Draft Request for Proposals Notice for the Books & Non-Print Materials and Related Support Competition
ID: DraftRFPBooksIDIQType: Special Notice
Overview

Buyer

LIBRARY OF CONGRESSLIBRARY OF CONGRESSLIBRARY OF CONGRESS FEDLINKWASHINGTON, DC, 20540, USA

NAICS

Book, Periodical, and Newspaper Merchant Wholesalers (424920)

Original Source

https://sam.gov/opp/a33e87ae1d9545bda4fe2ad54f794835/view
Timeline
    Description

    The Library of Congress (LOC) is seeking feedback from contractors through a Draft Request for Proposals Notice for the procurement of Books and Non-Print Materials and Related Support under the Federal Library and Information Network (FEDLINK). The objective is to refine the requirements for an Indefinite Delivery, Indefinite Quantity (IDIQ) contract that will provide various publication formats and associated support services to federal libraries and information centers over a five-year period, with a maximum contract value of $50 million. This procurement is crucial for centralizing the acquisition of materials, thereby enhancing the efficiency of federal library operations. Interested contractors are encouraged to submit their questions and comments by 5:00 PM Eastern Time on August 29, 2025, to the primary contact, Katherine Bowen, at katbowen@loc.gov.

    Point(s) of Contact
    Katherine Bowen
    katbowen@loc.gov
    Tariq Miakhel
    tmiakhel@loc.gov
    Files
    Title
    Posted
    DRAFT Attachment J.1 - FEDLINK Monthly Cancellation and Deobligation Report.xlsx
    The "FEDLINK MONTHLY CANCELLATIONS AND DEOBLIGATIONS REPORT" (Attachment J.1.) is a standardized form designed for vendors with IDIQ contracts to report monthly cancellations and deobligations. This report, crucial for federal government procurement, requires detailed information including vendor name, contract number, period of performance, and contact details. It itemizes cancellations or returns, specifying the dollar amount, date of cancellation, original order total, deobligation value, and revised order total. Each entry must include the vendor account number, agency name, agency POC, POC email and phone, FEDLINK ID, FEDLINK Order #, and order date. The form also includes checkboxes to indicate whether the entry is a "Cancellation" or "Return," ensuring clear categorization of reported transactions. This document is essential for financial reconciliation and compliance within federal contracting frameworks.
    DRAFT Attachment J.2 - Past Performance Questionnaire.docx
    The FEDLINK Books and Non-Print Materials and Related Support Solicitation (LCFDL25R0008) includes Attachment J.2, a Past Performance Questionnaire. This questionnaire is designed to evaluate an offeror's past performance to assess the risk associated with their ability to successfully fulfill contract requirements. It collects client, contract, and contractor information, including project descriptions and total contract value. The questionnaire assesses performance across several key areas: Quality (technical expertise, product/service quality, project management, and contract compliance), Cost Control, Timeliness, and Business Relations. For each performance area, the questionnaire asks for a rating and comments. It also includes a question about whether the client would select the firm again and an overall assessment. A detailed rating scale (0-4) is provided, defining performance levels from Unsatisfactory to Outstanding, based on adherence to contractual requirements and effectiveness of corrective actions.
    DRAFT Attachment J.3 - Pricing Pages Template.xlsx
    This government file outlines pricing and service categories for FEDLINK contracts, effective from October 1, 2025, to September 30, 2030, covering three main lots. Lot 1 focuses on KS & Non-Print FEDLINK Pricing, detailing firm order services with categories for subject, format, or source specialization, where vendors provide discounts from publisher list prices. Lot 2 pertains to Technical and/or Order Processing Services, which can only be offered by vendors also providing materials under Lot 1 and/or Lot 3. Lot 3 covers additional pricing structures and services, including subject-based, format-based, and profile-based specializations, as well as various acquisition and support services. The document emphasizes that all pricing is based on publisher list prices and does not include freight pass-through. It also specifies various types of units, categories, and services that can be selected within each lot, such as different types of materials, processing options, and delivery services. The file is a detailed framework for service and pricing agreements within the FEDLINK program.
    DRAFT Attachment J.4 - Firm Orders Form.pdf
    The FEDLINK Lot 1 - Book & Media Requirements Form outlines the process for federal agencies to order books and media through Customer Specific Indefinite Delivery Indefinite Quantity (IDIQ) vehicles. This form is used for Firm Orders, which are one-time purchases of specific titles. Agencies authorize a minimum contract value of $25.00 per awarded contract and establish a maximum contract value based on their anticipated yearly spending. The form requires agencies to provide member information, including contact details and shipping addresses. It also details requirements for subject specializations, format/source specializations (including eBooks), and ordering parameters/technical specifications like online ordering and rush delivery. Optional services such as technical processing, cataloging, and collection development are also addressed. The completed form must be emailed to FEDLINKBooks@loc.gov with a specific subject line.
    DRAFT Attachment J.5 - Lease Plan Form.pdf
    The FEDLINK Lease Plan Requirements document outlines the process for federal agencies to lease books and media rather than purchase them, with an option to buy items at a reduced price after the lease term. This program, part of federal government RFPs, allows libraries to expand their resources by acquiring popular titles without permanent collection purchases, extending the shelf life of heavily used materials. Agencies must complete a form for each lease plan, specifying material format (books, audiobooks, DVDs), content (general, fiction, non-fiction, specific genres), audience (adult, young adult, children), selection frequency (monthly, weekly), size (number of titles per year), and selection type (by title, list, or popularity). The plan is a firm-fixed price order with potential option years, established by a FEDLINK contracting officer based on the agency's requirements. The form also covers physical processing requirements such as catalog records, spine labels, book protectors, barcode labels, and durable bindings, as well as ordering options like web-based selection and the option to purchase. Completed forms are to be emailed to FEDLINKbooks@loc.gov.
    LCFDL25R0008 SF1449 Draft RFP 8.12.25.docx
    The document outlines Solicitation/Contract/Order LCFDL25R0008 for Commercial Products and Services, specifically for Books and Non-Print Materials and Related Support for the Federal Library Information Network (FEDLINK). This Indefinite Delivery, Indefinite Quantity (IDIQ) contract, with a five-year ordering period (05/01/2026 – 04/30/2031) and a maximum value of $50,000,000, details requirements for supplying various publication formats and associated support services. Key areas of performance include Firm Orders, Technical/Physical Processing, and Leasing Plans, with specific conditions for delivery, quality control, and invoicing. The contract emphasizes adherence to federal regulations, including those related to licensing agreements and payment procedures. It also specifies responsibilities for contractors and government representatives in administering the contract and ensuring compliance.
    Questions and Answers Books IDIQ Draft RFP for SAM.gov 12.4.25.xlsx
    The FEDLINK Books IDIQ DRAFT RFP Q&A addresses vendor questions regarding a federal contract for books and related services. Key areas include contract scope, eligible agencies (federal, tribal, DC government, and some contractors), and acceptable discount models. The document clarifies requirements for collection development, digital media processing, and incidentals. It also details invoicing, ordering platforms, and reporting obligations for cancellations. FEDLINK seeks discounts equal to or better than a vendor's most favored customer and emphasizes that proposed exceptions to terms may lead to proposal rejection. The Q&A also touches on the allowance of customized digital library portals and aggregated access to publishers as advantageous. The estimated value for physical book purchases will vary by agency needs, and while rush orders are mentioned, their availability is limited due to quoting times.
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