PRESOL | D | Audio-Visual Equipment maintenance services - RFP

FBO DAILY ISSUE OF MAY 15, 2011 FBO #3459
SOLICITATION NOTICE

D -- Audio-Visual Equipment maintenance services - RFP

Notice Date: 5/13/2011
Notice Type: Combined Synopsis/Solicitation
NAICS: 811219 — Other Electronic and Precision Equipment Repair and Maintenance
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: LCLSC11R0048
Archive Date: 6/11/2011
Point of Contact: James Webb, Phone: 202-707-8613, Birchard B Allen iii, Phone: 202-707-8909
E-Mail Address: jwebb@loc.gov, ball@loc.gov
(jwebb@loc.gov, ball@loc.gov)
Small Business Set-Aside: N/A
Description: RFP 1 Services and Prices B.1 General B.1.1 The Contractor shall perform the services described in Section C., Statement of Work (SOW)/Performance Work Statement (PWS), at the Library of Congress, Motion Picture, Broadcast and Recorded Sound Division, in accordance with the requirements of this Solicitation. B.1.2 This solicitation will result in the competitive award of a Firm Fixed Priced Contract. B.2 Pricing B.2.1 Offerors must quote prices for all services required in order to be considered for award. Partial pricing by an Offeror shall render the proposal non-responsive to the Library's requirements and the proposal shall not be considered for award. B.2.2 Unit prices quoted shall be inclusive of all the Offeror's direct costs (e.g., labor, maintenance, handling and transportation costs ), other direct costs (ODC's), indirect costs, and profit. Offerors must include all costs associated with providing the services described in and required by the Solicitation/Contract. B.2.3 The Library shall not be responsible for compensating Offerors for any costs tied to Solicitation/Contract requirements but not factored into the proposed prices, either by the Offeror's intention or by mistake. B.3 Prices/Costs The Offerors shall furnish pricing information for the required services. Offerors warrant that the prices in this proposal do not include any allowance for any contingency to cover increased costs for which economic adjustment is provided herewith. B. 3.1 NCE repaired by Contractor at Contractor's facility shall be charged to the LOC at a rate of $ _____ per hour plus the cost of parts. NCE repairs performed on-site at the LOC PCAVC shall be charged at the following primary rates (four hour minimum): $ per hour for trips that occur during standard business hours (9:00AM to 6:00PM) Monday thru Friday. tiny_mce_marker _________ per hour for trips that occur during hours other than 9:00AM to 6:00PM but on a Monday thru Friday. tiny_mce_marker _________ per hour for trips that occur on weekends or Contractor Holidays. NCE returned to the manufacturer for repair shall be charged to the LOC based on the manufacturer's charges to Contractor. NCE covered under manufacturers warranty and returned to the manufacturer for repair shall not be charged to the LOC for any repair costs. B.3.2 Unscheduled (Emergency Maintenance) Site Visits that occur during hours other than 9:00AM to 6:00PM but on a Monday thru Friday will be billed at a rate of tiny_mce_marker _______ per hour. Services that occur on weekends or Contractor Holidays will be billed at a differential rate of tiny_mce_marker ______ per hour. B.3.3 Fees: The total Fees for twelve (12) months (subject to modification by the Contractor as set forth below in this Section) of ongoing Support and Maintenance Services as defined in this SOW for Covered Equipment are as follows: Total Annual Cost; Year One (1) = tiny_mce_marker ___________ Total Annual Cost; Option Year One (2) = tiny_mce_marker ____________ Total Annual Cost; Option Year Two (3) = tiny_mce_marker ___________ Total Annual Cost; Option Year Three (4) = tiny_mce_marker ____________ Total Annual Cost; Option Year Four (5) = tiny_mce_marker _____________ Descriptions & Specifications IDC Constraints Document 2 Statement of Work C.1 Scope of Work, Requirements and Deliverables Contractor is to provide on-going maintenance services on-site and off-site ("Services") for the Library of Congress (LOC) Packard Campus for Audio-Visual Conservation (PCAVC) located at 19053 Mount Pony Road Culpeper, VA 22701-7551, per the as outlined below: GENERAL PROVISIONS AND PRACTICES: 1.1. The Contractor shall provide restoration, corrective, preventive and depot level maintenance support for all (i)existing Audio, Video, Signal Processing, Media Playback & Reproduction, IT (A/V & Multi-Media), MATV/CATV, Satellite and Multimedia equipment and systems; and (ii) equipment and systems subsequently procured by the LOC PCAVC or the Contractor for the LOC PCAVC. This shall include restoration and refurbishment of LEGACY EQUIPMENT procured for the LOC PCAVC. 1.2. Maintenance support shall include, but not be limited to all restoration, maintenance, repair, calibration, equipment relocation, installation, operational testing, technical support and operator training and familiarization of equipment to LOC staff when directed by the LOC. The number and type of equipment to be maintained shall vary depending on changing operational requirements, the transfer of equipment, and the procurement of new equipment. 1.3. The Contractor shall be responsible for on-site preventive and corrective maintenance as well as off-site depot level maintenance. This includes maintenance of all interconnecting cables between subsystems, equipment and IT (A/V & Multi-Media) systems and other connectivity to the maintained equipment, e.g. video cable interconnect, connections to compressed air, connections to power, etc. The Contractor must maintain an off-site repair facility for repair and rework of equipment, subassemblies or modules to the original equipment manufacturer specifications. The Contractor shall be responsible for the cost of all maintenance (repair/rework/ parts (Non-Legacy)/return) on all equipment to include packing and shipping costs to and from the manufacturer or the Contractor facility. 2. DEFINITIONS 2.1. GOVERNMENT-FURNISHED EQUIPMENT (GFE): Equipment or systems directly acquired by the Government or the Contractor using Government funds and identified and hand receipted to the Contractor as GFE for use in the performance of this contract. GFE also includes Government Furnished Test Equipment. 2.2. EQUIPMENT: All equipment (includes LEGACY EQUIPMENT) that is determined necessary by the Government to accomplish the LOC PCAVC Audio-Visual missions. Examples of this equipment include, but are not limited to audio, video, broadcast, distribution, processing, production, playback & reproduction, IT (A/V & Multi-Media) data, support equipment and systems such as cable TV, satellite, video teleconference, and multimedia production and presentation equipment. 2.3. LEGACY EQUIPMENT: Obsolete and/or discontinued EQUIPMENT used in conjunction with and vital to the reproduction of historical media formats and technologies. This LOC PCAVC equipment (current or anticipated) is utilized to accomplish a critical portion of the LOC mission. 2.4. MAINTENANCE: Work to be performed for the LOC by the Contractor to maintain and repair any EQUIPMENT items covered by this contract. Maintenance is subdivided into categories as stated below: 2.5. PREVENTIVE MAINTENANCE: Consists of work performed at the LOC PCAVC inspecting, cleaning, servicing, lubricating, adjusting, and replacing parts, minor assemblies and sub-assemblies. This also includes general IT database and security management and testing of computer-based broadcast and multi-media systems. 2.6. CORRECTIVE MAINTENANCE: Consists of work performed at the LOC PCAVC for repair, replacement, and calibration of damaged parts, components, and assemblies; troubleshooting and correction of broadcast/multi-media equipment, components and systems including computer application and operating system errors; drive imaging; and replacement of IT-based broadcast/ multi-media system components. 2.7. DEPOT MAINTENANCE: Consists of maintenance performed on broadcast/multi-media equipment requiring significant repair, including major overhaul and the complete rebuilding of parts, assemblies, sub-assemblies, and end items, including the manufacturer of parts, major modification, calibration, testing and reclamation as required. Also entails upgrade and reloading of computer operating systems, major application changes and minor rebuilding of servers, storage arrays and other computer devices. 2.8. QUALITY CONTROL (QC): A method whereby the Contractor controls the quality of their work and offers to the Government only those services that conform to contractual requirements. 2.9. MAINTENANCE SCHEDULE: A schedule developed by the Contractor to show maintenance actions scheduled for specific equipment and systems. 3. SCOPE OF SERVICES 3.1. Equipment to be Covered: 3.1.1. Covered Equipment: The Scope of Services shall include maintenance; support and repair of all EQUIPMENT that has been installed at the National Audio-Visual Conservation Center (NAVCC) located at the PCAVC, 19053 Mount Pony Road Culpeper, VA either (i) prior to the SOW Effective Date or (ii) by Contractor after the SOW Effective Date. This equipment shall be known as "Covered Equipment" (CE). 3.1.2. Non-Covered Equipment: Equipment purchased or supplied by a third party (not Contractor) after the SOW Effective Date and incorporated into the PCAVC Facility (other than Covered Equipment) shall also be supported by the Contractor as needed under separate billing for "Non-Covered Equipment" ("NCE"), provided that the LOC requests in writing such support and provided that the parties mutually agree in writing to such support. In such instance, the Services shall be performed by Contractor on NCE in the same manner as Services are performed on Covered Equipment by Contractor pursuant to this SOW; provided, however, the rates set forth below shall apply. 3.1.2.1. The administrative process for getting NCE repaired shall be identical to the process setup for the Covered Equipment under this SOW. 3.1.2.2. NCE Repair Rates: See, Section B.3.1. 3.1.3. Equipment Exclusions: There shall be no equipment exclusions. Contractor shall repair any NCE desired by the LOC for any reason. 3.2. Characteristics of Contractor Responsibilities & Coverage 3.2.1. All Covered Equipment shall be maintained by Contractor hereunder so that the Covered Equipment operates pursuant to the manufacturers' requirements and specifications. 3.2.2. Covered Equipment which has ceased to meet the applicable manufacturer's performance specifications shall be considered to have failed and shall be eligible for repairs, restoration or replacement by the Contractor or the manufacturer under the terms of this SOW. 3.2.3. Failed equipment may be identified by either the LOC or the Contractor. 3.3. Type of Coverage 3.3.1. Repairs of Covered Equipment shall be performed by either the Contractor on-site or off-site. All labor and Non-Legacy parts necessary to complete repairs/service are included as part of the Fees set forth below in Section 4.1.2, subject to the limitations in Section 4.1.1, "Limitations and Exclusions". 3.3.2. The Fees set forth Section 4.1.2 below include any costs for repair or replacement of Covered Equipment charged by a manufacturer (or any third parties for related Non-Legacy parts or services by such third party) and, as a result, any such costs shall be the obligation of and paid for by Contractor, and not the LOC, subject to the limitations in Section 4.1.1, "Limitations and Exclusions". 3.3.3. Facility Maintenance has been divided into two basic categories, known respectively as Scheduled (Preventive) and Unscheduled (Corrective or Emergency) Maintenance, each of which shall for purposes of this SOW be included within the term "Services" and, as a result, any applicable terms and conditions of the Agreement or this SOW that apply to Services shall also apply to thereto. Completed Maintenance actions shall be documented by the Contractor. 3.3.3.1. Scheduled Maintenance shall be performed by the Contractor to address known wear factors exhibited by medium term reliability (MTR) and high wear factor (HWF) equipment. Contractor shall anticipate the adjustment and parts replacement required by each piece of equipment to keep it in proper working order. These Services (Preventive Maintenance) are to be performed according to a schedule to be provided to the LOC, which prevents unnecessary equipment failure and larger more expensive repairs. Highlights of the Scheduled Maintenance to be performed by the Contractor are: Quarterly Services 1) Check for proper operation of all major system components including but not limited to; tape machines, switchers, audio consoles, video & film projectors, video/audio recorders, data storage devices, audio re-production equipment, and any other major components within the covered EQUIPMENT or LEGACY EQUIPMENT. 2) Identify any non-functioning components notify the LOC and initiate repair procedures. 3) Perform any scheduled maintenance on "High Wear Factor" equipment as recommended by the manufacturer and approved by the LOC. 4) Check and calibrate audio and video levels for tape machines, switchers, distribution amplifiers in the system and other equipment as directed by the LOC. Adjust system timing if necessary. 5) Perform the manufacturer recommended cleaning and replacement of expendable parts such as, springs, bushings, gears, rollers, and other mechanical moving parts. 6) Perform any upgrade procedures and software updates on equipment as directed and approved by the LOC 7) Clean all monitors and other technology devices as required. 8) Test, Align and Calibrate Video Monitors, Test Stations, Signal Generators, VTRs and other devices as required. 3.3.3.2. Corrective Maintenance The Contractor shall be responsible for analyzing equipment and systems to determine the cause of malfunctions or degradation in performance or signal quality. Upon discovery of the root cause the Contractor shall correct the failure causing the malfunction. The Contractor shall promptly notify the LOC if it is determined that the failure may have been the result of negligence. Corrective maintenance may also consist of analysis, troubleshooting, disassembly, repair, replacement, re-assembly, adjustment and calibration to correct each malfunction. Upon completion of a corrective maintenance action, the Contractor shall test the affected equipment or system to verify proper operation. 3.3.4. Scheduled or Unscheduled (Emergency Maintenance) Site Visits shall normally occur during standard business hours (9:00AM to 6:00PM), on mutually agreed dates. Efforts shall be made by Contractor to accommodate LOC schedule, whenever possible. 3.3.5. Unscheduled Maintenance shall occur when dealing with those malfunctions of equipment which were not predicted and must be immediately remedied. All types of equipment may be subject to unscheduled maintenance. 3.3.6. Unscheduled (Emergency Maintenance) Site Visits. See, Section B.3.2. 3.3.7. A Preventive Maintenance Schedule shall be provided by the Contractor for scheduled Maintenance on all relevant equipment and systems. The Maintenance Schedule shall, at a minimum, identify the equipment or system to be serviced, duration of down time, date and scheduled time of equipment or system down time, and identify associated equipment or systems impacted by the scheduled Maintenance action. The Contractor may recommend changes to the Preventive Maintenance procedures and schedule that improve equipment and system availability, equipment or system performance, or reduce cost of ownership. Such recommendations shall be provided in writing to the LOC but shall not be instituted until approved by the LOC. 3.3.8. Depot Level Maintenance: The Contractor shall be responsible for depot level repair or rework of malfunctioning equipment. Depot level maintenance shall include in-shop repair and off-site maintenance. Where the Contractor has determined that repairs cannot be performed at the LOC site, the Contractor shall provide for the removal of the equipment from the facility and transportation of equipment to the local Repair Depot. Once repaired, the Contractor shall return the equipment to the LOC Culpeper facility, including re-installation and testing of equipment in the facility if necessary. Off-site maintenance may be required due to the availability of technical documentation, spare parts or special tools and test equipment required to effect repairs and maintenance. The Contractor shall maintain a record of completed and ongoing depot level maintenance actions. 3.3.9. Personnel Requirements: The Contractor shall provide factory trained, experienced maintenance technicians, all common and specialized tools, all common and specialized test equipment, and transportation necessary to maintain the LOC Equipment including Legacy Equipment. Maintenance categories include corrective, preventive and depot level maintenance. 3.3.10. Performance Standards: The Contractor shall adhere to broadcast, electronics, and information technology (IT) standards in the performance of this contract. The technical performance specifications established by the Original Equipment Manufacturer (OEM) shall be the minimum acceptable quality level for equipment maintained under this contract. 3.3.11. Manufacturer Enhancements: The Contractor shall administer complimentary upgrades, repairs and support offered by manufacturers and coordinates these efforts with the LOC. 3.3.12. Local Repair Facility: The Contractor shall maintain a local repair facility (Repair Depot) with 90 miles of the LOC Culpeper facility for processing of depot repairs. The repair facility must be fully equipped with no less than four (4) repair (lab bench) stations and a comprehensive array of diagnostic, test and repair equipment sufficient to service any of the LOC Equipment. The Contractor must be able to respond and deploy a fully qualified and factory trained technician to the LOC Culpeper facility within 4 hours of report of a trouble ticket. 3.3.13. Staffing: The Contractor must maintain a staff of at least four (4) full time employees on-site at their repair depot or at the LOC Culpeper facility who are factory trained and qualified with no less than ten (10) years experience operating, maintaining and repairing current technology EQUIPMENT including EQUIPMENT that utilizes all industry standard Data, RF, audio and video signals, digital and analog technology, standard definition (SD) and high definition (HD) signal formats as well as compressed signal formats. In addition, the Contractor must be experienced in the maintenance of film projection, electronic (video) projection and telecine equipment. The primary Contractor's staff requirements may not be sub-contracted to third parties or temporary staff/employees. 3.3.13.1. In addition, the contract must have experience maintaining and repairing EQUIPMENT that utilizes high speed data networking and file based content generation, distribution, playback and reproduction. 3.3.13.2. As part of the staffing requirements defined in Section 3.3.13, the Contractor must maintain a staff of at least two (2) full time employees who are factory trained and qualified with no less than ten (10) years experience operating, maintaining and repairing LEGACY EQUIPMENT including older generation and discontinued signal processing equipment and mechanical systems associated with obsolete audio and video tape formats. The primary Contractor's staff requirements may not be sub-contracted to third parties or temporary staff/employees. At a minimum, the Contractor must have functional and detailed knowledge and experience with operating, calibrating, repairing and maintaining the following specific tape formats and equipment: VIDEO TAPE FORMATS a. Ampex and RCA 2 Inch Quadruplex Machine • Calibration, mechanical and electrical alignment and component level repair. • Air distribution and venturi vacuum system. • Analog and digital TBCs. DOC circuits, velocity compensators. b. Ampex and Sony 1 Inch Type C • Calibration, mechanical and electrical alignment and component level repair. • Analog and digital TBC, Dynamic Scan Tracking & Automatic Scan Tracking. c. Thomson D6 Media Recorder. • Calibration, mechanical and electrical alignment and component level repair. d. Sony 1 Inch HDD-1000 Digital HDVS (High Def Video System) • Calibration, mechanical and electrical alignment and component level repair. e. Bosch/Fernseh 1 Inch Type B • Calibration, mechanical and electrical alignment and component level repair. f. Sony ¾ Inch Umatic. • Calibration, mechanical and electrical alignment and component level repair. g. Sony Betacam, Betacam SP • Calibration, alignment and component level repair. h. Sony Betacam SX, Digital Betacam, MPEG/IMX, HDCAM, HDCAM SR • Calibration, mechanical and electrical alignment and board level repair. i. Panasonic M2 • Calibration, mechanical and electrical alignment and board level repair. j. Sony D1 Component Digital • Calibration, mechanical and electrical alignment and board level repair. k. Sony D2 Composite Digital • Calibration, mechanical and electrical alignment and board level repair. l. Panasonic D5 SD/HD • Calibration, mechanical and electrical alignment and board level repair. m. Panasonic DVCPRO, DVCPROHD • Calibration, mechanical and electrical alignment and component level repair. n. Panasonic, JVC (or similar) VHS and SVHS • Calibration, mechanical and electrical alignment and board level repair. o. JVC D9/Digital/S, D9HD and W/SVHS • Calibration, mechanical and electrical alignment and board level repair. p. Various other formats including; EIAJ B/W ½ Inch Open Reel Recorders, Cartrivision, DVCam, mini DV and Hi8. • Calibration, mechanical and electrical alignment and board level repair. AUDIO TAPE FORMATS a. All Professional Open Reel Audio Tape Decks (single track to multi-track) • Calibration, mechanical and electrical alignment and board level repair. b. Cassette base formats including; DA88, ADAT, DAT, MiniDisc, Phillips Cassette and 8-Track • Calibration, mechanical and electrical alignment and board level repair. 3.3.14. Security: The Contractor shall perform all maintenance work, equipment repairs and procedures so as to be in compliance with the established LOC Certification and Accreditation of the A/V & Multi-Media portion of the IT Infrastructure. The Contractor shall take all steps to assure that all equipment remains in compliance with the System Security Plan. No equipment repairs or alterations shall be performed that would alter the affected equipments Security Certification and Accreditation. 3.4. Technical Information & Support Products 3.4.1. Documentation: The Contractor shall provide a comprehensive set of documentation including all technical manuals, training data and engineering data required to effect repair of EQUIPMENT. The Government may supply some documentation useful in the repair of EQUIPMENT. However, Government supply of some documentation shall not relieve the Contractor from retaining a complete set of all documentation required to effect repairs. The Contractor shall maintain the Government supplied technical information while in its custody and shall be responsible for replacing any documentation that is lost, stolen or damaged by Contractor personnel. All manuals, documents, and data provided by the Government remain the property of the Government. Replacement of documentation for other than obsolescence shall be the responsibility of the Contractor. 3.4.2. Drawings: The Contractor shall maintain and update existing drawings, cable run lists and all other pertinent documentation for all equipment and systems. All documentation shall be maintained utilizing the formats and conventions currently in place at the LOC NAVCC. Drawings shall only be updated when equipment configuration revisions have been finalized. Only the working copy of drawings and run lists shall have pen and ink changes to identify intermediate changes until a revision is issued. All drawings shall comply with design and installation standards currently in practice at the LOC NAVCC. 3.4.3. Tools & Test Equipment: The Contractor shall provide and have in its possession at their local repair facility all Tools and Test Equipment required during the performance of this contract. This shall include Tools and Test Equipment needed to comprehensively service EQUIPMENT conforming to all required IT (A/V & Multi-Media), RF, Audio and Video industry standard digital and analog signal formats including standard definition and high definition signal formats as well as compressed signal formats. The required test equipment shall be capable of High Speed Data, RF, and Baseband (HD & SD) operation and includes but is not limited to: analog and digital oscilloscopes, spectrum analyzer, fiber optic testers, data integrity testers (CAT6), RF testers, analog and digital waveform monitor, NTSC and PAL multi-format signal generators, comprehensive analog and digital audio measurements. The Contractor shall supply a list of Test Equipment for LOC approval to be available in their local repair facility and/or in the field that may be utilized to service LOC Equipment. 3.4.4. Calibration: The Contractor shall be responsible for compliance with calibration cycles of all Tools and Test Equipment. Tools and test equipment shall be calibrated in accordance with the original equipment manufacturer recommendations and specifications. The Contractor shall be responsible for delivery and pickup of Tools and Test Equipment requiring calibration or repair. The Contractor shall calibrate all equipment, GFE and tools requiring calibration bi-annually. 3.4.5. Special Tools: The Contractor shall provide Special Tools for servicing all LEGACY EQUIPMENT. These special tools include but are not limited to: Tentel tension gauge, spring tension gauge eccentricity gauge, head tip penetration gauge, reel table height tool and dihedral adjustment screws. Factory alignment tapes and service manuals to include but not limited to: Ampex and RCA Quadrature alignment tape and service manuals, 1 inch Type C alignment tape and service manuals. 3.4.6. Storage: The Contractor shall also furnish toolboxes and containers for the storage and safekeeping of all tools and test equipment used in the field to service equipment at the LOC Culpeper facility. 3.4.7. Permits: The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, certifications, and permits required for the performance of its responsibilities. In doing so, the Contractor shall comply with all applicable federal, state and local laws or regulations. 3.5. Administrative Procedures and Performance Requirements 3.5.1. Point of Contact: The Contractor shall maintain a single point of contact for trouble reporting and resolution tracking of equipment and systems. This "Call Center" support shall be for the reporting, management, and tracking of all equipment or system problems, dispatch of Contractor service personnel, notification of appropriate vendor(s) for service, and trouble ticket tracking through resolution. The support service shall include a toll free 800 number available 24 hours per day, 365 days per year. 3.5.2. Administration/Supervision: The Contractor is responsible for the overall management of the Contractor's operation including contract and operations management, contract and property administration, and financial management. The Contractor shall identify a contract manager who shall retain sole administrative and supervisory responsibility for all Contractor personnel. The contract manager shall have authority over Contractor personnel relative to the performance of the maintenance services rendered under the contract. The contract manager or his designee shall be the focal point for routine day-to-day interface with the LOC. 3.5.3. Training: The Contractor shall be responsible for all training of Contractor personnel to enable such personnel to perform their required tasks. As a minimum, this shall include training required on all existing equipment and systems and as a result of LOC or Contractor addition of new equipment or systems and change or modification of equipment. All training received shall be documented and a training plan developed and agreed upon between the Contractor and the LOC. Other qualifications may be identified in the future during performance of this contract and delineated by subsequent contract modification. 3.5.4. Appearance and Conduct: The Contractor shall be responsible for the supervision and conduct of all Contractor employees. The personal appearance and conduct of all Contractor personnel shall be appropriate to the environment. The Contractor personnel shall conduct themselves in a professional manner at all times. 3.5.5. Assignment and Subcontracting. Contractor may not assign, delegate or subcontract its rights or duties under this Agreement. 3.5.6. Personnel Qualifications: The Contractor shall maintain a qualified technical staff (see section 3.3.13) to ensure satisfactory contract performance and maintain the LOC five (5) days per week, 52 weeks per year. The LOC reserves the right to require proof of experience, sufficient knowledge for all technical personnel, and citizenship. The Contractor and the LOC shall review the technical education and experience of all maintenance technicians and all other contract personnel to ensure the level or grade of employment is appropriate at the commencement of this contract. 3.5.6.1. The Contractor maintenance personnel shall, as a minimum, meet the qualification requirements stated in this SOW. All resumes are to be reviewed by the LOC and the aggregate and technical experience accepted by the LOC prior to commencement of the contract. 3.5.6.2. Personnel supplied by the Contractor are employees of the Contractor only and shall not for any purpose be considered employees or agents of the LOC. Prior to being assigned by the Contractor to perform Services in connection with this Agreement, the LOC may, in its sole discretion, interview and approve any Contractor supplied Personnel. The LOC may, in its sole discretion; demand at any time that the Contractor remove specified Personnel from the LOC PCAVC premises. 3.5.7. Reporting Equipment Failure: Three methods for reporting equipment failures and initiating repair/ service requests are required as set forth below. Each of these methods is complimentary to each other and all may operate in parallel. All methods shall result in the proper paperwork being generated; tracking/reference numbers being issued to the LOC and all necessary administrative actions being performed. As an example, a repair request may be initiated by telephone, but if desired, the status may be tracked via a WEB based status system. The three communications methods are as follows: 3.5.7.1. A toll free (1-800) repair/service "hot line" (Contractor Support Hot Line) shall be made available to the LOC for reporting and registration of service requirements and equipment repair needs. Contacting the Contractor thru the Support Hot Line shall initiate the process of contact with (i) the Contractor technical personnel to help troubleshoot a technical problem and provide advice as to what repair actions should be taken or (ii) the Contractor administrative personnel who shall immediately provide the necessary information to initiate the process for repair at the local repair depot. (iii) the Contractor service dispatcher who shall schedule service personnel to arrive on-site at the LOC Culpeper facility. 3.5.7.2. A Contractor email address specifically for repair/service shall be provided to the LOC to communicate service requirements and equipment repair needs. Emails shall be routed automatically to the appropriate Contractor technical, service dispatch and/or administrative personnel. Contractor response shall be via email or phone as appropriate. 3.5.7.3. The LOC shall be provided with a login to a secure Contractor Web site to access an online support system where repair/service requests can be entered. The system shall also provide status reporting of the state of repair for all items currently being handled by the Contractor for the LOC. The status of each item shall be available and updated promptly as information becomes available. 3.5.8. Trouble Tickets: Upon determination of an equipment repair requirement, the Contractor shall issue a Trouble Ticket numbers and other supporting information to the LOC. The Contractor shall dispatch maintenance personnel as required to begin the repair process at the LOC Culpeper facility within 4 hours of receipt of a verified technical problem. 3.5.9. Equipment Transport: If repairs cannot be completed on-site, the Contractor shall provide packing and fully insured transport/shipping of equipment either to the Contractor local repair facility or the equipment manufacturer as determined by the Contractor. Necessary inventory listing of all items packed and shipping information shall be conveyed to the LOC and the Contractor shall subsequently track all shipments to assure timely arrival at the destination. 3.5.10. Repair Monitoring: Status of equipment repairs shall be monitored by the Contractor through internal reporting or direct contact with manufacturers and the Contractor shall provide the LOC with status reports on a weekly basis or upon the LOC request. The Contractor shall immediately inform the LOC of any repairs or replacement that shall exceed the repair or replace and return time periods provided in Section 3.5.15 for "Routine", "Priority" and "Emergency". 3.5.11. Equipment Location Reporting: The Contractor shall provide a quarterly report to the LOC that accounts for all Government property that has been removed by the Contractor for any reason from the LOC facility. The report shall include the date, time, and name of the LOC official authorizing removal of the LOC property, equipment identification data, reason for removal, date, time, and name of the LOC official witnessing return of the LOC property to the LOC facility, and any Contractor remarks. 3.5.12. Transport Requirements: The Contractor shall provide fully insured transport/shipping and tracking of equipment to be repaired from the LOC to the destination and from the source to the LOC. 3.5.13. Travel: Travel time to and from the LOC Culpeper, VA. Facility during normal business hours shall not be charged to the LOC. Additionally, no per hour charges shall apply to Service provided with respect to Covered Equipment repaired at Contractors facilities. 3.5.14. Repair Records: The Contractor shall maintain a complete set of records detailing all pertinent aspects of each equipment items repairs. The repair log shall be available to the LOC at any time in either printed or electronic form and is to be available for access on-line. 3.5.15. Response Times: The Contractor shall respond to malfunctions and equipment failures requiring Corrective Maintenance based on Response Time criteria provided below. The LOC shall assign the category for each action. The Contractor may request an adjustment, extension, or modification of an assigned category. Adjustments, extensions or modifications to assigned action categories shall be approved by the LOC. 3.5.15.1. Routine: There is no immediate impact on mission requirements. The Contractor shall respond within 24 hours of notification. Work shall be completed within 10 workdays after receipt of notification. Preventive maintenance falls under this category unless a higher priority is assigned by the LOC. 3.5.15.2. Priority: There is potential impact on mission requirements. The Contractor shall respond within 4 hours of notification. Work shall be completed within 3 workdays after receipt of notification or Contractor's receipt of any necessary parts required for Contractor to repair the Covered Equipment (if parts are needed and not stocked by Contractor). The Contractor shall use best efforts to obtain any needed parts required for repair. Any repairs of the Covered Equipment by the manufacturer shall be performed in the most expeditious manner possible. The Contractor shall provide expedited overnight shipping if required. 3.5.15.3. Emergency: There is an immediate impact on mission requirements. The Contractor shall respond within 2 hours of notification. Work shall be completed within 24 hours after receipt of notification or the Contractor's receipt of any necessary parts required for the Contractor to repair the Covered Equipment (if parts are needed and not stocked by Contractor. The Contractor shall use best efforts to obtain any needed parts required for repair. Any repairs of the Covered Equipment by the manufacturer shall be performed in the most expeditious manner possible. The Contractor shall provide expedited overnight shipping if required. 3.6. Equipment Upgrades & Replacement 3.6.1. Complimentary Equipment Upgrades: Complimentary software, firmware and hardware upgrades to equipment as issued by the manufacturers will be provided by the Contractor to the LOC at no additional cost to maintain the initially purchased level of functionality or correct identified deficiencies in the equipment. Such upgrades will automatically be included as Covered Equipment within the Agreement and this SOW and will receive all Services provided under the Agreement and this SOW. Contractor or manufacturer personnel will be made available to install upgrades if needed. Any such installations performed by the Contractor shall be at no additional cost to the LOC. Alternatively, the LOC personnel may be instructed on how to install upgrades. If manufacturer personnel are required to install complimentary upgrades, travel and living expenses may not be included and will be provided as additional fees billed separately depending on the manufacturers' policies. 3.6.2. Fee Based Equipment Upgrades: Software or hardware upgrades offered from the manufacturer to enhance functionality beyond current levels (and not complimentary) will be identified by the Contractor and offered to the LOC for additional cost. These upgrades may be purchased as desired by the LOC and installed by the Contractor, the LOC or manufacturer personnel. Costs for Contractor or the manufacturer to install these upgrades will be separately identified and are outside the scope of this Agreement. Such upgrades will automatically be included as Covered Equipment within the Agreement and this SOW and will receive Services provided under the Agreement and this SOW. 3.6.3. Coverage For New Equipment: If authorized by the LOC, new equipment may be supplied by the Contractor to provide upgrades or enhancements to the LOC PCAVC Facility. Any new equipment purchased by Contractor on behalf of the LOC will automatically be included as Covered Equipment within the Agreement and this SOW and will receive all Services provided under the Agreement and this SOW for one year from the date of the related new equipment purchase with no additional charge to the LOC. Prices for the actual equipment purchase and installation will be mutually agreed upon between Contractor and the LOC in advance. 4. LIMITATIONS AND EXCLUSIONS; FEES; TERM 4.1.1. Limitations and Exclusions: Equipment and Systems Repairs/Services provided under this SOW are subject to certain limitations and exclusions. Equipment maintained by the Contractor identified as falling into the categories listed below that require repairs due to the issues mentioned in such categories may be subject to additional fees for repair which will be determined on a case by case basis through mutual agreement between the Contractor and the LOC. 4.1.1.1. Equipment to which a material modification, addition, or alteration has been made unless previously authorized by the Contractor or the manufacturer. 4.1.1.2. Equipment for which the individual product or serial identification number has been altered or removed without the express written consent of the Contractor or the manufacturer. 4.1.1.3. Equipment that has been damaged or rendered defective due to the LOC's negligence, misuse, abuse, abnormal use, unauthorized repair, fire, flood, vandalism, theft, or act of God. 4.1.1.4. Operation of equipment with non-compatible equipment. 4.1.1.5. Operation of the equipment in a manner specifically prohibited by the manufacturer as detailed in equipment documentation delivered to the LOC at the time of equipment purchase or available through the manufacturer's WEB site at the time of equipment purchase. 4.1.1.6. Operation of the equipment in a manner inconsistent with the intended capabilities and design, resulting in the need for service, repair or re-adjustment. 4.1.1.7. Lamps and lamp assemblies with finite life spans requiring periodic replacement are excluded from the Services. These comprise an integral part of high performance projection and film transfer equipment. 4.1.1.8. Standard or custom Parts and components no longer provided or supplied by the original equipment manufacturer (OEM) as part of normal equipment support are excluded from the Services. These items are an integral part of LEGACY EQUIPMENT and will be procured or custom fabricated on an as-needed basis for a cost to be determined at time of order. Fees: The total Fees for twelve (12) months (subject to modification by the Contractor as set forth below in this Section) of ongoing Support and Maintenance Services as defined in this SOW for Covered Equipment are as stated inSection B.3.3. • Payments will be invoiced in twelve (12) equal installments with the first payment due upon execution of this SOW. Subsequent payments will be invoiced on the 15th of the month prior to provision of the next months support and maintenance services and will be due net 30. • NCE fees will be charged per the fees noted in Section 3.1, "Equipment to be Covered", and Unscheduled Emergency Maintenance Site Visit fees will be charged per the fees noted in Section 3.3, "Type of Coverage". • NCE and additional On-Site Maintenance, Repairs and Support service fees will be invoiced separately for the month following the Services. 4.1.2. Term: Contracted work defined in this SOW shall commence as of the Effective Date and continue for a period of one (1) year from the Effective Date and shall optionally renew for an additional four (4) years in one (1) year increments. At least 30 days prior to the end of the current one (1) year term, the LOC shall inform the Contractor of its decision regarding exercise of optional renewals for the next one (1) year term. Packaging and Marking 3 Packaging and Marking D.1 Payment of Postage Fees. All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting Officer's Technical Representative (COTR) or other persons designated to receive, shall be paid by the Contractor. D.2 Markings. All information submitted to the CO or the COTR or other Library personnel designated to receive deliverables shall clearly indicate the following information: a. Agency/Requiring LOC Service Unit and MAIL STOP/Room Number b. Description of information/data being submitted c. Contract Number d. Contractor Name and Address Inspection and Acceptance Deliveries or Performance PERIOD OF PERFORMANCE ITEM START END 1 07/25/2011 07/24/2016 5 Performance F.1 52.252-01 Clauses Incorporated by Reference This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/far/index.html FAR Clause Number Title Date 52.242-15 Stop Work Order AUG 1989 52.242-17 Government Delay of Work APR 1984 52.247-34 F.O.B. Destination NOV 1991 F.2 Place of Performance All work associated with this contract shall be performed at the following addresses: Library of Congress Packard Campus for Audio-Visual Conservation 19053 Mount Pony Road Culpeper, VA 22701-7551 Contract Administration Data Accounting Data 6 Contract Administration G.1 Contract Administration (a) The resulting contract will be administered by: Birchard Allen Contracting Officer The Library of Congress Office of Contracts and Grants Management. 101 Independence Ave. SE Washington, DC 20540-9411. Phone: (202) 707-8909; Fax: (202) 707 8611; Email: ball@loc.gov (b) Contracting Officer Technical Representative (COTR) The designated COTR for this contract is: Stephen Nease Library of Congress 19053 Mount Pony Road Culpeper, VA 22701-7551 Phone: 202-707-1885; Email: snease@loc.gov (c) Copies of all correspondence concerning contract shall be provided to the Contracting Officer at the above address and shall make reference to the contract number. G.2 Contracting Officer's Authority G.2.1 Contracting Officer: The Contracting Officer (CO) is the only person authorized to issue amendments and modifications to the solicitation/contract, approve changes in any of the requirements under the solicitation/contract, or obligate funds. Notwithstanding any clause/provision contained elsewhere in this contract, the authority to modify the contract remains solely with the CO. If the Contractor makes any contract changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increases in charges that may result. The CO has the authority to perform any and all post-award functions in administering and enforcing the contract in accordance with its terms and conditions. G.2.2 The Contractor shall submit any requests for modification of this contract to the CO with a copy of the request to the appointed COTR. G.2.3 Contracting problems of any nature that may arise during the life of the contract must be handled in conformance with very specific public laws and regulations, including, but not limited to, the Federal Acquisition Regulation provisions in this contract. Only the CO is authorized to formally resolve such problems. Therefore, the COTR and the Contractor shall bring unresolved contractual problems to the immediate attention of the CO Officer. G.3 Contracting Officer's Technical Representative G.3.1 The COTR will be responsible for the technical administration of this contract. The responsibilities of the COTR include but are not limited to: (a) Developing the technical requirements. (b) Evaluating Contractor submitted reports for technical sufficiency. (c) Providing the technical direction during the performance of this contract. Technical direction includes: (i) Direction to the Contractor to assist him/her in accomplishing the PWS or SOW; (ii) Comments on and approval of reports or other deliverables. (d) Monitoring the Contractor's performance under the contract. (e) Inspecting and accepting all deliverables. (f) Conducting periodic reviews to ensure compliance with the contract terms and conditions. (g) Advising the CO of any factors that may cause delay in performance of the work. G.3.2 Technical direction must be within the scope of the contract's Statement of Work or PWS. The COTR does not have the authority to issue technical direction which: (a) Institutes additional work outside the scope of the contract; (b) Constitutes a change; (c) Causes an increase or decrease in the estimated cost of the contract. (d) Alters the period of performance. (e) Changes any of the other express terms or conditions of the contract. G.3.3 Technical direction will be issued in writing by the COTR or confirmed by him/her in writing within five (5) calendar days after verbal issuance. G.3.4 The COTR shall provide no supervisory or technical instructional direction to the Contractor's personnel. G.4 Invoice and Payment Provisions All invoices shall be prepared in accordance with LOC 52.232-25, Prompt Payment - As Modified by the Library (Jun 2009). G.5 Taxpayer Identification Number The Contractor shall include his or her Social Security Number (for individuals) or Employer Identification Number (for other entities) on each invoice submitted for payment under this contract. This information is required in order for the Library to comply with the requirement to file Internal Revenue Service Information returns pursuant to the Internal Revenue Code. (Note: This information should be entered in the address block on the invoice). G.6 Method of Payment Payments under this contract will be made by the Library by electronic funds transfer through the Automated Clearing House (ACH). After award, but no later than 14 days before an invoice is submitted, the Contractor(s) shall designate a financial institution for receipt of electronic funds transfer payments in accordance with the requirements of the FAR clause 52.232-28, "Electronic Funds Transfer Payment Methods "(See Section I). Contractor's failure to properly designate a financial institution or to provide appropriate payee bank account information may delay payments of amounts otherwise properly due. The date of payment by electronic funds transfer shall be considered to be the date that payment is made. G.7 Payment of Invoices The payment due date shall be considered to be that later of the following two events: (a) the 30th day from receipt of a proper invoice, or (b) the 30th day after the acceptance of the services performed by the contractor. Special Contract Requirements 7 Special Contract Requirements H.1 Interpretation of Contract Requirements No interpretation of any provisions of this contract, including applicable specifications, shall be binding on the Library unless furnished or agreed to in writing by the CO. H.2 Contractor Commitments, Warranties, Representations. Any written commitment by the Contractor within the scope of this contract shall be binding upon the Contractor. Failure of the Contractor to fulfill any such commitment shall be cause for the Library to render the Contractor liable under the default provisions for damages due to the Library, under the terms of this contract. For the purpose of this contract, a written commitment by the Contractor is limited to the proposal submitted by the Contractor, and to specific written amendments to its proposal. Written commitment by the Contractor are further defined as including (1) any warranty or representation made by the Contractor in a proposal as to performance, (2) any warranty or representation made by the Contractor described in (1) above, made in any literature descriptions, drawings, or specifications accompanying or referred to in a proposal. H.3 Use of Library of Congress Name or Contractual Relationship in Advertising. The Contractor agrees not to refer to awards or contracts with the Library in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the Library or is superior to other products or services. The Contractor also agrees not to distribute or release any information which states or implies that the Library endorses, uses, or distributes the Contractor's products or services. H.4 News Releases No news releases pertaining to this contract will be made without agency approval, as appropriate, and then only upon written approval received from the Contracting Officer. H.5 Delegation of Authority for Contract Administration An authorized Service Unit official or his/her authorized representative shall act for and on behalf of the CO with respect to Inspection and Acceptance as follows: (a) Evaluation of an overall basis of acceptability of workmanship and contractor compliance with technical requirements; and (b) The approval and acceptance of work performed under this contract. This delegation does not authorize the modification of any of the contract provisions, terms or conditions. All authority not herein delegated, is reserved to the CO. H.6 Conduct of Work The personnel employed by the Contractor shall be capable employees qualified in this type of work. The Contractor shall be responsible for all damage to Library property by the activities of his employees resulting from these operations. The Contracting Officer may require removal from work on this contract any employee(s) that may be deemed incompetent, careless, insubordinate, unsuitable, or otherwise objectionable, or whose continued employment is deemed contrary to the public interest or inconsistent with the best interest of or the security of the Library H.7 Indemnification The Contractor shall indemnify and hold harmless the Library of Congress and its officers, agents, representatives, and employees from all claims, loss damage, actions, causes of action, expenses and/or liability resulting from or on account of any personal/injury or property damage received or sustained by any person, or property damage growing out of, occurring or attributable to any work performed or related to this contract, regardless of whether such claims, loss damage, actions, cause of actions expense and/or liability may be attributable to the fault, failure or negligence of the Contractor. H.8 Security Requirements H.8.1 Information Technology Security H.8.1.1 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 and use them for official business, and only in accordance with Library regulations and bargaining agreements. Unauthorized or inappropriate use may result in disciplinary actions. H.8.1.2 Privacy Policy. No one has the right to privacy while using any Library computer system, including internet or email services as usage may be monitored. H.8.1.3 Level of Access. The Library Services' (LS) Host Office will determine the level of access to the Library's IT equipment, staff and software needed to successfully perform under this Agreement. Access may include email, word processing, internet, and intranet. H.8.1.4 Mandatory IT Security Training. Within the first 10 working days at the Library, all persons must take mandatory training in information systems security prior to use of or access to any of the Library's digital assets. The required training is available on-line at http://www.loc.gov/staff/cld/, or from outside the Library, at http://olc.loc.gov. H.8.2 Collections Security H.8.2.1 Policy. 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. H.8.2.2 Access to the Collections. Physical access to Library collections is limited to staff and/or determined by the host LS office. In addition, established requesting processes in the various readings rooms must be followed. H.8.2.3 Loan Privileges. Borrowing materials d for personal use from the Library's collections is limited to regular Library staff, including full- and part-time staff in permanent, conditional, indefinite, or temporary status. Loans for internal use, Library work-related purposes, are allowed for both employees and non-employees. H.8.3 Physical Security. H.8.3.1 Policy. Access to Library buildings and grounds is governed by the provisions of Library of Congress Regulations, Series 1800. Employees and non-employees must comply with these and any other requirements and restrictions which the Library, or a subelement of it may impose. H.8.3.2 Loan of Library Property. All loans of Library property must be approved and documented by the host Library Services office. A library "General Pass" (Form LW 12/54 (rev2/88)) for property must be completed for each loan. H.8.3.3 Liability - Loss or Damage of library Property. Use or loan of all Library property and signature on this contract means that the user acknowledges and agrees to: (a) return all U.S. Government items and 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) use the loaned property for Library purposes and not loan such property to any other person. H.9 Intellectual Property Rights The non-personal services Contractor is not a Library employee. In signing this solicitation, the Contractor agrees to negotiate terms that are favorable to the Library regarding the use, reproduction, and distribution of any works produced under the non-personal services contract. Contract Clauses 8 Contract Clauses I.1 THE FOLLOWING CONTRACT CLAUSES ARE HEREBY INCORPORATED BY REFERENCE: FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1) 52.202-1 Definitions (July 2004) 52.203-3 Gratuities (Apr 1984) 52.203-5 Covenant Against Contingent Fees (Apr 1984) 52.203-6 Restrictions on Subcontractor Sales to the Government (Sept 2006), Alternate I (Oct 1995) 52.203-7 Anti-Kickback Procedures (Jul 1995) 52.204-9 Personal Identity Verification of Contractor Personnel (Sept 2007) 52.217-5 Evaluation of Options (July 1990) 52.222-19 Child Labor - Cooperation with Authorities and Remedies (Feb 2008) 52.222-21 Prohibition of Segregated Facilities (Feb 1999) 52.222-26 Equal Opportunity (Mar 2007) (E.O. 11246) 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) 52.222-36 Affirmative Action for Workers with Disabilities (June 1998) 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sept 2006) 52.222-50 Combating Trafficking in Persons (Feb 2009) 52.232-1 Payments (Apr 1984) 52.233-3 Protest after award (Aug 1996) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.245-1 Government - Furnished Property (June 2007) 52.249-8 Default (Fixed-Price Supply and Service) (Apr 1984) 52.252-2 Clauses Incorporated by Reference (Feb 1998). This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Full text of the referenced clauses is available at http:// farsite.hill.af.mil. I.2 52.216-1 Type of Contract (Apr 1984) The Government contemplates award of a Firm Fixed Price contract resulting from this solicitation. (End of clause) I.3 This contract incorporates the following LOC clauses by reference, with the same force and effect as if they were given in full text. Full text of the referenced clauses is available at http://www.loc.gov/contracts/ LOC 52.209-7 Security requirements for On-Site Contractor Personnel (Jun 2009) LOC 52.212-4 Contract Terms and Conditions-Commercial Items-As Modified by the Library of Congress (Jun 2009) LOC 52.227-0001 Indemnification (Jun 2009) LOC 52.227-0002 Infringement (Jun 2009) LOC 52.229-0001 Federal, State or Local Taxes (Jun 2009) LOC 52.246-0001 Acceptance (Jun 2009) LOC 52.246.0002 Endorsements (Jun 2009) LOC 52.247-0001 Shipping (Jun 2009) LOC 52.247-0002 Receiving (Jun 2009) LOC 52.247-0003 Freight Charges (Jun 2009) LOC 52.232-25 Prompt Payment -Modified by the Library (Jun 2009) LOC 52.233-1 Disputes-As Modified by the Library of Congress (FEB 08) I.4 LOC 52.217-8 Option to Extend Services (Nov 1999) -As Modified by the Library of Congress (Jun 2009) The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed six (6) months. The Contracting Officer may exercise the option by written notice to the Contractor within 15 days of expiration of this contract. (End of Clause) I.5 LOC 52.217-9 Option to Extend the Term of the Contract (Mar 2000) - As Modified by the Library of Congress (Jun 2009) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days of the expiration date; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension. (b) If the Government exercises this option, the extended contract shall be considered to include this option clause. (c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years. Reps and Certs of Offerors 9 Representations, Certifications K.1 Offeror Annual Representations and Certifications The prospective contractor shall comply with the requirements of LOC 52.212-0001, Offeror Representations and Certifications- Commercial Items (June 2008) Instructions/Notices Bidders 10 Instructions L.1 52.212-1 - Instructions to Offerors-Commercial Items (JUN 2008) This provision provides a single, streamlined set of instructions to be used when soliciting offers for commercial items and is incorporated in this Solicitation by reference (see Block 27a, SF 1449). Evaluation Factors for Award 11 Evaluation Factors M.1 Method of Award The Government will award an order resulting from this solicitation to the responsible offeror who is the lowest priced and technically acceptable. The Government reserves the right to seek additional discounts before placing an order. Award may be made without discussions; however the contracting officer reserves the right to hold discussions. Technical Acceptability will be determined by the offerors' compliance with the requirements of this RFP.
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D -- Audio-Visual Equipment maintenance services - RFP