MODIFICATION
R -- Rehousing & Containerization
- Notice Date
- 7/1/2010
- Notice Type
- Modification/Amendment
- NAICS
- 488991
— Packing and Crating
- Contracting Office
- Library of Congress, Contracts Services, Contracts Section, 101 Independence Ave SE, LA-325, Washington, District of Columbia, 20540-9411
- ZIP Code
- 20540-9411
- Solicitation Number
- LCLSC10R0072
- Archive Date
- 7/30/2010
- Point of Contact
- Kadian Ferguson, Phone: 202-707-0467, Lea Gessaman, Phone: 202-707-7620
- E-Mail Address
-
kfer@loc.gov, lges@loc.gov
(kfer@loc.gov, lges@loc.gov)
- Small Business Set-Aside
- N/A
- Description
- *The due date for proposals has been extended until July 8, 2010 at 5pm ET to allow the Government additional time to answer questions received. An amendment will be posted updating the due date on the solicitation when the answers are posted to the questions received.* i. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. ii. The solicitation number is LCLSC10R0072 and the solicitation is issued as a request for proposal (RFP). iii. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular FAC 2005-41. iv. CLINs Base Year DescriptionQuantity UnitUnit PriceAmount Project ManagerHR Project 1: Rehousing and Preparing Finding-aids for Books and Pamphlets Quality control specialist HR Material handlerHR Library TechnicianHR Project 2: Containerizing Folio Volumes Quality control specialist HR Material handlerHR Library TechnicianHR Total Price Option Year DescriptionQuantity UnitUnit PriceAmount Project ManagerHR Project 1: Rehousing and Preparing Finding-aids for Books and Pamphlets Quality control specialist HR Material handlerHR Library TechnicianHR Project 2: Containerizing Folio Volumes Quality control specialist HR Material handlerHR Library TechnicianHR Total Price Offeror may propose additional or revised labor categories with a description of the role of that labor category. v. Description of requirements for the items to be acquired. C.1 BACKGROUND The Library of Congress has constructed a state-of-the-art off-site storage facility for collections at Ft. Meade, MD. The facility houses books, pamphlets and bound periodicals, as well as special format collections, including maps, prints, photographs, sheet music, manuscripts, microfilm and other formats. Collections stored at this facility are housed inside Ft. Meade containers for protection against light, dust and other factors that can damage the items. Many of these collections are in very fragile and brittle condition and require additional protection prior to housing the items inside a Ft. Meade container, basically creating a container within a container. Some collections are already housed in poor quality/acidic containers, folders, sleeves or boxes, and prior to placing these in Ft. Meade containers and relocating them to Ft. Meade, these enclosures must be replaced with acid-free ones that are permanent and durable and help preserve the items. For some of the special format collections, customized acid-free containers are needed to best preserve the collections inside the Ft. Meade container according to its shape. Preservation of these artifacts through proper housing is an urgent matter and needs to be addressed as soon as possible. C.2 – SCOPE This request is for a contractor to perform two projects: 1) to provide condition evaluation and rehousing for approximately 200,000 books and pamphlets; and 2) to place approximately 35,000 oversize books (folios) and bound serial volumes from the Library’s collections, many of which are in fragile and brittle condition into Ft. Meade containers. Note: The skill and knowledge level for employees performing Project 1 is considered by the Government to be at a higher level than that for Project 2. In preparing its proposal, the contractor will be expected to propose staff with the appropriate skill levels for each of these two projects. Project 1: Rehousing and Preparing Finding-aids for Books and Pamphlets The contractor will assemble boxes and place each volume in the best fitting box, from among pre-determined sizes. Contractor will sort volumes by condition, remove acidic enclosures and metal fasteners, house items inside acid-free envelopes, slings, folders and boxes, prepare envelopes and slings sets, prepare inventory of containers contents, search records in Library of Congress (LC) databases, label containers, duplicate labels on containers, check LC database for bibliographic information of books prepare finding-aid lists, cut supplies (such as foam, boards, paper) to fit inside boxes, and prepare additional supplies (such as polyester enclosures with double-sided tape) to house collections. Tasks also include compiling statistical data and providing written weekly reports of activity with photo documentation before, during and after completion of each phase. It is imperative that this project be conducted by experienced professionals with experience both in handling fragile objects on a timely manner due to the condition and quantity of these volumes. Work will be carried out on-site in a secure location and contractors have to ensure that the necessary quality and quantity of work is performed. The project shall require careful handling and ability to evaluate the condition of individual items, and knowledge of preservation/preventive conservation and archival practices. It also requires knowledge in and proficiency in the use of Microsoft Office 2007, especially Word, Excel and Photoshop. Contractors will be directly supervised by CALM’s Collections Officer. Project 2: Containerizing Folio Volumes The contractor will assemble Ft. Meade containers and place each volume in the best fitting container, selecting from among pre-determined sizes. In order to ensure that the item(s) in the container are as stationary as possible, contractor will use filler, supplied by the Library, to eliminate the gap between the item and the sides of the container. The anticipated number of items to be completed under this contract is 35,000. The collections to be containerized are located both on Capitol Hill and at the Library’s off-site storage facility, the Landover Center Annex, located approximately ten miles east of Capitol Hill in Landover, MD. The request is to establish as a multi-year service contract with one base and one option year. This is a best-performance based contract. C.3.1. – Duties to be performed: C.3.1.1. Project 1: Rehousing and Preparing Finding-aids for Books and Pamphlets C.3.1.1.1. Folding corrugated board boxes: The contractor shall assemble flat precut and scored corrugated board into one-piece boxes using tables and slots to secure the structure. The flat sheets will assemble into16 box sizes that the contractor will keep separated. The Library will supply all materials and have them on hand at the project site. C.3.1.1.2. Selecting books for boxes C.3.1.1.3. Placing volumes in assembled boxes The contractor shall place each selected volume into the closest fitting box according to the pre-set dimensions of the boxes. When necessary, the contractor shall choose and place inserts (such as foam or spacers) to keep the volume from shifting. The Library will supply all materials and have then on hand at the project site. C.3.1.1.4. Transfer of identifying information Using pencil, the contractor shall copy pre-determined bibliographical information and other necessary descriptive information from the volume onto the spine of the box. When necessary, contractor will duplicate labels as well as barcode labels to be placed on the outside of the container according to labeling instructions given by the Library. The Library will provide training and equipment for labeling containers. C.3.1.1.5. Condition assessment Contractor shall identify items, whose condition requires additional actions for preservation, such as repair, additional enclosures or even boxes. Contractors shall also identify items that are too brittle to be handled. Contractor shall record these conditions into finding-aid list, according to instructions given by the Library. C.3.1.1.6. Removal of items from acidic enclosures The contractor shall remove pamphlets and books from acidic enclosures, such as boxes or folders. Contractors shall document the current condition of the contents of the box and organize pamphlets by pre-determined bibliographical information and by date. Using pencil, contractor will number each item according to the sequence, as established in guidelines provided by the Library. C.3.1.1.7. Transfer of Descriptive Information, Preparing Finding-aid list and Access to collection The contractor shall write the bibliographic information and condition review of each pamphlet into a finding-aid list, according to instructions provided by the Library. Contractor will photocopy the front page of each pamphlet to be added to the finding-aid binder. The contractor will label each finding-aid binder following guidelines given by the Library. C.3.1.1.8. Placing items into acid-free enclosures The contractor shall place each item inside an acid-free paper folder and cardstock folder, and acid-free boxes, which will be numbered accordingly. The Library will provide all materials for the rehousing. C.3.1.1.9. Inventory of contents The contractor will search for bibliographic information in the Library on-line database. Information will be transferred into the inventory chart. Contractors are expected to have previous experience with cataloging protocols. The Library will also provide necessary additional training. Contractor will print and assign a barcode to each container and a list of contents of the container. When needed, contractors will duplicate barcode and other types of labels to be applied on containers and items. The Library will provide the supplies and equipment for the task. C.3.1.1.10. Preparing supplies Contractor shall fold pre-scored paper slings and pair them with the envelopes of the same size and paper folders to the size of the container. When needed, contractors will cut paper, foam, and cardstock to keep the volume from shifting inside a container. Contractor shall attach double sided tape on polyester enclosures. Contractors will print labels with numbers and letters as specified by the Library as part of access of collections. The Library will provide materials and instructions for these tasks. C.3.1.2 – Rehousing Oversize volumes (Folios): C.3.1.2.1. Folding corrugated board boxes The contractor shall assemble flat precut and scored corrugated board into one-piece boxes using tables and slots to secure the structure. The flat sheets will assemble into16 box sizes that the contractor will keep separated. The Library will supply all materials and have them on hand at the project site. C.3.1.2.2. Selecting books for boxes C.3.2. Reports and Documentation For both Projects 1 and 2, the contractor shall provide written weekly report of activities, with statistical data. Contractor shall also provide photo documentation of several phases of the project, as determined by the Library. Contractor shall provide written report of activities before, during and after completion of phases of the project. Reports shall be written using the most recent version of Microsoft Office tools, such as Microsoft Word, Excel and Word Perfect, as specified. Report shall include charts, graphs and tables, when necessary. Reports shall include images taken before, during and after completion of tasks. The Library will provide a digital camera and instructions for photo documentation and define the contents required in the written reports. C.3.3. Other Requirements C.3.3.1. Productivity For both Projects 1 and 2, the Library will set up the worksites and establish rehousing procedures to accommodate the available space. The Library will set up monthly targets for each project. Throughout the project the contractor will discuss with the Collections Officer any observations about procedural improvements to increase productivity. The Collections Officer will be available through the project to resolve questions or problems that occur, as will other Library support staff. C.3.3.2. Orientation The Collections Officer from the CALM Division will provide orientation session for the contractor. The contractor will be directed where and how to pose any questions that arise pertaining to the tasks performed under both Project 1 and Project 2. C.3.3.3. Quality Control The contractor shall provide the Collections Officer of CALM Division with weekly updates on how many items have been rehoused and how many supplies have been prepared to support the rehousing projects of folios, books and pamphlets, according to monthly targets established by the Library. The Collections Office together with a contractor hired to perform quality control will inspect rehoused containers to ensure that items were properly assembled, the correct size was chosen for the volume, the proper inserts (foam, spacer) fitting (s) were used to fill voids, and information was transferred to the containers and finding-aid list as specified. The Collections Officer as well as the quality control contractor will inspect labels and supplies prepared to support rehousing and access activities as well as the photo documentation done to reflect the steps of the projects as specified. The contractor shall correct any noted deficiencies in a period of five (5) working days after being notified of the errors. Deficiencies to be corrected should not exceed 5% of the total numbers of items worked on during the month (monthly target). C.3.3.4. Supplies The Library of Congress shall provide all supplies, furnishings, carts and tools. C.3.3.5. Environment The contractor shall ensure that work areas remain organized to eliminate damage to collections or supplies and to promote productivity. Eating, drinking, and smoking are not allowed in the work or collection area. C.3.3.6. Staffing Personnel with the appropriate skill level and experience are essential for successful accomplishment of the work to be performed under this contract. These are defined as “Key Personnel”. Contractor shall submit resume of key personnel for evaluation of the proposal. Contractor shall agree that such personnel will not be removed from the contract work or replaced without agreement from the Library. Contractor must sign a six (6) month letter of commitment to the program for all contractor staff. Contractor shall guarantee that work productivity will not be compromised, if one or more of the key personnel for whatever reason become or is expected to become unavailable for work under the contract for a continuous period exceeding thirty (30) workdays. The Library shall request Contractor for immediate replacement of staff in case staff is devoting less effort to the work than indicated in the proposal or initially anticipated. Contractor shall provide replacement with personnel of at least equal ability and qualifications. Replacement must not interrupt the productivity. Throughout the duration of the project the contractor shall provide continuous staffing with adequate training and experience in the handling of library material or museum collections, preservation/preventive conservation techniques and cataloging experience. The Collections Officer and other LC staff will interview contractor’s staff before selection. The Contractor must maintain staff resources at a level that ensures that deliverables are met all times. Key personnel must meet the following qualifications: professional knowledge of preservation and collections care principles, concepts and techniques. Graduate from a Library School Program or Conservation Program or equivalent experience of a minimum of two (2) years of experience in the following areas: survey of collections, identifying and inventorying groups of materials; capability to analyze, determine and prioritize collections needs; organization skills to carry out complex assignments and/or special requirements. Key personnel must have had progressively responsible experience and training sufficient in scope and quality in the following areas: Ability to communicate in writing; Ability to communicate orally; Knowledge of the principles, concepts and techniques of preservation/collections care; Ability to analyze, organize, plan and carry out assigned tasks for collections care; Ability to compile statistical data to produce weekly, monthly and annual reports of work performed; Ability with digital photography; High-level of computer skills. The number of key personnel shall not be less than 3, including the Project Manager and two quality control specialists; one for Capitol Hill and one for the Landover Center Annex. C.3.3.7. Project Schedule The work schedule will meet the operational needs of the project determined by the Library and are subjected to change. C.3.3.8. Payment Schedule Contractor shall submit invoice based on the amount of hours worked during the month. Payment will cover exclusively staff-hours worked at the Library of Congress. Any administrative cost, or meetings related to the project or any other activity organized by the contractor for its staff to support these projects will not be covered by this contract and shall not be invoiced to the Library of Congress. Invoice shall include the total of items rehoused, supplies prepared per staff and a monthly report of the activities with statistical data. Payment per hour/staff Deduction clause: Payment is directly subjected to the performance of staff, according to monthly targets established by the Library. A margin of 5% error is accepted for corrections without any impact on the monthly payment schedule. For corrections rates higher than 5%, payment will be made proportionally to the amount of work accomplished without errors. Payment will be suspended if error rates exceed 60% in a month. Payment will also be subjected to the results presented in relation to monthly targets. Contractor shall correct any deficiencies before payment resumes. C.3.3.9. Use of information The Contractor shall not distribute or release any information related to the projects, unless authorized by the Library. C.3.3.10. Subcontractors The use of sub-contractors is not permitted. vi. Performance: Period of Performance: The period of performance shall be for a base year and one (1) option year, pending continuing need and availability of funding. Start of POP: August 1, 2010 Place of Performance: Library of Congress (Capitol Hill) Collections, Access, Loan and Management Division 101 Independence Ave, S.E. Washington, D.C. 20540-4630 Library of Congress (Landover) Landover Center Annex 1701 Brightseat Road Landover, MD vii. The provision at 52.212-1, Instructions to Offerors—Commercial, applies to this acquisition and a statement regarding any addenda to the provision. viii. Provision 52.212-2, Evaluation—Commercial Items, applies as follows: (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers: a. Management Plan, b. Qualifications, Including Experience with Cultural Institution Collections and Project Management of a Project of This Size, Scope and Duration, c. Past Performance, d. Price. Listed in descending order of importance. Technical and past performance, when combined, are significantly more important than price. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s). A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of provision) ix. Offerors shall include a completed copy of the provision at 52.212-3, Offeror Representations and Certifications—Commercial Items, with its offer. x. LOC 52.212-4, Contract Terms and Conditions—Commercial Items, Alternate I, applies to this acquisition and a statement regarding any addenda to the clause. xi. See attachment for complete terms and conditions of a resulting contract. xii. Proposals are due on 07/01/2010 at 5:00pm and shall be emailed to kfer@loc.gov and lges@loc.gov or Sent overnight carrier or hand delivered to: Attn: Kadian Ferguson or Lea Gessaman The Library of Congress Office of Contracts & Grants Management 101 Independence Avenue SE, LA-325 Washington, DC 20540 Contracting Officer xiii. Contact for information regarding the solicitation: Kadian Ferguson or Lea Gessaman Phone: 202-707-0467 (7620), Fax: 202-707-8611
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/LOC/CS/CS1/LCLSC10R0072/listing.html)
- Record
- SN02193941-W 20100703/100701235045-01f4614182b37a9a54c30a162ed317cc (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |