MODIFICATION
B -- PATRON AND DEMOGRAPHIC SURVEY
- Notice Date
- 7/26/2012
- Notice Type
- Modification/Amendment
- NAICS
- 541910
— Marketing Research and Public Opinion Polling
- 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
- LCNLS12R0083
- Archive Date
- 9/4/2012
- Point of Contact
- Jonah Lerman, Phone: 2027070468, Vidya Vish, Phone: 2027079394
- E-Mail Address
-
jler@loc.gov, vvis@loc.gov
(jler@loc.gov, vvis@loc.gov)
- Small Business Set-Aside
- N/A
- Description
- SECTION C - DESCRIPTION/SPECIFICATION/WORK STATEMENT C.1. Background Since 1931 the National Library Service for the Blind and Physically Handicapped (NLS), Library of Congress (LOC), has administered a free library service to eligible residents of the United States and American citizens living abroad who cannot hold, handle, or read standard print media because of a temporary or permanent visual or physical limitation. Each year, more than 26 million items are circulated to these groups. Reading materials (books and magazines) are produced by contractors for NLS, and are distributed to a readership in excess of 500,000 through a national network of 101 libraries, 11 outreach and advisory centers, and four separate machine lending agencies. States, municipalities, or other agencies operate and fund these libraries and machine lending agencies. In addition, books are distributed to eligible institutions such as nursing homes, schools, and veterans' hospitals throughout the nation as well as U.S. territories. All other services and products are funded by the U.S. Congress and administered through NLS. Through a Congressional appropriation to the U.S. Postal Service, reading materials and playback equipment are sent to borrowers and returned to libraries by postage-free mail. NLS has approximately 167,000 titles in its collection and adds approximately 2,700 additional titles (including music titles) annually. The network library that serves a patron locally is responsible for mailing playback equipment and books and serving the patron directly. Additionally, several magazines, catalogs, bibliographies, and newsletters are distributed on a weekly, monthly, bi-monthly or quarterly schedule. Materials are also available for download from the Internet through the NLS Braille and Audio Reading Download (BARD) service and the online Web-Braille service. NLS has a limited amount of current patron demographic data available. This information is contained in the Comprehensive Mailing List System (CMLS), which is primarily designed to store data to support mailings to patrons. Surveys, focused on either the general blind population or on NLS users, have been conducted over the years. The last non-user survey was conducted in 1979. NLS conducted a survey to look at current users and their capabilities in 2003. For a list of the major NLS user surveys completed to date, see Section J. Further information about the NLS program is online at www.loc.gov/nls. C.1.2 NLS Patrons Contractors who contact users and potential users of the NLS program for this survey shall be cognizant of the consumer-responsive nature of the program and the specific needs of program users. Questions should be designed with the readers' needs foremost in mind. Contractors are expected to familiarize themselves with how blind and physically handicapped people read and ensure that the information obtained in the survey accurately targets those preferences and practices, as well as potential adaptability to new and varied equipment and/or delivery methods. C.2. Purpose of the Contract The National Library Service for the Blind and Physically Handicapped, Library of Congress, seeks competent and qualified contractors to design, administer, and analyze a survey that addresses two groups of blind and physically handicapped individuals as they pertain to NLS: current patrons and potential patrons of the talking-book program. The goals of the survey are to provide NLS with: an accurate understanding of current NLS patrons-both individual and institutional users of the talking-book program an accurate profile of potential users of the program - those who are eligible but are not currently patrons a thorough analysis of the survey results, and strategic advice on how NLS might identify and use demographic data on potentially eligible patrons and on how it can increase the number of the talking-book program applicants and improve current patron satisfaction. C.3. Statement of Work Based on previous experience and expertise with disabled populations, the contractor shall determine the best survey methodology to obtain the desired data and best representative sample of program users and non-users. The survey can be conducted in-person, by telephone, by mail, or via the Internet or a combination of these methods. C.3.1. Current NLS patrons Quantitative and qualitative information shall be obtained so that NLS can better understand and meet the current and future needs of the population currently being served. Specifically, data shall be obtained on, but not limited to: demographic characteristics (age, gender, language, ethnicity, military standing, etc.), financial circumstances (employment, annual earnings, etc.), computer skill and access to broadband service, current information gathering practices and needs, disability (type, level of severity, etc.), NLS program-specifics ( access to NLS website, use of BARD, etc.), and what service NLS could provide that is not currently being provided by it or another service. Special emphasis should be focused on patrons' current assessment of the program and on gaining insight about how to improve the service they receive. C.3.2. Potential users Quantitative and qualitative information shall be obtained to assist NLS in determining how best to identify and market to potential users, and to encourage participation in the braille and talking-book program. Specifically, data shall be obtained on, but not limited to: demographic characteristics (age, gender, language, ethnicity, military standing, etc.), financial circumstances (employment, annual earnings, etc.), computer ability and access to broadband service, current information gathering practices and needs, and disability (type, level of severity, etc.), and what service NLS could provide that is not currently being provided by another service. NLS needs to know if and how eligible individuals are informed about this service and understand why potential eligible patrons who know of this service, but are not currently participating. The survey should address veterans as well as potential users in institutional settings such as VA hospitals, nursing homes, adult correctional facilities, and colleges. C 4. Communication and Reporting to NLS The contractor shall update NLS on each step of design, implementation and analysis using the tools listed below. Alternative methods of communication may be implemented with concurrence of the contractor project manager and the NLS COR. C.4.1. Orientation/Planning Meeting Within 5 business days after the contract has been awarded, the contractor shall submit a draft agenda for the initial orientation and planning meeting. The agenda shall be transmitted to the COR for review and comment. This meeting will be held in Washington, D.C, at 1291 Taylor Street, NW, with the COR and other NLS staff to discuss the objectives of this project, previous studies as appropriate, selected methodologies, timelines for deliverables and other matters as necessary. Travel is at the contractor's expense. C.4.2 Project Plan Within 15 business days after contract award, the contractor shall provide NLS a proposed project plan that describes in detail the planned design and administration of a pilot and survey, and the analysis of results of the final survey. This plan shall include the preferred data collection methodology and justification for that selection. A milestone, Gantt chart, or similar presentation shall be submitted to demonstrate how the contractor will meet the scheduled requirements. C.4.3 Ongoing Communication and Regular Meetings C.4.3.1 Timeliness of Communication If any issue or concern arises, it is imperative that the COR be notified within one (1) business day of that issue or concern in writing. C.4.3.2 Meetings To ensure a successful project, regular and scheduled communication, both verbal and written must occur. The contractor will coordinate with the COR through regularly scheduled bi-weekly conference calls and/or web meetings between the contractor and key NLS personnel and or affiliates. C.4.3.3 Minutes Within 5 business days after each meeting or conference call, the contractor shall submit minutes or brief summaries as they pertain to this project, highlighting major points of discussion. It is the COR's responsibility to provide written responses and/or comments within 3 business days after receipt of all written communication. The contractor shall then return an updated document reflecting the changes within 4 business days. C.4.3.4 Monthly Reports The contractor shall submit detailed, monthly written reports noting progress made and milestones met. Included in these monthly reports shall be the team members involved and their role in the project. All monthly written reports shall be submitted to the COR at least 10 days before the submission of the related invoices to allow for comments and changes. C.4.3.5 Format of Reports All written communication and data and survey materials, which include but are not limited to sampling plans, final and pilot questionnaires, pre-survey letters, and training materials shall be made available in print and electronic versions and must be accessible for reading with assistive technology. All raw survey results shall be made available in both Microsoft Excel and Microsoft Word. Both shall be version 2003 or later. Milestones and timelines shall be presented in a Gantt chart or report formats acceptable to NLS. All reports shall be accessible for reading with assistive technology. C.5 Pilot and Final Survey Design and Implementation C.5.1 Pilot and final survey design The contractor shall determine the best methodology to gain the desired data for the survey and the best statistically representative sample for both NLS patrons and potential patrons. The sample for potential patrons shall draw from the U.S. population and include populations living in institutional settings. C.5.2 Pilot and Final Survey design documentation For the survey, the contractor shall provide (1) an overview of the statistics currently available related to blindness and other disabilities of the population being surveyed (either current or potential patrons of the service), (2) the proposed methodology for creating the questionnaire, (3) the proposed methodology for selecting appropriate patron and potential-patron samples, and (4) the methodology proposed to interpret the data. C.5.3 Pilot and Final Survey implementation The survey can be conducted in-person, by telephone, by mail, or via the Internet. The design of the survey should be thorough but should not take a respondent longer than 25 minutes to complete. If the contractor believes a longer or shorter survey is necessary, the contractor should provide evidence to the COR in support of their view. C.6 Government Provided Assistance C.6.1. Present Users NLS has some data available concerning current patrons to which the contractor may have access: Comprehensive Mailing List System (CMLS) CMLS is a database which houses the names and addresses of all NLS patrons. This information is used for subscriptions and mailings. It is expected that the contractor will use CMLS to obtain some data. NLS Studies Studies that NLS has conducted are available for review, upon request. See Section J for a list of those available. NLS staff will be available to assist the contractor in obtaining any additional information on current patrons, or facilitate communication with the network of libraries as needed. C.6.2 Potential Users For the potential patron aspect of the survey, contractors shall present an analysis with regards to finding a viable representative sample and designing the questionnaire that will gather key data. Contractors are encouraged to consider extracting data from statistically representative and sound surveys previously conducted, and or partner with surveys in progress. If not, the contractor needs to justify the reason why the decision to not do so is preferable. C.7 Data Collection After receiving approval from the COR, the contractor shall administer the survey to the agreed upon respondent samples. As responses are received, the contractor shall notify the COR regarding the response rate, collection efforts, and results. During the data collection stage of the project, proposals of corrective actions needed shall be addressed and brought to the forefront. C.8. Property Rights and Confidentiality C.8.1 Safeguarding government owned documentation and files It is imperative that the contractor know and understand that all documentation and results associated with this project are the sole intellectual property of the National Library Service for the Blind and Physically Handicapped, Library of Congress, and shall be: Safeguarded Transferred to NLS in full Destroyed by the contractor after transferred to NLS and certified as such. All documents shall not be: allowed for use in any other project without the prior consent of NLS sold; either the data or any derivative data C.8.2 Government owned documentation and files All data files and documentation including software, architecture, programming, codes, analyses tools, databases, measures, forms, reports, search engine features, and all other features and supporting documentation prepared for this contract are under purchase as part of this contract and are thus the intellectual property of NLS. NLS retains the right to all data and information, and the right to modify and use it as it wishes. In case of early termination of the contract, any of the above mentioned created during the period of performance under the contract is the intellectual property of NLS and should be transferred to NLS immediately. C.8.3 NLS respondent confidentiality and privacy issues Respondent data is protected by law and cannot be shared through any means or for any reason. The contractor shall have procedures in place to ensure that persons who collect or have access to raw data are trained in confidentiality and privacy issues and provide assurances of nondisclosure of confidential information through any means including the publication of tabulated data in such a way that confidential information could not accidentally be revealed. The contractor shall take appropriate steps to ensure the confidentiality and security of electronic materials as well. See also Section H.10 - regarding Personally Identifiable information. ************************************************************************************ ************************************************************************************ CLARIFICATION QUESTIONS Offerors must submit all clarification questions concerning this solicitation in writing to the contract specialist. Questions may be submitted via E-mail to: jler@loc.gov. The Library will accept clarification questions until 10 days after the release of the solicitation. After this date the library does not guarantee that a response will be given. Oral explanations or instructions given by the government before the award of the contract shall not be binding. Any information given to a prospective offeror concerning a solicitation will be furnished promptly to all other prospective offerors as an amendment to the solicitation, if that information is necessary in submitting offers or if a lack of it would be prejudicial to any other prospective offerors. ************************************************************************************* *************************************************************************************
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/spg/LOC/CS/CS1/LCNLS12R0083/listing.html)
- Place of Performance
- Address: 101 Independence Ave SE, WASHINGTON, District of Columbia, 20450, United States
- Zip Code: 20450
- Zip Code: 20450
- Record
- SN02817479-W 20120728/120727001307-7bbd636903cad7245b729530695afa4f (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
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