Online Paper Store Final SOW Revised 100711.doc

Solicitation -Online Paper12

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2. CONTRACT NUMBER

To be issued after award

3. SOLICITATION NUMBER

GPO-ONLINE PAPER 12

4. TYPE OF SOLICITATION

SEALED BID (IFB)

X NEGOTIATED (RFP)

5. DATE ISSUED

Revised 10/7/11

6. REQUISITION/PURCHASE NO.

7. ISSUED BY

CODE

8. ADDRESS OFFER TO (If other than Item 7)

U.S. Government Printing Office – Acquisition Services Division

732 North Capitol and H Streets, NW

Room A332 Stop CSAS

Washington, DC 20401

Beverly Williams

U.S. Government Printing Office

Bid Room, Room C-161 Stop CSAS

Washington, DC 20404

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”

9.Sealed offers in original and 7 copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in Room C-161, until 3:00pm local time, Tuesday, October 17, 2011.

CAUTION ( LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

INFORMATION

CALL:

31200 bwilliams@gpo.gov

11. TABLE OF CONTENTS

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within _____ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

CALENDAR DAYS

(The offeror acknowledges receipt of amendments to the

SOLICITATION for offerors and related documents numbered and dated):

FACILITY

16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

AND

OFFER (Type or print)

ADDRESS

OF

OFFEROR

15C. CHECK IF REMITTANCE

AREA CODE

NUMBER

EXT.

ADDRESS IS DIFFERENT FROM ABOVE - ENTER SUCH ADDRESS IN SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

FORMCHECKBOX

10 U.S.C. 2304(c) ( )

FORMCHECKBOX

41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

24. ADMINISTERED BY (If other than Item 7)

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print)

Beverly Williams

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

SECTION B: SUPPLIES OR SERVICES AND PRICES/COST

B.1 GENERAL DESCRIPTION

This is an Indefinite Delivery Indefinite Quantity Contract with a “Not to Exceed” (NTE) ceiling amount for supplying copier paper to customers throughout the United States. The Contractor shall provide all labor, materials, and supplies needed to perform all requirements set forth in this contract at the Firm Fixed Prices set forth in Attachment 1. Price includes all cost/price (e.g. overhead, G&A, profit, etc.) associated with each item. Supplies shall be provided in accordance with the terms and conditions set forth herein. The contract includes a base year and four (4) option periods.

B.2 PERIOD OF PERFORMANCE

Base Period: Date of Award through September 30, 2012

Option Year One October 1, 2012 through September 30, 2013.

Option Year Two October 1, 2013 through September 30, 2014.

Option Year Three October 1, 2014 through September 30, 2015.

Option Year Four October 1, 2015 through September 30, 2016.

In the event the Government exercises its option to extend the contract, the prices in effect for the previous year will remain in effect for the option years, subject to modification by the economic price adjustment (MMAR 52.216-2).

B.3 SCHEDULE

See Attachment 1

*NOTE: Estimated Quantity (Cartons) listed on Attachment 1 is for accessing pricing only. It does not represent any order quantities for any period of time.

Base Year: Date of Award through September 30, 2012

SECTION C: Statement of Work - Descriptions/ Specifications C.1.

BACKGROUND:

GPO has been purchasing paper for 150 years. Currently, GPO provides a full catalog of printing, duplicating and copy paper products to GPO’s customers. GPO also provides a full array of functions and activities to complete the copier paper cycle from wholesale to final use. These functions and activities include contracting, selection, quality assurance, pricing, promotion, delivery schedules, delivery, support, and customer service. In 2007, GPO expanded its marketing and delivery of paper beyond Washington, DC to include the entire continental United States. GPO plans to further expand by including other office paper products and by expanding its customer market base.

C.2.

SCOPE:

GPO is seeking a single contractor to expand the services GPO currently provides to its customers for sales and distribution of copier paper. This Request for Proposal (RFP) seeks a contractor that can provide copier paper to GPO’s customers through a web-based online order taking and fulfillment system . The contractor shall be responsible for the delivery of the products to GPO’s customers throughout the area of coverage on behalf of the GPO. All postconsumer fiber copier paper supplied under this contract must meet the minimum content standards of 30, 50 and 100 percent postconsumer fiber.

C.3.

OBJECTIVES:

GPO seeks to improve the services that it provides to its customers and to expand its current offerings on the GPO Online Paper Store (OPS). GPO is seeking a single contractor to:

(a) Develop, host, and maintain a Web site to be accessible by GPO customers to place orders for office paper products. The Web site shall also include dynamic online tutorials for customers.

(b) Be responsible for delivering copier paper (ranging in quantities from a single carton to multiple skids) to fulfill customer orders throughout the area of coverage. The contractor must maintain a maximum standard delivery schedule of 24-48 hours, throughout the continental United States. The delivery schedule begins at the time the customer submits the order.

(c) Implement a comprehensive marketing program that spans the life of the contract to attract and retain OPS customers.

(d) Provide full customer service and handle all customer inquiries and complaints. (GPO retains the unilateral right to intervene at the request of the customer at any point in the inquiry or complaint).

(e) Provide most favored pricing for all contract line items as stated in Attachment 1. Pricing shall include a 7% cost recovery fee for GPO. This pricing is listed on the GPO OPS Web site and is the price provided to the customer.

(f) Provide GPO personnel access and download ability for all OPS customer-related data from the OPS Web site at any time, covering any time span, or upon request.

C.4

MINIMUM CONTENT STANDARDS FOR PAPER

The JCP paper specification standards, referenced in this solicitation, comply fully with the intent of Pub. L. 94-580, the Resources Conservation and Recovery Act (RCRA), and Pub. L. 96-482, the Solid Waste Amendments of 1984, and associated Presidential Executive Orders. Where practicable, the standards meet or exceed the recommended guidance provided in the Environmental Protection Agency’s Comprehensive Procurement Guidelines program authorized by Congress under Section 6002 (PDF) of RCRA. The minimum content requirement for postconsumer fiber, as applicable, has been summarized for each JCPO-61 and JCP Code O-65 item required in this solicitation and included in Attachment 3.

Generally, the postconsumer fiber content follows the Government Paper Specification Standards. In some instances, GPO requires a minimum content that is different from what is stated in the Government paper specifications book. The minimum content requirements (in Attachment 3, Qualified Products List) are mandatory for all paper lots identified as JCP Code O-65 as specified in this solicitation.

C.5 PERFORMANCE

Shipments of any product shall perform satisfactorily on laser printer and high speed photocopying equipment. There shall not be more than one paper caused jam or one document with unacceptable image quality due to the paper per 5,000 continuous-copy run at atmospheric conditions of 21 +5.5 oC and 50 +20% relative humidity.

C.6

ONLINE ORDERING AND FULFILLMENT REQUIREMENTS:

(a) The contractor shall provide a secure online ordering system allowing GPO’s customers to place orders via the contractor’s Web site seamlessly linked to the GPO Web site. A secure online ordering system means:

i. The Web site employs Secure Sockets Layer (SSL) version 3 to encrypt all user login and password entry screens to the Web site, and requires Advanced Encryption Standard (AES) or Triple Data Encryption Standard (DES) encryption to be used. The Web site does not permit any other encryption methods to be used.

ii. The Web site’s SSL certificate shall work with all standard web browsers available on the Internet (Microsoft Internet Explorer, Safari, Firefox, etc.).

iii. The Web site prevents previous user logon sessions from being replayed.

iv. User passwords shall be at least 8 alphanumeric characters long and require:

a. At least one upper case character

b. At least one lower case character

c. At least one number

(b) The contractor’s Web site must be equipped to accept and process customer applications for use of this service. During the application process, a temporary password shall be emailed to the customer’s government email address (customer’s email address shall also serve as the customer’s username ) to confirm email is valid and for the completion of the registration process. Non-credit card accounts must be set-up, activated by the contractor, and provided to the OPS customer within the same day of receiving a valid customer application submission. If the customer’s Billing Address Code (BAC) is valid (list of valid BACs to be provided by GPO), the account shall be created immediately by an automated Web site validation procedure and if not, the customer shall be referred to their GPO National Account Manager (NAM) to set up a valid BAC. The credit card application process shall be seamless, automated, and void of any manual input on the contractor’s part. Customer credit card accounts shall be activated the day of account application submission. The appropriate individuals at GPO shall be notified when a customer, both credit card and non-credit card, starts the application process.

(c) The contractor shall allow GPO personnel access to all historical and current customer activity and data.

(d) The contractor’s online application is required to accept valid Government credit cards for payment, and is required to comply with the following:

i. Contractor must meet Payment Card Industry Data Security Standards (PCI DSS) and must be certified for PCI DSS operations.

ii. Contractor must encrypt all credit card numbers using Federal Information Processing Standard (FIPS) compliant encryption, Triple Data Encryption Standard (DES) or Advanced Encryption Standard (AES) encryption when credit card numbers are stored or when credit card numbers are transmitted over a computer network

iii. No credit card number shall ever be transmitted over a computer network without FIPS compliant encryption protection.

iv. No credit card number shall ever be stored in a database without FIPS compliant encryption protection. GPO must be notified immediately if the contractor ever detects a breach of the contractor’s system in which credit card numbers are believed to have been copied or compromised.

(e) The contractor’s Web site must be able to allow a “guest” to browse through the product offerings and order from the Web site with a valid government credit card.

(f) The contractor’s Web site shall include a product catalog with product descriptions and pricing information.

(g) The contractor’s Web site shall create customer receipts immediately at the end of the order transaction as well as a tracking feature for customers to monitor their orders. Receipts shall be available immediately to GPO electronically at any time. All invoices shall be searchable through fields, such as: customer name, date of order, products ordered, etc.

(h) The contractor’s Web site shall have the capability of capturing all delivery information, such as addresses (including those for multiple destinations and all previously entered addresses); instructions for inside delivery; security screening procedures; loading dock restrictions; and, any other pertinent data.

(i) The contractor shall be responsible for hosting the data and for having the ability to transmit all necessary data electronically as an Excel or text file using the Web site’s established or ad hoc reporting features.

(j) The contractor shall support the renewal of customer participation in the GPO OPS Program annually for each OPS customer by providing customer contact information and by inactivating and activating accounts as specified by GPO. In addition, the contractor’s Web site shall provide a reminder upon log-in to all non-credit card customers of the annual renewal in August of each year.

(k) The contractor shall service all customers desiring to place orders under this contract.

(l) The contractor shall complete each customer transaction within two business days from time of order submission and provide record of order process and delivery at any time as requested by GPO personnel or the customer.

(m) The contractor shall allow for a customer to input a unique Customer Reference Code (e.g. Line of Accounting (LOA), purchase order or work order number, etc.) in order for the customer to be able to tag an order with internal tracking information. This field may require up to 250 characters.

(n) The contractor shall provide at least 99.9% Web site availability and a Web site load time of less than 2 seconds for 100 KB of data. The net bit rate shall be at least 1 Mbps for downloading data from the Web site. Web site shall not ever be unavailable for more than 43 minutes per month. If Web site is ever unavailable or scheduled to be down, contractor shall contact GPO post haste. If Web site is ever unavailable for longer than 43 minutes or down during normal business day hours, then a penalty shall be considered for potential loss of revenue. Penalty will be calculated using a formula to calculate potential sales lost as it relates to total annual revenue.

(o) The Web site shall be available 24 hours a day, 7 days a week and 365 days a year for accepting and processing customer orders.

(p) The contractor’s Web site shall be accessible to mobile users for submission of orders through an interface designed for access through standard mobile devices.

C.7

DISTRIBUTION AND SERVICE REQUIREMENTS:

(a) The contractor shall have an existing network of distribution outlets located throughout the United States to be capable of meeting the standard delivery schedule in this Statement of Work. As part of your proposal, please include any available retail stores.

(b) The contractor shall handle all product quality and service complaints directly with the customer. If there is a problem with an order at the fault of the contractor, or a dispute, the contractor shall have a dispute resolution process in place. The contractor shall provide a reasonable resolution to the customer for all quality and performance issues including delinquent, incorrect, out-of-stock, and late orders. All problems must be resolved within 24 hours from the time the complaint is received by the contractor. Substitutions are only allowed if agreed to by the customer prior to delivery. Substitutions agreed to by the customer shall be provided at the contract price.

(c) The contractor shall provide a dedicated 24 hours a day, 7 days a week and 365 days a year hotline (phone number) for customers in need of assistance. The hotline is required to be manned during normal business hours. Otherwise customers may leave a message and must receive a call back no later than the next business day.

(d) The contractor shall provide a dedicated team of employees to service the contract.

(e) The contractor may use subcontractors to complete certain obligations as necessary. However, in all instances of subcontracting, the contractor is ultimately responsible for delivering compliance to all solicitation requirements in Section C and all components herein. All subcontracting agreements must be approved by GPO in advance.

(f) GPO retains the unilateral right to intervene at the customer’s request at any time during the contract.

C.8

TRAINING AND MARKETING REQUIREMENTS:

The contractor shall be responsible for a variety of marketing activities to promote the OPS program to all customers. Offerors must describe their approach to marketing the OPS program in their responses which, at the minimum, must address the following requirements:

(a) The contractor shall provide training to familiarize GPO personnel and all customers with the range of services the contractor shall provide and how to successfully navigate the Web site and obtain data downloads. This contractor-provided training for GPO personnel and customers shall be webinar based and shall occur as needed. The contractor shall also train all contractor employees about the GPO OPS. The contractor must provide GPO with a presentation of how this training shall be approached and executed.

(b) The contractor shall work with GPO personnel to execute a significant marketing strategy, and the use of a variety of modern mass media tools, in an effort to target buyers and attract new customers across the area of coverage. This marketing effort includes general awareness, product specific marketing, targeted customer marketing, and use of a variety of selected modern mass media tools for growth (e.g. social media, etc). The marketing plan shall correspond to the scale of customer’s paper needs throughout the area of coverage. The contractor shall use an aggressive marketing strategy for GPO OPS. The contractor shall provide targeted campaigns to new and existing customers on the various components of OPS.

The contractor shall provide GPO with a detailed and committed fiscal year marketing budget strictly for the efforts of the OPS program.

(c) Purchases under this contract are considered procurements through the GPO. Accordingly, the contractor shall add OPS branding to all customer interaction points. The GPO OPS brand shall be dominant. Contractor shall work with the GPO brand manager to develop brand and appropriate brand use.

(d) On a quarterly basis, the contractor shall provide regular trend data on customers including purchase behavior, geographical trends, and program statistics/metrics.

(e) The contractor shall provide marketing and promotional signs onsite, near the point of sale, which targets new and potential program customers at any and all of the contractor’s retail outlets included as part of the Online Paper Store Program.

(f) Following the award of the contract, the contractor shall submit a detailed fiscal marketing plan for the OPS program prior to the program launch. This marketing plan shall then be reviewed annually and monitored for progress by GPO. In addition to the marketing requirements above, the contractor is expected to include in the fiscal marketing plan the following:

i. A paper products market analysis and research on the positioning of the OPS in the market place and public sector arena. This includes data on all public sector spend on paper.

ii. Samples of the design of the co-branded materials referenced in any of the areas above.

iii. Detailed revenue and growth goals for each product line and how these goals shall be measured.

C.9

FINANCIAL REQUIREMENTS:

(a) The contractor shall provide real-time updates and online database access to all invoices and account activity by customer groups and specific users including the date, cost, product, product description, quantity ordered and all units of measure, date ordered and date delivered. Master access shall also be designated to supervisors who can oversee the account activity of several users within their customer group. Master access to all accounts shall be provided to appropriate GPO personnel immediately at time of request. All records shall be retained by the contractor throughout the life of the contract and be made readily available to GPO personnel from the Web site’s reporting features.

(b) The contractor shall handle all billing questions, invoice disputes and issues related to each order, whether in progress or closed out.

(c) The contractor shall have the capability to accept credit card payment at the customer’s option. The contractor shall indemnify and hold GPO and the U.S. Government harmless and the contractor assumes full liability and responsibility for the loss, misuse, or fraudulent (by contractor or its employees or agents) use of any and all credit card information obtained from GPO-designated customers relating to this agreement.

(d) The contractor shall allow for Point of Sale (POS) through a credit card as well as utilizing GPO’s Billing Account System through the customer’s BAC.

(e) For credit card sales, the contractor shall provide a corporate check to GPO in the amount equal to the 7% cost recovery fee for GPO of the total credit card sales each month for the previous month’s activity. In addition, an Excel report detailing the previous month’s sales shall be submitted to opsccreports@gpo.gov and a printed copy of the report shall accompany the check. This report shall include at a minimum: customer name, customer email, last 4 digits of credit card number, jacket number, agency requisition number, BAC, fiscal year, billing amount, invoice date, invoice number, account type, net amount due, order number, date of order, product purchased, quantity ordered, item pricing per contract, retail price of items, delivery address, and date of shipment.

(f) For non-credit card sales, the contractor shall submit an electronic invoicing file to GPO on a weekly basis and shall be in a text format and an Excel format as explained in Attachment 4. Time of submission of electronic invoicing file shall be in accordance with the timeframe as agreed to by GPO and the contractor. The invoice file shall include the fields: Jacket Number, Agency Requisition Number, Billing Address Code, Fiscal Year, Sign of Billing Amount, Billing Amount, Customer Account ID, Invoice Date, Invoice Number, Agency Job Reference, GPO Payment Number, Payment Method Flag, and Line of Accounting as specified on the record layout in Attachment 4.

(g) GPO shall pay this total bill, less the 7% cost recovery fee, via Electronic Funds Transfer within 30 days of receipt.

(h) The contractor shall be paid for only those services actually performed.

(i) The contractor shall be required to furnish signed delivery receipts to GPO whenever there is a perceived discrepancy. In the case of a multiple destinations order, receipts for each destination shall be required. Signed delivery receipts shall include the printed name as well as the signature of the individual receiving the product.

(j) The contractor’s online price shall be inclusive of the 7% cost recovery fee for GPO.

C.10

DATABASE, REPORTING & MEETING REQUIREMENTS:

The contractor shall provide and create databases necessary to assist in the administration of this procurement vehicle.

The contractor shall accurately report the dollar value, in U.S. dollars, of all sales under this contract weekly and monthly. The contractor shall submit consistent and timely weekly and monthly production reports each week and month to the GPO detailing the program activities completed by the contractor for the previous week and previous month. Time of submission of both weekly and monthly reports shall be in accordance with the timeframe agreed to by GPO and the contractor. The contractor shall submit reports for additional timeframes as may be required by GPO. The contractor shall maintain a consistent accounting method to report sales based on the contractor’s established commercial accounting practice. Reports are to be sent by the contractor in a consistent and timely manner to GPO as specified each week and each month or it shall be considered as not in compliance with contract specifications. All data must be organized in a standard fashion and available to GPO at all times in order to provide seamless program upgrades, and transitions or changes in contractor.

Contractor shall participate in meetings/conference calls with GPO on an as needed basis. All contractor key personnel responsible for the performance of this contract shall attend. Meetings shall last the time necessary to discuss program activities and issues and establish dates for their resolution.

The contractor shall provide the following reports on a monthly basis: Summary Report, Transactional Report, Log Report, Quality Control Report, and Action Item Report. The reports must be in a Microsoft Excel spreadsheet format and at a minimum must include the information, itemized by each individual customer, listed below.

Summary Report - Key Performance Indicators (KPI):

(1) Total number of cartons sold

(2) Credit card sales vs. Non-credit card sales

(3) Sales by region – DC area vs. outside DC area segmented by GPO region

(4) Web hit statistics

Transactional Report:

(1) First and last name of customer (2) Street address of customer (3) City of customer (4) State of customer (5) Customer BAC (6) Customer account number (7) Customer email address (8) Date and time of order (9) Date and time of delivery

(10) Method of delivery

(11) Item description

(12) Unit of measure (i.e. standard unit of measure is cartons for paper)

(13) Quantity purchased

(14) Dollar value of each item purchased

(15) Payment method

(16) Order line price

(17) Order line discount

(18) Distribution Outlet fulfilling the order

Log Report:

(1) Log of registered customers including all account information. This log shall include the date and time customer submitted application and the date and time the account was set-up and activated.

(2) Log of Web site hit analysis, uptime, page load time, and bit rate transfer

(3) Log of new customers and inactive customers Quality Control Report:

(1) For each customer:

i. Name of customer

ii. Customer email address

iii. Customer account number

iv. Nature and number of quality complaints; pending and resolved Action Item Report:

(1) Log and status report of all prior action items from previous meeting or per COTR’s request.

SECTION D: PACKAGING AND MARKING

D.1.

PACKAGING:

For 8 ½ x 11 copier paper:

The copier paper shall be wrapped and securely sealed in 500-sheet packages in a moisture resistant commercial wrapping (such as a material having a vapor transmission rate equal to or less than that of one mil polyethylene). The copier paper shall be packed 10 packages per carton, 40 cartons per pallet. Any prescribed marking or labeling required for an individual job shall be included with each order. The cartons shall be securely banded or shrink wrapped on pallet.

For 8-1/2 x 14” copier paper:

The copier paper shall be wrapped and securely sealed in 500-sheet packages in a moisture resistant commercial wrapping (such as a material having a vapor transmission rate equal to or less than that of one mil polyethylene). The copier paper shall be packed 10 packages per carton, 32 cartons per skid or pallet. Any prescribed marking or labeling required for an individual job shall be included with each order. The cartons shall be securely banded or shrink wrapped on skids.

For 11 x 17” copier paper:

The copier paper shall be wrapped and securely sealed in 500-sheet packages in a moisture resistant commercial wrapping (such as a material having a vapor transmission rate equal to or less than that of one mil polyethylene). The copier paper shall be packed 5 packages per carton, 40 cartons per skid or pallet. Any prescribed marking or labeling required for an individual job shall be included with each order. The cartons shall be securely banded or shrink wrapped on skids.

D.2.

LABELING AND MARKING:

(a) All cartons and pallets must be distinctly marked with labels to show the type of paper, brand, quantity, color, size, and weight. All required addressing information or distribution lists shall be included with the each order. GPO OPS brand shall be prominent on packaging.

(b) A packing list or other suitable shipping document shall accompany each shipment and shall indicate: (1) Name and address of consignor; (2) Name and complete address of consignee; (3) Customer order or requisition number; (4) Government bill of lading number covering the shipment (if any); and (5) Description of the paper products shipped, including item number, quantity, number of cartons, and package number (if any).

SECTION E: INSPECTION AND ACCEPTANCE

E.1

52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998):

This contract incorporates one or more clauses of the GPO Materials Management Acquisition Regulation (MMAR) by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer shall make their text available. Also, the full text of a clause may be accessed electronically at http://www.gpo.gov/pdfs/vendors/mmar.pdf Clause No.

Clause Title

Clause Date 52.246-2

Inspection of Supplies-Fixed Price (AUG 1996)

52.246-16

Responsibility for Supplies

(APR 1984)

E.2 Final inspection and acceptance shall be made by the ordering customer.

E.3

QUALITY:

The quality of conformance to specifications for copier paper supplied under this contract shall be determined by GPO.

E.4

PERFORMANCE STANDARDS:

(a) The services performed under this contract shall be done in a professional manner and shall at least meet generally accepted commercial standards.

(b) The contractor shall perform thorough checks upon completion of each order. Checks shall include accuracy and performance verification of all work performed as requested by the customer.

(c) The contractor shall have in place a dispute resolution process that details how customer complaints are handled and resolved. Any complaint not resolved to the satisfaction of the customer shall be resolved pursuant to contract dispute clause MMAR 52.233-1.

E.5

MILL INSPECTION

The contracting officer may at any time cause inspection to be made of the manufacturer of the paper, and/or converting plant in such manner as either may desire. The contractor shall maintain records, for purposes of Government audit, that will verify (i) the contractor’s certification of the minimum recovered materials and/or postconsumer fiber used in the performance of the contract, (ii) that the paper is in compliance with the specification requirements and, (iii) the paper is manufactured in accordance with the minimum content standard stated in the solicitation, whether the materials are manufactured by the contractor or another manufacturer. The contractor, if not the manufacturer, shall obtain this information from the manufacturer. The contractor shall maintain and make these documents available to the Government, upon request, for one year after the expiration of the contract.

E.6 MILL LETTER

Each bidder shall submit a separate mill letter with their bid containing the complete names and mailing addresses, including zip codes, of the manufacturer of the paper, proposed by the bidder. The mill representative’s name, telephone and email address shall also be included. No change shall be made in the name or location of the manufacturer without prior approval by the U.S. Government Printing Office.

The brand of the xerographic copier paper and the post consumer fiber content of each brand that will be supplied on this contract shall be listed on the mill letter.

E.7 SAMPLING AND TESTING OF DELIVERIES

All paper supplied under this solicitation must be on the Qualified Products List (QPL). However, a contractor may submit a brand for testing; but the brand must be tested and approved before the date and time of the proposals shall be submitted to be considered for award. See QPL Sample Instructions that follow for sample submission requirements.

Qualified Product - A product supplied under this solicitation shall conform to the specification requirements. In order for a brand name to be included on the GPO's QPL, it must have been qualified prior to the issuance of this solicitation. The brand name product shall meet all the requirements for qualification. For qualification testing/evaluation, the sample set described below in the QPL sample requirement paragraph is required.

QPL Sample - The bidder shall submit not less than one carton of the brand name copy paper for laboratory and imaging/runnability for testing/evaluation. The sample set shall be marked QPL Samples and include an original signed and dated covering document with the following information: (A) Product name and manufacturer’s product identification number (B) GPO Lot number(s) or JCP number (C) the percentage of recovered materials and/or postconsumer fiber content and (D) the typical testing characteristics of the product.

Send all samples marked “QPL Samples” to:

Chief, Testing and Technical Services Branch Stop QCT, Room B502

732 North Capitol Street, NW

Washington, DC 20401

All technical correspondence should be emailed to qcimd@gpo.gov or sent to the above address to the attention of the Chief, Testing and Technical Services Branch.

E.8

ACCEPTANCE CRITERIA

(a) Rejection - The contractor shall be notified in writing of the determination of the contracting officer to reject nonconforming stock. The decision of the contracting officer shall be final and conclusive unless within 5 days from the date of receipt of said decision the contractor mails or otherwise furnishes to the contracting officer a written request for retesting of the allegedly deficient paper. Such request must include specific rationale for the dispute along with supporting documentation such as the manufacturer's test data for each item in question. In the event of such request, GPO shall conduct a new test. At the option of GPO, the new test shall be made on the representative samples obtained by re-sampling of the delivery(ies) or through resubmission by the manufacturer. The administrative fee for paper retest is $500 regardless of the results.

(b) If a requested retest confirms the original test results for the item rejected, the rejected item must be removed and replaced with the correct item within 48 hours.

(c) If a requested retest does not confirm the original test results for the item rejected, GPO shall use all test results in making a new determination.

E.9 Removal Of Deficient Stock

If the contractor fails to request the retest within the period herein provided, any paper rejected by the contracting officer must be removed from the customer by the contractor at his expense within two (2) calendar days after receipt of notice of rejection. The contractor must call the customer, for an appointment prior to removal of stock. The contracting officer reserves the right to return any rejected stock which has not been removed as specified above to the point of origin freight charges collect.

E.10 Replacement of Rejected Paper Rejected stock must be replaced within 48 hours after receipt of notice of rejection unless otherwise authorized by the contracting officer. Contractor must identify replacement shipments as such on skid or carton labels and all shipping documents. Any additional costs incurred by the customer or GPO due to delay in making replacement shall be charged to the contractor's account.

E.11 Latent Defects Latent defects are defects discovered after acceptance. The paper may be rejected if the defect is of such a nature as to cause excessive lost production. Unsatisfactory performance during usage, excessive curl or waviness etc., are causes for rejection and replacement or penalty. Latent defect rejections must be replaced within 48 hours.

SECTION F: DELIVERIES AND PERFORMANCE

F.1

TERM OF THE CONTRACT

The period of performance shall begin Date of Award through September 30, 2012, with four (4) one-year option periods. Options will be exercised in accordance with GPO policy and the terms and conditions set forth in Section I, this contract.

F.2

PRODUCTION SCHEDULES:

Paper products shall be delivered within 48 hours after an order is placed. Rush deliveries shall be required the next business day. Emergency deliveries shall be required as needed on a 24-hour, 7 days a week basis. Deliveries may be required on a Federal holiday or weekend. In the event delivery is not made as scheduled and it is necessary to obtain paper products from an alternate source, the contractor shall be notified immediately of their non-compliance and any additional cost incurred by GPO or the customer as a result thereof shall be charged to the contractor.

F.3

DISTRIBUTION:

All deliveries shall be Freight on Board (F.O.B) destination. Method of delivery shall be established at the time an order is placed.

The term "f.o.b. destination," as used in this clause, means—

(a) Free of expense to the customer and GPO, on board the carrier's conveyance, at a specified delivery point where the consignee's facility (plant, warehouse, store, lot, or other location to which shipment can be made) is located; and

(b) Supplies shall be delivered to the customer’s delivery address such as office, warehouse unloading platform, or receiving dock, at the expense of the contractor. The customer and GPO shall not be liable for any delivery, storage, demurrage, accessorial, or other charges involved before the actual delivery of the supplies to the destination, unless such charges are caused by an act or order of the customer or GPO acting in its contractual capacity.

F.4 Option to Extend Term of Contract (MMAR 52.217-9)

(MAR 2000)

(a) The Government may extend the term of this contract by written notice to the contractor at any time within the term of the contract, provided that GPO gives the contractor a preliminary written notice of its intent to extend at least sixty (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 sixty (60) months from the Service Start Date of Date of Award (see Section B.)

The Option Year Period(s) of Performance are as follows:

Option Year One: October 1, 2012 through September 30, 2013.

Option Year Two: October 1, 2013 through September 30, 2014.

Option Year Three: October 1, 2014 through September 30, 2015.

Option Year Four: October 1, 2015 through September 30, 2016.

F.5

NOTICE TO THE GOVERNMENT OF DELAYS

In the event the Contractor encounters difficulty in meeting performance requirements, or when he anticipates difficulty in complying with the contract delivery schedule or completion date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the Contracting Officer and the COTR, in writing, giving pertinent details; provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

F.6

CLAUSES INCORPORATED BY REFERENCE (MMAR 52.252-2) (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 address: http://www.gpo.gov/pdfs/vendors/mmar.pdf.

SECTION G: CONTRACT ADMINISTRATION DATA

G.1 CONTRACT MANAGEMENT

Notwithstanding the Contractor’s responsibility for total management responsibility during the performance of the contract, the administration of the contract will require maximum coordination with the GPO points of contact during performance of the contract.

G.2 CONTRACTING OFFICER (CO)

Beverly Williams

Acquisition Services

Room: 332A Stop: AS

Washington, DC 20401

202-512-2010, ext 31200

202-512-1375 fax bwilliams@gpo.gov

G.3 CONTRACTING OFFICER’S AUTHORITY

The Contracting Officer is the only person authorized to make or approve any changes in any of the requirements of this contract and notwithstanding any provisions contained elsewhere in this contract, the said authority remains solely the Contracting Officer’s. In the event the Contractor makes any changes at the direction of any person other than the Contracting Officer, the change will be considered to have been made at the contractor’s risk. No adjustment will be made in the contract terms and conditions of this contract including price.

G.3.1 CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE (COTR)

G.3.2 After award, the GPO will designate one or more persons as the Contracting Officer's Technical Representative (COTR). The COTR may be changed at any time by the GPO without prior notice to the Contractor by a unilateral modification to the Contract.

G.3.3 The responsibilities and limitations of the COTR are as follows:

G.3.4 The COTR is responsible for the technical aspects of the project and serves as technical liaison with the Contractor. The COTR is also responsible for the final inspection and acceptance of all equipment, services, reports, and such other responsibilities as may be specified in this contract.

G.3.5 The COTR is not authorized to make any commitments or otherwise obligate the GPO or authorize any changes, which affect the quantity, quality, scope or Contract price. All requests for changes shall be referred to the Contracting Officer directly or through the COTR. No such changes shall be made without the expressed prior authorization of the Contracting Officer.

If the Contractor performs a service that alters the current cost, quantity, or scope without prior written approval from the CO, the Contractor does so at his/her own risk. The COTR may designate an alternate COTR(s) to act for the COTR by naming such alternate(s) in writing and transmitting a copy of such designation through the Contracting Officer to the Contractor.

G.3.6 The following COTR will represent the GPO for the purpose of this contract:

[To be specified after award]

G.3.7 INVOICE SUBMISSION

Phone: (202) 512-2010 ext 31200

Fax: (202) 512-1354

Contracting Officer’s Technical Representative (COTR)

To be announced after award

Invoice Mailing Address:

Invoice submission is by electronic means only.

Invoice Submission

The email addresses to submit the electronic invoice files are: onlinepaperbilling@gpo.gov and onlinepaper@gpo.gov as listed in Section G.7

invoice-inquiry@gpo.gov

G.4 PAYMENT METHOD

G.4.1 Payments under this contract will be made by the GPO by electronic funds transfer (EFT). For more information please contact Virgie Simpson on (202) 512-0864.

G.4.2 NOTICE

The following solicitation provisions and/or contract clauses pertinent to this section are hereby incorporated by reference: Materials Management Acquisition Regulation (MMAR)

NUMBER

TITLE

Effective January 1, 1999 payments on all GPO purchase orders will only be made by electronic fund transfer (EFT) unless you are granted a waiver. A waiver can only be granted if you certify below in writing that you do not have an account with a financial institution or an authorized payment agent and return the certification to the Contracting Officer.

G.5 REQUEST FOR WAIVER/CONTRACTOR CERTIFICATION

I certify that I do not have an account with a financial institution or an authorized payment agent.

Signature Date

G.6

ORDERING AUTHORITY:

Orders shall be placed online by individual customers using a valid government credit card or using a GPO validated and approved BAC.

In addition, customers using a valid government credit card may make purchases via phone or in the contractor’s retail stores.

G.7

FINANCIAL / BILLING REPORT:

The contractor shall submit an electronic invoicing file to GPO on a weekly basis. The invoice file shall include the fields listed on Attachment 4. GPO shall pay this total bill, less the 7% cost recovery fee for GPO via Electronic Funds Transfer within 30 days of receipt. The email addresses to submit the electronic invoice files are: onlinepaperbilling@gpo.gov and onlinepaper@gpo.gov. The contractor will need to provide the Contracting Officer all email addresses of those individuals authorized to send this information.

G.8

ASSIGNMENT PURCHASES ORDER AND ORDER PLACEMENT:

A GPO order number shall be assigned and a purchase order number issued to the contractor at the beginning of the contract.

G.9

ORDERING:

Customers shall place orders as needed via online, over phone or in person. All orders issued hereunder are subject to the terms and conditions of the contract. The contract shall control in the event of conflict with any order.

The contractor shall indicate below the name, address, telephone and facsimile number of the representative to be contacted regarding customer service.

G.10

CONTRACT COMPLETION AND TRANSITION SERVICES:

(a) Upon the completion of the contract, the contractor shall prepare and deliver to the GPO, not later than 30 calendar days prior to contract termination, all contract database files that include data pertaining to all participating customers and digital content stored in the online repository. At the conclusion of the contract, any files updated during the previous 30 day period shall be identified and turned over to the GPO. All data, including record layouts, shall be appropriately labeled and delivered on electronic media as requested by the GPO.

(b) Other Contract Deliveries: All Government furnished material and all other deliverables, under this contract to which the GPO takes possession, shall be packaged in suitable containers so as to prevent damage. This shall be accomplished at the contractor’s expense. The material shall be delivered to a designated location, and all the shipping costs shall be borne by the contractor.

G.11

EXAMINATION OF RECORDS:

The contractor agrees that the GPO Contracting Officer or any duly authorized GPO representative shall have access to and the right to examine any books, documents, papers and records of the contractor involving transactions related to this contract for sales, credit cards, billing, contract compliance, etc. This authority shall expire 3 years after final payment. The basic contract and each option shall be treated as separate contracts for purposes of applying this clause.

SECTION H: SPECIAL CONTRACT REQUIREMENTS

H.1 BUSINESS PRACTICES AND CONTRACT REQUIREMENTS

It is expected that the practices described by the Contractor in its response to the Request for Proposals (RFP) shall be employed in its performance of the requirements of Section C of this contract. Written notice shall be received in advance by the Contracting Officer for approval of any changes to these practices.

H.2 GUARANTEED MINIMUM AND CONTRACT MAXIMUM

(a) Guaranteed Minimum - The guaranteed minimum for this contract is 10,000 cartons. There is no guaranteed minimum beyond the base period of performance.

(b) Overall Contract Maximum - The total value of all orders placed hereunder, during the life of the contract, shall not exceed 300,000 cartons.

H.3 ORDERING ACTIVITY

All orders on this contract will be by authorized customers as defined in the Glossary of Terms, Attachment 2, and will be via the online system, telephone, or walk-in at retail stores.

H.4 SUBCONTRACTING RESTRICTION

Requests for approval to subcontract shall be submitted, in writing, to the Contracting Officer at the address shown in Section G.2. Subcontracting shall not adversely affect the quality or delivery of neither the final product nor the difficulty or cost of inspection and testing.

H.5 ORGANIZATIONAL CONFLICTS OF INTEREST- GENERAL

The contractor warrants that, to the best of his knowledge and belief, and except as otherwise set forth in this contract, he does not have any organizational conflict of interest as defined in paragraph (a) below.

(a) The term "organizational conflict of interest" means a situation where a contractor has interests, either due to its other activities or its relationships with other organizations, which place it in a position that may be unsatisfactory or unfavorable (i) from the Government's standpoint in being able to secure impartial, technically…