ab0785s.pdf

PROGRAM785‐S

TITLE:

AGENCY:

TERM:

ITEM NO. BASIS OF

I. AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE COST UNIT RATE COST

a) Document Preparation…...........................per leaf 13,270,760 0.10 1,327,076.00 0.037 491,018.12 0.045495 603,753.23 0.05 663,538.00 0.02 265,415.20 0.0411 545,428.24

b) Document Organization/Re‐assembly (in same order/manner as received)...per leaf 4,060,853 0.10 406,085.30 0.005 20,304.27 0.034121 138,560.37 0.03 121,825.59 0.02 81,217.06 0.0141 57,258.03

c) Document Organization/Re‐assembly (other than order/manner received)...per leaf 398,123 0.20 79,624.60 0.034 13,536.18 0.006713 2,672.60 0.07 27,868.61 0.03 11,943.69 0.2030 80,818.97

d) Clean‐up Operations…......................per leaf 10,616,481 0.05 530,824.05 0.051 541,440.53 0.028068 297,983.39 0.03 318,494.43 0.01 106,164.81 0.0150 159,247.22

e) Redacting Data

1) 199,059 0.20 39,811.80 0.172 34,238.15 0.019980 3,977.20 0.20 39,811.80 0.25 49,764.75 0.0216 4,299.67

2) 66,353 0.30 19,905.90 0.172 11,412.72 0.025680 1,703.95 0.50 33,176.50 0.50 33,176.50 0.0259 1,718.54

f) Rebinding…...............................................per publication/book 350 100.00 35,000.00 4.278 1,497.30 25.00 8,750.00 5.00 1,750.00 10.00 3,500.00 35.80 12,530.00

II.

A. Documents:

a) Scanning Black ‐ 1 At 300 dpi…...................................per printed page 8,816,337 0.10 881,633.70 0.048 423,184.18 0.015866 139,880.00 0.045 396,735.17 0.02 176,326.74 0.0850 749,388.65 2 464,018 0.30 139,205.40 0.072 33,409.30 0.017453 8,098.51 0.09 41,761.62 0.04 18,560.72 0.1105 51,273.99 b) 1 At 300 dpi…...................................per printed page 2,518,953 0.10 251,895.30 0.049 123,428.70 0.018500 46,600.63 0.06 151,137.18 0.02 50,379.06 0.0893 224,942.50 2 132,576 0.30 39,772.80 0.073 9,678.05 0.020350 2,697.92 0.12 15,909.12 0.04 5,303.04 0.1160 15,378.82

c) Scanning Color ‐ 1 At 300 dpi…...................................per printed page 1,259,477 0.13 163,732.01 0.049 61,714.37 0.021275 26,795.37 0.07 88,163.39 0.02 25,189.54 0.1071 134,889.99 2 66,288 0.40 26,515.20 0.073 4,839.02 0.024466 1,621.80 0.14 9,280.32 0.04 2,651.52 0.1392 9,227.29

d) Indexing (file names)…...............................per file 514,992 0.05 25,749.60 0.160 82,398.72 0.003441 1,772.09 0.07 36,049.44 0.05 25,749.60 0.2565 132,095.45

e) Indexing (for other than file names)

1) 34,190 0.10 3,419.00 0.040 1,367.60 0.004588 156.86 0.35 11,966.50 0.05 1,709.50 0.0297 1,015.44

2) 8,547 0.15 1,282.05 0.040 341.88 0.007056 60.31 0.50 4,273.50 0.10 854.70 0.0327 279.49

B. Engineering Drawings and Maps:

a) Scanning Black ‐ 1 At 300 dpi…...................................per printed page 8,690 2.00 17,380.00 1.039 9,028.91 1.230000 10,688.70 5.00 43,450.00 0.75 6,517.50 0.0850 738.65 2 445 6.00 2,670.00 1.652 735.14 1.414500 629.45 7.50 3,337.50 1.50 667.50 0.1105 49.17 b) 1 At 300 dpi…...................................per printed page 2,417 2.00 4,834.00 1.091 2,636.95 1.353000 3,270.20 12.50 30,212.50 0.75 1,812.75 0.0893 215.84 2 127 6.00 762.00 1.747 221.87 1.488300 189.01 15.50 1,968.50 1.50 190.50 0.1160 14.73

c) Scanning Color ‐ 1 At 300 dpi…...................................per printed page 1,209 2.40 2,901.60 1.091 1,319.02 1.555950 1,881.14 10.50 12,694.50 0.75 906.75 0.1071 129.48 2 64 7.20 460.80 1.747 111.81 1.711545 109.54 13.50 864.00 1.50 96.00 0.1392 8.91

d) Indexing (file names)…...............................per file 5,922 0.10 592.20 0.160 947.52 0.003441 20.38 0.07 414.54 0.10 592.20 0.2565 1,518.99

e) Indexing (for other than file names)

1) Up to and including five (5) fields….............per unit 2,945 0.20 589.00 0.045 132.53 0.004588 13.51 0.35 1,030.75 0.05 147.25 0.0297 87.47

2) Over five (5) fields….............per unit 736 0.30 220.80 0.045 33.12 0.007056 5.19 0.50 368.00 0.10 73.60 0.0327 24.07

C. Microfilm/Microfiche and Aperture Cards:

a) 26,710 0.072 1,923.12 2.746 73,345.66 0.026 694.46 1.75 46,742.50 0.04 1,068.40 0.0541 1,445.01

b) 265,412 0.50 132,706.00 0.311 82,543.13 0.35 92,894.20 0.20 53,082.40 0.20 53,082.40 0.0649 17,225.24

III.

132,706 2.00 265,412.00 0.245 32,512.97 75.00 9,952,950.00 1.50 199,059.00 0.02 2,654.12 0.2977 39,506.58

IV.

a) Optical Media (CD,DVD,BluRay)…..............per disc 28 50.00 1,400.00 4.25 119.00 0.25 7.00 25.00 700.00 50.00 1,400.00 9.43 264.04

b) 9 200.00 1,800.00 63.75 573.75 200.00 1,800.00 150.00 1,350.00 200.00 1,800.00 295.00 2,655.00

c) Uploading to Content Management System….........per terabyte 3 5.00 15.00 28.50 85.50 50.00 150.00 150.00 450.00 100.00 300.00 140.00 420.00

V. DESTRUCTION OF GOVERNMENT FURNISHED MATERIALS:

2,596 5.00 12,980.00 N/C N/C 2.70 7,009.20 25.00 64,900.00 7.00 18,172.00 8.85 22,974.60

VI.

a) 357 5.00 1,785.00 N/C N/C 3,300.00 1,178,100.00 200.00 71,400.00 10.00 3,570.00 8.00 2,856.00

b) 15 500.00 7,500.00 N/C N/C 1,086.00 16,290.00 1,500.00 22,500.00 25.00 375.00 305.00 4,575.00

VII.

a) 3,185 5.00 15,925.00 N/C N/C 3,000.00 9,555,000.00 25.00 79,625.00 10.00 31,850.00 8.00 25,480.00

b) 13 500.00 6,500.00 N/C N/C 950.00 12,350.00 1,000.00 13,000.00 25.00 325.00 305.00 3,965.00

CONTRACTOR SUBTOTAL ‐‐‐‐‐‐ $2,058,155.95 ‐‐‐‐‐‐ $2,608,890.36 $983,507.40 ‐‐‐‐‐‐

CONTRACTOR SCANNING TOTAL ‐‐‐‐‐‐ $911,417.46 ‐‐‐‐‐‐ $949,441.43 $371,879.27 ‐‐‐‐‐‐

FADGI GUIDELINES 20.00% ‐‐‐‐‐‐ $182,283.49 ‐‐‐‐‐‐ $189,888.29 $74,375.85 ‐‐‐‐‐‐

PERCENTAGE INCREASE 6.00% ‐‐‐‐‐‐ 0.00% $0.00 5.00% ‐‐‐‐‐‐ 50.00% $94,944.14 10.00% $7,437.59 15.00% ‐‐‐‐‐‐

SUBTOTAL PLUS PERCENTAGE INCREASE ‐‐‐‐‐‐ $2,058,155.95 ‐‐‐‐‐‐ $2,703,834.50 $990,944.99 ‐‐‐‐‐‐ DISCOUNT 2.00% ‐‐‐‐‐‐ 0.00% $0.00 0.00% ‐‐‐‐‐‐ 0.00% $0.00 0.00% $0.00 0.00% ‐‐‐‐‐‐

DISCOUNTED TOTAL ‐‐‐‐‐‐ $2,058,155.95 ‐‐‐‐‐‐ $2,703,834.50 $990,944.99 ‐‐‐‐‐‐

DLA Off‐Site Docment Conversion and Scanning Services Defense Logistics Agency (DLA) Date of Award through February 28, 2025

Indianapolis, IN Tampa, FL VASTEC, INC.PHOENIX DATA CORP. IRON MOUNTAIN MEI MAIL SERVICES THE DATA ENTRY CO. UPSLOPE ADVISORS

Denver, COBoston, MA Farmers Branch, TX Bethesda, MD

External Hard Drive (1 TB)…..............per hard drive

Up to and including five (5) redactions…...............................per page

Scan Microfilm/fiche…..........per imaged film/fiche

SCANNING:

At 600 dpi…...................................per printed page Scanning Grayscale ‐

At 600 dpi…...................................per printed page

At 600 dpi…...................................per printed page

At 600 dpi…...................................per printed page Scanning Grayscale ‐

At 600 dpi…...................................per printed page

At 600 dpi…...................................per printed page

PACKING OF GOVERNMENT FURNISHED MATERIALS:

DOCUMENT PREPARATION AND CLEAN‐UP:

DESCRIPTION

Packing and sealing shipping containers….......................per container Palletizing….............................................per pallet

Over five (5) redactions…...............................per page

Up to and including five (5) units….............per field Over five (5) units….............per field

Destruction of Documents…........per bankers box/container

Aperture Card….............................per imaged card

PDF HYPERLINKING AND BOOKMARKING:

PDF Hyperlinking and bookmarking…..........per link

Packing and sealing shipping containers….......................per container Palletizing….............................................per pallet

PACK/DISTR. FINAL PROD/RETURN GFM:

OUTPUT MEDIA:

Awarded Iron Mountain 4/26/24

Contracting Officer

William Burbano

U.S. GOVERNMENT PUBLISHING OFFICE

732 North Capitol Street NW, Washington, DC 20401-0001

February 6, 2024

This is Amendment No. 1. The specifications in our invitation for bids on Program 785-S (R-1), scheduled for opening at 11:00 a.m. on February 9, 2024, are amended as follows:

1. The bid opening date is changed to February 13, 2024.

2. On page 2 of 29, under “JOINT VENTURE,” add the following statement:

NOTE: If the contractor plans to enter into a joint venture, all employees of all parties that will be performing on this contract must have a favorable background adjudication as required under “SECURITY CLEARANCES.”

3. On pages 4 and 5 of 29, delete the section entitled “SECURITY CLEARANCES” in its entirety, and replace with the following:

SECURITY CLEARANCES: See “BID RESTRICTIONS” specified on page 1 of these specifications.

All contractor/subcontractor employees performing on this contract must be U.S.

citizens and may be required to show proof of citizenship prior to commencement of work.

It is estimated that one (1) to two (2) orders per year will involve classified document conversion and will require the operators to have a security clearance up to SECRET level. The majority of the orders issued will contain Sensitive But Unclassified (SBU), PII, and/or Controlled Unclassified Information (CUI).

Contractor Facility - This contract is categorized as classified at the SECRET level and requires the contractor to have and maintain a favorable Facility (Security) Clearance (FCL) at the same or higher level of classification. The contractor must have a facility clearance (DD Form 254) at least as high as the classification indicated for each facility used in the performance of this contract. Additional information can be found at:

https://www.dcsa.mil/Industrial-Security/Entity-Vetting-Facility-Clearances- FOCI/Facility-Clearances/.

The prospective contractor must have at least one (1) facility that can process SECRET level work (as specified above) in accordance with these specifications. (see “BID RESTRICTIONS” and “PREAWARD PRODUCTION PLANS, Backup Facility Plan” specified herein for more information).

U.S. GOVERNMENT PUBLISHING OFFICE

732 North Capi tol Street NW, Washington, DC 20401

NOTE: If the contractor has more than one (1) facility, each facility that will be used for processing classified work must have a security clearance up to SECRET level.

All costs incurred in obtaining the above required security clearance(s) must be borne by the contractor.

Contractor Employees –

After award, all employees performing on this contract are required to have completed the following:

A fully adjudicated Tier III (formally ANACI) or Tier III background investigation. This background investigation must be completed prior to personnel placement and access to information, data, and/or records furnished by DLA.

If applicable, the contractor may also be required to obtain a Common Access Card (CAC) or Installation Access Badge for each contractor employee in accordance with procedures established by DLA and or the DoD. When a CAC is required, the Contracting Officer will ensure that the contractor follows the requirements of Homeland Security Presidential Directive 12, (http://www.dhs.gov/homeland-security-presidential-directive-12), and any other CAC-related requirements in the contract. The contractor shall provide, on a monthly basis, a listing of all personnel working under the contract that have CACs.

It is the contractor’s responsibility to have in their employment the necessary number of employees to process the volume of work as specified in these specifications. (See

“CONTRACTOR TO FURNISH.”)

NOTE: Prior to the bid opening date specified on page 1, the prospective contractor shall have the necessary number of employees that are already cleared to handle and process the volume of SECRET level work anticipated (see “BID RESTRICTIONS” specified on page 1 for more information).

If the contractor hires additional employees after award, the new employees will be required to go through and have obtained the above-specified clearances prior to performing on this contract.

An “Unfavorable” or “No Determination” adjudication of the contractor employee’s investigation will result in immediate termination of access to Government-furnished information, data, and/or records.

All costs incurred in obtaining the above required security clearances must be borne by the contractor.

All other specifications remain the same.

Amended bid or acknowledgement of amendment must be submitted using the method specified in the solicitation for bid submission. Telephone or facsimile submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID

OPENING. Failure to acknowledge receipt of amendment, by amendment number, prior to bid opening time, may be reason for bid being declared nonresponsive.

Sincerely, WILLIAM BURBANO

William Burbano

U.S. GOVERNMENT PUBLISHING OFFICE

732 North Capitol Street NW, Washington, DC 20401-0001

February 8, 2024

This is Amendment No. 2. The specifications in our invitation for bids on Program 785-S (R-1), scheduled for opening at 11:00 a.m. on February 13, 2024, are amended as follows:

1. The bid opening date remains the same.

2. On page 1 of 29, replace the paragraph entitled “BID RESTRICTIONS” in its entirety, and in its place, insert the following:

BID RESTRICTIONS: Due to time constraints, bidders must possess all required security clearances for SECRET level work, as specified under “SECURITY CLEARANCES” prior to the bid opening date specified above in order to be eligible for award of this contract. This requirement includes at least one (1) facility with a favorable FCL clearance at the SECRET level and the necessary number of employees that are already cleared to handle and process the anticipated volume of SECRET level work.

NOTE: Bidders will be required to show proof of the required SECRET level security clearances with their bid. If bidders do not have the required clearances prior to the bid opening date specified above and have not furnished with their bid, then the bidder will be declared non-responsive. (NOTE: All costs incurred in obtaining the required security clearances must be borne by the contractor.)

3. On page 9 of 29, under “PREAWARD PRODUCTION PLANS, Backup Facility Plans,” add the following statement:

NOTE: A favorable FCL clearance at the SECRET level for the backup facility can be obtained after award. However, failure to obtain the FCL clearance may be grounds to terminate the contract for default.

All other specifications remain the same.

Amended bid or acknowledgement of amendment must be submitted using the method specified in the solicitation for bid submission. Telephone or facsimile submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID

OPENING. Failure to acknowledge receipt of amendment, by amendment number, prior to bid opening time, may be reason for bid being declared nonresponsive.

Sincerely, WILLIAM BURBANO

Program 785-S (R-1) Page 1 of 29 Specifications by MRN

Washington, DC

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

DLA Off-Site Document Conversion and Scanning Services as requisitioned from the U.S. Government Publishing Office (GPO) by the

Defense Logistics Agency (DLA)

Single Award

CONTRACT TERM: The term of this contract is for the period beginning Date of Award (for March) and ending February 28, 2025, plus up to four (4) optional 12-month extension periods that may be added in accordance with the “OPTION TO EXTEND THE TERM OF THE CONTRACT” clause in SECTION 1 of this contract.

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Washington, DC Time, on February 9, 2024, at the Government Publishing Office, Washington, DC.

BID SUBMISSION: Bidders must email bids to bidsapsdc@gpo.gov for this solicitation. No other method of bid submission will be accepted at this time. The program number and bid opening date must be specified in the subject line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date specified above will not be considered for award. This will not be a public bid opening.

BID RESTRICTIONS: Due to time constraints, bidders must possess all required security clearances for SECRET level work, as specified under “SECURITY CLEARANCES” prior to the bid opening date specified above in order to be eligible for award of this contract. NOTE: Bidders will be required to show proof of the required SECRET level security clearances with their bid. If bidders do not have the required clearances prior to the bid opening date specified above and have not furnished with their bid, then the bidder will be declared non-responsive. (NOTE: All costs incurred in obtaining the required security clearances must be borne by the contractor.)

BIDDERS, PLEASE NOTE: This is a new program. There is no abstract available. These specifications have been EXTENSIVELY revised. All bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding.

For information of a technical nature, contact Tim Sankey at tsankey@gpo.gov or (202) 512-0488.

DLA Off-site Document Conversion and Scanning Services Page 2 of 29 785-S (R-1) (02/25)

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. 01-18)) and GPO Contract Terms – Quality Assurance Through Attributes Program for Microforms (GPO Publication 310.3, effective August 31, 1988 (Rev. 02-17)).

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

GPO QATAP for Microforms (GPO Publication 310.3) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/310-3-contract-terms-microforms262f0930b44a64308413ff00001d133d.pdf.

SUBCONTRACTING: No subcontracting is allowed for any order that contains Classified, Sensitive But Unclassified (SBU), PII, and/or Controlled Unclassified Information (CUI) information/documents.

The contractor is responsible for enforcing all contract requirements outsourced to a subcontractor.

If the contractor wishes to add a subcontractor at any time after award, the subcontractor must be approved by the Government prior to production starting in that facility. If the subcontractor is not approved by the Government, then the contractor must submit a new subcontractor’s information to the Government for approval 15 calendar days prior to the start of production at that facility.

JOINT VENTURE: If the contractor plans to enter into a “Contractor Team Arrangement” or Joint Venture to fulfill any requirements of this contract, all parties must comply with the terms and regulations as detailed in the Printing Procurement Regulation (GPO Publication 305.3; Rev. 7-22).

FADGI: All scanning must be in accordance with the Federal Agencies Digitization Guidelines Initiative (FADGI): May 2023 Technical Guidelines for Digitizing Cultural Heritage Materials, Third Edition:

https://www.digitizationguidelines.gov/guidelines/FADGI%20Technical%20Guidelines%20for%20Digitizing%2 0Cultural%20Heritage%20Materials_3rd%20Edition_05092023.pdf.

Depending on the ordering agency’s end use, contractor may be required to scan in accordance with following FADGI levels, as specified on the print order:

One Star (150 ppi, 8 bit).

Two Star (300 ppi, 8 bit).

Three Star (300 ppi, 8 or 16 bit).

NOTE: It is anticipated that approximately 20% of all orders issued will require FADGI. (For additional information, see “PREMIUM PAYMENTS” in SECTION 3.)

SCANNER IMAGING PERFORMANCE AND MONITORING: Scanner performance and consistency during production shall be evaluated daily prior to scanning by the contractor with the DICE Device Level Target (available as the Golden Thread target from Image Science Associates). Contractor is responsible for obtaining targets and evaluation software.

If scanner performance drops below the required minimum FADGI level specified, the contractor shall stop all scanning and address the deficiency. Failure by the contractor to address the deficiency may require the contractor to re-scan documents at no expense to the Government. No extra time can be allowed for this re-scanning; such operations must be accomplished within the original production schedule allotted in the specifications.

DLA Off-site Document Conversion and Scanning Services Page 3 of 29

Contractor shall capture a digital image of the DICE Device Level Target for each scanner being used at the start of each day’s production and provide the file(s) to DOCON PMO at: contact.DOCONPMO@dla.mil.

Additionally, if any changes are made to the scanner(s) (e.g., maintenance, calibration, and/or repair), the contractor shall capture digital images of the targets prior to scanning and provide them to DOCON PMO at:

contact.DOCONPMO@dla.mil. In the event of an issue identified by the ordering agency, the ordering agency will provide the files to the GPO for evaluation.

OPTION TO EXTEND THE TERM OF THE CONTRACT: 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 30 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 authorized pricing adjustment(s).

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.

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract shall be adjusted in accordance with this clause, provided that in no event will any pricing adjustment be made that would exceed the maximum permissible under any law in effect at the time of the adjustment. There will be no adjustment for orders placed during the first period specified below. Pricing will thereafter be eligible for adjustment during the second and any succeeding performance period(s). For each performance period after the first, a percentage figure will be calculated as described below and that figure will be the economic price adjustment for that entire next period.

Pricing adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper prices are subject to adjustment by separate clause elsewhere in this contract.

For the purpose of this clause, performance under this contract will be divided into successive periods. The first period will extend from Date of Award through February 28, 2025, and the second and any succeeding period(s) will extend for 12 months from the end of the last preceding period, except that the length of the final period may vary. The first day of the second and any succeeding period(s) will be the effective date of the economic price adjustment for that period.

Pricing adjustments in accordance with this clause will be based on changes in the seasonally adjusted “Consumer Price Index For All Urban Consumers – Commodities Less Food” (Index) published monthly in the CPI Detailed Report by the U.S. Department of Labor, Bureau of Labor Statistics.

The economic price adjustment will be the percentage difference between Index averages as specified in this paragraph. An index called the variable index will be calculated by averaging the monthly Indexes from the 12-month interval ending three (3) months prior to the beginning of the period being considered for adjustment. This average is then compared to the average of the monthly Indexes for the 12-month interval ending November 30, 2023, called the base index. The percentage change (plus or minus) of the variable index from the base index will be the economic price adjustment for the period being considered for adjustment.

The Government will notify the contractor by contract modification specifying the percentage increase or decrease to be applied to invoices for orders placed during the period indicated. The contractor shall apply the percentage increase or decrease against the total price of the invoice less reimbursable postage or transportation costs and separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted.

DLA Off-site Document Conversion and Scanning Services Page 4 of 29

SECURITY REQUIREMENTS: Protection of Sensitive and Personally Identifiable Information (PII):

Personally identifiable information is “any information which can be used to distinguish or trace an individual’s identity, such as their name, social security number, biometric records, 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.”

NOTE: The below requirements apply to the contractor/ subcontractor, as applicable.

(a) The contractor shall comply with all applicable Federal, state, and local laws and ensure performance is secure while protecting material, equipment, and supplies from damage, theft, and loss.

(b) The contractor shall restrict access to all information obtained in the performance of this contract to those employees and officials who need it to perform the contract. Employees and officials who need access to information for performance of the contract will be determined at the postaward conference between the Contracting Officer, DLA, and the responsible contractor representative.

(c) The contractor shall process all information obtained in the performance of this contract under the immediate supervision and control of authorized personnel, and in a manner that will protect the confidentiality of the records in such a way that unauthorized persons cannot retrieve any such records.

(d) The contractor shall inform all personnel with access to the information in the performance of this contract of the confidential nature of the information and the safeguards required to protect this information from improper disclosure.

(e) For knowingly disclosing information in violation of the Privacy Act, the contractor and the contractor’s employees may be subject to the criminal penalties as set forth in 5 U.S.C Section 552a (i)(1), which is made applicable to contractors by 5 U.S.C. 552a (m)(1) to the same extent as employees of the Government.

(f) The contractor shall ensure that each contractor employee with access to information knows the prescribed rules of conduct, and that each contractor employee is aware that he/she may be subject to criminal penalties for violations.

(g) All information obtained for use in the performance of this contract shall, at all times, be stored in an area that is physically safe from unauthorized access.

(h) The Government reserves the right to conduct on-site visits to review the contractor’s documentation and in-house procedures for protection of information.

SECURITY CLEARANCES: See “BID RESTRICTIONS” specified on page 1 of these specifications.

All contractor/subcontractor employees performing on this contract must be U.S. citizens and may be required to show proof of citizenship prior to commencement of work.

Classified Work – This contract is categorized as classified at the SECRET level and requires the contractor to have and maintain a favorable Facility (Security) Clearance (FCL) at the same or higher level of classification.

The contractor must have a facility clearance (DD Form 254) at least as high as the classification indicated for each facility used in the performance of this contract. Additional information can be found at:

https://www.dcsa.mil/Industrial-Security/Entity-Vetting-Facility-Clearances-FOCI/Facility-Clearances/.

It is estimated that one (1) to two (2) orders per year will involve classified document conversion and will require the operators to have a security clearance up to SECRET.

DLA Off-site Document Conversion and Scanning Services Page 5 of 29

The prospective contractor must have at least one (1) facility that can process SECRET level work (as specified above) in accordance with these specifications. Further, the prospective contractor shall have employees that are already cleared to handle and process SECRET level work (see “BID RESTRICTIONS” on page 1 of these specifications). It is the contractor’s responsibility to have in their employment the necessary number of employees to process the volume of work as specified in these specifications. (See “CONTRACTOR TO

FURNISH.”)

If the contractor hires additional employees after award, the new employees will be required to go through the security clearance process and have obtained the above-specified clearances prior to performing on this contract.

NOTE: If the contractor has more than one (1) facility, each facility that will be used for processing classified work must have a security clearance up to SECRET level.

All costs incurred in obtaining the above required security clearances must be borne by the contractor.

All Other Work – At a minimum, all contractor employees are required to have National Agency Check, Local Agency Check, and Local Credit Check (NACLC) investigation in accordance with DOD Instruction 8500.2, “Information Assurance Implementation.” NACLC must be submitted and results received prior to commencement of work.

An “Unfavorable” or “No Determination” adjudication of the contractor employee’s investigation will result in immediate termination of access to agency records.

All costs incurred in obtaining the above required security clearances must be borne by the contractor.

WARNING: Proper control and handling must be maintained at all times to prevent any information or materials required to produce the products ordered under these specifications from falling into unauthorized hands. The contractor shall not retain or distribute, in any form, any part of the materials furnished by the Government which are not consumed in the preparation of the work, or which are generated as a result of this contract.

Unless otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed. (See “PREAWARD PRODUCTION PLANS, Disposal of Waste Materials Plan” for additional information.)

DATA RIGHTS: All data/content and materials furnished and/or produced in the performance of this contract shall be the sole property of the Government. The contractor agrees not to assert rights or to establish any claim to such data/content/materials in whole or in part in any manner or form or to authorize others to do so, without prior written consent of the Contracting Officer.

The contractor must protect against the destruction and/or misplacement of all information produced under this contract, unless otherwise directed/addressed in writing by DLA Document Services. This includes both hard and soft copies of data.

The contractor shall not release any information (including, but not limited to, photographs, files, public announcements, statements, denials, or confirmations) on any part of the subject matter of this contract or any phase of any program hereunder without the prior written approval of the Contracting Officer.

The contractor agrees to the following:

(a) That the records, computer data, lists, and other information therein are, and shall remain, the exclusive property of the Government, and such data shall not be utilized or disclosed to any person or entity.

(b) The contractor agrees to return to the Government any and all material utilized during the course of this project, unless otherwise specified.

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(c) The contractor further agrees that neither they nor any of their directors, officers, employees, consultants, or agents will disclose, rent, lease, sell, or enter into joint ownership agreement concerning any records, lists, information, updates, or enhancements of the Government’s data in any form or for any purpose.

(d) Upon completion of the print order, the contractor will return or destroy all copies of Government data, unless otherwise specified, and the contractor will not thereafter revive, retain, or use any Government data in any fashion or for any purpose whatsoever.

INFORMATION CUSTODIAL LANGUAGE:

1. Information made available to the contractor or subcontractor by Government for the performance or administration of this contract or information developed by the contractor/subcontractor in performance or administration of the contract shall be used only for those purposes and shall not be used in any other way without the prior written agreement of the Government.

2. DLA information should not be co-mingled, if possible, with any other data on the contractor/subcontractor’s information systems or media storage systems in order to ensure DLA requirements related to data protection and media sanitization can be met. If co-mingling must be allowed to meet the requirements of the business need, the contractor must ensure that DLA’s information is returned to the DLA or destroyed in accordance with sanitization requirements. DLA reserves the right to conduct on-site inspections of contractor and subcontractor IT resources to ensure data security controls, separation of data and job duties, and destruction/media sanitization procedures are in compliance with Government directive requirements.

3. Prior to termination or completion of this contract, contractor/subcontractor must not destroy information received from DLA or gathered/created by the contractor in the course of performing this contract without prior written approval by the DLA. Any data destruction done on behalf of DLA by a contractor/subcontractor must be done in accordance with National Archives and Records Administration (NARA) requirements. Self-certification by the contractor that the data destruction requirements above have been met must be sent to the assigned primary point of contact within 30 calendar days of termination of the contract.

4. The contractor/subcontractor must receive, gather, store, back up, maintain, use, disclose, and dispose of

DLA information only in compliance with the terms of the contract and applicable Federal and DLA information confidentiality and security laws, regulations, and policies. If Federal or DLA information confidentiality and security laws, regulations, and policies become applicable to the DLA information or information systems after execution of the contract or if NIST issues or updates applicable FIPS or Special Publications (SP) after execution of this contract, the parties agree to negotiate in good faith to implement the information confidentiality and security laws, regulations, and policies in this contract.

5. The contractor/subcontractor shall not make copies of DLA information except as authorized and necessary to perform the terms of the agreement or to preserve electronic information stored on contractor/subcontractor electronic storage media for restoration in case any electronic equipment or data used by the contractor/subcontractor needs to be restored to an operating state. If copies are made for restoration purposes, after the restoration is complete, the copies must be appropriately destroyed.

6. If DLA determines that the contractor has violated any of the information confidentiality, privacy, and security provisions of the contract, it shall be sufficient grounds for DLA to withhold payment to the contractor or third party or terminate the contract for default.

7. The contractor/subcontractor must store, transport, or transmit DLA sensitive information in an encrypted form, using DLA approved encryption tools that are, at a minimum, FIPS 140-2 validated.

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8. The contractor/subcontractor’s firewall and Web services security controls, if applicable, shall meet or exceed DLA’s minimum requirements. DLA Configuration Guidelines are available upon request.

9. Except for uses and disclosures of DLA information authorized by this contract for performance of the contract, the contractor/subcontractor may use and disclose DLA information only in two other situations: (1) in response to a qualifying order of a court of competent jurisdiction or (2) with DLA’s prior written approval. The contractor/subcontractor must refer all requests for, demands for production of, or inquiries about, DLA information and information systems to the DLA Contracting Office for response.

10. For service that involves the storage, generating, transmitting, or exchanging of DLA sensitive information but does not require certification and accreditation or a Memorandum of Understanding – Interservice Agreement (MOU-ISA) for system interconnection, the contractor/subcontractor must complete a Contractor Security Control Assessment (CSCA) on a yearly basis and provide it to the assigned primary point of contact.

LIQUIDATED DAMAGES FOR DATA BREACH:

Consistent with the requirements of 38 USC §5725, a contract may require access to sensitive personal information. If so, the contractor is liable to DLA for liquidated damages in the event of a data breach or privacy incident involving any Personally Identifiable Information (PII), Sensitive Personal Information (SPI), or Protected Health Information (PHI), the contractor/subcontractor processes or maintains under this contract.

The contractor/subcontractor shall provide immediate notice to DLA of a “security incident.” Upon such notification, DLA must secure from a non-Department entity or the DLA Office of Inspector General an independent risk analysis of the data breach to determine the level of risk associated with the data breach for the potential misuse of any sensitive personal information involved in the data breach. The term “data breach” means the loss, theft, or other unauthorized access or any access other than that incidental to the scope of employment, to data containing sensitive personal information, in electronic or printed form, that results in the potential compromise of the confidentiality or integrity of the data. Contractor shall fully cooperate with the entity performing the risk analysis. Failure to cooperate may be deemed a material breach and grounds for contract termination.

Each risk analysis shall address all relevant information concerning the data breach, including the following:

a. Nature of the event (loss, theft, unauthorized access).

b. Description of the event, including:

i. Date of occurrence.

ii. Data elements involved, including any PII, SPI, or PHI such as full name, social security number, date of birth, home address, account number, disability code, etc.

c. Number of individuals affected or potentially affected.

d. Names of individuals or groups affected or potentially affected.

e. Ease of logical data access to the lost, stolen, or improperly accessed data in light of the degree of protection for the data (e.g., unencrypted, plain text).

f. Amount of time the data has been out of DLA control.

g. The likelihood that the sensitive personal information will or has been compromised (made accessible to and usable by unauthorized persons).

h. Known misuses of data containing sensitive personal information, if any.

i. Assessment of the potential harm to the affected individuals.

j. Whether credit protection services may assist record subjects in avoiding or mitigating the results of identity theft based on the sensitive personal information that may have been compromised.

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Based on the determinations of the independent risk analysis, the contractor shall be responsible for paying to the DLA liquidated damages in an amount per affected individual to cover the cost of providing credit protection services to affected individuals consisting of the following:

a. Data breach analysis.

b. Notification.

c. One (1) year of credit monitoring services consisting of automatic daily monitoring of at least three (3) relevant credit bureau reports.

d. Fraud resolution services, including writing dispute letters, initiating fraud alerts and credit freezes, to assist affected individuals to bring matters to resolution.

e. One (1) year of identity theft insurance with $20,000.00 coverage at $0.00 deductible.

f. Necessary legal expenses the subjects may incur to repair falsified or damaged credit records, histories, or financial affairs.

WARRANTY: Contract Clause 15, “Warranty,” of GPO Contract Terms (GPO 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 calendar days to one (1) year from the date the check is tendered as final payment. All other provisions remain the same.

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 any subcontractor

These 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.

Additionally, the preaward survey will include a review of all subcontractors involved, along with their specific functions; and the contractor’s/subcontractor’s backup facility plan, personnel plan, security control plan, and disposal of waste material plan as required by these specifications.

If the Government, during the preaward survey, concludes that the contractor does not or cannot meet all of the requirements as described in this contract, the contractor will be declared non-responsible.

PREAWARD PRODUCTION PLANS: As part of the preaward survey, the contractor must present, in writing, to the Contracting Officer within five (5) workdays of being notified to do so by the Contracting Officer or his/her representative, detailed plans for each of the below activities. The workday after notification to submit will be the first day of the schedule. If the Government requests additional information after review of plans, the contractor must submit updated plans within two (2) workdays of request.

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Option Years: For each option year that may be exercised, the contractor will be required to re-submit, in writing, the above plans detailing any changes and/or revisions that may have occurred. The contractor should be prepared to submit these plans to GPO within five (5) workdays of notification of the option year being exercised.

If there are no changes/revisions, the contractor will be required to submit to the Contracting Officer a statement confirming that the current plans are still in effect.

The following proposed plans are subject to review and approval by the Government, and award will not be made prior to approval of same. The Government reserves the right to waive some or all of these plans.

NOTE: Once the Preaward Production Plans are approved by the Government, the contractor is not allowed to deviate from the approved plans without written consent from the Contracting Officer.

For the purpose of this contract, “off site” is defined as performing at the contractor’s facility(ies). The contractor may use more than one facility in the production of this contract; however, all facilities must be located in the Continental United States (CONUS). If the contractor intends to use more than one facility, the contractor must include the below information for each facility to be used in their security control plans.

NOTE: The Preaward Production Plans must be formatted so that each plan, as specified below, is its own section and all information required for that plan is specified in that section. At contractor’s option, each plan can be a separate document or one document with each plan separately identified.

Backup Facility Plan – The failure to perform on this contract in a timely manner would have an impact on the operations of DLA. Therefore, if for any reason(s) (Act of God, labor disagreements, national emergencies, pandemics, etc.) the contractor is unable to perform at said location for a period longer than two (2) workdays, the contractor must have a backup facility with the capability of producing the work required under these specifications. However, the contractor must notify the Government immediately if the contractor is unable to perform at said location.

The contractor’s contingency plans must include the location of the facility to be used, equipment available at the facility, security plans at the facility, and a timetable for the start of production at that facility.

Part of the plans must also include the transportation of Government materials from one facility to another.

All terms and conditions of this contract will apply to the backup facility (including a favorable Facility (Security) Clearance (FCL) up to SECRET level, if applicable).

NOTE: Due to the critical nature of the work produced on this contract, the contractor must maintain the original schedule set forth in this contract.

Personnel Plan – This plan must include a listing of all personnel who will be involved with this contract. The list of personnel must also include which employees that have the SECRET clearance and which employees have received a favorable background adjudication.

The plan must include a description of the training programs that any new employee(s) will receive to familiarize them with the requirements of this program.

For any new employee(s) added after award, the contractor must submit an updated personnel plan and receive approval from the Government prior to that employee(s) commencing work on this contract.

Security Control Plans – The contractor shall maintain, in operation, an effective security system where items by these specifications are produced and/or stored (awaiting distribution or disposal) to assure against theft and/or the product falling into unauthorized hands.

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Contractor is cautioned that no Government provided information shall be used for non-government business.

Specifically, no Government information shall be used for the benefit of a third party.

Government retains the right to conduct security reviews at any time during the term of the contract.

The security control plans must address in detail, at a minimum, the following –

How all furnished/accountable materials will be handled throughout all phases of production, including transportation from one facility to another, if applicable.

How the disposal of waste materials will be handled. (See “Disposal of Waste Materials Plan.”) If applicable, list of subcontractor(s) and their specific function. (See “SUBCONTRACTING.”) 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).

Disposal of Waste Materials Plan – The contractor is required to demonstrate how all waste materials used in the production of sensitive records will be definitively destroyed (i.e., burning, pulping, shredding, macerating, or other suitable similar means). Electronic Records must be definitively destroyed in a manner that prevents reconstruction. Definitively destroying the records means the material cannot be reassembled and used in an inappropriate manner in violation of law and regulations. Sensitive records are records that are exempted from disclosure by statute, including the Privacy Act or regulation. Contractor is required to show proof of disposal.

PREAWARD TEST: The contractor being considered for award may be required to demonstrate their ability to perform the functions required in these specifications by completing a preaward test. The Government may waive the preaward test if there is other evidence that, in the opinion of the Contracting Officer, indicates that the contractor being considered for award has the capability to successfully perform the functions required.

For the preaward test, a job (consisting of approximately 2 or 3 boxes/containers) representative of the functions to be performed under these specifications will be provided on the same media and in the same manner stipulated in the specifications.

The scanned/digitized content is to be provided to the ordering agency via DoD Secure Access File Exchange (SAFE) (details to regarding DoD SAFE to be provided at time of testing) and to GPO at apsdc@gpo.gov within three (3) workdays of receipt of the furnished preaward test materials. (NOTE: The furnished materials must be returned via secure transportation (e.g., FedEx, UPS, or USPS) at contractor’s expense.)

If preaward test samples are disapproved by the Government, the contractor may be permitted, at the option of the Government, additional time to correct defects and/or submit additional test samples if so notified by the Contracting Officer.

In the event the additional preaward test samples are disapproved by the Government, the contractor shall be deemed to have failed to comply with the applicable requirements of these specifications and may be reason for a determination of non-responsibility.

Failure to perform the preaward test functions in accordance with these specifications may be reason for a determination of non-responsibility.