SOLICITATION NOTICE
76 -- Library Subscription Service
- Notice Date
- 4/6/2005
- Notice Type
- Solicitation Notice
- NAICS
- 424920
— Book, Periodical, and Newspaper Merchant Wholesalers
- Contracting Office
- Department of the Air Force, Direct Reporting Units, 10 MSG/LGC, 8110 Industrial Drive Suite 200, USAF Academy, CO, 80840-2315
- ZIP Code
- 80840-2315
- Solicitation Number
- FA7000-05-R-0046
- Response Due
- 4/15/2005
- Archive Date
- 4/30/2005
- Description
- Operational Contracting, US Air Force Academy, intends to award a sole source contract utilizing simplified acquisition procedures to Ebsco Subscription Services for Library Subscription Services for the Hospital and McDermott Libraries at USAFA. The requirement is to support the Cadet academic and hospital medical libraries. Service must fully support the mission of both libraries and includes initial procurement and renewal of approximately 1600 periodicals, institutional memberships, and specialized serials as specified in the attached Statement of Work. In addition, the vendor?s automated system must interface with the libraries? automated system to provide numerous services as specified in the attached Statement of Work. Proposed basic period of performance with four option years is contemplated as a firm-fixed price contract. This is a sole source acquisition approved in accordance with FAR 6.302-1. Ebsco Subscription Services is the only source capable of fulfilling the Government's requirement. The USAFA libraries have specifically tailored systems that are integrated with Ebsco systems, and no other type of supply or service will satisfy agency requirements. This Notice of Intent is NOT a request for competitive proposals. However, interested companies who feel they meet the requirements identified must submit a detailed capability package by the date and time identified herein for consideration. If no response is received by 15 April 2005, 12:00PM Noon, MDT, to the effect that comparable supplies and/or services are available that would be more advantageous to the Government than obtaining supplies and/or services through a sole source procurement with Ebsco Subscription Services, a sole source award will be made. STATEMENT OF WORK FOR A SERIALS VENDOR REQUREMENTS CONTRACT MC DERMOTT LIBRARY OUR MISSION 1. Subscription services must fully support the mission of the McDermott and Hospital Library. There are currently over 1, 500 subscriptions at the McDermott Library and 84 subscriptions at the Hospital Library. 2. Subscriptions include institutional memberships, online services, CD-ROM databases, newspapers, microfilm and microfiche. They support educational research in air power, air history, science aeronautics, medicine, astronomy, physics, leadership, and humanities. Subscriptions are used for material to support classroom studies as well as the publication of books and articles by faculty and Academy personnel. They are also vital in bringing medical expertise up-to-date for hospital personnel. Information found in subscriptions help to define management decisions and aid Academy military personnel in completing studies for Bachelors and Masters degrees. OVERALL REQUIREMENTS 1. The vendor shall provide all equipment, tools, materials, personnel, supervision, labor and transportation necessary to provide subscriptions to meet academic institution accreditation and medical research. 2. The serials business shall be the main business provided by the vendor. 3. The vendor shall provide periodical subscriptions, both new and renewals, foreign and domestic, for an academic and medical library. Almost 1,500 titles are required. (See attached list). 4. The vendor shall provide institutional memberships, both new and renewal, foreign and domestic, for the academic and medical library. (See attached list). 5. The vendor shall provide CD-ROM subscriptions as required for the academic and medical library. 6. The vendor shall provide newspaper subscriptions, both new and renewals, foreign and domestic, for an academic and medical library. (See attached list). 7. The vendor shall provide online services to subscriptions for both the academic and medical library. 8. The vendor shall provide microfilm and microfiche subscription services, both new and renewal, foreign and domestic, to the academic and medical library. 9. The vendor shall be able to support the ordering of subscriptions in all formats: electronic, diskette, CD-ROM, proprietary online, Internet, and World Wide Web-based publications, paper, DVD, audio and video cassette, and microform. 10. The vendor shall have the ability to provide 100% of the subscriptions on the attached lists. 11. As noted in the attached lists, the vendor shall provide specialized domestic and non-domestic titles in business, scientific, and technical specialties, and other products such as memberships, continuations/annuals, medical and engineering titles. 12. The vendor shall have the ability to begin new periodical subscriptions with a common expiration date. 13. New, renewal, or transfer orders shall be entered into the vendor's system within 3 days of receipt of the order. 14. Urgent requests shall be handled within 24 hours. 15. Urgent orders shall be placed with publishers within 24 hours, publishers permitting. 16. The vendor shall add new titles to its database for the library. 17. The vendor shall be able to support credit card ordering. 18. The vendor shall have the capability to track expenditures on a fiscal year cycle (1 Oct-30 September), or any other time frame meaningful to the library. 19. The vendor shall be able to show the status of annuals, continuations and series at all times. 20. The vendor shall be able to provide forthcoming publication schedules. 21. The vendor shall provide access to the full text online journals to which the library subscribes, publisher policy permitting. 22. The vendor shall provide comprehensive online and print title information with more than 200,000 main entries, including titles published outside the United States, with the ability to view Library of Congress cataloging for each title by clicking on the ISSN. SERVICES 1. This contract requires not only the ordering and supplying of the physical products but also enhanced services to handle claims, address changes, cancellations, management reports, training, financial information and publisher information. 2. The vendor shall provide training free of charge, to library staff in the use of subscription software. 3. The vendor shall have the ability to provide customer service via a cost free 1-800 number telephone access. 4. The vendor shall have a regional office that provides personalized service visits to library to deal with subscription data and renewal problems, interface questions, and assist in the purchase of electronic indexes and other serial products. 5. The vendor shall have the ability to generate specialized management reports to: a. reflect title changes b. reflect frequency changes c. provide a listing of titles ordered d. give invoice number e. show quantities of subscriptions f. show titles by subject codes g. provide historical price analyses of titles ordered giving dollar and percentage comparisons for the past three to five years h. show title identifiers to separate department purchases and separate subject periodicals ordered i. show delayed or suspended publications j. show title splits k. show merged and discontinued publications l. provide a consolidated title report with an alphabetical listing of publications sent to all addresses, thereby highlighting departmental overlap 6. The vendor shall have the ability to provide a complete list of periodicals maintained by the academic and medical library upon request. 7. The vendor shall have the ability to provide a complete list of subscriptions to be renewed and ordered upon request. 8. All management reports required shall be generated upon request. 9. the vendor shall have the ability to report on and track serial expenditures. 10. The vendor shall have the capability to provide document delivery. 11. The vendor shall have the ability to forward customized tables-of-contents services from which users can order copies of articles of interest. 12. The vendor shall have the ability to distribute tables-of-contents information to remote users. 13. The vendor shall have the ability to provide a report of existing library subscriptions that have electronic or online versions. 14. The vendor shall offer a Sample Issue Program by allowing the library to sample free issues of publications before making purchasing decision. CLAIM SUPPORT 1. The vendor shall enter claims for missing or damaged issues into the system within 3 days of receipt. 2. The vendor shall provide "missing issue" copies and back issues of prior years or volumes. 3. The vendor shall have the ability to provide a large missing copy bank (minimum of 20,000 copies) to complete the library's collection of bound volumes. 4. The vendor shall have the ability to "rush orders" placed by telephone within 24 hours. 5. The vendor shall have the ability to handle and quickly resolve claims to the customer's satisfaction within two or three days with complete resolution. 6. The vendor shall send a copy of the original order and complete check information with every claim, to reduce publisher turnaround time and minimize requests for proof-of-payment. 7. The vendor shall provide monthly claims follow-up reports. 8. The vendor shall provide claims statistics that show the number of claims entered and the fulfillment rate. 9. The vendor shall provide claiming support for online titles. AUTOMATION SOPHISTICATION 1. The vendor's automated system shall interface with the library's automated system with provisions for online claiming and ordering, ability to review or modify the list the same day and with next day email confirmation that the library's transactions were received. 2. The vendor shall provide the ability to access online subscription services electronically, including electronic mail, transmission of claims , and missing copy bank. 3. The vendor shall have the capability to interface with the library's automated library system and be able to interface with any system added by the library as it grows. 4. The vendor shall have the capability to move forward in automation as the library updates its automated systems. 5. The vendor shall have the ability to invoice on diskette, online, or computer tape, which can be loaded electronically, or electronically interface with the library's automated system to ensure electronic invoicing. 6. The vendor shall have the ability to provide a computerized Claim Listing generated to print format at least monthly. 7. The vendor's staff shall be accessible via Internet email and have an on-screen email link to the customer service representative. 8. The vendor shall be able to conduct business in an electronic environment, receiving invoices via FTP (files transfer program) and paying via EFT (electronic fund transfer). 9. The vendor shall have the ability to receive claims data from the library's ILS via the Internet. 10. The vendor shall provide easy searching of its missing issue inventory with the ability to request issues online for free replacement issues, when available, from the vendor's missing issue bank. 11. The vendor shall provide electronic access to view information concerning the library's account and to view the history of orders for the library account, including all payments to publishers and claims made on the library's behalf. 12. The vendor shall provide electronic access to its database to search for title, identify publishers, obtain the current volume of a particular title, obtain current rate information, and determine where the title is indexed. 13. The vendor shall provide MARC serials records for loading into the serials module of the library's ILSS system for new titles. 14. The vendor shall manage access to online journals. 15. The vendor shall provide an access service so that readers and managers can link to electronic versions of subscribed titles from one access point, using a common search interface, enabling library users to search across journal content regardless of publisher. 16. The vendor shall provide customized search screens to meet the needs of advanced or beginning users. 17. The vendor shall provide an "alert" service to indicate when new online issues have been added. 18. The vendor shall provide the ability to search full text, abstracts, and journal descriptive information and across journals for online titles. 19. The vendor shall provide links to the publisher or third party sites for full text access where the publisher chooses not to load data on the vendor's servers. 20. The vendor shall provide the ability for the library to set up reader or departmental groups to facilitate access to titles of common interest or to comply with publishers licensing requirements. 21. The vendor shall provide Web-based access for ease of use with common browsers; with no terminal emulation software nor keystrokes and no specialized training to use the access. 22. The vendor shall provide user interface commands in a language of the government's choice. 23. The vendor shall have an icon in its database to indicate which titles in the database the library already has on order. 24. The vendor shall have the capability to work renewals online. 25. The vendor shall provide a serials title and bibliographic database with searching features using Boolean logic, natural language, subject searching, ISSN searching or title searching. 26. The vendor shall provide links from the full record display to related articles by subject, magazine issue or author and date. 27. The vendor shall identify the Internet providers, routers, telnet and Web hosts, and local search services it uses. 28. The vendor shall ensure that the library can access its database, at a minimum, using the World Wide Web from any PC, Mac, or networked terminal supported by the following Web browsers: Microsoft, Internet Explorer 6.0, Netscape Navigator 7.X, and Mozilla Firebird. PRICING 1. The vendor shall have the ability to provide subscription prices not greater than those reflected on established publisher lists. 2. The vendor shall provide a reason for any "pricing exceptions to a title list" when pricing journals. 3. The vendor shall provide current publisher price quotes. 4. The vendor shall have the capability to enter and report on cost center codes to facilitate charge-backs or provide management reports. 5. The vendor shall have the capability to support multiple shipping addresses under one billing address. 6. The vendor shall pass publisher refunds, or credits, on to the library. 7. The vendor shall indicate if a surcharge has been added to the price. 8. The vendor shall quote the most favorable rate for which the library qualifies, whether it falls under government, military, or educational rates. 9. The vendor shall inform the government if any of the services required by the library carry additional pricing or charges. 10. The vendor shall pay non-domestic publishers in local currencies where required. 11. The vendor shall post current and accurate currency exchange rates. 12. The vendor shall be able to provide regularly updated price projections. 13. The vendor shall provide historical price analysis reports on the library's collection and show past inflation at the individual title level as well as for the aggregated collection, thus providing the government with a complete picture of collection costs. 14. The vendor shall provide a customized budget analysis report that summarizes the effect of projected journal price increases on the library's collection. 15. The vendor shall be capable of providing trend analysis by market type with graphics or tables used in presentations to management. 16. The vendor shall be capable of providing summary of payments report that indicates the cumulative annual charges for each title ordered for a given fiscal year. 17. The vendor shall provide a Copyright Clearance Center (CCC) report noting which of the library's titles are registered with the CCC to help avoid duplicate copyright payments. 18. The vendor shall be capable of offering pricing for more than one year at a time. 19. The vendor shall identify additional costs, if any, to linking to online services. 20. The vendor shall have the capability to list the titles that are "standing orders" or "bill laters". REFERENCES 1. The vendor shall provide lists of libraries currently using their services, including name of library, telephone number, address, and point of contact. 2. The vendor shall provide market reports from within the industry, which define their services and business capabilities. 3. The vendor shall prove their authority in pricing issues and analysis by demonstrating this information in leading library professional journals. 4. The vendor shall provide a credit report to the government to indicate their financial stability within the industry. 5. The vendor shall show a proven track record in supplying non-domestic materials. 6. The vendor must prove that they can communicate with non-domestic publishers in their languages and during their business hours. OTHER 1. The vendor shall provide information on titles delayed in publication or ceased publication. 2. The vendor shall provide descriptions of how their services are provided. 3. The vendor shall provide samples of the reports they can provide the library. 4. The vendor shall have offices in or near the world's major publication centers so that non-domestic titles can be easily obtained and claimed against non-receipt. 5. The vendor shall clearly list titles they know they can not supply. 6. The vendor shall describe in detail how they intend to transition the library's accounts from the incumbent to minimize disruptions in service. 7. The vendor shall have a librarian on their staff to assist with transition planning. 8. The vendor shall dedicate a named representative to the library's account and provide a 1-800 number for that representative. 9. The vendor shall provide a customer service team with a 1-800 number so service can be continued when the representative is unavailable. 10. The vendor shall publish a catalog of journal titles, including electronic journals. 11. The vendor shall establish a timetable, if not the incumbent, for transitioning the library's database to the new system. 12. The vendor shall identify the number of employees at its Headquarters, Title Information Department, Publisher Services Department, and Customer Services Department. 13. The vendor shall describe how it can best evolve with the library as the library evolves into providing new information or enhanced services during the term of the contract. 14. The vendor shall describe the extent of its training program for users and staff to access its services. 15. The vendor shall identify the total number of titles listed on its database. 16. The vendor shall identify the total number of title listings in their database which are online journal and CD ROMs. 17. The vendor shall identify the percentage of titles listed in their database that are U.S. titles. 18. The vendor shall identify the percentage of titles listed in their database that are non-U.S. titles. 19. The vendor shall identify the number of titles in the database that are "standing orders" or "bill laters". 20. The vendor shall identify the number of updates it makes to the title database each month. 21. The vendor shall identify the total number of Integrated Library Systems Interfaces it has and the number of systems that are complete. 22. The vendor shall identify the number of publishers it maintains with an active relationship. 23. The vendor shall identify the number of journals in full-text on its database. 24. The vendor shall identify the number of abstracts provided on its database.
- Place of Performance
- Address: USAF Academy, CO
- Zip Code: 80840
- Country: USA
- Zip Code: 80840
- Record
- SN00783558-W 20050408/050406213342 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
(may not be valid after Archive Date)
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