Patient Library Services

Sources Sought

This is a Sources Sought announcement for market research purposes. The National Institutes (NIH) Clinical Center (CC) is seeking information from potential large and small businesses interested in providing library services. This research will help NIH plan its acquisition strategy. It is not a solicitation, and no contract award is guaranteed.

• Provide comprehensive library services to patients, patient visitors, and family members.

• Services should focus on diversional, health-related information, general interest, and current interest materials.

• Offer outstanding customer service, including a warm and courteous greeting and needs assessment.

• Manage personnel, space, material resources, guest wireless accounts, and ensure the currency of new releases.

• Services to be performed at the Clinical Center.

• Period of Performance:

  • Base Period: July 13, 2026 – July 12, 2027
  • Option Year 1: July 13, 2027 – July 12, 2028
  • Option Year 2: July 13, 2028 – July 12, 2029
  • Option Year 3: July 13, 2029 – July 12, 2030
  • Option Year 4: July 13, 2030 – July 12, 2031

• Interested Offerors should submit information via email to ryssa.nix@nih.gov.

• Subject line: "Response to NIH-OD-SS-26-001219".

• All information submissions must be received no later than noon on March 27, 2026.

• Potential Large and Small Businesses should respond.

• Offerors must be registered in the System for Award Management (SAM) at www.sam.gov.

• Responses must include:

  • SAM UEI Number
  • Company Name and Address
  • Point of Contact (Email and Phone)
  • Current GSA Schedule (if applicable)
  • Socioeconomic Status (validated in CCR)
  • Capability statement addressing qualifications and ability to perform.

• The Government will not pay for any costs associated with responding to this request.

• This notice does not commit the Government to an acquisition approach or solicitation.

• No sub-contracting opportunities are anticipated.

• NAICS Code: 561990

• PSC Code: R605

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide comprehensive library services to patients, patient visitors, and family members at the NIH Clinical Center, focusing on diversional, health-related, general interest, and current interest materials and services.

• Manage all operations of the Patient Library, including personnel, space, material resources, guest wireless accounts, and maintaining current releases of books and other library materials.

• Provide outstanding customer service, including a warm greeting and assessment of customer needs, considering reading comprehension levels.

• Offer a wide range of materials: books (best-sellers, reference, foreign language, health, coping, large-print, picture, audio), DVDs, music CDs, and approximately 30 magazines, plus The Washington Post, The New York Times, and The Wall Street Journal.

• Deliver materials to patient bedside upon request.

• Manage wireless computer accounts for patients and visitors, and offer basic computer skills instruction.

• Provide special items such as CD players, guitars, and visual aids (e.g., talking books, prism glasses).

• Perform daily tasks including opening/closing procedures, circulation desk operations, patron database management, acquisitions, collection development, cataloging, library space/equipment/supplies management, and contact isolation procedures.

• Manage website updates and special services like interlibrary loans, troubleshooting patient laptops, and supervising volunteers.

• Maintain state-of-the-art standards of small community libraries with special attention to health-related inquiries.

• Ensure the library is well-organized with accurately cataloged holdings and recorded loans.

• Maintain a lost book rate equal to or less than community standards.

• Be responsive to patient requests.

• Deliver monthly performance reports detailing visits, loans, computer use, lost materials, new acquisitions, and guest wireless account tracking.

• Hospitality: 90% of visitors greeted immediately, 100% greeted in a friendly manner.

• Organization: No more than one misplaced book in a random selection of 40 volumes; 95% accuracy in loaned book records.

• Responsiveness: Offer interlibrary loan or special purchase for unavailable volumes within 7-10 days for 80% of requests.

• Base Period: July 13, 2026 – July 12, 2027

• Option Years 1-4 extend through July 12, 2031.

• Services performed at the Clinical Center, Bethesda, Maryland. Telework considered during emergencies.

• Staffing: Sufficient staff to cover operating hours, including one (1) full-time equivalent on-site Supervisor with a Master's in library science or equivalent. One staff member must have Spanish proficiency.

• Hiring Requirements: Specific educational and experience requirements for Head Librarian/Supervisor, Library Information Technology Systems, and Library Technician positions.

• Emergency Designation: Staff are designated as Tier 1 Emergency employees and expected to report during inclement weather or government shutdowns.

• Training: Mandatory initial and annual training, including CC Orientation, Computer Security, Government Ethics, Safety, Infection Control, Patient Confidentiality, and Service Excellence.

• Personal Appearance: Professional attire required; NIH Identification Badge must be worn and visible.

• Non-Smoking Policy: Strict adherence to the tobacco-free policy on NIH campus.

• Government Furnished Items: Space, equipment (computers, scanners, printers, laptops, DVD players, guitars, keyboard), furniture, and some supplies will be provided.