NATIONAL IMAGERY AND MAPPING AGENCY, 4600 SANGAMORE ROAD, BETHESDA, MD 20816-5003

R -- CATALOGING OF TEXT COLLECTION AT BETHESDA LIBRARY CENTER SOL NMA301-99-R-0284 DUE 061199 POC Johnetta B. Williams, (301)227-1412 THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN SUBPART 12.6, AS SUPPLEMENTED WITH ADDITIONAL INFORMATION INCLUDED IN THIS NOTICE. THIS ANNOUNCEMENT CONSTITUTES THE ONLY SOLICITATION; PROPOSALS ARE BEING REQUESTED AND A WRITTEN SOLICITATION WILL NOT BE ISSUED. This solicitation, NMA301-99-R-0284, is a request for proposal. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 97-11. The procurement is set aside for small businesses. The associated Standard Industrial Classification (SIC) for this procurement is 8999 and the small business size is $5 million. Statement of Work For Re-cataloging of Bethesda Text Material: 1.0 Scope: Catalog and physically process approximately 30,000 volumes of unclassified text material located at the NIMA Bethesda library ("The Library") using the OCLC system to input records. All bibliographic records must be in accordance with current standardsand practices for the use of MARC (Machine Readable Cataloging) and AACR2R (Anglo-American Cataloging Rules, Second Edition, and Revised). All geographic names should follow the practices of the U.S. Board of Geographic Names (BGN). 1.1 Background: NIMA Libraries is in the process of automating their collections so that the Libraries can provide NIMA staff with an online public access catalog at their desks. The NIMA Libraries have collections in several sites: Washington Navy Yard (WNY); Bethesda (BTH), Reston (RST) and St. Lois (STL). The NIMA Libraries reflect the Mission of NIMA and focus on imagery, imagery systems, maps, area studies, cartography, geospatial information and geography. The text collection at BTH focuses on support to cartographic production (mapping). NIMA Libraries collect information in both print and non-print formats related to imagery and mapping. 1.1.1 Approximately 50% of the information in the BTH Library is in Foreign Languages including most, if not all, the major European Languages, the Cyrillic Languages, some Arabic and Hebrew and other less well known languages. 36% is English and 14% is multilingual. 1.2: The purpose of the re-cataloging effort is to acquire bibliographic metadata (cataloging) for textual material in a MARC format consistent with ISO/ANSI/NISO standards (Specifically Z39.2, USMARC and AACR2R) for inclusion in the Voyager Integrated Library System. 2.0: Applicable Documents USMARC Bibliographic Format Anglo-American Cataloging Rules 2nd Edition, Revised OCLC Users Manual 3.0 Inspection of the BTH Text Collection. The BTH text collection is located 4600 Sagamore Road, Bethesda, Maryland and is available for inspection by appointment. Offerors are encouraged to inspect the text collection. Contact Lynn Tobin at (301) 227-2108 to arrange an inspection. 4.0 Requirements: 4.1 The Library will send the text materials to the contractor for cataloging and physical processing. The contractor shall provide suitable storage for the text materials. The materials will be unpacked from the boxes (or other shipping packaging) and inventoried against a list sent with the materials. All discrepancies will be reported to the NIMA contact person within two working days via FAX and/or E-mail. 4.2 The contractor will have all books processed by trained Library Technicians supervised by a professional Library Cataloger A professional Library Cataloger must quality check all original cataloging. The contractor must propose a plan for quality assurance and work with the Library to implement it. 4.3 The contractor will search the OCLC database using (in priority order): ISBN/ISSN, STRN, LC Card Numbers, Author Name, Author Title Key, Title, or other available information. The preference is for a DLC record from OCLC. If there is no DLC record available, use the next most complete or authoritative record from another US Government agency or large academic institution in that order. Once a record is selected, the record should be reviewed for the subject headings, call number and descriptive information as well as the proper form and spelling of the author name and title. 4.4 The contractor will use the OCLC system to input records using the Library's OCLC profile, and account. In general, all records should be from OCLC and should be in accordance with current standards and practices for the use of MARC and AACR2R. All geographic names should follow the practices of the U.S. Board of Geographic Names (BGN) and FIPS 10-4. 4.5 The contractor will process the items so that they will be ready to be reshelved in the Library with a barcode, call number, spine label, and spine label protector. 4.6 In the case of the text materials also including maps and charts as part of the piece; the contractor will note the presence of this material in the MARC record in accordance with best practices. 4.7 The contractor will use Library of Congress Call Numbers (LCCN) in the MARC record tag 050 (if supplied by LC) or in the 090 if it is from another source. NIMA Libraries also use Library of Congress Subject Headings (LCSH) 6XX, indicator 2 is 0. 4.8 The contractor will add 651 (Geographic Name) tags for additional access points for geospatial information, when appropriate. In addition, if there are other tags that should be added to increase the utility of the online catalog, then the contractor should add them as needed. 4.9 For the few situations where there is no record available in OCLC, the contractor will create a minimal MARC record on OCLC for cataloging and downloading. The minimal sets of tags for a record are: Call number (050, 090 or 099) Title statement (245, 246, 24X if needed) Physical Description (300)Publication, Distribution (260)Subject headings (6XX) (Use LCSH) For Maps add map data (034 and 255) 4.10 The contractor will enter all records into OCLC in English with the minimal number of tags in the foreign language in accordance with best practice. Where the title is input in a foreign language the contractor must add the translation in the appropriate field. 4.11 The contractor will enter map data into the bibliographic record for text material that includes maps and charts as part of the piece. The maps will be cataloged, either as part of the book record or as a separate, but related, bliographic record 4.12 The contractor will input the barcode attached to the item in the 949a tag. 4.13 The contractor will physically process items such that they will be able to go directly on the shelves as soon as they return to the Library. The contractor will place a spine label 1-= inches tall on the spine of the book with the call number printed on it. If the spine is narrower than = inch the label will be placed on the bottom left hand corner of the front cover. The spine label will be covered with spine label protector to insure against the loss of the label. If the item is a Reference item, it will be noted on the label on the spine atop the call number. 4.14The contractor will ship items back to the Library by placing items in container for shipping, creating at least two copies of the inventory, and including one copy of the inventory in the container and sending a second copy to the Library by either email or fax. The delivery point is the National Imagery and Mapping Agency, 4600 Sangamore Road, Attn: John A. Dullnig, ISLO, Bethesda, MD 20816-5003. The period of performance will be two hundred and forty (240) days from date of award. The FAR provisions at 52.212-1, Instructions to Offerors Commercial Items and 52.212-2, Evaluation of Commercial Items, are applicable to this acquisition. The clause at FAR 52.211-4, Contract Terms and Conditions -- Commercial Items and 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items, apply to this procurement, including subparagraph (6) 52.222.26, Equal Opportunity; (7) 52.222-35, Affirmative Action for Special Disabled Vietnam Era Veterans; (8) 52.333-36, Affirmative Action for Handicapped Workers; and (9) 52.222-37, Employment Reports on Disabled Veterans of the Vietnam Era. Evaluation of Commercial items: Evaluation criteria to be included in paragraph (a) of provision 52.212-2 are related experience, staff resumes, technical, and price. The Government intends to award to the responsible company conforming to its requirements, who will offer the best value to the Government, price and other factors considered. Offerors shall address all requirements in this combined synopsis/solicitation, and shall provide clear evidence of understanding and the ability and willingness to comply with the Governments specifications of need. Failure to address a requirement will be construed by the Government as an inability to meet the need or the company taking exception to it. All offerors are to include with their proposals, a complete copy of provision at 52.212-3, Offeror Representations and Certifications -- Commercial Items. Offerors are to provide three references for which they have performed similar work. All interested responsible firms should submit proposals, by 1:00 PM, Washington, DC time, on 11 June 1999, to the National Imagery and Mapping Agency, Attn: Johnetta B. Williams, PCO-E, Mail Stop D-5, 4600 Sangamore Road, Bethesda, Maryland 20816-5003. Faxed proposals will be accepted. The fax number is (301)227-4793 See Note(s): 1. Posted 05/13/99 (I-SN331144). (0133)

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