Microform Inventory

CAPABILITY STATEMENT INSTRUCTIONS AND EVALUATION CRITERIA MICROFILM INVENTORY CONTRACT The Preservation Directorate, (PD) Library Services within the Library of Congress (LOC) is conducting market research for a qualified Contractor who is capable to create and/or update holding records and item records in the Library of Congress Integrated Library System (LC ILS) for the microfilm holdings stored in the Adams Building and/or Landover facility. The Contractor will also determine the microfilm base (acetate, polyester) of each reel and identify items in need of preservation actions. This solicitation is for an Indefinite Quantity Indefinite Delivery (IDIQ) Contract with a base year with 4 options. The Library anticipates inventorying between 18, 200 and 54,700 reels per year with a full time on site supervisor (40 hours per week, 52 weeks per year, except for holidays and unscheduled downtime and possibly as many as two (2) additional Contractor staff members (inventory clerks). Offerors may propose any inventory process (es) providing the process meets the technical requirements specified in the SOW. This sources sought notice is being used to determine if sufficient interest and capability exists regarding a potential future solicitation. This notice is provided as information to the market place and is an invitation for potential offerors to express interest and provide information regarding their relevant capabilities. Information submitted in response to this notice may be used as a basis for a future solicitation and/or as a basis for more in-depth research of an organization's capability. The Preservation Directorate, Library Services anticipates to award a single award firm fixed price IDIQ contract with a base year and 4 option years. The Preservation Directorate seeks capability statements from all sources. Capability Statement Instructions In response to the attached Draft Statement of Work (SOW), the (PD) hereby solicits capability statements from eligible contractors. These statements shall be no longer than 5 pages (single-spaced, with a minimum of one-inch margins and 12 point font). Contractors should include its current production capacity in this solicitation. The capability statement should describe the process and value of the inventory process, the expertise of key personnel, and the capability of the company to provide the necessary capacity for services as stated in the draft SOW and below. The capability statement should describe the qualifications and experience of key personnel, as well as related corporate experience and capacity, in each of the following areas: - Have extensive knowledge, and experience in successfully inventorying microfilms produced from a variety of different types of original material, including but not limited to monographs, serials, newspaper-format periodicals and newspapers, manuscripts, etc. in English and non-English languages. - Have the capacity to successfully inventory microfilms yearly in a range of 18,200 and 54,700 reels per year with a full time on site supervisor (40 hours per week, 52 weeks per year, except for holidays and unscheduled downtime and possibly as many as two (2) additional Contractor staff members (inventory clerks). - Have extensive experience to create and/or update holding records and item records in the Library of Congress Integrated Library System (LC ILS) for the microfilm holdings stored in the Adams Building and/or Landover facility. - Have the capability to determine the microfilm base (acetate, polyester) of each reel and identify items in need of preservation actions. - Adhere to the established quality control procedures and maintain an error rate of less than 1% for critical errors per batch and less than 3% for other errors per batch. - Have extensive experience working with organizations that have required inventory of library microfilm materials. - Have the capacity to Retrieve Microfilm and Shelf list Cards, Move Microfilm to Inventory Work Area, handle the Collection materials with care to avoid damage. - Have the capacity to assure that all Library materials are secured at all times they are in the Contractor's custody. The Contractor must comply with all the Library's security regulations and procedures. The Library may require the Contractor to show proof of insurance to cover replacement costs due to possible damage or loss of Library materials. - Have ability to ensure: that all work areas are clean, with work organized to eliminate loss and facilitate identification and retrieval of work in progress, eating, drinking, or smoking is prohibited in work areas where the Library's materials are located. - Have training in and apply preservation practices in handling of microfilms and shall use lint-free, white nylon gloves when handling microfilms during inventory. - Provide detailed statistical reports, documenting the production, statistical categories, quality, and reels processed. Appendix should include: -Provide a list of customers that are using and/or other interested parties who are evaluating their inventory services. Interested parties having the capabilities necessary to perform the stated requirements may submit capability statements via email to Contract Specialist Jonah Lerman at jler@loc.gov Please address each requirement in the order listed above. This is not an invitation for bid or request for proposal or other solicitation and in no way obligates the Library of Congress to award a contract. The Sources Sought Notice is part of the LOC's Vendor Communication plan and the sole intent is to obtain capabilities for set-aside and procurement planning purposes. Please provide the following Business information: 1. DUNS Number 2. Company Name 3. Company Address 4. Company Point of Contact, phone number and email address 5. Corporate structure (corporation, LLC, sole proprietorship, partnership, limited liability partnership, professional corporation, etc.); 6. Point of Contact, phone number and email address of individuals who can verify the demonstrated capabilities identified in the responses.