SF30 amendment to RFQ.docx

1. CONTRACT ID CODE

PAGE OF PAGES

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

National Archives and Records Administration Same as Block #6

8601 Adelphi Road – Rm. 3340

College Park, MD 20740

9B. DATED (SEE ITEM 11)

July 15, 2010

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE

FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ X ]The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers [ ] is extended, [X] is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 8 and 15, and returning __1__ copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

Solicitation: NAMA-10-Q-0073 for an Automated Custom Box Making System for the National Archives and Records Administration Archives II facility is hereby amended to respond to questions submitted by Offerors.

SEE PAGE TWO

Ann Harrison

Contracting Officer

(Signature of person authorized to sign)

(Signature of Contracting Officer)

NSN 7540-01-152-8070

PREVIOUS EDITION UNUSABLE

30-105

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Question 1.

“What measurement system will they want to use to specify sizes? They refer to inches for box sizes, but with tolerance shown as +/- 1mm. We would ideally prefer they use the Book Measure Devices to measure in mm (the operator never really needs to worry about units as such, they just move the probe to a point on the item to be measured and then click). These measurements (in mm) would then be passed through to the boxmaking system to make the appropriate enclosure. The other US archive installations we have are working in these mm units with no issue, but I would wish to confirm this is suitable for NARA.”

Answer

All sizes should be in millimeters.

Change to RFQ: Section 4.6.3 of Attachment 1: Statement of Work reflects that “All measurements produced by the portable book measuring devices should be metric, in millimeters (mm).”

Question 2.

2. What is the maximum item size they require the Book Measures to be capable of measuring? They refer to it both being portable (4.1.1) and capable of measuring something that can be made from one sheet of archival board (4.1.2). However their boardsize is shown as approx. 2.4x1.5m (96"x60") which can make a very large box indeed, potentially up to nearly 1.2m, which would require at least an A0 book measure device. The A0 can be moved, but would not really be considered portable.

Answer

We need to be able to measure volumes which are up to 609 mm in any single dimension. We need the measuring device to operate both independent from the box making component, to be easily transportable (preferably in a car) between archives facilities. Bound records which are larger than 609 mm in any dimension are manually measured and entered into the box making program, so the measuring device must also support entries made via the keyboard.

Change to RFQ: Section 4.6.3 of Attachment 1: Statement of Work reflects that “Book measuring devices must be able to measure volumes which are up to 609 mm in any single dimension.”

Question 3.

“They require that the system manufactures the boxes in the order they were measured (4.2.7) This is not typical as it does not make efficient use of the board. Is this an absolute requirement? We would normally take a group of items measured by a book measure in one session and fit as many of these on a sheet to maximize board usage. In this way a smaller box might fit in a certain space, but that smaller box might not be sequentially the next box measured by the device.”

Answer

The requirement was stated based on our current operation which does not have automatic layout. We would not object to an ACBMS with an automatic box layout application in addition to layout of box blanks individually by hand entry. Each box blank must bear a unique number or code which is embossed on one external surface of the assembled box blank, so that each blank can be easily sorted and matched to the bound record for which it was made.

Change to RFQ: Section 4.2.7 of Attachment 1: Statement of Work changed to read: “The ACBMS should manufacture the boxes in the order records are measured in their shelf locations, OR should include an automatic layout application which arranges the box blanks automatically on the box board blank. ACBMS should also allow for the manual layout of box blanks on the box board.”

Question 4.

“They refer to electrical supply of 120/210V (4.5.3), is 210V available as a single phase supply? Is a 3-phase supply also available and if so, what is the spec.?”

Answer

We have two power boxes of 3 phase supply available. Both have disconnect levers. The specifications are: 100 Amps, 250V and 600V

Change to RFQ: NONE

Question 5.

“They refer to "B Flute" archival corrugated board being 0.1875" or 4.76mm thick. Can we please double check this as this is considerably thicker than standard B flute, which would be nearer to 3mm thick. This is important as designs intended to work for B flute assume approx. 3mm thickness. It is not a major problem, but if we know this is for certain the thickness of their B flute, then we can amend our designs accordingly.”

Answer

The thickness of the B Flute corrugated board we use is approximately 0.12 in. or 3 mm. Please pardon this oversight.

Change to RFQ: Sections 4.2.1 and 4.4.2 of Attachment 1: Statement of Work changed to reflect correct thickness of B Flute corrugated board.

END OF AMENDMENT 1