02 - Office Management_Category_Attachment_Sol_47QSMD20R0001_Amd_0.pdf

Category Attachment Code : A

Title : Office Management

Solicitation Number : 47QSMD20R0001

Refresh Number : 0000

Created on September 30, 2019

Office Management Category Instructions and Regulations

Instructions:

All offerors must follow evaluation criteria and instructions outlined in the MAS solicitation, including in SCP-FSS-001. The Office Management category attachment outlines additional evaluation criteria, requirements and information specific to this category only. For a list of required Schedule templates and attachments, please visit www.gsa.gov/mascategoryrequirements

For additional guidance and information for Schedule buyers and sellers, including a list of specifications, standards and purchase descriptions that commonly apply to furniture and furnishings, please visit our general guidance page at www.gsa.gov/schedules.

Regulation Number Regulation Title/Comments

52.222-46 EVALUATION OF COMPENSATION FOR PROFESSIONAL EMPLOYEES (FEB 1993)

52.222-48 EXEMPTION FROM APPLICATION OF THE SERVICE CONTRACT LABOR STANDARDS TO

CONTRACTS FOR MAINTENANCE, CALIBRATION, OR REPAIR OF CERTAIN EQUIPMENT

CERTIFICATION (MAY 2014)

552.246-71 SOURCE INSPECTION BY GOVERNMENT (JUN 2009)

52.247-68 REPORT OF SHIPMENT (REPSHIP) (FEB 2006)

52.229-1 STATE AND LOCAL TAXES (APR 1984)

52.207-5 OPTION TO PURCHASE EQUIPMENT (FEB 1995)

52.223-2 AFFIRMATIVE PROCUREMENT OF BIOBASED PRODUCTS UNDER SERVICE AND

CONSTRUCTION CONTRACTS (SEP 2013)

52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997)

52.222-62 PAID SICK LEAVE UNDER EXECUTIVE ORDER 13706 (JAN 2017)

552.238-91 MARKING AND DOCUMENTATION REQUIREMENTS FOR SHIPPING (MAY 2019)

552.238-93 ORDER ACKNOWLEDGMENT (MAY 2019)

I-FSS-970 TRANSACTIONAL FEE AND SALES REPORTING (JUN 2011)

552.238-90 CHARACTERISTICS OF ELECTRIC CURRENT (MAY 2019)

552.238-73 IDENTIFICATION OF ELECTRONIC OFFICE EQUIPMENT PROVIDING ACCESSIBILITY FOR THE

HANDICAPPED (MAY 2019)

52.225-18 PLACE OF MANUFACTURE (AUG 2018)

552.238-105 DELIVERIES BEYOND THE CONTRACTUAL PERIOD - PLACING OF ORDERS (MAY 2019)

52.222-52 EXEMPTION FROM APPLICATION OF THE SERVICE CONTRACT LABOR STANDARDS TO

CONTRACTS FOR CERTAIN SERVICES - CERTIFICATION (MAY 2014)

52.223-11 OZONE-DEPLETING SUBSTANCES AND HIGH GLOBAL WARMING POTENTIAL

HYDROFLUOROCARBONS (JUN 2016)

552.238-86 DELIVERY SCHEDULE (MAY 2019)

552.238-89 DELIVERIES TO THE U.S. POSTAL SERVICE (MAY 2019)

552.238-92 VENDOR MANAGED INVENTORY (VMI) PROGRAM (MAY 2019)

552.238-94 ACCELERATED DELIVERY REQUIREMENTS (MAY 2019)

552.238-95 SEPARATE CHARGE FOR PERFORMANCE ORIENTED PACKAGING (POP) (MAY 2019)

552.238-96 SEPARATE CHARGE FOR DELIVERY WITHIN CONSIGNEE'S PREMISES (MAY 2019)

552.238-107 TRAFFIC RELEASE (SUPPLIES) (MAY 2019)

552.238-111 ENVIRONMENTAL PROTECTION AGENCY REGISTRATION REQUIREMENT (MAY 2019)

47QSMD20R0001 Refresh: 0000 Category: A Office Management

Page: 1 of 68 http://www.gsa.gov/mascategoryrequirements http://www.gsa.gov/schedules

Subcategory Instructions and Regulations

A01. Audio Visual Products Subcategory

SIN 334290OS Overseas (International) Audio/Visual Products

334290OS Audio Visual Products for overseas or international use. Does not include any products that could be included under the Audio Visual Products category.

Cooperative Purchasing: No Set Aside: No FSC/PSC Code : 5820 Maximum Order : $250,000

NAICS

Number Description Business Size 334290 Other Communications Equipment Manufacturing 750 employees

SIN 334310 Professional Audio/Video Products

334310 Includes professional audio/video equipment and parts.

Cooperative Purchasing: No Set Aside: No FSC/PSC Code : 3610 Maximum Order : $250,000

NAICS

Number Description Business Size 334310 Audio and Video Equipment Manufacturing 750 employees

SIN Level Regulations:

Regulation Number Regulation Title/Comments

52.219-6 NOTICE OF TOTAL SMALL BUSINESS SET-ASIDE (NOV 2011) (ALTERNATE I - NOV 2011)

SIN 334511T Telecommunications Equipment

334511T Includes telecommunications equipment and accessories, such as radar (except airborne), underwater, light, and laser equipment.

Cooperative Purchasing: No Set Aside: No FSC/PSC Code : 5820 Maximum Order : $1,000,000

NAICS

Number Description Business Size 334511 Search, Detection, Navigation, Guidance, Aeronautical, and Nautical System and Instrument Manufacturing 1250 employees

47QSMD20R0001 Refresh: 0000 Category: A Office Management

Page: 2 of 68

A02. Audio Visual Services Subcategory

SIN 541990AV Professional Audio/Video Services

541990AV Includes professional audio/video services.

Cooperative Purchasing: No Set Aside: No FSC/PSC Code : R499 Maximum Order : $250,000

NAICS

Number Description Business Size 541990 All Other Professional, Scientific and Technical Services $16.5 million

A03. Document Services Subcategory

SIN 518210DC Document Conversion Services

518210DC Includes scanning of the original document's text and images, converting the information to digital data, transferring the data to a new media file, and formatting the information for use in a document imaging and storage system.

Customized coding and indexing options are also available as part of the document conversion process.

Cooperative Purchasing: No Set Aside: No FSC/PSC Code : R799 Maximum Order : $1,000,000

NAICS

Number Description Business Size 518210 Data Processing, Hosting, and Related Services $35 million

Instructions:

NOTE: Additional SIN Description:

The process of document conversion involves state-of-the-art scanning of the original document's text and graphic image into digital data, which is then transferred to a new media and formatted for use in a document imaging and storage system. Comprehensive DCS are used to transfer text and graphic images in existing documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings, legal instruments, etc.) in whatever media they currently exist (e.g., paper, aperture cards, microfiche, microfilm, roll film, etc.) onto a new delivery/ storage media (e.g., CD-ROM disks, 4mm/8mm magnetic tape, magnetic storage disks, aperture cards, microfiche, microfilm, roll film, etc.) in any required format (e.g., raster images, ASCII text, SGML tagged for electronic distribution or publishing, PDF image files, etc.) required for use in a document imaging and storage system. Customized coding and indexing options are also available as part of the document conversion process. This SIN includes transcription and medical transcription services; it excludes transcriptions for Title III Monitoring.

NOTE: ADDITIONAL INFORMATION FOR DOCUMENT CONVERSION SERVICES DESCRIPTION:

The process of document conversion involves state-of-the-art scanning of the original document's text and graphic image into digital data, which is then transferred to a new media and formatted for use in a document imaging and storage system. Comprehensive DCS are used to transfer text and graphic images in existing documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings, legal

Page: 3 of 68 instruments, etc.) in whatever media they currently exist (e.g., paper, aperture cards, microfiche, microfilm, roll film, etc.) onto a new delivery/ storage media (e.g., CD-ROM disks, 4mm/8mm magnetic tape, magnetic storage disks, aperture cards, microfiche, microfilm, roll film, etc.) in any required format (e.g., raster images, ASCII text, SGML tagged for electronic distribution or publishing, PDF image files, etc.) required for use in a document imaging and storage system. Customized coding and indexing options are also available as part of the document conversion process. This SIN includes transcription and medical transcription services; it excludes transcriptions for Title III Monitoring.

SCOPE: Document conversion consists of scanning document images and converting them into electronic digital data, which is then transferred into a new format, and media for use in a document imaging, retrieval, and storage system. This SOW addresses the "backfile and day-forward conversion" of documents, which includes both file and data format and media conversion. It does not include data processing and communications equipment (e.g., digital computers, display devices, software, LAN/WAN networks), which may be employed in a document imaging, retrieval, and storage system. The types of DCS may include, but is not limited to: - Index data migration - Project evaluation or discovery - Optical mark scanning (OMR) - PDF Electronic file forms - Web Hosting (ASP)

GENERAL REQUIREMENTS: Unless otherwise specified by the ordering activity, the following general requirements are applicable to document conversion performed under this contract:

a. Contractor Responsibility - The Contractor shall be responsible for furnishing all items used in performing the work unless otherwise specified or approved by the Contracting Officer. The Contractor will act independently and not as an agent of the Government.

b. Document Conversion - The contractor shall scan a variety of source documents (e.g., correspondence, files, technical manuals, land records, charts, engineering drawings, or legal instruments) from a variety of source media (e.g., paper, film, microfiche, aperture cards, magnetic tape, or Mylar) having varying degrees of image quality (e.g., crisp originals, faded, poor contrast, or overexposed photographs) using character recognition (e.g., OCR, ICR) into a compressed digital file (e.g., C4 compressed image file format) and deliver that file in a variety of output file formats (e.g., PDF, SGML, HTML, XML, CAD, word processing) on a variety of output media (e.g., optical disks, magnetic tape, or CD-ROM).

c. Image Enhancement - The contractor shall perform image enhancement immediately after scanning.

Image enhancement shall allow soiled, faded, deteriorated, and inferior quality images to be "cleaned-up". The image enhancement process shall reduce background noise and improve uneven line widths, dull edges, faded areas, and uneven illumination. If required by the ordering activity, special image enhancement (e.g., removal of date stamps and other markings, deskewing images to within 5 degrees or less of skew, cropping, rotation) shall be accomplished during the document conversion process.

d. Indexing - The contractor shall provide an index (in both hardcopy and digital format) for all converted data. The index shall permit tracking, retrieval, and storage of converted documents. The index shall be as specified by the ordering activity and shall consist, as a minimum, of the document number, document title, page number, revision level, and date. The index shall be structured from the source data and may be incorporated in the raster image header, incorporated as PDF Bookmarks, or provided separately, as specified by the ordering activity.

e. Data Entry - The contractor shall provide keystroke data entry, as required

f. Delivery Media - The contractor shall deliver the digitally converted data in an output media (e.g., CD-ROM, 4mm DAT or 8mm magnetic tape; 9-Track 1600 BPI or 6250 BPI magnetic tape; 3.5 inch,

5.25 inch, 12 inch, or 14 inch Write-Once Read-Many (WORM) optical or magnetic disks and/or Write-Many Read-Many optical disks) and output format (e.g., PDF text and/or image files, TIIF, BMP, JPEG, HTML, ASCII text, SGML tagged for electronic distribution or publishing, XML, CAD, word processing), as specified by the ordering activity. Delivery media shall be labeled in such a manner as to identify the contents of the deliverable.

g. Source Document Inspection - The contractor shall inspect all source documents and shall notify the ordering activity's Contracting Officer of any condition which will likely prevent successful performance of the work required. Such notification shall be received by the Contracting Officer within ten (10) working days (or as stipulated on the individual agency task order) following receipt of the source documents.

h. Quality Assurance - Unless otherwise specified by the ordering activity, the contractor shall perform 100% quality assurance of the scanned images to ensure that an image is produced for each page or microform frame; the image is equal to or better than the readability of the source page or microform frame; and the image is in accordance with the ordering activity's requirements. Marginal images (e.g., Page: 4 of 68 due to poor source images or film quality) shall be electronically marked and specified as such in the production reports. All indexing elements and SGML tagged data shall be parsed to ensure compliance with the requirements prior to delivery. Hollerith data shall be verified against the information contained in the title block of the document and will be edited, if necessary, to ensure the accuracy of the fields (e.g., document type, drawing number, drawing revision, sheet revision, card number, number of cards, drawing size, rights code, and security code). The ordering activity reserves the right to perform quality assurance on any products produced under this contract. Failure to meet quality assurance standards will result in re-work at the contractor's expense or contract termination, as appropriate.

i. Corrections - Document conversion errors caused by the contractor shall be considered corrections and shall not be charged to the ordering activity as an additional digitized item. Unless otherwise specified by the ordering activity, the contractor shall be liable for corrections for 12 months from output media delivery.

j. Workmanship Standards - The quality of services rendered by the contractor shall conform to the standard commercial practice in the document scanning and conversion profession, trade, or field of endeavor. All services shall be rendered by or supervised directly by individuals fully qualified in the document scanning and conversion profession, and holding any licenses required by law. Failure to meet workmanship standards will result in re-work at the contractor's expense or contract termination, as appropriate.

k. Basic Preparation and Handling - The contractor shall be responsible for basic document preparation and handling during all phases of the document conversion effort. The pre-conversion effort shall include document receipt, inspection, inventory and document preparation for scanning and conversion (e.g., removing bindings, paper clips, attachments, and fasteners; photocopying oversize or undersize documents; purging unnecessary information; repairing damaged originals). The conversion effort shall include all necessary document preparation and handling. The post-conversion effort shall consist of reconstruction of the documents including the attachment of fasteners and bindings, reassemble of the documents into their original configuration, preparing a document inventory listing, and packaging/packing for return shipment to the ordering activity.

l. Special Preparation and Handling - When special preparation and/or handling requirements are specified by the ordering activity, the contractor shall be responsible for any special document preparation and handling requirements (e.g., staple locations being required to be marked during pre-conversion preparation and the documents being re-stapled using their original staple locations at post-conversion).

m. Production Reports - With each delivery, the contractor shall provide a Production Report (in hardcopy and digital format) that describes the data contained on the delivery media. The report shall be provided to the ordering activity's Contracting Officer or COTR and shall contain, at a minimum, the index for each document, number of pages for each document, and total pages.

n. Monthly Volume Report - The contractor shall provide a Monthly Volume Report (in hardcopy and digital format). The report shall be provided to the ordering activity's Contracting Officer and shall, at a minimum, list the number of converted documents delivered and the percentage of work completed.

o. Final File - The contractor shall provide a final file (in both hardcopy and digital format) upon project completion to the ordering activity's Contracting Officer. The file shall delineate those documents for which conversion has been completed; if applicable, the intermediate format in which each document has been scanned; the applicable character recognition, compression algorithm, output storage media and file format of the stored image; and an index for all converted data. The index shall, as a minimum, consist of each document number, document title, date, revision level, and page number. This index shall be structured from the source data and may be incorporated in the raster image header, incorporated as PDF Bookmarks, or provided separately, as specified by the ordering activity.

p. Backup Copy - The contractor shall maintain a backup copy of all data generated. The backup copy shall be maintained for a period of 12 months after project completion, unless otherwise specified for a different period by the ordering activity.

q. Returned Material - Unless otherwise specified by the ordering activity, all material provided by the ordering activity shall be returned with the delivered product in the same condition (normal wear and tear excepted) and sequence as the original submission. The contractor shall be responsible for shipping costs, unless otherwise specified by the ordering activity.

r. Source Document Destruction - Upon termination or completion of all work, the Contractor shall comply with agency requirements for disposal. All materials produced or delivered will become and remain the property of the Government. When required by the ordering activity, the contractor shall destroy (rather than return) the source documents.

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s. Classified Documents - The contractor shall be responsible for providing the appropriate handling, distribution, and storage of classified documents in accordance with all applicable security regulations and laws.

t. Page Pricing - Unless otherwise specified in the contractor's price proposal, page pricing shall be based on an original source page size of 8.5 inches x 11 inches. Increments for oversize source document pages shall be based on the number of whole or partial 8.5" x 11" pages.

u. Drawing Pricing - Unless otherwise specified in the contractor's price proposal, drawing sheet pricing shall be based on the size of the drawing. Increments for oversize drawings shall be based on the number of whole or partial F size drawings.

v. Production Facility - Unless otherwise specified by the ordering activity, production shall be performed at the contractor's facility. If the ordering activity requires scanning of the documents at a designated facility, the contractor shall provide all the necessary resources (e.g., personnel, equipment, material, and supplies) required to accomplish the work, unless otherwise specified by the ordering activity. However, the ordering activity will be responsible for providing adequate space and electrical power at the designated facility.

w. Data Rights - All data produced in performance shall be the sole property of the Government. The Contractor agrees not to assert rights at common law or equity and not to establish any claim to statutory copyright in such data in whole or in part in any manner or form nor authorize others to do so, without prior written consent of the Contracting Officer. This does not restrict the use or publication of such data by the Contractor or its employees.

DETAILED REQUIREMENTS: Unless otherwise specified by the ordering activity, the following detailed requirements are applicable to the contractor's document conversion efforts under this contract:

a. Scanning - Images shall be scanned at 200 DPI (dots per inch) resolution for engineering drawings, 500 DPI for engineering drawings being converted to CAD, and 300 DPI for all other document types, except photographs, which shall be scanned at 400 DPI. Raster images shall be compressed using CCITT Group 4 algorithms as specified in Federal Information Processing Standard (FIPS) Publication 150 "Facsimile Coding Schemes and Coding Control Functions for Group 4 Facsimile Apparatus", prior to transfer to the storage media. The latest revision of FIPS Publication 150 in effect at the date of the order or as specified by the ordering activity shall be used. Proprietary compression algorithms are not acceptable. Hollerith data shall be read during image scanning and provided as an index to the image.

b. Indexing/Coding - The index requirements (e.g., index fields, number of characters, nomenclature for the index fields) shall be specified by the agency. As a minimum (via display of the scanned image), the index shall consist of three fields having a maximum of 30 characters located peripherally on the page.

c. Portable Document Format (PDF) Conversion - Adobe Portable Document Format conversion shall be accomplished in compliance with the latest version of the Portable Document Format Reference Manual (e.g., Version 1.3) in effect on the date of the order or as specified by the ordering activity. PDF converted formatted documents shall replicate all visual characteristics and attributes of the source document. Graphics portions of the source document shall be included in the PDF file as raster images.

Scanning of graphic portions shall be provided at a resolution of 300 DPI or greater. PDF converted documents shall contain thumbnail files.

(1) Image Only Scanned: Source documents shall be raster scanned at 300 DPI. The scanned image shall be a bitmapped image of the original document and shall be equal to the readability of the original page. The images shall be converted to PDF Image Only files prior to being written to the delivery media.

(2) Image Plus Edited Text: Source documents shall be raster scanned at 300 DPI. Textual data shall be converted to ASCII utilizing OCR technology. All free standing standard character text larger than 6 point shall be edited to ensure accuracy of 95% or greater. All converted numerics shall have an accuracy of 100%. Graphics shall be provided as 300 DPI raster graphics. The document shall be converted to PDF Plus Text files prior to be written to the delivery media.

(3) PDF Normal: Source documents shall be raster scanned at 300 DPI. Textual data shall be converted to ASCII utilizing OCR/ICR technology. All free standing standard character text larger than 6 point shall be edited to insure accuracy of 95% or greater. All converted numerics shall have an accuracy of 100%. Suspect characters shall be corrected. Color images and photographs shall be scanned and inserted. Graphics shall be provided as 300 DPI raster graphics. The original fonts and format of the document shall be maintained. The document shall be converted to PDF Normal files prior to being written to the delivery media.

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(4) Hyperlinking: Hyperlinks shall be created for each item contained in the content reference pages of the document (e.g., Tables of Contents, Indexes). In addition, hyperlinks shall be created for all intact internal references. Bookmarks and Thumbnails shall be created for each document. PDF Normal processing of the documents is required prior to hyperlinking.

(5) Application File: When required by the ordering activity, an application (output) file from PDF converted documents (e.g., in a word processing format) shall be created. Application files shall be created after completion of any PDF document quality assurance and editing.

(6) Accuracy: The accuracy requirements for documents converted using optical recognition technology (e.g., OCR, ICR) shall be applicable to each page as specified by the ordering activity.

The percent accuracy is defined as the number of correct characters per page (i.e., characters in the converted document that are the same as the corresponding character in the source document) divided by the total number of characters on the page multiplied by 100.

d. Standard Graphic Markup Language (SGML) Tagging - Paper documents shall be raster scanned at 300 DPI. Textual data shall be converted to ASCII utilizing Optical Character Recognition (OCR) technology. All free standing standard character text larger than 6 point shall be proofed and edited to ensure accuracy of 99.5% or greater. All converted numerics shall have an accuracy of 100%. Graphics shall be provided as 300 DPI raster graphics. Tagged data shall be in accordance with the Document Type Definition (DTD) and the Style Sheet. Tagged data shall provide 100% parsing against the provided DTD. Intact internal references shall be tagged.

(1) Level I: Level I SGML tagging shall consist of DTDs that are targeted at electronic browsers, which utilize a limited number of tags to describe the basic document.

(2) Level II: Level II SGML tagging shall consist of DTDs that are targeted at complex publishing systems which require an increased number of tags, tag attributes, and specific structural relationships to produce the required printed document.

e. HyperText Markup Language (HTML) Conversion - Conversion shall be in accordance with the latest version of the W3C Recommendations (e.g., HTML Version 4.0) in effect on the date of order or as specified by the ordering activity.

f. Extensible Markup Language (XML) Conversion - Conversion shall be in accordance with the latest version of the W3C Recommendations (e.g., XML Version 1.0) in effect on the date of the order or as specified by the ordering activity.

g. Graphics File Formats (e.g., GIF, JPEG) - The specific graphic file format shall be as specified by the ordering activity.

h. Application Files (e.g., Word, CAD, WordPerfect) - The specific application file format shall be as specified by the ordering activity.

i. CD-ROM Mastering: Converted data shall be pre-mastered in accordance with ISO 9660, Volume and File Structure of CD-ROM Information Exchange specification using the latest version in effect on the date of the order or as specified by the ordering activity. CD-ROM masters shall be produced in accordance with industry standards as defined in the CR-ROM Yellow Book.

j. CD-ROM Replication: Replicas shall mark as specified by the ordering activity. Replicas shall be provided in CD-ROM.

ACRONYMS AND DEFINITIONS

a. ASCII (American Standard Code for Information Interchange). An 8 bit code representing English letters, characters and numbers. Seven bits are used to identify each individual entity (128 maximum) with one bit for parity. Extended ASCII uses of eight bits to represent up to 256 characters with no parity bit. Most computers use ASCII to represent text, which makes it possible to transfer data from one computer to another.

b. BMP (BitMaP) - The standard bit-mapped graphics format used in the Windows environment.

c. Backfile Conversion - Converts existing files for use in an imaging system.

d. BCR (Bar Code Recognition)- The recognition of bar code (i.e., A method of representing data by combining lines of varying width.).

e. CCITT (Consultative Committee on International Telephone and Telegraphy)sets standards for

Page: 7 of 68 phones, faxes, modems, etc.

f. COLD (Computer Output to Laser Disk) - The computer system contains files of ASCII data (from input or application programs) or bit-mapped files previously scanned from microfilm documents or pictures. These output files are compress by a factor of 5-20:1 from the original documents and stored on WORM optical/laser disks.

g. DTD (Document Type Definition) - A description of the types of tags allowed in a document as well as the order in which they appear.

h. FTP (File Transfer Protocol) - An Internet protocol to move files from one computer to another.

i. Grayscale - The binary range of a graphic representation between pure black and pure white. A scale of 256 shades of gray will be a better representation than 16 shades.

j. HTML (Hypertext Markup Language) - HTML is a W3C standard (i.e., W3C HTML Recommendations) based upon SGML that is designed to specify the logical organization of a document. HTML instructions divide the text of a document into blocks called elements that define how the body of the document is to be displayed by the browser and those that define information about the document (e.g., title, relationship to other documents). Use of HTML instructions is based on detailed rules (e.g., the names of tags/elements, how they can be used), which are defined using SGML. There are three variants of HTML 4.0 (i.e., HTML 4.0 Transitional, HTML 4.0 Strict, and HTML 4.0 Frameset).

k. ICR (Intelligent Character Recognition) - The conversion of scanned images (bar codes or patterns of bits) to computer recognizable codes (ASCII characters and files) by means of software/programs, which define the rules of and algorithms for conversion.

l. ITU-T - CCITT renamed Telecommunication Standardization Section of the International Telecommunications Union.

m. JPEG (Joint Photographic Experts Group) - A compression algorithm for color image files.

n. Optical Character Recognition - The computer processing/conversion of scanned images both full text and forms to computer recognizable codes (ASCII letter, numbers, and characters).

o. PDF (Portable Document File) - PDF is a standard (i.e., Portable Document Format Reference Manual) provides a way of distributing, viewing, and printing documents with consistent appearance across a number of computer platforms. Files created from printed documents closely match the paper version including graphics, photographs, and fonts and are compressed for easy downloading and distribution. To view a .pdf file, an Adobe Acrobat Reader must be installed on the computer.

p. SGML (Standard Generalized Markup Language) - SGML is an ISO Standard (i.e., ISO 8879), which delineates a methodology of describing architecture for information exchange. SGML is a synthesis of three things: A Document Type Definition (DTD), a style sheet, and tagged data. The DTD describes which tags are allowed. The style sheet describes how the corresponding tag is to be formed. The tagged data is the document, in which every piece of data is "tagged", using tags defined in the DTD and Style Sheet.

q. Style Sheet - Describes how the SGML tag is to be formed.

r. TIFF (Tagged Image File Format) - One of the most widely supported files formats for storing bit-mapped images (8-bit color and grayscale) on personal computers. Includes several types and groups, which are compressed and uncompressed.

s. XML (extensible Markup Language) - XML is a W3C standard (i.e., W3C XML Recommendations) that could revolutionize the way intranet applications and document and non-document content are built and managed. XML promises "write once, publish anywhere" simplicity to users who don't have to become experts in Web programming languages. XML is an "instance" of SGML.

t. WORM (Write Once Read Many) - Permanent optical storage method where data once written, cannot be erased or altered.

u. W3C (World Wide Web Consortium) - W3C is an international industry consortium, which was founded in 1994 to lead the World Wide Web in developing common protocols that promote its evolution and ensure its interoperability. W3C develops standards, which are published in the form of Recommendations.

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SIN 541611LIT Litigation Support Services

541611LIT Includes a wide range of services that aid the customers in obtaining, organizing, analyzing and presenting evidence or materials for legal matters. Services include, but are not limited to: document acquisition, document preparation and organization, data extraction from forensic images, document analysis, technical support, and project management.

Cooperative Purchasing: No Set Aside: No FSC/PSC Code : R799 Maximum Order : $1,000,000

NAICS

Number Description Business Size 541611 Administrative Management and General Management Consulting Services $16.5 million

Instructions:

NOTE: Litigation Support Services encompasses a wide range of services that aid attorneys and other professional and non-professional staff members in the tasks of obtaining, organizing, analyzing and presenting evidence or materials for legal matters not limited to: Freedom of Information Act (FOIA) requests, trials, judgments, lawsuits, Congressional subpoenas, or settlements. Through the use of an Electronic Discovery Reference Model (EDRM), information management systems, reproduction equipment, computer data processing, image management, geographical information systems and other technologies, litigation materials are effectively organized to enable rapid location. Services include but are not limited to document acquisition, document preparation and organization, photocopying, scanning and Optical Character Recognition (OCR), coding, database creation and development, electronic data acquisition and production, data extraction from forensic images, document analysis, software and systems support, and technical support and project management.

NOTE: Services which involve actual litigation activities including entries of appearance(s) on behalf of government entities unsupervised by government counsel are not included and will not be procured under this

SIN.

The contractor shall provide all personnel, equipment and supplies for the performance of litigation support services (LSS). The types of LSS include, but are not limited to the following: Electronic Discovery Reference Model (EDRM) : A framework for performing electronic document discovery for legal matters will include a system of engagement, collection, processing, production, presentation and management of information, as required by the agency.

a. Engagement- The ability to receive requests that need to be responded to by the agency or component, identify potential sources of relevant information and provide data entry support. The contractor must have the ability to log and track the requests according to the agency or component that should respond and determine which requests to re-direct to other agencies or components. The ability to identify the appropriate scope of the project within the agency or component, search prior responses to determine whether similar requests have already been processed, and determine the offices or programs to involve in response to the request.

b. Collection- The ability to provide general consulting services regarding mapping systems to determine best approaches for locating electronically stored information (ESI) and establish an overall plan for responding to requests for agency information requiring an electronic discovery process. ESI and its associated metadata should be collected in a manner that is legally defensible, efficient, auditable, and targeted.

c. Processing- The ability to process information in an electronic discovery project to reasonably select information pertinent to the request for review by the agency. The information management system used for electronic discovery should adhere to strict process auditing, quality control, analysis and validation and chain of custody considerations. The contractor's information management and processing system must provide the ability to locate, capture, convert, extract text and relevant metadata fields, and convert standard electronic files (word processing files, e-mail message files and attachments, presentations, spreadsheets, photos) into other formats including searchable static images to facilitate document numbering, authentication, search, review and redaction. The contractor's information management system must have the ability to review both static images and native files, and to redact files as well as track the basis upon which any redaction is made (privilege, Privacy Act, state secret, etc.). Redactions

Page: 9 of 68 must be "burned in" to production images such that the redacted information cannot be accessed by any means. The management system must also have the ability to retain and track original, un-redacted images in a manner that cannot be inadvertently produced but retains all information present and available prior to redaction. The information management and processing system must provide the following functionalities for processing ESI:

1. Search. The ability to accurately, timely and efficiently search agency repositories of potentially responsive information (hard copy and electronic documents). Sources of potentially responsive electronic documents would include e-mail systems, text message systems, social media systems, individual user laptops and desktops (hard drives), network shares, databases, intranets, messaging systems, PDAs, cell phones, removable media (CDs, thumb drives, etc)and other sources to include video, voicemail, audio and picture images (JPEG, TIIF, BMP, JPEG, HTML, etc.).

2. Capture. The ability to capture standard file types of electronic documents (word processing, spreadsheets, presentations, e-mail messages, photos, etc.) in the format in which they exist on the system and covert them in a manner that captures associated metadata. Such capture shall include the ability to export captured electronic documents to a searchable, persistent format (e.g., PDF with extracted and hidden text, Group IV TIFF with extracted and hidden text, etc.) Non-standard file types should be captured in a "readily usable" or "reasonably accessible" format.

3. Ingestion/Converting. The ability to load and catalog standard electronic file types (word processing files, e-mail messages with attachments, presentations, spreadsheets, databases, photos, executable programs, etc.) and to extract text and relevant metadata

4. Processing for Native Review. The ability to process standard electronic file types (word processing files, e-mails with attachments, presentations, spreadsheets, databases, photos, etc.) for review in their native format using local, server-based, or browser-based review tools.

5. Conversion to static images. The ability to convert standard file types that can be rendered as images (word processing, e-mail messages with attachments, presentations, spreadsheets, databases, photos, etc.) into searchable static images (TIFF, PDF) for review or production.

6. Filtering/Culling. The ability to apply search criteria (date range, file type, key words, user domain, and other filtering and culling criteria) to searches conducted for electronic information.

7. Tracking. The ability to track sources searched, search technologies, and criteria used to locate responsive information.

8. Reporting. The ability to generate reports describing what sources were searched, how responsive information was located, who was involved in the search, and what responsive information was found.

9. De-duplication. The ability to use hash values, pixel counts or other unique identifiers to remove duplicate electronic files from document collection prior to converting electronic files to a static image.

10. Threading. The ability to thread e-mail messages together prior to converting electronic files to static images so the entire e-mail chain can be grouped together for review, searching and production.

11. Parent/Child Relationships. The ability to retain parent-child relationships between e-mails and their attachments prior to converting e-mail message to static images for review and production.

12. Computer searches for privileged materials. The ability to use computer searches to locate potentially privileged and deliberative communications, attorney work product materials, or information protected from disclosure under the Privacy Act and similar laws prior to converting the electronic file to a static image for review and production.

13. Extraction of Metadata. The ability to extract relevant metadata fields according to filetype prior to converting the electronic file to a static image for review and production. The ability to link metadata or the native file to a static image, if requested.

14. Audit Log. The ability to retain audit logs after converting electronic files to static images so that the original electronic file and other information needed to authenticate the source of each processed native file or static image is available and associated with the static image.

15. Numbering and Serialization. The ability to assign document control numbers (uniquely identifying each document in native form) and Bates numbers (uniquely identifying single page

Page: 10 of 68 static images ) that serialize a collection of documents and derived images and to endorse or "burn" these numbers into static images to facilitate tracking.

16. Security. The ability to confirm compliance and compatibility with all standing government regulations for data encryption, transfer, privacy, security, patching, destruction, spillage and access.

d. Production- The contractor must have the ability to present information in various forms, provide reports upon agency request and have the ability to post information on agency websites.

1. Posting-Information shall be posted in a "508 compliant" manner onto agency websites. All redacted images posted on agency websites shall be posted with redactions "burned in" so that information cannot be accessed by any means.

2. Reporting-Reporting requirements include, but are not limited to reports on holdings, accessions, disposals, records eligible for disposal, transfers in, transfers out, reference, re-files, and photocopying. The contractor must have the ability to report on the timeliness and cost of responding to each request as well as the overall timeliness of agency responses to requests. For example, the ability to produce the agency's Annual FOIA Report expressed in terms of each principal component and the agency overall in compliance with The Freedom of Information Act (FOIA), 5 U.S.C. 552; The Open Government Act of 2007, Pub. L. No. 110-175, 121 Stat. 2524, and the Department of Justice content and format reporting requirements for agency Annual FOIA Reports. See 5 U.S.C. 552(e).

e. Presentation-The ability to present information, reports, native files, load files (Summation, Concordance or other) and static images with "burned in" redactions, phrase labels, and serialized endorsements to requestors in hard copy and as electronic documents on portable media (CD, DVD, etc.), hard drives, email and/or web-hosted solution. Encryption of portable media may be required as well as secure access to a web repository. The ability to manage documents, images audio/visual content for presentation in courtroom settings or similar venues (mediation/arbitration). Basic functionality of any presentation system should include the ability to:

1. Create witness and trial workbooks, create and print exhibit/trial exhibit lists and generate reports and video clips for court and counsel

2. Create slides, present exhibits in side-by-side comparison, display and highlight sections of documents and import documents and transcripts from existing applications into the court room presentation system

3. Create video/audio clips, synchronize video depositions to transcript text, import photographs, video and audio and display/present them. 4. Mark-up and annotate/edit documents, slides, photographs, video and audio.

f. Management-The ability to securely store and provide access to all generated and transferred electronic documents.

1. Storage. The ability to securely capture, transfer, and store government data in a manner that confirms chain-of-custody, integrity, and authenticity. Government data requires protocols that mandate oversight, qualified personnel, and exclusively domestic custody and storage.

2. Hosting. The ability to provide secure, managed access to government data in an auditable, reliable, on-demand capacity. Hosted data may be managed internally on government equipment or externally on qualified vendor resources.

3. Security. The ability to confirm compliance and compatibility with all standing government regulations for data encryption, transfer, privacy, security, patching and access.

4. Change of Control. The ability to rapidly reassign control of government data in a manner that confirms transfer in non-proprietary, usable formats as defined by government regulations and prevailing industry standards. The ability to confirm the complete extraction and removal of all government data from vendor resources. Comprehensive management capability to solve the complex challenges posed by the movement, manipulations, archiving, and security can be accomplished through Records Management Services. Dispossession of documents and other media can be accomplished through Destruction Services. Comprehensive document conversion of original document text and graphic images to a new media and formatting for use in a document imaging and storage system can be accomplish through Document Conversion Services. Document Preparation: Documents have a broad meaning as defined in Rule 34 ( Producing Documents, Electronically Stored Information, and Tangible Things, or Entering onto Land, for Inspection and

Page: 11 of 68

Other Purposes) of the Federal Rules of Civil Procedure, www.uscourts.gov. Document Preparation includes, but is not limited to, numbering, marking, hole-punching, stapling and staple removal, binding, retrieving, assembly, and re-filing the documents in accordance with the Government's original submission to the contractor or pursuant to the Government's instructions to the contractor.

It may also include the provision of binders, tabs, dividers, and other supplies as necessary. It may include pickup and delivery. The contractor shall create and maintain detailed log sheets and associated document controls. Documents produced and submitted to the government must be printed/copied two-sided on 30% postconsumer fiber content paper in accordance with FAR clause 52.204-4, unless court rules for the jurisdiction in which the litigation will occur prohibit the use of recycled content paper. The contractor must design, maintain, and implement a system for identifying and marking documents that will be used for information or evidence in legal matters. A Bates numbering or bar code system may be required to generate and attach unique identifying numbers to all documents. In addition, Phrase Labeling may be required which will indicate at a minimum a document's source; file owner, production request information, and other needed information.

Note: Documents produced by the Contractor and submitted to the government must be printed/copied two-sided on 30% postconsumer fiber content paper in accordance with FAR clause is 52.204-4 unless court rules for the jurisdiction in which the litigation will occur prohibit the use of recycled content paper. Phrase labels must be accurate, contain the information specified, and be legible on all copies.

Database Development: The contractor shall design, implement, maintain, and update databases used for information in legal matters. The databases shall include (1) full-text databases; (2) databases composed of coded and formatted data; and (3) databases consisting of graphic images of a variety of document types. The contractor shall be responsible for converting deposition and trial transcripts, interrogatories, interrogatory responses, briefs and other documents for full-text searching and storage on CD-ROM, compatible with the customer agency's software. Software provided by the contractor must be compatible with that of the ordering agency. Hands on training, if required, and instructional manuals shall be furnished on the software that is used at no additional cost to the ordering agency.

Document Reproduction: The contractor shall provide high-volume reproduction of documents at the contractor (or subcontractor's) site or at a site otherwise specified by the ordering agency. The contractor shall provide all facilities, equipment, labor, and supplies for performing this task. Work ordered under this requirement will not be performed at Government-funded Document Centers. Work may be ordered on a regular or accelerated (to be defined and determined by the ordering agency) turnaround basis. The contractor shall provide personnel, equipment, and materials for the purpose of organizing and preparing documents for reproduction (including photocopying) or for other image capture. The contractor shall maintain a high level of quality control to assure that each page is reproduced so that every line and character on the original page appears on the reproduced page and is clearly legible. If required by an ordering agency, the contractor shall produce reproductions of documents on other media, i.e., diskette, tape, poster board, CD, and microfilm compatible with the ordering agency's software. To the extent specified, the contractor's capabilities shall comprise copying digital data as well as video and audiotapes. In addition to standard size and type documents, the contractor may be required to reproduce a wide-range of varying sized documents such as charts, engineering drawings, blueprints, and photographs. The contractor shall provide for color copying of documents that are in color. In cases where special copying techniques (i.e., source documents, charts, or drawings) are required, the contractor shall preserve grey tones. The contractor shall provide document image scanning and related services. Image scanning and related services shall be provided for government and non-government documents, on or off site, i.e., the Government's storage facilities, or the contractor's or subcontractor's facilities. The contractor shall image and/or scan materials according to priorities set by the ordering agency. All documents shall be produced to the Government on standard media (CD, DVD, hard drive, thumb drive, etc.) in a form that can be viewed and/or printed from any workstation used by the ordering agency. The electronic files shall be marked and indexed for search purposes and made available on CD. Security All personnel with access to confidential, proprietary, protected or sensitive materials will be required to sign non-disclosure agreements.