SOURCES SOUGHT
T -- Prints and Photographs Program Cataloger
- Notice Date
- 6/30/2017
- Notice Type
- Sources Sought
- NAICS
- 541990
— All Other Professional, Scientific, and Technical Services
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Library of Medicine, 6707 Democracy Blvd., Suite 105, Bethesda, Maryland, 20894, United States
- ZIP Code
- 20894
- Solicitation Number
- NIHLM201701003MM
- Archive Date
- 8/1/2017
- Point of Contact
- Maryann Meza, Phone: 3014517329
- E-Mail Address
-
maryann.meza@nih.gov
(maryann.meza@nih.gov)
- Small Business Set-Aside
- Total Small Business
- Description
- This is a Small Business Sources Sought notice. The NAICS code for this Small Business Sources Sought notice is: 541990-All Other Professional, Scientific, and Technical Services. This is NOT a solicitation for proposals, proposal abstracts, or quotations. The purpose of this notice is to obtain information regarding: (1) the availability and capability of qualified small business sources; (2) whether they are small businesses; HUBZone small businesses; service-disabled, veteran-owned small businesses; 8(a) small businesses; veteran-owned small businesses; woman-owned small businesses; or small disadvantaged businesses; and (3) their size classification relative to the North American Industry Classification System (NAICS) code for the proposed acquisition. Your responses to the information requested will assist the Government in determining the appropriate acquisition method, including whether a set-aside is possible. An organization that is not considered a small business under the applicable NAICS code should not submit a response to this notice. All responsible sources may submit a capability statement which will be considered by the National Library of Medicine. This Sources Sought Notice is not a Request for Quotations (RFQ), nor is an RFQ available. The capability statement should contain enough sufficient detail for the Government to make an informed decision regarding your capabilities; however, the statement should not exceed 10 pages (excluding attachments.) Interested firms responding to this Sources Sought Notice must provide a capability statement that displays the following: (a) Microsoft Word or PDF file in 12 point font; (b) DUNS number, organization name, address, point of contact, and size and type of business (e.g., 8(a), HUBZone, etc) pursuant to the applicable NAICS code); (c) Technical and administrative points of contact, including names, titles, addresses, telephone and fax numbers, and e-mail addresses; (d) Staff expertise, including their availability, experience, and formal and other training; (e) Current in-house capability and capacity to perform the work; (f) Prior completed projects of similar nature; (g) Corporate experience and management capability; and (h) Examples of prior completed Government contracts, references, and other related information. The National Library of Medicine (NLM) requires proposals to be submitted via eCPS.: 1) Electronic copy via the NLM electronic Contract Proposal Submission (eCPS) website at https://ecps.nih.gov. All submissions must be submitted by 10:00 AM Eastern Time on July 17, 2017. 2) For directions on using eCPS, go to https://ecps.nih.gov/howto and click on "How to Submit." NOTE: To submit your electronic proposal using eCPS, all offerors must have a valid NIH External Directory Account, which provides authentication and serves as a vehicle for secure transmission of documents and communication with the NLM. The NIH External Directory Account registration process may take up to 24 hours to become active. Submission of proposals by facsimile or e-mail is not accepted. Disclaimer and Important Notes: This notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the Government to determine the organization's qualifications to perform the work. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a pre-solicitation synopsis and solicitation may be published in Federal Business Opportunities. However, responses to this notice will not be considered adequate responses to a solicitation. Confidentiality: No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). -------------------------------------------- DRAFT STATEMENT OF WORK Cataloging Services for History of Medicine Division's Prints & Photographs Program DRAFT Statement of Work I. Background The objective of this procurement is to obtain services to produce full-level catalog records in NLM's Voyager system for uncatalogued items in the History of Medicine Division's historical Prints & Photographs collection. II. History The material in HMD provides researchers with sources both rare in availability and exhaustive in scope. HMD produces exhibitions, public programs, symposia, and educational resources for students, teachers, and the public. The National Library of Medicine (NLM) is the world's largest research library in a single scientific and professional field. The NLM's History of Medicine Division (HMD) maintains a pre-eminent collection of the world's published medical literature, including books, journal volumes, pamphlets, and theses, printed from the 15th through the early 20th century; manuscripts ranging in date from the 11th century to the present; fine prints, and other graphic materials from the 15th century to the present; and historical audiovisuals up through 1970. The HMD Prints and Photographs (P&P) program owns over 100,000 items that are not cataloged in NLM's online catalog, LocatorPlus, and subsequently are not included in Images from the History of Medicine (IHM) in NLM's Digital Collections. These materials are therefore not accessible to the public. Items include posters, postcards, photographs, fine art, and other graphic materials dating from the 15th century to the present. P&P requires assistance in cataloging these items, with an emphasis on the foreign language items since P&P does not have the necessary resources or language expertise to catalog them. III. Contractor Requirements Independently, and not as an agent of the Government, the Contractor shall provide full-level, original cataloging services for historical items from the Prints & Photographs program. The primary duties include searching the NLM catalog (Voyager software) for pre-existing bibliographic records; searching authority files in OCLC and exporting these records as necessary to the Voyager database; creating bibliographic records in Voyager database to NLM specifications; performing authority work for name headings; providing MeSH headings in each bibliographic record; providing the transliteration and vernacular script for non-Roman language items; authorizing records upon batch approval. The Contractor shall ensure that records conform to the standards outlined in the American Library Association-Library of Congress Romanization Tables: Transliteration Schemes for Non-Roman Scripts; MARC 21 Format for Bibliographic Data; Resource Description and Access (RDA); the Library of Congress-Program for Cooperative Cataloging Policy Statements and local NLM policies and specifications. The Contractor shall perform this work off-site at the contractor's facilities during standard business hours, 8:30-5:00, Monday - Friday. Adjustments to this schedule may be permitted at the discretion of the COR. The Contractor shall be responsible for supplying computers, monitors, and printers in addition to high-speed computer connectivity to NLM's computer (i.e., cable or DSL or other high speed communications format supporting Web connectivity). IV. Contractor Tasks A. Bibliographic Record Identification and Creation The Contractor shall search Voyager database to identify if a pre-existing bibliographic record is available for use. If a duplicate record is found, the bibliographic ID number shall be sent to the COR. If none is found, the contractor shall create an original bibliographic record from an NLM -supplied template. B. Bibliographic Record Data Verification and Creation The Contractor shall ensure that all created data conforms to the following specifications: i. The Encoding Level in the Leader shall be coded "¬_". ii. The Cataloging Form in the Leader shall be coded "i". iii. All required data shall be supplied in the 007, 008, 041, 044, and 300 fields per NLM policies. iv. All required RDA data for the 245, 264, and pertinent notes (5XX fields) shall be transcribed from the resource. v. Description of image will be added to 520 field. vi. One primary subject heading (650 12) for the central concept of the item being cataloged shall be selected using the MeSH Browser. Secondary MeSH terms (650 22), topical qualifiers (650 $x), and geographic headings (651 _2), shall be supplied when appropriate. Subject added entries for all personal or corporate names shall be added when appropriate. vii. Name access points shall be provided for all publishers, artists and photographers listed on the item. The headings shall be entered in the correct MARC fields (1XX/6XX/7XX) with correct punctuation and coding in indicators and subfields. viii. Title access in the 246 field shall be provided per cataloger judgment. ix. For items in a Romanized language, an English translation shall be provided in a 5XX field. x. For items in a non-Roman language, both the non-Romanized and Romanized script data shall be supplied using the NLM Transliterator software. xi. 9XX fields shall be edited per NLM local policies (specifications will be provided to Contractor) xii. All records shall be run through the NLM Validator program xiii. Finished bibliographic records shall be saved to the Voyager database and any error messages that occur when the record is saved in Voyager must be corrected. xiv. A batch of bibliographic ID numbers shall be compiled and sent to the Contracting Officer Representative (COR) for this project for review on a bi-weekly basis. C. Holding Record Creation Holdings records shall be created in accordance with NLM policies and local specifications. D. Authority Work The Contractor shall verify that there is a fully established authority record, coded RDA and containing an 010 field, in the Voyager database for all name headings in the 1XX, 6XX and 7XX fields. If a pre-existing Voyager authority does not contain an 010 field, the Contractor shall search the heading in the National Authority File (NAF) in OCLC. If the heading is found, the local Voyager record shall be overlaid with the NAF record, and updated as necessary, per NLM local policies. If no record is found, the Contractor shall use the record as is, if it is coded for RDA and fully established. Otherwise, the Contractor shall review the heading for RDA compliance and edit the record as necessary per NLM local policies. If no pre-existing Voyager authority record exists for a heading, the Contractor shall search it in the NAF, and if found, export the record to Voyager, and modify it per NLM local policies. If no record for the heading exists in the NAF, the Contractor shall create one using an NLM-supplied template. The Contractor shall provide to NLM, scans of the "before and after" versions of any pre-existing Voyager authority records that are edited and provide record IDs for any authority records imported to or created originally in Voyager. Specific NLM specifications for Authority record creation will be provided to the Contractor. E. Record Authorization Upon notification that a batch has been approved, the Contractor shall authorize each Voyager record for distribution per NLM policies. V. Government Responsibilities Provide Contractor with high resolution images via FTP for items to be cataloged. Provide Contractor with Voyager bibliographic, holdings, and authority record templates and project specification sheets. Supply Contractor with online access to NLM's systems as required to perform the tasks as outlined in the Statement of Work. NLM will supply the Voyager system software, Citrix access, NACO counter, macro software, Transliterator software, Validator software, and access to OCLC Connexion, used for authority record searching and verification, needed to perform the tasks in the Statement of Work. Supply Contractor with necessary local documentation as needed. COR shall regularly communicate by email, fax, or telephone with Contractor to resolve problems expeditiously. VI. Delivery & Reporting Requirements The Contractor shall provide completed RDA catalog records in Voyager, along with corresponding authority records. The Contractor shall provide scans of the "before and after" versions of any pre-existing authority records that are edited and provide record IDs for any authority records imported to or created originally in Voyager. The Contractor shall provide bi-weekly batches of bibliographic ID numbers to the COR for review. NLM shall review returned batches within two weeks. Acceptable records shall be authorized in Voyager by the Contractor. Unacceptable records with errors shall be sent back to the Contractor for correction. The Contractor shall correct the errors and notify NLM within two weeks. When all records have been reviewed and authorized, NLM shall approve the project as ready for invoicing. The Contractor shall prepare a monthly report by the 5th working day of each month. It shall include the following: A. Number of records completed and returned to NLM B. Number of records received from NLM for correction C. Number of records corrected and returned to NLM D. Number of problem items referred to NLM Upon completion of the project, the Contractor shall provide a final report to the COR with a summation of the work performed and results obtained for the entire contract period. VII. Project Management The Contracting Officer's Representative (COR) for this project will b: TBD. All work shall be monitored by the COR or her assigned alternate(s). The Contractor shall establish production control procedures to control the progress of each batch and maintain the required quality of workmanship and services. Work will be inspected by the Government within two weeks of receipt of completed batch and corrections to errors. VIII. Inspection and Acceptance Requirements NLM quality review of cataloging and authority records will be based on sampling of batches as delivered by the vendor every other week. The sample size reviewed by NLM may vary from 20% to 100% of the records in any batch. During the first month of the period of performance of this purchase order, NLM anticipates a random sampling of greater than 20% of any work completed. The Contractor is responsible for reviewing all bibliographic records and their associated authority records to assure that all submitted work will meet the NLM's quality standards. These standards are as follows: 1. Bibliographic Records The number of bibliographic records containing errors in application of RDA and the ALA-LC Romanization Tables for description and authority work, must not exceed 10% of the total number of items delivered in a batch. For a record to be considered error free, 95% of all data must be free of typographical errors for all access points in the record, and 90% of all data in note fields must be free of typographical errors. 2. Authority Records Ninety-five percent (95%) of all names in the 1XX, 6XX and 7XX fields of the bibliographic records must be confirmed in the NLM authority file. The number of name authority records created by the Contractor containing errors in conforming to the rules for the establishment of name headings in RDA must not exceed 5% of the total number of items delivered in a batch and 95% of all data in these records must be free of typographical errors. 3. Subject Headings The number of records containing errors in assigning subject headings according to the MeSH browser and NLM policies for subject analysis must not exceed 5% of the total number of items delivered in a batch. 4. Typographical Errors The number of typographical errors must not exceed 5% for all records created. 5. MARC21 Coding The number of MARC21 coding errors must not exceed 5% of all records created. 6. Holdings Records Errors The number of holdings records errors must not exceed 5% of all records created. Items which do not meet quality standards in Section IX (Inspection and Acceptance Requirements) will be returned to the Contractor and must be reviewed and corrected at the Contractor's expense. These corrected records will be delivered together with the next batch of records.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/HHS/NIH/OAM/NIHLM201701003MM/listing.html)
- Place of Performance
- Address: 8600 Rockville Pike, Building 38, Bethesda, Maryland, United States
- Record
- SN04565555-W 20170702/170630235400-2357485b71c0778131099309e7564250 (fbodaily.com)
- Source
-
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