SOLICITATION NOTICE
99 -- Shelf Cover and Side Rest for the existing book stack
- Notice Date
- 8/30/2006
- Notice Type
- Solicitation Notice
- NAICS
- 519120
— Libraries and Archives
- Contracting Office
- Library of Congress, Contracts Services, Contracts Section, 101 Independence Ave SE LA-325, Washington, DC, 20540-9411
- ZIP Code
- 20540-9411
- Solicitation Number
- LC06-LSC20060347
- Response Due
- 9/15/2006
- Archive Date
- 9/30/2006
- Description
- This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 Steamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; firm-fixed price proposals are being requested and a written solicitation will not be issued. The solicitation number is LC06-LSC20060347 and is issued as a Request for Quotation (RFQ). The Gocernment reserves the right to make an award on the initial quote without discussion on this procurement. Award will be based on a best value determination, price and other factors considered. The technical factors are weighted higher than price. C.1 BACKGROUND The Library of Congress seeks to acquire the services of a contractor to provide for the design, development, testing, and subsequent manufacture of custom shelf covers and side rests to be used in conjunction with the existing book stack shelving used in the Library?s Washington, D.C. Buildings. Overview The Library of Congress (LC) collections include many valuable rare volumes that are currently stored in a book shelving stack system that was constructed as part of the building many years ago. The shelves used in this stack system are 29 ?? wide by 10? deep by ?? thick, and are supported by cast iron shelving uprights that extend through many floors of the existing buildings. Since the existing stack systems were constructed as part of the buildings it is not practical to revise the shelving uprights. The Capitol Hill complex consists of three Library buildings, Jefferson, Adams, and Madison. The Jefferson and Adams buildings have similar stack systems. Problem # 1 with the Existing Shelving System The existing shelves were fabricated with a series of open flutes that run parallel with their length dimensions with ridges between the flutes being the surfaces that support the books. When books are stored vertically on the existing shelves the covers of the books rest on a series of the ridges between the flutes instead of a smooth surface. These ridges eventually create deformations in the edges of book covers. The damage caused to books by these ridges is particularly significant with rare books, which have great value, and may have been on the same shelves for many years. Also, in the event of a water emergency the fluted shelves allow water from above to reach several levels of shelving thereby damaging more books. C.1 BACKGROUND Solution to Problem # 1 One potential solution to the problem of the ridges on the shelf top surfaces would be replace the shelves in the system with new shelves that would be constructed like modern library shelves with smooth top surfaces. Since the existing shelves are efficiently designed from a structural standpoint it has been decided that it would be more cost effective to use sheet metal shelf covers that would fit over the existing shelves and provide smooth top surfaces for the books to rest on. Problem # 2 with the Existing Shelving System The second problem with the existing shelving system generally occurs at the left ends of the shelves where books in the collection come into contact with large protrusions that are part of cast iron shelving upright structure. These protrusions place uneven pressure and deform the covers of the books with which they are in direct contact. These cast iron protrusions are a necessary part of the shelving structure, which support the shelves above the shelves where books come into contact with them. Solution to Problem Number 2 Since it is not possible to remove these cast iron protrusions, which extend about 1/2? into the space above the rear corners of each shelf, it has been decided that a side rest be designed that would take up approximately the last 5/8? of the left side of the shelf. This side rest is to be 5? high and provide a side rest that the first book on the shelf can lean against, and which will prevent this first book from coming into contact with the cast iron protrusion discussed above. C.2 SCOPE OF WORK The contractor shall complete the following phases of work to develop, design, and manufacture the shelf liners and side rests described above. Conceptual drawings Q-101 (shelf cover) and Q-102 (side rest) are attached as an initial reference. These drawings are intended to show concept, approximate dimensions and usage. Details relative to actual component dimensions are to be finalized in Phase l: Design, development, and testing. Phase I: Planning, Design and Prototype Initial meeting Contractor will have initial meeting on site to review the scope of project measure actual shelving to be covered, and confirm schedule of design, prototype, review, manufacturing schedule, and provide pricing for each shelf. Submission of Design Contractor will submit three sets of drawings (two weeks after initial meeting) for each the shelf liner and side rest. Contractor will submit a list of materials used for the shelf liner and shelf rest including the Materials Safety Data Sheet (MSDS) of all coating materials. The Library will have two weeks to review and approve the drawings and provide feedback to the contractor. . Prototype Contractor will complete preliminary prototypes of the shelf cover and the side rest that have been constructed and tested so as to determine that both items can provide the respective solution to the problems discussed in C.1 above. Contractor will complete additional prototypes as required to finalize the exact specifications for the shelf covers and the side rests before manufacture of these components can begin. Contractor must be available within five days to review any problems with the prototype on site at the Library of Congress. Contractor will submit 5 final prototype shelf covers and 10 final prototype shelf ends to Library of Congress for written approval before manufacturing these components. The Library will have five days to approve the 5 prototype shelf covers and 10 final prototype shelf ends and notify the contractor. Final Design Submission After final approval of the design, contractor shall provide AutoCAD generated files and 3 paper copies each of the design of the shelf cover and side rest to be deposited with the Library of Congress? Rare Book and Special Collections Division, its Conservation Division and with design consultant, Reese Dill. The Library of Congress will take responsibility for distributing the design submission among the parties listed above. Phase II: Manufacturing Upon approval of prototype the contractor must manufacture and deliver shelf covers and rests in accordance to the product requirements listed in Section C.3 . The Library of Congress will have two weeks to approve the prototype. If the Library of Congress disapproves the prototype, the contractor must provide new prototype at no cost to the Library with three weeks. C.3 PRODUCT REQUIREMENTS C.3a Shelf Cover Basic Construction The cover must be fabricated from a single blank of 20-gauge sheet steel. The shelf cover is to be designed to fit over an existing shelf with slight springing of the cover required to get it positioned over the existing shelf before it springs back to a good fit over the shelf. After a shelf cover has been positioned over an existing shelf the combination of the cover and the existing shelf must fit into any locations in the existing stack system where existing shelves of the same size are currently located. Finish: Powder Coating All components are to be electrostatically dry powder coated with a thermo set finish. Baked enamel finish is not permitted. Color choice must be submitted to and approved by the Library of Congress. MSDS of coating material must be submitted form approval. Ease of Installation Since a large number of shelves will eventually be involved it must be easy for staff to fit the shelf cover to the existing shelves. The exact dimensions of the shelf cover need to be refined to the point where covers can be easily placed on all shelves of the same type and the combination located in any of the shelf locations in the existing cast iron stack system with the side rests discussed below installed on both ends of the shelf cover. Workmanship All surfaces and edges must be polished, rounded, or finished to ensure smooth surfaces, corners and welds. Powder coating must be resistant to expected abrasion from installation and the routine retrieval and shelving of books. The contractor must inspect items before shipping to ensure uniform quality. C.3b Side rest Basic Construction Side rest: Fabricated from a single blank of 26-gauge steel sheet. The strength and rigidity of the side rest comes from its box shape plus the manner in which it leans against the cast iron upright of the stack system. The bottom edge of the side rest must be extended and bent back so that it can be inserted under the shelf cover and provide a friction fit to keep the side rest in position. C.3 PRODUCT REQUIREMENTS C.3b Side rest Finish: Powder Coating All components are to be electrostatically dry powder coated with a thermo set finish. Baked enamel finish is not permitted. Color choice must be submitted to an approved by the Library of Congress. MSDS of coating material must be submitted. Workmanship All surfaces and edges must be polished, rounded, or finished to ensure smooth surfaces, corners and welds. Powder coating must be resistant to expected abrasion from installation and the routine retrieval and shelving of books. The contractor must inspect items before shipping to ensure uniform quality. C.4 SCHEDULE FOR DESIGN, PROTOTYPE, AND MANUFACTURING, email adoz@loc.gov for copy of the chart. C.5 CONTRACTOR STAFFING RESPONSIBILITIES Expert Design Services The contractor must demonstrate proven ability to complete custom design and fabrication of similar products. Proposal must include specific examples of the successful completion of such design and manufacturing including references for each example. The contractor shall be responsible for the refinement of the design and performance of the shelf covers and side rests as outlined by the requirements above. The Library of Congress/COTR, shall have direct contact to the contracting firm?s designers if needed. The contractor must assign and designate a point of contact to work with Library of Congress staff throughout all stages of the contract to resolve problems as needed. C.6 DELIVERY Contractor must receive approval by the Library of Congress on the delivery date before items are sent. The contractor shall submit at least 20 workdays prior to delivery, the estimated number of pallets, weight of each pallet, and size of delivery truck to allow Library of Congress staff to organize the logistics for the acceptance and storage of the items. C.7 PRICING AND PAYMENT SCHEDULE This is fixed price contract that will include all costs associated with all necessary meetings and communication, the design, prototype, manufacturing and delivery of the shelf covers and side rests described above. The proposal must provide the following cost breakdown: Final prototypes as stipulated in Section C.2 above (5 shelf covers and 10 side rests) inclusive of all meeting, travel, design, and intermediary prototype costs. 1,000 shelf covers 1,200 side rests Delivery The exact quantities purchased may be slightly modified to fit approved funds. Preparation of Offers: Responses to this solicitation must be submitted in two separate volumes. Volume 1: Technical Proposal and Volume II: Price Proposal. All offerors are required to submit their price on Attachment (1). Proposals must be submitted electronically (via email to adoz@loc.gov) and in hard copy to: Arneen Dozier, Contract & Grants Management, 101 Independence Ave., SE ? LA 325, Washington, DC 20540, must be submitted with one original and two copies. Site Visit will be schedule for September 12, 2006 between the hours of 9:00am thru 4:00pm. All confirmation of time must be sent via email to adoz@loc.gov. After the site visit proposal are due September 15, 2006 at 2:00pm. Proposal received after the due date will not be accepted. This is a full and open competitive procurement. This solicitation incorporates provisions and clauses in effect through Federal Acquisition Circular 2005-07 dated February 2, 2006. Any question regarding this solicitation must be submitted in writing to Arneen Dozier via email. The cut off date for questions is September 13, 2006. The Library reserves the right to award without discussions. All responsible sources may submit a proposal that will be considered by the Library.
- Place of Performance
- Address: The Library of Congress, Rare Book & Special, 101 Independence Ave., SE - LJ DK 8
- Zip Code: 20540
- Country: UNITED STATES
- Zip Code: 20540
- Record
- SN01130437-W 20060901/060830221917 (fbodaily.com)
- Source
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