NATIONAL IMAGERY AND MAPPING AGENCY, 4600 SANGAMORE ROAD, BETHESDA, MD 20816-5003

R -- CATALOGING OF TEXT COLLECTION AT BETHESDA LIBRARY CENTER SOL NMA301-99-R-0284 DUE 061199 POC Johnetta B. Williams, (301)227-1412 This announcement is amendment 03 to solicitation NMA301-99-R-0284 which was originally published in the Commerce Business Daily 17 May 1999. This amendment is required to answer technical questions concerning the Cataloging of Text Collection at Bethesda Library Center. The synopsis/solicitation remains for commercial items prepared in accordance with the format in subpart FAR 12.6, as supplemented with additional information included in this notice. Question #1: How does the Government want the contractor to submit its cost: Cost Plus; Fixed Price; Fixed Price-Labor Hour; Fixed Unit Price, etc. If Fixed Unit Price, what unit should the contractor use (title, volume, etc.)? Answer: The proposed contract type is firm fixed price. contractor is to propose unit of measure. Question #2: Are serials as well as monographs included in the 30,000 figure? Number of volumes/titles of serials? Answer: There are no serials involved in this effort. Any annuals should be cataloged as monographs. Question #3: What is the % of print to non-print materials? Answer: All materials are print materials. Question #4: Which foreign languages? Answer: Approximately 50% of the information in the BTH library is in foreign languages including most, if not all, the major European languages, the Cyrillic languages, some arabic and hebrew and other less well known languages. 36% is english and 14% is multilingual. Question #5: Has NIMA developed internal procedural documentation for implementing the Voyager ILS, and what does that mean for the contractor? Answer: The contractor will not interact with the Voyager ILS. The deliverable is a standard OCLC MARC record. Question #6: Who would be responsible for getting the OCLC data created by the contractor into the Voyager database? Answer: NIMA. Question #7: How much material can be away from NIMA/Bethesda Library at one time? For how long? Answer: All of the material will be shipped to the contractor from the BTH site over a three to four week period. The contractor is responsible for returning the material to the BTH site at a rate of approximately 1000 items per week. Question #8: Who is responsible for shipping cost (of the library material)? Answer: NIMA will pay for shipping material to the contractor site. The contractor must pay for shipping material back to BTH. Question #9: In regards to staffing; What is NIMA's existing quality standard? Do standards vary with source of the cataloging copy? (LC copy cataloging, other copy cataloging, as opposed to original cataloging) Answer: a) The contractor will have all books processed by trained Library Technicians supervised by a professional Library Cataloger. A professional Library Cataloger must quality check all original cataloging. The contractor must propose a plan for quality assurance and work with the Library to implement it. b) No variance of standard. Question #10: What manual cataloging records already exist for this material? Answer: NONE. Question #11: When searching in OCLC database and no record is found, what should be emphasized in making that choice? Eg: the quality of authority control, the strength of mapping and geographic cataloging, etc.... Answer: The contractor will search the OCLC database using (in priority order): ISBN/ISSN, STRN, LC Card Numbers, Author Name, Author Title Key, Title, or other available information. The preference is for a DLC record from OCLC. If there is no DLC available, use the next most complete or authoritative record from another US Government agency or large academic institution in that order. In the event the contractor can not select a DLC record and must use the "next most complete and authoritative record", the contractor is to review the record for completeness and correctness. Minor changes using best professional judgement are expected. If a record requires major editing to be complete or correct it should be rejected as unsuitable. Question #12: Precisely, what is meant by "the proper form and spelling of author name"? Does it mean controlled headings that match the LC Name Authority File (NAF), or that match other NIMA headings? Answer: Use best professional judgement regarding the correctness of the record. Question #13: To what degree do all headings need to be verified to match controlled headings in the LC NAF and LC Subject Headings (LCSH), as well as the BGN? Answer: Selection criteria is detailed in section 4.3 of the SOW. Question #14: Since heading in the NAF and LCSH change over time, to what extent will the contractor be expected to make headings provided by non-LC copy cataloging conform to current usage? Answer: There is no requirement for this. Question #15: How are arrangements to be made with OCLC? How is equipment to be provided, hooked up, etc.? Answer: NIMA OCLC accounts will be provided. No equipment will be provided. Question #16: What are NIMA's procedural instructions for labeling (call number and barcode) and preservation (spine label, protectors, ink, glue) Answer: See section 4.13 of the SOW. Question #17: What is meant by "best practices" for noting the inclusion of cartographic materials? Answer: "Best Practices" means that which is acceptable in the field of Library Science as "correct" and "complete". Question #18: What % of the pieces includes additional material of this(maps/charts) type? Answer: Less than 10%. Question #19: For geographic features not yet treated by BGN, who queries BGN and prepares the record of inquiry? Answer: The Contractor. Question #20: How "minimal" is the MARC record to be? How many subject access (6xx) points? a) See section 4.9 of the SOW. b) At least three (3). Question #21: What are the guidelines for deciding whether maps are to be cataloged separately or as part of the bibliographic record for the book? Answer: A judgement should be made as to whether the included map/chart can stand on its own. If so, it should be cataloged separately. Question #22: For those maps to be cataloged as "separate but related" bibliographic records, how are they to be linked to the bibliographic record for the text? Answer: Use the 773 tag for the parent record and the 774 tag for the child record. End of questions and answers. Posted 06/03/99 (I-SN338454). (0154)

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