Librarian Services Volkel, Netherlands

THIS IS A COMBINED SYNOPSIS/SOLICITATION FOR COMMERCIAL ITEMS PREPARED IN ACCORDANCE WITH THE FORMAT IN FAR 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 is issued as a Request for Quotation (RFQ). ***************************************************************************** Purchase Request Number: F3W7T42236A001- Request for Quotation - This document incorporates provisions and clauses in effect through the Federal Acquisition Circular 2005-61. ***************************************************************************** Item No Supplies / Services Quantity Unit Amount Total Price CLIN 0001: Librarian Services Volkel Air Base 952 EA _________ _________ *** Non-personal Services: The contractor shall provide all labor, tools, parts, materials, equipment, facilities, transportation, licenses, required to operate the branch library at Volkel Air Base, The Netherlands. *** Non-personal service contracts are not appointments in competitive services and the contractor does not have the status of an independent contractor. An employee relationship does not exist. *** Basic Year: Performance Period: 05 November 2012 through 04 November 2013 *** 20 hours a week in accordance with attached Statement of Work. CLIN 1001: Librarian Services Volkel Air Base 952 EA _________ _________ *** Non-personal Services: The contractor shall provide all labor, tools, parts, materials, equipment, facilities, transportation, licenses, required to operate the branch library at Volkel Air Base, The Netherlands. *** Non-personal service contracts are not appointments in competitive services and the contractor does not have the status of an independent contractor. An employee relationship does not exist. *** 1st Option Period: Performance Period: 05 November 2013 through 04 November 2014 *** 20 hours a week in accordance with attached Statement of Work. CLIN 2001: Librarian Services Volkel Air Base 952 EA _________ _________ *** Non-personal Services: The contractor shall provide all labor, tools, parts, materials, equipment, facilities, transportation, licenses, required to operate the branch library at Volkel Air Base, The Netherlands. *** Non-personal service contracts are not appointments in competitive services and the contractor does not have the status of an independent contractor. An employee relationship does not exist. *** 2nd Option Period: Performance Period: 05 November 2014 through 04 November 2015 *** 20 hours a week in accordance with attached Statement of Work. PLEASE SUBMIT YOUR APPLICATION AND YOUR BID NLT 25 October 2012 TO 52ND CONTRACTING SQUADRON, VIA FAX - ATTN: Karin Sterling at 011-49-6565-61-9106 OR E-MAIL karin.sterling.1.de@us.af.mil. If you have any questions/concerns, please contact Karin Sterling at 011-49-6565-61-9523. ****************************************************************************** Place of Performance: Library located in Building 404, Volkel AB, The Netherlands. ****************************************************************************** STATEMENT OF WORK Volkel Air Base Library - 1. Description of Services - 1.1 The contractor shall operate the library as defined and required by AFI 34-270, Air Force Library and Information System, Ch. 2 and 6, as supplemented by USAFEI 34-202, USAFE Library Service Center and the Branch Library Manual. - 1.2 Collection Management (The contractor shall...) 1.2.1 Conduct annual inventories of accountable books, leased books, videos, DVDs, CDs, cassettes, audio books, software, and periodicals as required by the USAFE Library Service Center, FL 5501, Unit 3050 Box 30, APO AE 09094. 1.2.2 Maintain accountable books, leased books, videos, DVDs, CDs, cassettes, audio books, software, and periodicals as required by the USAFE Library Service Center. 1.2.3 Maintain inventory levels of reading material in the reading room. Any excess inventories must be reported to the Mission Support Flight (MSF) Commander or Superintendent prior to disposal. 1.2.4 Ensure that the use of the internet research area is in accordance with the local and Air Force policies. - 1.3 General (The contractor shall...) 1.3.1 Prepare and forward the library annual report, the monthly report, and others as required by the USAFE Service Center. 1.3.2 Maintain administrative files and records in accordance with established USAF, USAFE, and base directives. - 1.4 Marketing (The contractor shall...) - 1.4.1 Assist with publicity of programs to reach all facets of the military community. - 1.4.2 Prepare displays, notices for bulletin boards, and lists of new materials. 1.4.3 Conduct special programs such as summer reading program, storytelling hours, and activities in conjunction with all USAF programs, such as: children's book week, national library week, black history month, Hispanic-American month, etc. - 1.5 Circulation (The contractor shall...) - 1.5.1 Check in and out books and other library materials and maintain related files. - 1.5.2 Prepare and distribute overdue and reserve notices and advise customers of reserves. 1.5.3 Maintain circulation statistics on USAFE Form 631. 1.5.4 Shelve returned materials in accordance with the prescribed Dewey Decimal System. - 1.6 Reference (The contractor shall...) - 1.6.1 Provide reader services to all authorized customers. - 1.6.2 Interpret library policies and rules to customers. 1.6.3 Assist customers in using the book catalogs, CD-ROM resources, computer software applications and general reference works. 1.6.4 Forward interlibrary loan requests for materials not available in the library to Ramstein AB Library, FL 5612, Unit 6230 Box 60, APO AE 09094. 1.6.5 Call, e-mail, or fax requests for in-depth reference searches to the USAFE Library Service Center. - 1.6.6 Provide tours/orientations for groups of varying ages and interests as required. - 2. Government Furnished Facilities: Library is located in Building 404, Volkel AB, The Netherlands. - 3. Government Furnished Materials: Existing collections. The USAFE Library Service Center will furnish library collections of accountable books, including adult, juvenile, leased books, videos, CDs, DVDs, software, audio books, and periodicals as identified in the shelf list. An inventory of the existing collections must be done not later than five calendar days after the start of the contract. The contractor and a government representative shall conduct a joint inventory of the existing collections and the contractor shall sign a receipt for all materials as identified in the shelf list. In the event of disagreement between the contractor and the Government representative on library collection inventory, the disagreement shall be treated as a dispute. Upon termination of this contract, USAFE Library Service Center will determine the disposition of the collection. - 4. Government Furnished Equipment 4. 1 The Government will provide the contractor with a list of government furnished equipment. 4.2 An inventory of Government furnished equipment must be done no later than five calendar days after start of the contract. The contractor and a Government representative will conduct a joint inventory of all Government furnished equipment and the contractor will sign a receipt for all equipment provided by the Government. The contractor and the Government representative will jointly determine working order and condition of all equipment and document their findings on the inventory. Items of equipment missing or not in working order will be recorded and the contracting officer notified in writing. In the event of a disagreement between the contractor and Government representative on the working order and condition of equipment, the disagreement will be treated as a dispute under the contract clause entitled "Disputes". The contractor will return the equipment including replacement to the Government in the same condition as received, fair wear and tear excepted. The equipment will only be used in performance of this contract. 4.3 Equipment loss or damage: The contractor will be liable for loss or damage to Government furnished property beyond fair wear and tear. In the case of damaged property not repaired by the contractor, the amount compensation due the Government will be treated as a dispute. 4.4 Expendable supplies: The Government will furnish an inventory of expendable supply materials. These supplies include pens, pencils, paper, envelopes, etc. - 5. General Information 5.1 Custodial Service: The contractor will ensure that the library and internet research area are neatly maintained. The host nation custodial contractor will vacuum the floors; empty the trash, and other minor cleaning tasks in accordance with the terms of the conditions of their contract. However, the overall responsibility for cleanliness lies with the library contractor. 5.2 Hours of Operation: The library will open for full services a minimum of 20 hours per week. The library's opening times will be during normal duty hours, and closed on weekends, US holidays and 703 MUNSS/CC authorized family/down days. These hours may be changed at the discretion of the MSF commander or flight chief with at least one-week notification made to the contractor. The contractor will be responsible for keeping the library manned during all operating hours. 5.3 Personnel 5.3.1 Personnel applying for the library position should have at least one-year experience in a similar position. Services are to be provided during the period of 05 November 2012 through 04 November 2013 plus 2 Option Periods thereafter accordingly; performance period for the 1st Option Period: 05 November 2013 through 04 November 2014 and performance period for the 2nd Option Period: 05 November 2014 through 04 November 2015 5.3.2 Library personnel must have basic knowledge and understanding of library terminology and content, genera1 clerical procedures, an ability to communicate effectively both orally and in writing with a diverse group of individuals using a high degree of tact and diplomacy, basic skill to operate equipment such as copier, fax, computer, and must be fluent in English. - 5.3.3 Library personnel may not bring children with them to work. 5.4 Computer Network Security Access: The contractor will have computer network security access and a unit e-mail account. A National Agency Check and Computer Security Clearance will be initiated immediately upon hire. Ability to attain proper security clearance is necessary to job performance and not an optional requirement. - 6. Physical Security (The contractor shall...) 6.1 Close all windows and lock all doors in the library and associated internet research area at the end of each day. 6.2 After hours, respond within one hour to secure any unsecured room mentioned above. 6.3 Place library and internet research area keys in the lock box in Building 404 when the library and internet research area are closed. Establish and implement methods to ensure all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. In the event keys, other than master keys, are lost or duplicated, the contractor may be required, upon written direction from the Government, to rekey the affected lock box & locks without cost to the Government. ****************************************************************************** The following clauses and provisions apply to this solicitation (available from http://farsite.hill.af.mil) 52.212-1 - INSTRUCTIONS TO OFFERORS - COMMERCIAL ITEMS (JUN 2008) 52.212-2 - EVALUATION - COMMERCIAL ITEMS (JAN 1999) (a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers (listed in relative order of importance): 1. Technical capability of the item to meet the Government's requirement; 2. Price. (b) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. (End of clause) 52.212-4 - CONTRACT TERMS AND CONDITIONS - COMMERCIAL ITEMS (MAR 2009) 52.212-5 - CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS - COMMERCIAL ITEMS (FEB 2010) (DEVIATION) 52.204-99 - SYSTEM FOR AWARD MANAGEMENT REGISTRATION (AUG 2012) (DEVIATION) 252.212-7001 - CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS APPLICABLE TO DEFENSE ACQUISITIONS OF COMMERCIAL ITEMS (NOV 2009) 252.232-7008 - ASSIGNMENT OF CLAIMS (OVERSEAS) (JUN 1997) 252.232-7003 - ELECTRONIC SUBMISSION OF PAYMENT REQUESTS (MAR 2008) 252.232-7006 - WAWF PAYMENT INSTRUCTIONS (JUN 2012) 252.229-7001 - TAX RELIEF (JUNE 1997) - ALTERNATE I (JUN 1997) 252.222-7002 - COMPLIANCE WITH LOCAL LABOR LAWS (OVERSEAS) (JUN 1997) 52.225-14 - INCONSISTENCY BETWEEN ENGLISH VERSION AND (FEB 2000) TRANSLATION OF CONTRACT 252.225-7041 - CORRESPONDENCE IN ENGLISH (JUN 1997) 252.225-7042 - AUTHORIZATION TO PERFORM (APR 2003) 252.233-7001 - CHOICE OF LAW (OVERSEAS) (JUN 1997) 52.211-6 - BRAND NAME OR EQUAL (AUG 1999) 52.217-8 - OPTION TO EXTEND SERVICES (NOV 1999) 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 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days before the contract expires. (End of Clause) 52.217-9 - OPTION TO EXTEND THE TERMS OF THE CONTRACT (MAR 2000) (a) The Government may extend the term of this contract by written notice to the Contractor within 30 days prior to contract expiration; 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 24 months. (End of Clause) 52.232-19 - AVAILABILITY OF FUNDS FOR THE NEXT FISCAL YEAR (APR 1984) Funds are not presently available for performance under this contract beyond 04 November 2013. The Government's obligation for performance of this contract beyond that date is contingent upon the availability of appropriated funds from which payment for contract purposes can be made. No legal liability on the part of the Government for any payment may arise for performance under this contract beyond 04 November 2013, until funds are made available to the Contracting Officer for performance and until the Contractor receives notice of availability, to be confirmed in writing by the Contracting Officer. (End of Clause) 5352.201-9101 - OMBUDSMAN (APR 2010) (a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the party to another official who can resolve the concern. (b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution. Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions). (c) If resolution cannot be made by the contracting officer, concerned parties may contact the Center/MAJCOM or AFISRA ombudsmen, [Insert names, addresses, telephone numbers, facsimile numbers, and e-mail addresses]. Concerns, issues, disagreements, and recommendations that cannot be resolved at the MAJCOM/DRU or ARISRA level, may be brought by the concerned party for further consideration to the Air Force ombudsman, Associate Deputy Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington DC 20330-1060, phone number (703) 588-7004, facsimile number (703) 588-1067. (d) The ombudsman has no authority to render a decision that binds the agency. (e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer. (End of clause)