task order unit pricing must comply with the ordering period price that is current at the time the order is placed.

No blended rates will be authorized at the order level.

For instance, if an order, with a 12-month period of performance starts January 27, 2028, the Ordering Period I rates will be used to price the entire order. An order cannot be priced using prices for two different Ordering Periods.

(End of Clause)

030ADV27R0009 Section C

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

Microfilm Inventory

Statement of Work

C.1 BACKGROUND

The Library of Congress (Library) is the world's largest library collection with more than 175 million items. The collection includes books and other printed materials, serials, manuscripts, photographs, maps, music, microfilm, audio recordings, and moving images. The Library’s Preservation Services Division (PSD) under Preservation Directorate, Discovery and Preservation Services, is a stewardship division responsible for services that modify or reformat materials for preservation and for the management information systems required to enact preservation services at scale. The division is the custodian of the microform collection at the Library; facilitates after-market binding for library materials; business support services for contracted preservation services; and development and maintenance of the management information systems and technologies required for effective operations of preservation activities across all Preservation Directorate divisions.

The PSD requires contractor support to inventory Archival Master and Print Negative microfilm collection reels of vast newly acquired and retrospectively selected collections. This critical component of PSD’s inventory management supply chain requires the physical and intellectual verification of data elements to ensure accuracy based on the Library’s criteria. The Contractor shall play an integral part in managing the collections by conducting various inventory tasks as detailed in Section C.3 Requirements.

This microfilm represents a large variety of library formats such as newspapers, serials, legal gazettes and periodicals, and special collections including but not limited to monographs, manuscripts, musical scores, telephone directories, and copyright deposits. The Archival Master microfilm collection is currently stored in two locations. One major reason for conducting this inventory project is the preparation of the collection for its final move to a single off-site storage location at Ft Meade, MD. The actual inventory work under this contract will be completed on-site in office space provided by the Library.

The Library seeks a qualified Contractor to create and/or update holding records and item records in the Library of Congress Integrated Library System (FOLIO) for the microfilm holdings stored in the Adams Building Microform Vault.

The Contractor will also determine the microfilm base (acetate, polyester) of each reel and identify items in need of preservation actions. The Library anticipates inventorying between 5,000 to 10,000 reels per year; the Contractor is responsible for determining its hours of operation to fulfil the requirements of this contract.

C.2 SCOPE

The Contractor shall review, verify, create and/or update holding records (HREC), in the FOLIO system. Prepare completely inventoried Archival Master reels for transport to Ft Meade offsite storage facility and Print Negatives to the vault in the Adams building on Capitol Hill. This includes rehousing and applying label barcodes.

C.3 CONTRACTOR REQUIREMENTS

C.3.1 Retrieval of Microfilm

The Contractor shall inventory microfilm and prepare microfilm to be stored onsite on Capitol Hill and boxed for offsite storage.

• Contractor shall retrieve microfilm from the designated shelving areas and the microfilm vault onsite at the Capitol Hill location. The Contractor shall retrieve a batch of microfilm and prepare the microfilm for inventory by creating and/or updating the Holdings record (HREC). A batch will consist of one shelf of microfilm of about 35 reels in order by call number. Archival Master film has yellow labels and Print Negative film have pink labels.

• Library staff will prepare the batches of microfilm for the Contractor staff that are stored on shelves in a secure location outside and inside the microfilm vault. Library staff may continue to add more microfilm to the shelves, but Contractor staff shall regularly retrieve the microfilm and establish batches to ensure a constant workflow.

• Archival Master microfilm reels in need of inventory are stored in the Adams Building Microform Vault, and some are stored in a secure location on designated shelves. Batches will be moved from the vault and shelving areas, transported to the inventory work area via book trucks, and returned to the secure areas and vaults at close of business.

• Library staff will monitor the movement of the batches by Contractor staff from the Adams Vault to the inventory work area. The Contractor shall prepare a daily Batch Control Slip (see Appendix 1– “Batch Control Slip”) containing a sequential batch number; the shelf number of the first and last microfilm boxes; the number of reels per shelf number; the date inventory of the batch was started; the name of the staff member to whom it is assigned. This slip will be updated to indicate when and to whom the batch is assigned to for quality control, when it is completed and ready to be returned to the collection. Batches will be completed within three (3) working days of removal from the shelf and returned to Library staff for Quality Assurance (QA), in the same order (ascending by shelf number with corresponding reels in chronological order) as received.

• Upon completion of the Contractor inventory work and Library staff quality assurance, the Contractor will take the Archival Master microfilm and house the single reel microfilm boxes into 12-reel microfilm boxes. Library staff will be responsible for retrieving the 12-reel boxes to be transported to Ft. Meade. The Print Negative microfilm will need to be transported to the vault. Library staff will be responsible for reshelving the Print Negative film in the vault.

• Because of the lower temperatures in the Adams vault storage area, actual inventory work (searching the Integrated Library System (ILS), creating/updating holding records, creating item records, etc.) will not be performed in the Adams vault, but will be performed in the assigned office work area (inventory area). The Contractor shall be responsible for retrieving items from the Adams vault for inventory actions and returning approved items to the Adams vault in the order retrieved. Book trucks will be provided for the transport of material to and from the vault(s).

C.3.2 Microfilm Collection Materials: Holding record (HREC) and Item record (IREC) CREATE/UPDATE/VERIFY FieldsC.3.2.1 Create/Update HREC

LC staff will create minimal holdings record (HREC) for each microfilm bibliographic record established prior to inventory. This HREC will show holding type, permanent location, copy number, call number type, call number, and public note.

• Contractor staff shall create minimal holding records that will show permanent location, copy number, call number type, call number, and public note when a shelf number has Archival Master reels (generally yellow box label). Item records will be attached to the HREC.

• Contractor staff shall create minimal holding records that will show permanent location, copy number, call number type, call number, and public note when a shelf number has negative reels (generally pink box label) that will reflect only printing negative reels.

C.3.2.2 Create/Update IREC

• If there is no existing Item Record, the Contractor shall create one by clicking the “Add Item” button.

• The Contractor shall attach a barcode to each box of microfilms. The barcode will be placed on the side of the box. When holding the box with the label facing staff, the barcode will be placed on the right side of the box, to the right side of the thumb notch. The Contractor shall scan the number into the Barcode field.

• The Contractor shall ensure that the Effective Location for Item field reads “Master Negatives” for Archival Master and “n-Print Negatives” for print negatives.

• The Contractor shall ensure that the item record’s Material Type field reads “Microfilm.”

• The Contractor shall also use information from the box label to fill the item record’s Enumeration and Chronology fields. See Attachment J4 - Appendix 3 for correct entering of Enumeration and Chronological information.

• The Contractor shall ensure that Archival Master will be recorded as “Metal moniker: Gold - gold” in the item record’s Statistical Code field. Print Negatives will be recorded as “Metal moniker: Silver: silver”.

• The Contractor shall ensure that the item record’s Permanent Loan Type field will read “No request – check out” and its Item Status field will read “Available”.

• The Contractor shall ensure that the item record’s Copy Number field contains the same number that follows the word “Copy” or “Set” in Copy number field in the holdings record (“1”, “2”, etc.)

• If there is a number on the label for feet of microfilm, the Contractor shall enter that in the item record’s “Year, caption” field.

• To indicate that the Item Record has been inventoried, the Contractor shall create a new Note field in the item record using “Add note”. The Contractor shall record the Note Type as “Master Negative Inventory”.

• The Contractor shall put on white gloves and remove the reel from the box.

• The Contractor shall conduct a “sniff test.” The Contractor shall use the wafting technique to draw air up from the box of film toward their nose. If there is a vinegar smell, the box will be flagged with a green slip, marked “vinegar.”

• The reel will be held up to the light. If the light transmits through the reel, the film is polyester. If the light does not transmit through, then it is acetate. All acetate films will be marked with a green dot placed beside the red inventory dot on the upper right-hand corner of the box label.

• The Contractor shall ensure that “Acetate Film” or “Polyester Film” is also recorded in the Note Type.

• If the reel is metal, the Contractor shall record that information in the Note Type as “Metal Reel” and mark the box with a green flag.

• If the item needs to be re-boxed/relabeled, the Contractor shall record that in the Note Type as “Re-box/relabel”.

• If the leader of microfilm falls off, the Contractor shall record that in the Note Type as “Damaged Film” and will mark the box with a green flag marked as broken film.

• The Contractor shall place a red dot, with a felt tip pen, on the upper right corner of the label, to state that this box was inventoried.

• If there is no yellow label reading “Library of Congress Master Negative Return to the Microfilm Vault” on the top of the Archival Master box, the Contractor will add one.

• To avoid the possible mis boxing of reels, the Contractor shall not have more than one reel out of a box at a time at their inventory workstation.

• The Contractor shall complete the Item Record update by saving the record.

• At which point the ILS system allows this to be done, The Contractor shall ensure that all item records are in correct chronological or other appropriate order, before moving on to the next shelf number.

C.3.2.3 Review and Verify

The Library staff shall examine fields including but not limited to the following in the IREC, to ensure that the IREC matches the item in hand:

• Title

• Location

• Call Number

• Copy Number or Set Number

• Enumeration

• Chronology

• Caption

For each item record representing a single reel within the collection:

• Verify the information in the IREC with the physical item:

o Title (Titles may appear to be truncated in FOLIO the ILS; subtitles are not always included. When an exact match cannot be verified in FOLIO the ILS, refer questions to the Library project coordinator.)

o Enumeration (should match the reel box) o Chronology (if present, should match the reel box)

• Verify other item record fields (these should be the same for each item):

o Statistical code (should be Metal moniker: Gold -- gold) for Archival Masters o Statistical code (should be Metal moniker: Silver: silver) for Print Negative o Material type (should be Microfilm) o Copy number (should be 1) o Effective location for item (should be Archival Masters) Effective Location for an item is derived from the

Holdings record. If the holding’s location is "n-Print Negatives" or "Master Negative" the item Effective Location will reflect the same.

o Note (should have lines for Note type: Polyester film and Note type: Master Negative Inventory)

• After a batch has been approved by LC staff, the Contractor will return Print Negatives to the secure area and box the Archival Masters by taking 12 single reels and placing the single reels in 12-reel boxes to prepare for offsite storage.

C.3.3 Handling of the Collection

All Library of Congress collection materials must be handled with care to avoid damage. The Contractor shall follow these guidelines whenever materials are handled.

The contractor shall immediately report to Library staff any evidence showing that a range of microfilm has been affected by water leaks, past or present.

Boxes with any evidence of dampness, mold, mildew or insects shall be referred to the Library project coordinator. All microform materials will be handled with gloves and used in a clean workspace. Food or drinks are never allowed in the stacks or at the workstation. No food or drink should be placed or kept anywhere near collection materials. No metal paper clips or adhesives, such as tape or Post-it notes, will be placed on or in any collection materials. Boxes will be placed on shelves in an upright position with the label facing out. All boxes that are damaged or missing flaps will be flagged with a green flag marked “box/relabel.” Library staff will relabel and replace the microfilm boxes as needed. For sample of flag, see Appendix 2 – Green Flag.

When handling actual reels of microfilm, clean white gloves (to be supplied by the Library) must be worn. A new clean pair of gloves must be used every day, to help reduce dirt and prevent possible surface scratching of the microfilm.

When the supply of white gloves is running low, the Contract supervisor will notify the COR by email that more gloves need to be ordered. This should be done while there is at least 2 weeks’ supply on hand, to assure time and funding to place and receive the order.

C.3.4 Referral of Problems

Contractor shall identify problems encountered during the inventory process by inserting a green flag. Green flagged items remain on the book truck until the entire batch is completed, and Library staff has conducted QA and Problem Resolution.

C.3.5 Completion of Batch

After a batch of microfilm has been completed, the Contractor shall notify the Library project coordinator and move the book truck to the QA area. The Statistical Batch sheets attached to the book truck will be annotated to show the number of reels completed, the number of shelf number groups completed, number of problem shelf number groups marked, number of acetate reels found, number of vinegar-smelling reels found, and the time and date of the batch completion.

A copy of the complete Statistical Batch sheets will be delivered to the Library project coordinator and COR at the end of each week.

C.4. OTHER REQUIREMENTS

C.4.1 Training of Staff/New Staff

The Library will provide the initial one-week training and any additional training needed to incorporate changes in procedures or workflow. The Library will provide one week of training for the new staff. Notification of staff replacement and of such training being needed must be given to the COR at a minimum one week prior to training date.

C.4.2 Government Furnished Property

The Library will provide a Library-owned laptop with access to the FOLIO system for each Contractor staff. Unique logins and passwords will be supplied to each for each Contract staff. The Library will provide network printers and a barcode reader for each Contractor staff. The Library will also supply book trucks to be used to move microfilm batches to and from the microfilm vault and shelving area. The Contractor is responsible for always securing this equipment.

C.4.3 Key Personnel Summary

Project Manager. The Contractor shall provide an on-site Project Manager with the following required skills:

• Have a minimum of two [2] years’ experience performing similar work to what is required in this SOW in a major research Library or heritage organization whose microfilm collections are in various languages.

• Have a minimum of two [2] years of experience or understanding of cataloging using the MARC records classification for monographs and serials.

• Have a minimum of one [1] year training staff and handling assignments and monitoring the inspection of work.

• Have the ability to compile statistical data to produce daily, weekly, monthly and annual reports of work performed.

• Demonstrated experience using an ILS system.

• Demonstrated experience processing materials in various languages.

• Have good written and oral communication skills.

C.4.4 Other Personnel

Inventory Clerk. The Contractor may provide an on-site Inventory Clerk with the following required skills:

• Have a minimum of one [1] years of experience or understanding of cataloging using the MARC records classification for monographs and serials.

• Demonstrated experience using an ILS system.

• Demonstrated experience processing materials in various languages.

• Have good written and oral communication skills.

• Have the ability to compile statistical data to produce daily, weekly, monthly and annual reports of work performed.

The Contractor shall keep the COR informed about staffing issues and shall submit the Library’s required 1881 form and/or other forms as required, to the COR for approval within 3 business days of when vacancies arise. The Contractor shall return all library issued equipment (ID pass and Yubi-Keys) to the COR within two (2) business days prior to departure.

C.4.5 Kick-off Meeting

The Contractor shall attend a kick-off Meeting following initial award with the COR no later than ten (10) business days after the date of award. The purpose of the Conference is to discuss technical and contracting objectives of this contract and confirm any details of the work for both parties. The Conference will be held at either the Library or telephonically.

C.5. DELIVERABLES

C.5.1 Weekly Statistical Report

The Contractor shall complete and maintain a weekly statistical report. The Contractor shall prepare a weekly statistical report summarizing batches completed. Each report will show the sequential week number (week 1, week 2 etc.) of the contract, and the dates covered by that week. The report will be sent electronically to the COR and will contain the following:

C.5.1.1 The batch numbers for batches completed.

C.5.1.2 The number of microfilm boxes (reels) completed per batch (including range of shelf numbers per batch) and the total cost for the reels completed.

C.5.1.3 The number of errors identified through Contractor quality assurance and corrected.

C.5.1.6 The total hours of and cost for the Contractor supervisor and Contractor clerks for that week.

C.5.2 Periodic Progress Reports

The Contractor shall also submit periodic reports to the COR of progress during each order. The reports should provide a narrative that summarizes key events or activities, noting special problems or difficulties encountered, and addressing proposed methods for correction of such problems as the work continues. The reports shall indicate the agreed-upon project schedule, progress relative to the schedule, and shall clearly state any deviations from the schedule with accompanying explanations. The reports should note changes in procedure and provide statistics that indicate the accomplishments of the period described.

The frequency of progress reports for a given order shall be established at the order level.

C.5.3 Billing/Invoices

The Contractor will identify an Administrative/Accounting person to supply the COR with invoices and to handle any invoice questions and concerns. An invoice will include completed orders. The Contractor shall invoice only completed batches (number of reels) for completed orders.

C.5.4 Deliverables Schedule

Reference Deliverable Due Date

C.3.1 Batch Completion Within three (3) working days of removal from the shelf

C.4.1 Notification for staff replacement and training

Training needed shall be provided to the COR at a minimum one week prior to training date

C.5.1 Weekly Statistical Reports Weekly

C.5.2 Periodic Reports Weekly and Monthly

C.4.4 Staffing Change Notify the COR within (3) days

C.4.5 Kickoff Meeting Within ten (10) days after POP Start

C.6.1 Inspecting A batch will not be off the shelf for more than

(3) days

C.6. TESTING AND QUALITY ASSURANCE

C.6.1 Inspections

Quality control inspections will be designed to evaluate the accomplishment of the following activities by contractor staff.

C.6.1.1 Accurate verification/creation of online records (both content and linking).

C.6.1.2 Correct placement and linking of barcode labels.

C.6.1.3 Accurate documentation of the inventory process.

C.6.1.4 Accurate identification of acetate/polyester film.

C.6.1.5 Accurate identification of deteriorating film (sniff test).

C.6.1.6 Accurate identification of defective microfilm boxes.

C.6.1.7 Accurate categorization and routing of problem reels.

C.6.1.8 Correct completion of problem resolution.

The unit of work will be a box containing one (1) reel of microfilm; Batches will consist of a one shelf of microfilm of about 35 reels by shelf numbers. Contractor shall return the cart they are working on to the vault or secure cage area each night and retrieve in the morning. No reels will be left out in the Contractor’s working area. A batch will not be off the shelf for more than three days, including LC problem resolution and quality review time.

C.6.2 Error Definition

The types of errors that will be evaluated in the Quality Control process are divided into two (2) categories: Critical errors and significant errors. Minor errors that do not meet the critical or significant level would be addressed as needed.

C.6.2.1 Critical Errors

Critical errors are those that affect the ability of the microfilm to be retrieved. They include:

Incorrect linking between Item, Holdings, and Bibliographic Records (includes both mis-linking as new records are created and failure to identify existing mis-linked records);

Wrong Bibliographical Record used as basis for inventory;

Barcode in wrong Item Record

Missing Barcode label

Incorrect shelf number label or failure to recognize shelf number discrepancies, i.e.

mismatches between Bib Record, Holdings Record, microfilm and shelf list card

Incorrect chronology (date) in the item record

Failure to re-sequence Item Records

Wrong type of reel linked to holding record. (i.e. pink label item on Archival Master (yellow) negative HREC)

Error on Batch Slip.

The Library will reject the entire batch if the error rate for Critical Errors exceeds 1%. The contractor must correct all errors.

C.6.2.2 Significant Errors

Significant errors are those that affect program management and the integrity of the data collected:

Incorrect placement of the item barcode label on a box;

Incorrect recording of inventory activity, i.e. lacking item statistical category;

Film type error (acetate vs. polyester or Archival Master Negative versus Print Negative)

Incorrect identification or routing of damaged or problem microfilm.

The Library will reject the entire batch if the error rate for significant errors exceeds 3%.

The Contractor is urged to question unclear or confusing entries. The contractor must correct all errors.

(End of SOW)

030ADV27R0009 Section D

SECTION D - PACKAGING AND MARKING

D.1 LC52.211-1 DELIVERIES (APR 2015)

All deliveries submitted to the CO or the COR or other Library personnel designated to receive deliverables shall clearly indicate the following information:

a. Agency/Requiring Library Service Unit and MAIL STOP/Room Number

b. Description of information/data being submitted

c. Contract Number

d. Contractor Name and Address

(End of Clause)

D.2 LC52.211-2 DELIVERIES TO THE LIBRARY OF CONGRESS, CAPITOL HILL CAMPUS (JUN

2021)

(a) SAFETY. Trucks making deliveries to the Library of Congress must meet the following minimum clearances: 13 ft high, 9 ft wide and 20 ft long. Contractor vehicles exceeding that limitation shall not be permitted access to the Loading Dock area. The Contractor shall ensure that ceiling; doors or walls are not disturbed or damaged. The Contractor shall be held responsible for all costs of repairs to ceiling, doors, etc. and any secondary damage resulting from that damage. The maximum ceiling height inside the loading dock is 14′-8″.

(b) SECURITY. The contractor must adhere to all Library of Congress and U.S. Capitol Police physical security protocols and offsite screening procedures. These requirements may change during the course of the contract and it is the responsibility of the contractor to stay in compliance with current regulations. The most current procedures for accessing only the Madison Loading Dock are as follows:

(c) SCREENING PROCESS FOR ALL VEHICLES COMING TO LIBRARY OF CONGRESS LOADING DOCKS & JEFFERSON EAST

PARKING LOT FREIGHT ELEVATOR

Process includes all trucks, cars and vans coming to the LC Capitol Hill campus. All contractors are now required to notify the Off-Site Delivery Center (OSDC) no later than 24 HOURS PRIOR TO ARRIVAL (48-72 hours if possible)

Contractors are required to have a letter on file with the U.S. Capitol Police. The letter must be on company letterhead accompanied by signature of the owner, president or manager and sent directly to the OSDC email:

OSDCAdmin@USCP.GOV and the COR. The letter shall be protected with a password, and the password shall be sent separately. Requests for access must be renewed every year and should contain the following information:

1. Company Name,

2. Drivers/Employee Names requiring access,

3. Social Security Number for each Driver/Employee,

4. Date of Birth for each Drive Employee,

5. Driver License Number,

6. Vehicle make, model, tag number,

7. Building(s) to be accessed,

8. COR’s name and phone number,

9. Contract number

030ADV27R0009 Section D

All deliveries must include a Bill of Lading and designate a Library Point of Contact (POC) name and telephone number for deliveries. If making more than one delivery on the Hill, make the Library of Congress your last stop. If you do not, you will have to go through the screening process again after leaving the Library.

Vehicles leaving the Library are not resealed.

(d) DELIVERIES BEFORE 3:00 P.M. – OFF-SITE DELIVERY CENTER (OSDC)

The OSDC is open Mon-Fri. 4:30 a.m. to 3:00 p.m. at 4700 Shepherd Parkway S.W. for screening by the U.S. Capitol Police. Once cleared, proceed to D Street and Delaware Avenue S.W. (open Mon-Fri.4:45 am – 3:00 pm) to gain access to Capitol Hill. The OSDC phone number is (202)224-0202.

When a vehicle enters the OSDC:

1. Drivers information is checked.

2. Truck unloaded and material X-rayed and screened.

3. Material is replaced and the vehicle is sealed.

4. Vehicle proceeds to Delaware Avenue, seal is verified, and truck is cleared to first destination.

5. If multiple deliveries on the Hill the vehicle will be resealed upon departure from each delivery location – except the Library of Congress.

6. Vehicle arrives at the Library of Congress. The seal is verified and removed by the police.

(e) DELIVERIE S AFTER 3:00 P.M. Weekdays or Saturday – ALL DELIVERIES / WITH COORDINATION WITH USCP LIBRARY DIVISION (Exception basis for same day delivery only)

Provide all information as above and copy the Library Division at police_support@loc.gov (underscore between police and support) and a fax to (202) 707-1030 and include the estimated arrival time. The inspection location is the 600 block of New Jersey Ave. S.E., and C St NW near the power plant. Call the Library Division at (202) 707-1000 who will arrange for the vehicle to be swept. The vehicle will then be escorted to the Library. All containers have a designated placement location and the Contractor shall not leave any container in any area except those identified in this contract. This expressly designates Independence Avenue, C Street, 1st, 2nd, 3rd Streets and East Capitol Street, SE as areas off limits for staging of containers. All delivery vehicles shall have clearly identified company signage. Driver and all onsite staff shall wear distinguishable company uniform and/or company ID. The Contractor shall not travel beyond the dock area of the Madison Loading Dock. The Contractor shall comply with the Library security procedures. Contractor will be briefed by the COR on Library’s security procedures currently in effect. The security procedures vary periodically.

(End of Clause)

D.3 LC52.231-1 PAYMENT OF POSTAGE FEES (MAY 2015)

All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting Officer’s Representative (COR) or other persons designated to receive, shall be paid by the Contractor.

030ADV27R0009 Section E

SECTION E - INSPECTION AND ACCEPTANCE

E.1 INSPECTION AND ACCEPTANCE

Inspection and acceptance under this contract will be in accordance with paragraph (a) Inspection and Acceptance of FAR 52.212-4 Contract Terms and Conditions – Commercial Items (NOV 2023).

030ADV27R0009 Section F

SECTION F - DELIVERIES OR PERFORMANCE

FAR Number Title Date

52.242-15 STOP-WORK ORDER AUG 1989

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.1 LC52.215-5 PLACE AND PERIOD OF PERFORMANCE (JAN 2019)

Place of Performance: Inventory work performed under this contract shall be performed at:

The Library of Congress

John Adams Building (Capitol Hill Campus)

Library of Congress

101 Independence Ave SE, DC 20540

Storage work takes place at:

Print Master - storage

John Adams Building (Capitol Hill Campus)

Library of Congress

101 Independence Ave SE, DC 20540

Archival Masters - storage

Library of Congress (Ft. Meade, MD)

902 Reece Road Fort George G. Meade, Fort Meade Army Base, Fort Meade, MD 20755-5045

The overall period of performance shall be as stated in section B.

The Library’s standard operating hours are from 8:30 AM through 5:30 PM, Monday through Friday, excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed facility closings. Contractors may extend working hours from 6:30 AM to 6:00 PM if

030ADV27R0009 Section F demonstrably adequate supervision is provided and all quality assurance metrics are within contract ranges. The contractor shall coordinate with the COR for any work to be conducted at Library facilities.

030ADV27R0009 Section G

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 LC52.201-3 CONTRACT ADMINISTRATION (AUG 2015)

This contract will be administered by:

Library Contracting Officer: James Robinson

Address: Contracts & Grants Directorate Library of Congress

Washington DC 20540-9411

Phone: (202)-707-9053

Email: jarobinson@loc.gov

Library Contract Specialist: Lianne Carroll

Address: Contracts & Grants Directorate Library of Congress

Washington DC 20540-9411

Phone: (202)-893-1585

Email: lcarroll@loc.gov

Library Contracting Officer Representative: Provided at time of award

Phone: Provided at time of award

Email: Provided at time of award

Contractor Contract Administrator: Provided at time of award

Phone: Provided at time of award

Email: Provided at time of award

G.2 LC52.232-1 LIBRARY OF CONGRESS INVOICE INSTRUCTIONS (DEC 2022)

The Contractor must prepare and submit invoices electronically to: https://www.ipp.gov with a courtesy copy sent to the COR. The Contractor may submit payment requests using other than electronic means only when alternate procedures are authorized by the contracting officer in writing. Assistance is available via the IPP Help Desk via email at:

ippcustomersupport@fiscal.treasury.gov or by commercial telephone at (866) 973-3131. Invoices shall contain the information required in FAR 52.212-4, paragraph (g).

030ADV27R0009 Section G

G.3 LC52.232-2 SCHEDULE OF PAYMENTS (JUN 2015)

The contractor must submit invoices for payment upon delivery and successful performance of all work processed in each task order at the unit prices in Section B of this contract. Invoices must break down cost of each item by CLIN line and reference the task order number. Individual orders will have their own schedules of payment.

030ADV27R0009 Section H

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 LC52.201-1 CONTRACTING OFFICER'S REPRESENTATIVE (COR) APPOINTMENT AND

AUTHORITY (JAN 2016)

(a) Performance of work under this contract is subject to the technical direction of the COR. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, and/or fills in details and otherwise serves to ensure that tasks outlined in the contract are accomplished satisfactorily.

(b) Technical direction must be within the scope of the contract specification(s)/work statement. The COR does not have authority to issue technical direction that:

(1) Constitutes additional work outside the contract specification(s)/work statement;

(2) Constitutes a change as defined in the “Changes” clause of this contract;

(3) Causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

(c) Technical direction may be oral or in writing. The COR must confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

(d) The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COR.

If, in the opinion of the contractor, any direction of the COR or the designated representative falls within the limitations of (b) above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

(e) Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the “Disputes” clause of this contract.

(End of Clause)

H.2 LC52.203-1 CONTRACTOR PUBLICITY (OCT 2013)

The Contractor, or any entity or representative acting on behalf of the Contractor, may not refer to the equipment or services furnished pursuant to the provisions of this contract in any news release or commercial advertising, or in connection with any news release or commercial advertising, without first obtaining explicit written consent to do so from the Contracting Officer. Should any reference to such equipment or services appear in any news release or commercial advertising issued by or on behalf of the Contractor without the required consent, the Government will consider institution of all remedies available under applicable law.

H.3 LC52.204-1 COLLECTIONS SECURITY (DEC 2013)

(1) The Library is a public institution responsible for making its resources (collections and staff) available to the Congress and the American people. To achieve a balance between access and security, the Library requires everyone (staff, visitors, interns, contractors, etc.), to always use due diligence and protect its assets during use.

(2) Physical access to Library collections is limited to staff and/or determined by the host office. In addition, established requesting processes in the various readings rooms must be followed.

(3) Loan Privileges. Contractor employees may obtain loans of Library property for internal use and Library work-related purposes.

i. Loan of Library Property. All loans of Library property must be approved and documented by the host Library Services office. Contractor staff shall obtain a Library “General Pass” (Form LW 12/54 (rev2/88)) for each loan.

ii. Liability – Loss or Damage of Library Property. Use or loan of all Library property and signature on this contract means that the contractor acknowledges and agrees to:

(a) ensure the return all Library property issued in the same condition as borrowed;

(b) accept responsibility and liability for the negligent loss or damage of issued or borrowed Library property; and

(c) ensure that the loaned property is used for Library purposes and not loaned to any other person.

(End of Clause)

H.4 LC52.204-2 CONDUCT ON LIBRARY PREMISES (JUL 2021)

1. Access to Library buildings and grounds is governed by 36 C.F.R. part 702 - Conduct on Library Premises. Contractor staff must comply with these requirements and restrictions and related Library of Congress Regulations and Directives.

2. The Library is committed to preventing and addressing all forms of discriminatory harassment and to ensuring that Equal Employment Opportunity (EEO) principles are fundamental to Library culture. Everyone — employees, interns, volunteers, contractors, researchers, and visitors — is expected to help make the Library a respectful environment free from offensive behavior.

a. Library of Congress employees, contractors, interns, volunteers, researchers, patrons, and other visitors have a right to Library facilities that are free from discrimination based on their race, color, national origin, religion, sex, sexual orientation, gender identity, age (40 and over), disability, genetic information, union affiliation, political affiliation, or marital status.

b. The Library does not tolerate discrimination – including sexual harassment, other forms of harassment, or a hostile work environment – based on these factors. The Library does not tolerate retaliation against anyone who engages in any form of protected EEO activity.

c. Contractor (including subcontractor) staff alleged to have engaged in discrimination or retaliation in the performance of this contract may be prohibited from entering Library facilities to perform work under their contracts.

Contractors are required to promptly respond to all Library inquiries into allegations of discrimination, and must, in good faith, cooperate with Library investigations. Good faith cooperation includes, but is not limited to, making contractor staff available for:

1. Formal and informal interviews by Library agents investigating allegations of discrimination;

2. Reviewing and signing appropriate affidavits or declarations summarizing statements provided by such contractor staff during the course of an investigation;

3. Producing documents requested by the Library agents conducting the investigation; and

4. Preparing for and providing testimony in depositions or in administrative hearings.

(End of Clause)

H.5 LC52.204-3 INFORMATION SYSTEMS SECURITY (JUL 2024)

(1) Computer Security Policy. The Library requires anyone using or accessing its digital assets (including networks, servers, workstations, systems, data, web pages, and email) to protect them and use them only for official business, and only in accordance with Library regulations and applicable Library bargaining agreements. Unauthorized or inappropriate use may be grounds for termination or other contractual remedy.

(2) Privacy Policy. No one has the right to privacy while using any Library computer system, including internet or email services. Usage may be monitored.

(3) Level of Access. The Library’s Host Office will determine the level of access to the Library’s IT equipment, staff and software needed to successfully perform under this contract. Access may include, for example, email, word processing, internet, and intranet.

(4) Mandatory IT Security Training. Contractor staff must successfully complete mandatory information systems security training and access forms prior to use of or access to any of the Library’s digital assets.

(a) The required training is available on the Library’s learning management system, LOC Learn, at https://www.loc.gov/extranet/cld/. Library staff will provide further instructions upon onboarding.

(b) Contractor staff with access to Library digital assets shall complete the information systems security training annually. The training is available on the Library intranet at https://www.loc.gov/staff/cld/.

(End of Clause)

H.6 LC52.204-4 CONTRACTOR EMPLOYEE FITNESS (SEP 2024)

“Contractor employee fitness” means fitness based on character and conduct for work for or on behalf of the Government as a contractor employee.

Work under this contract is unclassified. However, the Library of Congress shall conduct background investigations of contractor personnel who will have 1) regular, ongoing, unescorted access to the Library’s buildings, grounds, or collections, 2) access to Library information technology systems, and/or 3) access to Library information not available to the public, including information determined to be Controlled Unclassified Information (CUI), to ensure they meet basic standards of honesty and trustworthiness pursuant to Library regulations. The Library does not determine the fitness of employees to work for the contractor firm that hires them. The Library’s interest is in determining whether contractor personnel should be granted greater access than the general public to Library facilities, Library information technology systems, and/or non-public Library information.

(1) Any access to…