452-072.pdf

Specifications by JH Jacket 452-072 Page 1 of 9 Requisition: 6-52072 Reviewed by TS

U.S. Government Publishing Office (GPO) Government Publishing and Printing Procurement

General Terms, Conditions, and Specifications for the procurement of

United States Army Reserve Command (Microfiche) As requisitioned from the U.S. Government Publishing Office (GPO) by the

DLA Document Services DOCON

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Eastern Standard Time, on September 29, 2026 at the U.S. Government Publishing Office. All parties interested in attending the bid opening shall email bids@gpo.gov one (1) hour prior to the bid opening date and time to request a Microsoft Teams live stream link.

This must be a separate email from the bid submission. The link will be emailed prior to the bid opening.

Any questions before or after award concerning these specifications contact Juliann Handziak at Jhandziak@gpo.gov or (614) 488-4616, Ext. 3. No collect calls.

BID SUBMISSION: Bidders must email bids to bids@gpo.gov for this solicitation. No other method of bid submission will be accepted at this time. The Jacket Number 452-072 and bid opening date must be specified in the subject line of the emailed bid submission. Bids received after the bid opening date and time specified above will not be considered for award.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following:

1. Illegibility of bid.

2. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails.

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are advised not to exceed GPO’s stated limit.

4. When the email bid is received by GPO, it will remain unopened until the specified bid opening time.

Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s email server as the official time stamp for bid receipt at the specified location.

BIDDERS PLEASE NOTE: The GPO 910 “BID” Form is no longer required. Bidders are to fill out, sign/initial, as applicable, pages 8-9.

INSPECTION OF MATERIAL: Contractor is required to examine furnished material immediately upon receipt, pursuant to GPO Publication 310.2, Contract Clauses, 7. Government Furnished Property (GFP). If at that time there is disagreement with the description or requirements as presented in the specifications and prior to the performance of any work, the contractor shall contact the contract administrator Juliann Handziak at 614-488- 4616, x3. Failure to bring any discrepancies to the attention of the GPO will not relieve the contractor of the responsibility to perform. An accurate number of originals cannot be determined at this time. Contractor must inform the US GPO Publishing Specialist via email immediately if furnished material is 10% more than estimated count.

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 Pub. 310.2, effective 12/1/87, Rev. 01-18).

• GPO Contract Terms (GPO Publication 310.2): https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf mailto:bids@gpo.gov mailto:Jhandziak@gpo.gov mailto:bids@gpo.gov https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf

Page 2 of 9 Jacket 452-072

WARRANTY: Contract Clause 15, "Warranty", of GPO Contract Terms (Publication 310.2, effective December 1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED from 120 days to one calendar year from the date the check is tendered as final payment. All other provisions remain the same.

SECURITY WARNING: It is the contractor's responsibility to properly safeguard personally identifiable.

information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of any loss of personally identifiable information. PII is "information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric , etc., alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother's maiden name, etc. (Ref.: OMB Memorandum 07-16.) Other specific examples of PII include, but are not limited to:

(a) Personal identification number, such as passport number, driver's license number, taxpayer identification number, or financial account or credit card number.

(b) Address information, such as street address or personal email address; and,

(c) Personal characteristics, including photographic image (especially of face or other distinguishing characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, voice signature, facial geometry).

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system whereby materials used to perform the contract are manufactured and/or stored (e.g. while awaiting distribution or disposal) so as to ensure against theft and/or the unauthorized possession of the materials. Contractor is cautioned that Government provided information shall not be used for non-government business. Specifically, Government information shall not be used for the benefit of a third party.

The Government retains the right to conduct on-site security reviews at any time during this contract.

1.The plan shall contain at a minimum how government files (data) will be secured to prevent disclosure to a third party prior to and after termination of contract.

2.Explain how all accountable materials will be handled throughout all phases of production.

3.How the disposal of waste materials will be handled; and, 4.How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract shall be adhered to by the contractor and/or subcontractor(s).

The Contractor shall assume all are unclassified, as all previously classified should have been declassified. There could be instances where the record(s) were declassified (noted on the first page), but the markings on subsequent pages were not properly removed. In the event are found with classified markings, the Contractor shall immediately protect the record and contact DLA/Army/GPO.

The Contractor must utilize a Federal accredited moderate boundary network to ensure the protection of Federal .

The may contain Controlled Unclassified Information (CUI) and in most cases are not marked properly or have old markings. The Contractor must safeguard the , and the must be kept under an authorized person's direct control or protected with at least one physical barrier to protect CUI from unauthorized access. When not in an authorized holder's direct possession, CUI will be kept in a locked desk drawer, filing cabinet or within a locked office as long as the CUI is protected from unauthorized viewing.

The Contractor MUST follow all NARA (National Archives and Administration) standards and guidelines.

https://www.archives.gov/-mgmt/policy/digitization. Contractor MUST have in-depth knowledge of NIST (National Institute of Standards and Technology) 800-37 Risk Management Framework (RMF) and NIST Special Publication 800-53.

ADDITIONAL SECURITY REQUIREMENT: Contractor/ ALL employees handing the Materials/digital output files at any point during this order MUST have an official Federal Tiered Background Investigation done and active to be cleared to work on this project. Tier 2 or higher is required. If the contractor does not already have this requirement fulfilled from previous work within the Federal Government, the contractor will be required

Page 3 of 9 Jacket 452-072 to complete this requirement within 60 days of award. If the contractor wishes to have it sponsored through DLA, they will be required to have Tier 3 Background Investigations done. ALL costs for this will be at the contractor's expense. Cost for the Background Investigation is per employee working on this order. Warehouse will need a 3-day notice prior to any being removed.

QUOTATIONS - Contractor must submit a price for the line items within the comment section of the quote. A charge will be allowed for each item or fraction thereof. This price will include the cost of ALL REQUIRED OPERATIONS (including any miscellaneous charges); necessary to produce the products ordered.

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. As part of the financial determination, the contractor in line for award may be required to provide one or more of the following financial documents:

1) Most recent profit and loss statement

2) Most recent balance sheet

3) Statement of cash flows

4) Current official bank statement

5) Current lines of credit (with amounts available)

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor

The documents will be reviewed to validate that adequate financial resources are available to perform the contract requirements. Documents submitted will be kept confidential and used only for the determination of responsibility by the Government. Failure to provide the requested information in the time specified by the Government may result in the Contracting Officer not having adequate information to reach an affirmative determination of responsibility.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) utilizing the GPO barcode coversheet application program is the most efficient method of invoicing. Instruction for using this method can be found at the following web address:

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html .

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management, Attn: Comptroller, Stop: FMCE, Washington, DC 20401.

For more information about the billing process refer to the General Information of the Office of Finance web page located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid.

NOTE: Partial Payments, as defined in GPO Pub. 310.2, Contract Terms, Contract Clause 25, are authorized provided that each payment request is for one or more completed lots (payment for a partial lot will not be permitted). Payment requests must include the signed certification for each lot, with the DOD coordinator’s signature of acceptance, for each invoice submitted to GPO. Lots will be determined after award, with agreement between the DOD, GPO, and the contractor.

CONTRACTOR’S INVOICE FOR PAYMENT MUST BE ITEMIZED IN ACCORDANCE WITH THE

SCHEDULE OF PRICES.

NOTE: No guarantee can be made as to the total number of furnished pages. It is anticipated the approximate count will be furnished. Upon completion of order, the contractor must submit the final actual number of pages and number of mixed media produced and a final cost to the Columbus GPO where any adjustment in the estimated cost will be made via a contract modification. The contractor's invoice for billing to the GPO -http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid

Page 4 of 9 Jacket 452-072

Washington, DC MUST include a contract modification confirming the actual number of scans completed, before payment is made.

PREAWARD SAMPLES: Contractor may be required to pickup a small sampling and perform an initial preaward test prior to award and production, and submit to the agency electronically for review and approval to demonstrate the contractor is able to produce this order exactly as specified in the contract. Scanned samples must be received within 8 workdays from the date of request. Contractor must not enter job into production, order materials/equipment, or make any financial commitments until contractor receives a signed purchase order. All costs for this are at contractor expense.

GOVERNMENT IN-PLANT INSPECTIONS: The Government reserves the right to have Government representative(s) inspect any operation under this contract at the start of its production and at any time during production. In addition to the inspections indicated, the Government reserves the right to inspect all stages of production.

TITLE: United States Army Reserve Command (Microfiche)

PRODUCT: These specifications cover digitization of large Microfiche collection. A total of 17 boxes to be picked up from one location, approximately 51,000 total cards (21,420,000 images) of Microfiche in 17 boxes.

More information on collection below. Award will be based on total number of cards digitized.

QUANTITY: Approximately 51,000 cards (21,420,000 images), 17 boxes digitized.

DESCRIPTION: PREDOMINANT PRODUCTION FUNCTION: Scanning Services (NO PRINTING

REQUIRED).

SCOPE: This statement of work is for digitization for approximately 51,000 cards Microfiches, 17 boxes of Microfiche. Along with shredding all 17 boxes once approval is given.

Contractor will be required to separate each card for scanning. Handwork intervention (Light Intervention) may be required. Cards may be removed from their folders/envelopes for digitization. Cards are not required to be reinserted into folders; however, all original contents must remain with their original box, and the established order must be preserved. In the event rework is required, the contractor is solely responsible for tracking and identifying the precise location of all cards within the box. Digital formats must replicate the original physical box and folder organization. The contractor is permitted to disassemble and unbind furnished cards for the purpose of digitization.

Contractor must exercise reasonable care to ensure that the integrity of the material is preserved. Where materials are stapled, or otherwise fastened or bound, care must be used in handing the materials to ensure that any part of the records are not obliterated or that the authenticity of the records becomes questionable.

The contractor will be required to inspect all materials to determine their suitability for scanning. If contractor determines that any document is unsuitable, contractor to contact Publishing Specialist at Jhandziak@gpo.gov.

CHAIN OF CUSTODY: Chain of custody must be maintained at all times on ALL collections. Documentation may be requested at any time to verify this. Procedures needed for ALL collections handing material are use of transfer of custody form and tamper-proof seal on truck. No special procedures are needed during production.

PICKUP LOCATION:

The vendor will be escorted at all times while in the Government facility.

mailto:Jhandziak@gpo.gov

Page 5 of 9 Jacket 452-072

Pickup boxes with original contents at:

17 boxes to be picked up from: United States Army Reserve Command, 4710 Knox Street, Fort Bragg, NC 28310

Security requirements are required to gain access to the pickup location. The following are required: Driver's license, USA Citizenship, Insurance, Registration, no arrest or warrants.

Files will be available to be picked up within one week of the PO being issued.

Collection:

QUANTITY: Approximately 51,000 Cards, 21,420,000 images, 17 boxes.

TRIM SIZE: Material will consist of 6x4” cards Microfiche. See products to be scanned for breakdown.

PRODUCTS TO BE SCANNED: Microfiche to be converted and scanned to single and multiple page PDF files (approx. 51,000 cards) resulting in approx. 21,420,000 images. Content is single-sided, grayscale, text, handwritten and are negative images. Each card has an estimated count of 420 images.

- The contractor is to prepare all documents for scanning (i.e. removing staples, paper clips, rubber bands and other binding methods).

- Documents do not need to be reassembled

- Color Mode to be Grayscale

- Image clean up NOT required. Manual image enhancement/retouching is not required; however, all image processing necessary to achieve the specified FADGI performance level is still required.

- OCR IS required

- Metadata requirements: CSV Load file. Unit Name, Year, Month along with all FADGI 3 star required fields

- Bates numbering requirements: NOT Required

- Naming Convention - ARMD File Naming Convention: U_Officesymbol_Meaningfulname_DDMMMYYYY

- Section 508 accessibility requirements: NOT required

- Scanned documents need to be text-searchable

- Files NOT to be compressed to reduce file size

DELIVERABLE: Media must be encrypted. Contractor to provide single-page and multiple-page PDFs and FADGI 3-Star preservation master files. Files cannot be compressed to reduce file size. All files are to be high-resolution printing optimization. Files to be provided on 2 suitable sized hard drives. 2 complete hard drive copies to be provided. Encrypted Hard Drive that complies with FIPS 140-3/ Permanent files - FADGI 3 Star.

The documents do not need to be re-stapled or re-bound, but the order needs to remain intact.

Contractor to store ALL cards/ 17 boxes (Est. 51,000 cards of microfiche for 6 months) until the written approval has been provided by GPO. Once approval is provided contractor is to dispose of all documents. Documents are to be reduced to a size that ensures ALL the information is unreadable/unidentifiable. Letter of destruction is required.

Waste must be destroyed in a manner that it is not possible to recreate the product; i.e. burning, pulping, shredding, macerating, or other suitable means.

Destruction of source documents must be witnessed and documented to allow contractor to sign off that they were destroyed. The contractor completing the destruction must provide destruction certificates to DLA/Army/GPO upon completion of each service.

Shredding destruction must meet one of the following standards:

1) One-step method: Employ cross-cut shredders that produce particles measuring 1 mm x 5 mm 0.04 in. x0.2 in.)

or smaller.

Page 6 of 9 Jacket 452-072

2) One-step method: Pulverize / disintegrate paper using disintegrator devices equipped with a 3/32 in. (2.4 mm) security screen.

Damaged Microfiche: If the contractor determines that any piece is damaged to the extent that a viable scan cannot be made, the contractor is required to document the collection name/location and number of the damaged pieces. All damaged, unscannable pieces shall be recorded on an Excel spreadsheet and submitted to the customer through the GPO Contract Administrator. The contractor is responsible for maintaining the integrity of the microfiche as they are furnished by the government. The contractor will be required to inspect all pieces to determine their suitability for scanning.

STORAGE MEDIA: Contractor to provide two copies of files. Files to be stored/ provided on two identical contractor supplied portable hard drive suitable for data required.

GOVERNMENT TO FURNISH (GFM):

Pickup boxes with original contents at:

17 boxes to be picked up from: United States Army Reserve Command, 4710 Knox Street, Fort Bragg, NC 28310

Pick up boxes with original contents. The Facility will be open between 8am - 2PM ET. Prior Notice and approval is needed before picking up.

POC:

Thomas L. Adams, Administrator, thomas.l.adams.civ68@army.mil, 910-570-9548 Cody Gavigan, cody.gavigan@dla.mil, 614-693-4050

Contractor NOT to contact POC's until after award.

NOTE: CONTRACTOR MUST INFORM GPO IMMEDIATELY IF ORIGINALS FURNISHED IS MORE

THAN 10% OVER THE ORIGINAL ESTIMATED ORIGINALS. DO NOT PROCEED UNLESS

INSTRUCTED BY GPO.

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.

PROOFS: Text Box, Contractor is responsible that output is in conformance with visuals provided.

TEST BOX is required. Contents are to be provided through DODSafe Site (https://safe.apps.mil/my.policy). Box is to be uploaded with project title, Req. Number, and jacket number. Scanning is not to proceed until approval is given. GPO and end user is to be notified by email that the test box has been uploaded for review.

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

QUALITY OF SCANNING: QUALITY OF SCANNING: All microfiche shall be digitized in accordance with the FADGI Technical Guidelines for Digitizing Cultural Heritage Materials, Third Edition (May 2023), at the FADGI 3-Star performance level applicable to microfilm/microfiche. Preservation master images shall be produced as TIFF or JPEG 2000 (JP2) files and shall meet all applicable FADGI 3-Star image-quality and technical requirements.

The contractor is responsible to appropriately scan each original source document, with scanner settings established for each image scanned as appropriate to ensure the 100% accuracy of image capture. Images must be scanned appropriately for accurately capturing all color, grayscale, and text values as applicable and in accordance with all contract requirements.

mailto:thomas.l.adams.civ68@army.mil mailto:cody.gavigan@dla.mil

Page 7 of 9 Jacket 452-072

SCHEDULE: Adherence to this schedule must be maintained. See "Notice of Compliance with Schedules”, in GPO Pub. 310.2.

Purchase Order will be e-mailed from U.S. Government Publishing Office by: October 1, 2026.

Deliver completed product (All scans completed, named, and hard drives delivered) no later than September 30, 2027 (12 Months)

Contractor to make arrangements after award to pick up 17 estimated boxes from the location listed below.

ALL COSTS FOR PICK UP OF DOCUMENTS TO BE INCLUDED IN THE BID UNDER LINE ITEM 3.

ALL COST FOR SHREDDING 17 BOXES TO BE INCLUDED IN THE BID UNDER LINE ITEM 2.

RECEIPT FOR DELIVERY: As applicable, the contractor must furnish their own receipts for deliveries. These receipts must include the GPO jacket number; total quantity delivered number of cartons, and quantity per carton;

date delivery made; and signature of the Government agent accepting delivery. The original copies of these receipts must accompany the contractor's voucher for payment.

DISTRIBUTION: F.O.B. Destination. All pickup and shredding charges are to be included in the bid.

Hard drives to be delivered to ATTN: Thomas Adams/ Melissa Griffin, United States Army Reserve Command, 4710 Knox Street, Fort Bragg, NC 28310

ALL BOXES TO BE PICKED UP BY October 16, 2026

Contractor to store all digitized files/ boxes of originals for at a minimum of 6 months once scanning has been completed. Written approval will be provided once files have been reviewed and accepted provided by GPO.

DETERMINATION OF AWARD: The Government will determine the lowest offer by applying the prices listed in the "Schedule of Prices" to the following units of production which are the estimated requirements to produce 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. The bidder must make an entry in each of the spaces provided.

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

1. Microfiche

2. Shredding

3. Transportation

Page 8 of 9 Jacket 452-072

SCHEDULE OF PRICES (PAGE 1 OF 2)

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), NA (not applicable), or blank spaces for an item may be declared non-responsive.

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.

INCLUDE THE FOLLOWING YOUR BID

ITEM PRICE Added Rate/Each

1. Microfiche (51,000 cards) $ $

2. Shredding (17) $ $

3. Transportation (17) $ $

TOTAL BID: $_________________

DISCOUNTS: Discount is offered for payment as follows: _________ Percent, _______calendar days. See Article 12 “Discounts” of Solicitation Provisions in GPO Contract Terms (Publication 310.2).

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this bid is accepted within____________ calendar days (60 calendar days unless a different period is inserted by the bidder) from the date for receipt of bids, to furnish the specified items at the price set opposite each item, delivered at the designated points(s), in exact accordance with specifications.

Failure to provide a 60-day bid acceptance period may result in expiration of the bid prior to award.

AMENDMENT(S): Bidder hereby acknowledges amendment(s) number(ed) ____________________ (Initials)

***NOTE: SUBMIT BOTH PAGES 8 AND 9 VIA EMAIL (BIDS@GPO.GOV)***

Page 9 of 9 Jacket 452-072

SCHEDULE OF PRICES (PAGE 2 OF 2)

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by signing and submitting a bid, agrees with and accepts responsibility for all certifications and representations as required by the solicitation and GPO Contract Terms – Publication 310.2. When responding by email, fill out and return one completed copy of all applicable pages (pgs. 8 - 9) that include the Jacket Number, Bid/Unit Prices, Discounts, Amendments, Bid Acceptance Period, and Bidder’s Name and Signature, including signing where indicated.

Valid electronic signatures will be accepted in accordance with the Uniform Electronic Transactions Act, § 2.

Electronic signatures must be verifiable of the person authorized by the company to sign bids.

Failure to sign the signature block below may result in the bid being declared non-responsive.

(Company Name) (GPO Contractor’s Code)

(Street Address, City, State and Zip Code)

(Printed Name and Title) (Telephone number)

(Signature) (Date)

(E-Mail) (Facsimile Number)

THIS SECTION FOR GPO USE ONLY

Contracting Officer Review ____________ Date ___________ Certifier _______________ Date (initials) (initials)

***NOTE: SUBMIT BOTH PAGES 8 AND 9 VIA EMAIL (BIDS@GPO.GOV)***