PRESOL | 76 | 2012 Braille Magazines - Solicitation Package

FBO DAILY ISSUE OF FEBRUARY 01, 2012 FBO #3721
SOLICITATION NOTICE

76 -- 2012 Braille Magazines - Solicitation Package

Notice Date: 1/30/2012
Notice Type: Combined Synopsis/Solicitation
NAICS: 424920 — Book, Periodical, and Newspaper Merchant Wholesalers
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: QALCNLS12R0008
Archive Date: 3/6/2012
Point of Contact: Christine R. Calhoun, Phone: 202.707.3311, April N. Martin, Phone: 202-707-0456
E-Mail Address: ccalhoun@loc.gov, amartin@loc.gov
(ccalhoun@loc.gov, amartin@loc.gov)
Small Business Set-Aside: N/A
Description: Please fill in your totals on this spreadsheet and attach with your solicitation package. Please fill in your totals on this spreadsheet and attach with your solicitation package. Solicitation document includes the SOW. Please print, sign and date the first page and include pricing for your option years. Return Tabls A and B with your signed offer sheet and option pages. PART I-SECTION C (See Section C of Solicitation for complete details) DESCRIPTION/SPECIFICATION/WORK STATEMENT C.1 PREFACE TO DESCRIPTION, SPECIFICATIONS, AND WORK STATEMENT C.1.1 Background As mandated by Public Law 89-522 dated July 30, 1966, The National Library Service for the Blind and Physically Handicapped (NLS/BPH), Library of Congress (LOC), provides reading materials in recorded and braille formats to U.S. residents and U.S. citizens living abroad who are unable to use conventional print materials because of visual and physical limitations. Each year, more than 24 million books and magazines are circulated to these groups. Reading materials (books and magazines) are produced by contractors for NLS/BPH, and are distributed to a readership in excess of 500,000 through a network of 132 regional and sub-regional libraries for blind and physically handicapped individuals. States, municipalities, or other agencies operate these organizations. In addition, books are distributed to schools, multi-state centers, and veterans' hospitals throughout the nation and U.S. territories. All services and products are funded by the U.S. Congress through NLS/BPH and are provided to patrons free of charge including mail to and from patrons through the U.S. Postal Service. NLS/BPH has about 130,000 titles in its collection and adds 2,700 titles (including music titles) annually. Books are circulated to patrons primarily through the mail from their network libraries located in their jurisdictions. Additionally, several magazines are distributed on a weekly, monthly, bi-monthly or quarterly schedule. Also, catalogs, bibliographies, and newsletters are typically distributed on an annual, quarterly or bi-monthly schedule. C.1.2 User Materials Contractors who produce books, equipment, or other products shall be cognizant of the consumer-responsive nature of the program and that the specifications for these products have been developed to meet the needs of program users. Materials are produced with the readers' needs foremost in mind and improved through constant monitoring and consumer input. Contractors are expected to familiarize themselves with the equipment-handling practices of blind and physically handicapped clientele and ensure that the supplies and equipment produced shall stand up under such use. A high degree of quality workmanship and product reliability is mandated by the product specification. C.1.3 Policy NLS follows the mandate of Public Law 89-522 for the purchase of books, either in raised characters or in sound reproduction recordings, by giving preference to nonprofit institutions whose activities are primarily concerned with the blind and other physically handicapped persons where bids submitted by such institutions are determined to be fair and reasonable. To fulfill the intent of this mandate and in order to receive this preference, a contractor must perform a substantial portion of the work that is represented by the cost of producing the described items, or by making a significant contribution to the manufacture or production of the end item. In this solicitation, this is defined as follows: • A substantial portion of the work means a minimum of fifty percent (fifty percent or more) of the research, transcription, duplication, labeling, packaging and shipping activities, to be determined by one or more of the following: cost not including cost of materials, labor hours, or titles. • A significant contribution means either all research and transcription or all duplication, labeling, packaging, and shipping activities. C.2 SCOPE OF WORK Transcribe, press, bind and distribute braille magazines in accordance with this solicitation document and the NLS Specifications #410 (Mailing Carton Labels) and #801 (Braille Magazines or Newspapers) incorporated herein (Section J) and made a part hereof. C.2.1 Product Conformance Standards Samples of products that precisely meet all requirements in Specifications #410 and #801 may be required at any time during the period of performance. Copies of the specifications are available at http://www.loc.gov/nls/specs. C.3 OPERATIONAL PROCEDURES C.3.1 Time is of the Essence The contractor shall obtain each copy of a print or digital magazine at its earliest availability by the most expedient method including directly from the magazine publisher or from the internet. See Section C.5 for details relating to the contractor's acquisition of Braille Book Review. C.3.2 NLS to Provide to Contractor • Through a mailing service, address labels or equivalent computer files for each magazine issue. • Camera-ready NLS logotype and Library of Congress seal for use in accordance with Specification #801. • Print copies of sports schedules that are not readily available on the Internet. (See also C.5.8). • Exclusively for Braille Book Review, Musical Mainstream, and Popular Music Lead Sheets NLS will provide the contractor: ○ Electronic format copies of the above three magazines in Word or ACSII format. ○ Contents will be submitted in two parts. (See also Section F.2.3 Production Schedule). C.3.3 Notification to NLS of Production Progress The contractor shall notify NLS of production progress of each issue of each magazine via the NLS web screen at www.loc.gov/pics. If the website is not available the contractor may notify NLS via e-mail, facsimile (202-707-0711), or other means designated as acceptable by NLS, within one (1) working day of the following events/dates: • Date all copies of the braille magazine were shipped. • Number of copies • Number of Master Pages C.3.3.1 Reporting Delays Delays in production of 5 days or more due to delays in receipt of the print magazine from the publisher or any other reason should be reported to the Contract Monitor or COTR via telephone, email, facsimile (202-707-0711), or other means designated as acceptable by NLS. (See also Section F.2.2) C.3.4 NLS Control Copy Procedures (Not Applicable to Braille Book Review) At the same time the completed braille copies are mailed to readers, the contractor shall send by UPS, FedEx, or other commercial carrier to NLS Quality Assurance one (1) braille control copy and one (1) print edition of each magazine produced. The control copy shall be submitted in the same type of container used to mail the braille magazines to patrons. If the print edition does not fit safely in the braille package, it shall be sent the same day under separate cover. Both the control copy and the print edition (if packaged separately) shall be addressed to: Library of Congress, NLS Quality Assurance Section 1291 Taylor St., NW Washington, DC 20542 C.3.5 NLS Control Copy Procedures Applicable Exclusively to Braille Book Review Contractor shall not ship any copy (individual or bulk) without approval of the control copy. The control copy shall be sent by UPS, FedEx, or other commercial carrier to NLS for approval, and shall be packaged and labeled according to requirements of Specification #801, Section 5.0, addressed to: Library of Congress, NLS Publications and Media Section 1291 Taylor Street NW Washington, DC 20542 All quality control copies of Braille Book Review shall be sent directly to the Publications and Media Section, NLS. Approval by NLS is a prerequisite to distribution. NLS will provide all changes and corrections to and approvals for the front and back covers, body, order forms, labels, and mailing box or envelope. Written notice of approval or rejection will be provided to the contractor for each submission. These reviews will be completed in seven (7) calendar days. If the control copy is not approved, re-submission must be made within seven (7) calendar days from receipt of rejection. C. 4 MAILING PROCEDURES C.4.1 Mailing Labels The Library's Comprehensive Mailing List System (CMLS) will maintain the mailing lists for braille magazines, including Braille Book Review. The return address shall be the address of the CMLS contractor at all times. The CMLS contractor will provide to the contractor mailing labels (or equivalent computer files for use in ink-jet printing of addresses-see 4.2 below). A choice of the following two (2) types of mailing labels may be utilized: • 3" x 5" self-adhesive mailing labels with the CMLS return address affixed • 1" x 3" self-adhesive mailing labels. It shall be the responsibility of the contractor to add the following current CMLS return address: CMLS P.O. Box 9150 Melbourne, FL 32902-9150 Any change in this address will be provided to the contractor by NLS. C.4.2 Automated Addressing In addition to the above, the CMLS contractor can supply address information by equivalent computer files, magnetic tape, diskette, or electronic files, for use in applying addresses by ink-jet spray printing. At time of contract award, contractor shall notify the Library if automated (usually ink-jet spray) printing shall be used. In that case, the Library will have the CMLS contractor supply address information in a format appropriate for the contractor. Within two weeks of receipt of the information, a sample printed mailer produced according to instructions and specification shall be provided for approval to NLS "attn: Quality Assurance Section". Exclusively for Braille Book Review, the instructions and specifications shall be provided for approval to NLS "attn: Production and Media Section". Addresses must contain all fields and codes in proper position as specified, with no extraneous information. Addresses must be located on finished product according to U.S. Postal Service regulations. Mailing containers using automated printing shall not be used for any mailing prior to Library approval. All questions relative to format of content of address information produced by ink-jet spray printing shall be resolved prior to shipment of the first issue of any magazine under this contract. C.4.3 Timeliness of Label To ensure that the mailing labels used for any issue reflect the most current subscription list, the contractor shall arrange with the CMLS contractor to generate labels for each issue no sooner than seven (7) days prior to the expected ship date. C.4.4 Bulk Mailing to Libraries The mailing list is sorted into three sets, one for domestic addresses, one for foreign addresses, and one for bulk mailing to libraries. For lists of domestic and foreign addresses each label represents one copy. For the library list, each label represents ten or fewer copies; multiple labels are supplied for libraries requesting more than ten copies, and the quantity requested appears on the first label of that library's series. C.4.5 Additional Mailing Requirements Exclusively for Braille Book Review Carton labels for Braille Book Review shall be reproduced by the contractor for bulk copies to multi-state centers and NLS, and shall be marked with title, stock number, format, number of copies in carton, and number of cartons in shipment. Address labels shall be affixed to NLS carton labels. (See Specification #410.) Bulk shipments to NLS and to multi-state centers shall be by prepaid commercial carrier. Contractor shall make certain that the local post office is able to handle expeditiously the quantity of "free matter" mail they will receive when Braille Book Review is shipped - nearly 8,000 items. Contractor shall prepay postage for copies of Braille Book Review sent first class to foreign addresses required by the program, if any. Postage costs shall be invoiced against the contract. Contractor must furnish an affidavit to NLS certifying the mailing. Bulk shipment of materials under this contract shall be prepaid bulk mail. The contractor shall determine arrangements for the delivery of the completed work to the post office. C.4.6 Foreign Agencies/Reports and Procedures (Section H.2, Outside Sales) The contractor shall keep separate, up-to-date mailing lists for all foreign agencies for the blind that purchase copies of the magazines produced for NLS. The contractor shall transfer this list to a successor contractor (if applicable) within 5 calendar days of notification of production of magazine award to other than the then incumbent contractor. A copy of the list shall also be forwarded to the NLS Foreign Language Librarian, Collection Development Section. The new contractor shall notify the subscribing foreign agency within ten (10) calendar days thereafter of the change in contractor, with a copy to the NLS, Foreign Language Librarian, Collection Development Section. In cases where a magazine is again awarded to the incumbent contractor, that contractor shall also notify subscribing foreign agencies of the award, with a copy provided to NLS, as above. If a magazine is canceled and replaced by another, the contractor shall not send the new magazine to subscribing foreign agencies until notification from NLS that copyright permission for overseas sales has been received. For each magazine, the contractor shall furnish to the NLS Foreign Language Librarian statistics on sales to foreign agencies listing the purchasing agency and country, magazine title and issue, and number of copies sold. The statistics shall cover the period of this contract, typically from January 1 to December 31, and must be received at NLS no later than January 15 of the year following the contract year. A separate form shall be completed for each magazine produced. The agency that has purchased the subscription shall be listed, regardless of the address to which a magazine is mailed; individuals shall not purchase subscriptions. C.5 OPERATIONAL PROCEDURES EXCLUSIVELY FOR BRAILLE BOOK REVIEW C.5.1 Size Monthly issues average 145 braille pages including covers and print/braille order forms, which average 40 pages. C.5.2 Contents 1. Front and back covers (in print and in braille), 2. Body consists of news items, features, annotations of braille books, and one-line annotations of books announced in Talking Book Topics (braille), 3. Print/braille self-mailer order forms for audiobooks, one for adult books and one for children's books, (NOTE: this is found in the print version of TBT, not in BBR) 4. Print/braille self-mailer order forms for braille books, one for adults and one for children's books, 5. Nominal 3" x 5" self-adhesive peel-off labels with no text for returning order forms above (3 and 4 - one label for each order form for a total of four labels). Contractor, who must submit samples to NLS for approval, shall supply labels. Labels on backing shall be inserted in package. Backing must extend beyond edges of label to facilitate removal of label by blind persons. "Crack-and-peel" labels are not acceptable. C.5.3 Format The body and the Talking Book Topics one-line annotations shall be bound together. The audiobook order forms shall be separate - one each for adults and children. The braille-book order forms shall be separate - one each for adults and children. Labels on backing shall be inserted loose among order forms. C.5.4 Specifications See attachments: Specification #410 and Specification #801 are amended as follows: 1. The following sections of Specification #801 do not apply to Braille Book Review 3.5.2 Statements at the end of table of contents 3.5.3 Subscription information 3.6.1 Print front cover 2. The following sections are amended as indicated: 3.6.2 Add: Braille front cover sample provided with first order 3.6.2.b Add: ISSN number 3.6.2.d Should read: National Library Service for the Blind and Physically Handicapped 3.8 Table of Contents: follow sample provided 3.9 Back cover: Substitute for a-e: For special distribution, as authorized by Act of Congress under Public Law 89-522. Produced in Braille for the Library of Congress, National Library Service for the Blind and Physically Handicapped, by <insert contractor name>, 201_. Braille Book Review informs readers of developments and activities in library service for blind and physically handicapped individuals. It is published bi-monthly as part of the Library of Congress program directed by the National Library Service for the Blind and Physically Handicapped. Braille Book Review is distributed free to blind and physically handicapped persons who participate in the Library of Congress program. Correspondence regarding editorial matters should be sent to Publications and Media Section, National Library Service for the Blind and Physically Handicapped, Library of Congress, Washington, DC 20542. All changes of address and subscription and cancellation requests should be sent to your network library. 4.5.1 Quality Control Procedures Delete: "When copies are mailed to readers." Delete: "the Quality Assurance Section" and substitute "the Publications and Media Section." 3. The following sections are added: Foreign Language Annotations: For foreign language annotations followed by an English version in parentheses, the foreign words are to be uncontracted and the English words contracted. Proper foreign-language symbols should be used for accented letters as they occur in the body of BBR, in order forms, and elsewhere in the magazines. Print/Braille Order Forms The selection line shall contain four braille dots (2,5 and 2,5 of two adjacent braille cells). The instructions for indicating the selection will be provided and should be the same in braille as in print. The print book number and title must register with the braille so that some part of the print falls on dots 2,5 of the braille cell. Print size must be at least 14-point, but no larger than 18-point. The first line of print starts in cell 3. Any braille run-overs are indented to cell 5 of the next line. Registration is not required for run-over lines. Center print and braille headings for new sections. Registration is not required for headings. In the interpoint layout of the order forms, no braille should fall on the reverse side of the leader dots for marking selections. C.6 SPECIAL INSTRUCTIONS FOR CERTAIN MAGAZINES Please note: Table A (List of Magazines, Frequency, and Due Dates) is accurate as of November 2011. Magazine information is subject to change at any time during the term of the contract, due to frequent changes in the publishing industry. C.6.1 Cooking Light This magazine has ten (10) monthly issues plus one (1) Jan/Feb double issue. C.6.2 ESPN Magazine This magazine is published bi-weekly, except monthly in January and July. C.6.2 Health News Letters The three (3) health newsletters (Berkeley Wellness Letter, Harvard Health Letter, and Mayo Clinic Health Letter), including supplements shall be mailed as a single package each month. For any exception to this shipping schedule, the contractor shall notify the designated contract monitor or COTR. Each monthly package of three (3) health newsletters will be considered a single magazine for the approval procedure as specified in Section E.4. If delay in the receipt of the print copy of one or more of the health newsletters will delay shipment of the magazine by seven (7) days or more, the magazine will be shipped without the delayed newsletter(s). An explanation of the shortage shall be included in the magazine. The missing newsletter(s) shall be included in the following month's issue. Harvard Health Letter Letter includes twelve (12) monthly editions and five (5) added supplements of four print pages each. Mayo Clinic Health Letter Letter includes twelve (12) monthly editions, three (3) medical essays of eight print pages each, and a five-year cumulative index published in December. Berkeley Wellness Letter Letter includes twelve (12) monthly editions. C.6.3 New York Times (Large Print Weekly) For this weekly, the contractor shall arrange the most expeditious method for receipt of the print copies from the New York Times office to expedite the production. If the contractor is not within local courier range of New York City, air carrier service may be required. C.6.4 Parenting Early Years and Parenting School Years. These are two separate magazines at the present time. The December/January issues are combined. C.6.5 Playboy The incumbent contractor will provide the print copy of the special cover design. The contractor shall transfer the special cover design to the successor contractor with five (5) calendar days of notification of production of the magazine award to other than the incumbent contractor. C.6.6 Rolling Stone This is a biweekly with double issues published in July and December. C.6.7 Seventeen This magazine is published monthly with combined issues in December/January and June/July. C.6.8 Sports Schedules The contractor shall download a copy of the sports schedules from the appropriate web sites as soon as they become available unless NLS has already supplied pre-web print copies of sports schedules to the contractor. Contractor shall notify the contract monitor or the COTR by telephone, fax or e-mail when they obtain a schedule from the web. Contractor must ensure that schedules are received in time to submit a control copy for 7-day approval to NLS Quality Assurance section, and to ship all copies by the "Must Ship By Date" listed in Table A. If contractor cannot secure the schedule(s) to meet this objective, contractor must notify the NLS contract monitor or COTR. C.6.8.1 Sports Schedules in Two, or more, Parts When an online version of a sport schedule is published as two or more schedules, one by date and the other by team, the contractor shall provide the information in both formats. These schedules shall be bound separately as separate schedules with the designation "by Date" or "by Team" added to the appropriate title on the covers. For schedules "by Team", contractor shall provide a Table of Contents indicating the team name and the page number on which each team's information begins. The two versions of the schedule shall be shipped together, unless otherwise indicated by NLS. C.6.8.1.1 Major League Baseball Schedules There are three separate schedules, each with its own code and set of subscribers. These are to be shipped together, unless otherwise indicated by NLS, and each schedule is to be shipped by the "ship-by" date in Table A. The three schedules are as follows: a) ABL1 - American League Baseball Schedule by Team b) NBL1 - National League Baseball Schedule by Team c) MLB1 - Major League Baseball Schedule by Date C.6.8.2 Front Cover The following information shall be included: • "(Year), (Name of League or Association and Sport) Schedule", e.g., 2004 National League Baseball Schedule, "by Date" or "by Team" if applicable (print and braille). • If the magazine contains only one part, indicate "in one part" (print and braille) • If the magazine contains more than one part, indicate "part one of (total number of parts)" on the first page, "part two of (total number of parts)" on the second part, until total parts are listed (print and braille) • Pages, Roman and Arabic (braille only) • Name and address of league or association, if found on the print schedule (print and braille) • NLS logotype and Library of Congress seal C.6.8.3 Back Cover The following language shall appear in both print and braille: "For special distribution, as authorized by Act of Congress under Public Law 89-522. Produced in braille for the Library of Congress, National Library Service for the Blind and Physically Handicapped, in cooperation with (name of league), by (contractor), (contractor seal, if desired), and (year). The (name of league) schedule is available free of charge to blind and physically handicapped residents of the US and American citizens living abroad, through funds provided by the Library of Congress, NLS." C.6.8.4 Mailing Envelopes Envelopes for mailing shall be as specified in specification #801 Section 5; however, the name and the year of the sports schedule shall appear on the front of the envelope above the NLS logotype and Library of Congress seal and the return address shall be that of the mailing list contractor (see C.4.1). Copies provided in bulk to network libraries shall be inserted in mailing envelopes before placing in boxes for shipment to each library. C.6.8.5 Control Copy A control copy of a schedule that has been inspected and approved by NLS Quality Assurance Section is required prior to shipment. The contractor may submit a bound, proof press copy for approval of format and content only; however, this does not replace the required control copy. Sport schedules will be considered six (6) issues of the same magazine for purposes of approval. (See E.4) C.7 MISCELLANEOUS INSTRUCTIONS C.7.1 Tables and Columns When all rows and columns of a table will fit within the braille line, the standard tabular format shall be used. Vertical division or keying may be used to achieve this format. If standard tabular format cannot be used, employ linear format. However, if neither of the above choices is usable, the contract monitor or COTR shall be contacted for instructions. Also, when a magazine contains large tables that may add unacceptable cost and production delays and are difficult to braille, the contract monitor or COTR shall be notified. Historically, such tables are not included; and the contract monitor or COTR will advise the contractor in each instance. When the inclusion of material would result in additional cost, both the COTR and the CO will be included in advising the contractor. C.7.2 Computer Braille Code The Code for Computer Braille Notation published by the Braille Authority of North America shall be used when transcribing websites, email addresses, and other material relating to computers or the internet. C.7.3 Nemeth Code The Nemeth Braille Code for Mathematics and Science Notation shall be used in such scientific materials as chemical formulas and numbers containing superscripts and subscripts. C.7.4 Code for Special Cases Braille Format: Principles of Print to Braille Transcription shall be used when the literary code does not provide sufficient format guidance. C.8 TRANSFER OF DATA Within ten (10) calendar days after notification of braille magazine awards for the year succeeding this contract, the incumbent contractor, if not successful in being awarded the magazines previously produced, shall transfer to the new contractor the following items: • A braille copy of the most recent issue of the magazine in order to maintain continuity of format • Name and telephone number(s) of the most recent magazine publisher contract person (s) • Cover design for Playboy, if applicable C.9 FILE TRANSFER OF BRAILLE MAGAZINES FOR WEB-BRAILLE Exclusive of sports schedules, the contractor shall transfer all parts of each braille magazine via FTP (file transfer protocol) within one (1) working day after the final ship date, using an NLS provided user name and password. The files must match, in content, the hard copy braille. All preliminary pages must be included in the file for the part in which they appear. C.9.1 File Name Elements All filenames must be in the following form: nnmddyyp.brf. • nn: Magazine name (supplied by NLS, see list below) using 2 alpha characters • m: Month using one alpha character (a-l) (see list below) • dd: Day (1-31) using 2 numeric characters. If single digit, add initial zero. • yy: Year using 2 numeric characters • p: Part # using 1 alpha character (see list below) All letters must be lowercase and numbers must be Arabic. Monthly magazines need not include the dd (day) element. Examples: Rolling Stone, December 30, 2003, part 2: rsl3003b.brf Berkeley Wellness Letter, January 2003, part 1: hba03a.brf For combined issues, where two dates are mentioned, only the first date shall be included in the filename. Examples: Rolling Stone, August 3, 2003, August 17, 2003, part 1: rsh0303a.brf Parenting, July-August 2005, part 1: prg05a.brf (PLEASE SEE THE SOLICITATION SECTOIN C FOR COMPLETE DETAILS)
Web Link: FBO.gov Permalink
(https://www.fbo.gov/spg/LOC/CS/CS1/QALCNLS12R0008/listing.html)
Place of Performance: Address: Library of Congress, NLS, Publications and Media Section, 1291 Taylor Street, Washington, District of Columbia, 20542, United States; Zip Code: 20542
Record: SN02663363-W 20120201/120130234037-e7d33127c0c7f222be2b2d3a1dece7e0 (fbodaily.com)
Source: FedBizOpps Link to This Notice
(may not be valid after Archive Date)

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76 -- 2012 Braille Magazines - Solicitation Package