Combined Synopsis Solicitation Motion Picture film Scanners Installation Training Support and Preventative Maintenance.doc

Combined Synopsis Solicitation NARA-883103-22-Q-00108

Motion Picture Film Scanners, Installation, Training, Support, and Preventative Maintenance

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items as 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-883103-22-Q-00108 and is issued as a Request for Quotation (RFQ). The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2022-07 effective

August 10, 2022. This is an unrestricted acquisition under NAICS Code 423430, Computer and Computer Peripheral Equipment and Software Merchant Wholesalers. CONTRACT LINE ITEM NUMBER(S): See Attachment 2, Schedule of Prices. REQUIREMENT: The National Archives and Records Administration (NARA) has a requirement for two motion picture film scanners, installation, training, support services, preventative maintenance, and extended warranties. PERIOD OF PERFORMANCE: The period of performance will be for a base year plus two option years. The following Federal Acquisition Regulation (FAR) clauses are incorporated and are to remain in full force in any resultant contract, with the exception of FAR provisions which will be removed prior to award: FAR 52.212-1. Instructions to Offerors - Commercial Items (Nov 2021). Addenda: Delete paragraph (h), Multiple Awards. - see below for additional quotation submission instructions. EVALUATION (In lieu of FAR 52.212-2): Evaluation and award will be in accordance with Simplified Acquisition Procedures at FAR Subpart 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation authorized by FAR Subpart 13.5, Simplified Procedures for Certain Commercial Items. 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. The resultant contract will include FAR 52.217-5, Evaluation of Options. The resultant contract will include FAR 52.217-8, Option to Extend Services. For evaluation purposes, the Total Contract (Base Year Plus All Option Years) Ceiling Price plus half of the Total Option Year II Contract Ceiling Price will be used to determine the lowest price. The resultant contract will include FAR 52.217-9, Option to Extend the Term of the Contract. The contract will be for a base year plus two, 12-month option years. The evaluated Total Contract (Base Year Plus All Option Years) Ceiling Price will be determined by summing the Total Contract Ceiling Price of all performance years and half of the Option Year II Total Contract Ceiling Price. Contractors must provide pricing (USD) for each CLIN in accordance with Attachment 2, Schedule of Prices. Failure to submit any of the required information and documentation with the quotation may result in rejection of the quotation. Multiple awards will not be made under this solicitation.

FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2022) - The offeror shall complete only paragraphs (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) web site accessed through http://www.acquisition.gov. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (v) of this provision. FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Nov 2021) – see Attachment 6, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4). FAR 52.212-5, Contract Terms and Conditions required to Implement Statutes or Executive Orders - Commercial Items (May 2022). See Attachment 7, FAR Clauses, for full text of this clause and for additional applicable FAR clauses. Full text provisions and clauses can be found at https://www.acquisition.gov.

SECTION 508 CRITERIA

IT Accessibility Requirements

Section 508 of the Rehabilitation Act, as amended by the Workforce Investment Act of 1998 (P.L. 105-220) requires that when Federal agencies develop, procure, maintain, or use information and communication technology (ICT), it shall be accessible to people with disabilities. Federal employees and members of the public who have disabilities must have access to, and use of, information and data that is comparable to people without disabilities.

1. Products, platforms and services delivered as part of this work statement that are ICT, or contain ICT, must conform to the Revised 508 Standards.

Item that contains ICT: Motion Picture Film Scanner Applicable Functional Performance Criteria: All functional performance criteria apply when using an alternative design or technology that achieves substantially equivalent or greater accessibility and usability by individuals with disabilities, than would be provided by conformance to one or more of the requirements in Chapters 4-6 of the Revised 508 Standards, or when Chapters 4-6 do not address one or more functions of ICT.

Applicable requirements for software features and components: All WCAG Level AA Success Criteria, 502 Interoperability with Assistive Technology, 503 Application

Applicable requirements for hardware features and components: All requirements apply

Applicable support services and documentation: All requirements apply

Caution: These instructions are not 508 requirements, evaluation factors, or acceptance criteria.

Instructions to Offerors

1. Provide an Accessibility Conformance Report (ACR) for each commercially available Information and Communication Technology (ICT) item offered through this contract. Create the ACR using the Voluntary Product Accessibility Template Version 2.1 or later, located at https://www.itic.org/policy/accessibility/vpat. Complete each ACR in accordance with the instructions provided in the VPAT template. Each ACR must address the applicable Section 508 requirements referenced in the solicitation. Each ACR shall state exactly how the ICT meets the applicable standards in the remarks/explanations column, or through additional narrative. All "Not Applicable" (N/A) responses must be explained in the remarks/explanations column or through additional narrative. Address each standard individually and with specificity and clarify whether conformance is achieved throughout the entire ICT Item (for example - user functionality, administrator functionality, and reporting), or only in limited areas of the ICT Item. Provide a description of the evaluation methods used to support Section 508 conformance claims.

2. Describe your approach to incorporating universal design principles to ensure ICT products or services are designed to support disabled users.

3. Describe plans for features that do not fully conform to the Section 508 Standards.

4. Describe "typical" user scenarios and tasks, including individuals with disabilities, to ensure fair and accurate accessibility testing of the ICT product or service being offered.

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 August 26, 2022, 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.

QUOTATION DUE DATE: Quotations must be received by 12:00 p.m. eastern time on September 2, 2022. 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.

To aid you in your planning and quotation development, the following information is provided as attachments to this Request for Quotation:

Attachment 1 – Performance Work Statement Attachment 2 – Schedule of Prices

Attachment 3 - Salient Characteristics for Scanner 1

Attachment 4 – Salient Characteristics for Scanner 2

Attachment 5 – RFQ Information Sheet

Attachment 6 – Additional NARA Terms and Conditions

Attachment 7 – FAR Clauses

Attachment 8 – Section 508 ICT Accessibility Requirements Statement

Contractor’s must provide the following information with their quotation. Failure to provide any of this information may result in no further consideration of your quotation:

-Attachment 2, Schedule of Prices -Attachment 5, RFQ Information Sheet

-The Representations at FAR 52.204-24 must be completed -The Representations at FAR 52.204-26 must be completed See Attachment 7 , FAR Clauses, numbers VII and VIII. The Representations are highlighted in yellow for your convenience.

-Section 508 Accessibility Conformance Report/VPAT -Contractors must provide information that demonstrate their ability to perform the services required in the Performance Work Statement.

Note: Contractors must be registered in the System for Award Management (SAM).

ATTACHMENT 1

PERFORMANCE WORK STATEMENT

FOR

INSTALLATION, TRAINING, SUPPORT SERVICES, AND PREVENTATIVE MAINTENANCE SERVICES FOR MOTION PICTURE FILM SCANNERS

1.0

BACKGROUND INFORMATION

1.1 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.

1.2 The Motion Picture Preservation Laboratory (RXMM) of Preservation Programs (RX) requires installation, training, support services, and preventative maintenance services for two motion picture film scanners.

2.0

SCOPE

2.1 Installation and Training Services

2.1.1 Installation and training services shall be completed during the same site visit.

2.1.2 Contractor shall be notified by the NARA Contracting Officer’s Representative (COR) when the products have been received by NARA.

2.1.3 Contractor shall install the motion picture film scanners, associated hardware, and software purchased under this contract.

2.1.4 Contractor shall provide onsite training on the motion picture film scanners, associated hardware, and software purchased under this contract.

2.1.5 Training shall consist of four, two-hour sessions for eight staff members. Training shall take place on two consecutive business days.

2.1.6 Contractor shall coordinate the number of training sessions per day and training times with the NARA COR.

2.1.7 Installation and training services shall be completed within 30 business days after notification that products were received.

2.1.8 Training shall be completed within seven business days after completion of scanner installation.

2.1.9 Contractor shall coordinate the installation and training services with the NARA COR.

2.1.10 Installation and training schedule shall be mutually agreed upon by the NARA COR and Contractor.

2.1.11 Contractor shall provide operating manual for the motion picture film scanners purchased under this contract. Operating manual shall be in hard copy and/or in searchable form via USB Drive.

2.1.12 Contractor shall provide schematics in hard copy or USB Drive.

2.2 Biennial Preventative Maintenance

2.2.1 Contractor shall provide two onsite preventative maintenance visits during the contract period of performance.

2.2.2 Preventative Maintenance shall be performed during the base year of the contract and during option year II of the contract.

2.2.3 Contractor shall coordinate preventative maintenance visits with the NARA COR.

2.2.4 Preventative maintenance shall be performed in accordance with the manufacturers’ specifications for the motion picture film scanners covered under this contract.

2.2.5 Preventative maintenance shall include:

· Check all electronic systems

· Check all mechanical systems

· Check calibration of cameras, sensors, and optical sound readers

· Assess film path rollers and tension

· Cleaning

· Replacing parts as needed with spares on hand or those provided by Contractor

· Additional preventative maintenance to ensure equipment is maintained in accordance with the manufacturer's specifications 2.3 Support Service

2.3.1 Contractor shall provide support services. Support services shall 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

3.0

PLACE OF PERFORMANCE AND NARA CONTRACTING OFFICER’S REPRESENTATIVE (COR)

3.1

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

National Archives and Records Administration

Motion Picture Preservation Lab

Attn: TBD

Suite B600

3301 Metzerott Road

College Park, Maryland 20740

Entrance for delivery will be via Metzerott Road.

3.2 The Contracting Officer’s Representative for this contract will be:

Name: TBD

Telephone:

Email:

4.0

PERIOD OF PERFORMANCE

4.1 The period of performance will be for one base year plus two option years.

5.0

HOURS OF OPERATION

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

6.0

TASKS AND DELIVERABLES

6.1 The deliverables are discussed in section 2.0 above.

7.0

MISCELLANEOUS

7.1 Travel expenses will be paid. Travel must be conducted in accordance with Federal Travel Regulations.

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

7.3 Contractor personnel working onsite at a NARA facility shall comply with all applicable NARA COVID-19 workplace safety protocols that may be in place at the time of scheduled service visits. The NARA COR will confirm safety protocols prior to Contractor’s scheduled service visit.

ATTACHMENT 2

SCHEDULE OF PRICES

Base Year – Months 1-12

Motion Picture Film Scanner See Attachment 3, Salient Characteristics for Scanner 1 Price inclusive of shipping cost

Motion Picture Film Scanner

See Attachment 4, Salient Characteristics for Scanner 2 Price inclusive of shipping cost

Installation of CLIN 0001 and CLIN 0002 in accordance with Attachment 1, Performance Work Statement

Training for CLIN 0001 and CLIN 0002 in accordance with Attachment 1, Performance Work Statement

Preventative Maintenance Service Visit in accordance with Attachment 1, Performance Work Statement

Travel Expenses to Perform Installation and Training Services Note: Travel must be conducted in accordance with Federal Travel Regulations.

Travel Expenses to Perform Preventative Maintenance Services Note: Travel must be conducted in accordance with Federal Travel Regulations.

RESERVE

Option Year I – Months 13-24

RESERVE

Option Year II – Months 25 - 36

Preventative Maintenance Services in accordance with Attachment 1, Performance Work Statement

Travel Expenses to Perform Preventative Maintenance Services Note: Travel must be conducted in accordance with Federal Travel Regulations.

RESERVE

NARA will evaluate submitted pricing in accordance with FAR 52.217-5.

ATTACHMENT 3

SALIENT CHARACTERISTICS

FOR MOTION PICTURE FILM SCANNER #1

(Reference Digitization)

One Scanner and workstation with appropriate software for 16mm and 35mm motion picture film capture, color correction, processing, and transcoding.

Film Handling and Formats

1. Gates for 16mm/S16mm, 35mm (4 perf)

2. Scans color and black and white. Scans reversal, negatives, prints, intermediates, and interpositives.

3. Scans silent (full frame) and composite (Academy)

4. Handles a wide range of aspect ratios including, but not limited to, 1.35:1, 1.39:1, 1.85:1, 4:3, 16:9, and 2.35:1. Able to scan anamorphic 35mm film. This may be achieved optically, through digital processing, or through a combination of optics and digital processing.

5. Scans 16mm and 35mm composite and separate optical tracks (variable area and variable density) and magnetic tracks (16mm commag)

6. Audio Heads

6.1. 16mm full coat magnetic

6.2. 35mm full coat magnetic

7. Accommodates shrinkage of up to 2.5% or more for 16mm film and 3.5% or more for 35mm film

Scanner Features

1. Operating capability of eight hours per day, five days per week

2. Continuous motion transport

3. Capture in real time (24 fps) with ability to select lower scanning speed for fragile film

4. Bayer/ Area Scan preferred

5. Film steadiness / stabilization via electronic means (optical registration) or mechanical means (ex. guide plate)

6. DPX specifications must meet SMPTE 268-2:2018. HD Video must meet ITU-R Recommendation BT.709

7. Must be compatible with 3G-SDI (SMPTE 424M) or equivalent for monitoring purposes.

8. Automatic focusing and/or manual focus with software assistance

9. Hold 2,000 ft. reel or more on cores

10. Diffuse low heat light source

11. Low running temperature able to operate continuously within an office type environment

12. Internal tri level sync generator (provision of external box is also acceptable)

13. Ability to network with current Grass Valley Edius workstations.

Data / Video Requirements

1. Minimum scanning resolution of up to 4K (4096x3112) 16mm through 35mm

2. Specific file format requirements

2.1. DPX version 1.0 or DPX version 2.0 (10 and 16 bit - in compliance with SMPTE 268-2:2018)

2.2. Uncompressed HD AVI (v210 codec)

2.3. H.264 (MP4) Including High Profile, Level 4.1

2.4. BWF/ WAV (96kHz/24bit and 48kHz/24bit)

3. 10 to 16 Bit RGB and YUV

Workstation

1. High-performance host computer preconfigured with Microsoft Windows 10 or newer OS. Solid State Drives (SSD) with a minimum of 32GB of memory.

2. RAID storage (16 to 32 TB preferred) with each SSD holding 2TB at a minimum. RAID 6 is preferred. Internal storage is preferred, but an external array (fiber channel) is also acceptable.

3. Dual port 10Gb network card or available PCIe slots for 10Gb network card. Network card connections must be RJ-45 copper to support current network cabling.

4. One or two 16:9 format LCD monitors (1920x1080 or greater) based on workstation recommendation by manufacturer

5. Ability to monitor audio

6. Hardware/software support for customer-supplied professional reference monitorJVC DT-U31PRO via 3G and/ or 6G SDI or equivalent

7. Multiple simultaneous format stream output preferred

Software

1. Appropriate software for system to comply with above specifications

Grading Panel and/ or GUI Grading Interface

Grading Panel Option

1. USB powered and operated

2. Compact dimensions

3. Trackerballs with optical pickups

4. Knobs with optical pickups

5. Displays to indicate mode and function of many controls

GUI Grading Interface Option

1. Gray balance and base calibration

2. Primary Color/ RGB/ Printer light equivalent controls

3. Lift/ Gamma/ Gain controls

4. Black and white balance controls

5. Contrast controls

6. Dye fading controls/ filter

Warranty

1. Extended warranty for three years

1.1. Hardware support

1.2. Software support and upgrades

Documentation

1. User manual in hard copy form and/ or in searchable form via USB Drive

2. Schematics in hard copy form or USB Drive

ATTACHMENT 4

SALIENT CHARACTERISTICS

FOR MOTION PICTURE FILM SCANNER #2

(Reference Digitization)

One Scanner and workstation with appropriate software for 8mm, S8mm, 16mm, S16mm, 35mm, and 65/70mm motion picture film capture, color correction, processing, and transcoding Film Handling and Formats

1. Gates for 8mm/ S8mm, 16mm/S16mm, 35mm (4 perf), and 65/70mm

2. Scans color and black and white. Scans reversal, negatives, prints, intermediates, and interpositives.

3. Scans silent (full frame) and composite (Academy).

4. Handles a wide range of aspect ratios including, but not limited to, 1.35:1, 1.39:1, 1.50:1, 1.85:1, 4:3, 16:9, and 2.35:1. Able to scan anamorphic film. This may be achieved optically, through digital processing, or through a combination of optics and digital processing.

5. Scans 16mm and 35mm composite and separate optical tracks (variable area and variable density) and magnetic tracks (16mm commag)

6. Capable of handling moderately warped material via pressure plate or similar for 16mm and 35mm.

7. Accommodates shrinkage

7.1. 8mm/S8mm - with/out mag stripe up to 2% shrinkage

7.2. 16mm/ S16mm - with/out mag stripe up to 2.5% shrinkage

7.3. 35mm - up to 3.5% shrinkage

7.4. 65/70mm - 4% shrinkage or more

Scanner Features

1. Operating capability of eight hours per day, five days per week

2. Continuous motion transport

3. Capture in real time (24 fps) with ability to select lower scanning speed for fragile film

4. Bayer/ Area Scan preferred

5. Film steadiness / stabilization via electronic means (optical registration) or mechanical means (ex. guide plate)

6. DPX specifications must meet SMPTE 268-2:2018. HD Video must meet ITU-R Recommendation BT.709

7. Must be compatible with 3G-SDI (SMPTE 424M) or equivalent for monitoring purposes.

8. Automatic focusing and/ or manual focus with software assistance

9. Hold 2,000 ft. reel or more on cores

10. Diffuse low heat light source

11. Low running temperature able to operate continuously within an office type environment

12. Internal tri level sync generator (provision of external box is also acceptable)

13. Ability to network with current Grass Valley Edius workstations.

Data / Video Requirements

1. Minimum scanning resolution of up to 4K (4096x3112) 16mm through 35mm

2. Specific file format requirements

2.1. DPX version 1.0 or DPX version 2.0 (10 and 16 bit - in compliance with SMPTE 268-2:2018)

2.2. Uncompressed HD AVI (v210 codec)

2.3. H.264 (MP4) Including High Profile, Level 4.1

2.4. BWF/ WAV (96kHz/24bit and 48kHz/24bit)

3. 10 to 16 Bit RGB and YUV

Workstation

1. High-performance host computer preconfigured with Microsoft Windows 10 or newer OS. Solid State Drives (SSD) with a minimum of 32GB of memory.

2. RAID storage (16 to 32 TB preferred) with each SSD holding 2TB at a minimum. RAID 6 is preferred. Internal storage is preferred, but an external array (fiber channel) is also acceptable.

3. Dual port 10Gb network card or available PCIe slots for 10Gb network card. Network card connections must be RJ-45 copper to support current network cabling.

4. One or two 16:9 format LCD monitors (1920x1080 or greater) based on workstation recommendation by manufacturer

5. Ability to monitor audio

6. Hardware/ software support for customer-supplied professional reference monitorJVC DT-U31PRO via 3G and/ or 6G SDI or equivalent

7. Multiple simultaneous format stream output preferred

Software

1. Appropriate software for system to comply with above specifications

2. 1 High Dynamic Range (HDR) license (if applicable)

Grading Panel and/ or GUI Grading Interface

Grading Panel Option

1. USB powered and operated

2. Compact dimensions

3. Trackerballs with optical pickups

4. Knobs with optical pickups

5. Displays to indicate mode and function of many controls

GUI Grading Interface Option

1. Gray balance and base calibration

2. Primary Color/ RGB/ Printer light equivalent controls

3. Lift/ Gamma/ Gain controls

4. Black and white balance controls

5. Contrast controls

6. Dye fading controls/ filter

Warranty

1. Extended warranty for three years

1.1. Hardware support

1.2. Software support and upgrades

Documentation

1. User manual in hard copy form and/ or in searchable form via USB Drive

2. Schematics in hard copy form or USB Drive

ATTACHMENT 5

RFQ INFORMATION SHEET

Contractors 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:

COUNTRY OF PRODUCTION: __________________________________________

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

REQUIREMENT COMPLIANCE, AS REQUIRED: YES_____ or NO_____

IPv6 COMPLIANT: YES____ NO_____ N/A _______

SECTION 508 COMPLIANT: YES_____ or NO____ Note: Accessibility Conformance Report/VPAT is required to be submitted with quotation.

Specific Terms, Conditions, and Administrative information

PAYMENT TERMS: _________________________________________________

DELIVERY DATE: _____________________________________________________

STANDARD WARRANTY INFORMATION: ___________________________________________

NAME AND ADDRESS OF QUOTER:

TELEPHONE NO (INCLUDE AREA CODE): __________________________

FAX NUMBER: ___________________________

E-MAIL ADDRESS:

ENROLLED IN SYSTEM FOR AWARD MANAGEMENT? Yes____ No____

CAGE CODE NUMBER: _____________________________________

UNIQUE ENTITY IDENTIFIER (UEI): _______________________________________

Vendor 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 6

ADDITIONAL NARA TERMS AND CONDITIONS

(Addenda to FAR clause 52.212-4)

I. GOVERNMENT CONTRACT ADMINISTRATION

A. This purchase order will be administered by:

National Archives and Records Administration

Office of the Chief Acquisition Officer, Code Z

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 delivery order. Written communication to the Contract Specialist (CS) must make reference to the delivery 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 contract terms, conditions, requirements, specifications, details and/or delivery schedules; make final decisions on disputed deductions from delivery order payments for non-performance or unsatisfactory performance; terminate the delivery 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.

D. Contracting Officer’s Representative (COR)

COR: TBD

Telephone:

Email:

The individual named above is designated as the Contracting Officer's Representative (COR) to assist the Contracting Officer in the discharge of the Contracting Officer's responsibilities. The COR is responsible for monitoring, giving progress reports to the Contract Specialist, and overall technical surveillance of services to be performed under this contract and should be contacted regarding questions or problems of a technical nature. In no event will any understanding or agreement, modification, change order, or other matter deviating from the terms of the contract between the Contractor and any person other than the Contracting Officer be effective or binding upon the Government.

(a) When, in the opinion of the Contractor, the COR requests effort outside the existing scope of the contract, the Contractor must promptly notify the Contracting Officer in writing.

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

(c) The responsibilities of the COR include, but are not limited to, the following:

(1) Serve 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.

(2) Responsible for the inspection and acceptance of the services performed and determining the adequacy of performance by the Contractor in accordance with the terms and conditions of this contract.

(3) Confer with representatives of the Contractor regarding any non-performance or unsatisfactory performance; follow through to assure that all non-performance or unsatisfactory performance is performed/corrected or payment adjustment is recommended to the Contract Specialist/Contracting Officer.

(4) Review and certify invoices in accordance with invoicing instructions of the contract. Maintain a file with copies of these documents.

(5) Review and evaluate Contractor's deliverables.

(6) Advise the Contract Specialist of any performance problems and make recommendations for corrective action to correct performance issues.

(7) Furnish the Contract Specialist with any requests for change, deviation, or waiver (whether generated by Government personnel or Contractor personnel), including all supporting paperwork in connection with such change, deviation, or waiver.

(8) Submit a written evaluation to the Contract Specialist/Contracting Officer within 60 days of contract completion or annually on the anniversary date for contracts that include options. The evaluation should include:

(i) The quality and timeliness of the Contractor's performance; and

(ii) A statement as to the uses made of any deliverables furnished by the

Contractor.

II. ELECTRONIC INVOICING AND PAYMENT REQUIREMENTS – INVOICE PROCESSING PLATFORM (IPP)

Payment requests must be submitted electronically through the U. S. Department of the Treasury's Invoice Processing Platform System (IPP). IPP is a secure web-based electronic invoicing and payment information system. This service is provided by the U.S. Treasury’s Bureau of the Fiscal Service free of charge to federal agencies and contractors. IPP allows contractors to view information regarding their contracts and orders, electronically submit invoices and view payment information.

"Payment request" means any request for contract financing payment or invoice payment by the vendor. 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 Items included in commercial item contracts.

The IPP website address is: https://www.ipp.gov.

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

Vendor 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 vendor must use the IPP website to register, access, and use IPP for submitting requests for payment. Vendor 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 on (866) 973-3131.

If the vendor is unable to comply with the requirement to use IPP for submitting invoices for payment, the vendor must submit a waiver request in writing to the Contracting Officer when they submit their quotation.

III. ORIGINAL EQUIPMENT MANUFACTURER (OEM)

NARA requires that all products be purchased from “Original Equipment Manufacturer (OEM) Authorized/certified Vendor’s Only.” All vendors 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.

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 contractors, including those for maintenance.

If the Vendor comes into possession of an electronic storage device that may contain PII, the Vendor will immediately notify the Contracting Officer and return the electronic storage device and will not access, disclose, release, disseminate, or publish any of the information on the electronic storage device.

V. INTERNET PROTOCOL

The Contractor shall ensure that all systems, including hardware, software, firmware, and/or network components developed, procured, or acquired in support and/or performance of this contract using the Internet Protocol (IP) are developed and used, in accordance with, commercial standards of Internet Protocol (IP) version 6 (IPv6) as set forth in the USGv6 Profile. All products or systems using the Internet Protocol may maintain provisions for IPv4 backward compatibility for non-governmental use.

VI. 508 ACCEPTANCE CRITERIA

Prior to acceptance, the government reserves the right to perform testing on required ICT items to validate the offeror’s Section 508 conformance claims. If the government determines that Section 508 conformance claims provided by the offeror represent a higher level of conformance than what is actually provided to the agency, the government shall, at its option, require the offeror to remediate the item to align with the offeror’s original Section 508 conformance claims prior to acceptance.

VII.

DELIVERY

Products shall be shipped to the following address:

National Archives at College Park

ATTN: TBD

Room B600

3301 Metzerott Road

College Park, MD 20740

VIII.

REIMBURSEMENT OF TRAVEL COSTS

A. The Government shall reimburse the Contractor for non-local travel costs only in support of this effort upon the Contractor’s submission of an invoice in accordance with the contract’s “Electronic Invoicing and Payment Requirements – Invoice Processing Platform (IPP)” clause.

B. Local Travel. The cost of local travel, meal, and/or incidental expenses will not be reimbursed for Contractor performance within a 60-mile radius of contractor’s location in reference to work site or if the contractor or personnel is located within a 60-mile radius of Washington, DC.

C. Non-Local Travel. Areas of travel, the Contractor must travel to in order to support this effort outside of a 60-mile radius stipulated in paragraph b, Local Travel above.

D. Requests for travel related to this effort must be submitted to the NARA COR or Contract Specialist in writing for approval prior to travel. The Contractor must receive prior written approval by the NARA COR or Contract Specialist before engaging in non-local travel to support this effort.

E. All non-local travel must be performed in accordance with Federal Travel Regulations (FTR). Reimbursement of non-local travel costs shall be limited to reasonable coach airfare rates and Federal Travel Directory per diem and car rentals, as applicable, in effect for the area at the time of the travel.

F. No handling charges, indirect costs, profit, or fee shall be reimbursed for the non-local travel costs.

G. The Contractor shall notify the NARA COR in the event that travel costs are expected to exceed the not to exceed (NTE) price set aside for each performance period. The Contracting Officer must approve any change in the NTE travel price.

IX. COVID-19 HEALTH SCREENING AND MASK-WEARING REQUIREMENTS

In response to the COVID-19 pandemic, the National Archives and Records Administration (NARA) implemented health and safety measures to protect its workforce and to reduce the spread of COVID-19. The most effective ways to limit the spread of COVID-19 in the workplace are the proper use of personal protective equipment (PPE), social distancing, good personal hygiene, and other related precautions recommended by the Centers for Disease Control and Prevention (CDC). NARA’s health and safety protocols, health screening procedures, and health screening inventory are outlined below and must be provided to every contractor working at a NARA facility.

Note: Please provide all contractor employees working under this contract a copy of the Health Screening Procedures and Health Screening Inventory.

I. COVID-19 Testing and Vaccination Attestation COVID-19 testing is not required for contractors who are not fully vaccinated working in facilities where the community levels are Low. Contractors are still required to complete and carry on their person a COVID-19 vaccination attestation form at all community levels, even though they will not be required to show the form to designated officials during Low community levels. The Safer Federal Workforce Task Force is currently reconsidering these workplace safety measures and may change these requirements in future guidance.

II. HEALTH SCREENING

All contractors who are scheduled to work at a NARA facility must assess their own health before reporting to work. NARA will not check temperatures or ask your employees questions about their health. However, NARA may deny them access to the facility or send them home if they are showing obvious signs of illness (e.g. shaking, chills, flushed appearance, vomiting). NARA will only obtain the minimum health status information necessary to protect the health of other facility occupants. NARA will maintain their privacy and protect all health-related information obtained.

A. Procedure

1. Temperature Checks. All NARA employees and contractors are required to check their temperatures on the days they are scheduled to work at a NARA facility. They must check their temperature at home, before reporting for duty.

2. Complete the health screening inventory. After checking their temperature and before reporting to the NARA workplace, your employees must answer each of the “yes” or “no” questions provided in paragraph B, Health Screening Inventory.

a. If your employee responds “yes” to any question on the health screening inventory:

(1) They must not report for duty to the NARA facility. They must immediately contact their project manager/supervisor and let him or her know that they answered “yes” to at least one question.

(2) If they were in the NARA facility within two weeks of experiencing symptoms, they must provide their project manager/supervisor with information necessary for NARA to conduct contact tracing. Once the information is obtained, the project manager/supervisor must provide the employee’s responses to the Contracting Officer’s Representative (COR). The project manager/supervisor must ask the employee the following questions:

i. Were you in the facility in the last two days before you first felt ill or were diagnosed, or within 14 days after you came in close contact with someone diagnosed with COVID-19?

ii. Where did you spend the majority of your time in the facility?

iii. Was there anyone else in the facility who you were within 6 feet of for a total of 15 minutes or more over a 24-hour period?

(3) If your employee was diagnosed with COVID-19, tested positive, is experiencing symptoms, or was exposed to someone else who has COVID-19, they should be placed on 10 calendar days of home isolation. They may return to work at the NARA workplace at the end of the 10-day isolation period, only if they are free of COVID-19 related symptoms

(4) Seek medical attention.

b. If your employee responds “no” to all questions on the health screening inventory, they may report to work as scheduled.

B. Health Screening Inventory

Note: Your employee must answer the following questions to the best of their ability:

1. Have you experienced any symptoms of COVID-19 in the past 48 hours? Do not include symptoms that are explained by something other than respiratory illness (e.g. allergies, asthma, an illness that has been diagnosed as something other than COVID-19, routine aches, pain, or headaches that you normally experience). The following is a list of COVID-19 symptoms recognized by the CDC. Check the CDC website for the latest updates.

Elevated temperature, fever, or chills

[ ] Yes [ ] No

Cough

Shortness of breath or difficulty breathing

Fatigue

Muscle or body aches

Headache

New loss of taste or smell

Sore throat

Congestion or runny nose

Nausea or vomiting

Diarrhea

2. Have you been diagnosed with COVID-19 (with or without symptoms), are you currently waiting on the results of a COVID-19 test due to an exposure or symptoms, or has a health care provider advised you to stay at home or otherwise self-isolate?

3. In the past 14 days, have you been in close physical contact (within 6 feet for longer than 15 minutes) with a person who has been diagnosed with COVID-19 or experienced COVID-19 symptoms?

[ ] Yes [ ] No

4. Have you traveled out of State or out of the country in the past 10 days (with no COVID test) or in the past 7 days (if you have been tested since returning)?

[ ] Yes [ ] No

III. MASK-WEARING AND PHYSICAL DISTANCING

On January 20, 2021, President Biden signed Executive Order 13991, Protecting the Federal Workforce and Requiring Mask-Wearing. The goal of the Executive order was to halt the spread of COVID-19 by relying on the best available data and science-based public health measures. These measures included wearing face masks, physical distancing and other related precautions recommended by the Centers for Disease Control and Prevention (CDC). NARA implemented these health and safety measures to protect our workforce and to reduce the spread of COVID-19.

A. As of March 9, 2022, NARA no longer requires face coverings for facility occupants in areas where the community levels are Medium or Low. This applies regardless of the individual's vaccination status. Your employees are permitted to voluntarily wear a face covering in Medium and Low if they so choose. Face coverings are still required, however, for all passengers on the AI/AII shuttle, at all community levels. All building occupants must continue to maintain a six-foot physical distance between others (except museum visitors in pods) at all times while in NARA facilities.

B. In accordance with CDC guidelines, an “Appropriate” face mask covers the nose and mouth, does not have an exhaust valve or vent, and does not display offensive words, images, or logos. NARA allows our employees to provide their own face masks if they meet our definition of “appropriate”. If it is consistent with your policy, you may allow your employees to wear their own appropriate face masks.

Note: The CDC COVID-19 website remains the authoritative source for facts about how to protect yourself and your family from COVID-19, and how to recognize symptoms of the virus. The site is frequently updated with virus guidance and provides updated travel advisories. It is wise to review the CDC website regularly for updated guidance.

ATTACHMENT 7

FAR CLAUSES

I.

IMPORTANT INFORMATION FOR CONTRACTORS: Depending on the final results of the award, the resulting order from this solicitation will include some or all of the following FAR clauses:

FAR 52.212-1, Instructions to Offerors—Commercial Item (Nov 2021); FAR 52.212-3, Offeror Representations and Certifications - Commercial Items (May 2022) – An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically via the System for Award Management (SAM) website accessed through http://www.acquisition.gov. If an offeror has not completed the annual representations and certifications electronically, the offeror shall complete only paragraphs (c) through (v) of this provision; FAR 52.212-4, Contract Terms and Conditions - Commercial Items (Nov 2021) -- see Attachment 4, Additional NARA Terms and Conditions for Addenda to this clause.

II.

52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Products and Commercial Services (May 2022)

(a) The Contractor shall comply with the following Federal Acquisition Regulation (FAR) clauses, which are incorporated in this contract by reference, to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

(1) 52.203-19, Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements (Jan 2017) (section 743 of Division E, Title VII, of the Consolidated and Further Continuing Appropriations Act, 2015 (Pub. L. 113-235) and its successor provisions in subsequent appropriations acts (and as extended in continuing resolutions)).

(2) 52.204-23, Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities (Nov 2021) (Section 1634 of Pub. L. 115-91).

(3) 52.204-25, Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (Nov 2021) (Section 889(a)(1)(A) of Pub. L. 115-232).

(4) 52.209-10, Prohibition on Contracting with Inverted Domestic Corporations (Nov 2015).

(5) 52.233-3, Protest After Award (Aug 1996) ( 31 U.S.C. 3553).

(6) 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Public Laws 108-77 and 108-78 ( 19 U.S.C. 3805 note)).

(b) The Contractor shall comply with the FAR clauses in this paragraph (b) that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial products and commercial services:

_X_ (1) 52.203-6, Restrictions on Subcontractor Sales to the Government (Jun 2020), with Alternate I (Nov 2021) ( 41 U.S.C. 4704 and 10 U.S.C. 2402).

__ (2) 52.203-13, Contractor Code of Business Ethics and Conduct (Nov 2021) ( 41 U.S.C. 3509)).

__ (3) 52.203-15, Whistleblower Protections under the American Recovery and Reinvestment Act of 2009 (Jun 2010) (Section 1553 of Pub. L. 111-5). (Applies to contracts funded by the American Recovery and Reinvestment Act of 2009.)

_X_ (4) 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards (Jun 2020) (Pub. L. 109-282) ( 31 U.S.C. 6101 note).

__ (5) [Reserved].

__ (6) 52.204-14, Service Contract Reporting Requirements (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

__ (7) 52.204-15, Service Contract Reporting Requirements for Indefinite-Delivery Contracts (Oct 2016) (Pub. L. 111-117, section 743 of Div. C).

_X_ (8) 52.209-6, Protecting the Government’s Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment. (Nov 2021) ( 31 U.S.C. 6101 note).

_X_ (9) 52.209-9, Updates of Publicly Available Information Regarding Responsibility Matters (Oct 2018) ( 41 U.S.C. 2313).

__ (10) [Reserved].

__ (11) 52.219-3, Notice of HUBZone Set-Aside or Sole-Source Award (Sep 2021) ( 15 U.S.C. 657a).

__ (12) 52.219-4, Notice of Price Evaluation Preference for HUBZone Small Business Concerns (Sep 2021) (if the offeror elects to waive the preference, it shall so indicate in its offer) ( 15 U.S.C. 657a).

__ (13) [Reserved]

__ (14)

(i) 52.219-6, Notice of Total Small Business Set-Aside (Nov 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-6.

__ (15)

(i) 52.219-7, Notice of Partial Small Business Set-Aside (Nov 2020) ( 15 U.S.C. 644).

__ (ii) Alternate I (Mar 2020) of 52.219-7.

__ (16) 52.219-8, Utilization of Small Business Concerns (Oct 2018) ( 15 U.S.C.