ACBMS_RFQ_FINAL.doc

This is a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6 Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; fixed price quotations are requested and a written solicitation will not be issued. The solicitation number is NAMA-10-Q-0073 and is issued as a request for quotation (RFQ), and quotations furnished are not offers. This request does not commit the government to pay any costs incurred in the preparation of the submission of this quotation or to contract for supplies or services. Any representations and/or certifications attached to this RFQ must be completed by the vendor. The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-43 effective July 2, 2010. COMPETITION, EVALUATION, AND CONTRACT TYPE: This is an unrestricted procurement, subject to full and open competition under NAICS 333291. The Government reserves the right to make an award on the initial quote without discussions of this procurement. Evaluation and award will be in accordance with the procedures of FAR Subpart 13.106, Soliciting Competition, Evaluation of Quotations or Offers, Award and Documentation. Award will be made to the offeror whose conforming quotation in response to the RFQ will be most advantageous to the Government. Best value for this award will be obtained through a lowest priced technically acceptable evaluation. REQUIREMENTS: F.O.B. Destination pricing is requested for each CLIN, all delivery costs must be included in total firm fixed price. DELIVERY AND INSTALLATION: Packaging must be in a manner that prevents damage to the equipment during shipment. Delivery must be undertaken during regular business hours, Monday through Friday, unless mutually agreed upon by NARA and the Contractor. Delivery and installation will be made in accordance with section 8.0, Attachment 1, Statement of Work. PERIOD OF PERFORMANCE: The period of performance will consist of one 12-month base period followed by three 12-month option periods. The first option period will commence upon expiration of the one year warranty. Option period dates are to be determined in accordance with section 6.0, Attachment 1, Statement of Work. SUBMISSION OF QUOTATIONS AND BOX SAMPLES: Two copies of each quotation should be mailed to National Archives and Records Administration (NARA), Attention: David Munford – Contract Specialist, 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001 or e-mailed to: david.munford@nara.gov. Box samples should also be submitted to the address above and should be submitted in accordance with section 4.4 of Attachment 1: Statement of Work and Attachment 2: NARA Standard Custom Box Styles. Quotations and box samples may be submitted together or separately, but both must be received by 12:00 PM ET on August 26, 2010. Questions regarding this solicitation must be submitted in writing to Mr. David Munford no later than 12:00 PM ET on August 5, 2010, to be considered. Please allow one extra business day for delivery and receipt if quotation is sent via e-mail, as the e-mail will need to pass through IT security. Telephonic responses will not be processed.

Automated Custom Box Making System (ACBMS), in accordance with Attachment 1: Statement of Work Installation

Option Period I, Maintenance

Dates to be determined – 12 to 24 months after delivery Option Period II, Maintenance

Dates to be determined – 24 to 36 months after delivery Option Period III, Maintenance

Dates to be determined – 36 to 48 months after delivery

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Ea Yr

Yr

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The following clauses and provisions are incorporated and are to remain in full force in any resultant firm-fixed price contract and associated delivery order:

FAR 52.212-1 Instructions to Offerors—Commercial Item (Jun 08); FAR 52.212-3 Offeror Representations and Certifications—Commercial Items (Aug 09)--offerors shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certificates electronically at http://orca.bpn.gov . If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (m) of this provision--a copy of the provisions can be found at http://www.arnet.gov/far/ ; FAR 52.212-4 Contract Terms and Conditions—Commercial Items (Mar 09); FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Items (Feb 10). The Contractor shall comply with the FAR clauses in this paragraph (b) that the contracting officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive orders applicable to acquisitions of commercial items: 52.203-6 Restrictions on Subcontractor Sales to the Government (Sep 2006); 52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards (Jul 2010) (Pub. L. 109-282) (31 U.S.C. 6201 note); 52.222-3 Convict Labor (Jun 03); 52.222-19 Child Labor – Cooperation with Authorities and Remedies (Jul 2010); 52.222-21 Prohibition of Segregated Facilities (Feb 99); 52.222-26 Equal Opportunity (Mar 07); 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 06); 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998); 52.222-37 Employment Reports on Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans (Sep 2006); 52.222-50 Combating Trafficking in Persons (Feb 2009); 52.223-15 Energy Efficiency in Energy-Consuming Products (Dec 2007); 52.225-13 Restriction on Certain Foreign Purchases (Jun 08); 52.232-29 Terms for Financing of Purchases of Commercial Items (Feb 02); 52.232-33 Payment by Electronic Funds Transfer – Central Contractor Registration (Oct 03); 52.233-3 Protest After Award (Aug 1996); 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004); 52.239-1 Privacy or Security Safeguards (Aug 96).

Attachment 1: Statement of Work

Automated Custom Box Making System (ACBMS)

1.0 Statement of Need

The National Archives and Records Administration (NARA) requires an Automated Custom Box Making System (ACBMS) to support ongoing large scale efforts to make custom housings for the intrinsically valuable records of the U. S. Federal Government.

2.0 Background

NARA is an independent Federal agency whose mission is to preserve and provide access to the historically valuable records of the Federal Government. These records are indispensable for documenting the rights of citizens, accounting for the actions of Federal officials, and understanding the national experience. Both the Government and the public rely on NARA to meet an almost unlimited range of information needs from its records.

NARA requires a completely integrated Automated Custom Box Making System which is capable of capturing measurements of bound records and producing custom box blanks. The ACBMS will allow NARA’s Document Conservation Division (NWTD) to continue its work producing custom housings for thousands of unique items each year.

3.0

SCOPE

The ACBMS requirement includes manufacture, delivery, installation, testing, training, warranty, and maintenance, including but not limited to the following:

· Installation and configuration of all equipment, software, and applications

· Trial production runs by installer to ensure the ACBMS functions optimally and in accordance with industry standards.

· Training of NARA staff in operation, routine maintenance, and troubleshooting of equipment, software, and applications

· One year warranty on all ACBMS components and full maintenance service contract renewable for up to three (3) years at NARA’s request.

4.0 Technical Requirements 4.1 General

4.1.1 The ACBMS is to include a box making component and three (3) portable book measuring devices. The box making component and book measuring devices must be compatible such that the ACBMS will be a fully integrated system capable of capturing precise measurements and producing box blanks from those measurements.

4.1.2 The ACBMS will capture measurements and produce box blanks for bound records of infinitely variable sizes and dimensions with no uniformity of size or dimension. Boxes produced can range in size from small (2”x2”x.25”) to very large (encompassing as much as one full sheet of archival box board).

4.1.3 The ACBMS must produce an assembly-ready flat box blank labeled with descriptive data. Box assembly will consist of folding / assembling the box blanks by hand.

4.1.4 The ACBMS must be sufficiently robust to sustain continuous daily operation for ten (10) hours per day and support a minimum production capacity of 400 custom boxes per day.

4.2 Box Production

4.2.1 The ACBMS will produce individual box blanks from one (1) full sheet of the following box board materials:

· Solid core archival paper board ranging in thicknesses from .010” to .060” (10 points to 60 points, or 1/100” to 6/100”) with a maximum sheet size of 96” x 60”.

· Corrugated archival box board ranging in thickness from .0625” to .1875” (E and B flute corrugated board, respectively) with a maximum sheet size 96” x 60”.

4.2.2 The ACBMS must be capable of producing individual box blanks separately or integrating multiple unique box blanks (of varying types and sizes) into one production run, from a single sheet of archival box board.

4.2.3.

The ACBMS must produce on each box blank all necessary scores, slots, and/or rounded corners.

4.2.4 When assembled, boxes produced by the ACBMS must stay securely closed without the aid of adhesives or fasteners. (Note: the production and application of adhesive and fasteners is a not requirement of the system).

4.2.5 The ACBMS must label each box blank with descriptive data. Descriptive data should appear as text printed or embossed onto the box or printed on a self-adhesive label. The text must appear on one outside surface of the assembled box and must be size-appropriate for the box.

4.2.6 Each box must fit its record precisely, with an inside tolerance of plus or minus (±) 1 mm in each dimension.

4.2.7 The ACBMS shall manufacture the boxes in the order records are measured in their shelf locations.

4.3 Box Styles

Note: Box and insert styles most frequently used by NARA are illustrated in Attachment 2: NARA STANDARD CUSTOM BOX STYLES***

4.3.1.

The ACBMS must be pre-programmed to produce each of the following box types (or comparables):

· Clam-Shell Boxes of variable height and width, with thickness variable from 1” (25.4mm)

· Phase Boxes of variable height and width, with thickness variable from 1” (25.4mm)

· Lidded Drop-Front Boxes of variable height and width, with thickness variable from 1.5” (38mm)

· Folder Boxes with tuck tab closure of variable height and width, with thickness variable from .25” (6mm)

4.3.2 The ACBMS must be pre-programmed to produce a variety of inserts, including spacer compartments, interlocking grid separators, and other supports for boxes which will house multiple objects differing in size. Inserts will be variable in height, width, and thickness.

4.4 Sample Box Requirement

4.4.1 Vendors are required to submit flat, unassembled sample boxes to NARA for evaluation of quality and workmanship prior to the closing date of the RFQ. Vendors must provide samples of NARA standard custom box styles (or comparables) as detailed in 4.3.1 and as illustrated in Attachment 2: NARA STANDARD CUSTOM BOX STYLES.

4.4.2 Vendors will make one (1) sample each of the Clam-Shell Box, Phase Box , and Lidded Drop-Front Box (or comparables) to fit a bound volume which measures 18” in height, 12” in width, 2” in thickness, in each of the following box board materials:

a) E-Flute archival corrugated board, .0625” or 1.58 mm thick

b) B-Flute archival corrugated board, .1875” or 4.76 mm thick

4.4.3 Vendors will also make one (1) sample of the Folder Box (or comparable) with tuck flap closure to fit a bound volume which measures 10” in height, 8” in width, and .5” (1/2”) in thickness, using solid core archival board which is 0.030” (30 points or 3/100”).

4.4.4 Refer to RFQ for sample box submission instructions.

4.5 Equipment and Tools

4.5.1 The box making component of the ACBMS is to include all mechanical parts necessary for cutting, creasing, slotting, punching, corner rounding, and labeling, and must also include the computer interface controller with all necessary peripheral equipment.

4.5.2.

The three (3) portable book measuring devices are to include their own self-contained rechargeable power supply.

4.5.3 The footprint of the ACBMS is not to exceed 15’ x 15’ and must be fully supported by electrical supply of 120/210 volts, 60 hertz.

4.5.4 The ACBMS must provide appropriate shielding to control or maintain safe operation, ambient dust, and ambient noise within acceptable Occupational Safety and Health Administration (OSHA) limits.

4.6 Interface and Operation

4.6.1 The ACBMS shall be pre-programmed with box and insert designs equal to or comparable to the box styles and inserts most frequently used at NARA (refer to Attachment 2: NARA STANDARD CUSTOM BOX STYLES).

4.6.2 Software is to include a text processor and computer operating command system with custom programmable software and backups. Vendor must specify language of application and provide source code.

4.6.3 The three (3) portable book measuring devices must fully interface with the box making component of the ACBMS and must capture data in DOS compatible format.

4.6.4 The ACBMS must be fully operational by simple data entry. System interface should allow for electronic or manual data entry by the operator.

4.6.5 System interface should prompt operator to enter at minimum the following types of descriptive data:

· record dimensions (length by width by thickness)

· box style

· descriptive data 5.0

TRAINING

5.1 The ACBMS must include an operating manual and comprehensive on-site training for up to five NARA staff by vendor personnel.

5.2 Operating manual must cover all facets of operation necessary for optimal daily production runs (see 4.1.4). Manual should cover at minimum equipment set-up, layout, board sizing and feeding, control settings, shut-down, and routine maintenance (i.e. cleaning, changing tools) of the ACBMS. On-site training should cover the operations manual in its entirety.

5.3 Training must include detailed demonstration(s) of the set-up, configuration, and operation of all equipment and software of the ACBMS.

5.4 Training must include hands-on trials of the ACBMS by NARA staff on all facets of operation. Upon completion of training, ACBMS must be fully operational by one NARA staff person.

6.0 Warranty and Maintenance 6.1 The contractor shall furnish at no additional cost a one (1) year warranty for all parts and labor required to maintain or restore the ACBMS to full operating condition (including but not limited to pick up and Drop Off, Bench Test, Preventive Maintenance, Cleaning, Calibration, and Repair and/or Remanufacture services).

6.2 The one year warranty period will begin following the acceptance test period of the ACBMS (refer to 7.0). Maintenance and support agreements for off-the-shelf or custom software products delivered under this contract must cover a period of one (1) year following acceptance of the ACBMS.

6.3 Contractor shall specify the frequency, duration, and level of preventive maintenance necessary to keep the ACBMS in full operating condition. The schedule for preventive maintenance shall be established by mutual agreement between the contractor and NARA.

6.4 On-call maintenance shall result in the restoration of the ACBMS to full operating condition in a timely fashion. The contractor shall provide timely telephone assistance and troubleshooting. Contractor must provide for a maximum eight hour response time during regular working hours 8:30 am-5:00 pm, Monday-Friday except U.S. Federal holidays.

6.5 On-call maintenance shall also include computer hardware and computer software troubleshooting, adjustments, repairs, parts, software fixes and other support functions necessary to restore the ACBMS to full operating condition.

6.6 Maintenance service contract shall be renewable at NARA’s request after the initial one year warranty period has expired. The contract will include three (3) one year option periods for maintenance. Option period dates are to be determined. The initial option period will begin following the expiration of the one year warranty period, which begins following final acceptance of the ACBMS (refer to 7.0 below). Duration of the contract is not to exceed 48 months.

7.0 Acceptance Test 7.1 Final acceptance of the ACBMS equipment by NARA shall be made after delivery and installation of the ACBMS, training of NARA staff, and a successful two-week operational test period. The test period shall begin after all installation and training requirements are completed.

7.2 The acceptance test period shall begin on the work day following completion of installation and training and shall end when the ACBMS has met the Standard of Performance for a period of fourteen (14) consecutive work days.

7.3 ‘Standard of Performance’ means that the ACBMS operates in full conformance with the requirements listed in this Statement of Work and as outlined in the Contractor’s technical proposal.

7.4 If the ACBMS does not meet the Standard of Performance during the initial fourteen (14) consecutive work days, the performance period shall continue on a day-to-day basis until the standard of performance is met for a total of 14 consecutive work days.

7.5 If the ACBMS fails to meet the Standard of Performance after 60 calendar days from the start of the performance period, NARA may at its option request a replacement system or terminate the contract for default and request immediate removal of equipment.

7.6 NARA will not accept the ACBMS or pay charges until the Standard of Performance is met. Upon successful completion of a fourteen (14) successive work day performance test period, NARA will provide the Contractor with written notice of Acceptance and retroactively establish the first day of the successful fourteen (14) successive work day performance test period as the date of acceptance and the beginning of the one (1) year warranty period.

8.0 Delivery and Installation 8.1 The Government requires delivery of the ACBMS to be made within 180 days after award of contract.

8.2 Installation of the ACBMS should be completed no more ten (10) working days following delivery.

8.2 The Government will evaluate equally offers that propose delivery of the ACBMS within the applicable delivery periods specified above. Offers that propose delivery that does not clearly fall within the applicable required delivery period specified above may be rejected. The Government reserves the right to award under either the required delivery schedule or the proposed delivery schedule, when an offeror offers an earlier delivery schedule than required above. If the offeror proposes no other delivery schedule, the required delivery schedule above will apply.

Attachment 2: NARA STANDARD CUSTOM BOX STYLES***

Automated Custom Box Making System (ACBMS)

BACKGROUND:

The diagrams below depict the box designs which are most frequently made in the Document Conservation Division (NWTD) of Preservation Programs (NWT) of the National Archives and Records Administration (NARA) with our existing automated custom box making system (BoxMaker3 by Custom Manufacturing, Inc, New York) purchased new in 1998.

OBJECTIVE:

NARA requires the new Automated Custom Box Making System (ACBMS) to provide software and designs that will at a minimum produce comparable box structures that will custom fit records of infinitely variable sizes (with no uniformity of size). Thousands of items (mainly bound records) will be custom boxed annually through the daily operation of the ACBMS.

STANDARD NARA BOX DESIGNS:

1) Clam-Shell Box The Clam-Shell Box is a one-piece box, double-tray enclosure without glue or fasteners. The larger lid tray fits snugly around the smaller tray when closed. The construction is such that a micro-environment is created, prohibiting dust or light from affecting the contents.

2) Phase Box The Phase Box is a four-flap enclosure resulting from joining two wrapper pieces. The first flap (A) when folded is equal in length and width dimensions to the record (usually a bound record) to prevent irregular pressure on the item enclosed. The second flap (B) is equal in length to ½ the height of the record. Fasteners are attached to flaps C and D after the box blanks are cut. (Adhesive joining of the two wrappers and the fore edge fastening mechanisms and materials are not required in the RFQ.)

3) Lidded Drop-Front Box The Lidded Drop-Front Box is a two-piece, lidded enclosure constructed without glue or fasteners. The larger lid fits snugly on top of and fully covers the smaller base when closed. When open, one long side of the base tray lays flat for easy removal of the contents without damage. The construction is such that a microenvironment is created, prohibiting dust or light from affecting the contents.

4) Folder Box with tuck tab closure The Folder Box with tuck tab closure is a one-piece four flap enclosure constructed without glue or fasteners. The first flap (A) when folded is equal in length and width dimensions to the record (usually a bound record) to prevent irregular pressure on the item enclosed. The second flap (B) is equal to ½ the length and the full width of the record.

5) Spacer Inserts, and Interlocking Grid Separators

Spacer inserts and interlocking grid separators to accommodate multiple items of significantly different dimensions within one box.

ATTACHMENT 3, Additional NARA Terms and Conditions (Addenda to FAR clause 52.212-4)

I. GOVERNMENT CONTRACT SPECIALIST

The Contract Specialist assigned to this contract is:

David Munford, Contract Specialist, NAA Telephone: (301) 837- 1988 Email: david.munford@nara.gov

II. INVOICE SUBMISSION REQUIREMENTS

A. All original invoices submitted for payment shall be sent electronically to the following e-mail address: NAR@BPD.TREAS.GOV. Protected Microsoft Excel Files are the preferred format; however, Adobe Acrobat Portable Document Format (PDF) and Microsoft Word are also acceptable. To receive a free notification of your electronic payment, register at http://fms.treas.gov/paid

B. If electronic invoices are not possible

1) Original invoices shall be sent to:

ARC/ASD/NAR

Avery Street 3-F

Bureau of the Public Debt

P.O. Box 1328

Parkersburg, WV 26106-1328

2) One copy to the Contract Specialist (identified above).

3) One copy to:

National Archives and Records Administration

Attn: TBD, Code _____

Room ____

8601 Adelphi Road

College Park, MD 20740-6001

Email: tbd@nara.gov

For Bureau of Public Debt paying office (ARC/ASD/NAR) payment and invoice questions, call 304-480-7000

C. The contractor's invoice shall include the following information and/or attached documentation:

(1) Name of the business concern and invoice date;

(2) The complete contract number and/or delivery/task order number preceded by the letters NAMA;

(3) Description, price, and quantity of services actually delivered or rendered and segregated by CLIN and/or SUBCLIN number(s);

(4) Payment terms;

(5) DUNS number;

(6) Taxpayer's Identification Number (TIN);

(7) Government Fund Cite; and

(8) Government Organization ordering the items

D. All invoices for services must be submitted on a monthly basis. The invoice must clearly reflect hours and unit price used to reach labor total as well as specific details regarding any travel.

E. All invoices will be paid using information from the Central Contractor Registration (CCR). Therefore, payment will be made to the EFT information that matches the DUNS number for this award.

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

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

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

(a) The Government may extend the term of this contract by written notice to the Contractor within 30 days of the anticipated need for the extension; provided that the Government gives the Contractor a preliminary written notice of its intent to extend at least ___ days [60 days unless a different number of days is inserted] 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 48 months.

(End of Clause)

52.209-4 -- First Article Approval -- Government Testing (Sep 1989) [Contracting Officer shall insert details]

(a) The Contractor shall deliver 1unit(s) of Lot/Item 0001 within 180 calendar days from the date of this contract to the Government at the National Archives and Records Administration, 8601 Adelphi Road College Park, MD 20740-6001 for first article tests. The shipping documentation shall contain this contract number and the Lot/Item identification. The characteristics that the first article must meet and the testing requirements are specified elsewhere in this contract.

(b) Within 90 calendar days after the Government receives the first article, the Contracting Officer shall notify the Contractor, in writing, of the conditional approval, approval, or disapproval of the first article. The notice of conditional approval or approval shall not relieve the Contractor from complying with all requirements of the specifications and all other terms and conditions of this contract. A notice of conditional approval shall state any further action required of the Contractor. A notice of disapproval shall cite reasons for the disapproval.

(c) If the first article is disapproved, the Contractor, upon Government request, shall submit an additional first article for testing. After each request, the Contractor shall make any necessary changes, modifications, or repairs to the first article or select another first article for testing. All costs related to these tests are to be borne by the Contractor, including any and all costs for additional tests following a disapproval. The Contractor shall furnish any additional first article to the Government under the terms and conditions and within the time specified by the Government. The Government shall act on this first article within the time limit specified in paragraph (b) of this clause. The Government reserves the right to require an equitable adjustment of the contract price for any extension of the delivery schedule or for any additional costs to the Government related to these tests.

(d) If the Contractor fails to deliver any first article on time, or the Contracting Officer disapproves any first article, the Contractor shall be deemed to have failed to make delivery within the meaning of the Default clause of this contract.

(e) Unless otherwise provided in the contract, the Contractor --

(1) May deliver the approved first article as a part of the contract quantity, provided it meets all contract requirements for acceptance and was not consumed or destroyed in testing; and

(2) Shall remove and dispose of any first article from the Government test facility at the Contractor’s expense.

(f) If the Government does not act within the time specified in paragraph (b) or (c) of this clause, the Contracting Officer shall, upon timely written request from the Contractor, equitably adjust under the Changes clause of this contract the delivery or performance dates and/or the contract price, and any other contractual term affected by the delay.

(g) The Contractor is responsible for providing operating and maintenance instructions, spare parts support, and repair of the first article during any first article test.

(h) Before first article approval, the acquisition of materials or components for, or the commencement of production of, the balance of the contract quantity is at the sole risk of the Contractor. Before first article approval, the costs thereof shall not be allocable to this contract for

(1) progress payments, or

(2) termination settlements if the contract is terminated for the convenience of the Government.

(i) The Government may waive the requirement for first article approval test where supplies identical or similar to those called for in the schedule have been previously furnished by the Offeror/Contractor and have been accepted by the Government. The Offeror/Contractor may request a waiver.

(End of Clause)