AppendixA_FSSI_OS3-Purchasing_SOW_31Jan2014FINAL.pdf

Appendix A OS3-Purchasing SOW

GSQ02-14-R-SA0001

STATEMENT OF WORK - APPENDIX A

Federal Strategic Sourcing Initiative (FSSI)

For the Establishment of

Multi-Agency Multiple Award Indefinite-Delivery Indefinite Quantity

(IDIQ) Contracts for

Office Supplies Strategic Sourcing Solutions Third Generation (OS3)

Purchasing

Issued by:

The U.S. General Services Administration

Northeast and Caribbean Region

Federal Acquisition Service

Office Products Acquisition Branch

26 Federal Plaza, Room 21-110

New York, New York 10278

Date:

01/31/2014

OS3 SOW Page 2

Notes to Contractors

1. Statement of Work (SOW). This is a SOW for the Federal Strategic Sourcing Initiative

(FSSI) Office Supplies third generation (OS3) solicitation, pursuant to Federal Acquisition

Regulation (FAR) Part 12, Acquisition of Commercial Items, FAR Part 15, Contracting by

Negotiation, and FAR 16.504 Indefinite-Quantity Contracts, to establish multiple awards under Indefinite-Delivery Indefinite Quantity (IDIQ) type contracts. More than a dozen individual Federal Agencies participated in the development of the requirements outlined in this solicitation. The OS3 solution will be available for use by the entire Federal

Government. The total spend opportunity addressable through this solicitation is estimated to be more than $1.25B ($250 million annually). Additionally, in recognition of the fact that the vast majority of agencies are unable to commit obligated funding to this agreement due to decentralized funding sources and the prevalence of purchase card transactions, numerous agencies have decided to express their commitment to utilize the resultant OS3 Contracts through a formal memorandum from senior management. A list of current customers is included in Attachment 6. Note: This attachment X currently is under development and will be provided separately, prior to the OS3 award.

2. FSSI Office Supplies (OS3). The General Services Administration (GSA) intends to establish new Multi-Agency Multiple Award Indefinite-Delivery Indefinite Quantity (IDIQ) contracts as a total solution for the acquisition office supplies through direct purchases by

Federal customers as well as for use by the Global Supply Transformation Program (GSTP)

Requisition Channel and Fourth Party Logistics (4PL). OS3 will incorporate the scope of the FSSI OS2; however, since this is not a multiple-award Schedule contract, it will not utilize Schedule SINs. The OS3 contracts will be administered by the GSA Federal

Acquisition Service, Northeast and Caribbean Region, located at 26 Federal Plaza, Room

20-100, New York, NY, 10278. The OS3 contracts will be established for a one-year base period and four one-year option periods, for a total possible duration of five years if options are exercised. OS3 is broken down into four distinct Contract Line Item Numbers (CLINs).

The OS3 contracts for CLINS 1 to 3 will be established based on a best-value basis, CLIN 4 will be lowest price technically acceptable.

3. Overall Structure of OS3 Purchasing Channel: The conceptual structure is to have four

Contract Line Item Numbers (CLINs) in this channel.

The first CLIN will be for contractors to offer their full catalog of in scope office supplies.

Initially it is planned to award fifteen (15) contracts. The government has significant preference for small businesses over other than small businesses. For two of these 15 awards, the government has significant preference for Service Disabled Veteran Owned Small

Business (SDVOSB) concerns over other small businesses. For one of the 15 awards, the

Government has significant preference for a small business which partners with at least 25 other small businesses over other small businesses and other than small businesses. For

CLIN 0001, for small business awards without a further preference for a small business that partners with a minimum of 25 small business dealers/partners or service disabled veteran

OS3 SOW Page 3 owned small business (SDVOSB), HUB Zone firms will receive a 1% price preference. This

1% price preference will be calculated in the form of a price reduction of the evaluated price of the HUB Zone firm. For example:

Type of Firm Market Basket Price Market Basket Price with Preference

HUB Zone Firm $1,000,000 $990,000

Not Hub Zone Business $995,000 $995,000

The HUB Zone would be evaluated as the low price. Contractors in the first CLIN would offer paper and toner as well as offering their full office supply catalog.

The second CLIN is for paper only. This CLIN will have three (3) contract awards initially.

The government has significant preference for small businesses over other than small businesses.

The third CLIN is for toner/ink only. This CLIN will have five contract awards initially. For

3 of the awards the government has significant preference for SDVOSB concerns over other small businesses and other than small businesses. For the remaining two awards, all small business sub-categories will be deemed of equal value to the government. For all other awards the government has a significant preference for small businesses over other than small businesses.

The fourth CLIN will be part of the “GSA On the Go” with additional requirement of providing same day delivery and expedited deliveries within 4 hours of receiving the order and/or brick/mortar presence serving government offices within the top 10 U.S. metropolitan areas by population.

There is a strong preference for small business participation for CLINS one, two and three.

Achievement of socio-economic objectives will be designated as an evaluation factor, which when combined with price and non-price factors, is significantly more important. This results in best-value proposals being those from small business contractors.

a. CLIN One (0001) (Office Products): Contractors may propose their entire commercial catalog within the scope of general office products, paper, toner, or ink.

Office products include, but are not limited to, items such as: adding machines and calculators, binding and filing supplies, calendars, personal organizers, and other dated office items, cases and portfolios, computer accessories, computer media, drawing and graphic arts supplies, mailing and shipping supplies, some office furnishings such as clocks, stools, picture frames and wastebaskets, shredders, visual communications and meeting aids, writing instruments, and miscellaneous office supplies such as staplers, paper clips, binder clips, adhesive tape, label makers, rubber stamps, ink, push pins, and paper-hole punchers, paper such as copier, carbon, cards, computer, fine stationary, OS3 SOW Page 4 inkjet, laser multipurpose, notebook filler, resume, rolls, stationary and labels, toner such as new ink and laser jet cartridges; multicolor and black, and solid ink and remanufactured ink and laser jet cartridges, multicolor and black, and solid ink.

b. CLIN Two (0002) (Office Paper): Contractors may propose office paper items such as copier, carbon, cards, computer, fine stationary, inkjet, laser multipurpose, notebook filler, resume, rolls, stationary and labels. Restroom paper such as toilet paper and paper towels is excluded.

c. CLIN Three (0003) (Toner and Inkjet): Contractors may propose toner and inkjet such as new ink and laser jet cartridges; multicolor and black, and solid ink and remanufactured ink and laser jet cartridges, multicolor and black, and solid ink.

d. CLIN Four (0004) (GSA On-the-Go): Contractors may propose a full catalog of general office supplies as specified in CLIN 0001 with added capability within the 10 largest U.S. Metropolitan Areas by population for same day delivery, secure desktop, expedited and/or brick/mortar store presence for onsite immediate delivery all within no more than 4 hours of order receipt.

e. In addition to the above, the FSSI OS3 vehicle will include a separate OS3

Requisition Channel (GSTP Requisition). The Supply Transformation Program Office is looking to acquire a catalog of commercially available office supplies and products that comply with the Trade Agreements Act (TAA) and AbilityOne Program. In addition, vendors will be required to have wide distribution capability, and the ability to pick, pack, and mark in accordance with military and federal standards for CONUS and

OCONUS deliveries, complete timely deliveries within 4 business days and the ability to comply with Electronic Data Interchange (EDI). This channel has a potential value of

$250M per year.

NOTE: The GSTP will issue its own OS3 Requisition Request for Proposal

(RFP) that is separate from this OS3 Purchasing RFP.

The contractors awarded under this Purchase channel RFP may be utilized to supplement and backup the Requisition and 4PL channel as needed, for reasons such as transition from the current Requisition channel model to the

FSSI solution, for items not otherwise available at competitive prices, in the event of delays in implementation, and other reasons in the best interest of the Government.

f. Office supplies products include, but are not limited to items such as: pens, pencils, markers, xerographic paper, printer paper, fax paper, binders, tape, envelopes, shredders, helical-scan, longitudinally oriented video tapes, video cassettes, reel to reel audio tapes, blank endless loop audio cartridge tapes, magnetic tape audio recording cassette, computer tape, reel, cartridge, cassette, diskettes, disk packs, disk cartridges, anti-glare/anti-radiation screens (VDT), ergonomic products (wrist and foot rests), cleaning equipment and supplies (head cleaners, disk drive cleaners, monitor cleaners, toner wipes, mini-vacuums, etc.) optical disks, CD ROMS, physical storage, security, OS3 SOW Page 5 office appliances, Binding and Filing, Business Machines (calculators, copier/fax supplies, etc.) Calendars and Personal Organizers, Cases and Portfolios, Computer

Accessories, Forms, Mailing and Shipping Supplies, Office Essentials (clips, notes, books, tape, etc.) Office Furnishings (clocks, frames, stools, etc.), Paper (copier, computer, labels, etc.), Visual Communications and Meeting Aids, Writing Instruments, protective and related computer supplies, and toner cartridges. Toner cartridge proposal submissions must provide arrangements for empty toner cartridges to be returned from customers. This may include prepaid shipping labels in the products packaging and/or rebates. Incidental transactional items such as restroom products, IT accessories, and small furniture items may be included in orders from customers under CLINs 0001 and

0004 only for convenience but will be minimal and those items will not be included in market basket.

g. Exclusions: All products which have been determined to be essentially the same

(ETS) as items available under the AbilityOne Program (formerly JWOD); items which do not comply with the requirements set forth in Executive Order 13423 and Items which are not in compliance with the Trade Agreements Act (TAA).

h. Fourth Party Logistics (4PL or retail stores): is provided for information only and will issue its own request for proposal (RFP) at a later time and is separate from the OS3

Purchasing and GSTP RFPs.

i. Services: If included in offeror’s proposal, all commercially available services typically performed in an Office Supply Store; includes remote storeroom services.

Includes services associated with the provision of a full-service, walk-in/walk-out commercial retail operation, to include a vendor -owned/managed inventory. Such services may include on-site management, establishing an initial inventory of products, maintaining adequate inventory levels, stocking/restocking of shelves, merchandising of products and promotion of sales, plano-gram design, customer service (e.g., research in support of customer needs, advice to customers), performing check-out duties, and receiving/accepting damaged, unserviceable, or unused returned goods. Services may also be required with respect to maintaining and selling hazardous materials

(HAZMAT).

j. Please note: All services proposed must be ancillary to products ordered.

Proposals submitted for services only will not be accepted.

k. The CLINs described above are the proposed new CLINs for OS3. SINs 75-210

Office Services and 75-85 Restroom Products from MAS 75 will not be included on the new OS3 IDIQ contract, except on an incidental basis. Office services required will be incorporated in each of the new OS3 IDIQ contracts as required.

l. The restroom products SIN on MAS 75 includes, but is not limited to, items such as: Dispensers for Roll Toilet Tissue, Toilet Tissue, Paper Towels, Dispensers for Paper

Towels, toilet seat covers, facial tissues, and soaps for restroom dispensers. Items unique to cleaning and restroom products are covered under the JAN/SAN FSSI acquisition and

OS3 SOW Page 6 are considered to be outside the scope of the OS3 FSSI acquisition except as noted above for incidental purchases as part of a larger order.

4. 4PL: May be issued at a later time during an open season. 4PL for office supplies currently consists of seven (7) base supply stores at Marine Corps bases with an estimated value of $35-45 million annually. THIS IS PROVIDED FOR INFORMATIONAL PURPOSES ONLY. A separate solicitation for 4PL will be issued at a later time and is not a portion of this RFP.

5. The North American Industry Classification Standards (NAICS) for this acquisition are:

322121 – Paper (except Newsprint) Mills

339940 – Office Supplies (except Paper) Manufacturing

325992–Photographic Film, Paper, Plate and Chemical Manufacturing (i.e.

Toner/Ink)

Contractors need to ensure their respective SAM accounts are updated accordingly with NAICS information.

The Trade Agreements Act (TAA) applies to the OS3 acquisition. The contractor shall maximize use of small business manufacturers where possible.

The Government encourages high quality, competitively priced commercial items available from a domestic small business manufacturer if available in lieu of like items from a large manufacturer.

The Buy American Act FAR 52.225-2 does not apply to OS3-Purchasing.

Ability One Items take precedence over the Trade Agreements Act (TAA).

6. Online Industry Engagement Meeting: An industry engagement event was held virtually through GSA Interact on December 10, 2013. Industry contractors and interested parties had the opportunity to send live chat or text messages. The session has been recorded and available for later viewing, along with responses to questions. Details are available and posted on GSA Interact, OS3 page. ( https://Interact.gsa.gov)

7. Questions. Any questions submitted concerning the OS3 Solicitation must be received no later than Friday, February 21, 2014, 5:00 p.m. Eastern Daylight Time (EDT). Questions must be submitted via e-mail to Nelson.Duncan@gsa.gov. The government expects to provide answers via FedBizOps (FBO.gov) no later than February 28, 2014.

8. Due Date. The DUE DATE for proposals in response to this OS3 Solicitation is Friday, March 17, 2014, 5:00 p.m. Eastern Daylight Time (EDT). Proposal submissions must be received by the Government at this time. General Questions will NOT be allowed during the proposal evaluation process.

Please note that final Proposals must be submitted by mail in electronic format to the dedicated email inbox, os3procurements@gsa.gov. The mailbox has a 25MB maximum capacity per email. Proposals submitted must comply with all instructions, specifications, mailto:os3procurements@gsa.gov

OS3 SOW Page 7 and requirements set forth in the OS3 Solicitation. Any proposal failing to comply with the OS3 Solicitation will be deemed nonresponsive and will be eliminated from consideration.

No paper or hand deliveries will be accepted. It is the submitting Contractor’s responsibility to have a digital certificate for e-signatures and future modification and/or purchase/task order processing.

EARLY SUBMISSIONS ARE WELCOMED AND ENCOURAGED.

SUBMIT YOUR PROPOSAL TO: os3procurements@gsa.gov. The mailbox has a 25MB maximum capacity per email.

9. To be considered for award, qualified Contractors must submit a proposal under the posted

OS3 RFP which was synopsized in FBO.Gov and announced via Interact.gsa.gov.

mailto:os3procurements@gsa.gov

OS3 SOW Page 8

TABLE OF CONTENTS

NOTES TO CONTRACTOR…………………………………………………………………….2

1. INTRODUCTION

2. BACKGROUND

3. GOALS AND OBJECTIVES

4. SCOPE

5. REQUIREMENTS

5.1. PRODUCT REQUIREMENTS

5.2. REQUIREMENTS RELATED TO REGULATORY COMPLIANCE …………………………………………15

5.3. VENDOR ADMINISTRATION REQUIREMENTS

5.4. PROGRAM REQUIREMENTS

5.5. REPORTING REQUIREMENTS

5.6. TERMS AND CONDITIONS

5.7. ORDERING REQUIREMENTS

5.8. BILLING AND PAYMENT REQUIREMENTS

5.9. DELIVERY REQUIREMENTS

5.10. DELIVERABLES

6. GOVERNMENT ADMINISTRATION CONSIDERATIONS AND RESPONSIBILITIES

7. METHODOLOGY OF EVALUATION AND BASIS FOR OS3 ESTABLISHMENT

7.1. GENERAL INSTRUCTIONS FOR PROPOSALSSUBMISSION

7.2. EVALUATION CRITERIA

8. ATTACHMENTS/EXHIBITS

OS3 SOW Page 9

Multi-Agency Multiple Award Indefinite-Delivery Indefinite Quantity (IDIQ) for the FSSI

OS3-Purchasing

1. Introduction

The General Services Administration (GSA), continuing the strategic sourcing initiative begun by the Office of Federal Procurement Policy (OFPP) through its Chief Acquisition Officer Council

(CAOC), seeks to establish new Multi Agency Multiple Award Indefinite-Delivery Indefinite

Quantity (IDIQ) Office Supply Third Generation (OS3) contracts for office supply products and commodities.

2. Background

The Federal Strategic Sourcing Initiative (FSSI), chartered under the purview of the Federal

Government’s CAOC, is governed by the Strategic Sourcing Leadership Council (SSLC). Many agencies actively participate in the FSSI through the Community of Practice (COP) and through

Commodity Councils that provide user input to various FSSI procurement activities. Office products are one of several commodities for which the SSLC, COP and Commodity Councils seek a more effective government-wide acquisition approach.

Strategic sourcing is a structured, analytical, and collaborative process for optimizing an organization’s supply base while reducing total cost of ownership and improving mission delivery. A strategic sourcing effort typically involves the following activities:

Analyze spend data;

Analyze the market;

Develop a strategy;

Seek and negotiate with suppliers;

Select and award to successful suppliers;

Implement strategy; and

Monitor performance.

3. Goals and Objectives

To achieve the Government’s goals, the following objectives are sought through this acquisition:

Achieve uniform prices and measurable total cost savings while maintaining or improving current service capability levels;

Obtain significant reporting and transactional data to enable agencies to better manage spend for office supplies;

Provide agencies an available vehicle(s) to meet socioeconomic goals;

Ensure regulatory compliance in the acquisition of office supply products and commodities

OS3 SOW Page 10 to include the AbilityOne Program, sustainable purchase requirements, and the Trade

Agreements Act (TAA);

Align purchasing with existing agency business practices; and

Be easy to use.

The overall goal is to give the Government a fast and effective way to order office supply products and commodities at sharply discounted prices with prompt, cost-effective delivery and effective customer service, while capturing economies of scale, ensuring compliance with applicable regulations, fostering markets for sustainable technologies and products with strong environmental attributes, simplifying data collection, and ensuring opportunity for small businesses.

4. Scope

Interested contractors are requested to submit their proposals for the specific core items list, located at

Attachment 1(Office Supplies Proposal Sheet). The core items list is comprised of historically high volume supplies procured by participating Government Agencies. It is a mandatory market basket representing the minimum items required in this solicitation/contract.

Supplies proposed under CLINs 0001, 0002, and 0003 include consumable office supplies, as well as smaller non-consumables normally acquired through office supply retailers, as described at

Attachment 2 (Office Supplies Definition). Various types of toner/ink may be proposed under CLIN

0003. However, CLIN 0003 is limited to various types of toner/ink only (e.g., Original Equipment

Manufacturer (OEM), non-OEM, and remanufactured toner products). CLIN 0004 will be “GSA

On-the Go”, providing general office supplies noted in CLIN 0001 with added capability for same day delivery, secure desktop, expedited and/or brick/mortar store presence for onsite immediate delivery all within no more than 4 hours of order receipt within the 10 largest U.S Metropolitan

Areas by population.

The holder's full catalog of office supplies provided under its underlying GSA MAS contract will be included if applicable or within scope commercial items catalog and available under the resulting IDIQ contract as non-market basket items, with the exception of items specifically excluded from the contract that are non-compliant, such as items that are not domestic in origin or not from designated countries under the Trade Agreements

Act.

The CLINS are mutually distinct based on the structure of the evaluation factors assigned to each designated CLIN as described further in this OS3 Solicitation.

Pricing for the OS3 contracts shall be inclusive of all shipping charges for the items proposed under each CLIN. As the various participating agencies have their own specific shipping needs, price proposals that include specific delivery requirements are mandated. Depending on the need identified, specific shipping requirements will apply (see Section 5.9). Specific shipping requirements include the following:

Required for CLINs One, Two, and Three: 3 to 4 business-day ground shipping on a standard FOB destination within the continental United States (CONUS).

Required for CLIN Four and optional for CLINs One, Two and Three: List additional

OS3 SOW Page 11 charge, if any, in Attachment 1, Office Supplies Proposal Sheet, for FOB destination outside the contiguous United States (OCONUS) (e.g., Alaska, Hawaii, and international locations).

Optional for CLINs One, Two and Three: List additional charge, if any, in Attachment 1, Office Supplies Proposal Sheet, for expedited delivery and/or secure delivery for CONUS and OCONUS based on customer agency’s specific needs.

Required for CLIN Four: Standard Delivery 3 to 4 business-day ground shipping on a standard FOB destination within the continental United States CONUS) with an additional capability for same day delivery, secure desktop, expedited and/or brick/mortar store presence for onsite immediate delivery all within no more than 4 hours of order receipt within the 10 largest U.S Metropolitan Areas by population. Optional pricing will be considered for standard delivery.

5. Requirements

5.1. Product Requirements

Some participating agencies currently have established agency-specific vehicles for the purchase of office supplies with advantageous pricing. The aggregate participation of these and other agencies should result in pricing that is more competitive than that which a single agency can achieve. To this end, the Contractor is strongly encouraged to propose OS3 prices that are lower than pricing proposed to any other Federal Government Agency. To aid our contractors in meeting this objective, Attachment 1, lists examples of items that meet the descriptions on the core-items lists in Attachment 1, Office Supplies Price

Proposal Sheet. This is a mandatory list of specific preferred items and frequently purchased items that should be used when determining which items to propose. Any additional items the contractor wants to propose that are within scope may be proposed as a non-market basket item.

Office supplies have been divided into the three categories: (1) General Office Supplies

(OS), (2) Paper, and (3) Toner and Ink. Contractor must meet product requirements for any or all category CLIN submission(s).

5.1.1. General Office Supplies

Provide general office supplies as defined in Attachment 2, Office Supplies Definition.

Core items are listed in Attachment 1, Office Supplies Proposal Sheet. Sustainable products or attributes are preferred. Non-mandatory OS items may be proposed on the

Non-Market Basket spreadsheet in Attachment 1.

5.1.2. Paper

Provide paper products as defined in Attachment 2, Office Supplies Definition. Core items are listed in Attachment 1, Office Supplies Proposal Sheet. All Federal Agencies and Contractors are required to use 30 percent postconsumer copier paper unless a statutory exception is specified at order level. Contractors shall provide access to 100% postconsumer content paper.

5.1.3 Toner/Ink

Provide toner products as defined in Attachment 3, Office Supplies Definition. Core items are listed in Attachment 1, Office Supplies Proposal Sheet.

OS3 SOW Page 12

i. Toner – Original Equipment Manufacturer (OEM) and Remanufactured Contractor shall propose OEM and remanufactured toner cartridges, and separately identify the status of these products on all electronic catalogs.

ii. Toner – Recycling

Contractor shall provide a prepaid shipping/mailing label for returning each empty toner cartridge at no additional cost to the purchasing agency, or set-up a toll free contact phone number purchasing agencies may call to request pick-up of all used and empty toner cartridges. Toner cartridges for recycling shall be picked up within 5 business days of request from the purchasing agency.

Each shipping container shall have, on at least one of the long sides, a label that clearly states, “IMPORTANT: SAVE THIS BOX AND ALL INTERNAL

PACKAGING FOR RETURN OF THE EMPTY CARTRIDGE.”

Contractor shall recycle end-of-life toner cartridges and provide GSA with agency purchase/return rates, and details and statistics of its recycling program for used toner cartridges at least annually.

Contractor shall ensure that remaining toner in used cartridges is recycled or disposed of in a manner that complies with all environmental and human health and safety laws.

At GSA’s request, Contractor shall provide documentation needed to confirm the proper disposal of remaining toner cartridges and packing material.

5.1.4 Universal Product Code (UPC-A)

Each product proposed must contain a UPC-A code, if applicable. Each UPC-A barcode consists of a scan-able strip of black bars and white spaces, above a sequence of 12 numerical digits. No letters, characters or other content of any kind may appear on a standard UPC-A barcode. The digits and bars maintain a one-to-one correspondence - in other words, there is only one way to represent each 12-digit number visually, and there is only one way to represent each visual barcode numerically.

The scanned area of every UPC-A barcode follows the pattern SLLLLLLMRRRRRRE, where the S (start), M (middle), and E (end) guard bars are represented exactly the same on every UPC and the L (left) and R (right) sections collectively represent the

12 numerical digits that make each UPC unique. The first digit L indicates a particular number system to be used by the following digits. The last digit R is an error detecting check digit that allows some errors in scanning or manual entry to be detected.

The non-numerical identifiers, the guard bars, separate the two groups of six digits and establish the timing.

Standard UPC-A http://en.wikipedia.org/wiki/Numerical_digit http://en.wikipedia.org/wiki/Error_detection_and_correction http://en.wikipedia.org/wiki/Error_detection_and_correction http://en.wikipedia.org/wiki/Check_digit

OS3 SOW Page 13

1 23456 78999 9

Note: UPC-A 123456789999 corresponds with UPC-E 234569 (with the EOOEOE parity pattern).

Equivalents UPC-A barcodes share the same check digit, which are 9 in this case.

UPC-A barcodes can be printed at various densities to accommodate a variety of printing and scanning processes. The significant dimensional parameter is called x-dimension, the ideal width of single module element. A single x-dimension must be used uniformly within a given UPC-A barcode. The width of each bar and space is determined by multiplying the x-dimension by the module width of each bar or space (1, 2, 3, or 4 units).

Visually, a grouping of two or more adjacent bars appear as a single wide bar, while a grouping of two or more adjacent spaces appear as a single wide space. Since the guard bars each include two bars, and each of the 12 digits of the UPC-A barcode consists of two (wide) bars and two (wide) spaces, all UPC-A barcodes consist of exactly

(3 × 2) + (12 × 2) = 30 (wide) bars, of which 24 represent numerical digits and 6 represent guard bars.

The x-dimension for the UPC-A at the nominal size is 0.33 mm (0.013 in.). Nominal symbol height for UPC-A is 25.9 mm (1.02 in.). In UPC-A the dark bars forming the Start, Middle, and End guard bars are extended downwards by 5 times x-dimension, with a resulting nominal symbol of height of 27.55 mm (1.08 in.) This also applies to the bars of the first and the last symbol characters of UPC-A symbol. UPC-A can be reduced or magnified anywhere from 80% to 200%.

A quiet zone, with a width of at least 9 times the x-dimension, must be present on each side of the scan able area of the UPC-A barcode.

[2]

UPC-E requires 9 X-dimension units on the left side and 7 on the right.

[3]

For a GTIN-12 number encoded in a UPC-A barcode symbol, the first and last digits are always placed outside the symbol to indicate the quiet zones that are necessary for barcode scanners to work properly.

Marking:

The UPC-A barcode is an optical pattern of bars and spaces that format and encode the UPC digit string. Each digit is represented by a unique pattern of two bars and two spaces. The bars and spaces are variable width; they may be 1, 2, 3, or 4 units (modules) tel:1%C2%A0%C2%A023456%C2%A078999 http://en.wikipedia.org/wiki/Universal_Product_Code#cite_note-2 http://en.wikipedia.org/wiki/Universal_Product_Code#cite_note-3 http://en.wikipedia.org/wiki/File:UPC-A_Q.svg http://en.wikipedia.org/wiki/File:UPC-A_S.svg http://en.wikipedia.org/wiki/File:UPC-A_L1E.svg http://en.wikipedia.org/wiki/File:UPC-A_L2.svg http://en.wikipedia.org/wiki/File:UPC-A_L3.svg http://en.wikipedia.org/wiki/File:UPC-A_L4.svg http://en.wikipedia.org/wiki/File:UPC-A_L5.svg http://en.wikipedia.org/wiki/File:UPC-A_L6.svg http://en.wikipedia.org/wiki/File:UPC-A_M.svg http://en.wikipedia.org/wiki/File:UPC-A_R7.svg http://en.wikipedia.org/wiki/File:UPC-A_R8.svg http://en.wikipedia.org/wiki/File:UPC-A_R9.svg http://en.wikipedia.org/wiki/File:UPC-A_R9.svg http://en.wikipedia.org/wiki/File:UPC-A_R9.svg http://en.wikipedia.org/wiki/File:UPC-A_R9E.svg http://en.wikipedia.org/wiki/File:UPC-A_E.svg http://en.wikipedia.org/wiki/File:UPC-A_Q.svg

OS3 SOW Page 14 wide. The total width for a digit is always 7 modules. To represent the 12 digits of the UPC-A code requires a total of 7×12 = 84 modules.

A complete UPC-A includes 95 modules: the 84 modules for the digits (L and R) combined with 11 modules for the start, middle, and end (S, M, and E) patterns. The S and

E patterns are 3 modules wide and use the pattern bar-space-bar; each bar and space is one module wide. The M pattern is 5 modules wide and uses the pattern space-bar-space-bar-space; each bar and space is one module wide. In addition, a UPC symbol requires a quiet zone (additional space modules) before the S pattern and another quiet zone after the

E pattern.

Quie t

Zon e

Star t

Left Numerical Digits Middl e

Right Numerical Digits En d

Quie t

Zon e 0 1 2 3 4 5 6 7 8 9 0 1 2 3 4 5 6 7 8 9

Each digit is 7 modules wide. The UPC's left-side digits (the digits to the left of the middle guard bars) have odd parity, which means the total width of the black bars is an odd number of modules. The right-hand side digits have even parity. Consequently, a UPC scanner can determine whether it is scanning a symbol from left-to-right or from right-to-left (the symbol is upside-down). After seeing a start or end pattern (they are the same bar-space-bar whichever way they are read), the scanner will first see odd parity digits if scanning left-to-right or even parity digits if scanning right-to-left. With the parity/direction information, an upside-down symbol will not confuse the scanner. When confronted with an upside-down symbol, the scanner may simply ignore it (many scanners alternate left-to-right and right-to-left scans, so they will read the symbol on a subsequent pass) or the scanner may recognize the digits and put them in the right order. There is further structure in the digit encoding. The right-hand digits are the optical complement of the left-hand digits. That means that black bars are turned into white spaces and vice versa. Numbers on the right side of the middle guard bars are optically the inverse of the numbers to the left. In other words, while a number on the left side of the UPC will be made up of black bars and white spaces, the same number on the right side would be made up of white bars and black spaces. For example, the left-hand "4" digit is space × 1, bar ×

1, space × 3, bar × 2; the right-hand "4" digit is bar × 1, space × 1, bar × 3, space × 2.

http://en.wikipedia.org/wiki/File:UPC-A_Q.svg http://en.wikipedia.org/wiki/File:UPC-A_S.svg http://en.wikipedia.org/wiki/File:UPC-A_L0.svg http://en.wikipedia.org/wiki/File:UPC-A_L1.svg http://en.wikipedia.org/wiki/File:UPC-A_L2.svg http://en.wikipedia.org/wiki/File:UPC-A_L3.svg http://en.wikipedia.org/wiki/File:UPC-A_L4.svg http://en.wikipedia.org/wiki/File:UPC-A_L5.svg http://en.wikipedia.org/wiki/File:UPC-A_L6.svg http://en.wikipedia.org/wiki/File:UPC-A_L7.svg http://en.wikipedia.org/wiki/File:UPC-A_L8.svg http://en.wikipedia.org/wiki/File:UPC-A_L9.svg http://en.wikipedia.org/wiki/File:UPC-A_M.svg http://en.wikipedia.org/wiki/File:UPC-A_R0.svg http://en.wikipedia.org/wiki/File:UPC-A_R1.svg http://en.wikipedia.org/wiki/File:UPC-A_R2.svg http://en.wikipedia.org/wiki/File:UPC-A_R3.svg http://en.wikipedia.org/wiki/File:UPC-A_R4.svg http://en.wikipedia.org/wiki/File:UPC-A_R5.svg http://en.wikipedia.org/wiki/File:UPC-A_R6.svg http://en.wikipedia.org/wiki/File:UPC-A_R7.svg http://en.wikipedia.org/wiki/File:UPC-A_R8.svg http://en.wikipedia.org/wiki/File:UPC-A_R9.svg http://en.wikipedia.org/wiki/File:UPC-A_E.svg http://en.wikipedia.org/wiki/File:UPC-A_Q.svg

OS3 SOW Page 15

5.1.5 Batteries

Contractor must enable the purchasing agency to return used batteries (both NiCad and non-

NiCad) to be recycled by an appropriate entity as a result of an OS3 purchase. Contractor may include prepaid shipping/mailing labels for returning used batteries in the product packaging. Wherever possible it is preferred those non-rechargeable batteries are mercury-free alkaline batteries as per the Mercury-Containing Battery Management Act of 1996.

Contractor shall publicize and promote the recycling procedures to interested users through the ordering system and other means as appropriate.

5.2. Requirements Related to Regulatory Compliance

OS3 requires statutory compliance with the Javits-Wagner-O’Day (JWOD) Act (41 USC

46-48c), which requires the Government to purchase supplies on the JWOD procurement list from AbilityOne participating nonprofit agencies if available within the period required (FAR 8.704). (Note: Most AbilityOne purchases by authorized commercial distributors are through an approved wholesaler.)

Additionally, OS3 requires the provision of products that are domestic in origin or from designated countries as set out in the Trade Agreements Act of 1979 (TAA) (19 U.S.C. §

2501–2581); compliance with the Resource Conservation and Recovery Act (RCRA), Section 6002; Executive Order 13423, Strengthening Federal Environmental, Energy, and

Transportation Management; and Executive Order 13514, Federal Leadership in

Environmental, Energy, and Economic Performance.

5.2.1. AbilityOne Certified Contractor

Contractor shall remain an authorized AbilityOne-certified contractor for the OS3’s period of performance.

5.2.2. Addition of Products

In the event a commercial item becomes an AbilityOne item through its addition to the

JWOD procurement list, the OS3 holder is required to automatically substitute AbilityOne items when essentially the same (ETS) items are ordered and remove the ETS items from contract.

5.2.3. Sustainable Products

a. Contractor must provide products that conform to the U.S. Environmental

Protection Agency’s Comprehensive Procurement Guidelines (CPG), when applicable. For more details on the CPG, please visit www.epa.gov/cpg. Vendors should note that the CPG standards are minimum content standards and higher recovered materials or postconsumer materials content is desired for all types of products (including those not included in the CPG) to foster markets for recycled content products and sustainable technologies. All copier paper shall contain at least 30 percent postconsumer recycled content. Federal buyers are required by the Resource Conservation and Recovery Act to purchase products containing the http://www.epa.gov/cpg

OS3 SOW Page 16 highest recycled content practicable. Products must be represented on GSA

Advantage, in Contractor’s catalogs, and in Contractor’s reports as CPG compliant only if they meet the minimum recycled content guidelines available at www.epa.gov/cpg. Recycled and postconsumer recycled content of products shall be clearly and prominently included in Contractor’s catalogs and GSA Advantage descriptions, and must be based on affirmative and trustworthy information from the product manufacturer.

b. Contractor shall provide Bio-Preferred products (USDA Certified Bio-based products and bio-based products designated by USDA as eligible for Federal

Procurement Preference), when applicable. For more details on USDA’s Bio-

Preferred program, including a catalog of eligible items, please visit www.biopreferred.gov. Products must be represented on GSA Advantage, in

Contractor’s catalogs, and in Contractor’s reports as Bio-Preferred products only if they have been designated by USDA as Certified Bio-based or eligible for

Federal Procurement Preference.

c. Contractor shall provide Energy Star Qualified products when applicable. For more details on EPA’s Energy Star program, including eligible items, please visit www.energystar.gov. Products must be represented on GSA Advantage, in

Contractor’s catalogs, and in Contractor’s reports as Energy Star qualified only if they bear the official EPA Energy Star logo.

d. Contractor is encouraged to provide products wherever possible in non-retail bulk packaging which contains less plastics, paperboard, and color ink; has more recycled content; uses less space and energy to distribute; and/or is easier for users to open and dispose of than traditional retail packaging. Any representations about these aspects of product packaging shall be accurate.

e. Contractor is encouraged to provide products that have additional environmental attributes such as low or not toxic or hazardous constituents. Claims as to additional environmental attributes of products must be verifiable and backed by independent certifications.

f. Contractor is encouraged to visit the Green Procurement Compilation

(www.sftool.gov/greenprocurement) for an updated, comprehensive database of products covered by mandatory federal environmental programs.

g. Contractor is encouraged to provide an extensive selection of sustainable products.

During the course of the OS3, GSA will begin to require an automatic substitution policy to ensure the Government is buying products that foster markets for sustainable products and technologies. OS3 awardees shall assess the environmental attribute designations of OS3 products at least annually and refresh their product list with products with the strongest environmental attributes available. Contractors will be notified of any change in the AbilityOne representative during the course of the OS3 and respective options if exercised.

http://www.epa.gov/cpg http://www.biopreferred.gov/ http://www.energystar.gov/ http://www.sftool.gov/greenprocurement

OS3 SOW Page 17

See Business Rules attachment for additional information which is incorporated into this SOW.

5.2.4. Trade Agreements Act of 1979 (TAA) (19 U.S.C. § 2501–2581)

Contractors must provide items that are domestic in origin or from designated countries as set out in the Trade Agreements Act.

5.2.5 HSPD-12 Personnel Security Clearances

Any acquired incidental services shall comply with the following regulations and requirements if such services necessitate access to federal IT systems and certain

Government locations:

Homeland Security Presidential Directive-12 requires that all federal entities ensure that all contractors have current and approved security background investigations that are equivalent to investigations performed on federal employees if applicable.

The Contractor shall comply with GSA order 2100.1 – IT Security Policy, GSA Order

ADM 9732.1C – Suitability and Personnel Security, and GSA Order CIO P 2181 – HSPD-

12 Personal Identity Verification and Credentialing Handbook. GSA separates the risk levels for personnel working on federal computer systems into three categories: Low

Risk, Moderate Risk, and High Risk. Criteria for determining which risk level a particular contract employee falls into are shown in Figure A-1 of GSA ADM 9732.1C. The

Contractor shall ensure that only appropriately cleared personnel are assigned to positions that meet these criteria.

Those contract personnel determined to be in a Low Risk position will require a National

Agency Check with Written Inquiries (NACI) or equivalent investigation.

Those Applicants determined to be in a Moderate Risk position will require either a

Limited Background Investigation (LBI) or a Minimum Background Investigation (MBI) based on the Contracting Officer’s (CO) determination.

Those Applicants determined to be in a High Risk position will require a Background

Investigation (BI).

The Contracting Officer, through the Contracting Officer’s Technical Representative or

Program Manager will ensure that a completed Contractor Information Worksheet (CIW) for each Applicant is forwarded to the Federal Protective Service (FPS) in accordance with the GSA/FPS Contractor Suitability and Adjudication Program Implementation Plan dated 20 February 2007. FPS will then contact each Applicant with instructions for completing required forms and releases for the particular type of personnel investigation requested.

Applicants will not be reinvestigated if a prior favorable adjudication is on file with FPS

OS3 SOW Page 18 or GSA, there has been no break in service, and the position is identified at the same or lower risk level.

After the required background investigations have been initiated, the Contractor may request authorization for employees whose investigations are pending to access systems supporting GSA e-mail and collaboration applications. The GSA Chief Information

Officer may grant this authorization based on determination of risk to the government and operational need for the support of these applications.

5.2.6 Confidentiality, Security, and Privacy

In accordance with the Federal Acquisitions Regulations (FAR) clause 52.239-1, the

Contractor shall be responsible for the following privacy and security safeguards:

a. The Contractor shall not publish or disclose in any manner, without the Contracting

Officer’s written consent, the details of any safeguards used by the Contractor under the resulting contract or otherwise provided by or for the government.

b. To the extent required to carry out a program of inspection to safeguard against threats and hazards to the security, integrity, and confidentiality of any non-public government data collected and stored by the Contractor, the Contractor shall afford the government access to the Contractor’s facilities, installations, technical capabilities, operations, documentation, records, and databases.

c. If new or unanticipated threats or hazards are discovered by either the government or the

Contractor, or if existing safeguards have ceased to function, the discoverer shall immediately bring the situation to the attention of the other party.

d. The Contractor’s solution must comply with the GSA CIO IT Security Procedural Guide

CIO-IT Security-09-48, Security Language for IT Acquisition Efforts (see Attachment 2) as required for a Moderate Impact system.

e. Work on this project may require or allow contractor personnel access to Privacy

Information. Personnel shall adhere to the Privacy Act, Title 5 of the U.S. Code, Section

552a and applicable agency rules and regulations.

f. All data at rest will reside within the contiguous United States, the District of Columbia, and Alaska (CONUS) with a minimum of two data center facilities at two different and distant geographic locations

5.2.7 Government Surveillance and Monitoring

The contractor, not the government, is responsible for the management and quality control actions to meet the terms and conditions of the contract. The role of the government in quality assurance surveillance is to assess contractor performance and to evaluate whether performance standards are achieved. It is the contractor’s primary responsibility to ensure

OS3 SOW Page 19 all contract requirements meet required quality levels. The government will ensure this responsibility has been met before payment is made to the Contractor.

A Quality Assurance Surveillance Plan (QASP) has been developed and established in the base IDIQ by the Government to provide a systematic surveillance method for the service rendered and which describes the methodology by which the Contractor’s performance will be monitored. Updates shall ensure that the QASP remains a valid, useful, and enforceable document. Copies of the original QASP and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The Performance Based Summary Criteria is attached and incorporated in to this SOW, Attachment 8.

5.3. Vendor Administration Requirements

5.3.1. DoD EMALL and GSA Advantage! ®

a. Contractor shall maintain a current catalog on DoD EMALL and GSA Advantage! ® throughout OS3’s period of performance.

b. Contractor shall conform to terms and conditions of DoD EMALL and GSA

Advantage! ®. A 5-day lead time will be provided for price changes to be effective in

DoD EMALL and GSA Advantage! ®.

c. Contractor shall not show commercial items and prices in its catalog on DoD EMALL and GSA Advantage! ® that have AbilityOne equivalents unless a purchase exception has been approved by the Government. Substitutes shall be identified to the buyer at the time of order/checkout on DoD EMALL and GSA Advantage! ®. If AbilityOne items are not available to meet delivery times required by the OS3 contract, the

Contractor shall contact AbilityOne partnership representative Mr. Eric Beale at ebeale@AbilityOne.gov to report stock-outs and request a purchase exception. In this event, Contractor shall advise the customer and Contracting Officer via e-mail of any stock-outs and purchase exceptions.

d. Paper catalogs, if provided by Contractor to customers, shall clearly annotate core items, AbilityOne items, and items with environmental attributes.

e. If Contractor has its own website or portal, GSA OS3 contract items should be easily distinguishable from non-contract (open-market) items on the website or portal so the government customer can easily identify which items are on the OS3 contract and which items are not on the OS3 contract.

f. Within 5 business days of OS3 establishment notification, Contractor shall upload the

OS3 catalog reflecting awarded OS3 pricing to DoD EMALL and GSA Advantage!

®. Other Federal Agencies also may require the OS3 catalog to be uploaded to other portals as a condition of placing orders. The catalog shall:

mailto:ebeale@AbilityOne.gov

OS3 SOW Page 20

Contain pictures and dimensions for all products (to be completed within 30 days of

OS3 establishment);

Identify clearly the manufactured status of the product (e.g., for each printer and facsimile replacement toner cartridge such as identifying whether the cartridge is new OEM, new non-OEM, or remanufactured/rebuilt/refilled, and if internal components, such as drum/photoreceptor, charger roller, mag roller, wiper blade, are new, and if the print head is new and unused);

Identify clearly the environmental attributes, such as recycled or bio-based content;

Maintain consistent product offering and pricing within DoD EMALL, GSA

Advantage!®, and any other ordering channels used;

Omit commercial items that are ETS as AbilityOne products, unless a purchase exception is granted;

Ensure the manufacturer’s part number reflects the part number assigned by the product’s manufacturer;

Block out any product that do not meet requirements; and

Identify prominently proposed AbilityOne items and items with environmental attributes not on the core-items list.

In the event there are technical issues with DoDEmall, the contractor shall notify the

GSA Contracting Officer and give advisement of conditions.

f. There shall be no price increase for the first 6 months of the OS3 award. After that date, the OS3 Contracting Officer will make the final decision on any request for price increases under this OS3. Any increase in OS3 pricing shall remain competitive with the discount off the other OS3 awardees’’ s prices, and shall be determined fair and reasonable at the discretion of the Contracting Officer. Any price decreases made to the Contractor’s Federal Supply Schedule contract ( if they have one) that results in a price that is lower than current OS3 pricing contract shall be immediately effective for the OS3 contract and shall be identified immediately to the Contracting Officer. The

Contractor shall ensure price changes are reflected on DoD EMALL and GSA

Advantage! ® within 5 business days. As a condition of placing orders, Federal

Agencies also may require the uploading of the OS3 catalog to other portals.

g. Contractor shall charge the product price appearing in the OS3 catalog at the time an order is placed, unless a more advantageous…