Solicitation LCLSP14R0002

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS
OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

1. REQUISITION NUMBER
LSP20140004
5. SOLICITATION NUMBER
LCLSP14R0002
2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 6. SOLICITATION ISSUE
DATE
01/07/2014
7. FOR SOLICITATION INFORMATION
CALL:
a. NAME
Jaime Somers
b. TELEPHONE NUMBER (No collect calls)
202-707-0589
8. OFFER DUE DATE / LOCAL
TIME
03/07/2014
12:00:00
CODE 9411
Office of Contracts Management
Library of Congress
101 Independence Av SE LA 325
Washington, DC 20540-9411
9. ISSUED BY
X
UNRESTRICTED OR SET ASIDE: % FOR
SMALL BUSINESS
HUBZONE SMALL
BUSINESS
SERVICE-DISABLED
VETERAN-OWNED
SMALL BUSINESS
WOMEN-OWNED SMALL BUSINESS (WOSB)
ELIGIBLE UNDER THE WOMEN-OWNED
SMALL BUSINESS PROGRAM
ECONOMICALLY DISADVANTAGE
WOMEN-OWNED SMALL BUSINESS
(EDWOSB)
8(A)
NAICS:
SIZE STANDARD:
10. THE ACQUISITION IS
SEE
SCHEDULE
11. DELIVERY FOR FOB DESTINATION
UNLESS BLOCK IS MARKED
0 Days: 0.00 %
0 Days: 0.00 %
0 Days: 0.00 %
0 Days: 0.00 %
12. DISCOUNT TERMS
13a. THIS CONTRACT IS
RATED ORDER UNDER DPAS
13b. RATING
RFQ IFB X RFP
14. METHOD OF SOLICITATION
CODE
15. DELIVER TO
Library of Congress
Preservation Reformatting Division
Logistics Services
1701 Brightseat Road
Landover, MD 20785-3767
CODE
9411 16. ADMINISTERED BY
Office of Contracts Management
Library of Congress
101 Independence Av SE LA 325
FACILITY
CODE
CODE
Telephone No.
17a. CONTRACTOR/
OFFEROR
CODE
18a. PAYMENT WILL BE MADE BY
accountspayable@loc.gov
The Library requires invoices to be emailed
Washington, DC 20540
17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN
OFFER SEE ADDENDUM
18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS
CHECKED
19. ITEM NO. 20. SCHEDULE OF SUPPLIES/SERVICES
(Use Reverse and/or Attach Additional Sheets as Necessary)
21. QUANTITY 22. UNIT 23. UNIT PRICE 24. AMOUNT
See Lines
25. ACCOUNTING AND APPROPRIATION DATA
LOC-2014-0101AD-C0111-014400-4040000000000000-3115-ZZZ-L5DJ997-2014-01440031150002
26. TOTAL AWARD AMOUNT (For Govt. Use Only)
27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4, FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED
27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4, 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED
28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN ____ COPIES TO
ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH
OR OTHERWISE IDENTIFIED ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE
TERMS AND CONDITIONS SPECIFIED.
29. AWARD OF CONTRACT: REF. _____________________________ OFFER
DATED _________________ . YOUR OFFER ON SOLICITATION (BLOCK 5)
INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE SET FORTH HEREIN,
IS ACCEPTED AS TO ITEMS:
30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)
30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF THE CONTRACTING OFFICER (TYPE OR PRINT) 31c. DATE SIGNED
AUTHORIZED FOR LOCAL REPRODUCTION
PREVIOUS EDITION IS NOT USABLE
STANDARD FORM 1449 (REV. 5/2011)
Prescribed by GSA - FAR (48 CFR) 53.212
Document Type: QS Document Number: LCLSP14R0002 Page 1 of 48
19.
ITEM NO.
20.
SCHEDULE OF SUPPLIES/SERVICES
21.
QUANTITY
22.
UNIT
23.
UNIT PRICE
24.
AMOUNT
32a. QUANTITY IN COLUMN 21 HAS BEEN
RECEIVED INSPECTED ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: _________________________________
32b. SIGNATURE OF AUTHORIZED GOVERNMENT
REPRESENTATIVE
32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT
REPRESENTATIVE
32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f. TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT
REPRESENTATIVE
32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE
PARTIAL FINAL
33. SHIP NUMBER 34. VOUCHER NUMBER 35. AMOUNT VERIFIED
CORRECT FOR
COMPLETE PARTIAL FINAL
36. PAYMENT 37. CHECK NUMBER
38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY
41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT 42a. RECEIVED BY (Print)
41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE
42b. RECEIVED AT (Location)
42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS
STANDARD FORM 1449 (REV. 5/2011) BACK
Table of Contents
Section Description Page Number
CS Continuation Sheet .......................................................................................................................................... 4
B Supplies or Services and Prices ............................................................................................................. 4
C Descriptions and Specifications............................................................................................................. 6
D Packaging and Marking....................................................................................................................... 25
E Inspection and Acceptance .................................................................................................................. 26
F Deliveries or Performance.................................................................................................................... 27
G Contract Administration Data.............................................................................................................. 29
H Special Contract Requirements ........................................................................................................... 31
I Contract Clauses ................................................................................................................................... 32
J List of Documents, Exhibits and Other Attachments ........................................................................... 37
K Representations, Certifications and Other Statements of Offerors ..................................................... 37
L Instructions, Conditions and Notices to Bidders ................................................................................. 44
M Evaluation Factors for Award............................................................................................................. 47
Section B - Continuation Sheet
Item No. Supplies or Services Quantity Unit Unit Price Amount
1 Base Year 0.000000 NA
Period of Performance: 09/30/2014 - 09/29/2015
Reference Line: RQ - LSP20140004 - 1
2 Option Year I 0.000000 NA
3 Option Year II 0.000000 NA
4 Option Year III 0.000000 NA
5 Option Year IV 0.000000 NA
B Supplies or Services and Prices
SECTION B - SUPPLIES/SERVICES AND PRICES/COSTS
B.1 General
B.1.1 The Contractor shall provide all supplies and/or perform the services described in Section C (Statement of Work) at the contract-
or's facilities in accordance with the requirements of this Solicitation.
B.1.2 The title for this Solicitation is Preservation Microform
B.2 Contract Type
This award will be made as a Single Award IDIQ Contract. Individual orders may be placed for specific items on individual task or-
ders on a firm fixed price basis up to the total ceiling price amount.
B.3 Prices/Costs
Min: $50,000.00
Max: $10,500,000.00
Unit prices should be provided for a base year and for each of the four possible additional option years. The Government shall identi-
fy the units and quantities required depending on unit price and funding availability when it places each order. Prices shall be effective
as of the date an order is placed regardless of when items are delivered.
Base Year (September 30, 2014 - September 29, 2015)
Item Unit Price Estimated Quantity* Total Price
Continuous Tone Per Frame $ 12,000 $
High Contrast Per Frame $ 1,300,000 $
Microfiche Digitization -
Low
Per Item $ 1,000 $
Medium
Per Item $ 1,000 $
High
Per Item $ 1,000 $
Microfilm Digitization Per Item $ 1,000 $
Dup Negatives Per Item $ 1,000 $
16mm Duplicates Per Item $ 2,000 $
Microfiche Duplication Per Item $ 8,000 $
Base Year Total Price$
Option Year I (September 30, 2015 - September 29, 2016)
Low
Per Item $ 1,000 $
Medium
Per Item $ 1,000 $
High
Per Item $ 1,000 $
Option Year I Total Price$
Option Year II (September 30, 2016 - September 29, 2017)
Low
Per Item $ 1,000 $
Medium
Per Item $ 1,000 $
High
Per Item $ 1,000 $
Option Year II Total Price$
Option Year III (September 30, 2017 - September 29, 2018)
Low
Per Item $ 1,000 $
Medium
Per Item $ 1,000 $
High
Per Item $ 1,000 $
Option Year III Total Price$
Option Year IV (September 30, 2018 - September 29, 2019)
Low
Per Item $ 1,000 $
Medium
Per Item $ 1,000 $
High
Per Item $ 1,000 $
Option Year IV Total Price$
Grand Total (Base Year plus 4 Option Years): $_________________
*PLEASE NOTE: The quantities listed above are ESTIMATES for evaluation purposes and do not obligate the Government to pur-
chase the quantities shown.
Section C - Continuation Sheet
C Descriptions and Specifications
Section C
Preservation Microform
C.1. BACKGROUND
The Library of Congress has monographs, serials and other printed works in need of preparation for preservation reformatting
(microfilming, microfiche, and/or digital imaging). Many of these materials are in foreign languages and could be in any script, in-
cluding Arabic, Asian, and Cyrillic language scripts. Many volumes or issues may be brittle or deteriorated, with physical damage,
such as, torn pages or loose bindings. Many volumes or issues are in soft bindings or are not bound. Volumes may vary in length from
a few pages to hundreds of pages. Items may range in size from a few inches in both dimensions to large posters, maps, folios and
newspapers. The serials include periodicals and official government publications, both bound and unbound, and newspapers. Some
materials may be recently produced or published.
C.2 SCOPE
The Contractor shall perform all preparation for all microfilming and digitization at the Contractor's facility. The Contractor shall col-
lect and pack materials from the Library's storage areas, transport the volumes to the Madison Building loading dock where they shall
be loaded on the Contractor's vehicle for transport to the Contractor's site. The deliverables shall include an archival master micro-
form, a duplicate negative, and a microform positive service copy, in 35 millimeter open-reel microfilm or 105 millimeter microfiche
in accordance with industry technical, editorial, and bibliographic standards For some material only a digital surrogate may be pro-
duced; a digital file from scanned or digitized microform images may also be requested. Upon request both a microform and digital
surrogate may be produced for the same material. The Library notes that one key purpose for preservation imaging is to create an
archival copy; distribution of these copies will follow a careful determination of their copyright status. The Library will not require the
Contractor to perform work if, by doing so, the Contractor will infringe upon third-party rights under the Copyright Law of the United
States.
Under this contract, no work (microform or digital) may be subcontracted to another vendor.
C.3 CONTRACTOR REQUIREMENTS
In order to perform effectively on this contract, the Contractor staff shall have experience in preservation microfilming, microfiche
production, and digital imaging of English and foreign language materials in any script, including Arabic, Asian, and Cyrillic language
scripts. This experience includes collation, preparation of targets, programming microfilm reels and microfiche sheets, disbanding, mi-
crofilming and digital scanning which meets the following nationally recognized standards and guidelines. The Contractor shall use
the latest versions of and supplements to these guidelines and standards in performing the work of the contract. Should new nationally
accepted standards or guidelines be promulgated during the contract period(s), the Contractor shall immediately comply with the new
standards and guidelines unless otherwise directed by the Library.
C.3.1 Copies of the following American National Standards Institute (ANSI) may be purchased from American National
Standards Institute, Attn: Customer Service, 11 West 42nd Street, New York MY 10036. The ANSI telephone number is (212)
642-4900; their fax number is (212) 302-1286. Web page: http://webstore.ansi.org
C.3.1.1 ANSI/AIIM MS14-1996, American National Standard for Information and Image Management-Specifications for 16mm
and 35 mm Roll Microfilm.
C.3.1.2 ANSI/AIIM MS18-1992, American National Standard for Information and Image Management-Splices for Imaged Micro-
filmDimensions and Operational Constraints.
C.3.1.3 ANSI/AIIM MS23-2004, American National Standard for Information and Image Management-Practice of Operation Pro-
cedures/Inspection and Quality Control of First-Generation, Silver Microfilm of Documents.
C.3.1.4 ANSI/AIIM MS34-1990, American National Standard Dimensions for 100-foot Reels Used for Conventionally Threaded
Processed 16mm and 35mm Microfilm.
C.3.1.5 ANSI/AIIM MS48-1999, American National Standard for Information and Image Management - Recommended Practice
for Microfilming Public Records on Silver-Halide Film.
C.3.1.6 ANSI/AIIM MS51 -1991, ANSI/ISO 3334-1991, American National Standard for Microcopying - ISO Test Chart No. 2 -
Description and Use in Photographic Documentary Reproduction.
C.3.1.7 ANSI/AIIM MSI 11-1994, American National Standard for Information and Image Management - Recommended Practice
for Microfilming Printed Newspapers on 35mm Roll Microfilm.
C.3.1.8 ANSI/NAPM IT9.1 -1996, American National Standard for Imaging Media (Film) - Silver-gelatin Type - Specifications
for Stability.
C.3.1.9 Imaging materials Processed photographic films, plates and papers Filing enclosures and storage conditions. ISO
18902:2001 (formerly ANSI/PIMA IT9.2-1998).
C.3.1.10 Imaging materials Processed safety photographic films Storage practices. ISO 18911:2000 (formerly ANSI/PIMA
IT9.11-1998).
C.3.1.11 ANSI/NAPM IT9.15-1993, American National Standard for Imaging Media (Photography) - The effectiveness of Chemic-
al Conversion of Silver Images Against Oxidation - Methods for Measuring.
C.3.1.12 Photography - Processed photographic materials - Photographic activity test for enclosure materials. ISO 14523:1999
(formerly ANSI/NAPM IT9.16-1994).
C.3.1.13 ANSI/NISO Z39.62-2000, American National Standard for Eye-Legible Information on Microfilm Leaders and Trailers
and on Containers of Processed Microfilm on Open Reels.
C.3.1.14 ANSI/PH1.51 -1990, American Standard for Photography (Film) -- Micrographic Sheet and Roll Film Dimensions.
C.3.1.15 CONSER Cataloging Manual, Module 3, "Chief Sources and other Sources of Information," and Module 32, "Microform
Serials;" may be obtained from the Library of Congress: Cataloging Distribution Service, Customer Services Section/ Dept. W, Wash-
ington, DC 20540-4912. Internet E-mail address: cdsinfo@mail.loc.gov. Please include "Web" in your subject line. Call toll-free in
U.S.:1-800-255-3666. Or Fax: (202) 707-1334. Other dealers are listed on at the Website: http://lcweb.loc.gov/CDs/contact.html.
C.3.1.16 Information about acquiring a copy of the RLG Preservation Microfilming Handbook, Research Libraries Group, Inc;
Mountain View, California: March 1992 and RLG Archives Microfilming Manual, Mountain View California: Research Libraries
Group, Inc., April 1994 may be obtained by calling 1-800-537-7546.
C.3.1.17 Fox, Lisa L., ed., Preservation Microfilming, a Guide for Librarians and Archivists, American Library Association, 1996,
may be purchased from the American Library Association, 155 N. Wacker Drive, Chicago IL 60606, telephone 1-800-545-2433 and
press 7 to reach a customer representative.
C.3.1.18 ANSI/AIIM MS5-1998. American National Standard for Information and Image Management - Microfiche.
C.3.1.19 ANSI/AIIM MS45-1990. American National Standard for Information and Image Management Recommended Practice
for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration.
C.3.1.20 ANSI/AIIM MS43-1998. American National Standard for Information and Image Management Recommended Practices
for Operational Procedures/Inspection and Quality Control of Duplicate Microforms of Documents and From COM.
C.3.1.21 Imaging materials Photographic films Specifications for safety film. ISO 18906:2000 (formerly ANSI/NAPM
IT9.6-1991).
C.3.1.22 ISO 18917:1999, International Standard for Photography - Determination of Residual Thiosulfate and Other Related
Chemicals in Processed Photographic Materials - Methods Using Iodine-amylose, Methylene Blue and Silver Sulfide. Geneva,
Switzerland: International Organization for Standards, 1999.
C.3.2 The Contractor shall provide a master microfilm, printing negative and microfilm positive service copy, all in 35 millimeter
open reel microfilm, which meets Library of Congress and national technical, editorial, and bibliographic standards.
C.3.2.1 The Contractor shall provide a master microfiche, printing microfiche and microfiche positive service copy, all in 105 mil-
limeter microfiche sheets, when so specified by the Library. This microfiche will meet the requirements of the Library for header and
target information, technical, editorial, and bibliographic information, and of the ANSI/AIIM standard for microfiche, ANSI/
AIIMMS5-1998.
C.3.2.2 The Contractor shall provide master, printing and service negatives of microfiche, all with negative polarity in 105 milli-
meter microfiche sheets, when so specified by the Library. This microfiche will meet the requirements of the Library for header and
target information, technical, editorial, and bibliographic information, and of the ANSI/AIIM standard for microfiche, AN-SI/AIIM
MS5-1998.
C.3.2.3 The Contractor shall assure that all Library materials are secure at all times they are in the Contractor's custody. The Con-
tractor must comply with all the Library's security regulations and procedures. The Contractor must comply with any special security
procedures in Library areas with materials which shall be microfilmed by the Contractor.
C.3.2.4 At any time Library materials are in the custody of the Contractor, the Contractor shall provide by the next business day,
preferably by telefacsimile, copies of pages, or entire issues or entire volumes in response to official requests.
C.4 OTHER REQUIREMENTS
C.4.1 MATERIALS PACKING AND TRANSPORT
C.4.1.1 The Contractor shall be assigned a list of titles (with starting and ending dates or volumes for serials and multi-volume
monographs) or titles of collections (with estimated numbers of items in each collection) at the time of each scheduled pick up of ma-
terial for preparation and preservation imaging.
C.4.1.2 The Contractor shall be notified by the Contracting Officer's Technical Representative (COR) at least 7 working days in
advance of pick up date of the type of material and divisions from which material will be retrieved for imaging.
C.4.1.3 In the case of items such as pamphlets with single pages or few pages, these items shall be grouped together and given a
name. These are called collections in this statement. These may also consist of a variety of printed material, re-gardless of length,
which the Library wishes to treat and have microfilmed as a whole. Collections shall have collection-level cata-loging of the newly
microfilmed version.
C.4.1.4 In some cases, groups of monographs of less than 100 pages shall be microfilmed on a single reel. These are called groups
in this statement. Each item may be cataloged separately, and may be assigned separate microfilm control numbers.[See C.4.8 PRO-
GRAMMING REELS]. The list of titles for pickup shall identify those that should be treated as a group.
C.4.1.5 The Contractor shall collect and pack issues and volumes from the Library's storage areas and transport them to the Con-
tractor's site. The Contractor shall supply at its expense all boxes/packing materials needed to pack Library materials.
C.4.1.6 The Contractor shall pick up all issues or volumes of a title unless instructed to break up a run due to size or length of the
run to be microfilmed. Groups and collections shall be kept together for subsequent work by the Contractor.
C.4.1.7 The custodial division holding the material and the volumes and issues to be picked up shall be identified by the Library's
COR or his/her representative.
C.4.1.8 The Contractor shall pack the issues in such a way as to prevent damage to the material during handling and transit and un-
packing. Bound volumes shall be packed spine down. Materials may require wrapping in paper and/or securing with string.
C.4.1.9 The Contractor shall assure that other materials in stack areas are not damaged and are in their original location after the is-
sues or volumes to be microfilmed are collected, packed and removed. The Contractor shall take measures to assure that Library ma-
terials are not damaged at any time that they are in the Contractor's custody.
C.4.1.10 The Library may supply pages, issues or parts of a title or collection after the pick-up. Should the additional material be
needed for collation before the next pick-up by the Contractor, the Library will ship the material to the Contractor's site at the Library's
expense.
C.4.1.11 All Library materials remain the property of the Library and shall not be used or disposed of without authorization of the
Library. The COR will communicate the Library's determinations on disposal or retention/return to the contractor. Risk of loss or
damage shall be borne by the Contractor during the period of packing, transport, preparation, microfilming and return shipment to the
Library.
C. 4. 2 PRELIMINARIES TO PREPARATION FOR MICROFILMING
C.4.2.1 The Contractor shall have all necessary materials on hand and ensure that work areas are clean and in order. Eating, drink-
ing, or smoking must not be allowed in work areas where the Library's materials are located.
C.4.2.2 The Contractor shall consult with the COR after determining all the priority handling needs, irregularities, or special hand-
ling of illustrated material for a title, which may require special filming instructions, priority handling, and special post-filming hand-
ling. Some illustrated and print material will be retained in the Library's permanent holdings and will be returned at the Contractor's
expense to the Library after quality review of the microfilm is completed and the microfilm has been accepted.
C.4.2.3 The Contractor shall consult with the COR about flagging or otherwise identifying material to be returned to the Library at
the Contractor's expense.
C. 4. 3 COLLATION FOR MATERIALS THAT ARE NOT CAMERA READY
C.4.3.1 All collation of materials for microfilming shall be performed at the Contractor's site.
C.4.3.2 The Contractor shall provide a sample Collation Sheet [See Appendix J. 48] at the start of the contract or when a new
format is introduced that requires different information and procedures. The Collation Sheet will provide all information necessary to
meet the requirements of the contract and will be used by the Library and/or the Quality Review Contractor to perform quality review
inspections of the product.
C.4.3.3 All years, volumes, issues or parts of a title, or groups of titles to be processed shall be assembled at the work station. All
serial years of issues or volumes shall be put in order starting with the earliest date or number and working through to the last date or
number in the run. For collections and groups, the Library's COR will provide directions for organizing items within the collection or
titles within the group.
C.4.3.4 The Contractor shall complete a page-by-page inspection (collation) of all volumes and issues. All pages shall be arranged
in sequential order prior to filming. Information from the collation shall be recorded on the Collation Sheet, and ap-propriate targets
shall be added to the material to be microfilmed.
C.4.3.5 The Contractor shall remove any duplicate pages, issues, or volumes. In the case of duplicate volumes or issues or pages,
the Contractor shall use the best copy which is the most complete and in the best condition. Material from duplicates may be incorpor-
ated to achieve the most complete microfilm version. Duplicates shall be returned to the Library, unless the COR authorizes disposal
of materials at the Contractor's site. The Contractor shall obtain approval for the method of disposal from the Library's COR. The Con-
tractor shall destroy materials authorized for disposal; government materials shall not be sold or otherwise redistributed by the Con-
tractor.
C.4.3.6 Serial indexes shall be placed immediately in front of the material they index.
C.4.3.7 Indexes for monographs, including multi-volume monographs, shall be placed as they appear in the published work.
C.4.3.8 The Contractor shall insert an "ISSUE(S) MISSING NOT AVAILABLE" target [See Appendix J. 1], "VOLUME(S)
MISSING NOT AVAILABLE" target [See Appendix J.2] or "COVER MISSING" target [See Appendix J.3] wherever issue(s),
volume(s), or cover(s) are missing.
C.4.3.9 Some serials, including newspapers, have an issue number and/or date in each issue. If any inconsistencies are found, a
"Special Attention" form or sheet shall be inserted in the issues for future reference to help in preparing the Collation Sheets and tar-
gets. The "Special Attention " form will not be filmed.
C.4.3.10 The Contractor shall notify the Library's COR when a run of issues are missing for two weeks or more for newspapers and
periodicals published at least 5 days or more a week.
C.4.3.11 The Library may decide to search for and send found missing issues to the Contractor. The Library will notify the Contract-
or of located missing material within 5 working days of receipt of the notification for delivery within 20 working days. The Library
will accept microfilm reels with the found issues 30 days later than the deadlines for delivery specified in the contract.
C.4.3.12 The Contractor shall obtain approval from the Library's COR for the Collation Sheet(s) which shall be used by the Con-
tractor [See Appendix J.48]. All modifications of the Collation Sheet(s) must be approved by the COR before work begins. The Colla-
tion Sheet(s) shall provide all information necessary for the Contractor to meet the requirements of the Contract and for the Library to
perform quality review inspections of the Contractor-produced microfilm. The Contractor may modify the Collation Sheet(s) to obtain
desired results. The modification must be approved by the Library COR.
C.4.3.13 The Contractor shall indicate on the Collation Sheet author (if appropriate), the title, the place of publication (Country or
State and City), the Library's microform control number, Library of Congress Catalog Number (LCCN) or OCLC Number or ISSN.
C.4.3.14 For serials, including newspapers, the Contractor shall provide the ISSN, the year, month, date, volume number and issue
numbers, frequency, and span of dates, volumes or numbers for issues recorded on the Colla-tion Sheet.
C.4.3.15 The Contractor shall take particular care to note country, state, city for newspapers and government publications.
C.4.3.16 The Contractor shall note the language if other than the official language of the county.
C.4.3.17 For monographs, the Contractor shall provide the name of the publisher, year of publication, and edition and volume num-
bers for multi-volume monographs.
C.4.3.18 For monographic series, the Contractor shall provide the name of the series and the title of the volume, number of the
volume/title, name of the publisher, year of publication.
C.4.3.19 The collator's name and date of collation shall be recorded on the Collation Sheet. The Contractor shall record the total
number of issues, volumes and pages collated.
C.4.3.20 The Contractor shall record missing pages, covers, sections, issues, volumes, years on the Collation Sheet. The collator
shall record other missing material such as plates, maps, pocket material, etc., which is identified in the text in the volume.
C.4.3.21 Changes in bibliographic information, especially for serials, including newspapers, and monographic series, e.g., change in
title, publisher, frequency, etc., shall be noted on the Collation Sheet.
C.4.3.22 Title changes for serials, including newspapers, shall require the treatment of the issues with the changed title as a new
title. The Contractor shall notify the Library COR of a title change and obtain directions on treatment of issues with a different title.
(See C.4.3.32)
C.4.3.23 The Contractor shall note supplements (both regularly published and occasionally published), combined issues or com-
bined issue numbers, expected issues not published, and periods of suspended publication on the Collation Sheet.
C.4.3.24 The Contractor shall note indexes.
C.4.3.25 The Collation Sheet should allow for comments by the collator, especially information about the condition of the original
material and targets that instruct how the material should be cut and microfilmed.
C.4.3.26 The Contractor shall mark material needing special attention by the cutters and camera operators. The Contractor shall note
on the Collation Sheet these special instructions. (C.4.3.9)
C.4.3.27 Any irregularities in bibliographic information, inserts, publisher's errors, missing information, page number errors, issue
number or other printing errors, etc., shall be noted. If an error is easily corrected, the contractor shall cross through the error and
make the correction in pencil. [See Appendix J.4].
C.4.3.28 The Contractor shall insert separately published volume or year title pages, when they are present, in the front of the
volume.
C.4.3.29 If separately paginated, additional pages should be collated and placed immediately following the last page of the regular
issue, in the following order: (1) Parts; (2) Supplemental pages; (3) Supplements; (4) Magazines; (5) Comics; (6) Advertising Sec-
tions. (This happens most often with newspapers, although periodical issues shall occasionally have supplements. If a periodical sup-
plement is general and undated and/or unnumbered, it shall be placed at the end of the year or volume). Should separately paginated
supplemental material appear within an issue, incorporated into that issues's total pagination or designated parts, the Con-tractor shall
get directions from the Library's COR or the alternate before completing the collation of the issues.
C.4.3.30 The Contractor shall place targets such as "PAGE(S) MISSING NOT AVAILABLE" [See Appendix J.5] and "PAGINA-
TION INCORRECT" [See Appendix J.6] as necessary while collating.
C.4.3.31 The Library will provide the Contractor a catalog record for each cataloged title to be collated. Most but not all titles will
be cataloged prior to Contractor pick up. The catalog record helps the collator in establishing the: (a) title proper; (b) known variations
in title; (c) known first place of publication(s); (d) known frequency of publication; (e) language; (f) known suspen-sions; (g) years of
publication; (h) main entry; (i) author; (j) microfilm control number.
C.4.3.32 After collation, if changes in bibliographic data occur during the run of issues for a serial or newspaper, the Contractor
shall notify the Library's COR. The Library's COR will advise the Contractor if the Library shall require information described in the
CONSER Cataloging Manual, Module 3, "Chief Sources and other Sources of Information," and Module 32, "Microform Serials."
The Contractor must notify the Library's COR if any of the following changes are discovered during collation:
C.4.3.32a Issues collated are published earlier than the issues used as a basis for description in the catalog record.
C.4.3.32b Change in the title proper.
C.4.3.32c Issuing body changes or name of issuing body changes.
C.4.3.32d Enumeration or chronology changes.
C.4.3.32e For serials (but not newspapers) if numbering starts over, the title is considered to have "changed" and a new record may
have to be created.
C.4.3.32f Edition information changes or is added.
C.4.3.32g Variant titles are added or cease being used; titles in other languages are added or are dropped, graphic representation of a
title is altered in such a way that may cause a title change requiring a new record or record change.
C.4.3.32h Series information is added or changed or is dropped.
C.4.3.32i Supplements are added or cease.
C.4.3.32j Other titles are absorbed.
C.4.3.32k Cumulative indexes are included in the publication.
C.4.3.33 The COR may request a copy of the Collation Sheet for uncataloged materials, masthead and other bibliographic informa-
tion appearing in the material so that the Library can prepare a catalog record based on the collation records.
C.4.3.34 If requested by the Library, the Contractor will provide copies of the Collation Sheets and other bibliographic information
by fax to expedite cataloging of the material.
C.4.3.35 When a year or volume is completed, enter the last issue collated on the Collation Record (indicating the date, issue num-
ber, and, for a daily, day of the week). The collator shall indicate the total number of issues and pages accounted for in that year or
volume.
C.4.4 MUTILATIONS AND CREASES
C.4.4.1 If any or all of the pages of an issue or volume are mutilated or creased, they are to be repaired or flattened if possible. Ma-
jor tears within the text need to be mended with transparent tape, and creases within the text need to be flattened out with a press or
iron. White opaque paper or black paper (choosing between white or black should be based on which type creates a better image for
reader use) shall be used as a backing for a hole in the text so that printed matter does not show through to the page with the hole.
C.4.4.2 Covers, illustrated material and other items selected and identified for permanent retention by the Library will not be re-
paired by the Contractor, unless directed to do so by the Library's COR.
C.4.5 PREPARING TARGETS FOR MICROFILM AND MICROFICHE
C.4.5.1 Targets preceding the items to be microfilmed may include any of the following information. They must be filmed in the
listed sequence and should be uniform in format (font face, and style) and position (landscape or portrait). Mandatory targets are indic-
ated.
C.4.5.2 START [See Appendix J.7] target shall be eye-legible without magnification (see ANSI/AIIM MS23-1998) at the begin-
ning of each reel. (Mandatory)
C.4.5.3 Reel Number Target [See Appendix J.8] eye-legible without magnification, for a collection which shall take more than one
reel.
C.4.5.4 Title targets shall be eye-legible without magnification on each reel. A title target shall be placed at the beginning of each
title microfilmed. (Mandatory)
C.4.5.5 Newspaper title targets [See Appendix J.9] shall contain in this order: name of country (use MARC tag 752 subfield a), fol-
lowed by a period; name of state (in the case of U.S. imprints) (use MARC tag 752 subfield b), followed by a period; name of city
(use MARC tag 752 subfield d) of publication, followed by a period; the title in uppercase letters and underlined; reel contents with
the range of dates (months, days, years) contained on the reel; and the master negative number (Np number).
C.4.5.6 Official government publications title targets shall contain in this order: name of country or state (in the case of U.S. im-
prints) or corporate body (use name from MARC tag 110) issuing the gazette, followed by a period; the name of the city (use place of
publication from MARC tag 260); the title (use title from MARC tag 245) in uppercase let-ters; the reel contents with the parts or sec-
tions information, the range of dates (months, days years) appearing on the reel followed by the range of volume and issue numbers;
and the microfilm number [See Appendix J.10].
C.4.5.7 Other serials, including periodicals must have: the title (use MARC tag 245) in uppercase letters, followed by the name of
the city (use MARC tag 260), followed by name of the state, if of U.S. origin, followed by the name of country, if not of U.S. origin;
followed by range of dates on the reel (if daily, then month, day and year range; if monthly, then month and year range), and range of
volume numbers, or for partial volumes, the volume number and range of issue numbers, and author (if appropriate), and the micro-
film control number [See Appendix J.11].
C.4.5.8 The Library will provide the title for targets for reels with more than one monograph [See Appendix J. 12], or for any
unique collection of items that will be filmed on one reel, e.g., a group of pamphlets or booklets on a reel.
C.4.6 LIBRARY OF CONGRESS PRESERVATION REFORMATTING DIVISION MISCELLANEOUS MONO-
GRAPHS & PAMPHLETS
C.4.6.1 The target should have either one microfilm control number, or range of microfilm control numbers.
C.4.6.2 Title Targets for a single monograph or collection filmed on one or more reels will contain the author's name, title, place of
publication, imprint date (or copyright date), and microfilm control number [See Appendix J.13]
C.4.6.3 This Title Target may also filmed directly before each monograph when more than one monograph is on a single reel.
C.4.6.4 Identification Target [See Appendix J. 14] consists of the following in capital letters, on separate line and is Mandatory:
C.4.6.4a MICROFILMED FOR THE LIBRARY OF CONGRESS
C.4.6.4b PRESERVATION MICROFILMING PROGRAM
C.4.6.4c [Contractor's name]
C.4.6.4d [year microfilmed]
C.4.6.4e [Information regarding the source(s) of the material to be microfilmed]
C.4.6.4f [The Contractor should assume that all or most of the material is from the Library's collections and use this target state-
ment:]
C.4.6.4g THE MATERIAL WHICH FOLLOWS IS FROM THE COLLECTIONS OF THE LIBRARY OF CONGRESS.
C.4.6.4h IT WAS PREPARED AND MICROFILMED TO LIBRARY OF CONGRESS SPECIFICATIONS.
C.4.6.4i COPIES ARE AVAILABLE FROM: THE LIBRARY OF CONGRESS PHOTODUPLICATION SERVICE WASHING-
TON, D.C., 20540-4570
C.4.6.4j [When material on the reel is from another institution, the Library will provide the text for an additional credit target.] [See
Appendix J. 15]
C.4.6.4k FILMED IN PART FROM A COPY BORROWED FROM
C.4.6.4l [Name of lending Institution]
C.4.6.5 BIBLIOGRAPHIC RECORD TARGET, shall include the following in large type and is mandatory on each reel for a title
microfilmed by the Contractor: [See Appendix J. 16 for an example of a Newspaper Bibliographic Record Target.]
C.4.6.6 Heading for a newspaper Bibliographic Record Target
C.4.6.7 Name of the target "BIBLIOGRAPHIC RECORD"
C.4.6.8 "LIBRARY OF CONGRESS"
C.4.6.9 Name and location of the Contractor
C.4.6.10 Heading for a monograph, a monographic series, a serial, or a collection level Bibliographic Record Target [See Appendix
J. 17]
C.4.6.11 "LIBRARY OF CONGRESS"
C.4.6.12 "BIBLIOGRAPHIC RECORD"
C.4.6.13 The Bibliographic Record target will be provided with the list of titles to be picked up, may be edited if necessary after col-
lation, or may be provided upon completion of collation if the title has not been previously microfilmed.
C.4.6.14 The Contractor may use the record for a title created by another institution if there is none created by the Library of Con-
gress when the Library does not plan to catalog the title before microfilming commences. The Contractor shall ob-tain approval from
the Library's COR when using a record not created by the Library.
C.4.6.15 For publications on microfiche the following header and target information is required (unless directed otherwise by the
COR): [See Appendix J. 18]
C.4.6.16 The header will include in eye-legible font the microfiche shelf number, title, author (if it appears in the bibliographic re-
cord), volume and issue number(s) if a periodical or serial title, publication date of the original work, the reduction ratio, and the nu-
meration of the sheet for each individual report (e.g., 1 of 1, 2 of 3, etc.). The Library will provide the format for the Header informa-
tion.
C.4.6.17 A title target similar to a title target used with roll microfilm will appear in the initial microfiche frame that includes the
statement: AVAILABLE FROM THE LIBRARY OF CONGRESS PHOTODUPLICATION SERVICE WASHINGTON, D.C.
20540-4570
C.4.6.18 Following the title target in the same microfiche frame will be the bibliographic record.
C.4.6.19 The Technical Target will appear in the next microfiche frame.
C.4.6.20 The reduction ratio (example 25:1) or the magnification (example 24x) indicator will be filmed with the technical target.
C.4.6.21 The last page (or back cover) of the publication will be separated from the final target
by a blank page.
C.4.6.22 The final target will include the following:
C.4.6.22a "END" in eye-legible font.
C.4.6.22b "Microfilmed by the Library of Congress"
C.4.6.22c "Preservation Microfilming Program"
C.4.6.22d [Contractor's name]
C.4.6.22e [Year microfilmed]
C.4.7 CONTENTS TARGETS
C.4.7.1 The "GUIDE TO CONTENTS TARGET" [See Appendix J. 19] describes the entire
serial title or collection, or monographic series which appears on more than one reel, and shall clearly show what is contained on each
reel with its identifier (number, alphabetic range, etc.). Mandatory for 2 or more reels
C.4.7.2 The "GUIDE TO CONTENTS TARGET" will appear only on the first
reel.
C.4.7.3 A "GUIDE TO CONTENTS FILMED ONLY ON FIRST REEL" TARGET [See Appendix J.20] will be filmed on all reels
after the first reel.
C.4.7.4 It repeats TITLE TARGET information and includes the actual run of volumes, issues, and parts of the title as they are rep-
resented on each reel.
C.4.7.5 It will include bibliographic irregularities, missing volumes, issues or parts, supplements, indexes and any other informa-
tion about the title found during collation and noted on the COLLATION SHEET.
C.4.7.6 If many volumes, issues, or parts are missing, a list of the filmed material may be used instead, resulting in a briefer and
clearer description of the contents of the film.
C.4.7.7 REEL CONTENTS TARGET is required at the beginning of each reel for newspapers [See Appendix J.21], U.S. Tele-
phone Directories [See Appendix J.22] and other formats as specified by the Library [See Appendix J.49 for example of a periodical
reel contents target]. (Mandatory)
C.4.7.8 It repeats Title Target information, and includes the actual run of issues on the reel in eye-legible type, including parts and
sections, if any.
C.4.7.9 If all newspaper issues published are present, this target should state: ALL PUBLISHED ISSUES ARE PRESENT.
C.4.7.10 If there are bibliographic irregularities or consistent irregularities based on the information recorded on the COLLATION
SHEET the "REEL CONTENTS" shall include (but not be limited to) missing issues and/or pages, publisher's errors, supplements,
frequency changes, etc. If many issues are missing, a list of the issues filmed may be used instead, if it shall result in a briefer and
clearer description of the contents of the film.
C.4.7.11 Title changes for newspapers shall be noted on the "REEL CONTENTS TARGET."
C.4.7.12 Title changes to periodicals shall be treated as a new title. (See Collation C.4.3.22 and C.4.3.32 above.)
C.4.7.13 COPYRIGHT STATEMENT TARGET [See Appendix J.23] with the text "COPYRIGHT MATERIAL [skip a line and
add] "NOT TO BE FURTHER REPRODUCED WITHOUT PERMISSION OF THE COPYRIGHT OWNER. THE UNITED
STATES EXTENDS PROTECTION TO FOREIGN WORKS BY MEANS OF VARIOUS INTERNATIONAL CON-VENTIONS,
BILATERAL AGREEMENTS, AND PROCLAMATIONS" at the beginning of each reel in large type. (Mandatory)
C.4.7.14 DISCLAIMER TARGETS. Insert any pertinent disclaimer targets.
C.4.7.15 MATERIALS LISTED AS MISSING, IF LOCATED AT A LATER TIME... [See
Appendix J.24] filmed at the beginning of each reel for all incomplete runs of materials except The U.S. Telephone directory Col-
lec-tion.
C.4.7.16 When the Contractor has identified mutilated or damaged pages or defects which result in lost information or content
which may be difficult to interpret, the Contractor must include the "THERE WERE IN THE ORI-GINAL FILE SOME PAGES
CONTAINING MUTILATIONS AND OTHER DEFECTS..." target. [See Appendix J.25].
C.4.7.17 Volumes with publisher's and printing errors shall have a disclaimer target which
reads "BEST COPY FILMED AS PUBLISHED." [See Appendix J.26] (Mandatory)
C.4.7.18 For newspapers and periodicals with a frequency of at least five times a week, eye-legible targets
with month name must be placed at the beginning of each month [See Appendix J.27].
C.4.7.19 TECHNICAL TARGET is a set of five resolution test charts from ISO Resolution Test Charts No. 2, in ANSI/AIIM
MS51-1991, ANSI/ISO 3334-1989, and which meet the specifications of ANSI/AIIM MS23-1998. Two technical tar-gets shall be
filmed on each reel: one following the Reel Contents Target and one immediately following the last page (or back cover) of the
volume or issue being filmed on the reel. (Mandatory)
C.4.7.20 The Contractor shall arrange the Technical Targets for newspapers according to instructions and illustrations in ANSI/
AIIM MS 111-1994 placed at the beginning and end of each reel. (Mandatory)
C.4.7.21 These are preceded by two blank frames and followed by two blank frames.
C.4.7.22 A Technical Documentation Target shall be filmed before the Technical target sequence. In regular type, the Contractor
shall supply the following information on this target: Film type and manufacture, Reduction Ratio, Image Orientation, Number of im-
ages per frame and number of frames per roll, Film resolution, Polarity, Document size range, Average density level, and Density
range. The Library may request changes in information on this target as nationally recognized standards and guidelines and the Lib-
rary's requirements change when converting microfilm to digitized images. Contractor must consult with the COR to determine steps
to add requested post-filming information to the Technical Documentation Target and adding the Documentation Target to the Tech-
nical target sequence.
C.4.7.23 The Contractor shall insert the following targets, based on Collation Sheet information, with the issues to be microfilmed:
C.4.7.24 Title with multiple volumes, issues, parts:
C.4.7.25 Unless directed otherwise by the COR, the Contractor shall insert eye-legible targets with month name at the beginning of
each month for newspapers and periodicals.
C.4.7.26 The Contractor shall insert eye-legible targets showing the date and/or volume number and/or letter(s) whenever the year or
volume changes for serials and monographic series [See Appendix J.28]
C.4.7.27 When more than one monograph (of less than 100 pages) is on a reel, the Contractor shall insert eye-legible Title targets
(with author and title)[See Appendix J. 13] and a BIBLIOGRAPHIC RECORD target before each new title on the reel. (CAS. 1.3.5)
C.4.7.28 The Library's COR will provide instruction on internal targets for collections of material.
C.4.7.29 The Contractor shall insert VOLUME(S) MISSING TARGET as appropriate in addition to cumulated information
provided about missing or damaged issues or entire volumes as described in the GUIDE TO CONTENTS TARGET or REEL CON-
TENTS TARGET. These are eye-legible targets and are preceded by two blank frames and followed by two blank frames.
C.4.7.30 The Contractor shall insert ISSUE(S) MISSING TARGET as appropriate in addition to cumulated information provided
about missing or damaged issues as described in the GUIDE TO CONTENTS TARGET or REEL CONTENTS TARGET. These are
eye-legible targets and are preceded by two blank frames and followed by two blank frames.
C.4.7.31 PAGE(S) MISSING NOT AVAILABLE TARGET is inserted in addition to cumulated information
provided about missing or damaged pages as listed on the COLLATION SHEET or described on the REEL CONTENTS TARGET,
and is preceded by two blank frames and followed by two blank frames.
C.4.7.32 For serials, including newspapers, the Contractor shall insert a TITLE CHANGE target where masthead minor variations
and changes appear in issues of the title, as noted in the REEL CONTENTS TARGET. (See C.4.3.22 and C.4.3.32) regarding signific-
ant title changes.
C.4.7.33 The Contractor shall insert a PAGINATION INCORRECT target when publisher's errors in pagination cannot be corrected
in pencil (See C.4.3.27 and C.4.3.30).
C.4.7.34 After the last issue or volume programmed for a reel, the Contractor shall place the following targets, as appropriate, in this
sequence:
C.4.7.35 TECHNICAL TARGET is placed at the end of the reel. This target is preceded by two blank frames and followed by two
blank frames. (Mandatory)
C.4.7.36 As appropriate, CONTINUED ON NEXT REEL [See Appendix J.29] target is eye-legible without magnification and used
when a title is filmed on more than one reel.
C.4.7.37 Reel number target (same as at the beginning of the reel). [See Appendix J.8]
C.4.7.38 Title Target (same as at the beginning of the reel). (Mandatory)
C.4.7.39 END OF REEL/PLEASE REWIND target is eye-legible without magnification and is the last target on every reel. [See
Appendix J.30]. No text should be filmed or spliced following this target. (Mandatory)
C.4.7.40 There may be exceptions to the general rules for preparing and targeting materials for microfilming, especially for collec-
tions such as The U.S. Telephone Directories Collection and "Brazil's Popular Groups" (ongoing Library projects) and others. Special
instructions for such exceptions shall be given by the Library's COR, in many cases on a SPECIAL INSTRUCTIONS SHEET [See
Appendix J.31] which shall accompany the material to be microfilmed. The Contractor shall add additional items to the SPECIAL IN-
STRUCTIONS SHEET in the Contractor's offer, during the start-up period and during the contract as needed to perform the work of
the contract. Revised INSTRUCTION SHEETS shall be submitted for review and approval by the Library's COR.
C.4.7.41 Special instructions for preparation and microfilming the Library's U.S. Telephone Directory Collection.
C.4.7.42 The Contractor will be assigned a list of Telephone directory states and their cities or areas by the Library's COR. Tele-
phone directories shall be arranged in sequence according to the inventory list. [See Appendix J.41] The inventory list shall specify
the total number of volumes for a state and identify the main cities within the state.
C.4.7.43 The Contractor shall pick up all issues of a Telephone directory city at one time, unless instructed to break up a run of is-
sues due to size or length of the run to be microfilmed.
C.4.7.44 The Library may supply issues or parts of a Telephone directory run after the pick-up. Should the additional material be re-
quired for collation before the next pick-up by the Contractor, the Library will ship the material to the Contractor's site at the Library's
expense.
C.4.7.45 All years or volumes of a Telephone directory city to be processed shall be assembled at the work station. The filming se-
quence will be determined by the main cities, towns, counties or localities. All volumes shall be arranged and filmed in alphabetical
order and then in chronological order by year, starting with the earliest date and working through to the last date in the run.
C.4.7.46 The Contractor shall sort Telephone directories with white page volumes first, followed by yellow page (classified)
volumes for years in which white pages and yellow were published in separate volumes.
C.4.7.47 The Contractor shall take particular care to have an approved COLLATION SHEET which records information peculiar to
Telephone directories. [See Appendix Section J.34]. The Contractor may choose to create and use a separate, approved Telephone Dir-
ectory Collation Sheet. In addition to the COLLATION SHEET information specified above, Telephone directory COLLATION
SHEETS require the following information:
C.4.7.47a Missing pages, covers, sections (white pages or yellow pages), volumes, and years shall be noted on the COLLATION
SHEET. For Telephone directories, the Contractor shall indicate if front and/ or back cover(s) are missing.
C.4.7.47b The Contractor shall include all cities in white pages and yellow pages (classified) sections and their years for each Tele-
phone directory volume collated.
C.4.7.47c The Contractor shall note the page count for the white pages and for the yellow (classified) pages in each volume.
C.4.7.47d The name of the area of the Telephone directory, which may be a city, metropolitan area, county or some other designation
of a place.
C.4.7.48 The Contractor shall note each city, town, county or locality within each physical volume for the white pages and for the
yellow (classified) pages and the year or month and year. The Contractor may photocopy the page from the original Telephone Direct-
ory on the back of the Collation Sheet [See Appendix J.35] instead of writing all the place names of the locality when it is impractical
to list them and when they are contained in a listing that is not paginated separately for each town.
C.4.7.49 The Contractor shall also note the state if the Telephone directory is being microfilmed with listings from a different state
(this happens when a metropolitan area directory covers more than one state). This information shall be used in creating the "INDEX
OF LOCALITIES" [See Appendix J.37 [J.37A-J.37P]] for each telephone directory micro-film reel.
C.4.7.50 The Contractor shall program Telephone directory reel breaks by white pages and yellow pages or by unique section name
(e.g. residential section).
C.4.7.51 The Contractor shall number each reel sequentially for each state and the COLLATION SHEET shall show reel beginnings
and total page counts for each reel.
C.4.7.52 Covers of Telephone books shall not be repaired by the Contractor. Some may be selected for permanent retention by the
Library and if so, repairs will be done by the Library staff.
C.4.7.53 Target sequence for the U.S. Telephone Directory collection.
C.4.7.54 START target (C.4.5.2) [See Appendix J.7]
C.4.7.55 REEL NUMBER target as directed by the Library's COR. [See Appendix J.8]
C.4.7.56 IDENTIFICATION target (Mandatory) [See Appendix J. 14]
C.4.7.57 TELEPHONE DIRECTORY TITLE target (Mandatory) [See Appendix J.36]
C.4.7.58 A Telephone directory Title target shall identify the collection: "Library of Congress United States Telephone Directory
Collection, Preservation Microfilming Project."
C.4.7.59 REEL CONTENTS target (Mandatory) [See Appendix J.22]
C.4.7.60 It repeats Title Target information, and includes the entire run of the issues collated on the reel in eye-legible type, includ-
ing parts and sections, if any.
C.4.7.61 The Reel Contents targets for Telephone directories shall include:
C.4.7.62 The statement "U.S. TELEPHONE DIRECTORY [new line] COLLECTION:
REEL CONTENTS" followed by the name of the state of the directory on a new line. All this text shall be in capitals, eye legible, and
centered.
C.4.7.63 The next line shall be placed after a skipped blank line on the target, centered and shall state in capital letters "MICRO-
FILM NUMBER (o) 90/[number for the state] MicRR"
C.4.7.64 The next line shall be in capital and lower case and describe white and or yellow pages present on the reel, i.e., "White
Pages and Yellow Pages for:"
C.4.7.65 The next lines shall be centered and describe the directory place, as it appears on the first directory on the reel. The main
place name shall be in all capital letters. The date (month and/or year) of the directory shall follow the place information.
C.4.7.66 If necessary, the letters of names covered in the directory (e.g. A through ORRE), shall follow the date. [See Appendix
J.42]
C.4.7.67 Following a blank line, the next line shall be centered, in capital letters and shall state "THROUGH."
C.4.7.68 Following a blank line, the next line shall be centered and describe the directory place, as it appears on the last directory on
the reel. The main place name shall be in capital letters. The date (month and/or year) of the last directory shall follow the place in-
formation.
C.4.7.69 If necessary, the letters of names covered in the directory, e.g. ORRI through Z. shall follow the date. [See Appendix J.42]
C.4.7.70 Following a blank line, the last line shall consist of this statement: "Note: See Index of Localities for the full list of cities
covered on this reel."
C.4.7.71 BIBLIOGRAPHIC RECORD target (Mandatory) [See Appendix J.43]
C.4.7.72 The total number of reels will not be entered into the BIBLIOGRAPHIC RECORD until the entire state has been collated
and programmed. Upon completion of collation and programming the Contractor will contact the Library to report the total number of
reels so the record can be updated.
C.4.7.73 The Contractor shall create an INDEX OF LOCALITIES target [See Appendix J.37]
in regular type for all Telephone dSxzc\ones.(Mandatory) This target shall include the following information:
C.4.7.74 "INDEX OF LOCALITIES" appears at the top of each and every target of the index.
C.4.7.75 Major City on this reel with other localities: [name of city]. This appears at the top of each and every target of the index.
C.4.7.76 YEAR(S) REPRESENTED ON THIS REEL: [year(s)] This appears at the top of each and every target of the index.
C.4.7.77 White Pages/Yellow Pages shall be included unless otherwise indicated. This statement appears at the top of each and
every target of the index.
C.4.7.78 The list of place names included in the directory shall be in alphabetical order. When duplicate place names appear, the
county or state shall be added in parentheses after the appropriate place name. A space shall be left when the initial letter of the place
names changes. The names shall be in all capital letters and shall be listed in three columns.
C.4.7.79 COPYRIGHT STATEMENT TARGET with the text "COPYRIGHT MATERIAL [skip a line and add] "NOT TO BE
FURTHER REPRODUCED WITHOUT PERMISSION OF THE COPYRIGHT OWNER. THE UNITED STATES EXTENDS PRO-
TECTION TO FOREIGN WORKS BY MEANS OF VARIOUS INTERNATIONAL CONVENTIONS, BILATERAL AGREE-
MENTS, AND PROCLAMATIONS" shall be placed at the beginning of each reel in large type. (Mandatory, except for reels for Tele-
phone directories which include only white page) [See Appendix J.23]
C.4.7.80 Telephone directories shall have a disclaimer target which reads "BEST COPY FILMED AS PUBLISHED." [See Ap-
pendix J.26.] (Mandatory)
C.4.7.81 TECHNICAL TARGET (Mandatory) (C.4.7.19)
C.4.7.82 The Contractor shall place a WHITE PAGES [See Appendix J.38] or WHITE and YELLOW PAGES [See Appendix J.44]
or YELLOW PAGES [See Appendix J.39] in eye-legible type before the beginning of each of those sections in Telephone directories.
(Mandatory)
C.4.7.83 The Contractor shall use the exact form as follows for Telephone directory microfilm box labels [See also Appendix J.40.]
C.4.7.84 The Contractor shall be required to ship or return at the Contractor's expense front and back covers of Telephone director-
ies upon acceptance of microfilm by the Library.
C.4.7.85 The Contractor shall request directions for and follow special instructions when the directions in the contract or the Special
Instructions Sheet do not cover the problem presented by the material at hand.
C.4.8 PROGRAMMING REELS
C.4.8.1 Each title whose length or bibliographic division requires the use of more than one reel of microfilm shall be pro-
grammed. The Contractor shall determine image placement and the reduction ratio and the approximate number of pages that can be
accommodated on a reel.
C.4.8.2 The Contractor shall determine the pages per reel and page position.
C.4.8.3 The number of pages which will fit on a reel shall be determined by measuring the issue height in inches. Throughout the
calculations it is better to overestimate than underestimate
C.4.8.4 Measure the width of the largest issue across two pages and, using the Reduction Table [See Appendix J.32] determine if
the width falls within the range assigned for 14x reduction and 2A or 2B position or 19X reduction and 2A or 2B position. The Qual-
ity Index, described in ANSI/AIIM MS23-1998 and section 9.3 of MS 111-1994, should result in a minimum quality level of 5.0 for
the serials microfilmed by the Contractor.
C.4.8.5 The Contractor shall determine the position of the pages on the roll film. Generally the Library does not want to exceed a
19X reduction, and material should be positioned accordingly.
C.4.8.6 The Contractor shall place pages in position: 2 pages in the A (cine, vertical or portrait) or 2 pages in the B (comic, hori-
zontal or landscape) only. These 2A and 2B image positions are described and illustrated in the RLG Preservation Microfilming Hand-
book and the Preservation Microfilming, a Guide for Librarians and Archivists.
C.4.8.7 Material shall be filmed in 2A or 2B, according to the dimensions of the material.
C.4.8.8 For newspapers, generally, a tabloid size paper may be positioned in 2A but a broadside paper shall need to be positioned
in 2B to achieve 19X or less reduction. 2A is preferred since it uses the least amount of film.
C.4.8.9 Posters shall be microfilmed in 1A style when an entire reel shall consist of posters.
C.4.8.10 The Contractor shall notify the COR when preparation determines that the recommended reduction ratio exceeds 19:1 in
the 2B position unless reduction ratio and filming position have been previously established by the Contractor with the agreement of
the COR for the title being prepared.
C.4.8.11 The Contractor shall calculate the number of pages on a reel.
C.4.8.12 After a decision on the reduction and dimensions have been made, the tables appearing in RLG Preservation Microfilming
Handbook (which applies to 100' foot reels) and the Preservation Microfilming, a Guide for Librarians and Archivists (which applies
to 40 meter reels) provide the number of exposures which will fit on 90 feet (of a 100' roll) of film or 36 meters (of a 40 meter roll) of
film, the maximum amount to be loaded on one reel.
C.4.8.13 If a serial must be filmed in "B" position, the width across 2 pages is substituted for the height in the Exposure Table. The
"document length" is the height of the issue in the A position or the total 2-page width for position 2B.
C.4.8.14 The Contractor shall note that if there is no indication on the table of the number of exposures for a given height and reduc-
tion, this means that an adjacent higher reduction must be used.
C.4.8.15 Monographs less than 100 pages in length can be microfilmed on the same reel if there are other titles of less than 100
pages. The Library will group titles for pickup that it expects can be microfilmed on one reel.
C.4.8.16 Titles with 100 pages or more shall be filmed on one or, if necessary, more reels. If more than one reel is necessary, no oth-
er title shall be microfilmed with the first title.
C.4.8.17 When it is necessary to program a title on more than one reel, the reel breaks must occur at the end of a year, month, week
or day. An issue, with all its parts, must be programmed completely on one reel. A monograph must be programmed to stop at a natur-
al break: a volume, chapter or section break or at the end of a sentence.
C.4.8.18 The contractor shall submit a COLLATION RECORD with each positive roll of microfilm. This report shall include the
following bibliographic integrity factors:
C.4.8.19 No more than one title on a roll of film, with the above mentioned exceptions of short monographs or collections. The
labeled reel box and the target with bibliographic and microfilm control number information must match. Targets re-port title and oth-
er bibliographic changes.
C.4.8.20 Titles with volumes or issues on more than one reel have targets indicating continuation and reels are programmed for lo-
gical breaks between reels.
C.4.8.21 The dates of issues on the reel must match target and box label information. The report includes a check to determine that
all targets were accurately placed and filmed and that pages, volumes, illustrations, supplements, parts, or oth-er bibliographic matter
are present and in the correct order.
C.4.8.22 All dates and/or numbers of issues are filmed in chronological or numerical sequence. All pages are in numerical sequence.
Targets announcing enumeration and chronological irregularities or publisher's errors are properly located.
C.4.9 DISBINDING VOLUMES
C.4.9.1 The Contractor shall disbind bound volumes in preparation for microfilming unless directed otherwise by the Library's
COR.
C.4.9.2 Text or other information shall not be trimmed from any page as a result of disbinding. The Contractor shall discuss prob-
lems anticipated in meeting this requirement with the Library's COR and shall follow the directions provided.
C.4.9.3 Foldouts will be removed manually to insure that no text or any part of the information is lost.
C.4.9.4 The Library will provide special instructions when certain unbound material must not be cut. [See Appendix J.31A-B, Spe-
cial Instructions Sheets].
C.4.10 FILMING/IMAGING PROCEDURES
C.4.10.1 The Contractor shall prepare issues by earliest date Library material was picked up and then microfilm to provide an
archival master negative, print master and service positive copy of each roll of film within 150 days after the original issues were
picked up by the Contractor. Material designated by the COR at the time of pick up as PRIORITY shall be completed within 90 days
after the originals were picked up by the Contractor. Delays due to the Library's errors or time in responding to queries will not be in-
cluded.
C.4.10.2 Microfilm (master negative, print master and service positive) for camera ready material will be completed in ninety (90)
days.
C.4.10.3 Titles containing borrowed materials shall be completed and returned to the Library within ninety (90) days after the ori-
ginal pick up date.
C.4.10.4 Remakes will be completed on a priority basis, sixty (60) days after notification of the error.
C.4.10.5 The Contractor shall utilize only a trained camera operator to perform the actual filming of library material. A "trained op-
erator" shall know the standards for preservation microfilm, shall have had at least 6 months experience and shall follow practices de-
scribed in the RLG Preservation Microfilming Handbook and the Preservation Microfilming, a Guide for Librarians and Archivists.
C.4.10.6 The Contractor shall follow all nationally recognized standards and specifications for materials, processing, and pro-
cedures and guidelines as described in the RLG Preservation Microfilming Handbook and Preservation Microfilming, a Guide for Lib-
rarians and Archivists. Attention shall be paid to resolving problems such as "bleed-through," "show-through," poor or chan-ging con-
trast and other problems requiring special handling or care.
C.4.10.7 Filming will be done using continuous tone processing for titles specified by the COR to insure best capture of illustrated
materials with halftones.
C.4.11 Filming camera ready materials
C.4.11.1 Library will collate volumes and issues and will insert DUMMY TARGETS [See Appendix J.45] or flags (usually colored
paper) in the pagination sequence when pages, issues and volumes are wanting. Dummy Targets contain the same information as the
prepared targets for filming and have a cross (X) through the text.
C.4.11.2 DUMMY TARGETS or flags should not be filmed. They are indicators that prepared targets should be filmed in the se-
quence of pages where the DUMMY TARGETS or flags are located.
C.4.11.3 The Library will prepare all targets for filming and will indicate the target sequence when it is unique to the title. The tar-
gets that will be filmed will be included with the material for pick up by the Contractor.
C.4.11.4 The targets will be included in the box with the material and will be placed in individual folders or clipped together. They
will be grouped together by reel, in the order they will be filmed.
C.4.11.5 The Library will indicate reel breaks with DUMMY TARGETS or flags.
C.4.11.6 The Library will include all special instructions for filming, such as reduction, filming position, and any other information
as needed with the targets.
C.4.11.7 When more than one volume, issue, or item is to be filmed on a reel, the Library will include numbered item slips or flags,
showing the correct sequence. Items that are not flagged will be bundled in the correct sequence with the targets, with one bundle per
reel.
C.4.11.8 The Library may prepare borrowed items for filming. Special instructions will be included for disbinding and retention pur-
poses. A credit target [See Appendix J.15] will be filmed in the beginning of the reel or before the borrowed item to identify the lend-
ing institution. These items will be filmed on a priority basis.
C.4.11.9 The Library will disbind materials for filming or will provide instructions for disbinding and any other preparation neces-
sary to provide the best capture of materials, e.g., flattening, ironing, etc.
C.4.11.10 For extremely brittle materials the Library may enclose individual leaves of pages in Mylar sleeves. The Contractor will
film the material through the Mylar and will not remove the material from the Mylar enclosure. The Mylar will not be returned to the
Library unless specified by the COR.
C.4.11.11 The Contractor will contact the COR or the Library's Project Manager if there are any questions during filming. The ques-
tions will be resolved by the Library before the Contractor resumes filming.
C.4.11.12 The Contractor will notify the Library electronically and describe the problem. The Library will respond electronically
within the next business day.
C.4.11.13 If the problem requires new targets to be generated, the Library will send the corrected targets electronically within the next
(two) 2 business days.
C.4.11.14 General targets, e.g. PAGE(S) MISSING NOT AVAILABLE, that are omitted by the Library during preparation can be in-
serted and filmed by the Contractor after contacting the COR or the Library's Project manager and verifying the problem.
C.4.11.15 The Contractor will retain all prepared targets and material until microfilm or microfiche is accepted. The Contractor will
discard the targets and material unless otherwise instructed by the COR.
C.4.11.16 Item slips, flags and DUMMY TARGETS will remain in the material where found until the film or microfiche is accepted.
C.4.11.17 A wide variety of illustrated and textual paper-based materials may be converted to digital form. In some instances this
same material may also need to be microfilmed. Material may be bound or unbound. Most material will be in good condition and not
require special handling during the capture process. A percentage may be in brittle condition and require some additional care in hand-
ling. Special instructions form detailing the size of the original material, the number of pages/items to be scanned, and the imaging re-
quirements (i.e., bit-depth, resolution, derivatives, media, etc.) shall accompany the material at time of pick up.
C.4.11.18 The Library will disbind materials for digitization or will provide instructions for disbinding and any other preparation ne-
cessary (e.g., flattening, ironing, etc.) to provide the best capture of materials. Trained staff will perform these tasks.
C.4.11.19 Smaller items in good condition may be scanned with an automatic document feeder, provided that the process does not
damage the original material. Large or oversized material shall be imaged with an overhead scan-ner.
C.4.11.20 All items shall be imaged in correct reading order. Special instructions will be provided for items that lack natural page se-
quence.
C.4.11.21 Digital capture instructions specifying the bit depth and optical resolution will be provided at the time of pick up. Color
items will normally be imaged as 24-bit with an optical resolution of 300 dpi if material size allows. Grayscale items will normally be
imaged as 8-bit with an optical resolution of 400 dpi if material size allows. Bi-tonal items will normally be imaged as 1-bit with an
optical resolution of 600 dpi. Initial-capture shall include dynamic thresholding, or a similar feature, in order to capture both dark-
imprint typing and light-imprint penciled handwriting.
C.4.11.22 All images shall be in TIFF image file format. ITU Group IV compression shall be used for bi-tonal image files. All color
and grayscale image files shall be delivered as uncompressed TIFF's.
C.4.11.23 TIFF files shall contain exported data for standard TIFF files. The Contractor may be required to provide additional TIFF
tags containing unique project specific data, such as document name (tag 260, filename and path), artist (tag 315, contractor name) and
date/time (tag 306, date and time scanned, yyyy:mm:dd:hh:mm:ss).
C.4.11.24 A directory structure shall organize the TIFF and any requested derivative file images in a simple manner that identifies the
files. Unless otherwise specified with special instructions, file naming shall reflect correct page sequencing of the original material
(i.e. \0001.tif).
C.4.11.25 All images shall be cropped to the edge of the original material.
C.4.11.26 All images shall be de-skewed such that delivered images have a skew no more than one-half degree.
C.4.11.27 The Contractor shall be capable of producing several different derivative file formats, such as JPEG, JPEG 2000 and PDF
(either with or without hidden text). The COR will provide special instructions at the time of pick up con-cerning derivative files.
C.4.11.28 The Contractor will contact the COR or the Library's Project Manager if there are any questions during scanning. The ques-
tions will be resolved by the Library and the Contractor before the Contractor resumes scanning.
C.4.11.29 The Contractor will notify the Library electronically and describe the problem. The Library will respond electronically
within the next business day.
C.4.12 For all digital images scanned from microfilm the following specifications apply:
C.4.12a Irrespective of the polarity of the film that is provided for scanning, all delivered images shall reproduce the positive polar-
ity of the original item - paper is white and ink is black.
C.4.12b The Contractor will have the capability to crop individual pages from a single microfilm frame that contains a pair of pages
("two up") filmed in a 2A or 2B position and produce from that frame single-page images at the specified resolution. NOTE: Not ac-
ceptable is simply scanning the two-page pair, cutting the image in half and then enlarging the resulting image.
C.4.12c During microfilming operations, pages can be filmed repeatedly either by accident or intentionally with different settings in
order to optimize filming for different aspects of content. Unless directed otherwise by the COR, the Contractor shall capture all im-
ages on a reel including repeated pages, select the best image during Digital Quality Assur-ance, and then delete other representations
of the page.
C.4.12d When materials such as foldouts and maps are filmed in segments, an overlap is filmed between the adjacent sections to fa-
cilitate associating and aligning the frames. A target may be filmed preceding a sequence of segmented frames to alert the user that the
item has been filmed in segments. Each segment shall be scanned separately, and proper sequencing shall be maintained in the result-
ing scanned images.
C.4.12e The COR will specify at the time of pick up the type of delivery media required for the digital files. This refers to the Con-
tractor's initial pick-up of the materials prior to any work being performed.
C.4.12f The Contractor shall digitally image and prepare requested derivative files of items designated for scanning within 120
days after original issues were picked up by the Contractor. Material designated by the COR at the time of pick up as PRIORITY
shall be completed within 60 days after originals were picked up by the Contractor. Delays due to the Lib-rary's errors or time in re-
sponding to queries will not be included
C.4.13 BOXING, LABELING AND TRANSPORT OF COMPLETED MICROFILM AND MICROFICHE AND ORIGINAL
MATERIALS TO THE LIBRARY OF CONGRESS
C.4.13.1 The Contractor shall load microfilm on reels as described above and fastened with string and button which conform to
ANSI IT9.1-1992 and ANSI/NAPM IT9.2-1991. Microfilm shall not extend closer than 6mm (.24") from the outer edge of the reel.
C.4.13.2 Each reel of microfilm shall be boxed in a reel box no larger than 4" x 1 5/8" x 3 15/16", in accordance with ANSI
IT9.2-1991. The box must be constructed using adhesives which meet the test described in ANSI/NAPM IT9.16-1994.
C.4.13.2.1 The contractor shall provide samples of all boxes, labels, fasteners used for microfilm for the quality assurance test.
C.4.13.3 The title, control number, and date range found on the master negative box label must be legibly recorded in pencil (2.5 or
higher) on the string and button strip (or "button-and-tie" strip) wrapped on each reel of each generation of mi-crofilm produced.
C.4.13.4 All reel box labels must comply with ANSI/NAPM IT9.16-1994, contain all information in English, and contain the inform-
ation in Appendix J.33 [J.33A-J.33C], Newspaper Reel example and Periodical Reel example in this order:
C.4.13.4a Microfilm control number
C.4.13.4b For reels with more than one monograph on a reel use the range of microfilm control numbers if they are sequential, or list
of microfilm control numbers if they are not sequential. [See Appendix J. 12]
C.4.13.4c Next lines for newspapers
C.4.13.4d Name of country (use MARC tag 752 subfield a), if not U.S., followed by a period and name of City (use MARC tag 752
subfield d) followed by a period
C.4.13.4e Name of State (use MARC tag 752 subfield b), if U.S., followed by a period and Name of City (use MARC tag 752 subfield
d) followed by a period.
C.4.13.4f Title (use MARC tag 246) in uppercase, underlined.
C.4.13.4g Month, day and year range of issues on the microfilm. The Contractor shall use date ranges in same style as in the REEL
CONTENTS target (C.4.7.7) [See Appendix J.21].
C.4.13.4h Next lines for periodicals and other serials.
C.4.13.4i Title (use MARC tag 245) of periodical in uppercase (not underlined).
C.4.13.4j The name of the city (use MARC tag 260) appearing underneath.
C.4.13.4k If U.S. origin, followed by the state.
C.4.13.4l If not U.S. origin, followed by the country.
C.4.13.4m Range of volume numbers, or for partial volumes, the volume number and range of issues.
C.4.13.4n Range of dates on the reel: if daily, month, day and year range; if monthly, month and year range; if annual, the range in
years. The Contractor shall use date ranges in same style as in the reel contents target (C.4.7.7) [See Appendix J.21]
C.4.13.4o Next lines for official government publications.
C.4.13.4p Name of country or corporate body issuing the official publication (use the corporate body, if given, exactly as in MARC
tag 110).
C.4.13.4q Title appearing underneath, in uppercase letters (use title from MARC tag 245).
C.4.13.4r The name of the city (use place of publication from MARC tag 260).
C.4.13.4s If not U.S. origin, followed by the country.
C.4.13.4t The range of months, dates and years appearing on the reel followed by the range of volume and issue numbers. For partial
volumes, the volume number and range of issue numbers. All information in English.
C.4.13.4u Last line shall indicate copy of microfilm in uppercase letters: "ARCHIVAL" or "PRINT MASTER" or "SERVICE
COPY."
C.4.13.5 Each reel box shall be labeled with the number of microfilm feet and the number of exposures on the reel, in the lower
right hand comer of the label.
C.4.13.6 The Contractor shall use yellow labels for boxes containing master negatives (archival copies), pink labels for boxes contain-
ing printing negatives and white labels for boxes containing positive service copies of microfilm.
C.4.13.7 The label shall be affixed on one of the two short sides without a flap of the reel box.
C.4.13.8 The Contractor shall ship the master negative reels and master negative microfiche separately from the printing negative
and service copy (positive/negative) reels and microfiche. All reels and microfiche shall be shipped at the Contractor's expense. Indi-
vidual shipping containers and their contents should not exceed more than fifteen (15) pounds in weight.
C.4.13.9 The microfilm and microfiche shall be shipped to Attention: Mr. Melvin A. Mumford Jr., Preservation Microfilming COR ,
Preservation Reformatting Division, Library of Congress, Logistics Services, 1701 Brightseat Road, Landover, MD 20785.
C.4.13.10 Print copies of Quality Inspection Reports shall be shipped with the master negative microfilm reels and microfiche. The
MS ACCESS version [compatible with the Library's version to meet current Library system(s) standards] of the Quality Inspection
Report shall be forwarded via email to the COR at the time microfilm or microfiche is shipped.
C.4.13.11 Collation Records shall be shipped with positive service copy microfilm reels and microfiche.
C.4.13.12 Each shipment group shall be numbered sequentially. The master negative and copies shall have the same shipment num-
ber, although the Contractor may distinguish with additional number or letters a box of master negative reels from their copies. The
shipment number shall appear on the invoice identifying work completed and billed.
C.4.13.13 The Contractor shall send a notice in writing (by e-mail, FAX or letter) to the Library's COR that the Contractor made a
shipment within one day of the shipment date.
C.4.13.14 The Contractor shall retain the material until inspection of the film is completed, unless directed in advance to return the
original materials to the Library at the same time microfilm or microfiche is shipped.
C.4.13.15 Each shipment shall contain a shipping list [See Appendix J.46] detailing at the reel level the contents of the shipment. In-
formation provided shall include the contract number, shipment number, title as found on reel label, control number, place of publica-
tion information as found on reel label, reel number, contents (enumeration and/or chronology), number of issues on the reel, number
of pages on the reel, number of frames on the reel, and the type of material on the reel. The number of reels, issues, pages and frames
of each title should be totaled. Totals for each title should be combined for a shipment grand total.
C.4.13.16 The shipping list shall be provided to the COR in both printed and MS ACCESS compatible form. The printed shipping list
shall accompany the material. The MS ACCESS compatible shipping list will be forwarded via email to the COR at the time the ma-
terial is shipped.
C.5 TESTING AND QUALITY ASSURANCE
C.5.1. Quality review by the Contractor of microfilmed material shall be documented with a QUALITY REVIEW INSPECTION RE-
PORT [See Appendix J.47] for each reel and shall be delivered to the COR in both printed and MS ACCESS com-patible forms.
C.5.2 This report form shall include the following data elements: title, date range on reel, volume/issue range on reel (if applicable),
control number, reel number, date of inspection, inspector's initials, image orientation, western or Asian reading order, reduction ratio,
resolution of the beginning and ending resolution targets, maximum density of the beginning and ending resolution targets, individual
image background maximum density readings, image background density averages for titles/reels, minimum density, resolution read-
ings, information and number of exposures, number of exposures to be billed (excludes uninten-tional second exposures) and other
technical factors and comments.
C.5.2a Date microfilm was processed and date the film was tested for residual thiosulfate (using the methylene blue test) and other
chemicals. Results of the tests.
C.5.2b Minimum density of master negative film shall not be higher than 0.10. Report results of two readings per roll test using a
densitometer which is calibrated before every use.
C.5.2c Minimum density for the second negative shall meet the film manufacturer's recommendation. Results of one reading per roll.
C.5.2d Minimum density for the microfilm positive film shall be less than 0.15. Results of one reading per roll.
C.5.2e Two maximum density readings shall be taken of background areas of the image representative of the background on which
the text appears. No text or clear part of the film shall be included in the area being read. The maximum density for the master negat-
ive should range between 0.90 and 1.30, based on the contrast of original materials. Readings on a reel shall not vary more than 0.20.
The readings shall be recorded.
C.5.3 The technical target (ISO Resolution Test Chart No. 2) shall be filmed in its proper location at the beginning and end of every
reel filmed. A test result of a quality index minimum quality level of 5.0 is mandatory for the positive print. See ANSI/AIIM MS
111-1994 and MS23-2004. Report result on the form.
C.5.4 Every roll of master negative shall be inspected frame by frame for visible defects over a light box. The test result shall include
the inspector's name. Every roll of the second negative and the positive film must be in-spected to ensure that it is legible and free of
defects.
C.5.5 All images will be legible, complete, and reproducible. Intentional second exposures for the capture of advertisements will be
kept to a minimum. Focus and contrast will be acceptable for each frame.
C.5.6 Prior to each digital capture session the capture device being used shall be benchmarked for image quality using standard tech-
nical targets such as the RIT Alphanumeric Test Object and the AIIM Scanner Test Chart #2, or by the object-level target specified in
the Federal Agencies Digitization Guidelines Initiative (FADGI) document: Technical Guidelines for Digitizing Cultural Heritage
Materials: Creation of Raster Image Master Files. 2010. p.34-39 ht-
tp://www.digitizationguidelines.gov/guidelines/FADGI_Still_Image-Tech_Guidelines_2010-08-24.pdf or its successor document. The
targets shall be evaluated by an experienced technician and/or by software analysis for spatial resolution, character fidelity, and tonal
re-production in the relevant 1-bit, 8-bit grayscale and 24-bit color modes.
C.5.7 INSPECTION AND CORRECTION OF MICROFILM
C.5.7.1 Microfilm reels and microfiche shall be reviewed individually by Library of Congress staff or by the Quality Review Con-
tractor as specified by the Library, for accuracy and completeness.
C.5.7.2 Errors which shall reduce the life or usability of the microfilm shall be returned to the Contractor for correction.
C.5.7.3 Errors which result in the inability of the end-user to view complete, legible pages on the positive microfilm or microfiche
or in the inability of the end-user to obtain reproducible eye-readable copy using a microfilm reader printer in good condition shall be
returned to the Contractor for correction. The Library may ask the Contractor to inspect the original collated issues or the newspaper
record with the COR to determine the cause of certain problems originally deemed errors.
C.5.7.4 Framing shall be consistent and regular with the title, with no more that 2% skew or 2 from parallel with the longitudinal
axis of the film.
C.5.7.5 Spacing shall be consistent in frame-to-frame distance.
C.5.7.6 On the 100-foot rolls, unless directed by the COR, only 90 feet shall be used for targets, prefatory matter and text or images.
On reels with 40 meters of film, only 37 meters shall be used for targets, prefatory matter and text or images. The positive film must
have a leader of at least 20 inches in length.
C.5.7.7 Storage reels should be "square-square" for universal mounting on spindles, never square-round.
C.5.7.8 All generations of microforms must be free of scratches, gouges, blemishes, dust, dirt, fingerprints and other defects.
C.5.7.9 The second negative and positive rolls shall have no splices. All incorrect or defective frames or images shall be removed
from the master negative. Refilming shall include at least two full frames preceding and succeeding the frames being reshot. The re-
takes shall be spliced into the master negative where those pages should have appeared. All splices must be ultra-sonic welds or
splices. There shall be no more than 6 splices per roll of master negative film and there shall be more than 6 inches between splices;
no splices shall appear between the technical target and the first 10 frames of text. The Quality Inspection Report shall include the
number of splices, if any, and their location on the master negative. The inspector of the second negative and the positive film shall
certify that there are no splices on the roll.
C.5.7.10 The Library will return to the Contractor the master negative reels of microfilm or microfiche which did not pass inspection.
The Contractor shall correct all errors identified by Library staff or the Quality Review Contractor at no additional cost to the Library,
before an item is accepted. If samples from shipments of microfilm contain errors, the entire shipment may be returned for a second
quality review, corrections and Quality Inspection Report by the Contractor. All corrected film/microfiche and replacement printing
masters and service copies will be shipped to the Library at the Contractor's expense.
C.5.7.11 Filming errors due to incorrect information supplied by the Library or incorrect preparation done by the Library will be
charged to the Library: this will not be an additional charge, but will come out of the already obligated funds for the task order.
C.5.7.12 Corrected film shall be reviewed for quality and shall have a new Quality Inspection Report from the Contractor.
C.5.7.13 Once the microfilm or microfiche for a title has been accepted by the Library the collated originals and duplicates shall be
disposed of as instructed by the Library's COR.
C.5.7.14 The Contractor shall ship at the Contractor's expense the original or illustrated material selected for permanent retention by
the Library to the COR: Preservation Microfilming COR [contract number], Preservation Reformatting Division, Library of Congress,
20540-4550. The material should be wrapped and packed so that the material shall not be damaged.
C.5.7.15 The Contractor may choose to return material for permanent retention by the Library when the Contractor is picking up more
material for microfilming, if the pick up occurs within 30 days after the microfilm has been accepted by the Library.
C.5.7.16 All material for disposal shall be destroyed; it cannot be given away or sold. The Library's COR will direct the Contractor to
return material borrowed from another institution in advance of, or upon the pick up of the material.
C.5.8 REPLACEMENT MICROFILM
C.5.8.1 The Contractor will duplicate microfilm to create new microfilm meeting the standards set forth described above. Some film
to be duplicated may be fragile or damaged. Some film may be acetate or polyester base.
C.5.8.2. In some instances, master negatives and /or duplicate negatives may be sent to a contractor to produce positive service cop-
ies or duplicate negatives within 30 days, returning the master negatives to the Library of Congress via contractors vehicle.
C.5.8.3 The Contractor will create 35mm negative film from 16 mm or 35 mm negative film.
C.5.8.4 The Contractor will create 35 mm positive film from 16 mm or 35 mm negative film.
C.5.8.5 The Contractor will create 16 mm negative or positive film from 16 mm negative or positive film.
C.5.8.6 The Contractor will create negative or positive microfiche from negative or positive microfiche.
C.6 APPLICABLE DOCUMENTS/INFORMATION
C.6.1 START-UP PERIOD, CLEAN-UP PERIOD
C.6.1.1 The Contractor shall have a four-week start-up period after the award of the contract to perform the work on a sample title.
During this four-week start-up period, the Contractor is required to attend orientations with Library staff.
C.6.1.2 The Contractor shall provide sample reels or sample microfiche of filmed material and targets, and corresponding Col-
lation Records for titles selected and provided by the Library which shall fill at least one (1) reel but not more than three (3) reels and
one (1) microfiche and no more than three (3) microfiche. This sample material shall be pre-pared and microfilmed and the microfilm
or microfiche will be accepted by the Library's COR after a successful inspec-tion and approval of the reels of microfilm or mi-
crofiche.
C.6.1.3 Master negative, printing negative and service positive reels shall be boxed, labeled, and shipped to the Library's COR in
the manner specified in the contract.
C.6.1.4 The Contractor shall include an invoice for microfilm work electronically and/or on paper. Payment will take place upon
approval of the invoice format and content, and after the microfilm, boxes, and labels, and microfiche have been reviewed and accep-
ted by the Library.
C.6.2 MANDATORY POLYSULFIDE TREATMENT
The Library desires Polysulfide treatment of only the silver-gelatin archival master negative microfilm to convert the silver to silver
sulfide. When treatment is required, the Contractor shall include results from two tests described in ANSI/NAPM IT9.15-1993, Amer-
ican National standard for Imaging Media (Photography) - The Effectiveness of Chemical Conversion of Silver J mages
Against Oxidation - Methods for Measuring after completing the polysulfide treatment in the applicable monthly report.
Section D - Continuation Sheet
D Packaging and Marking
SECTION D - PACKAGING AND MARKING
D.1 Payment of Postage Fees:
All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting
Officers Representative (COR) or other persons designated to receive, shall be paid by the Contractor.
D.2 Markings:
All information submitted to the CO or the COR or other Library personnel designated to receive deliverables shall clearly indicate the
following information:
a. Agency/Requiring LOC Service Unit and MAIL STOP/Room Number
b. Description of information/data being submitted
c. Contract Number
d. Contractor Name and Address
D.3 SCHEDULING DELIVERIES:
It is the responsibility of the vendor to insure that arrival of shipments and pickups at the Library occur between the hours of 7:00 a.m.
and 3:30 p.m., Monday through Friday excluding Federal holidays.
Non-government vehicles with direct deliveries to the LC Capitol Hill campus from commercial vendors that are not coming through
the US Postal Service or commercial express mail (i.e. FedEx, DHL, UPS) must report to the U.S. Capitol Police (USCP) Off-Site De-
livery Center (OSDC) at 4700 Sheppard Parkway S.W. for initial screening. The USCP must be notified 24 hours in advance about
potential shipments so that they can carry out background checks on the drivers and the delivery companies.
All vendors delivering materials to the Library are responsible for providing vehicle and driver information to the USCP 24 hours pri-
or to the scheduled delivery date. If this information is not provided to USCP a minimum of 24 hours in advance, the driver will be
denied access to the OSDC and the materials will not be delivered.
On the day of delivery, the driver should report to the OSDC, and provide:
Picture ID, and
Bill of lading with a Library of Congress contact name and telephone number.
All vehicles will be offloaded, screened and logged into the Capitol Police tracking system. Once cleared, vehicles will report to D
Street and Delaware Avenue S.W. to gain access to LC Loading Dock. Deliveries will not be accepted unless the vehicles have been
processed at the Off-Site Delivery Center.
D.4 Place of Delivery:
Supplies and/or services shall be delivered F.O.B. destination to:
Library of Congress
PRD
Freight Services
Madison Building Loading Dock
100 C Street SE
Freight Services telephone: 202-707-5558
Section E - Continuation Sheet
E Inspection and Acceptance
E.1 Contractor Responsibility
The Contractor is responsible for the day-to-day inspection and monitoring of the Contractor work performed to ensure compliance
with contract requirements. The results of all contractor quality control inspections conducted shall be documented on inspection re-
ports and provided to the COR, as requested. All work performed under this contract shall be of the highest quality and in keeping
with the best practices of the industry.
E.2 Inspection and Acceptance
Inspection and acceptance under this contract will be in accordance with paragraph (a) Inspection and Acceptance of FAR 52.212-4
Contract Terms and Conditions - Commercial Items (Sep 2013). See Section I.2 for details.
Section F - Continuation Sheet
PERIOD OF PERFORMANCE
ITEM START END
1 09/30/2014 09/29/2015
2 09/30/2015 09/29/2016
3 09/30/2016 09/29/2017
4 09/30/2017 09/29/2018
5 09/30/2018 09/29/2019
F Deliveries or Performance
SECTION F - DELIVERIES OR PERFORMANCE
F.1 Term of Contract
The term of the contract consists of one twelve month Base Year and four twelve month Option Years. The Library of Congress may
unilaterally exercise each Option Year in accordance with LOC 52.217-9 - "Option to Extend the Term of Contract." See Section I.2
for details.
F.1.1 Contract Clauses Incorporated by Reference
NOTICE: The following solicitation provisions and/or contract clauses pertinent to this section are hereby incorporated by reference
FEDERAL ACQUISITION REGULATION (48 CFR CHAPTER 1)
52.242-15 STOP WORK ORDER AUG 1989
52.242-17 GOVERNMENT DELAY OF WORK APR 1984
52.247-34 F.O.B. DESTINATION NOV 1991
F.2 Period of Performance
The Period of Performance of this contract is as follows:
Base Year: September 30, 2014 - September 29, 2015
Option Year I: September 30, 2015 - September 29, 2016
Option Year II: September 30, 2016 - September 29, 2017
Option Year III: September 30, 2017 - September 29, 2018
Option Year IV: September 30, 2018 - September 29, 2019
F.3 DELIVERABLES
F.3.1 Procedures Manual: Within the framework of contract specifications and requirements, the Library's COR and the Contractor
shall work together at the outset of the contract and throughout the contract period to identify and make additions and/or changes and
to draft guidelines, procedures, forms, flags, etc., needed to enable prepar-ation and filming tasks to be performed as accurately and ef-
ficiently as possible. The Library reserves the right to review these procedures and to make any necessary changes or corrections. The
Contractor and the Library shall work together to share information and answer routine questions. The Library reserves the right to re-
tain a copy of the Manual at the conclusion of the contract.
F.3.2 Sample Reel: During the start-up period, the Contractor shall provide sample reels of one of the Library's monographs and a
periodical or newspaper title for 100% inspection by the Library of Congress. The Contract-or shall resolve problems with workflow
and with the reels before commencing with additional microfilming of titles.
F.3.3 Bibliographic documentation and Collation Records for completely collated titles shall be delivered to the COR for quality re-
view with the microfilm.
F.3.4 Preservation microfilm of specified titles and issues provided by the Library. The microfilm shall conform to the standards for
filming quality and permanence as described in ANSI/AIIM MS 23 and MSI 11-1994.
F.3.5 The master negative, negative copy and positive copy microfilm shall be 35mm silver-halide roll microfilm. The copies shall be
made in compliance with standards described in Section C.3.1.
F.3.6 Completed Quality Review Inspection Forms for each archival microfilm reel or microfiche shall accompany the microform in
its shipment.
F.3.7 Original materials shall be disposed of or returned to the Library according to instructions by the Library's COR.
F.3.8 Management reports shall be submitted monthly and are due five (5) working days after the end of the month.
F.3.9 An annual report (Oct. 1 -Sept. 30) shall be delivered within 10 days of the Government's Fiscal Year End (September 30).
F.3.10 Final report shall be delivered within 15 days of contract completion.
F.3.10a The Contractor shall send a notice in writing (by e-mail, FAX or letter) to the Library's COR that the Contractor made a ship-
ment within one day of the shipment date.
F.3.10b The Contractor shall retain the material until inspection of the film is completed, unless directed in advance to return the ori-
ginal materials to the Library at the same time microfilm or microfiche is shipped.
F.3.10c Each shipment shall contain a shipping list [See Appendix J.46] detailing at the reel level the contents of the shipment. In-
formation provided shall include the contract number, shipment number, title as found on reel label, control number, place of publica-
tion information as found on reel label, reel number, contents (enumeration and/or chronology), number of issues on the reel, number
of pages on the reel, number of frames on the reel, and the type of material on the reel. The number of reels, is-sues, pages and frames
of each title should be totaled. Totals for each title should be combined for a shipment grand total.
F.3.10d The shipping list shall be provided to the COR in both printed and MS ACCESS compatible form. The printed shipping list
shall accompany the material. The MS ACCESS compatible shipping list will be forwarded via email to the COR at the time the ma-
terial is shipped.
F.3.11 MANAGEMENT REPORTS
F.3.11.1 The Contractor shall submit monthly reports electronically and by paper copy with the same statistical information required
at the end of the fiscal year, and in the final report. The Contractor will submit reports in a format and version as directed and accord-
ing to examples supplied by the Library.
F.3.11.2 Statistics on status of titles shall be accumulated monthly and are due five (5) working days after the end of the month. For
each title microfilmed, the monthly and final report shall include the following information:
F.3.11.3 All of the reported information about the titles will be grouped by the custodial division that originally held the material. All
information will be listed by the title and will show subtotals for each group. The cus-todial division will be identified by the Library.
(See C.4.1.7).
F.3.11.4 The enumeration of volumes and/or years, and issue numbers picked up, and the pick up date.
F.3.11.5 The total number of volumes or issues picked up
F.3.11.6 The enumeration of volumes and/or years, the issue numbers, and the number of pages prepared and date of preparation
F.3.11.7 The number of pages microfilmed, the number of exposures produced, and the number of exposures billed (total number of
exposures minus unintential second exposures).
F.3.11.8 The number of archival reels and/or microfiche that were sent to the Library and the cost (with a subtotal by custodial divi-
sion)
F.3.11.9 The shipment number and the date the Quality Inspection Reports and the archival reels and/or microfiche were sent to the
Library
F.3.11.10 The date the Collation Records and the service reels and microfiche and printing reels and microfiche were sent to the Lib-
rary
F.3.11.11 The number and nature of target and other corrections which were necessary,
F.3.11.12 The date corrected microfilm and microfiche was approved.
F.3.11.13 The Contractor shall submit an annual report including a cumulative summary of statistics and a narrative sum-mary cover-
ing problems overcome, problems not yet resolved, recommendations for ways to improve the accuracy, effi-ciency, or speed of any
part of microfilming projects workflow. The Contractor shall submit the annual report within ten (10) days of the Government's Fiscal
Year End (September 30)
F.3.11.14 The Contractor shall submit a final report within fifteen (15) days of contract completion. The Contractor shall in-clude a
summary (not to exceed 500 words) of major accomplishments in the final report.
F.3.12 As part of the development of work flow and procedures during the start-up period the Contractor shall develop and write a
new Procedures Manual for its work for the Library within 6 weeks after the award of the contract, and shall make additions and/or
changes to the manual during the period of performance. The Library reserves the right to review these procedures and to make any
necessary corrections.
F.4 Delivery schedule:
Monthly Report due 10 days after the last day of the report month.
Annual report - Due 10 working days after September 30.
Section G - Continuation Sheet
G Contract Administration Data
SECTION G - CONTRACT ADMINISTRATION DATA
G.1 Contract Administration
(a) This contract will be administered by:
Jaime Somers
Contract Specialist
The Library of Congress
Office of Contracts and Grants Management
101 Independence Ave. SE
Washington, DC 20540-9411.
Phone: (202) 707-0831; Fax: (202) 707-8611; Email: jaso@loc.gov
Vidya Vish
Contract Officer
The Library of Congress
Office of Contracts and Grants Management
101 Independence Ave. SE
Phone: (202) 707-9394; Fax: (202) 707-8611; Email: vvis@loc.gov
(b) Contracting Officer Representative (COR)
The designated COR for this contract is:
*Released at time of Contract Award*
Library of Congress
101 Independence Avenue, SE.
(c) Copies of all correspondence concerning contract shall be provided to the CO at the above address and shall make reference to the
contract number.
G.2 Contracting Officer's Authority
G.2.1 Contracting Officer: The CO is the only person authorized to issue amendments and modifications to the solicitation/contract,
approve changes in any of the requirements under the solicitation/contract, or obligate funds. Notwithstanding any clause/provision
contained elsewhere in this contract, the authority to modify the contract remains solely with the CO. If the Contractor makes any
contract changes at the direction of any person other than the CO, the change will be considered to have been made without authority
and no adjustment will be made in the contract price to cover any increases in charges that may result. The CO has the authority to
perform any and all post-award functions in administering and enforcing the contract in accordance with its terms and conditions.
G.2.2 The Contractor shall submit any requests for modification of this contract to the CO with a copy of the request to the appointed
COR.
G.2.3 Contracting problems of any nature that may arise during the life of the contract must be handled in conformance with very spe-
cific public laws and regulations, including, but not limited to, the Federal Acquisition Regulation provisions in this contract. Only
the CO is authorized to formally resolve such problems. Therefore, the COR and the Contractor shall bring unresolved contractual
problems to the immediate attention of the CO.
G.3 Contracting Officer's Representative
G.3.1 The COR will be responsible for the technical administration of this contract. The responsibilities of the COR include but are
not limited to:
(a) Developing the technical requirements.
(b) Evaluating Contractor submitted reports for technical sufficiency.
(c) Providing the technical direction during the performance of this contract.
Technical direction includes:
(i) Direction to the Contractor to assist him/her in accomplishing the PWS or SOW;
(ii) Comments on and approval of reports or other deliverables.
(d) Monitoring the Contractor's performance under the contract.
(e) Inspecting and accepting all deliverables.
(f) Conducting periodic reviews to ensure compliance with the contract terms and conditions.
(g) Advising the CO of any factors that may cause delay in performance of the work.
G.3.2 Technical direction must be within the scope of the contract's Statement of Work. The COR does not have the authority to issue
technical direction which:
(a) Institutes additional work outside the scope of the contract;
(b) Constitutes a change;
(c) Causes an increase or decrease in the estimated cost of the contract.
(d) Alters the period of performance.
(e) Changes any of the other express terms or conditions of the contract.
G.3.3 Technical direction will be issued in writing by the COR or confirmed by him/her in writing within five (5) calendar days after
verbal issuance.
G.3.4 The COR shall provide no supervisory or technical instructional direction to the Contractor's personnel.
G.4 Invoice and Payment Provisions
All invoices shall be prepared in accordance with FAR 52.232-25. The designated payment office is the Office of the Chief Financial
Officer at accountspayable@loc.gov.
G.5 CONTRACT ADMINISTRATOR *To be filled in at time of contract award*
The Contractor shall designate one individual to be contacted during the period of the contract for prompt contract administration.
Name:
Phone:
Email:
Section H - Continuation Sheet
H Special Contract Requirements
SECTION H - SPECIAL CONTRACT REQUIREMENTS
H.1 Interpretation of Contract Requirements
No interpretation of any provisions of this contract, including applicable specifications, shall be binding on the Library unless fur-
nished or agreed to in writing by the CO.
H.2 Use of Library of Congress Name or Contractual Relationship in Advertising
The Contractor agrees not to refer to awards or contracts with the Library in commercial advertising in such a manner as to state or
imply that the products or services provided are endorsed or preferred by the Library or is superior to other products or services. The
Contractor also agrees not to distribute or release any information which states or implies that the Library endorses, uses, or distributes
the Contractor's products or services.
H.3 News Releases
No news releases pertaining to this contract will be made without agency approval, as appropriate, and then only upon written approv-
al received from the Contracting Officer
H.4 SECURITY REQUIREMENTS
H.4.1 Collections Security
H.4.1.1 Policy. The Library is a public institution responsible for making its resources (collections and staff) available to the Con-
gress and the American people. To achieve a balance between access and security, the Library requires everyone (staff, visitors, in-
terns, contractors, etc.), to always use due diligence and protect its assets during use.
H.4.1.2 Access to the Collections. Physical access to Library collections is limited to staff and/or determined by the host LS office.
In addition, established requesting processes in the various readings rooms must be followed.
H.4.1.3 Loan Privileges. Borrowing materials for personal use from the Library's collections is limited to regular Library staff, in-
cluding full- and part-time staff in permanent, conditional, indefinite, or temporary status. Loans for internal use, Library work-re-
lated purposes, are allowed for both employees and non-employees.
H.4.2 Physical Security
H.4.2.1 Policy. Access to Library buildings and grounds is governed by the provisions of Library of Congress Regulations, Series
1800. Employees and non-employees must comply with these and any other requirements and restrictions which the Library, or a sub-
element of it may impose.
H.4.2.2 Loan of Library Property. All loans of Library property must be approved and documented by the host Library Services of-
fice. A library "General Pass" (Form LW 12/54 (rev2/88)) for property must be completed for each loan.
H.4.2.3 Liability - Loss or Damage of library Property. Use or loan of all Library property and signature on this contract means that
the user acknowledges and agrees to: (a) return all U.S. Government items and property issued in the same condition as borrowed ; (b)
accept responsibility and liability for the negligent loss or damage of issued or borrowed Library property; and (c) use the loaned
property for Library purposes and not loan such property to any other person.
H.5 Copyright
Digital copies will not be considered to have a copyright separate and apart from any copyright subsisting in the underlying materials.
LC retains rights over all originals provided under this contract and retains rights over all digital copies produced under this contract.
The vendor must return all originals and digital copies to the Library at the conclusion of the contract and is prohibited from retaining
any images or copies of the materials for any further uses.
Section I - Continuation Sheet
I Contract Clauses
I.1 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)
This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon re-
quest, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this
address: www.arnet.gov/far/
NUMBER TITLE DATE
52.203-3 GRATUITIES APR 1984
52.204-4 PRINTING/COPYING DOUBLE-SIDED
ON RECYCLED PAPER
MAY 2011
52.212-4 CONTRACT TERMS AND CONDITIONS
- COMMERCIAL ITEMS
SEP 2013
52.225-25 PROHIBITION ON CONTRACTING
WITH ENTITIES ENGAGING IN CER-
TAIN ACTIVITIES OR TRANSACTIONS
RELATING TO IRAN REPRESENTA-
TION AND CERTIFICATIONS
DEC 2012
52.227-1 AUTHORIZATION AND CON-
SENT
DEC 2007
52.227-2 NOTICE AND ASSISTANCE REGARD-
ING PATENT AND COPYRIGHT IN-
FRINGEMENT
DEC 2007
52.227-14 RIGHTS IN DATA - GENERAL DEC 2007
52.232-25 PROMPT PAYMENT JUL 2013
52.233-1 DISPUTES JUL 2002
52.242-13 BANKRUPTCY JUL 1995
52.245-1 GOVERNMENT PROPERTY APR 2012
52.245-9 USE AND CHARGES APR 2012
52.253-1 COMPUTER GENERATED FORMS JAN 1991
I.2 Additional Library of Congress Clauses
(a) FAR 52.212-4, Contract Terms and Conditions Commercial Items (Sep 2013). The clause is modified as follows:
(1) The reference in section (d) to the Disputes clause at FAR 52.233-1 refers to the clause as modified by the Library.
(2) The references in section (g)(2) and (i)(2) to the Prompt Payment Act (31 U.S.C. 3903) and prompt payment regulations at 5
C.F.R. part 1315 refer instead to the Prompt Payment clause at FAR 52.232-25 as modified by the Library.
(b) FAR 52.233-1, Disputes (Jul 2002). To reflect the provisions of the Legislative Branch Appropriations Act, 2008 (Pub. L.
110-161, div. H., title I, 1501, Dec. 26, 2007, 121 Stat. 2249, 31 U.S.C. 702 note), the clause is modified as follows:
(1) The amount in sections (c), (d)(2)(i), and (e) is $50,000 instead of $100,000.
See also regulations of the Government Accountability Office Contract Appeals Board at 4 C.F.R. part 22.
(c) FAR 52.232-25, Prompt Payment (Jul 2013). The Library of Congress is not an agency subject to the Prompt Payment Act.
31 U.S.C. 3901(a)(1). The clause is modified as follows:
(1) The following new paragraph (iv) is added to the conditions for paying interest penalty payments in section (a)(4): (a)(4)(iv)
The contract or purchase order contained a provision that expressly required the Library of Congress to pay an interest penalty.
(2) The reference in section (a)(5)(ii) to the Disputes clause at FAR 52.233-1 refers to the clause as modified by the Library.
(3) Section (a)(6) is replaced with the following: Interest penalty payments shall be handled in accordance with the Prompt Pay-
ment clause at FAR 52.232-25 as modified by the Library.
(4) Section (b) relating to Contract Financing Payment is deleted.
(d) FAR 52.212-5, Contract Terms And Conditions Required To Implement Statutes Or Executive Orders Commercial Items
(September 2013). The clause is modified as follows:
(1) The Librarian of Congress (or his designee) has the same rights and access as the rights and access provided to the Comptroller
General in FAR 52.212-5.
The Contractor shall comply with the following clauses, unless the circumstances do not apply:
I.2.1 LOC 52.217-8 Option to Extend Services (Nov 1999) As Modified by the Library of Congress (Jun 2009)
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 six (6) months. The Contracting
Officer may exercise the option by written notice to the Contractor within 30 days prior to the expiration of this contract.
I.2.2 LOC 52.217-9 Option to Extend the Term of the Contract (Mar 2000) As Modified by the Library of Congress (Jun
2009)
(a) The Government may extend the term of this contract by written notice to the Contractor within 60 days of the expiration date;
provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the con-
tract 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 5 years, 6 months, as
stated in section F.
I.2.3 FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive OrdersCommercial Items.
(Jan 2014)
(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this con-
tract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial items:
(1) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).
___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).
(2) 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553).
(3) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L. 108-77, 108-78).
(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incor-
porated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial
items:
[Contracting Officer check as appropriate.]
_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Sept 2006), with Alternate I (Oct 1995) (41 U.S.C. 253g
and 10 U.S.C. 2402).
__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251
note)).
__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (June 2010) (Section 1553
of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)
__ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2013) (Pub. L. 109-282) (31 U.S.C.
6101 note).
__ (5) 52.204-11, American Recovery and Reinvestment ActReporting Requirements (Jul 2010) (Pub. L. 111-5).
__ (6) 52.209-6, Protecting the Governments Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for
Debarment. (Aug 2013) (31 U.S.C. 6101 note).
__ (7) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Jul 2013) (41 U.S.C. 2313).
__ (8) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (May 2012) (section 738 of Division C of Pub. L.
112-74, section 740 of Division C of Pub. L. 111-117, section 743 of Division D of Pub. L. 111-8, and section 745 of Division D of
Pub. L. 110-161).
__ (9) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Nov 2011) (15 U.S.C. 657a).
__ (10) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Jan 2011) (if the offeror elects to
waive the preference, it shall so indicate in its offer) (15 U.S.C. 657a).
__ (11) [Reserved]
__ (12)(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2011) (15 U.S.C. 644).
__ (ii) Alternate I (Nov 2011).
__ (iii) Alternate II (Nov 2011).
__ (13)(i) 52.219-7, Notice of Partial Small Business Set-Aside (June 2003) (15 U.S.C. 644).
__ (ii) Alternate I (Oct 1995) of 52.219-7.
__ (iii) Alternate II (Mar 2004) of 52.219-7.
__ (14) 52.219-8, Utilization of Small Business Concerns (Jul 2013) (15 U.S.C. 637(d)(2) and (3)).
__ (15)(i) 52.219-9, Small Business Subcontracting Plan (Jul 2013) (15 U.S.C. 637(d)(4)).
__ (ii) Alternate I (Oct 2001) of 52.219-9.
__ (iii) Alternate II (Oct 2001) of 52.219-9.
__ (iv) Alternate III (Jul 2010) of 52.219-9.
__ (16) 52.219-13, Notice of Set-Aside of Orders (Nov 2011)(15 U.S.C. 644(r)).
__ (17) 52.219-14, Limitations on Subcontracting (Nov 2011) (15 U.S.C. 637(a)(14)).
__ (18) 52.219-16, Liquidated DamagesSubcon-tracting Plan (Jan 1999) (15 U.S.C. 637(d)(4)(F)(i)).
__ (19)(i) 52.219-23, Notice of Price Evaluation Adjustment for Small Disadvantaged Business Concerns (Oct 2008) (10 U.S.C.
2323) (if the offeror elects to waive the adjustment, it shall so indicate in its offer).
__ (ii) Alternate I (June 2003) of 52.219-23.
__ (20) 52.219-25, Small Disadvantaged Business Participation ProgramDisadvantaged Status and Reporting (Jul 2013)
(Pub. L. 103-355, section 7102, and 10 U.S.C. 2323).
__ (21) 52.219-26, Small Disadvantaged Business Participation Program Incentive Subcontracting (Oct 2000) (Pub. L. 103-355,
section 7102, and 10 U.S.C. 2323).
__ (22) 52.219-27, Notice of Service-Disabled Veteran-Owned Small Business Set-Aside (Nov 2011) (15 U.S.C. 657 f).
__ (23) 52.219-28, Post Award Small Business Program Rerepresentation (Jul 2013) (15 U.S.C. 632(a)(2)).
__ (24) 52.219-29, Notice of Set-Aside for Economically Disadvantaged Women-Owned Small Business (EDWOSB) Concerns
(Jul 2013) (15 U.S.C. 637(m)).
__ (25) 52.219-30, Notice of Set-Aside for Women-Owned Small Business (WOSB) Concerns Eligible Under the WOSB Program
(Jul 2013) (15 U.S.C. 637(m)).
_X_ (26) 52.222-3, Convict Labor (June 2003) (E.O. 11755).
_X_ (27) 52.222-19, Child LaborCooperation with Authorities and Remedies (Jan 2014) (E.O. 13126).
_X_ (28) 52.222-21, Prohibition of Segregated Facilities (Feb 1999).
_X_ (29) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).
_X_ (30) 52.222-35, Equal Opportunity for Veterans (Sep 2010)(38 U.S.C. 4212).
_X_ (31) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793).
_X_ (32) 52.222-37, Employment Reports on Veterans (Sep 2010) (38 U.S.C. 4212).
__ (33) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496).
__ (34) 52.222-54, Employment Eligibility Verification (Aug 2013). (Executive Order 12989). (Not applicable to the acquisition of
commercially available off-the-shelf items or certain other types of commercial items as prescribed in 22.1803.)
__ (35)(i) 52.223-9, Estimate of Percentage of Recovered Material Content for EPADesignated Items (May 2008)
(42 U.S.C. 6962(c)(3)(A)(ii)). (Not applicable to the acquisition of commercially available off-the-shelf items.)
__ (ii) Alternate I (May 2008) of 52.223-9 (42 U.S.C. 6962(i)(2)(C)). (Not applicable to the acquisition of commercially available off-
the-shelf items.)
__ (36) 52.223-15, Energy Efficiency in Energy-Consuming Products (Dec 2007) (42 U.S.C. 8259b).
__ (37)(i) 52.223-16, IEEE 1680 Standard for the Environmental Assessment of Personal Computer Products (Dec 2007) (E.O.
13423).
__ (ii) Alternate I (Dec 2007) of 52.223-16.
_X_ (38) 52.223-18, Encouraging Contractor Policies to Ban Text Messaging While Driving (Aug 2011) (E.O. 13513).
__ (39) 52.225-1, Buy American ActSupplies (Feb 2009) (41 U.S.C. 10a-10d).
__ (40)(i) 52.225-3, Buy American ActFree Trade AgreementsIsraeli Trade Act (Nov 2012) (41 U.S.C. chapter 83, 19 U.S.C.
3301 note, 19 U.S.C. 2112 note, 19 U.S.C. 3805 note, 19 U.S.C. 4001 note, Pub. L. 103-182, 108-77, 108-78, 108-286, 108-302,
109-53, 109-169, 109-283, 110-138, 112-41, 112-42, and 112-43).
__ (ii) Alternate I (Mar 2012) of 52.225-3.
__ (iii) Alternate II (Mar 2012) of 52.225-3.
__ (iv) Alternate III (Nov 2012) of 52.225-3.
__ (41) 52.225-5, Trade Agreements (Nov 2013) (19 U.S.C. 2501, et seq., 19 U.S.C. 3301 note).
_X_ (42) 52.225-13, Restrictions on Certain Foreign Purchases (June 2008) (E.O.s, proclamations, and statutes administered by the
Office of Foreign Assets Control of the Department of the Treasury).
__ (43) 52.225-26, Contractors Performing Private Security Functions Outside the United States (Jul 2013) (Section 862, as amended,
of the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).
__ (44) 52.226-4, Notice of Disaster or Emergency Area Set-Aside (Nov 2007) (42 U.S.C. 5150).
__ (45) 52.226-5, Restrictions on Subcontracting Outside Disaster or Emergency Area (Nov 2007) (42 U.S.C. 5150).
__ (46) 52.232-29, Terms for Financing of Purchases of Commercial Items (Feb 2002) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)).
__ (47) 52.232-30, Installment Payments for Commercial Items (Oct 1995) (41 U.S.C. 255(f), 10 U.S.C. 2307(f)).
_X_ (48) 52.232-33, Payment by Electronic Funds TransferSystem for Award Management (Jul 2013) (31 U.S.C. 3332).
__ (49) 52.232-34, Payment by Electronic Funds TransferOther than System for Award Management (Jul 2013) (31 U.S.C. 3332).
__ (50) 52.232-36, Payment by Third Party (Jul 2013) (31 U.S.C. 3332).
__ (51) 52.239-1, Privacy or Security Safeguards (Aug 1996) (5 U.S.C. 552a).
__ (52)(i) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and
10 U.S.C. 2631).
__ (ii) Alternate I (Apr 2003) of 52.247-64.
(c) The Contractor shall comply with the FAR clauses in this paragraph (c), applicable to commercial services, that the Contracting
Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable
to acquisitions of commercial items:
[Contracting Officer check as appropriate.]
__ (1) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.).
__ (2) 52.222-42, Statement of Equivalent Rates for Federal Hires (May 1989) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).
__ (3) 52.222-43, Fair Labor Standards Act and Service Contract ActPrice Adjustment (Multiple Year and Option Contracts)
(Sep 2009) (29 U.S.C. 206 and 41 U.S.C. 351, et seq.).
__ (4) 52.222-44, Fair Labor Standards Act and Service Contract ActPrice Adjustment (Sep 2009) (29 U.S.C. 206 and
41 U.S.C. 351, et seq.).
__ (5) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of
Certain EquipmentRequirements (Nov 2007) (41 351, et seq.).
__ (6) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain ServicesRequirements
(Feb 2009) (41 U.S.C. 351, et seq.).
__ (7) 52.222-17, Nondisplacement of Qualified Workers (Jan 2013) (E.O.13495).
__ (8) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (Mar 2009) (Pub. L. 110-247).
__ (9) 52.237-11, Accepting and Dispensing of $1 Coin (Sept 2008) (31 U.S.C. 5112(p)(1)).
(d) Comptroller General Examination of Record. The Contractor shall comply with the provisions of this paragraph (d) if this con-
tract was awarded using other than sealed bid, is in excess of the simplified acquisition threshold, and does not contain the clause at
52.215-2, Audit and RecordsNegotiation.
(1) The Comptroller General of the United States, or an authorized representative of the Comptroller General, shall have access to and
right to examine any of the Contractors directly pertinent records involving transactions related to this contract.
(2) The Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination,
audit, or reproduction, until 3 years after final payment under this contract or for any shorter period specified in FAR Subpart 4.7,
Contractor Records Retention, of the other clauses of this contract. If this contract is completely or partially terminated, the records re-
lating to the work terminated shall be made available for 3 years after any resulting final termination settlement. Records relating to
appeals under the disputes clause or to litigation or the settlement of claims arising under or relating to this contract shall be made
available until such appeals, litigation, or claims are finally resolved.
(3) As used in this clause, records include books, documents, accounting procedures and practices, and other data, regardless of type
and regardless of form. This does not require the Contractor to create or maintain any record that the Contractor does not maintain in
the ordinary course of business or pursuant to a provision of law.
(e)(1) Notwithstanding the requirements of the clauses in paragraphs (a), (b), (c), and (d) of this clause, the Contractor is not required
to flow down any FAR clause, other than those in this paragraph (e)(1) in a subcontract for commercial items. Unless otherwise indic-
ated below, the extent of the flow down shall be as required by the clause
(i) 52.203-13, Contractor Code of Business Ethics and Conduct (Apr 2010) (Pub. L. 110-252, Title VI, Chapter 1 (41 U.S.C. 251
note)).
(ii) 52.219-8, Utilization of Small Business Concerns (Jul 2013) (15 U.S.C. 637(d)(2) and (3)), in all subcontracts that offer further
subcontracting opportunities. If the subcontract (except subcontracts to small business concerns) exceeds $650,000 ($1.5 million for
construction of any public facility), the subcontractor must include 52.219-8 in lower tier subcontracts that offer subcontracting oppor-
tunities.
(iii) 52.222-17, Nondisplacement of Qualified Workers (Jan 2013) (E.O. 13495). Flow down required in accordance with paragraph (l)
of FAR clause 52.222-17.
(iv) 52.222-26, Equal Opportunity (Mar 2007) (E.O. 11246).
(v) 52.222-35, Equal Opportunity for Veterans (Sep 2010) (38 U.S.C. 4212).
(vi) 52.222-36, Affirmative Action for Workers with Disabilities (Oct 2010) (29 U.S.C. 793).
(vii) 52.222-40, Notification of Employee Rights Under the National Labor Relations Act (Dec 2010) (E.O. 13496). Flow down re-
quired in accordance with paragraph (f) of FAR clause 52.222-40.
(viii) 52.222-41, Service Contract Act of 1965 (Nov 2007) (41 U.S.C. 351, et seq.).
(ix) 52.222-50, Combating Trafficking in Persons (Feb 2009) (22 U.S.C. 7104(g)).
___Alternate I (Aug 2007) of 52.222-50 (22 U.S.C. 7104(g)).
(x) 52.222-51, Exemption from Application of the Service Contract Act to Contracts for Maintenance, Calibration, or Repair of Cer-
tain Equipment-Requirements (Nov 2007) (41 U.S.C. 351, et seq.).
(xi) 52.222-53, Exemption from Application of the Service Contract Act to Contracts for Certain Services-Requirements (Feb 2009)
(41 U.S.C. 351, et seq.).
(xii) 52.222-54, Employment Eligibility Verification (Aug 2013).
(xiii) 52.225-26, Contractors Performing Private Security Functions Outside the United States (Jul 2013) (Section 862, as amended, of
the National Defense Authorization Act for Fiscal Year 2008; 10 U.S.C. 2302 Note).
(xiv) 52.226-6, Promoting Excess Food Donation to Nonprofit Organizations (Mar 2009) (Pub. L. 110-247). Flow down required in
accordance with paragraph (e) of FAR clause 52.226-6.
(xv) 52.247-64, Preference for Privately Owned U.S.-Flag Commercial Vessels (Feb 2006) (46 U.S.C. Appx. 1241(b) and
10 U.S.C. 2631). Flow down required in accordance with paragraph (d) of FAR clause 52.247-64.
(2) While not required, the contractor may include in its subcontracts for commercial items a minimal number of additional clauses
necessary to satisfy its contractual obligations.
I.3 52.216-18, ORDERING (OCT 1995)
(a) Any supplies and services to be furnished under this contract shall be ordered by issuance of delivery orders or task orders by the
individuals or activities designated in the Schedule. These orders shall be issued as Firm Fixed Unit Price. Such orders may be issued
from date of award through September 29, 2019.
(b) All delivery orders or task orders are subject to the terms and conditions of this contract. In the event of conflict between a delivery
order or task order and this contract, the contract shall control.
(c) If mailed, a delivery order or task order is considered issued when the Government deposits the order in the mail. Orders may be
issued orally, by facsimile, or by electronic commerce methods only if authorized in the Schedule.
I.4 FAR 52.216-19, ORDER LIMITATIONS (OCT 1995)
(a) Minimum order. When the Government requires supplies or services covered by this contract in an amount of less than $50,000,
the Government is not obligated to purchase, nor is the Contractor obligated to furnish, those supplies or services under the contract.
(b) Maximum order. The Contractor is not obligated to honor
(1) Any order for a single item in excess of $150,000.00;
(2) Any order for a combination of items in excess of $2,000,000.00; or
(3) A series of orders from the same ordering office within 5 days that together call for quantities exceeding the limitation in subpara-
graph (1) or (2) above.
(c) If this is a requirements contract (i.e., includes the Requirements clause at subsection 52.21621 of the Federal Acquisition Regu-
lation (FAR)), the Government is not required to order a part of any one requirement from the Contractor if that requirement exceeds
the maximum-order limitations in paragraph (b) above.
(d) Notwithstanding paragraphs (b) and (c) above, the Contractor shall honor any order exceeding the maximum order limitations in
paragraph (b), unless that order (or orders) is returned to the ordering office within 5 days after issuance, with written notice stating
the Contractor's intent not to ship the item (or items) called for and the reasons. Upon receiving this notice, the Government may ac-
quire the supplies or services from another source.
I.5 FAR 52.216-22, INDEFINITE QUANTITY (OCT 1995)
(a) This is an indefinite-quantity contract for the supplies or services specified, and effective for the period stated, in the Schedule. The
quantities of supplies and services specified in the Schedule are estimates only and are not purchased by this contract.
(b) Delivery or performance shall be made only as authorized by orders issued in accordance with the Ordering clause. The Contractor
shall furnish to the Government, when and if ordered, the supplies or services specified in the Schedule up to and including the quant-
ity designated in the Schedule as the maximum. The Government shall order at least the quantity of supplies or services designated in
the Schedule as the minimum.
(c) Except for any limitations on quantities in the Order Limitations clause or in the Schedule, there is no limit on the number of or-
ders that may be issued. The Government may issue orders requiring delivery to multiple destinations or performance at multiple loca-
tions.
(d) Any order issued during the effective period of this contract and not completed within that period shall be completed by the Con-
tractor within the time specified in the order. The contract shall govern the Contractor's and Government's rights and obligations with
respect to that order to the same extent as if the order were completed during the contract's effective period; provided, that the Con-
tractor shall not be required to make any deliveries under this contract after September 29, 2020.
PERFORMANCE UNDER THIS ORDER CONSTITUTES SELLER'S ACCEPTANCE OF ALL TERMS AND CONDI-
TIONS.
Section J - Continuation Sheet
Identifier Title Date Number of
Pages
1 Attachment A - Past Performance Form 01/07/2014 3
2 Attachment B - Appendix J, Target Examples 01/07/2014 72
J List of Documents, Exhibits and Other Attachments
SECTION J - ATTACHMENTS
ATTACHMENT A - PAST PERFORMANCE FORM
ATTACHMENT B - APPENDIX J
Section K - Continuation Sheet
K Representations, Certifications and Other Statements of Offerors
FAR 52.209-7 Information Regarding Responsibility Matters (Jul 2013)
(a) Definitions. As used in this provision
Administrative proceeding means a non-judicial process that is adjudicatory in nature in order to make a determination of fault or li-
ability (e.g., Securities and Exchange Commission Administrative Proceedings, Civilian Board of Contract Appeals Proceedings, and
Armed Services Board of Contract Appeals Proceedings). This includes administrative proceeding at the Federal and State level but
only in connection with performance of a Federal contract or grant. It does not include agency actions such as contract audits, site vis-
its, corrective plans, or inspection of deliverables.
Federal contracts and grants with total value greater than $10,000,000 means
(1) The total value of all current, active contracts and grants, including all priced options; and
(2) The total value of all current, active orders including all priced options under indefinite-delivery, indefinite-quantity, 8(a), or re-
quirements contracts (including task and delivery and multiple-award Schedules).
Principal means an officer, director, owner, partner, or a person having primary management or supervisory responsibilities within a
business entity (e.g., general manager; plant manager; head of a division or business segment; and similar positions).
(b) The offeror [_] has [_] does not have current active Federal contracts and grants with total value greater than $10,000,000.
(c) If the offeror checked has in paragraph (b) of this provision, the offeror represents, by submission of this offer, that the informa-
tion it has entered in the Federal Awardee Performance and Integrity Information System (FAPIIS) is current, accurate, and complete
as of the date of submission of this offer with regard to the following information:
(1) Whether the offeror, and/or any of its principals, has or has not, within the last five years, in connection with the award to or per-
formance by the offeror of a Federal contract or grant, been the subject of a proceeding, at the Federal or State level that resulted in
any of the following dispositions:
(i) In a criminal proceeding, a conviction.
(ii) In a civil proceeding, a finding of fault and liability that results in the payment of a monetary fine, penalty, reimbursement, restitu-
tion, or damages of $5,000 or more.
(iii) In an administrative proceeding, a finding of fault and liability that results in
(A) The payment of a monetary fine or penalty of $5,000 or more; or
(B) The payment of a reimbursement, restitution, or damages in excess of $100,000.
(iv) In a criminal, civil, or administrative proceeding, a disposition of the matter by consent or compromise with an acknowledgment
of fault by the Contractor if the proceeding could have led to any of the outcomes specified in paragraphs (c)(1)(i), (c)(1)(ii), or
(c)(1)(iii) of this provision.
(2) If the offeror has been involved in the last five years in any of the occurrences listed in (c)(1) of this provision, whether the offeror
has provided the requested information with regard to each occurrence.
(d) The offeror shall post the information in paragraphs (c)(1)(i) through (c)(1)(iv) of this provision in FAPIIS as required through
maintaining an active registration in the System for Award Management database via https://www.acquisition.gov (see 52.204-7).
FAR 52.212-3 Offeror Representations and Certifications -- Commercial Items (Nov 2013)
An offeror shall complete only paragraphs (b) of this provision if the offeror has completed the annual representations and certificates
electronically via http://www.acquisition.gov . If an offeror has not completed the annual representations and certifications electronic-
ally at the System for Award Management (SAM) website, the offeror shall complete only paragraphs (c) through (o) of this provi-
sion.
(a) Definitions. As used in this provision--
Economically disadvantaged women-owned small business (EDWOSB) concern means a small business concern that is at least 51
percent directly and unconditionally owned by, and the management and daily business operations of which are controlled by, one or
more women who are citizens of the United States and who are economically disadvantaged in accordance with 13 CFR part 127. It
automatically qualifies as a women-owned small business eligible under the WOSB Program.
Forced or indentured child labor means all work or service
(1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker
does not offer himself voluntarily; or
(2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or
penalties.
Inverted domestic corporation, as used in this section, means a foreign incorporated entity which is treated as an inverted domestic
corporation under 6 U.S.C. 395(b), i.e., a corporation that used to be incorporated in the United States, or used to be a partnership in
the United States, but now is incorporated in a foreign country, or is a subsidiary whose parent corporation is incorporated in a foreign
country, that meets the criteria specified in 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C. 395(c).
An inverted domestic corporation as herein defined does not meet the definition of an inverted domestic corporation as defined by the
Internal Revenue Code at 26 U.S.C. 7874.
Manufactured end product means any end product in Federal Supply Classes (FSC) 1000-9999, except
(1) FSC 5510, Lumber and Related Basic Wood Materials;
(2) Federal Supply Group (FSG) 87, Agricultural Supplies;
(3) FSG 88, Live Animals;
(4) FSG 89, Food and Related Consumables;
(5) FSC 9410, Crude Grades of Plant Materials;
(6) FSC 9430, Miscellaneous Crude Animal Products, Inedible;
(7) FSC 9440, Miscellaneous Crude Agricultural and Forestry Products;
(8) FSC 9610, Ores;
(9) FSC 9620, Minerals, Natural and Synthetic; and
(10) FSC 9630, Additive Metal Materials.
Place of manufacture means the place where an end product is assembled out of components, or otherwise made or processed from
raw materials into the finished product that is to be provided to the Government. If a product is disassembled and reassembled, the
place of reassembly is not the place of manufacture.
Restricted business operations means business operations in Sudan that include power production activities, mineral extraction
activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and
Divestment Act of 2007 (Pub. L. 110-174). Restricted business operations do not include business operations that the person (as that
term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate
(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;
(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or
are expressly exempted under Federal law from the requirement to be conducted under such authorization;
(3) Consist of providing goods or services to marginalized populations of Sudan;
(4) Consist of providing goods or services to an internationally recognized peacekeeping force or humanitarian organization;
(5) Consist of providing goods or services that are used only to promote health or education; or
(6) Have been voluntarily suspended.
Sensitive technology
(1) Means hardware, software, telecommunications equipment, or any other technology that is to be used specifically
(i) To restrict the free flow of unbiased information in Iran; or
(ii) To disrupt, monitor, or otherwise restrict speech of the people of Iran; and
(2) Does not include information or informational materials the export of which the President does not have the authority to regulate
or prohibit pursuant to section 203(b)(3) of the International Emergency Economic Powers Act (50 U.S.C. 1702(b)(3)).
Service-disabled veteran-owned small business concern
(1) Means a small business concern
(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned busi-
ness, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and
(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of
a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.
(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in
38 U.S.C. 101(16).
Small business concern means a concern, including its affiliates, that is independently owned and operated, not dominant in the field
of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR Part 121
and size standards in this solicitation.
Subsidiary means an entity in which more than 50 percent of the entity is owned
(1) Directly by a parent corporation; or
(2) Through another subsidiary of a parent corporation.
Veteran-owned small business concern means a small business concern
(1) Not less than 51 percent of which is owned by one or more veterans(as defined at 38 U.S.C. 101(2)) or, in the case of any publicly
owned business, not less than 51 percent of the stock of which is owned by one or more veterans; and
(2) The management and daily business operations of which are controlled by one or more veterans.
Women-owned business concern means a concern which is at least 51 percent owned by one or more women; or in the case of any
publicly owned business, at least 51 percent of the its stock is owned by one or more women; and whose management and daily busi-
ness operations are controlled by one or more women.
Women-owned small business concern means a small business concern --
(1) That is at least 51 percent owned by one or more women or, in the case of any publicly owned business, at least 51 percent of the
stock of which is owned by one or more women; and
(2) Whose management and daily business operations are controlled by one or more women.
Women-owned small business (WOSB) concern eligible under the WOSB Program (in accordance with 13 CFR part 127), means a
small business concern that is at least 51 percent directly and unconditionally owned by, and the management and daily business oper-
ations of which are controlled by, one or more women who are citizens of the United States.
(b)
(1) Annual Representations and Certifications. Any changes provided by the offeror in paragraph (b)(2) of this provision do not auto-
matically change the representations and certifications posted on the SAMwebsite.
(2) The offeror has completed the annual representations and certifications electronically via the SAM website accessed through ht-
tps://www.acquisition.gov. After reviewing the SAM database information, the offeror verifies by submission of this offer that the
representation and certifications currently posted electronically at FAR 52.212-3, Offeror Representations and Certifica-
tionsCommercial Items, have been entered or updated in the last 12 months, are current, accurate, complete, and applicable to this
solicitation (including the business size standard applicable to the NAICS code referenced for this solicitation), as of the date of this
offer and are incorporated in this offer by reference (see FAR 4.1201), except for paragraphs ____________. [Offeror to identify the
applicable paragraphs at (c) through (o) of this provision that the offeror has completed for the purposes of this solicitation only, if
any. These amended representation(s) and/or certification(s) are also incorporated in this offer and are current, accurate, and com-
plete as of the date of this offer. Any changes provided by the offeror are applicable to this solicitation only, and do not result in an
update to the representations and certifications posted electronically on SAM.]
(c) Offerors must complete the following representations when the resulting contract is to be performed in the United States or its
outlying areas. Check all that apply.
(1) Small business concern. The offeror represents as part of its offer that it [_] is, [_] is not a small business concern.
(2) Veteran-owned small business concern. [Complete only if the offeror represented itself as a small business concern in paragraph
(c)(1) of this provision.] The offeror represents as part of its offer that it [_] is, [_] is not a veteran-owned small business concern.
(3) Service-disabled veteran-owned small business concern. [Complete only if the offeror represented itself as a veteran-owned small
business concern in paragraph (c)(2) of this provision.] The offeror represents as part of its offer that it [_] is, [_] is not a service-dis-
abled veteran-owned small business concern.
(4) Small disadvantaged business concern. [Complete only if the offeror represented itself as a small business concern in paragraph
(c)(1) of this provision.] The offeror represents, for general statistical purposes, that it [_] is, [_] is not, a small disadvantaged business
concern as defined in 13 CFR 124.1002.
(5) Women-owned small business concern. [Complete only if the offeror represented itself as a small business concern in paragraph
(c)(1) of this provision.] The offeror represents that it [_] is, [_] is not a women-owned small business concern.
Note: Complete paragraphs (c)(8) and (c)(9) only if this solicitation is expected to exceed the simplified acquisition threshold.
(6) WOSB concern eligible under the WOSB Program. [Complete only if the offeror represented itself as a women-owned small busi-
ness concern in paragraph (c)(5) of this provision.] The offeror represents that
(i) It [_] is, [_] is not a WOSB concern eligible under the WOSB Program, has provided all the required documents to the WOSB Re-
pository, and no change in circumstances or adverse decisions have been issued that affects its eligibility; and
(ii) It [_] is, [_] is not a joint venture that complies with the requirements of 13 CFR part 127, and the representation in paragraph
(c)(6)(i) of this provision is accurate for each WOSB concern eligible under the WOSB Program participating in the joint venture.
[The offeror shall enter the name or names of the WOSB concern eligible under the WOSB Program and other small businesses that
are participating in the joint venture: _________.] Each WOSB concern eligible under the WOSB Program participating in the joint
venture shall submit a separate signed copy of the WOSB representation.
(7) Economically disadvantaged women-owned small business (EDWOSB) concern. [Complete only if the offeror represented itself
as a WOSB concern eligible under the WOSB Program in (c)(6) of this provision.] The offeror represents that
(i) It [_] is, [_] is not an EDWOSB concern, has provided all the required documents to the WOSB Repository, and no change in cir-
cumstances or adverse decisions have been issued that affects its eligibility; and
(ii) It [_] is, [_] is not a joint venture that complies with the requirements of 13 CFR part 127, and the representation in paragraph
(c)(7)(i) of this provision is accurate for each EDWOSB concern participating in the joint venture. [The offeror shall enter the name or
names of the EDWOSB concern and other small businesses that are participating in the joint venture: _____________.] Each ED-
WOSB concern participating in the joint venture shall submit a separate signed copy of the EDWOSB representation.
(8) Women-owned business concern (other than small business concern). [Complete only if the offeror is a women-owned business
concern and did not represent itself as a small business concern in paragraph (c)(1) of this provision.] The offeror represents that it [_]
is, a women-owned business concern.
(9) Tie bid priority for labor surplus area concerns. If this is an invitation for bid, small business offerors may identify the labor sur-
plus areas in which costs to be incurred on account of manufacturing or production (by offeror or first-tier subcontractors) amount to
more than 50 percent of the contract price:
___________________________________________
(10) [Complete only if the solicitation contains the clause at FAR 52.219-23, Notice of Price Evaluation Adjustment for Small Disad-
vantaged Business Concerns, or FAR 52.219-25, Small Disadvantaged Business Participation ProgramDisadvantaged Status and
Reporting, and the offeror desires a benefit based on its disadvantaged status.]
(i) General. The offeror represents that either
(A) It [_] is, [_] is not certified by the Small Business Administration as a small disadvantaged business concern and identified, on the
date of this representation, as a certified small disadvantaged business concern in the SAM Dynamic Small Business Search database
maintained by the Small Business Administration , and that no material change in disadvantaged ownership and control has occurred
since its certification, and, where the concern is owned by one or more individuals claiming disadvantaged status, the net worth of
each individual upon whom the certification is based does not exceed $750,000 after taking into account the applicable exclusions set
forth at 13 CFR 124.104(c)(2); or
(B) It [_] has, [_] has not submitted a completed application to the Small Business Administration or a Private Certifier to be certified
as a small disadvantaged business concern in accordance with 13 CFR 124, Subpart B, and a decision on that application is pending,
and that no material change in disadvantaged ownership and control has occurred since its application was submitted.
(ii) Joint Ventures under the Price Evaluation Adjustment for Small Disadvantaged Business Concerns. The offeror represents, as part
of its offer, that it is a joint venture that complies with the requirements in 13 CFR 124.1002(f) and that the representation in para-
graph (c)(10)(i) of this provision is accurate for the small disadvantaged business concern that is participating in the joint venture.
[The offeror shall enter the name of the small disadvantaged business concern that is participating in the joint venture:
________________.]
(11) HUBZone small business concern. [Complete only if the offeror represented itself as a small business concern in paragraph (c)(1)
of this provision.] The offeror represents, as part of its offer, that--
(i) It [_] is, [_] is not a HUBZone small business concern listed, on the date of this representation, on the List of Qualified HUBZone
Small Business Concerns maintained by the Small Business Administration, and no material changes in ownership and control, prin-
cipal office, or HUBZone employee percentage have occurred since it was certified in accordance with 13 CFR part 126; and
(ii) It [_] is, [_] is not a HUBZone joint venture that complies with the requirements of 13 CFR part 126, and the representation in
paragraph (c)(11)(i) of this provision is accurate for each HUBZone small business concern participating in the HUBZone joint ven-
ture. [The offeror shall enter the names of each of the HUBZone small business concerns participating in the HUBZone joint venture:
__________.] Each HUBZone small business concern participating in the HUBZone joint venture shall submit a separate signed copy
of the HUBZone representation.
(d) Representations required to implement provisions of Executive Order 11246 --
(1) Previous contracts and compliance. The offeror represents that --
(i) It [_] has, [_] has not, participated in a previous contract or subcontract subject to the Equal Opportunity clause of this solicitation;
and
(ii) It [_] has, [_] has not, filed all required compliance reports.
(2) Affirmative Action Compliance. The offeror represents that --
(i) It [_] has developed and has on file, [_] has not developed and does not have on file, at each establishment, affirmative action pro-
grams required by rules and regulations of the Secretary of Labor (41 CFR parts 60-1 and 60-2), or
(ii) It [_] has not previously had contracts subject to the written affirmative action programs requirement of the rules and regulations
of the Secretary of Labor.
(e) Certification Regarding Payments to Influence Federal Transactions (31 U.S.C. 1352). (Applies only if the contract is expected to
exceed $150,000.) By submission of its offer, the offeror certifies to the best of its knowledge and belief that no Federal appropriated
funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress or an employee of a Member of Congress on his or her behalf in connection
with the award of any resultant contract. If any registrants under the Lobbying Disclosure Act of 1995 have made a lobbying contact
on behalf of the offeror with respect to this contract, the offeror shall complete and submit, with its offer, OMB Standard Form LLL,
Disclosure of Lobbying Activities, to provide the name of the registrants. The offeror need not report regularly employed officers or
employees of the offeror to whom payments of reasonable compensation were made.
(f) Buy American Act Certificate. (Applies only if the clause at Federal Acquisition Regulation (FAR) 52.225-1, Buy American Act
Supplies, is included in this solicitation.)
(1) The offeror certifies that each end product, except those listed in paragraph (f)(2) of this provision, is a domestic end product and
that for other than COTS items, the offeror has considered components of unknown origin to have been mined, produced, or manufac-
tured outside the United States. The offeror shall list as foreign end products those end products manufactured in the United States that
do not qualify as domestic end products, i.e., an end product that is not a COTS item and does not meet the component test in para-
graph (2) of the definition of domestic end product. The terms commercially available off-the-shelf (COTS) item, component,
domestic end product, end product, foreign end product, and United States are defined in the clause of this solicitation en-
titled Buy American ActSupplies.
(2) Foreign End Products:
LINE ITEM NO. COUNTRY OF ORIGIN
[List as necessary]
(3) The Government will evaluate offers in accordance with the policies and procedures of FAR Part 25.
(g)
(1) Buy American Act -- Free Trade Agreements -- Israeli Trade Act Certificate. (Applies only if the clause at FAR 52.225-3, Buy
American Act -- Free Trade Agreements -- Israeli Trade Act, is included in this solicitation.)
(i) The offeror certifies that each end product, except those listed in paragraph (g)(1)(ii) or (g)(1)(iii) of this provision, is a domestic
end product and that for other than COTS items, the offeror has considered components of unknown origin to have been mined, pro-
duced, or manufactured outside the United States. The terms Bahrainian, Moroccan, Omani, Panamanian, or Peruvian end product,
commercially available off-the-shelf (COTS) item, component, domestic end product, end product, foreign end product,
Free Trade Agreement country, Free Trade Agreement country end product, Israeli end product, and United States are
defined in the clause of this solicitation entitled Buy American Act--Free Trade Agreements--Israeli Trade Act.
(ii) The offeror certifies that the following supplies are Free Trade Agreement country end products (other than Bahrainian, Moroccan,
Omani, Panamanian, or Peruvian end products) or Israeli end products as defined in the clause of this solicitation entitled Buy Amer-
ican ActFree Trade AgreementsIsraeli Trade Act:
Free Trade Agreement Country End Products (Other than Bahrainian, Moroccan, Omani, Panamanian, or Peruvian End Products) or
Israeli End Products:
[List as necessary]
(iii) The offeror shall list those supplies that are foreign end products (other than those listed in paragraph (g)(1)(ii) or this provision)
as defined in the clause of this solicitation entitled Buy American ActFree Trade AgreementsIsraeli Trade Act. The offeror
shall list as other foreign end products those end products manufactured in the United States that do not qualify as domestic end
products, i.e., an end product that is not a COTS item and does not meet the component test in paragraph (2) of the definition of
domestic end product.
Other Foreign End Products:
[List as necessary]
(iv) The Government will evaluate offers in accordance with the policies and procedures of FAR Part 25.
(2) Buy American ActFree Trade AgreementsIsraeli Trade Act Certificate, Alternate I. If Alternate I to the clause at FAR
52.225-3 is included in this solicitation, substitute the following paragraph (g)(1)(ii) for paragraph (g)(1)(ii) of the basic provision:
(g)(1)(ii) The offeror certifies that the following supplies are Canadian end products as defined in the clause of this solicitation entitled
Buy American ActFree Trade AgreementsIsraeli Trade Act:
Canadian End Products:
Line Item No.:
___________________________________________
[List as necessary]
(3) Buy American ActFree Trade AgreementsIsraeli Trade Act Certificate, Alternate II. If Alternate II to the clause at FAR
52.225-3 is included in this solicitation, substitute the following paragraph (g)(1)(ii) for paragraph (g)(1)(ii) of the basic provision:
(g)(1)(ii) The offeror certifies that the following supplies are Canadian end products or Israeli end products as defined in the clause of
this solicitation entitled ``Buy American Act--Free Trade Agreements--Israeli Trade Act'':
Canadian or Israeli End Products:
Line Item No.: Country of Origin:
[List as necessary]
(4) Buy American ActFree Trade AgreementsIsraeli Trade Act Certificate, Alternate III. If Alternate III to the clause at 52.225-3
is included in this solicitation, substitute the following paragraph (g)(1)(ii) for paragraph (g)(1)(ii) of the basic provision:
(g)(1)(ii) The offeror certifies that the following supplies are Free Trade Agreement country end products (other than Bahrainian,
Korean, Moroccan, Omani, Panamanian, or Peruvian end products) or Israeli end products as defined in the clause of this solicitation
entitled Buy American ActFree Trade AgreementsIsraeli Trade Act:
Free Trade Agreement Country End Products (Other than Bahrainian, Korean, Moroccan, Omani, Panamanian, or Peruvian End
Products) or Israeli End Products:
[List as necessary]
(5) Trade Agreements Certificate. (Applies only if the clause at FAR 52.225-5, Trade Agreements, is included in this solicitation.)
(i) The offeror certifies that each end product, except those listed in paragraph (g)(5)(ii) of this provision, is a U.S.-made or designated
country end product as defined in the clause of this solicitation entitled Trade Agreements.
(ii) The offeror shall list as other end products those end products that are not U.S.-made or designated country end products.
Other End Products
[List as necessary]
(iii) The Government will evaluate offers in accordance with the policies and procedures of FAR Part 25. For line items covered by
the WTO GPA, the Government will evaluate offers of U.S.-made or designated country end products without regard to the restric-
tions of the Buy American Act. The Government will consider for award only offers of U.S.-made or designated country end products
unless the Contracting Officer determines that there are no offers for such products or that the offers for such products are insufficient
to fulfill the requirements of the solicitation.
(h) Certification Regarding Responsibility Matters (Executive Order 12689). (Applies only if the contract value is expected to exceed
the simplified acquisition threshold.) The offeror certifies, to the best of its knowledge and belief, that the offeror and/or any of its
principals--
(1) [_] Are, [_] are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any
Federal agency;
(2) [_] Have, [_] have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against
them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a Federal, state
or local government contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or com-
mission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, violating
Federal criminal tax laws, or receiving stolen property; and
(3) [_] Are, [_] are not presently indicted for, or otherwise criminally or civilly charged by a Government entity with, commission of
any of these offenses enumerated in paragraph (h)(2) of this clause; and
(4) [_] Have, [_] have not, within a three-year period preceding this offer, been notified of any delinquent Federal taxes in an amount
that exceeds $3,000 for which the liability remains unsatisfied.
(i) Taxes are considered delinquent if both of the following criteria apply:
(A) The tax liability is finally determined. The liability is finally determined if it has been assessed. A liability is not finally determ-
ined if there is a pending administrative or judicial challenge. In the case of a judicial challenge to the liability, the liability is not fi-
nally determined until all judicial appeal rights have been exhausted.
(B) The taxpayer is delinquent in making payment. A taxpayer is delinquent if the taxpayer has failed to pay the tax liability when full
payment was due and required. A taxpayer is not delinquent in cases where enforced collection action is precluded.
(ii) Examples.
(A) The taxpayer has received a statutory notice of deficiency, under I.R.C. 6212, which entitles the taxpayer to seek Tax Court re-
view of a proposed tax deficiency. This is not a delinquent tax because it is not a final tax liability. Should the taxpayer seek Tax
Court review, this will not be a final tax liability until the taxpayer has exercised all judicial appear rights.
(B) The IRS has filed a notice of Federal tax lien with respect to an assessed tax liability, and the taxpayer has been issued a notice un-
der I.R.C. 6320 entitling the taxpayer to request a hearing with the IRS Office of Appeals Contesting the lien filing, and to further ap-
peal to the Tax Court if the IRS determines to sustain the lien filing. In the course of the hearing, the taxpayer is entitled to contest the
underlying tax liability because the taxpayer has had no prior opportunity to contest the liability. This is not a delinquent tax because it
is not a final tax liability. Should the taxpayer seek tax court review, this will not be a final tax liability until the taxpayer has exer-
cised all judicial appeal rights.
(C) The taxpayer has entered into an installment agreement pursuant to I.R.C. 6159. The taxpayer is making timely payments and is
in full compliance with the agreement terms. The taxpayer is not delinquent because the taxpayer is not currently required to make full
payment.
(D) The taxpayer has filed for bankruptcy protection. The taxpayer is not delinquent because enforced collection action is stayed under
11 U.S.C. 362 (the Bankruptcy Code).
(i) Certification Regarding Knowledge of Child Labor for Listed End Products (Executive Order 13126). [The Contracting Officer
must list in paragraph (i)(1) any end products being acquired under this solicitation that are included in the List of Products Requiring
Contractor Certification as to Forced or Indentured Child Labor, unless excluded at 22.1503(b).]
(1) Listed End Product
Listed End Product: Listed Countries of Origin:
(2) Certification. [If the Contracting Officer has identified end products and countries of origin in paragraph (i)(1) of this provision,
then the offeror must certify to either (i)(2)(i) or (i)(2)(ii) by checking the appropriate block.]
[_] (i) The offeror will not supply any end product listed in paragraph (i)(1) of this provision that was mined, produced, or manufac-
tured in the corresponding country as listed for that product.
[_] (ii) The offeror may supply an end product listed in paragraph (i)(1) of this provision that was mined, produced, or manufactured
in the corresponding country as listed for that product. The offeror certifies that is has made a good faith effort to determine whether
forced or indentured child labor was used to mine, produce, or manufacture any such end product furnished under this contract. On the
basis of those efforts, the offeror certifies that it is not aware of any such use of child labor.
(j) Place of manufacture. (Does not apply unless the solicitation is predominantly for the acquisition of manufactured end products.)
For statistical purposes only, the offeror shall indicate whether the place of manufacture of the end products it expects to provide in re-
sponse to this solicitation is predominantly
(1) [_] In the United States (Check this box if the total anticipated price of offered end products manufactured in the United States ex-
ceeds the total anticipated price of offered end products manufactured outside the United States); or
(2) [_] Outside the United States.
(k) Certificates regarding exemptions from the application of the Service Contract Act. (Certification by the offeror as to its compli-
ance with respect to the contract also constitutes its certification as to compliance by its subcontractor if it subcontracts out the exempt
services.) [The contracting officer is to check a box to indicate if paragraph (k)(1) or (k)(2) applies.]
(1) [_] Maintenance, calibration, or repair of certain equipment as described in FAR 22.1003-4(c)(1). The offeror [_] does [_] does not
certify that
(i) The items of equipment to be serviced under this contract are used regularly for other than Governmental purposes and are sold or
traded by the offeror (or subcontractor in the case of an exempt subcontract) in substantial quantities to the general public in the course
of normal business operations;
(ii) The services will be furnished at prices which are, or are based on, established catalog or market prices (see FAR
22.1003-4(c)(2)(ii)) for the maintenance, calibration, or repair of such equipment; and
(iii) The compensation (wage and fringe benefits) plan for all service employees performing work under the contract will be the same
as that used for these employees and equivalent employees servicing the same equipment of commercial customers.
(2) [_] Certain services as described in FAR 22.1003-4(d)(1). The offeror [_] does [_] does not certify that
(i) The services under the contract are offered and sold regularly to non-Governmental customers, and are provided by the offeror (or
subcontractor in the case of an exempt subcontract) to the general public in substantial quantities in the course of normal business op-
erations;
(ii) The contract services will be furnished at prices that are, or are based on, established catalog or market prices (see FAR
22.1003-4(d)(2)(iii));
(iii) Each service employee who will perform the services under the contract will spend only a small portion of his or her time (a
monthly average of less than 20 percent of the available hours on an annualized basis, or less than 20 percent of available hours during
the contract period if the contract period is less than a month) servicing the Government contract; and
(iv) The compensation (wage and fringe benefits) plan for all service employees performing work under the contract is the same as
that used for these employees and equivalent employees servicing commercial customers.
(3) If paragraph (k)(1) or (k)(2) of this clause applies
(i) If the offeror does not certify to the conditions in paragraph (k)(1) or (k)(2) and the Contracting Officer did not attach a Service
Contract Act wage determination to the solicitation, the offeror shall notify the Contracting Officer as soon as possible; and
(ii) The Contracting Officer may not make an award to the offeror if the offeror fails to execute the certification in paragraph (k)(1) or
(k)(2) of this clause or to contact the Contracting Officer as required in paragraph (k)(3)(i) of this clause.
(l) Taxpayer identification number (TIN) (26 U.S.C. 6109, 31 U.S.C. 7701). (Not applicable if the offeror is required to provide this in-
formation to the SAM database to be eligible for award.)
(1) All offerors must submit the information required in paragraphs (l)(3) through (l)(5) of this provision to comply with debt collec-
tion requirements of 31 U.S.C. 7701(c) and 3325(d), reporting requirements of 26 U.S.C. 6041, 6041A, and 6050M, and implementing
regulations issued by the Internal Revenue Service (IRS).
(2) The TIN may be used by the government to collect and report on any delinquent amounts arising out of the offerors relationship
with the Government (31 U.S.C. 7701(c)(3)). If the resulting contract is subject to the payment reporting requirements described in
FAR 4.904, the TIN provided hereunder may be matched with IRS records to verify the accuracy of the offerors TIN.
(3) Taxpayer Identification Number (TIN).
[_] TIN:_____________________.
[_] TIN has been applied for.
[_] TIN is not required because:
[_] Offeror is a nonresident alien, foreign corporation, or foreign partnership that does not have income effectively connected with the
conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the
United States;
[_] Offeror is an agency or instrumentality of a foreign government;
[_] Offeror is an agency or instrumentality of the Federal Government;
(4) Type of organization.
[_] Sole proprietorship;
[_] Partnership;
[_] Corporate entity (not tax-exempt);
[_] Corporate entity (tax-exempt);
[_] Government entity (Federal, State, or local);
[_] Foreign government;
[_] International organization per 26 CFR 1.6049-4;
[_] Other ____________________.
(5) Common parent.
[_] Offeror is not owned or controlled by a common parent:
[_] Name and TIN of common parent:
Name ____________________________________
TIN ______________________________________
(m) Restricted business operations in Sudan. By submission of its offer, the offeror certifies that the offeror does not conduct any re-
stricted business operations in Sudan.
(n) Prohibition on Contracting with Inverted Domestic Corporations
(1) Relation to Internal Revenue Code. An inverted domestic corporation as herein defined does not meet the definition of an inverted
domestic corporation as defined by the Internal Revenue Code 25 U.S.C. 7874.
(2) Representation. By submission of its offer, the offeror represents that
(i) It is not an inverted domestic corporation; and
(ii) It is not a subsidiary of an inverted domestic corporation.
(o) Prohibition on contracting with entities engaging in certain activities or transactions relating to Iran.
(1) The offeror shall email questions concerning sensitive technology to the Department of State at CISADA106@state.gov.
(2) Representation and Certification. Unless a waiver is granted or an exception applies as provided in paragraph (o)(3) of this provi-
sion, by submission of its offer, the offeror
(i) Represents, to the best of its knowledge and belief, that the offeror does not export any sensitive technology to the government of
Iran or any entities or individuals owned or controlled by, or acting on behalf or at the direction of, the government of Iran;
(ii) Certifies that the offeror, or any person owned or controlled by the offeror, does not engage in any activities for which sanctions
may be imposed under section 5 of the Iran Sanctions Act; and
(iii) Certifies that the offeror, and any person owned or controlled by the offeror, does not knowingly engage in any transaction that
exceeds $3,000 with Irans Revolutionary Guard Corps or any of its officials, agents, or affiliates, the property and interests in prop-
erty of which are blocked pursuant to the International Emergency Economic Powers Act (50(U.S.C. 1701 et seq.) (see OFACs Spe-
cially Designated Nationals and Blocked Persons List at http://www.treasury.gov/ofac/downloads/t11sdn.pdf).
(3) The representation and certification requirements of paragraph (o)(2) of this provision do not apply if
(i) This solicitation includes a trade agreements certification (e.g., 52.212-3(g) or a comparable agency provision); and
(ii) The offeror has certified that all the offered products to be supplied are designated country end products.
(End of Provision)
Alternate I (Apr 2011). As prescribed in 12.301(b)(2), add the following paragraph (c)(12) to the basic provision:
(12) (Complete if the offeror has represented itself as disadvantaged in paragraph (c)(4) or (c)(10) of this provision.)
[The offeror shall check the category in which its ownership falls]:
____ Black American.
___ Hispanic American.
___ Native American (American Indians, Eskimos, Aleuts, or Native Hawaiians).
___ Asian-Pacific American (persons with origins from Burma, Thailand, Malaysia, Indonesia, Singapore, Brunei, Japan, China,
Taiwan, Laos, Cambodia (Kampuchea), Vietnam, Korea, The Philippines, U.S. Trust Territory or the Pacific Islands (Republic of
Palau), Republic of the Marshall Islands, Federated States of Micronesia, the Commonwealth of the Northern Mariana Islands, Guam,
Samoa, Macao, Hong Kong, Fiji, Tonga, Kiribati, Tuvalu, or Nauru).
___ Subcontinent Asian (Asian-Indian) American (persons with origins from India, Pakistan, Bangladesh, Sri Lanka, Bhutan, the Mal-
dives Islands, or Nepal).
___ Individual/concern, other than one of the preceding.
Alternate II (Jan2012). As prescribed in 12.301(b)(2), add the following paragraph (c)(10)(iii) to the basic provision:
(iii) Address. The offeror represents that its address [_]is, [_] is not in a region for which a small disadvantaged business procurement
mechanism is authorized and its address has not changed since its certification as a small disadvantaged business concern or submis-
sion of its application for certification. The list of authorized small disadvantaged business procurement mechanisms and regions is
posted at http://www.acquisition.gov/References/sdbadjustments.htm. The offeror shall use the list in effect on the date of this solicita-
tion. Address, as used in this provision, means the address of the offeror as listed on the Small Business Administrations register of
small disadvantaged business concerns or the address on the completed application that the concern has submitted to the Small Busi-
ness Administration or a Private Certifier in accordance with 13 CFR part 124, subpart B. For joint ventures, address refers to the
address of the small disadvantaged business concern that is participating in the joint venture.
Section L - Continuation Sheet
L Instructions, Conditions and Notices to Bidders
SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS
L.1 DELIVERY OF PROPOSALS
Electronic submissions shall be submitted to the FBO website by 12:00 noon EST on March 7, 2014.
Proposals should be double-spaced with a 12-point font size and margins of at least 1 inch. Not to exceed 50 pages in length.
L.1.1 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)
This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in
full text. The full text of a solicitation provision may be accessed electronically at: http://www.acquisition.gov.
52.212-1 JUL 2013, INSTRUCTIONS TO OFFERORS - COMMERCIAL
L.1.2 Cover Sheet
A cover sheet with the name and address of the firm, as well as the signature of an officer of the firm should be provided. This cover
sheet may be used to set forth any information the offeror wishes to bring to the attention of the Library. The cover sheet is not a part
of the proposal for purposes of page limitation.
L.1.3 Staff & Experience
In a separate attachment, provide names of staff who will work on the project. Include a brief bio of each highlighting their expertise
in the areas cited in the scope of work.
L.1.4 Samples
Offeror is asked to provide samples of microfilm, microfiche and all boxes, labels, fasteners used for microfilm for the quality assur-
ance test must meet the Library of Congress preservation supply specifications:
http://www.loc.gov/preservation/resources/specifications/index.html
Samples shall be submitted on or before February 15, 2014.
L.2 CLAUSES
L.2.1 52.233-2 SERVICE OF PROTEST (SEP 2006)
(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of
any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as
follows) by obtaining written and dated acknowledgment of receipt from Jaime Somers, 101 Independence Ave, S.E. Washington
D.C. 20450-9410 Room LA-325.
(b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.
(End of Provision)
L.3 CONTRACT TYPE
The Government contemplates award of a Single Award IDIQ Contract from this solicitation. Individual orders may be placed for
specific items on individual task orders on a firm fixed price basis up to the total ceiling price amount.
L.4 GENERAL INSTRUCTIONS
Offerors should prepare separate technical and business/cost proposals for the project. The technical proposals must not contain refer-
ence to specific costs, although resource information may be included so that the offerors understanding of the scope of the work may
be evaluated. Cost information should be restricted to the business proposal. The Contractor shall provide their entire price list. An of-
ficial authorized to bind you organization must sign the proposal. You must submit the technical proposal electronically on FedBizO-
pps in WORD AND PDF format and fill in the cost proposal under Section B.3. Oral explanations or instructions given by the Gov-
ernment before the award of the contract(s) shall not be binding. The government will not be obligated to provide any equipment or a
work site.
Volume I Standard Form and Business Proposal
Volume II - Technical and Managerial Proposal
Volume III - Past Performance Instructions
L.5 VOLUME I STANDARD FORM AND BUSINESS PROPOSAL
The LOC anticipates awarding an indefinite-delivery/indefinite-quantity type contract and, subsequently, may issue firm fixed price
task orders. The Offeror shall submit a price per unit for each item of microfilming and digitization specified for a base period plus
four option years.
L.5.1 Standard Form of Contract and Price Proposal
In addition, this volume of the proposal shall consist of Sections A, B, C, D, E, F, G, H, I, J and K of the solicitation document
(including any amendments as submitted to the offerors).
L.5.2 Section A - Standard Form 1449
Blocks 17a, 17b, 30a, 30b, and 30c of page 1 of Standard Form 1449 will be completed by offerors and Block 30a shall be signed to
show that the offeror has read and agrees to comply with all the conditions and instructions provided in the solicitation document.
L.5.3 Sections C, D, E, F, G, H, J and I
The offeror shall incorporate and return the provisions set forth in Sections C, D, E, F, G, H, J and I of the solicitation document into
Volume I of the proposal.
L.5.4 Section K - Representations, Certifications, and Other Statements of Offerors
The offeror must check or complete all applicable boxes or blocks in the paragraphs under Section K of the solicitation document and
submit the full section as part of Volume I of the proposal.
L.5.5 Section B - Prices/Cost
In this section of the Proposal, the offeror is required to submit a firm-fixed price for each unit specified in Section B.4 Price/Costs,
The Schedule. Unit prices should be provided for a base year and for each of the four possible additional option years.
L.5.5.1 Offerors must quote prices for all supplies and/or services required during the base year and four option years in order to be
considered for award. Partial pricing by an Offeror shall render the proposal non-responsive to the Library's requirements and the pro-
posal shall not be considered for award.
L.5.5.2 Unit prices quoted shall be inclusive of all the Offeror's direct costs (e.g., labor, maintenance, handling and transportation
costs), other direct costs (ODC's), indirect costs, and profit. Offerors must include all costs associated with delivering the supplies de-
scribed in and required by the Solicitation.
L.6 VOLUME II TECHNICAL PROPOSAL
The offeror shall include the following specific elements in the proposal.
(a) Company Experience. The offeror shall identify programs of a similar nature and complexity which have been undertaken and
completed. A representative list of the offeror's current contracts, or those which have been completed within the past three (3) years,
shall be presented. This list shall include a brief description of the programs, whether the program was completed on schedule, and
the name, title, location, and phone number of the cognizant contracting officer or company official. Programs should be listed in the
order of their importance and similarity to the Library program.
(b) Key Personnel. The key personnel who will be involved in the performance of this contract shall be identified by name and title,
and their functions(s) under the program shall be described. Company experience in similar activities shall be described to show the
competence which can be expected for this effort.
Describe previous project-related experience of proposed key personnel, length of affiliation with the offeror and the estimated
amount of time (expressed as a percentage) each is expected to devote to the Library program. These key personnel shall include
those persons responsible for budgeting, control, program reporting, schedule monitoring, program management, contract administra-
tion, quality control, and safety. Provide a resume for each key person.
For those personnel responsible for quality control, briefly describe their experience with the various quality control aspects required.
(c) Production Capability. The offeror shall describe the resources and capacity of the offeror to meet minimum and maximum in-
ventory yearly goals.
Describe the offeror's overall production capability, current and anticipated programs and their effect on capability, and the impact of
the Library's program on existing and planned capacity.
Address all environmental concerns.
(d) Production Plan. Include inventory activities and include both a narrative description and supporting milestone charts.
Describe production schedules and the production control system(s) to be used.
List current and required personnel levels including: administrative and quality assurance categories. Discuss the acquisition of addi-
tional required personnel, including anticipated sources and availability of these personnel, and the program to maintain appropriate
skill levels for these personnel.
L.7 INSTRUCTIONS FOR THE QUALITY CONTROL AND SAFETY PLANS
The offeror shall submit a Quality Control Plan and a preliminary Safety Plan. In the plans the offeror shall describe the methods used
to maintain the quality and safety throughout the inventory work. The description shall demonstrate complete compliance with all re-
quirements of Section C.
The offeror is advised that no contract will be awarded unless and until an acceptable Quality Control Plan and Safety Plan are negoti-
ated with the Contracting Officer and that the acceptable plans will be incorporated into any contract awarded as a result of this solicit-
ation.
L.8 VOLUME III - PAST PERFORMANCE INSTRUCTIONS
Each offeror shall provide three relevant past performance references for projects of similar size and scope, either commercial or fed-
eral contracts (task orders), awarded to the Offeror. Past Performance Information form (Section J - Attachment 1) should be used to
solicit this information from three (3) references that will submit the information directly to the Government. Consideration of the of-
ferors reputation in terms of quality, problem resolution, cost control, timeliness, business relations and customer service will be eval-
uated. Each reference is to complete the form and return it to the Contract Specialist, Jaime Somers, as prescribed on the form. Com-
pleted forms from references are due on the same day as Technical & Business Proposals under this solicitation. Request that the ref-
erence please email the completed form to the Contract Specialist by the due date, to the following: jaso@loc.gov and vvis@loc.gov.
L.9 CLARIFICATION QUESTIONS
Inquiries concerning any areas which, in the offerors opinion, require clarification or correction must be submitted in writing to the
Contracting Officer by 12:00 NOON EST on February 20, 2014. Answers to questions of a substantive nature will be provided to all
offerors. If the offeror takes exception to a particular task or condition, it must be clearly identified in this section.
Section M - Continuation Sheet
M Evaluation Factors for Award
SECTION M - EVALUATION FACTORS FOR AWARDS
M.1 FAR 52.212-2 Evaluation - Commercial Items (Jan 1999)
(a) The Government intends to award a contract resulting from this solicitation to the responsible offeror whose offer represents the
best value to the Government, price and other factors considered. The following factors shall be used to evaluate offers:
1. Technical Proposal
2. Past Performance
3. Price
(1) Technical Proposal:
Factor 1 Company Experience
Factor 2 Key Personnel
Factor 3 Production Capability
Factor 4 Production Plan
(2) Past Performance
Past performance demonstrates the offerors proven experience of preforming work for the library and cultural heritage organization
similar I nature to the work described in section S Statement of work. Library of Congress will review PPIRS and other sources.
(3) Price
M.1.1 Price will be evaluated in accordance with FAR 15.404-1(a)(2).
M.1.2 The offeror's price will be evaluated including the total price for the base year, and four option years. The proposal will be eval-
uated for compliance with the solicitation, as well as for price reasonableness. The Government will evaluate the total price based on
estimated quantities.
M.2 Evaluation Ratings
Each criteria will be rated as follows:
1. Poor
2. Fair
3. Good
4. Very Good
5. Excellent
M.3 Contractor selection will be based on evaluation of proposals in accordance with FAR 15.101-1 Best Value Tradeoff Source Se-
lection Process.
In accordance with FAR 15.304, company experience, key personnel, production capability, production plan, and past performance,
when combined, are significantly more important than price. Quality factors are more important than price, cost and other factors con-
sidered.
M.3.1 The award of any resultant contract(s) will be based upon a review and a comparative assessment of the offeror's proposal
against the Library's evaluation factors contained in this section.
Award(s) will be made to that offeror whose proposal is judged to be most advantageous to the Library based upon an integrated as-
sessment of the total proposal.
M.3.3 Options. In accordance with FAR 52.212-2(b), Options, The Government will evaluate offers for award purposes by adding the
total price for all options to the total price for the basic requirement. Evaluation of options shall not obligate the Government to exer-
cise the option(s).

Solicitation LCLSP14R0002

Enviado por

Dados do documento

Direitos autorais

Formatos disponíveis

Compartilhar este documento

Compartilhar ou incorporar documento

Opções de compartilhamento

Você considera este documento útil?

Este conteúdo é inapropriado?

Direitos autorais:

Formatos disponíveis

Solicitation LCLSP14R0002

Enviado por

Direitos autorais:

Formatos disponíveis

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24 & 30

Você também pode gostar