SECTION C - STATEMENT OF WORK

SECTION C - STATEMENT OF WORK

C.1. BACKGROUND

C.1.1. DESCRIPTION OF THE FEDLINK PROGRAM. The Federal Library and Information Network (FEDLINK) is a nationwide network, or consortium, of federal libraries, information centers and other federal offices whose purpose is to provide contracting, financial management, professional development and library support services to its members so that they are better able to fulfill their crucial mission of keeping the Government and the nation informed. Since the program's inception in 1973, a key element of FEDLINK service has been centralizing and simplifying the information procurement efforts of the federal library and information center community.

C.1.2. FEDLINK PROCESS. Through formal procurement methods, the Library of Congress (LC or the Library) establishes Basic Ordering Agreements (BOAs) for commercial information products and services. Federal agencies are allowed to use the LC/FEDLINK BOAs by entering into an interagency agreement (IAG) with LC to "join" FEDLINK. Federal agencies may not unilaterally cite an LC/FEDLINK BOA; a valid IAG with LC is required. In addition to simplified contracting for libraries, researchers, legal offices, and other units, FEDLINK also offers fiscal support to member agencies. Members may transfer funds to LC to pay for the agency's expenditures under an established LC/FEDLINK BOA. LC/FEDLINK examines and pays invoices and provides account statements to transfer pay members. Alternately, members may establish a direct invoice payment relationship with vendors. Section G of this solicitation details FEDLINK transfer pay and direct pay finance options; the IAG and delivery order process; and invoicing and payment procedures.

C.1.3. FEDLINK SERVICES. LC/FEDLINK BOAs cover a broad range of commercial information services and products. These include subscriptions to online and CD-ROM database retrieval services, gateway access services, membership in bibliographic utilities, subscriptions to periodicals, and the acquisition of books and other library materials. All types of libraries and other federal offices use FEDLINK services: general and technical libraries, legal offices, training centers, public affairs offices, laboratories, researchers, and so on. In FY99, federal agencies procured over $113 million through LC/FEDLINK BOAs. This solicitation for books and library publications acquisitions services is issued on behalf of the more than 1,000 activities that participate in FEDLINK. Libraries, information centers and other federal offices that use information services or acquire publications are included in the broad terms "library" or "member" in this RFP.

C.1.4. FEDLINK BENEFITS. Centralization through FEDLINK benefits individual federal agencies and their libraries, the information industry, and the Government as a whole. By consolidating their purchasing power, federal agencies gain favorable Government pricing and volume discounts from the industry. Federal libraries and information centers benefit from the terms and conditions of FEDLINK contracting vehicles, which are specifically geared toward the reference, technical processing, and publications acquisitions requirements of information service operations. FEDLINK's centralized procurements enable the industry to respond to a uniform set of technical requirements and provides a focused point of contact in the customer community. Finally, information services procurement becomes more efficient overall by reducing agencies' redundant contracting efforts.

C.1.5. AUTHORITY FOR FEDLINK SERVICES. Organizationally, FEDLINK is a program of the Federal Library and Information Center Committee (FLICC) and is managed by the Library of Congress (LC). LC operates the FEDLINK program under the authority of the Economy Act (31 U.S.C. '' 1535 and 1536), in accordance with Federal Acquisition Regulation Parts 17.5, and 16.703. Under this procurement vendors shall not provide the following services or products for any customers: computer or telecommunications equipment, software development or programming, telecommunication systems development or installation, database development or implementation, furniture, supplies, or personnel services. FEDLINK is recognized by the Office of Management and Budget (OMB) and the General Accounting Office (GAO), both of which have encouraged the program's development and use by federal agencies.

C.1.6. QUALIFYING VENDORS. Vendors shall supply publications as ordered in an effective and efficient manner, and shall also provide a variety of associated services that support the execution and administration of library acquisitions operations, and certain options in delivery and physical processing of materials. Libraries and other federal offices centralize the acquisition of books and library publications through qualified firms in order to reduce the Government's time and labor investment in acquiring information needed to support agency missions. Accordingly, vendors who qualify for the FEDLINK program will be those who demonstrate a thorough understanding of the technical requirements of the library acquisitions services described herein; who have the required experience and facilities to provide efficient, quality services; whose past performance demonstrates reliability and professionalism; and whose prices represent cost savings for the Government and the FEDLINK membership.

C.1.7. INSTRUCTIONS FOR PROPOSALS. Detailed directions for the format and scope of proposals are given in Section L of this RFP. Vendors must demonstrate in their proposals an understanding of the technical requirements of the offered lot(s). Vendors should supply sample materials (catalogs, system documentation, management reports, invoices, etc.) to illustrate the narrative description of their services required by Section L, but shall not submit such materials in lieu of narrative description. Vendors should provide lists of the publishers they commonly deal with, and supply information about discounts to which FEDLINK customers are entitled or fees associated with supplying certain publisher's materials. FEDLINK's goal is to establish BOAs that provide the best value to the Government by enabling FEDLINK members to buy the publications needed in their particular agencies from the vendor that provides the best product and service for the least cost.

C.2. SCOPE OF WORK - FEDLINK BOOKS AND LIBRARY PUBLICATIONS ACQUISITIONS.

This Request for Proposal (RFP) is for services from vendors who can supply books and library publications (non-serial publications) and associated acquisition support services to federal libraries, information centers, and other federal offices. Such vendors are commonly called "book jobbers" in the information services industry. This solicitation is divided into four lots which define four different but related aspects of books and library publications acquisitions. Vendors must offer products and services under Lot 1 in order to be considered for a BOA under this RFP. Vendors who provide firm order services under Lot 1 may also offer under optional Lots 2, 3, and/or 4. Each lot follows the same basic organization, with descriptions of the service required by the lot, the publications to be supplied, and the order and delivery process. Responses must demonstrate a thorough understanding of the technical requirements of each offered lot.

C.3. GENERAL REQUIREMENTS.

(a) Publications. Materials covered by this RFP include books and other publications that are complete in one part, or, are intended to be completed in a finite number of separate parts. This contrasts with "serial" publications such as magazines, journals and newspapers, which are not covered by this RFP. Varied publishing formats and/or media such as books, reports, treatises, encyclopedias, atlases, sound recordings, videotapes, CD-ROMS, audio-visual materials, reprints, etc., are acceptable under this RFP.

(b) Firm Orders. Under the basic lots of this RFP, vendors will supply publications in response to firm orders from FEDLINK customers. A firm order is a one-time order for a specific title or titles in a specific number of copies (in contrast to a subscription or open standing order.) Vendors typically will supply requested materials from in‑house stock or acquire items as needed directly from the publisher. Most of the publications categories in this RFP refer to items commonly available in the United States, but some categories, such as foreign press publications, concern non-domestic materials. Further definitions of key terms used in this RFP are listed below.

(c) Physical Requirements of Publications. The vendor shall supply publications in the customer's choice of the bindings or format offered by the publisher, i.e. cloth, paper, or library binding, loose-leaf, hardbound, or other issued format. All materials shall be new and in mint condition. The vendor shall supply the latest edition of all publications unless the customer specifically requests another edition. Unless otherwise specified, the vendor shall supply publications as they are available domestically. Foreign press materials shall be supplied in the requested foreign version.

C.3.1. REQUIRED FIRM ORDER SERVICE - LOT 1. Vendors must offer products and services under Lot 1 in order to be considered for a BOA under this RFP.

(a) Subject Area Specialization. Vendors may specialize by subject area of publication and identify the types of materials they are prepared to supply within each subject area. Thus, for example, a vendor might specialize in scientific and technical publications and might supply trade, scholarly, textbook, audio-visual, non-English language, association press and university press materials on sci-tech subjects. Vendors may specialize in more than one subject area. Providing materials in a "General" category is one of the possible specializations.

(b) Source or Format Specialization. Alternately, vendors may specialize by format or source of publication and then identify the subject areas in which they can provide materials. Thus, for example, a vendor might specialize in trade publications in all subject areas except juvenile/young adult; in textbooks in all subject areas; or in foreign press publications on business, scientific, medical, and legal subjects. Vendors may specialize in more than one format/source area.

C.3.2. OPTIONAL SERVICES - LOTS 2, 3, AND 4. Vendors who provide firm order services under Lot 1 may also offer under optional Lots 2, 3, and/or 4.

(a) Lot 2 - Approval Plan Service. Under an approval plan, vendors automatically supply publications to the customer "on approval" in accordance with a customer-specific collection ordering profile. Customers may approve and retain supplied materials, or return items deemed unsuitable for addition to the collection. The customer only pays for the publications retained. Instead of shipping books to the customer automatically, vendors may send selection tools (catalogs, descriptive title lists, or notification slips) that list publications within the scope of the library's profile. The customer then chooses items from the selection lists. The approval plan ordering profile typically specifies the library's primary subject areas and collection intensity (e.g. comprehensive), and other collection parameters such as format, language, place of publication and price range. Approval plans are intended to improve library efficiency and effectiveness in buying materials in routine collection areas or in esoteric subjects. Approval plans provide important pre-purchase information concerning new and/or forthcoming titles and eliminate the need for libraries to place individual orders.

(b) Lot 3 - Leasing Plan Service. Vendors lease or license books or other library publications in response to orders for specific titles (as in Lot 1, above) or according to a customer profile (as in Lot 2). The customer leases publications from the supplier instead of buying them, and retains an option to purchase leased items at a reduced price when the term of the lease is over. The publications are supplied in shelf-ready condition. The leasing plan is a way for a library to expand the resources available to its users by obtaining popular titles as needed, without having to buy multiple copies for its permanent collection. Leasing also extends the shelf life of heavily-used titles.

(c) Lot 4 - Technical and/or Order Processing Services. The vendor may provide technical processing for materials supplied under this solicitation, performing physical processing or cataloging in order to supply materials to the customer in shelf-ready condition. The vendor may provide a computer-based order processing system for the customer to make the acquisitions control process more efficient. However, no computer equipment may be provided under LC/FEDLINK BOAs.

C.3.3. BASIC ORDERING PROCESS. Basic requirements of the process by which FEDLINK customers will order books and library publications are described below. Additional specific requirements for firm orders, approval plans and leasing plans are described in Lots 1, 2, and 3.

(a) Order Communication. Vendors shall accept orders via multiple methods of communication. These shall include US mail, telephone, and telefacsimile transmission, and may also include electronic mail, general commercial online systems, or the vendor's own computerized system. Response must clearly state methods of order communication accepted.

(b) Online Ordering. The vendor may provide a basic method of online ordering which may be used at the library's discretion. As a minimum, the contractor's system shall meet the following requirements for library ordering:

(1) Dial Access. Real time online via dial access and standard equipment. The system must allow the library to connect to the contractor's computer, transmit an order to the contractor's computer, and receive confirmation of the order, communicating through open phone lines or a standard value added telecommunications network (i.e., not only contractor's leased/dedicated lines).

(2) Standard Equipment. The contractor shall not require the ordering agency to procure specific, single-use equipment for the system. Instead, the ordering agency must be able to use either an asynchronous terminal with a modem, or any IBM compatible microcomputer with modem to access the system.

(c) Cancellation Notices. The vendor shall provide written cancellation notices by U.S. mail or electronic mail to the customer for all orders canceled by the customer and for all items the vendor cannot supply. Notices shall be supplied within five working days of the date the user cancels the order or the date the vendor determines the item cannot be supplied. The cancellation notices will show, at a minimum, the vendor's name, the order number, the title, the date of cancellation, reason for cancellation, and the address to which the item would have been shipped.

C.3.4. DELIVERY. Materials shall be delivered in a timely manner, shipped in durable packing (i.e., containers and clean filling), labeled appropriately, and identified with packing slips that list the items, quantity and purchase order number of materials in the shipment. All approval plan and leasing plan shipments shall be clearly identified as such and shall be clearly numbered to reflect the month and fiscal year of the order/shipment. All materials shall be shipped on a regular frequency, as mutually agreed upon between the vendor and the customer.

(a) Shipment. Publications shall be shipped f.o.b. destination. The vendor shall ship items picked from in-house stock within five working days of receipt of the customer's order. Drop shipments directly from the publisher to the customer, without inspection by the vendor, shall be an exceptional delivery process, used for rush orders or other special circumstances.

(b) Shipping Charges. The Government shall not be charged for shipping, except:

(1) Charges for registered mail for priority overseas shipment shall be reimbursed to the vendor.

(2) Charges for special delivery services (e.g., Federal Express, UPS, Overnight Mail, etc.) for rush orders shall be reimbursed to the vendor upon invoicing, provided the user approved the use of the rush delivery method in advance.

(3) Rejected items, those not approved for addition to the collection, under firm orders, approval plans or leasing plans, shall be returned to the vendor at the Government's expense. Items returned at the expiration of a lease shall be returned at the Government's expense. But, items returned due to vendor error may be returned at the vendor's expense.

(c) Tracing and Lost Materials. If 30 days have elapsed from the date of shipment, and the ordering agency has not received the items ordered, upon notice the contractor shall trace shipments and report status to the customer. Lost materials not recovered by tracing shall be replaced at no additional cost to the customer.

C.3.5. ACQUISITIONS SUPPORT SERVICES. Customer support is an essential component of services offered through the LC/FEDLINK program. Vendors shall provide responsive, knowledgeable support to the federal libraries, information centers, and other federal offices that are their FEDLINK customers. Basic elements of customer support are described below.

C.3.5.1. CUSTOMER SUPPORT - ALL LOTS.

(a) Support Representative. The vendor shall designate an individual to serve as a point of contact (POC) for FEDLINK customers. This individual shall be familiar with the terms of the LC/FEDLINK agreement and FEDLINK processes, and shall understand the publications acquisitions needs of federal libraries and information centers. This individual shall have the ability and authority to answer questions and resolve problems.

(b) Telephone Support. The vendor shall provide a toll free telephone number, and shall appoint a POC for FEDLINK customers for inquiries about orders, problems, or other information. The vendor shall provide telephone service, at a minimum, between the hours of 9:00 AM and 5:00 PM, EST, but additional hours are recommended.

(c) "Mini-Network" Support. Many federal libraries are organized into a headquarters/field‑site system similar to a large public library or university system with many branch units administered through a main library office. Some "mini-networks" have strong central control systems, others are comprised of relatively autonomous libraries whose funds are simply managed from a central FEDLINK account. In still other situations, a federal library may be responsible for ordering materials for the entire agency - library copies as well as office copies of publications. Vendors must use extra care in managing orders for such mini-network customers, particularly in the following areas:

(1) Addresses. The vendor shall maintain extensive and accurate lists of ship-to addresses, updating them as the customer deems necessary. Items shall be delivered to the appropriate ship-to address.

(2) Order coordination. The vendor shall coordinate orders from multiple sites, associating them with the delivery order that represents the customer's central FEDLINK account.

(3) Billing coordination. The vendor shall coordinate billing, to generate invoices for multiple sites against the customer's central delivery order/account.

(4) Management reports. The vendor shall generate management reports which summarize the acquisitions activity of the mini-network. Such reports shall have the same characteristics defined for basic reports, below. In addition, reports should include summarized information on multiple copy orders, discounts, and expenditures. As an illustration, individual titles ordered in multiple copies should be listed only once with the number of copies, price, discount, and extended price totaled. The vendor shall work with mini-network customers to define reports as necessary.

C.3.5.2. CUSTOMER REPORTS - LOTS 1, 2, AND 3. The vendor shall provide a status of orders report, outlined below, free of charge to firm order, approval plan, and leasing plan customers. The report is not intended to replace or duplicate the title-specific information provided on shipping lists and invoices, but is intended to track the customer's overall ordering activity. The customer will use this report to certify orders placed/received and will forward the report to the Library of Congress FEDLINK Fiscal Operations office. Other, additional reports for the customer may be supplied, but are optional. Any costs for optional reports must be identified in the vendor's offer. A separate Quarterly Summary Report shall be provided to the LC Contracts and Logistics Services office as required in Section H.

(a) Frequency. The report shall be provided to the customer at least quarterly. To improve their acquisitions management, customers may request that the report be provided on a monthly basis. This report shall be received by the customer within 30 calendar days after the end of the particular reporting period.

(b) Format. Paper is the required basic format for reports, but machine-readable and other formats, such as a data file or online query, are encouraged as well.

(c) Content. The basic quarterly status of orders report shall be a year-to-date cumulative listing of the status of all of the customer's orders, open and closed. A monthly report need not be year-to-date accumulation. Reports shall include the following data:

(1) Identification information: customer ordering office; FEDLINK ID; LC delivery order number; ship-to address or ID.

(2) Order information: customer's order number; order date; number of items in the order; total amount of order; identification of individual authorized to place the order; fund code if supplied by the customer.

(3) Status information: status of order, e.g. open, shipped, closed, backordered, canceled.

(d) Sorting Order. Sorting shall be available on the following keys: order status; order number; order date; fund. The Order Management Report shall be sorted first by order number.

(e) Totals. The report shall show the total number and cost of items on each order and the grand total for all orders on the report, including quantity ordered, list price, discount, service charge, and extended price. Subtotals by order status shall be provided.

C.3.6. DEFINITIONS. The following definitions are provided to clarify FEDLINK usage of common terms in the books and publications acquisitions industry.

(a) Annual Period. Reflects the federal fiscal year, October 1 through September 30, unless otherwise noted.

(b) Approval Plan. An arrangement whereby a vendor automatically supplies materials potentially required by a library as they are published, in accordance with a detailed profile of the library's collection needs. The library may return any publications deemed unsuitable for addition to the collection and is only billed for items retained. An approval profile typically specifies the library's subject areas and collection intensity, and other collection parameters such as format, language, place of publication and price range. Approval plans improve library effectiveness and efficiency by providing important pre-purchase information about new and/or forthcoming titles and eliminating the need for libraries to place individual orders in either routine or esoteric collection areas.

(c) Association Publication. A publication issued by, or under the auspices of, an association or institution, including proceedings, monographs, and memoirs.

(d) Back Issue. A single issue of a serial publication preceding the current issue. A "back file" is a set or file of old issues of a serial.

(e) Binding. The device or covering used to cover and/or fasten the covering of a book.

(f) Books and Library Publications (Non-Serial Materials). Publications that are complete in one part or are intended to be completed in a finite number of separate parts. This category includes disparate non-serial publication formats such as books, reports, treatises, encyclopedias, atlases, sound recordings, videotapes, audio-visual materials, reprints, etc. This contrasts with "serial" publications such as magazines, journals and newspapers, which are not covered by this RFP.

(g) Edition. All copies of a bibliographic item produced from substantially the same type image or from an original physical or electronic pattern or prototype; the form in which a work is produced, such as original, revised, reprint, textbook, etc.

(h) Firm Order. A one-time order for a specific title(s) and number of copies, in contrast to a subscription or standing order.

(i) Format. Those materials that are described by similar general appearance and physical makeup, including size, proportions, quality and style of paper and binding, typographical design, etc.; the medium in which a publication is presented.

(j) Leasing Plan. The library leases publications from a supplier instead of buying them, retaining an option to purchase leased items at a reduced price when the term of the lease is over. The leasing plan is a mechanism for libraries to obtain popular titles without having to buy multiple copies for the permanent collection.

(k) Library. Libraries, information centers and other federal offices that use information services or acquire publications are included in the broad term "library" in this RFP.

(l) Library Binding. A strong binding designed for heavy library use.

(m) Multimedia. An item containing two or more categories of materials no one of which is identifiable as the predominant constituent of the item.

(n) Network. Refers to people and organizations, not to computer or telecommunications networks.

(o) Out-of-Print. Not obtainable through the regular market because the publisher's/producer's stock is exhausted. Out of print is to be distinguished from "out of stock", a term used to indicate that the item is not available from the publisher or jobber's inventory at the present time but probably will be later.

(p) Profile. A description of the significant features of the collection areas of special interest to the library, such as academic discipline, country or region of publication, or language. The profile serves as a basis for approval plan or leasing plan orders and is developed by the FEDLINK member in collaboration with the vendor.

(q) Publisher List Price. The list price is the one the publisher has established and announced in its catalog or other trade publications. List price shall not include freight pass through.

(r) Reprint. A new impression of an edition or a new edition from a new setting of type, for which an impression of a previous edition has been used as a copy; a separately issued article, chapter, or other portion of a previously published larger work, usually a reproduction of the original.

(s) Serial Publication. A publication in any medium issued in successive parts bearing a numerical or chronological designation and intended to be continued indefinitely.

(t) Subscription. The arrangement by which, in return for a sum paid in advance, a periodical, newspaper, or other serial is provided for specified numbers of issues or a specified period of time.

(u) Standing Order. A general order to a vendor or a publisher to supply the volumes or parts of a particular title or type of publication as they appear, usually until otherwise notified.

(v) Trade book.

1. A book produced by a commercial publisher for sale to the public primarily through bookstores, as distinguished from a textbook edition, subscription book, or a book meant for a limited public because of its technical nature, specialized appeal, or high price.

2. Any high discount (more than 40 per cent) book regardless of subject matter or type of publisher. [American Library association Glossary].

C.4. SPECIFIC REQUIREMENTS

C.4.1. LOT 1 - FIRM ORDER SERVICE - SUBJECT AREA, FORMAT OR SOURCE

SPECIALIZATION

C.4.1.1. SERVICE DESCRIPTION. Under Lot 1, Firm Order Service, vendors shall supply books and other library materials in response to firm orders from FEDLINK customers. Customers may place firm orders for traditional monographs - single volume print books - or for other non-serial publications in varied formats and physical media. Vendors may supply publications from in-house stock, or acquire them directly from the publisher or other appropriate source. Vendors must offer services under Lot 1 in order to be eligible to offer services under Lots 2, 3, or 4. Vendors shall specialize by subject area, format or source of publication and shall identify the types of materials they supply within their specializations. Vendors may specialize in more than one area. Thus, for example, a vendor might specialize in scientific and technical publications and might supply trade, scholarly, textbook, audio-visual, association press and university press materials on sci-tech subjects; or a vendor might specialize in trade publications in all subject areas except juvenile/young adult; in textbooks in all subject areas; or in foreign press publications on business, scientific, medical, and legal subjects. The chart provided as Attachment 1 identifies the options available. Vendors shall specialize in one or more of the subjects, formats or sources identified, i.e. by column (subject) or by row (format or source). Within each specialty the vendor shall indicate the publications supplied. Please attach this form to your section B pricing proposal.

C.4.1.2. PUBLICATIONS PROVIDED.

C.4.1.2.1. SUBJECT SPECIALIZATION. Vendors shall supply publications in at least one of the following subject areas:

(a) General.

(b) Juvenile, Young Adult.

(c) Business, Economics, Finance.

(d) Legal.

(e) Medical and Allied Health.

(f) Scientific and Technical.

(g) Social Sciences and Humanities.

(h) Other. Vendors may identify other specific subject areas of expertise.

C.4.1.2.2. FORMAT OR SOURCE SPECIALIZATION. Vendors shall supply publications in at least one of the types below:

(a) Trade, Trade Paperback.

(b) Textbook, Textbook Paperback.

(c) Mass Market Paperback.

(d) Reference.

(e) Reprints, Back Issues.

(f) Audio-Visual.

(g) Multimedia.

(h) Non-English Language.

(i) Out-of-Print.

(j) Association, Society Presses.

(k) Foreign Presses.

(l) Government Documents.

(m) Small Presses.

(n) University Presses.

(o) Other. Vendors may identify other specific publication types, formats, or sources of supply.

C.4.1.3. FIRM ORDER SERVICES.

C.4.1.3.1. ORDER TYPES. Vendors shall process regular firm orders, backorders, and rush orders. Standing orders are not allowed under BOAs established based on this solicitation.

(a) Regular Firm Orders. Most publications shall be delivered to the customer within 30 days of receipt of the customer's order. These shall be considered regular firm orders. The vendor shall promptly notify the customer when an item cannot be obtained within the regular 30-day timeframe, so the customer may identify an alternate source for the publication in a timely manner.

(b) Firm Order Backorders. Items which cannot be delivered within 30 days of receipt of the customer's order, but which the vendor can supply, shall be treated as backorders. Upon receipt of a backordered item from the publisher, the vendor shall ship it to the customer within five working days.

(c) Rush Firm Orders. The vendor shall provide a method and identify timeframes for rush handling of orders for titles the customer requires on short notice. Rush orders shall be available both for publications supplied from the vendor's stock and for items acquired as needed from publishers.

C.4.1.3.2. ORDER DATE. The order date of all orders shall be the date the customer sends the order to the vendor, not the date the vendor begins processing the order (e.g. entering the order in a computer system, requesting the item from a publisher, etc.) All items shall be billed in accordance with the customer's order date. Because the customer's order date indicates the fiscal year of obligated funds, accurate recording of the order date is particularly critical at the end of the fiscal year.

C.4.1.3.3. CATALOG. The vendor shall provide customers with a catalog or other listing of publications he can supply and/or a list of publishers or other sources that he can access.

C.4.1.3.4. PRE-ORDER SERVICES. Before placing an order, the customer may request the vendor to provide estimates of publisher's list price, vendor's discount category or service fee, and availability of the item (forthcoming, in/out of print, in stock, etc.)

C.4.1.3.5. ORDER COMMUNICATION. Vendors shall accept and confirm orders and cancellations through multiple communication methods. These shall include US mail, telephone, fax transmission, electronic mail, commercial online systems, or the vendor's own online system. Online ordering, if available, shall be used at the library's discretion. At a minimum, the vendor's communication methods, especially in regard to online ordering, telecommunications, and order cancellation, shall meet requirements detailed in Section C.3.3., above.

C.4.1.3.6. RETURNS. Customers shall be able to return items that were supplied in error (wrong fills) or items that were received in unacceptable condition. Customers shall not be charged for, materials, shipping or processing for returned items.

C.4.2. LOT 2 - APPROVAL PLAN SERVICE

C.4.2.1. SERVICE DESCRIPTION. Under Lot 2, Approval Plan Service, the vendor shall automatically supply books and library publications to the customer "on approval" in accordance with a customer-specific collection ordering profile. Customers will approve and retain acceptable items, and reject and return those deemed unsuitable for addition to the collection. The customer only pays for the publications retained. The cumulative value of all items selected under an approval plan shall not exceed the transfer pay customer's delivery order or blanket purchase agreement funding level or the direct pay customer's purchase order amount. Instead of shipping materials automatically, the vendor may send selection tools (catalogs, descriptive title lists, or notification slips) that list publications within the scope of the customer's profile. From these materials the customer will select items to be shipped. All approval plan materials shall be shipped to the customer at the vendor's expense, but rejected items shall be returned to the vendor at the Government's expense.

The approval profile typically specifies the library's subject focus areas and collection intensity (e.g. comprehensive), and other collection parameters such as format, language, place of publication and price range. Approval plans are intended to improve library efficiency and effectiveness by providing important pre-purchase information concerning new and/or forthcoming titles and eliminating the need for libraries to place individual orders in either routine or esoteric collection areas.

C.4.2.2. APPROVAL PLAN ORDERING PROFILE CATEGORIES.

C.4.2.2.1. SUBJECT BASED.

C.4.2.2.2. SOURCE BASED.

C.4.2.2.3. COUNTRY OR REGION BASED.

C.4.2.2.4. LANGUAGE BASED.

C.4.2.2.5. OTHER. The vendor may specify an approval plan based on

other factors.

C.4.2.3. APPROVAL PLAN SERVICES.

C.4.2.3.1. TYPES OF APPROVAL PLANS. Two basic styles of approval plan shall be available: automatic shipments or choice from selection tools.

(a) Automatic Shipment Approval Plan. The vendor shall identify, acquire, and ship materials that fit the customer's collection profile. Each shipment shall be considered a separate order under the approval plan. The customer shall have a sufficient period of time to review the shipment and decide which materials to approve and retain for the collection and which to reject and return to the vendor. The customer shall affirmatively indicate approval of items retained in a manner specified in the profile. The vendor shall invoice the customer only for the items retained.

(b) Selection Tool Approval Plan. The vendor shall provide selection tools that cover publications within scope of the customer's collection profile. Selection tools are typically catalogs, descriptive title lists, notification slips. They may be provided in print or machine readable form, as established in the customer's profile. The customer will clearly annotate the selection tools or will prepare a consolidated request list indicating which items the vendor should supply on approval. The vendors shall acquire and ship the materials the customer identifies. The customer shall have a sufficient period of time to review the shipment to decide whether to retain or reject materials. The vendor shall invoice the customer only for the items retained.

C.4.2.3.2. APPROVAL PLAN ORDERING PROFILE. The vendor and the customer together shall develop an ordering profile that reflects the customer's collection development requirements. The vendor and customer shall review the profile at least semi-annually and adjust it as appropriate.

(a) Documentation. The vendor shall provide the customer with written procedures that fully describe the customer's profile, the process by which the vendor will identify and supply materials in accordance with the profile, and the customer/vendor procedures for operating the plan.

(b) Time Frames. The customer and the vendor shall establish a regular schedule for shipment of publications and a reasonable time frame for review/selection of materials.

(c) Approval Procedure. The profile shall identify a specific procedure for the customer to approve items to be retained for the collection.

(d) Parameters. The profile should cover one or more of the publication categories identified above and shall address at least the following parameters:

(1) Collection intensity, comprehensiveness.

(2) Format(s) of publications.

(3) Price limit for individual items.

(e) Number of Copies. One copy per title shall be shipped, unless the customer specifies otherwise.

C.4.2.3.3. ORDER DATE. The customer order date for approval plan publications orders shall be:

(a) Automatic Shipment Plan: the dates on which the vendor ships materials specified in the customer's ordering profile. It is critical that all vendor shipments be uniquely identified, and that the identifier reflect the fiscal year and month of the shipment. No automatic shipments shall be made after the end of the fiscal year.

(b) Selection Tool Plan: the date the customer sends a selection list to the vendor. It is critical that all selection list orders be uniquely identified, and that the identifier reflect the fiscal year and month of the order.

C.4.2.3.4. RETURNS. Customers shall be able to return items that were supplied in error, that are out of scope of the customer's profile, or items that are not in acceptable condition. Customers shall not be charged for materials, shipping or processing for returned items.

C.4.3. LOT 3 - LEASING PLAN SERVICE

C.4.3.1. SERVICE DESCRIPTION. Under Lot 3, Leasing Plan Service, the vendors shall lease or license non-serial publications to customers in response to orders for specific titles or according to a customer profile. The customer leases publications from the supplier instead of buying them, and retains an option to purchase leased items at a reduced price when the term of the lease is over. The term of the lease shall be specified, and shall not exceed one calendar year. Lease publications shall be supplied in shelf-ready condition. The leasing plan is a mechanism for a library to expand the resources available to its users by obtaining popular titles as needed, without having to buy multiple copies for the permanent collection. Leasing also extends the shelf life of heavily-used titles.

C.4.3.2. LEASING PLAN PUBLICATION CATEGORIES. Vendors may establish leasing plans that provide materials in categories similar to Lots 1 and 2 of this solicitation:

C.4.3.2.1. SUBJECT BASED. Individual Title Orders.

C.4.3.2.2. FORMAT OR SOURCE BASED. Individual Title Orders.

C.4.3.2.3. PROFILE BASED. Automatic Shipments.

C.4.3.3. LEASING PLAN SERVICE.

C.4.3.3.1. TYPES OF LEASING PLANS. The vendor shall provide at least one of the following types of leasing plan:

(a) Title Selection Leasing Plan. The vendor shall supply the customer with a catalog or other listing of titles available for lease. Titles typically are assigned a credit or "coupon" value (with more popular titles worth more.) The customer is entitled to a quantity of title credits commensurate with the amount of the customer's lease. The customer selects individual titles to be supplied under the lease and the vendor draws down the total coupon amount accordingly. The vendor bills for items on lease to the customer.

(b) Profile Leasing Plan. The customer and vendor may develop a profile that establishes categories of materials required by the customer. The vendor automatically supplies materials that match the profile, and bills the customer for the items supplied.

C.4.3.3.2. LEASING PROCESS AND PROCEDURES. The vendor shall provide the customer with written documentation that fully describes the leasing plan's operating procedures, including: identifying and selecting materials to be provided, placing individual orders or developing a profile, returning items at the end of the lease period, purchasing items, billing practice. The customer and the vendor shall establish a regular schedule and method for shipment and return of publications.

C.4.3.3.3. OPTION TO PURCHASE. The vendor shall offer the customer the option to purchase leased items at a reduced rate at the end of the lease period.

C.4.3.3.4. RETURNS. Customers shall be able to reject and return items that were supplied in error, e.g. are out of scope of the customer's lease profile, or items that are not in acceptable condition. The customer's lease shall not be charged for rejected items, materials, processing or shipping. At the expiration of the lease customer shall return all items that will not be purchased.

C.4.4. LOT 4 - TECHNICAL AND/OR ORDER PROCESSING SERVICES

C.4.4.1. SERVICE DESCRIPTION. The vendor may provide technical processing for materials supplied under this solicitation, performing physical processing or cataloging to supply materials to the customer in shelf-ready condition. The vendor may provide a computer-based order processing system for the customer to make the acquisitions control process more effective and efficient.

C.4.4.2. BASIC TECHNICAL PROCESSING. The vendor may physically process and/or provide cataloging data for the publications he supplied under Lots 1, 2, or 3 of this solicitation in order to make the items shelf-ready for the customer's collection. Extensive physical processing (e.g. format conversion, archival or conservatorial processing) and original cataloging are out of scope of this solicitation. Technical processing options shall be priced on a flat per item basis.

C.4.4.2.1. PHYSICAL PROCESSING. The vendor shall physically process materials supplied by the vendor under Lots 1, 2, or 3 of this solicitation. Items shall be processed in accordance with a profile of the customer's requirements as developed by the customer and the vendor. The profile shall specify the extent of processing, and the formatting and placement of items (such as call number, spine labels and barcode labels). The vendors shall identify the materials to be used in physical processing, such as the type, grade, size and make of spine labels. The following physical processing options may be supplied:

(a) Circulation Kit. At a minimum, a circulation kit shall consist of: cataloging data, a book pocket, a circulation card, and a spine label.

(b) Barcode Labels.

(c) Security Strips.

(d) Coverups.

(e) Binding Reinforcements.

(f) Other. The vendor may specify other physical processing options.

C.4.4.2.2. CATALOGING PROCESSING. The vendor shall supply a set of catalog cards or MARC output for publications supplied by the vendor under Lots 1, 2, or 3 of this solicitation. Cataloging data shall be supplied in accordance with a profile of the customer's requirements for descriptive and subject cataloging and classification.

(a) Cataloging Parameters. The customer shall have the option of receiving Library of Congress, Sears, or National Library of Medicine subject headings and Library of Congress, Dewey, or National Library of Medicine call numbers.

(b) Cataloging Data in Electronic Form. Computer‑readable cataloging output shall be available on 3.5" DOS diskette, and may also be available on tape, through electronic mail or Internet transfer, or other distribution channel.

(c) Other Cataloging Processing Options. The vendor may offer cataloging processing options developed in cooperation with the membership bibliographic utility organizations.

C.4.4.2.3. COMPLETE TECHNICAL PROCESSING. The vendor may offer complete physical and cataloging processing of publications supplied under Lots 1, 2, or 3 of this solicitation. Complete processing shall consist of a combination of the elements identified under C.4.4.2.1. and C.4.4.2.2., above.

C.4.4.2.4. DELIVERY. Publications processed under this lot shall be delivered in accordance with the specifications in the lot under which they were ordered - Lot 1, 2, or 3, above. The vendor shall specify standard periods needed for technical processing activities. This time may be added to the normal 30-day delivery time frame for regular firm orders.

C.4.4.3. COMPUTER-BASED ORDER PROCESSING. The vendor may provide acquisitions control software for the customer to operate on his local computer system or may provide the customer with online access to order information on the vendor's own central system. The vendor may provide training in its order processing system, as needed. The vendor shall provide the customer with detailed documentation on its order processing system that addresses the system's technical requirements (computer equipment, operating system, access requirements, etc.), functional capabilities (title lists, order placement, order tracking), and operating procedures. No equipment shall be offered for lease or sale and no software or database development shall be performed under agreements and contracts resulting from this solicitation.

G.3.2.2. Information required on invoice:

G.3.2.2.1. Contractor identification information required on all invoices:

< Name and address of the contractor.

< LC/FEDLINK BOA Number.

< Two-character FEDLINK Service ID assigned to the contractor.

< Name and address of contractor's official to whom payment is to be mailed or sent via Electronic Funds Transfer (EFT) (shall be the same as that in the BOA or in a proper notice of assignment approved by LC/C&L.)

< Name (where practicable), title, phone number and mailing address of person to be notified in event of defective invoice.

G.3.2.2.2. Member identification information required on all invoices:

< Name and address of agency using service.

< Delivery order number.

< FEDLINK ID and FEDLINK IAG number.

G.3.2.2.3. Order information required on all invoices:

< Invoice number. Invoice number should uniquely identify the invoice.

as specified below.

< Invoice date in mm/dd/yy format.

< Order date in mm/dd/yy format. Order date is the date the FEDLINK member placed the order with the vendor.

< Order number.

< Contract line item number, where practicable, or descriptive information sufficient to identify Schedule B item which corresponds to invoiced item.

< Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

< Any other information or documentation required by other specific requirements elsewhere in the BOA (such as evidence of shipment).

< Percent of discount applicable to individual FEDLINK members as specified elsewhere in the BOA.

< An invoice copy submitted as replacement for an original shall be certified as a duplicate original

G.3.2.3. Number of Copies. For each FEDLINK transfer pay user, the contractor shall provide to FEDLINK not less than one original and one copy of each summary invoice and not less than one original and one copy of each detailed usage report (in support of the invoice).

G.3.2.4. Invoice Physical Format Criteria. Invoices delivered to LC/FEDLINK shall meet the following physical criteria:

G.3.2.4.1. Individual invoice sets shall be attached so that all copies and/or pages of the original invoice remain contiguous. If contractors supply photocopies of any pages, i.e. to supplement a multi-part invoice, then all invoice photocopies shall be attached to the original invoice.

G.3.2.4.2. Invoices printed on continuous paper sets shall be stripped of letter edge perforation guides.

G.3.2.4.3. Invoices shall be stripped of any interleaved carbon inserts.

G.3.2.4.4. Invoices shall be delivered sorted alphabetically in FEDLINK ID order (not in user ID or invoice number order).

G.3.2.4.5. Invoices in Computer-Readable Format. As FEDLINK expands the capabilities of its automated accounting system, it may be possible to accept invoice data in diskette format, magnetic tape, or other electronic format agreed upon.

G.3.2.5. Invoice Frequency. Contractors shall invoice FEDLINK on a regular basis.

G.3.2.6. Invoice Number. Individual invoices shall have unique numbers which clearly identify the invoice with the FEDLINK member, service and fiscal year. An invoice with a number which duplicates another invoice's number will be considered defective and will be rejected.

G.3.2.7. Order Date. The order date is the date the FEDLINK member places the order with the vendor. The format of the order date shall be mm/dd/yy. Orders placed in separate fiscal years shall not be combined on a single invoice. Prior fiscal year charges shall be invoiced separately from current fiscal year charges. Order dates shall be clearly defined on invoice.

G.3.2.8. Discounts.

G.3.2.8.1. Discount Calculation. Discounts earned by individual users shall be calculated on each individual invoice or institution detail for each FEDLINK member. FEDLINK will not be responsible for any recalculation of invoices in order to redistribute contractor's discounts.

G.3.2.8.2. Individual Member Discount. Discounts applicable to individual FEDLINK members as specified elsewhere in the BOA shall be shown on the member's individual invoice.

G.3.2.8.3. Prompt Payment Discounts. Prompt payment discount options approved in the BOA shall be specified on invoices. The option to take a prompt payment discount will be exercised at the Government's option.

G.3.2.9. Invoice Credits or Other Adjustments. All invoice adjustments for transfer pay customers shall be processed through FFO. The contractor shall issue separate credit invoices for all accrued credit on an individual member's account and shall indicate on the credit invoice information as specified above (to include agency name/address, FEDLINK ID and IAG number, delivery order number) plus the following: reference to the original invoice number, original order date, description of credit, credit total. Invoice adjustments shall have a unique invoice number; the invoice number of the original invoice being adjusted shall not be re-used.

G.3.2.10. Duplicate Invoices. Duplicate invoices submitted as replacements for original invoices shall be certified as follows:

Duplicate Original.

Payment Not Received.

Signed ______________________

Date _______________________

G.3.2.11. Pre‑payment Invoice. Vendors shall submit a separate invoice for any pre‑payment approved in this BOA. Pre‑payments will be made at the Government's option. The pre‑payment invoice shall be submitted to FFO and shall indicate the period covered by the pre-payment. Vendors must track actual usage approved by FFO under the pre‑payment. Any balance of prepaid funds remaining at the end of the fiscal year shall be refunded to LC.

G.3.2.12. Resubmitted Invoices. Invoices rejected and returned to vendors may be resubmitted for payment when the condition(s) causing the rejection have been corrected. Resubmitted invoices shall be clearly identified.

G.3.3. INVOICE REVIEW AND PAYMENT. For purposes of this clause, "invoice payment" means a Government disbursement of monies to a contractor under a contract or other authorization for supplies or services accepted by the Government. This includes payments for partial deliveries that have been accepted by the Government and final costs or fee payments where amounts owed have been settled between the Government and the contractor. Payment shall be considered as being made on the day a check is dated or an electronic funds transfer is made. All days referred to in this clause are calendar days. The designated billing office for transfer pay accounts is LC/FEDLINK.

G.3.3.1. Return of Improper Invoices. If the invoice does not comply with requirements herein, then the contractor shall be notified of the defect within 15 days after receipt of the invoice at the designated billing office. Untimely notification by the Government will be taken into account in the computation of any interest penalty owed the contractor in the manner described in subparagraph 3.4. of this clause. Rejected invoices will be accompanied by a form indicating the reason for the rejection and may be resubmitted when the condition(s) causing the rejection have been corrected.

G.3.3.2. Invoice Adjustments. The Government may adjust invoices to remove charges not valid and not payable under this BOA, such as line items for excluded services, sales tax, freight charges, and prior month billing.

G.3.3.3. Payment Due Date. The due date for making invoice payments by the designated payment office shall be the later of the following two events:

G.3.3.3.1. The 30th day after the designated billing office has received a proper invoice from the contractor.

G.3.3.3.2. The 30th day after Government acceptance of supplies delivered or services performed by the contractor. On a final invoice where the payment amount is subject to contract settlement actions, acceptance shall be deemed to have occurred on the effective date of the contract settlement. However, if the designated billing office fails to annotate the invoice with the actual date of receipt, the invoice payment due date shall be deemed to be the 30th day after the date the contractor's invoice is dated, provided a proper invoice is received and there is no disagreement over quantity, quality, or contractor compliance with contract requirements.

G.3.3.4. Electronic Funds Transfer (EFT) Payment Method. (FAR 52.232-28, APR 1989) Vendors shall contact the LC Disbursing Office at (202) 707-6927 to obtain an "Automated Clearing House (ACH) Vendor Payment System Information Request" form (#22-99, 6/88) which shall be completed and submitted. This form is used by LC to transmit payment data, by electronic means, to the vendor's financial institution. Payment shall be considered as being made on the effective date of the EFT.

G.3.3.5. Remittance Advice. A remittance advice which details invoices for which payment is made will accompany payments. Remittance advice for EFT payments shall be provided under separate cover to the point of contact (POC) identified in the BOA. Vendors should use the remittance advice to update their accounts receivable information.

G.3.4. INTEREST PAYMENTS.

G.3.4.1. Conditions for Interest Payment. An Interest penalty shall be paid automatically by the Government, without request from the contractor, if payment is not made by the due date and the conditions listed in this clause are met, if applicable. An interest penalty shall not be paid on agreements issued to foreign contractors outside the United States for work performed outside the United States.

G.3.4.1.1. A proper invoice was received by the designated billing office.

G.3.4.1.2. A receiving report or other Government documentation authorizing payment was processed and there was no disagreement over quantity, quality, or contractor compliance with any contract term or condition.

G.3.4.1.3. In the case of final invoice for any balance of funds due the contractor for supplies delivered or services performed, the amount was not subject to further contract settlement actions between the Government and the contractor.

G.3.4.1.4. Payment is made to the business concern more than 15 days after the due date, and/or a discount is taken after the discount period has expired and the underpayment is not corrected within 15 days of the expiration of the discount period.

G.3.4.2. Interest Rate. The interest penalty shall be at the rate established by the Secretary of the Treasury under section 12 of the Contract Disputes Act of 1978 (41 USC 611) that is in effect on the day after the due date, except where the interest penalty is prescribed by other governmental authority. This rate is referred to as the "Renegotiation Board Interest Rate," and it is published in the Federal Register semiannually on or about January 1 and July 1. The interest penalty shall accrue daily on the invoice payment amount approved by the Government and shall be compounded in 30-day increments through the payment date, with the first 30-day period beginning the first day after the due date. That is, interest accrued at the end of any 30-day period will be added to the approved invoice payment amount and be subject to interest penalties if not paid in the succeeding 30-day period. If the designated billing office failed to notify the contractor of a defective invoice (as described in paragraph G.3.2. and following) within the periods prescribed in subparagraph G.3.3.1., then the due date on the corrected invoice will be adjusted by subtracting the number of days taken beyond the prescribed notification of defects period, as set out in subparagraph G.3.4.4., below. Any interest penalty owed the contractor will be based on the adjusted due date. Adjustments will be made by the designated payment office for errors in calculating interest penalties, if requested by the contractor.

G.3.4.3. Acceptance for Interest Purposes. For the sole purpose of computing an interest penalty that might be due the contractor, Government acceptance shall be deemed to have occurred constructively on the 15th day (unless otherwise specified in the agreement) after the contractor delivered the supplies or performed the services in accordance with the terms and conditions of the agreement, unless there is a disagreement over quantity, quality, or contractor compliance with a contract provision. In the event that actual acceptance occurs within the constructive acceptance period, the determination of an interest penalty shall be based on the actual date of acceptance. The constructive acceptance requirement does not, however, compel Government officials to accept supplies or services, perform contract administration functions, or make payment prior to fulfilling their responsibilities.

G.3.4.4. Periods Not Subject to Interest. The following periods of time will not be included in the determination of an interest penalty:

G.3.4.4.1. The period taken to notify the contractor of defects in invoices submitted to the Government, but this shall not exceed 15 days.

G.3.4.4.2. The period between the defects notice and resubmission of the corrected invoice by the contractor.

G.3.4.4.3. Interest penalties will not continue to accrue after the filing of a claim for such penalties under the FAR clause at 52.233-1, Disputes, or for more than one year. Interest penalties of less than $1.00 need not be paid.

G.3.4.4.4. Interest penalties are not required on payment delays due to disagreement between the Government and contractor over the payment amount or other issues involving contract compliance or the amounts temporarily withheld or retained in accordance with the terms of the contract. Claims involving disputes, and any interest that may be payable, will be resolved in accordance with the FAR clause at 52.233-1, Disputes, as amended by the Library.

G.3.4.5. Interest on Discounts Taken Improperly. An interest penalty shall also be paid automatically by the designated payment office without request from the contractor, if a discount for prompt payment is taken improperly. The interest penalty will be calculated as described above on the amount of discount taken for the period beginning with the first day after the end of the discount period through the date when payment is made to the contractor, if the underpayment is not corrected within 15 days of the expiration of the discount period.

G.3.4.6. Contract Financing Payments.

G.3.4.6.1. For purposes of this clause, "contract financing payment" means a Government disbursement of monies to a contractor under contract clause or other authorization prior to acceptance of supplies or services by the Government.

G.3.4.6.2. For contracts that provide for contract financing, requests for payment shall be submitted to the designated billing office as specified in this contract or as directed by the contracting officer. Contract financing payments shall be made on the 30th day after receipt of a proper contract financing request by the designated billing office. In the event that an audit or other review of a specific financing request is required to ensure compliance with the terms and conditions of the contract, the designated payment office is not compelled to make payment on this date.

G.3.4.6.3. For advance payments, loans, or other arrangements that do not involve recurrent submissions of contract financing requirements, payment shall be made in accordance with the corresponding contract terms or as directed by the contracting officer.

G.3.4.6.4. Contract financing payments shall not be assessed an interest penalty for payment delays.

G.4. DIRECT PAY.

G.4.1. Initiating Direct Pay Service.

(a) Authorization. LC/C&L shall issue to the vendor an authorization for each FEDLINK member using the vendor's service in the direct pay mode under the LC/FEDLINK BOA. The authorization indicates that the member is authorized to use the LC/FEDLINK BOA during the current fiscal year.

(b) Purchase Order from Member. Members shall issue a local purchase order through LC/C&L to the vendor for all orders over $100,000. All orders up to $100,000 shall be sent directly to the vendor. The purchase order shall reference the LC/FEDLINK BOA number and the member's FEDLINK ID and shall indicate purchase order funding level. For all orders over $100,000, LC/C&L will forward the member's purchase order to the vendor through FFO by LC/C&L concurrent with the issuance of the LC/FEDLINK authorization. For orders under $100,000, members shall send purchase orders directly to the vendor after the LC/FEDLINK authorization is issued. Orders sent to vendor shall not exceed $100,000. Purchase order modifications for orders exceeding $100,000 shall be forwarded to the vendor through LC/C&L.

(c) Beginning Service. The vendor shall not begin, renew, or convert to the LC/FEDLINK BOA any service for any FEDLINK member until an LC authorization and local purchase order for that member for that service for the current fiscal year have been received. The vendor shall contact the member to begin service immediately upon receiving and accepting the member's purchase order and LC authorization. Subsequently, the vendor shall invoice the member directly against the local purchase order.

(d) Member Identification. After receiving the LC authorization and local purchase order, all vendor correspondence with FEDLINK regarding the member shall identify the member by the FEDLINK ID and control number as indicated on LC authorization.

G.4.2. Invoice Payment for Direct Pay Customers.

The vendor shall invoice members directly against their local purchase orders. LC/FEDLINK shall not process invoices for Direct Pay customers.

G.5. FEDLINK SERVICES TO CONTRACTORS.

G.5.1. PUBLICITY. LC/FEDLINK will inform FEDLINK members about the services available under the program.

G.5.2. MAILING LISTS. A mailing list of FEDLINK members can be provided to contractors upon written request to the address below. Contractor will be expected to pay costs associated with provision of mailing lists.

Library of Congress

Chief, Office Systems Services

Madison Bldg., Rm. 612

SOLICITATION

B.2. LOT 2 - APPROVAL PLAN SERVICES

SECTION I - CONTRACT CLAUSES

SECTION L - INSTRUCTIONS, CONDITIONS AND NOTICES TO OFFERORS

PROPOSAL CHECKLIST

VENDOR NAME: ________________________