Notice: This is a sole source acquisition from Ex Libris (USA) Inc  for SFX Maintenance for the  Collections Discovery and Metadata Services (CDMS) division of Library Services   

The Library of Congress (LoC) seeks to issue a new contract for Annual Maintenance Plan and Knowledgebase Update Service for the proprietary SFX application owned by Ex Libris (USA) Inc. The Library requires weekly updates to the bibliographic and holdings/coverage metadata in the SFX resolver knowledgebase. The Library also requires assurance that it has upgrade protection and access to SFX software revisions released during the Maintenance Agreement period, as well as technical maintenance support for the Ex Libris OpenURL resolver application, SFX. The Library requires support for an unlimited number of public users.

Please see the draft Statement of Work (SOW) below for more details.  Also see Justification & Approval For Other than Full and Open Competition.  Document name: JA_2024-LGD-0082_SFX Maintenance_Final_Redacted.

The LoC intends to fulfill this requirement by issuing a sole source contract to Ex Libris (USA) Inc. Any firm that wishes to be considered for this requirement and believes that this does not meet the Sole Source criteria must submit a capability statement that demonstrates its ability to meet all the requirements described in the draft Statement of Work (below).  The capability statement must be received no later than 5:00 pm EDT, April 25, 2024.  It must be emailed to the contracting officer at [email protected].  The capability statement must not exceed five (5) double-spaced pages and shall include the following information:

1. Company name, SAM Unique Entity Identifier, address, point of contact, phone number, and e-mail address
2. Corporate structure (corporation, LLC, sole proprietorship, partnership, limited liability partnership, Professional Corporation, etc.)
3. References, including name, phone number, and e-mail address of individuals who can verify the demonstrated capabilities indicated in the statement and;
4. Resumes for key personnel who would work on the contract for those individuals with knowledge and experience relevant to the requirement described in the draft Statement of Work. (Resumes are not counted as part of the 5-page limit for capability statements.)

If other vendors express interest in this award, the Library reserves the right to proceed on a sole source basis if the conditions warrant it.

In accordance with LC06.305, Availability of the Justification, the Justification and Approval to issue a sole-source contract to Ex Libris (USA), Inc. is posted with this notice.

See Draft SOW Below.

SFX Maintenance FY2024

1.           OVERVIEW / BACKGROUND.  The Library of Congress (Library) requires contract support for the SFX OpenURL resolver software, developed and maintained by Ex Libris (USA) Inc., which was first purchased through a competitive bidding process in 2004 (LCLST05M0028), with unlimited licenses added in 2007 (LCLST07D0009).  As an OpenURL resolver, SFX (branded “Find It!” at Library) helps users seamlessly connect between reference citations and appropriate full text or other web services accessible to the Library. Citation sources connected to SFX include hundreds of databases accessed by LC patrons and staff, Library catalogs (including the LC Online Catalog), the Library’s Web scale discovery application Primo Central, Library web pages, etc.  To facilitate linking to the Library’s extensive electronic full-text content and other web targets, OpenURLs generated by citation sources are processed against vendor-updated bibliographic and holdings/coverage data in the SFX knowledgebase.

2.           SCOPE.  The ILS Program Office (ILSPO), Library Services, needs to renew its Annual Maintenance Plans and Knowledgebase Update Service for the proprietary SFX application owned by Ex Libris (USA) Inc.

Product:             SFX: Maintenance

Description:       Renewal: SFX Base Application and Knowledgebase Service

Vendor:              Ex Libris (USA) Inc.

Quantity:           1

No substitutions are acceptable. This is a sole source acquisition from the manufacturer of the SFX OpenURL resolver software, Ex Libris (USA) Inc.  Only Ex Libris (USA), as the sole developer and maintainer of the application, can provide knowledgebase updates, upgrade protection, software revisions, and maintenance support without violation of the Library’s warranty and confidentiality agreements with the vendor. They are uniquely qualified and are the only responsible source. 

3.           REQUIREMENTS. The Library requires weekly updates to the bibliographic and holdings/coverage metadata in the SFX resolver knowledgebase. They also require assurance that the Library has upgrade protection and access to SFX software revisions released during the Maintenance Agreement period, as well as technical maintenance support for the Ex Libris OpenURL resolver application.

3.1.          Vendor must provide 1 Year Annual Maintenance Plan and Knowledgebase Update Service for the proprietary SFX OpenURL resolver application developed and maintained by Ex Libris (USA) Inc.

3.1.1.    Vendor must provide weekly updates to bibliographic and holdings/coverage metadata in the SFX knowledgebase.

3.1.2.    Vendor must provide upgrade protection to ensure support for SFX.

3.1.3.    Vendor must provide software updates.

3.1.4.    Vendor must provide technical support and access to Help Desk services to resolve issues and respond to questions.

The period of performance for the current annual subscription and support agreement ends on September 21, 2024 under LCLSM19F0026.

3.2.        Software used by the Library is subject to routine security scanning whether hosted internally or externally as part of the Library’s continuous security monitoring program.   These security scans may result in the identification of software security vulnerabilities that need to be mitigated within the following timeframes:

High Vulnerabilities        30 days

Medium Vulnerabilities 180 days

Low Vulnerabilities        360 days

Upon notification of a security vulnerability, the contractor will take steps to correct the vulnerability within the above timeframes, including code modification, testing and installation on all Library instances of the software.   The contractor will also provide documentation, such as release notes, installation guides and user guides, documenting the changes made to the software to address the identified vulnerability.   Costs associated with addressing software security vulnerabilities are not reimbursable separately and should be included as part of the contractors quote for providing the Library the software licenses or software maintenance.

4.           CONTRACT PERFORMANCE

4.1.          SCHEDULE OF EVENTS/DELIVERABLES

These Annual Maintenance Agreements entitles Library Services to:

•            SFX Knowledgebase Updates: entitles the Library to weekly updates of bibliographic and holdings/coverage metadata for the electronic full-text content and other web targets described in the knowledgebase.

•            Upgrade Protection: entitles the Library to upgrades for the latest versions of  SFX OpenURL Resolver software

•            Software Updates: the Library’s designated contacts will receive alerts for free software updates including maintenance releases, service packs, and documentation updates.

•            Technical Support: Unlimited access to Technical Support via online support CRM database with email and phone responses.

Paragraph reference             Description of Event/Deliverable                                    Due date/Payment schedule

3.1                                      SFX annual maintenance Sept. 22, 2024-Sept. 21, 2025        30 days after contract award

5.           ADDITIONAL INFORMATION

5.1.        PLACE OF PERFORMANCE.  The work to be performed under the contract will be performed at the vendor’s site.

5.2.        HOURS OF OPERATION.  The contractor is responsible for conducting business between the hours of 8:30am and 8:30pm Mondays through Saturdays.  The vendor shall provide Help Desk support 24X7 in case of system down emergencies. 

5.3.        Government furnished property: none

6.           SPECIAL QUALIFICATIONS.  none

                                                            (End of Performance Work Statement / Statement of Work)