SOLICITATION NOTICE
81 -- IDIQ Contract for Housing supplies
- Notice Date
- 5/10/2012
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 322211
— Corrugated and Solid Fiber Box Manufacturing
- Contracting Office
- Library of Congress, Contracts Services, Contracts Section, 101 Independence Ave SE, LA-325, Washington, District of Columbia, 20540-9411
- ZIP Code
- 20540-9411
- Solicitation Number
- LCLSP12R0025
- Archive Date
- 6/5/2012
- Point of Contact
- Jonah Lerman, Phone: 2027070468, Rashid Behi, Phone: 202-707-0498
- E-Mail Address
-
jler@loc.gov, rbeh@loc.gov
(jler@loc.gov, rbeh@loc.gov)
- Small Business Set-Aside
- N/A
- Description
- 1. BACKGROUND The Library of Congress (henceforth the Library) is the nation's oldest federal cultural institution and serves as the research arm of Congress. The mission of Library Services (the Service Unit responsible for the stewardship of the Library's collections) is to develop qualitatively the Library's universal collections, which document the history and further the creativity of the American people and which record and contribute to the advancement of civilization and knowledge throughout the world, and to acquire, organize, provide access to, maintain, secure, and preserve these collections. The Library of Congress collections are estimated to contain more than 138 million items, including books, prints, photographs, drawings, posters, maps, manuscripts, documents, sound recordings, films, videos, globes, archaeological objects, and musical instruments. The mission of the Preservation Directorate includes coordinating and overseeing all Library-wide activities relating to the preservation and physical protection of Library materials - this includes the specification and procurement of high-quality collection housing supplies. Working closely with the Preservation Research and Testing Division, the Conservation Division establishes criteria and standards for collection housing supplies used to house the Library's diverse collections. 2. SCOPE The Preservation Directorate of the Library of Congress (LC) purchases large quantities of different collection housing supplies to safe-guard rare, unique, and valuable collections throughout custodial divisions and service units. Over the next five years, the Library estimates the annual purchase $160,000 - $300,000 of collection housing supplies through this contract. This solicitation is for an Indefinite Quantity Indefinite Delivery (IDIQ) Contract with a multi-year option that meets these needs: Manufacturing large quantities in a timely fashion of over 375 collection housing supplies made according to LC specifications, designs, dimensions, and other requirements from high quality boards (solid and corrugated), papers, polyester, adhesives, stays, and other archival product components. These collection housing supplies must meet the technical requirements described in the Library's published Specifications incorporated by reference in Section 3.2.1. The specifications are also available in full text at: http://www.loc.gov/preservation/resources/supply/specific.html The Contractor must be capable of managing the complex logistics involved in manufacturing and shipping multiple, large task orders of supplies in combination with the Library's constraints and scheduling requirements. 1.Labeling, packing, shipping, and storage of these supplies according to specific and exact Library requirements. This includes the use of Library terminology and coding, such as identification of housings using Library collection housing supply catalog numbers and procurement identification on invoices, shipping containers, and other lists. Shipping to the Library (locations listed in 3.2.2.1) shall be included in the item cost agreed to in this contract to simplify supply chain workflows and invoicing. Storing supplies is an option that the Library requires due to surges in supply need due to Congressionally mandated deadlines. 2. The ability within a specification group in this request (see Section 4.1) to modify a housing design to meet new and unforeseen collection housing needs and to meet Library requirements and specifications. This pricing shall be based on listed and comparable items of this contract. 3.1. General Requirements 3.1.1. Experience and Knowledge The Contractor has at least five years of experience, designing, and manufacturing of high-quality collection housing supplies (those that meet LC specifications (see Sections 3.2 and 4.1) and can demonstrate a proven track record of shipping these materials in large quantities. The Contractor shall be able to label, package, and oversee delivery of items (see section 3.2) to the Library without damage to items and meeting agreed to schedules. 3.1.2. Sufficient Staffing and Equipment The Contractor shall be responsible for assigning sufficient personnel and having sufficient equipment to ensure timely completion of all requirements in a task order. Staff reductions shall not be used as a rationale for services not being performed. Contractor shall ensure adequate staffing levels at all times. 3.1.3. Contractor Availability/Responsiveness The Contractor can be reached during normal business hours by telephone or email between 9-5 Eastern time, Central, Mountain, or Pacific Time. A response by telephone or email is expected within one business day. The contractor shall provide a designated point of contact for: manufacturing matters, packing/shipping matters, and other administrative matters. 3.1.4. Overall Management of all Objectives The Contractor shall manage the total work effort associated with the required services to meet all objectives. Such management includes but is not limited to planning, scheduling, cost projecting and accounting, establishing and maintaining documentation and records, report preparation, and quality control. 3.1.5. Work Control Procedures The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work, including tracking and reporting work in progress. The Contractor shall plan and schedule work to ensure material, labor, equipment, and supplies are available to meet the work requirements within the specified time limits and in conformance with the quality standards established. The Library anticipates that multiple task orders shall be placed at the same time. The Contractor shall work with the Library to develop and maintain manufacturing and delivery schedules across multiple task orders. These schedules may change over time to meet Library needs and priorities. Given the volume and diversity of material being ordered (a recent annual average of approximately $200,000 of over 100 items in a given year), the Contractor must be able to manage the logistical tasks associated with the manufacture and delivery of multiple task orders of the collection housing supplies in combination with the Library's constraints and scheduling requirements. 3.1.5.1 Manufacture and Delivery Schedules Once a task order has been received, the Contractor shall communicate by email when manufacture will begin, be completed, shipped, and delivered to the desired LC location. 3.1.5.2 Documentation Given the complexity of the contract the Library requires that this information be included on various reporting and documentation reports, such as packing lists, inventories, and invoices. LC Name of Item (see Section 4.1) LC Catalog # (see Section 4.1) Dimensions (see Section 4.1) Quantity in Carton or on Pallet Contract Number Task Order and line item number 3.1.6. Clean and Secure Storage and Manufacture Items should be manufactured, packed, and stored before shipment so that they do not become dirty or otherwise damaged, including water and/or insect damage. Evidence of damage to items may be grounds for not accepting items and their return at the contractor's expense. 3.2. Technical and Service Requirements 3.2.1. Housings made as per LC specifications To guarantee the durability and appropriate qualities required for long-term storage, the Library of Congress Preservation Research and Testing Division and the Conservation Division have developed preservation specifications. Failure to meet these specifications could result in permanent damage to the collection items. Requirements for composition, fabrication, packaging, and testing for each Group of materials are defined in the Library's Specifications. The Specifications listed in Section 4.1. Many of these specifications (and the many sizes of housings within each group listed below) are custom sizes that are used to house collection material in specific LC collection furniture. For example with the various box specifications, the exterior dimensions of these boxes must meet very tight tolerances to fit correctly on the off-site storage facility shelving, as well as within transportation vehicles and other storage furniture. Since these collection housing projects can take place over many years, the housings being procured must be identical, not only similar, to safely store LC collections. Items requested shall be made by task order. The vendor will make the exact quantity specified in the task order. If the exact amount is not possible the contractor will every effort to closely approximate the amount. Under no circumstances will the Library accept or be liable for payment of more than the number of items requested in a task order. Housings that do not meet our specifications and requirements shall be rejected. Rejecting materials causes delays that will negatively affect our Congressionally mandated project deadlines. The Library shall make payment of properly received items within 1 week of receipt of items to one of the locations listed in section 3.2.2.1. Inspection of items at this time can be grounds for rejection of the items (see Acceptance Criteria 3.3). The reason(s) for the rejection shall be made in writing to the Contractor. Payment by the Library does not constitute final approval of the supplies received. The Library reserves the right to test, reject and request replacement of items (see Acceptance Criteria 3.3) up to one year after receipt of items. The contractor will be informed in writing of the reason(s) for the rejection. Payment for return of failed housing supplies and shipping of replacement items shall made by the Contractor. 3.2.2. Shipping, Labeling, and Storage 3.2.2.1 Shipping Shipping costs to any of the locations listed in this section shall be included in the item price of each collection supply. Shipping shall not be an additional line item within the invoicing for a task order. Items shall be shipped in cartons on a pallet or, if this is not possible, on a pallet with an outer wrapper of plastic. Other shipping configurations must be approved in writing by the Library of Congress. Unless agreed to by the COR, shipments shall be made on a pallet. Items in a carton must fit securely and not be allowed to shift inside the carton by use of packing paper or other materials. Shipping may be done by common carrier. Shipping may be to multiple Library of Congress locations: 1. Library of Congress Landover Center Annex 1701 Brightseat Road Landover, MD 20785 2. Library of Congress 101 Independence Ave Madison Building Washington, DC 20540 3. Library of Congress High Density Storage Facility 100 Meigs Road Ft. Meade, MD 20755 4. Library of Congress Packard Campus 19053 Mount Pony Road Culpeper, VA 22701 5. To the Contractor's Intermediate Storage Location (see section 3.2.2.3) A Library Point of Contact for each delivery shall be listed with each Task Order. This point of contact must be contacted one business day before delivery. Deliveries cannot be made on Saturdays, Sundays, or Federal holidays. 3.2.2.2 Labeling The following descriptive information is required on every label used on outer and inner containers: LC Name of Item (see Section 4.1) LC Catalog # (see Section 4.1) Dimensions in inches as indicated by the supply list (4.1) Quantity in Carton or Pallet Task Order and line item number The contractor may include other information on the label with the approval of the COR. The label shall be placed on side of carton or items on pallet, so the label can be seen when cartons are stacked. If items are wrapped in plastic a label, shall be placed on the plastic wrapping on the side of the pallet so it is visible. All packages inside an outer container must also include the same information as the outer container. 3.2.2.3 Intermediate Storage At the written authorization COR and with an approved task order, items may be manufactured but not immediately shipped to the Library. The Library will pay the Contractor for the storage of these supplies on a monthly basis until the Library can take delivery of or pick up the items. The location of the storage area where the items are staged shall be within 100 miles of Capitol Hill, Washington DC to allow for the Library to pick up supplies with their own vehicles. The contractor shall have an appointed storage manager present during working hours. The storage manager must be able to monitor the items and ensure that they are not damaged on a daily (working day) basis. The storage manager is the point of contact for delivery and shipping arrangements from the storage site. Contractor shall provide inventory storage lists as described in Section 4.3.4 Fees will be assessed on a monthly basis per pallet. Items shall be delivered to an LC facility or picked up by an LC vehicle or representative within 2 working business days of the written request of the COR to the intermediate storage manager. Items picked up by the Library or its representative must have a packing list as would be included with items shipped directly to the Library (see section 3.2.2.1) If the items are picked up by the Library or its representative, pallets and/or cartons shall be placed in the shipping vehicle by the Contractor. Movement of the pallets to the vehicle by a forklift, pallet jack or other device is the responsibility of Contractor and shall not be done by Library staff or its representatives. Delivery of the items to the Library from the Intermediate Storage Location may be done in these ways: 1. Pickup by Library Staff with no additional shipping cost. Items must be available for pick up from 9am-2pm by the Library within 100 miles of Washington DC. 2. Pickup where the Library makes the pickup arrangements with a third party carrier from 9am-2pm by the Library within 100 miles of Washington DC. The Library shall pay the third party carrier. 3. Delivery by the contractor to one of the LC locations at an additional fixed per pallet cost. 3.2.3. Modified Product Design New collection housing projects often require a modification of an existing design within a supply and specification group (see 4.1.1 Paper Items, 4.1.2 Card Stock Items, 4.1.3 Board Items, 4.1.4 Polyester Items, 4.1.5 Corrugated Items, 4.1.6 Foam Items). Modified products shall be requested by Task Order as a "Modified Product Design" in order to determine design and pricing informed by similarly sized items in the supply and specification group. Modified Products must reviewed by the Library and approved in writing before production can begin. Approved Modified Products shall be given a Library catalog # and included in the appropriate supply group in Section 4.1.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/LOC/CS/CS1/LCLSP12R0025/listing.html)
- Place of Performance
- Address: Library of Congress, 101 Independence Ave, Madison Building, Washington, District of Columbia, 20540, United States
- Zip Code: 20540
- Zip Code: 20540
- Record
- SN02744359-W 20120512/120510234955-7801a16e5403fd33054b99c239ecd5c9 (fbodaily.com)
- Source
-
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