2725S.pdf

Program 2725-S (1/13) Page 1 of 14 Specifications by: GDC Reviewed by: KJC

U. S. GOVERNMENT PRINTING OFFICE

Dallas, TX

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Litigation Copying/Scanning and Large Format Document Copying as requisitioned from the U. S. Government Printing Office (GPO) by the

U. S. Department of Justice

Single Award

CONTRACT TERM: The term of this contract is for the period beginning February 1, 2012 and ending January 31, 2013, plus up to 4 optional 12-month extension period(s) 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, TX time, on January 25, 2012.

PRODUCTION AREA: It is assumed that all production facilities used in the manufacture of the product(s) ordered under this contract will be located within a 25 mile radius of San Antonio, TX.

Any bidder intending to use production facilities outside this area should furnish information, with the bid, which will on its face demonstrate ability to meet the schedule requirements. The determination by the Government of the acceptability of this information in no way relieves the successful bidder of the responsibility for compliance with these schedule requirements.

BIDDERS, PLEASE NOTE: Changes are scattered throughout the contract; therefore, all bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding.

Questions concerning this contract should be directed to Glen D. Carlson, telephone (214) 767-0451, extension 12.

(No collect calls.)

(Page 2 is blank.)

Program 2725-S (1/13) Page 2 of 14 Litigation Copying

Program 2725-S (1/13) Page 3 of 14

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 IV.

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

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 Furnished Camera Copy

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.

Program 2725-S (1/13) Page 4 of 14

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.

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 facility or to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a contract.

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.

Program 2725-S (1/13) Page 5 of 14

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 February 1, 2012 through January 31, 2013 plus for such additional periods 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.

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 items 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 contact, 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.

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. 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 number listed above.

(Page 6 is blank.)

Program 2725-S (1/13) Page 6 of 14

Program 2725-S (1/13) Page 7 of 14

SECTION 2. - SPECIFICATIONS

SCOPE: These specifications cover copying of litigation documents, scanning of litigation documents, and copying of oversize documents that will require such operations as copy pickup, disassembly and re-assembly of the furnished copy, copying/duplicating (both black only and color copying), scanning and conversion to Adobe Acrobat Portable Document (PDF) files, copying PDF files to CD, bates numbering, collating, binding, packing, delivery and safeguarding of information.

TITLE: Litigation Copying/Scanning and Large Format Document Copying.

FREQUENCY OF ORDERS: Approximately 2 litigation copying orders per year. Approximately 3 large format document copying orders per year.

SIZE: Litigation copying – size up to and including 8-1/2 x 11”. Large format document copying – size up to and including 48 x 36”.

QUANTITY: Litigation copying - average of 3 copies per order; average of 1,500 documents per order. Large format document copying – average of 10 copies per order; average of 2 documents per order.

Approximately 1 of each type of order will require color copying.

Approximately 1 of the litigation copying orders will require scanning and conversion to PDF stored on a CD.

GOVERNMENT TO FURNISH: Camera copy consisting of textual matter and line copy to be reproduced same size. Copy will be in boxes in various trim sizes, various types of paper, and various types of binding. Print orders.

NOTE: Material furnished should be considered “heavy litigation” copying.

One reproduction proof for shipping container labels, form 905 (R. 3/90) with labeling and marking specifications.

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.

WARNING: Proper control and handling must be maintained at all times to prevent any information or materials required to produce the product ordered under these specifications from falling into unauthorized hands. Unless otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed.

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.

White Plain Copier, Xerographic, grammage 75 g/m2 (basis weight: 20 lbs per 500 sheets, 17 x 22"), equal to JCP O65.

COPYING: Copy one or two sides per original in black or color as specified on the print order. Originals smaller than 8-1/2 x 11” are to be copied on 8-1/2 x 11” paper.

Program 2725-S (1/13) Page 8 of 14

NUMBERING: Some orders require the contractor to sequentially “Bates Number” each document as it is copied.

The U.S. Attorney’s office will provide the prefix for numbering when the material is picked up.

MARGINS: Various. Follow copy furnished. Original documents smaller than 8-1/2 x 11” should be centered.

BINDING: Various binding styles: Contractor will be required to bind the product as it is furnished by the department. Some copy may be stapled, rubber banded, in folders, string tied, in three ring binders, paper clipped, sticky notes, etc. Contractor to remove binding for copying the furnished documents, then re-fasten exactly as it was furnished. NOTE: Contractor is to return copies to the Department in the same format and order as the original. Returning the copies to the Department not in compliance with the original will be cause for the contractor to correctly reproduce job at no expense to the Government.

SCANNING: When indicated on the print order, the contractor must scan the furnished file documents to PDF format and copy to CD. Files must be scanned at a minimum of 300 dpi.

The final Adobe Acrobat PDF documents shall include the following qualities and features:

(a) Scanned imagery incorporated into the PDF files will not need to be text searchable.

(b) All PDF pages, tables, charts, maps and photos shall be aligned (i.e. straight, not skewed). Pages will be centered so that the display does not jump off-center when progressing from left-hand to right-hand pages.

(c) When pages must be rotated, they are to open at 100%.

(d) The contractor shall assign file names per the file naming convention provided by the Department

PACKING: Pack in shipping containers not to exceed 40 pounds when fully packed.

LABELING AND MARKING: Reproduce shipping container label from furnished repro, fill in appropriate blanks and attach to shipping containers.

DISTRIBUTION: Deliver f.o.b. destination by traceable means to one or more addresses within San Antonio, TX.

The print order will specify. NOTE: Inside delivery is required.

Upon completion of each order, all furnished material must be returned to the Department at contractor's expense;

see "Schedule" for address.

All expenses incidental to returning materials must be borne by the contractor.

RECEIPT FOR DELIVERY: Contractor must furnish his own receipts for delivery. These receipts must include the GPO jacket number, program number, and print order number; total quantity delivered, number of cartons and quantity per carton; date delivery made and signature of the Government agent accepting delivery. The original copy of this receipt must accompany the contractor's voucher for payment.

Program 2725-S (1/13) Page 9 of 14

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).

Furnished material will be ready for pickup at contractor's expense one hour after notification from the following address: U.S. Attorney’s Office, 601 NW Loop 410, Suite 600, San Antonio, TX 78216. The contractor may be required to pick up furnished material from a different address within San Antonio, TX. If so, the print order will specify.

The following schedule begins the workday after notification of the availability of the print order and furnished material.

Orders must be completed and delivered within 1 to 3 workdays, with the majority of the orders requiring delivery within 1 workday. An occasional order will require the contractor to pickup and deliver the same day.

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

(Page 10 is blank.)

Program 2725-S (1/13) Page 10 of 14

Program 2725-S (1/13) Page 11 of 14

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) 7500

(b) 1500

(c) 480

(d) 240

(e) 15

II. (a) 15

(b) 1

(Page 12 is blank).

Program 2725-S (1/13) Page 12 of 14

Program 2725-S (1/13) Page 13 of 14

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.

Fractional parts of 100 will prorated at the per 100 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) Litigation copying up to and including 8-1/2 x 11", black copy only......per page.......$____________

(b) Litigation copying up to and including 8-1/2 x 11", color copy only.......per page.......$____________

(c) Large format document copying up to and including 48 x 36”, black copy only…………………………………………….......per square foot........$____________

(d) Large format document copying up to and including 48 x 36”, color copy only…………………………………………….......per square foot........$____________

(e) Scanning to PDF………………………………………………per 100 pages……..$____________

(Initials)

II. ADDITIONAL OPERATIONS:

Program 2725-S (1/13) Page 14 of 14

(a) Bates Numbering……………….per 100 numbers………………………..$___________

(b) Transferring data to a CD-R and insertion into storage media (includes CD-R and jewel case)………………….per CD-R……………...$___________

My production facilities are located within the assumed area of production......______yes ______no

NOTICE: Bidders OUTSIDE the assumed production area specified on page one of these specifications should complete the following information.

1. Proposed carrier(s) for pickup of Government Furnished Material__________________________

a. Number of hours from acceptance of print order to pickup of Government Furnished Material...........................................................................................................____________

b. Number of hour from pickup of Government Furnished Material to delivery at contractor's plant.................................................................................................................____________

2. Proposed carrier(s) for delivery of completed product____________________________________

a. Number of hours from notification to carrier to pickup of completed product____________

b. Number of hours from pickup of completed product to delivery at destination___________

BIDDERS NAME AND SIGNATURE: Fill out and return the following:

(a) Two copies of all pages in "Section 4. - Schedule of Prices", initial or sign each in the space provided.

(b) Two copies 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 and State)

By__________________________________________________________________________________

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

(Person to be contacted) (Telephone Number)