Combined Synopsis Solicitation - Automatic Robotic Book Scanner with Installation Training Annual Support Service Agreement.docx

Combined Synopsis/Solicitation Number NARA-883103-26-Q-00053 Automatic/Robotic Book Scanner with Installation, Training, Annual Support Services Agreement This is a combined synopsis/solicitation for commercial products prepared in accordance with RFO Part 12, Acquisition of Commercial Products and Commercial Services, and supplemented with additional information included in this notice. This announcement constitutes the only solicitation. Quotations are being requested and a written solicitation will not be issued. The solicitation number is NARA-883103-26-Q-00053 and is issued as a Request for Quotation (RFQ). This solicitation incorporates provisions and clauses by reference. This is an unrestricted acquisition under NAICS code 423420, Computer and Computer Peripheral Equipment and Software Merchant Wholesalers. CONTRACT LINE ITEM NUMBER(S): See Attachment 3, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement to obtain one automatic/robotic book scanner, installation, training, and annual support services agreement. See Attachment 1, Performance Work Statement (PWS). PERIOD OF PERFORMANCE: The period of performance will consist of a base year plus three option years. The following Federal Acquisition Regulation (RFO) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of RFO provisions which will be removed prior to award: RFO 52.212-1, Instructions to Offerors - Commercial Products and Commercial Services (Deviation Date). EVALUATION: Evaluation and award will be in accordance with RFO 52.212-2, Evaluation – Commercial Products and Commercial Services (Deviation Date). Selection of the Contractor to perform this contract will be based on NARA’s assessment of the best overall value to the Government. Accordingly, best value for this procurement will be obtained through a lowest price technically acceptable evaluation. Exceptions taken to any terms and conditions stated in the RFQ must be clearly outlined on a separate page of the Contractor’s quotation entitled “Exceptions”. The Contractor must also include complete rationale, justification, and the cost impact of each exception noted. The Government reserves the right to make an award on the initial quotation without discussions of this procurement. Multiple awards will not be made under this RFQ. For evaluation purposes, NARA will evaluate submitted pricing in accordance with RFO 52.217-5.

The Total Contract (Base Year Plus Option Years) Ceiling Price will be used to determine the lowest price. The resultant contract will include RFO 52.217-8, Option to Extend Services. The Total Option Year III Contract Ceiling Price will be divided in half and added to the Total Contract (Base Year Plus Option Years) Ceiling Price. The resultant contract will include RFO 52.217-9, Option to Extend the Term of the Contract (Mar 2000). The contract will be for a base year plus one, 12-month option year. The evaluated Total Contract (Base Year Plus Option Years) Ceiling Price will be determined by summing the Total Contract Ceiling Price of all performance years and half of the Option Year III contract ceiling price. Contractors must provide pricing (USD) for each CLIN using Attachment 3, Schedule of Prices. Failure to submit any of the required information and documentation with the quotation may result in rejection of the quotation. RFO 52.212-4, Contract Terms and Conditions - Commercial Products and Commercial Services (Deviation Date) – see Attachment 5, Additional NARA Terms and Conditions (Addenda to RFO clause 52.212-4). Full text provisions and clauses can be found at https://www.acquisition.gov/RFO-overhaul.

QUESTIONS: Questions regarding this RFQ must be submitted in writing to the Contract Specialist, Cynthia Jones, at cynthia.jones@nara.gov no later than 12:00 p.m. eastern time on September 22, 2026 to be considered. Questions submitted in any other manner will not be answered. The Government will answer questions or requests for clarification via a written RFQ amendment which will be posted on SAM.gov.

QUOTATION DUE DATE: Quotations must be received by 12:00 p.m. eastern time on September 23, 2026. Failure to submit quotations by the due date and time may result in rejection of the quotation as untimely. Contractors submitting via e-mail are cautioned to allow one extra business day for delivery and confirm receipt of quotation as the e-mail will need to pass through IT security.

QUOTATION SUBMISSION INSTRUCTIONS: NARA requests that contractors email a copy of their quotation to: cynthia.jones@nara.gov.

Contractors must provide the following information with their quotation:

-Itemized quotation. The itemized quotation should include line items from Attachment 3, Schedule of Prices, and shipping costs and all necessary applications and software licenses required for the scanner to fully function.

-Attachment 4, RFQ Information Sheet

-Written terms for warranty

-Written terms for annual support agreement – scope of services, service intervals, etc.

-Proof of authorized reseller

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

INSTALLATION, TRAINING, AND ANNUAL SUPPORT SERVICE AGREEMENT

FOR AUTOMATIC/ROBOTIC BOOK SCANNER

1.0 General

1.1 Introduction

1.1.2 The National Archives and Records Administration (NARA) is an independent Federal agency that helps safeguard and preserve our nation's history by overseeing the management of all Federal records. The stories of our nation and our people are told in the records and artifacts cared for in NARA facilities around the country and people can discover, use, and learn from this documentary heritage. The mission is to ensure ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. The mission of the Digitization Division (RPZ) is to digitize accessioned holdings and make them available online to the public.

1.2 Objective

1.2.1 The Office of Research Services, Digitization Division (RPZ) requires installation, training, and support services for the automatic/robotic book scanner purchased.

1.3 Scope of Work

1.3.1 Contractor must provide installation, training, and support services for the automatic/robotic book scanner purchased.

1.4 Background

1.4.1 The mission of the Digitization Division is to digitize accessioned holdings and make them available online to the public. The automatic/robotic book scanner will be used to scan bound volumes. This work will directly support the agency’s strategic goal of providing public access to archival holdings in digital form.

1.5 Type of Contract Contemplated

1.5.1 This will be a firm fixed price contract.

1.6 Period of Performance

1.6.1 The period of performance will consist of a base year plus three option years.

1.7 Place of Performance.

1.7.1 Services must be performed at the following location:

Products must be shipped to and services must be performed at the following location:

National Archives at College Park Digitization Division 3301 Metzerott Road Room B900 College Park, MD 20740

Entrance for delivery will be via Metzerott Road.

1.7.2 Maintenance services must be undertaken during regular business hours, Monday through Friday, 8:00 a.m. to 6:00 p.m. eastern time, excluding Federal holidays, unless mutually agreed upon by the NARA COR and the Contractor.

1.7.3 The Federal Government holidays are New Year’s Day, Martin Luther King Jr.’s Birthday, Inauguration Day, Washington’s Birthday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. Some of these holidays “float” from year-to-year so the dates must be researched for each calendar year.

1.7.4 The NARA Contracting Officer’s Representative (COR) for this contract will be:

Name: TBD Telephone:

email:

2.0 Specific Requirements/Tasks

2.1 Delivery, Installation, and On-Site Training Services

2.1.1 Contractor must coordinate delivery of equipment with the NARA Contracting Officer’s Representative (COR).

2.1.2 Contractor will be notified by the NARA COR when the equipment has been received by NARA.

2.1.3 Contractor must complete both installation and on-site training services during one site visit.

2.1.4 Contractor must install scanner, associated hardware, and software purchased under this contract. Installation services must provide operation of all functions by operators.

2.1.5 Contractor must provide on-site training on the scanner, associated hardware, and software purchased under this contract.

2.1.6 Training must consist of four two-hour sessions for up to four staff members. Training shall take place on four consecutive business days.

2.1.7 Contractor must coordinate the number of training sessions per day and training times with the NARA COR.

2.1.8 Installation and training services must be completed within 30 business days after notification that the equipment has been received.

2.1.9 Training must be completed within seven business days after completion of scanner and software installation.

2.1.10 Contractor must coordinate the installation and training services with the NARA COR.

2.1.11 Installation and training schedules must be mutually agreed upon by the NARA COR and Contractor.

2.1.12 Outstanding technical questions shall be resolved within 30 business days of installation and training.

2.1.13 Contractor must provide operating manual for the scanner purchased under this contract.

Operating manual must be in hard copy and/or in searchable form via USB Drive.

2.2 Parts and Software Support Services

2.2.1 Contractor must provide support services. Parts and software support services must include:

1. Email/ phone support Monday-Friday between 10 a.m.- 7 p.m. eastern time

2. Insurance that spare parts are in stock

3. Advanced exchange of spare parts

4. Software support and upgrades

5. Assigned technical point of contact to assist with software issues and problems

2.3 Annual Support Service Agreement

2.3.1 All work must be completed on a schedule mutually agreed upon by the NARA COR and Contractor.

3.0 Contractor Quality Assurance

3.1 Performance measures to assess the Contractor’s quality of work will include monitoring the timeliness of responses, concise responses to inquiries, ability to communicate technical guidance, regular software update delivery, and customer service and interaction when troubleshooting via email, telephone, or video conferencing.

ATTACHMENT 2

SALIENT CHARACTERISTICS

FOR AUTOMATIC/ROBOTIC BOOK SCANNER

· One automatic/robotic book scanner

· The scanner must be capable of scanning textual pages in hard- and soft-bound volumes.

· The scanner must be able to scan front and back covers of hard- and soft-bound volumes.

· The scanner must turn thin to medium weight bound pages through touch-free technology using either vacuum suction and/or air flow without any physical contact from human hands or mechanical tools excluding the primary suction/airflow mechanism.

· The scanner speed must be adjustable by the operator.

· The scanner platen must be able to support a bound volume with dimensions between 10.5–13" in height, 8–9" in width, and 1–5" in depth.

· The scanner must be able to image a capture area of at least 10.5” in height x 8” in width.

· The scanner must have software to render images.

· The scanner software must be able to create black and white, grayscale, and color images.

· The scanner software must be able to render image files with 300 DPI for textual materials and 400 DPI for photographic materials.

· The scanner software must detect page curvature and flatten and correct curvature lines and/or distorted text.

· The scanner software must have the following file type output options: single-page JPEG, single-page TIFF, and combined PDF.

· The scanner software must be configurable to allow for the creation of “jobs” or “batches” by NARA personnel to maintain job settings or profiles across the same series of materials.

· The scanner must be operable with Windows 11 and have forward compatibility.

· The scanner must have a USB 3.0 or 3.1 computer interface.

ATTACHMENT 3

SCHEDULE OF PRICES

Base Year – Months 1-12

Automatic/Robotic Book Scanner See Attachment 2, Salient Characteristics

Installation and Training Services in accordance with Attachment 1, Performance Work Statement

Annual Support Service Agreement in accordance with Attachment 1, Performance Work Statement

Option Year I – Months 13-24

Annual Support Service Agreement in accordance with Attachment 1, Performance Work Statement

Option Year II – Months 25 - 36

Annual Support Service Agreement in accordance with Attachment 1, Performance Work Statement

Parts and Software Support Services in accordance with Attachment 1, Performance Work Statement

Option Year III – Months 37 - 48

Annual Support Service Agreement in accordance with Attachment 1, Performance Work Statement

Parts and Software Support Services in accordance with Attachment 1, Performance Work Statement

NARA will evaluate submitted pricing in accordance with RFO 52.217-5

ATTACHMENT 4

RFQ INFORMATION SHEET

Failure to provide the TAA Country of Production (if applicable) may result in no further consideration of the quotation. Contractor must complete all applicable information on this sheet and submit it with their quotation. Failure to do so may render the quotation unacceptable for receipt of the order.

Statutory/Regulatory Compliance (Must be TAA Compliant)

TRADE AGREEMENT ACT COUNTRY OF PRODUCTION:_____________________

ENERGY STAR® OR FEDERAL ENERGY MANAGEMENT PROGRAM (FEMP) ENERGY USE

REQUIREMENT COMPLIANCE, AS REQUIRED: YES_____ or NO_____

IPv6 COMPLIANT: YES____ or NO_____

SECTION 508 COMPLIANT: YES_____ or NO____

Specific Terms, Conditions, and Administrative information

PAYMENT TERMS: _________________________________________________

DELIVERY DATE: _____________________________________________________

WARRANTY INFORMATION: ___________________________________________

NAME AND ADDRESS OF QUOTER:

TELEPHONE NO (INCLUDE AREA CODE): ______________________________________

E-MAIL ADDRESS: ___________________________________________________

ENROLLED IN SYSTEM FOR AWARD MANAGEMENT? Yes____ No____

CAGE CODE NUMBER: _____________________________________________________

UNIQUE ENTITY ID: ________________________________________________________

GSA CONTRACT NUMBER: _________________________________________________

Contractor Certification: [By signing the Contractor acknowledges that the information provided in response to this RFQ is correct.]

NAME AND TITLE OF SIGNER: __________________________________ __________

DATE OF QUOTATION: ____________________________________________________

SIGNATURE OF PERSON AUTHORIZED TO SIGN: _______________________________________

ATTACHMENT 5

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to RFO clause 52.212-4)

I. GOVERNMENT PURCHASE ORDER ADMINISTRATION

A. This purchase order will be administered by:

National Archives and Records Administration Acquisitions Division, BZ 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001

B. Contract Specialist (CS):

Cynthia Jones Telephone: 301-837-1860 Email: cynthia.jones@nara.gov

The Contracting Officer (CO) has the overall responsibility for the administration of this purchase order. Written communication to the Contract Specialist (CS) must make reference to the purchase order number and must be emailed or mailed with postage prepaid, to the above address.

C. Contracting Officer (CO):

Any Z Warranted CO

The CO alone, without delegation, is authorized to take actions on behalf of the Government to amend, modify, or deviate from the order terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from purchase order payments for non-performance or unsatisfactory performance; terminate the purchase order for convenience or default; and issue final decisions regarding delivery questions or matters under dispute. However, the CO may delegate certain other responsibilities to authorized representatives.

II. CONTRACTING OFFICER’S REPRESENTATIVE (COR)

A. COR: See award document

B. The individual named above is designated as the Contracting Officer’s Representative (COR) to assist the CO in the discharge of the CO’s responsibilities. The COR serves as the point of contact through which the Contractor can relay questions or problems of a technical nature to the Contract Specialist and the Contracting Officer. The COR is responsible for the inspection and acceptance of the purchase order requirements and for the review and certification of invoices for the purchase order requirements.

C. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the purchase order between the Contractor and any person other than the Contracting Officer be effective or binding upon the Government.

D. When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the purchase order, the Contractor must promptly notify the Contracting Officer in writing.

E. No action will be taken by the Contractor under such technical instruction unless the Contracting Officer has issued a contractual change.

III. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP) (July 2020)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP).

"Payment request" means any request for contract financing payment or invoice payment by the Contractor. To constitute a proper invoice, the payment request must comply with the requirements identified in the applicable Prompt Payment clause included in the contract, or the clause 52.212-4, Contract Terms and Conditions – Commercial Products and Commercial Services, included in commercial item contracts. The IPP website address is: https://www.ipp.gov.

Under this contract, the following documents are required to be submitted as an attachment to the IPP invoice: Invoices shall be submitted after Government’s acceptance of all deliverables. The invoice shall contain information required by RFO 52.212-4(g).

Contractor Invoice to include:

1. Award number

2. CLIN//Item number of deliverable

3. Description of deliverable

4. Price of deliverable

5. Quantity of deliverable

6. Date deliverable was provided to the Government for inspection if applicable

7. Serial number/part number if applicable

The Contractor must use the IPP website to register, access, and submit requests for payment. Contractor assistance with enrollment can be obtained by contacting the IPP Customer Support Helpdesk by sending an email to IPPCustomerSupport@fiscal.treasury.gov or by phone at

(866) 973-3131.

IV. NARA PROTECTION OF PII AND KEEP HARD DRIVE

In accordance with NARA policy, NARA will take title to all electronic storage devices, including but not limited to hard drives that may contain Personally Identifiable Information (PII). NARA will not allow the removal of any electronic storage device that may contain PII data from its facilities by a Contractor, including individuals performing maintenance on equipment, devices or systems. This provision applies even in the event the equipment is leased. NARA will handle the destruction of this hardware internally. This provision must flow down to all subcontracts, including those for maintenance. If the Contractor comes into possession of an electronic storage device that may contain PII, the Contractor will immediately notify the Contracting Officer and return the electronic storage device to NARA. Contractor will protect the confidentiality of the electronic storage device and will not access, disclose, release, disseminate, or publish any of the information on the electronic storage device.

V. ORIGINAL EQUIPMENT MANUFACTURER (OEM)

NARA requires that all products be purchased from “Original Equipment Manufacturer (OEM) Authorized/certified Contractor’s Only.” All Contractors submitting quotations shall provide proof of authorization and equipment support from the OEM with quotation. NARA also requires that all OEM products delivered pursuant to any resulting award are certified, new, non-refurbished, and authentic via a Certificate of Authenticity from the OEM that contains an OEM point of contact whom NARA can contact for verification. It is the contractor’s responsibility to ensure that NARA is not provided counterfeit products. In the event that such IT products are determined to be counterfeit, NARA will seek all available legal remedies including criminal prosecution. Counterfeit information technology product means any item of information technology (IT), including hardware and software that is an unauthorized copy, replica or substitute. Gray market (or grey market), also known as parallel market, is the trade of a commodity through distribution channels which, while legal, are unofficial, unauthorized, or unintended by the original manufacturer.

As a result manufacturers will not honor associated warranties and service agreements.

VI. DELIVERY

Scanner must be shipped to the following address:

National Archives at College Park

ATTN: TBD

3301 Metzerott Road Room:

College Park, MD 20740

Scanner must be shipped FOB Destination. The Contractor shall be responsible for risk of loss and any damages to items during shipment (see RFO 52.212-4(j)).

Shipping must be coordinated with the Contracting Officer’s Representative (COR) listed in Section II above.

ATTACHMENT 6

RFO CLAUSES

I. IMPORTANT INFORMATION FOR CONTRACTORS: Depending on the final results of the award, the resulting contract from this solicitation will include some or all of the following clauses. The full text of clauses can be found at https://www.acquisition.gov/RFO-overhaul.

RFO 52.203-17, Contractor Employee Whistleblower Rights (Nov 2023)

RFO 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017)

RFO 52.204-7, System for Award Management – Registration (Deviation Date)

RFO 52.204-13 System for Award Management – Maintenance (Deviation Date)

RFO 52.209-6 Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, Proposed for Debarment, or Voluntarily Excluded (Deviation Date)

RFO 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Deviation Date)

RFO 52.212-1, Instructions to Offerors—Commercial Products and Commercial Services (Deviation Date)

RFO 52.212-2, Evaluation – Commercial Products and Commercial Services (Deviation Date)

RFO 52.212-4, Terms and Conditions – Commercial Products and Commercial Services (Deviation Date)

RFO 52.222-36, Equal Opportunity for Workers with Disabilities (Deviation Date)

RFO 52.222-50, Combatting Trafficking in Persons (Deviation Date)

RFO 52.222- 90 Addressing DEI Discrimination by Federal Contractors (Deviation Date)

RFO 52.226-8 Encouraging Contract Policies to Ban Text Massaging While Driving (May 2024)

RFO 52.232-33, Payment by Electronic Funds Transfer-System for Award (Oct 2018)

RFO 52.232-40, Providing Accelerated Payments to Small Business Subcontractors (Mar 2023)

RFO 52.233-3, Protest After Award (Deviation Date)

RFO 52.233-4, Applicable Law for Breach of Contract Claim (Deviation Date)

RFO 52.240-90, Security Prohibitions and Exclusions Representations and Certifications (Deviation Date)

RFO 52.240-91, Security Prohibitions and Exclusions (Deviation Date)

RFO 52.247-34 F.o.b. Destination (Nov 1991)

RFO 52.215-5 Evaluation of Options (Apr 2026)

Except when it is determined in accordance with RFO 17.202(b) not to be in the Government’s best interests, the Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. Evaluation of options will not obligate the Government to exercise the option(s).

RFO 52.217-8 Option to Extend Services (Nov 1999)

The Government may require continued performance of any services within the limits and at the rates specified in the contract. These rates may be adjusted only as a result of revisions to prevailing labor rates provided by the Secretary of Labor. The option provision may be exercised more than once, but the total extension of performance hereunder shall not exceed 6 months. The Contracting Officer may exercise the option by written notice to the Contractor within 30 days.

RFO 52.217-9 Option to Extend the Term of the Contract (Mar 2000)

(a) The Government may extend the term of this contract by written notice to the Contractor within 30-days; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least 60 days before the contract expires. The preliminary notice does not commit the Government to an extension.

(b) If the Government exercises this option, the extended contract shall be considered to include this option clause.

(c) The total duration of this contract, including the exercise of any options under this clause, shall not exceed 60 months.

RFO 52.242-15 Stop-Work Order (Aug 1989)

(a) The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Contracting Officer shall either—

(1) Cancel the stop-work order; or

(2) Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the Government, clause of this contract.

(b) If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if—

(1) The stop-work order results in an increase in the time required for, or in the Contractor’s cost properly allocable to, the performance of any part of this contract; and

(2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the Contracting Officer may receive and act upon the claim submitted at any time before final payment under this contract.

(c) If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement.

(d) If a stop-work order is not canceled and the work covered by the order is terminated for default, the Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-work order.

Stop Work Cancellation

The Contractor is required to report to work and resume full contract performance within 6 hours of receiving notifications of the stop work cancellation unless otherwise instructed by the Contracting Officer and/or the Contracting Officer’s Representative.

RFO 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): https://www.acquisition.gov/RFO-overhaul.

RFO 52.252-2 Clauses Incorporated by Reference (Feb 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this/these address(es):

https://www.acquisition.gov/RFO-overhaul.