1729S.pdf

Program 1729-S (10/12) Page 1 of 16 Specifications by: GDC Reviewed by: KJC

U.S. GOVERNMENT PRINTING OFFICE

Dallas, Texas

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Active Duty Air Force Recruiter Business Cards as requisitioned from the U.S. Government Printing Office (GPO) by the

DLA Document Services

Single Award

CONTRACT TERM: The term of this contract is for the period beginning November 1, 2011 and ending October 31, 2012, plus up to four (4) optional 12-month contract extension periods that may be added in accordance with the “Option to Extend the Contract Term” clause in this contract.

BID OPENING: Bids shall be publicly opened at 2 p.m., prevailing Dallas, Texas time, on October 17, 2011.

BIDDERS, PLEASE NOTE: Minor changes are scattered throughout; therefore, all bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding. Special attention is directed to the addition of a Quick Response (QR) code on the back of the business cards (page 9) and a change under Schedule (page 10).

Facsimile bids are permitted.

Questions concerning this contract should be directed to Glen D. Carlson at (214) 767-0451 ext. 17. (No collect calls.)

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SECTION 1.- GENERAL TERMS AND CONDITIONS

GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to the applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Publication 310.2, effective December 1, 1987 (Rev. 6-01)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised Aug 2002)).

GPO Contract Terms (GPO Publication 310.2) – http://www.gpo.gov/pdfs/vendors/sfas/terms.pdf .

GPO QATAP (GPO Publication 310.1) – http://www.gpo.gov/pdfs/vendors/sfas/qatap.pdf .

GPO Publication 310.2, GPO Contract Terms, Contract Clause 5. Disputes, has been revised. The new clause can be found at www.gpo.gov/pdfs/vendors/contractdisputes.pdf . This revised clause also cancels and supersedes any other disputes language currently included in existing contractual actions.

QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards shall apply to these specifications:

Product Quality Levels:

(a) Printing (page related) Attributes -- Level III.

(b) Finishing (item related) Attributes -- Level III.

Inspection Levels (from ANSI/ASQC Z1.4):

(a) Non-destructive Tests - General Inspection Level I.

(b) Destructive Tests - Special Inspection Level S-2.

Specified Standards: The specified standards for the attributes requiring them shall be:

Attribute Specified Standard

P-7. Type Quality and Uniformity Page Reproducible

P-9 Solid or Screen Tints Color Match Pantone Matching System

FACSIMILE BIDS: Facsimile bids are permitted. See Paragraph 6, Solicitation Provisions, GPO Publication

310.2 for definitions and restrictions. Submit facsimile bid to 214-767-4101, one bid per facsimile.

OPTION TO EXTEND THE CONTRACT TERM: The Government has the option to extend the term of this contract for a period of 12 months by written notice to the contractor not later than 60 days before the contract expires. If the Government exercises this option, the extended contract shall be considered to include this clause, except, the total duration of the contract may not exceed five (5) years as a result of, and including, any extension(s) added under this clause. Further extension may be negotiated under the “Extension of Contract Term” clause. See also “Economic Price Adjustment” for periodic pricing revision.

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting from this solicitation may be extended for such period of time as may be mutually agreeable to the GPO and the contractor.

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ECONOMIC PRICE ADJUSTMENT: The prices set forth in this contract shall be adjusted in accordance with the provisions of this clause, provided that, in no event will prices be revised to exceed the maximum permissible under any law existing as of the date of the contract or as may be hereafter promulgated.

Price adjustment period: For the purpose of this clause, the program years shall comply with the Contract Term clause. There shall be no price adjustment for orders placed during the first program year of this contract.

Price adjustment: The prices shall be adjusted on the basis of the "Consumer Price Index For All Urban Consumers - Commodities Less Food, Seasonally Adjusted," published monthly in the CPI Detailed Report by the Department of Labor, Bureau of Labor Statistics, in the following manner:

(1) The contract price of orders placed during the adjusted period (excluding reimbursable postage or transportation costs) shall be adjusted by the percentage increase or decrease in the average, seasonally adjusted Consumer Price Index For All Urban Consumers - Commodities Less Food (seasonally adjusted) as follows: An index shall be calculated by averaging the 12 seasonally adjusted months ending 3 months prior to the expiration of the first period of the contract. This average is then compared with the average index for the 12-month period ending 3 months prior to the beginning of the contract, called the base index. The percentage increase or decrease by comparing these two indexes shall be applied to the contractor's invoices for orders placed during the price adjustment period.

(2) The Government will notify the contractor in writing of the percentage increase or decrease to be applied to any invoices to be submitted for orders subject to price adjustment in accordance with this clause. Such percentage will be determined from the published index as set forth above. The contractor shall apply the percentage increase or decrease against the total price of the invoice less reimbursable postage or transportation costs. Any applicable discounts will be calculated on the basis of the invoice price as adjusted.

If the Government exercises an option, the extended contract shall be considered to include this economic price adjustment clause.

NOTE: The Economic Price Adjustment (EPA) is NOT cumulative. The EPA is applied to the original contract price not to the original contract price plus any other EPAs applied.

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS: A GPO jacket number will be assigned and a purchase order issued to the contractor to cover work performed. The purchase order will be supplemented by an individual "Print Order" for each job placed with the contractor. The print order, when issued, will indicate the quantity to be produced and any other information pertinent to the particular order.

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, the Government reserves the right to conduct an on-site preaward survey at the contractor's/subcontractor's facility or to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a contract.

ORDERING: Items to be furnished under the contract shall be ordered by the issuance of print orders by the Government. Orders may be issued under the contract from November 1, 2011 through October 31, 2012 plus for such additional period(s) as the contract is extended. All print orders issued hereunder are subject to the terms and conditions of the contract. The contract shall control in the event of conflict with any print order. A print order shall be "issued" for purposes of the contract, when it is either deposited in the U.S. Postal Service mail or otherwise furnished to the contractor in conformance with the schedule.

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REQUIREMENTS: This is a requirements contract for the items and for the period specified herein.

Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in accordance with the clause entitled "Ordering". The quantities of items specified herein are estimates only, and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government's requirements for the items set forth herein do not result in orders in the amounts or quantities described as "estimated", it shall not constitute the basis for an equitable price adjustment under this contract.

Except as otherwise provided in this contract, the Government shall order from the contractor all the items set forth which are required to be purchased by the Government activity identified on page 1.

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total orders under this contract, if any.

Orders issued during the effective period of this contract and not completed within that time shall be completed by the contractor within the time specified in the order, and the rights and obligations of the contractor and the Government respecting those orders shall be governed by the terms of this contract to the same extent as if completed during the effective period of this contract.

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept an order providing for the accelerated shipment/delivery, the Government may procure this requirement from another source.

The Government may issue orders which provide for shipment/delivery to or performance at multiple destinations.

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set forth herein which are called for by print orders issued in accordance with the "Ordering" clause of this contract.

IMPRINT: The requirement for a GPO imprint is waived.

PAYMENT: Submit all vouchers to: Comptroller, Stop FMCE, Office of Financial Management, U.S.

Government Printing Office, Washington, D.C. 20401. Vouchers may be faxed to 202-512-0992 or 202-512- 0993. To expedite payment from GPO, use the bar code cover sheet. Refer to the following web page for instructions: http://winapps.access.gpo.gov/fms/vouchers/barcode . If the bar code cover sheet is used, fax the voucher and the bar code cover sheet to 202-512-1851 in lieu of the fax numbers listed above.

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SECTION 2.-SPECIFICATIONS

These specifications cover the production of business cards requiring such operations as on-line ordering;

composition; printing in black and blue (Pantone 287); packing; distribution; and implementing administrative controls that will allow for inquiries, tracking the printed product and providing feedback for all orders.

TITLE: Active Duty Air Force Recruiter Business Cards.

FREQUENCY OF ORDERS: Approximately 65 orders per year.

QUANTITY: 1,000 cards per individual name and approximately 1 to 200 names per order with an average of 75 names per order.

TRIM SIZE: 3-1/2 x 2”.

GOVERNMENT TO FURNISH: At the start of the contract the Department will provide the contractor with an Adobe Acrobat PDF file for incorporation into the on-line ordering system (see contractor to furnish).

Individual print orders will be furnished for each business card order.

Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial identification marks of any kind, etc., except GPO imprint, and revision date, carried on copy or film, must not print on finished product.

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under "Government to Furnish," necessary to produce the product(s) in accordance with these specifications.

ELECTRONIC PREPRESS: Prior to image processing, the contractor shall perform a basic check (preflight) of the furnished media and publishing files to assure correct output of the required reproduction image. Any errors, media damage, or data corruption that might interfere with proper file image processing must be reported to the contract administrator within 24 hours of receipt of the Government furnished material.

The contractor shall create or alter any necessary trapping, set proper screen angles and screen frequency, and define file output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the assigned quality level.

The contractor shall make all revisions to the electronic files. Prior to making revisions, the contractor shall copy the furnished files and make all changes to the copy.

ON-LINE ORDERING: The contractor must provide a web-based on-line ordering system site that permits authorized Air Force Recruiting Service (AFRS) personnel to order business cards. The system must provide a method of order tracking by requestor. The web-based system must be secure (password protected) so that only authorized personnel can order business cards and must provide a separate page/site so that only authorized personnel (Program Manager) can approve submitted business cards.

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ON-LINE ORDERING (contd.):

The system must have a user-friendly web page so users can input recruiter's information. The web page must have headers to input information and instructions for each block as follows: Name; Rank (drop down box of all Air Force ranks, provided by AFRS, and “Other” for non-Air Force grades); Activity/Location (drop down box with all squadrons, groups, and HQ AFRS addresses, provided by HQ AFRS, and “Other” for unlisted addresses); Recruiter position/title; and Recruiter Address, City, State and Zip Code, or Unit/Bldg #/APO. The web page must have a Phone Number section that will allow users to input and select no more than four telephone numbers (including e-mail address) from a list; i.e., Office Phone, DSN, Fax, 1-800, etc. AFRS will provide the phone list. The web page must have the capability to display the business card after information is entered. The user must be able to change or correct information displayed in the on-line proof prior to submitting to the program manager for approval.

Once the user submits an order for approval, the system must generate an e-mail to the user indicating the order has been sent to the program manager for approval. It must concurrently generate an e-mail to the program manager indicating that an order is awaiting approval. The program manager must be able to approve/disapprove an individual request or approve/disapprove a total batch/print order. After the program manager approves a specific batch of orders, the web-based system must provide a total count of orders approved in that batch/print order and generate a spreadsheet that contains requestor names, recipient's names, confirmation date and number. The program manager will forward this list to the user to show when and what was ordered. The web-based system must provide an option for users to submit a previous order from a "history or look-up file" using a name or confirmation number from a previous order. If a change is necessary, the user must be able to make the change to the previous order and then submit as a new order.

The contractor may not proceed with production until each order has been approved or disapproved online by the program manager. Once the cards have been printed and shipped, the web-based system must generate an e-mail containing a shipping list of all cards printed on a specific print order (to include name of recipient, date shipped, estimated delivery date and a tracking number) to the program manager.

NOTE: The responsible low bidder will have 30 calendar days from the date of award to provide a web-based on-line ordering system that meets the department's requirements.

COMPOSITION: The furnished PDF file will serve as a template. The Government Printing Office reserves the right to be the final judge as to the suitability of all copy generated by the contractor. See attachments for sample layouts.

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or listed for the corresponding JCP Code numbers in the "Government Paper Specification Standards No. 12" dated March 2011. All paper used for each copy must be of a uniform shade.

White, Index, grammage 200 g/m2 (basis weight: 110 lbs per 500 sheets, 20 x 26”), equal to JCP Code K10.

PRINTING: Print face and back in Pantone 287 and black. The same layout format is used on the face of all cards with variable data for name, rank, recruiter position/title, activity/location, recruiter address, and recruiter telephone numbers. There are two layout formats for the back of the cards: one for enlisted personnel and one for officers. See attachments for sample images.

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QR CODE: The contractor is required to add a Quick Response (QR) code to the back of each card. The QR code will contain all of the contact information from the front of the card so that a smartphone user that has the appropriate software can scan the data contained in the QR code and automatically add the contact information to his contact list.

INK: If lithographic ink is used in the performance of this contract, the ink shall contain not less than the following percentages of vegetable oil: (a) new ink, 40 percent; (b) sheet-fed and forms ink, 20 percent; and (c) heat-set ink, 10 percent. High quality color process printing on high speed heat-set presses is excepted when slow drying time significantly increases production costs.

MARGINS: Both sides bleed top, left and right (see attachments).

PACKING: Cards will be boxed in units of 1,000. Place one card on the top of the box and then shrink film wrap the box before placing it in a suitable outer shipping container. Pack in suitable shipping containers not to exceed 26 pounds when fully packed. The address contained on the business card will be the “ship to” address.

The contractor’s return address will be the “ship from” address. For orders that ship to an address other than the one listed on the business card, the Department will provide a separate shipping address on-line. All shipments that fill less than a shipping container must be packaged with materials of sufficient strength and durability and in such a manner that will guarantee that the product will not be damaged and the package will not open or split when processed through a small package carrier delivery system.

INSPECTION SAMPLES: The contractor must furnish one sample card for each individual name to: USAF AETC AFRS/RSIOS, 550 D St West, Ste 1 (Bldg 491), Randolph AFB, TX 78150-4527. Do not staple samples together.

Additionally, when indicated on the print order or otherwise requested, two samples of each business card shall be sent for inspection to the U.S. Government Printing Office, Regional Printing Procurement Office, 1100 Commerce Street, Room 731, Dallas, Texas 75242-0395, Attn: Inspection Samples. These samples cannot be deducted from the total quantity ordered. The package or envelope containing the samples shall be identified by the GPO jacket number, program number, print order number, title, and include a facsimile of the print order on which they were ordered. The contractor will comply with the shipping schedule regardless of this requirement and will be notified of the test results only if there are deficiencies.

DISTRIBUTION: Ship f.o.b. destination to approximately 1 to 200 different addresses nationwide with an average of 75 destinations per print order and 1,000 cards per destination. The cards will ship to the addresses printed on each business card unless otherwise specified.

Note: All shipments to foreign destinations, destinations outside the Continental United States, and Post Office Boxes must be shipped to an address within the Continental United States. Separate instructions will be included with the applicable electronic file for each order.

The contractor must use the most expedient traceable method of delivery on each print order and provide proof of delivery by means of a signed receipt when requested by the department. Occasional orders may require the contractor to re-ship all or part of the order to an additional address or addresses due to incorrect addresses provided by the department, refusal of shipments at the original address, and for various other reasons. Upon submission of adequate documentation, the contractor will be reimbursed for additional shipping costs via a GPO-issued contract modification for each affected print order. Otherwise, all shipping expenses are borne by the contractor.

A copy of the shipping document(s) must accompany the contractor’s voucher for payment.

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SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job prior to receipt of the individual print order (GPO Form 2511). A signed print order will be faxed or e-mailed to the contractor.

The following schedule begins the workday after receipt of the print order. Workdays are Monday through Friday, exclusive of Federal holidays.

The contractor must make complete production and delivery of all orders for up to 20 individuals within 5 workdays. For each additional 10 individuals (or partial thereof) on an order the contractor is entitled to an additional workday in the schedule.

The ship/delivery date indicated on the print order is the date products ordered for delivery f.o.b. destination must be delivered to the destinations specified.

ERROR CARD PROCESSING: The program manager will notify the contractor as soon as possible, but no later than 90 days after receipt of an order by the original requester, to reprint error cards that are determined to be rejectable due to typesetting or other discrepancies that are the result of contractor error. The contractor must have the capability to receive faxed or e-mail notifications of rejected orders. These cards will be reprinted and shipped at no additional cost to the Government no later than 72 hours from initial notification by the department.

To expedite notification for error card processing, the program manager will forward by use of fax or e-mail, a GPO Form 907 (Non-Compliance/Change Report) directly to the contractor with an information copy to the Dallas Regional Printing Procurement Office. When warranted, the department will forward a GPO Form 907 directly to the GPO.

LOST OR UNDELIVERED CARD PROCESSING: Upon notification from the program manager, the contractor will initiate a tracer action for each order reported to be lost or undelivered. The contractor will provide a status report to the program manager via fax or e-mail within 24 hours from initial notification. To expedite this process, the department will forward by use of fax or e-mail, a GPO Form 907 directly to the contractor with an information copy to the Dallas GPO. The contractor must have capability to receive faxed or e-mail notifications of lost or undelivered orders.

The contractor will obtain a status report from the traceable delivery source used. If the contractor is unable to determine the status of these cards with the traceable service used within 24 hours after notification, then these cards will be reprinted and shipped at no additional expense to the Government no later than 72 hours from initial notification.

If contractor is able to locate lost or undelivered orders within 24 hours after initial notification, then the contractor must make arrangements (with the traceable service used) to ship the order to its destination within 72 hours. It is the contractor's responsibility to recoup any expenses involved with reprinting an order and delivery of the order from the traceable service used.

Note: Accurate and timely tracing of orders is considered an integral part of these contract specifications and the contractor may be held in default for failure to provide this information as specified.

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PERFORMANCE RECORDS: The contractor will e-mail a production/shipping report on Monday of each week to AFRS and DLA Document Services. The production/shipping status report that will contain, as a minimum, the following information for each individual print order:

(a) Date contractor received order.

(b) Date contractor shipped order.

(c) Contractor, GPO, and DLA program, print, and job order number.

(d) Group or Squadron in numeric order with individual names listed alphabetically within each Group or Squadron. Orders for AFRS can be listed at the end of each report.

(e) The delivery carrier and the tracking number for each order.

(f) All print orders not yet shipped since the last report.

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SECTION 3.- DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered in the "Schedule of Prices" to the following units of production which are the estimated requirements to produce orders for 12 months under this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of work which may be ordered during a like period of time.

The following item designations correspond to those listed in the "Schedule of Prices".

I. (a) 4875

II. (a) 40

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SECTION 4.- SCHEDULE OF PRICES

Bids offered are f.o.b. destination.

Prices must include the cost of all required materials and operations for each item listed in accordance with these specifications.

Bidder must make an entry in each of the spaces provided. Bids submitted with any obliteration, revision, or alteration of the order and manner of submitting bids may be declared nonresponsive.

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the Government. Bids submitted with NB (No Bid) or blank spaces for an item may be declared nonresponsive.

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production (whether or not such items are included in the Determination of Award) that are inconsistent or unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action would be in the best interest of the Government.

All vouchers submitted to the GPO shall be based on the most economical method of production.

Fractional parts of 1000 will be prorated at the per 1000 rate.

I. Complete Product: Prices offered shall include the cost of all required materials (including paper) and operations necessary for the complete production and delivery of the product listed in accordance with these specifications.

(a) Business cards……………………………………per 1000 cards…………………..……$__________

II. Additional Operations:

(a) On-Line Ordering System Creation/Updating………………………..per hour…………..$__________

Charges under “On-Line Ordering System Creation/Updating” will include all operations necessary to meet departmental requirements during initial creation and subsequent updates/changes generated at departmental request. All charges must be supported by a statement outlining in detail the operation for which payment is claimed. In case of dispute, the Contracting Officer reserves the right to be the final judge as to the operations and/or number of hours chargeable under item (a).

(Initials)

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BIDDERS NAME AND SIGNATURE: Fill out and return two copies of all pages in "Section 4.- Schedule of Prices", initial or sign each in the space provided and submit with the original and duplicate copies (face and back) of GPO Form 910, "Bid". Do not enter bid prices on GPO Form 910. NOTE: The Schedule of Prices will prevail in instances where prices are inadvertently entered on GPO Form 910.

Bidder______________________________________________________________________________

(City - State)

By_________________________________________________________________________________

(Signature and title of person authorized to sign this bid)

(Person to be contacted) (Telephone Number)

Attachment 1

Attachment 2

Attachment 3