SOW-TTS-Magazine_final.docx

C.1. BACKGROUND. The Library of Congress National Library Service for the Blind and Print Disabled (NLS) require contractor support to fulfill the mandates by 2 U.S.C. 135a, by providing reading materials in recorded and braille formats to U.S. residents who are unable to use conventional print materials due to visual and physical limitations. These reading materials are reproduced and distributed under an exception to the U.S. Copyright Law known as the Chafee Amendment, 17 U.S.C. 121.

Each year, more than 23 million books and magazines are produced by contractors for the NLS and are distributed through a nationwide network of over 85 regional and subregional libraries, serving over 500,000+ eligible patrons. These libraries are operated by states, municipalities, and other authorized agencies.

In addition, materials are distributed to schools, multi-state centers, and Veterans Affairs hospitals throughout the nation and U.S. territories. All services and products are funded by the U.S. Congress through the NLS and are and shipped free to patrons within the continental United States under the U.S. Postal Service “Free Matter for the Blind and Print Disabled” regulation. Magazines and newsletters are distributed on a weekly, monthly, bi-monthly and quarterly schedule.

C.2. SCOPE. The contractor shall provide the NLS with access to its catalog of text-to-speech (TTS) magazine subscription, without restriction, and shall convert such materials into accessible format for inclusion in the NLS’s Collection, in accordance with Attachment 1- Synthetic Speech Magazine Audio File Specification.

C.3. REQUIREMENTS. The contractor shall provide the following:

C.3.1 CATALOG. The contractor shall provide the NLS with access to its most up-to-date catalog of magazines. Access shall be provided through a link to an online platform or by electronic delivery of digital files. In addition, the contractor shall provide the COR with the most up-to-date list of available magazines for selection on a monthly basis. This requirement shall be in audio digital file format only.

C.3.1.1 Notification of Catalog Updates: Should a previously selected magazine be discontinued, the contractor shall notify the designated COR within seven (7) business days of the contractor’s receipt of notice of the discontinuation.

C.3.1.2 Reporting Delays: The contractor shall report any production delays of five (5) days or more to the designated COR via email or telephone (See Contract Administration section for contact information), or other means deemed acceptable by the NLS. If notification is made by telephone, written confirmation shall be provided within two (2) business days.

C.3.1.3 Miscellaneous Instructions: Upon selection, the contractor shall deliver the unrestricted, accessible magazine file to NLS within fourteen (14) business days via the Production Data Exchange (PDE), as directed at time of task order award. If a title is rejected, the contractor shall provide a corrected version with five (5) business days.

C.4. OWNERSHIP. Once an Order is placed and a file is delivered, it becomes the property of the Library of Congress to publicly post on its BARD application into perpetuity for the Blind and Print Disabled Patrons.

C.5. KEY PERSONNEL. The contractor shall designate a Project Manager (PM) who will serve as the primary point of contact for discussions with the Contracting Officer and the COR. The PM shall be responsible for overall communications, timeliness, and overall quality assurance of all production activities. The PM shall have a minimum of three (3) years of relevant experience, and shall have managed at least two (2) projects of similar scope and scale to the requirements identified in Section C.

C.5.1 Key Personnel Unavailable to Work:

If any Key Personnel becomes, or is expected to become, unavailable for perform work under this contract for a continuous period exceeding thirty (30) business days, or is expected to devote less effort to the work than indicated in the proposal or initially anticipated, the contractor shall immediately notify the Contracting Officer and the designated COR. The contractor shall promptly replace such personnel with individuals of equal or greater ability and qualifications.

C.5.2 Key Personnel Substitution Submissions:

All requests for approval of substitutions under this contract shall be submitted in writing and include a detailed explanation of the circumstances necessitating the proposed substitution. Each request shall contain a complete resume for the proposed substitute, and any other additional information requested by the designated COR to evaluate the request. The COR, or an authorized Library designee, will review each request and promptly notify the contractor in writing of approval or disapproval.

C.5.3 Key Personnel Substitution Not Suitable:

If the Contracting Officer determines that a suitable and timely replacement of Key Personnel-who have been reassigned, terminated, or otherwise become unavailable-is reasonably forthcoming, or that the resulting reduction in productive effort would be substantial impair the successful completion of the contract or ordered services, the CO may terminate the contract for default or for the convenience of the Government, as appropriate. If the CO finds the contractor at fault for the condition, the contract price may be equitably adjusted downward to compensate the Government for any resultant delays, losses, or damages.

C.7. SUBCONTRACTS/MATERIAL HANDLING. Performance of this contract may require the contractor, upon written direction and approval by the CO, to purchase material or enter into subcontracts. No subcontracts for TTS narration shall be executed until the NLS has determined that the proposed subcontracted deliverables meet all requirements of the specifications applicable to this contract, including the qualifications of any provided samples. Notwithstanding such approval, the contractor remains fully responsible for ensuring that all subcontracted deliverables comply with all requirements of this contract.

C.8. SCHEDULE OF EVENTS/DELIVERABLES.

KICK-OFF MEETING (POST-AWARD) A Kickoff meeting shall be held within five (5) business days of contract award. The meeting shall be coordinated with the designated COR, and an agenda shall be provided in advance. The kickoff meeting shall be held virtually via Teams platform. Attendance by the contract administrator is required. The meeting will provide an opportunity for both the contractor and Library to discuss logistics, address questions, and clarify any contract requirements.