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76 -- Third Party Digitization

Notice Date
Notice Type
Sources Sought
511130 — Book Publishers
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
Solicitation Number
Archive Date
Point of Contact
Maryann Meza, Phone: 301-496-6546
E-Mail Address
Small Business Set-Aside
Total Small Business
This is a Small Business Sources Sought notice. The NAICS code for this Small Business Sources Sought notice is: 511130 -- Book Publishers. 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. Capability statement must address the organization's qualifications and ability to perform as a contractor able to perform tasks described in the attached draft Statement of Work (SOW). 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 capability statements 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 November 27, 2018. 2) For directions on using eCPS, go to https://ecps.nih.gov/howto and click on "How to Submit." 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 below BACKGROUND The National Library of Medicine (NLM), on the campus of the National Institutes of Health (NIH) in Bethesda, Maryland, has been a center of information innovation since its founding in 1836. The world's largest biomedical library, NLM maintains and makes available a vast print collection and produces electronic information resources on a wide range of topics that are searched billions of times each year by millions of people around the globe. The Library's collections materials include millions of items in formats such as monographs, serials, pamphlets, manuscripts, sound recordings, films, videos, photographs, posters, and postcards. Its collections enable the Library to accomplish its mission to provide biomedical information, both current and historical, to scholars, researchers, and the general public. One means of accomplishing this mission is to make collections materials available, not only on-site at the Library, but through digital copies of the materials on the Library's web site. Moreover, the digitization of Library materials assists in preserving the collections for future generations. In order to respond to increasing expectations for collections materials and related items to be made available on the Library's web site, the Library seeks to supplement its existing digitization programs by entering into no-cost contracts for the scanning or digitization of Library materials for the mutual benefit of the contractor and the Library. Scope Regardless of the specific material identified, at a minimum, and as described further herein, the Contractor's responsibilities will include: A. digitizing the materials at the Contractor's expense, including providing its own equipment and personnel to perform the digitization; B. providing the Library with a copy of the digitized materials in the format designated for the individual project materials, as agreed upon between the Library and the Contractor, which the Library shall be permitted to make immediately available on-site; C. providing the Library with core metadata for the digitized materials in the format designated for the individual project materials, as agreed upon between the Library and the Contractor; D. providing the Library with free or discounted access to the Contractor's products resulting from the digitization irrespective of and during any period of delay in public access that is granted to the Contractor in exchange for recouping first copy costs for non-commercial uses by on-site patrons and Library employees; and E. making materials widely available. In exchange for the no-cost digitization of the Library's materials, the Library will provide the Contractor with access to Library materials. The Library also may provide the Contractor with: A. space in the Library's buildings for the Contractor's equipment and other in-kind resources necessary to support the functions identified in each digitization contract, as appropriate (see C.3 and C.6, below); and B. a period of time during which the Library will not make the digitized material available online (i.e., allow the vendor an opportunity to recoup first copy costs through commercial use of the digitized materials); however, in no case will the delay period be greater than three (3) years. DESCRIPTION OF MATERIALS The Contractor shall convert original materials in support of projects at the National Library of Medicine. Such projects may include materials on the pre-defined Library-identified list in Section J, Attachment 2, or may involve materials identified by the Contractor. The Library will initiate all work by issuing an award to a Contractor for a specific project, which will specify: the materials to be digitized, technical requirements, material handling requirements, schedule of key events, key personnel, and deliverables. CONTENT SPECIFICS The content to be digitized falls into two broad categories - still image materials and audio-visual materials. The Library may provide under this contract unbound and/or bound materials whose physical condition will vary widely. A. Still image content includes materials such as: i. photographic negatives and transparencies; generally of continuous tone, either grayscale or color. Viewed by transmitted light. ii. visual/pictorial items (photographs, prints, drawings, maps), many with continuous tone images (and occasional halftones). Viewed by reflected light. iii. Textual and illustrated printed matter (books, journals, manuscripts, maps, catalog cards). Textual materials may include documents on microfilm or microfiche. B. Audio-visual materials include sound and visual recordings on a variety of media.
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