5582S.doc

Pacific Northwest Region Central Files Scanning Project Page of 20 5582-S (R1) (02/13)

Specifications by LLP Reviewed by SAB Program <ProgNo>5582-S (R1)</ProgNo>

U.S. GOVERNMENT PRINTING OFFICE

Columbus, Ohio

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

<Title>Pacific Northwest Region Central Files Scanning Project</Title> as requisitioned from the U.S. Government Printing Office (GPO) by the

DOI – Bureau of Reclamation – Denver Single Award

TERM OF CONTRACT: The term of this contract is for one year (base year period for Date of Award and ending February 28, 2013 and 4 option year periods (March 1, 2013 through February 28, 2014, March 1, 2014 through February 28, 2015, March 1, 2015 through February 29, 2016, and March 1, 2016 through February 28, 2017). Special attention is directed to the following provision and clauses in Section 1 of this contract: “Option to Extend the Term of the Contract” and “Economic Price Adjustment.”

BID OPENING: Bids shall be publicly opened at 2:00 p.m., prevailing Columbus, Ohio time on

<BOD>March 14, 2012</BOD> MAIL BID TO: U.S. Government Printing Office, 1335 Dublin Road, Suite 112-B, Columbus, Ohio 43215-7034. Envelope must be marked with Program Number and bid date opening.

RESTRICTION ON LOCATION OF PRODUCTION FACILITIES: All production facilities used in the manufacture of the product(s) ordered under this contract must be located within a 50-mile radius of Boise, ID.

BIDDERS PLEASE NOTE: This is a new contract. No abstract is available. Bidders are cautioned to familiarize themselves with all provisions of this contract before bidding.

INSPECTION OF FURNISHED MATERIAL BEFORE BID OPENING: The materials to be furnished by the Government shall be examined at: U.S. Department of the Interior; ATTN: Stephanie Lounsbury or Brenda Fralish; Bureau of Reclamation; 1150 North Curtis Road; Boise, ID 83706 between the hours of 9:00 a.m. and 2:00 p.m., Monday through Friday, local Boise, ID time until March 13, 2012.

Contractor must contact Stephanie Lounsbury or Brenda Fralish via telephone, 208-378-5128, before March 12, 2012 to schedule an appointment to view the material.

Examination of the materials is a requirement of these specifications. Failure to examine the material will be reason to declare the bidder non-responsible. This material represents the work that will be placed on the contract during the base year and the 4 option year periods.

No additional payment will be allowed for the correction of errors due to the failure of the bidder to thoroughly understand the nature and extent of the work to be performed.

BEFORE AWARD: ANY QUESTIONS CONCERNING THESE SPECIFICATIONS CALL

Linda Price (614)-488-4616, extension 22.

AFTER AWARD: REFER ALL QUESTIONS TO YOUR CONTRACT ADMINISTRATOR

Ted Mack (614)-488-4616, extension 21.

NO COLLECT CALLS

SECTION 1. – GENERAL TERMS AND CONDITIONS

GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to the applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Pub. 310.2, effective December 1, 1987 (Rev. 06/01)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding (GPO Pub. 310.1, effective May 1979 (revised 08/02)).

GPO PUB. 310.2 IS AVAILABLE ON GPO WEB SITE AT

http://www.gpo.gov/pdfs/vendors/sfas/terms.pdf

GPO PUB. 310.1 IS AVAILABLE ON GPO WEB SITE AT

http://www.gpo.gov/pdfs/vendors/sfas/qatap.pdf

REVISED GPO DISPUTES CLAUSE (06/08) IS AVAILABLE ON GPO WEB SITE AT

http://www.gpo.gov/pdfs/vendors/contractdisputes.pdf

REGULATIONS GOVERNING PROCUREMENT

The U.S. Government Printing Office (GPO) is an office in the legislative branch of the United States Government. Accordingly, the Federal Acquisition Regulation is inapplicable to this, and all GPO procurements. However, the text of certain provisions of the Federal Acquisition Regulation as contained in the Code of Federal Regulations (CFR), are referenced in this solicitation. The offeror should note that only those provisions of the Federal Acquisition Regulation which are specifically incorporated by reference into this solicitation, are applicable.

SUBCONTRACTING: The predominate production functions are unbinding, OCR scanning and indexing, and writing to disc. Bidder(s) who must subcontract these functions will be declared non-responsible. Subcontracting of rebinding and tagging for 508 compliance is permitted.

The contractor must notify the ordering agency when any materials leave the contractor’s facility and of the anticipated length of time the materials will be out of the contractor’s facility. The subcontracting facility may be located wherever the contractor deems necessary to complete the specifications.

QUALITY ASSURANCE LEVELS AND STANDARDS: The contractor shall be required to maintain the following document conversion standards:

· Delivered source input shall be scanned and archived as Adobe Acrobat “Image + Text” PDF files.

· Delivered source input shall equal scanned image output.

· Discs shall be operative on consumer DVD/CD drives and readable by assistive technology.

QUALITY CONTROL FOR OCR SCANNING/INDEXING: Contractor shall perform quality assurance of the scanned pages/images to ensure that an image is produced from each source document. The image produced is to be equal to or better than the readability of the source document. The Government reserves the right to perform quality assurance on any products produced under this contract. Failure to meet quality assurance standards will result in re-work at the contractor’s expense. Contractor may be required to provide their Quality Control Procedures to the Government after bid opening but before award.

QUALITY CONTROL FOR 508 COMPLIANCE: The following regulations shall apply. In the event of conflict between the documents and publications referenced herein and the content of this specification, the content of this specification shall be considered a superseding requirement.

Contractor will be required to test all Section 508 Compliant PDF files for compatibility with the most recent versions of JAWS, Adobe Acrobat, Windows Eyes, and Dragon Naturally Speaking Voice Recognition software.

Contractor must ensure that files meet all applicable Section 508 Standards as described in 29 U.S.C. Section 508. These standards are available to all contractors and can be downloaded at: http://www.section508.gov.

OPTION TO EXTEND THE CONTRACT TERM: The Government may extend the term of this contract by written notice to the contractor not later than 30 days before the contract expires. If the Government exercises an option, the extended contract shall be considered to include this clause. The duration of this contract, including the exercise of any options under this clause, shall not exceed February 28, 2017.

Notwithstanding the above paragraph, at the request of the Government, the term of any contract resulting from this solicitation may be further extended for such period of time as may be mutually agreeable to the GPO and the contractor.

ECONOMIC PRICE ADJUSTMENT: The prices set forth in this contract shall be adjusted in accordance with the provisions of this clause, provided that, in no event will prices be revised to exceed the maximum permissible under any law existing as of the date of the contract or as may be hereafter promulgated.

PRICE ADJUSTMENT PERIOD: For the purpose of this clause, the program years shall comply with the Contract Term clause. There shall be no price adjustment for orders placed during the first program year of this contract.

PRICE ADJUSTMENT: The prices shall be adjusted on the basis of the "Consumer Price Index For All Urban Consumers - Commodities Less Food, Seasonally Adjusted,” published monthly in the CPI Detailed Report by the Department of Labor, Bureau of Labor Statistics, in the following manner:

(1) The contract price of orders placed during the adjusted period (excluding reimbursable postage or transportation costs) shall be adjusted by the percentage increase or decrease in the average, seasonally adjusted Consumer Price Index For All Urban Consumers-Commodities Less Food (seasonally adjusted) as follows: An index shall be calculated by averaging the 12 seasonally adjusted months ending 3 months prior to the expiration of the current period of this contract. This average is then compared with the average index for the 12-month period ending 3 months prior to the beginning of the contract, called the base index. The percentage increase or decrease by comparing these two indexes shall be applied to the contractor's invoices for orders placed during the price adjustment period.

(2) The Government will notify the contractor in writing of the percentage increase or decrease to be applied to any invoices to be submitted for orders subject to price adjustment in accordance with this clause. Such percentage will be determined from the published index as set forth above. The contractor shall apply the percentage increase or decrease against the total price of the invoice less reimbursable postage or transportation costs. Any applicable discounts will be calculated on the basis of the invoice price as adjusted.

If the Government exercises an option, the extended contract shall be considered to include this economic price adjustment clause.

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS: A GPO jacket number will be assigned and a purchase order issued to the contractor to cover work performed. The purchase order will be supplemented by an individual "Print Order" for each job placed with the contractor. The print order, when issued, will indicate the quantity to be produced and any other information pertinent to the particular order.

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor, the Government reserves the right to conduct an on-site preaward survey at the contractor’s/subcontractor’s facility or to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a contract.

PREAWARD TEST: The contractor being considered for award shall be required to complete the following preaward test, unless waived by the Contracting Officer. The Government may waive the requirement for a preaward test where supplies identical or similar to those called for have been previously furnished by the contractor and have been accepted by the Government.

1.

The prospective contractor who is in line for award will be e-mailed an untagged PDF file, and will be required to make the file Section 508 Compliant as described in “Section 2 – Specifications”.

2.

The preaward test must be performed at the same facilities and on the same equipment that will be used to produce Section 508 Complaint files required for this contract.

3.

This test must be delivered before the close of business 5 workdays after the furnished test material is made available.

4.

Disapproval of Preaward Test: At the option of the Government and if so notified by the Contracting Officer, the contractor may be permitted additional time to correct defects or to submit additional test material. The time allowed to provide additional test material may differ depending upon the nature of the defects noted. This will be specified when notification is given.

5.

Approval of Preaward Test: Approval will be based upon fulfilling all of the requirements of the specifications within the time specified. A single deviation from the contract specifications or failure to complete delivery within the time specified may result in declaring the contractor nonresponsible.

No charges will be allowed for costs incurred in the performance of the preaward test.

POSTAWARD CONFERENCE: Unless waived by the Government, a post-award conference will be conducted between the contractor, the ordering agency, and the Government Printing Office. The purpose of the conference will be to discuss and review all aspects of the contract terms, the contractor’s production plan, and all other critical elements of the contract. It is anticipated that the conference will be conducted via telephone but it may be held at the contractor’s plant or at the Government address indicated on page 1.

PAYMENT: Before any voucher will be accepted by GPO for payment, an itemized and totaled statement for each print order must be submitted to the ordering agency for examination and certification as to the correctness of the vouchers as applicable to the work performed. This certification by the ordering agency will suffice in lieu of submitting a completed sample with the contractor's voucher.

After examination and certification of the voucher by the ordering agency, submit all vouchers via FAX utilizing the GPO barcode coversheet program application. Instructions for the GPO barcode coversheet program application can be found at the following web address: http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html.

At time of invoicing, the contractor must submit a copy of the print order, contractor’s invoice, and all mailing and/or delivery receipts via e-mail to infocolumbus@gpo.gov or fax to 614-488-4577.

ORDERING: Items to be furnished under the contract shall be ordered by the issuance of print orders by the Government. Orders may be issued under the contract from Date of Award through February 28, 2013 (plus options). All print orders issued hereunder are subject to the terms and conditions of the contract. The contract shall control in the event of conflict with any print order. A print order shall be "issued" for purposes of the contract, when it is either deposited in the U.S. Postal Service mail or otherwise furnished to the contractor in conformance with the schedule.

REQUIREMENTS: This is a requirements contract for the items and for the period specified herein. Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in accordance with the clause entitled “Ordering”. The quantities of items specified herein are estimates only, and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government's requirements for the items set forth herein do not result in orders in the amounts or quantities described as "estimated", it shall not constitute the basis for an equitable price adjustment under this contract.

Except as otherwise provided in this contract, the Government shall order from the contractor all the items set forth which are required to be purchased by the Government activity identified on page 1.

The Government shall not be required to purchase from the contractor, requirements in excess of the limit on total orders under this contract.

Orders issued during the effective period of this contract and not completed within that time shall be completed by the contractor within the time specified in the order, and the rights and obligations of the contractor and the Government respecting those orders shall be governed by the terms of this contract to the same extent as if completed during the effective period of this contract.

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency prior to the earliest date that shipment/delivery may be specified under this contract, and if the contractor will not accept an order providing for the accelerated shipment/delivery, the Government may procure this requirement from another source.

Subject to any limitations elsewhere in this contract, the contractor shall furnish to the Government all items set forth herein which are called for by print orders issued in accordance with the "Ordering" clause of this contract.

SECURITY: The products produced under this contract contain sensitive but unclassified information and are characterized as “For Official Use Only” (FOUO). In addition, the materials furnished are historical documents and are not replaceable.

Proper control and handling must be maintained at all times to prevent any information or materials required to produce the product ordered under these specifications from falling into unauthorized hands. Unless otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed and all files are to be permanently removed from the contractor’s computers.

After award, every employee of the contractor, including every employee of any subcontractor, involved in the production of orders placed under this contract will be required to complete the Federal Non-Disclosure Agreement, Form 7-2577 (2-07). See attached Exhibit 1 on page 19.

The contractor shall take all necessary precautions to insure against loss of books, 35mm roll film, and other reproducibles at any time prior to delivery.

DELIVERY/SHIPPING STATUS INFORMATION: The contractor is to use the GPO furnished form to report the delivery/shipment status on each order. The form is to be reproduced as needed by the contractor. This information MUST be furnished to GPO - Columbus, RPPO on each order. The information as contained on this form is to be faxed or called to the Columbus RPPO.

Fax Number (614) 488-4577 Telephone Number (614) 488-4616, extension 21

NO COLLECT CALLS

SECTION 2. – SPECIFICATIONS

SCOPE: <Scope>These specifications cover the production of OCR scanning (300 dpi to 600 dpi) and indexing black and white and color source documents to 508 Compliant PDF files requiring such operations as copy pickup, preparation and re-assembly of source documents, including books (with or without fold-ins), 35mm roll film, and oversized drawings, writing to DVD-R or CD-ROM, packing, and delivery.</Scope> TITLE: Pacific Northwest Region Central Files Scanning Project NUMBER OF ORDERS/NUMBER OF IMAGES/TRIM SIZES: Approximately 12 orders* per year. Approximately 640,650 images per year. One set of DVD-Rs/CD-ROMs per order. One set consists of one original and one duplicate disc. Anticipate the following annual usage:

*An occasional order will require additional pickups throughout the month. Anticipate no more than 5 additional pickups per order.

Trim sizes for books and single sheets range up to 11 x 17” (landscape and/or portrait). Trim sizes for oversized documents are anticipated to be over 11 x 17” (landscape and/or portrait), up to and including 24 x 36”, the majority will be 24 x 36” or 18 x 24” (landscape and/or portrait). Original documents will be face only or face and back.

Anticipate 400 books per year with approximately 105,150 total images scanned. Most books will be looseleaf. Some books will have fold-ins.

Anticipate 532,000 single sheets per year with approximately 532,000 total images scanned.

Anticipate 2,000 oversized drawings per year with approximately 2,000 total images scanned Anticipate 2 rolls of 35mm roll film with approximately 1,500 total images scanned.

All material is on display for inspection as indicated on page 1 of the contract. The documents are stored in a 600 square foot area. Trim sizes, color scans, black image scans, binding styles, page counts, and other pertinent information can be determined at this inspection. This material represents the work that will be placed on the contract during the base year and the 4 option year periods.

GOVERNMENT TO FURNISH: Documents will consist of bound and unbound books, 35mm roll film, and unbound sheets and drawings. Each document shall be scanned to PDF and made 508 compliant resulting in one 508 Compliant PDF file per document. Each PDF file will be written to DVD-R/CD-ROM.

Most multi-page documents will have the same trim size for each page; however, an occasional multi-page document may consist of mixed trim sizes. An occasional document may require the contractor to reduce or enlarge document to a trim size specified on the Government furnished material.

Artwork template for DVD/CD label will be provided in Photoshop CS5 on CD at the beginning of the contract term. Contractor to keep artwork template on file for the term of the contract or until instructed otherwise by the Government.

Delivery/shipping status report form.

Form 905 (R. 3/90) "Labeling and marking specifications".

Print orders (GPO Form 2511).

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under “Government to Furnish”, necessary to produce the product(s) in accordance with these specifications.

INSPECTION OF MATERIAL UPON RECEIPT OF ORDER: It shall be the responsibility of the contractor to ascertain the condition of material received at the time of receipt and notify the Government of any additional operations required by the contractor to prepare the furnished material for scanning.

Some of the furnished material dates to the early 1900’s and is considered extremely fragile and may require the contractor to use a flat bed scanner to prevent damage to the documents. Upon receipt of material for each order, the contractor shall confer with the Government to determine if flat bed or automated scanning equipment is to be used.

After scanning method has been determined but before production begins, the contractor is to prepare an itemized estimate of the work to be performed based on the “Schedule of Prices”. This itemized estimate is to be provided to the Department of Interior and to the Government Printing Office. E-mail addresses to be provided at time of award. Contractor is not to begin production without estimate approval by the Department of Interior.

GOVERNMENT TESTING AND INSPECTION OF MATERIALS: It is necessary that the materials in production for scanning at the contractor’s location are available to the agency at all times. Due to the nature of the documents, it may be necessary to obtain them from the contractor at any time for urgent and compelling needs, including litigation. In addition, the agency reserves the right to conduct any test or inspection it may deem advisable to assure goods and services conform to the specifications in this contract. This may also include inspection of the materials to be sure they are being handled with the proper safeguards to ensure they are not lost or damaged or available to unauthorized personnel.

DOCUMENT PREPARATION AND HANDLING: The contractor shall be responsible for basic document preparation and handling during all phases of the document conversion effort. The pre-conversion effort shall include document receipt, inspection, inventory and document preparation for scanning and conversion (e.g.: staple removal, binding removal including removing bindings (case bound, perfect bound, saddle stitched, and looseleaf (including but not limited to: 2-LS, 1-ULC, coil bind, acco-fasten, inside binder, comb bind)), paper clips, attachments and fasteners; reduction of oversize or enlargement of undersize documents when required; purging unnecessary information; repairing damaged originals, page orientation and special handling, and proper handling of 35mm roll film for scanning purposes).

The post-conversion effort shall consist of reconstruction of the documents including the attachment of fasteners and bindings, reassembly of the documents into their original configuration, preparing a document inventory listing, and packaging for return shipment to the ordering activity. Loose documents shall be placed back in the order in which they were scanned and any paperclips or other fasteners should be replaced, and any folds should be refolded so that the document that has been scanned appears in the same manner it was originally presented.

SCANNING AND INDEXING: The final product will be an electronic version of the entire document in the form of full text searchable 508 Compliant PDF files on indexed, searchable DVD-Rs/CD-ROMs. In addition, the ordering agency will require an image management system (IPRO load file) to be prepared according to their instruction. Contractor to work with the ordering agency to understand their case needs and provide a document coding plan to meet their requirements while maintaining a high degree of accuracy and timely delivery.

The contractor must scan all documents provided using professional quality Optical Character Recognition (OCR) software and create high-quality searchable PDF files. The delivered PDF content shall be generated using the most recent version of Adobe Acrobat software. Contractor to include the Adobe Reader software on each disc. Contractor will be required to comply with completion and submission of the “Adobe Reader Distribution Agreement” as required by Adobe. All scanned images to be Archival Quality and scanned at no less than 300 dpi up to 600 dpi. The contractor will be required to generate and deliver Adobe Acrobat “Image + Text” PDF files. All scanned images to be properly aligned (no skewed images). Black images to be scanned as black and color images to be scanned as color.

The files must be indexed for search and retrieval purposes. Each disc and each individual document file on that disc must be searchable by key word. Index each disc for the documents contained therein and include a link function to the coinciding document. Disc indexing information will be specified by the ordering agency after award. All pages for a collection of documents are to use logical grouping (ie. box, folder) and should be written to the same disc where possible.

508 COMPLIANT TAGGING: The contractor will be required to properly tag all images, graphics, illustrations, tables/charts, signatures, and other non-text elements.

Alt Text must describe, in words, any image, graphic, illustration, table/chart, signature or other non text element. Alt Text includes locating web addresses and internal and external links within the text and creating and activating the links.

Contractor will also be required to establish proper document structure, tab order and reading order, keyboard accessibility, and correct color contrast within the publication/document.

The contractor to create structure trees, including changing of the “flow” of different form's elements to the screen reading software.

Contractor must ensure that all files meet all applicable Section 508 Standards. Publications and documents will require tagging of text, alt text, table of contents and index pages, and tables/charts (simple and complex).

Bulleted and numbered lists are to be read in line with the text. Bullets are to be tagged as artifacts, numbers are to be read. Blank pages are to be announced as “Page intentionally left blank.”

Text: Includes tagging and reading order of headers, footers, headings, columns, and text matter.

Table of Contents and Index Pages: Includes tagging and reading order of text matter.

Alternative Text (Alt Text) (other than tables/charts): Will include tagging, reading order, writing alt text for images, graphics, logos, seals, illustrations, signatures, scanned images, screen shots, and other non text elements, and creating and activating links for all web addresses and internal and external links within the text.

Alt Text for Tables/Charts: Will include tagging, writing alt text, and tab and/or reading order for simple and complex tables/charts.

Simple Tables/Charts: Defined as single level header rows and columns with a minimum of 3 columns and a combination of up to 20 columns and rows. Example: 3 columns and 4 rows or 5 columns and 3 rows or 3 columns and 6 rows.

Complex Tables/Charts: Defined as all multiple level header rows and columns and single level header rows and columns with a minimum of 3 columns and a combination of 21 or more columns and rows. Example: 3 rows and 8 columns or 10 columns and 3 rows or 4 columns and 6 rows.

READING ORDER AND ALT TEXT REVIEW: All orders will require the contractor and agency to complete a reading order and alt text review of each PDF. Reading order should be logical and completed left to right and top to bottom. Alt text should be descriptive, yet concise. All links to web addresses and internal and external links are to be active.

DOCUMENT ANALYSIS AND REPORTING: The contractor will be required to perform a quality assurance review to verify compliance of the files with current Section 508 accessibility requirements.

The contractor must test the files to ensure they are compatible with the most recent version of JAWS, Windows Eyes, and Dragon Naturally Speaking Voice Recognition Software.

The contractor will be required to run a document analysis and develop an “Assessment Report” detailing Section 508 deficiencies and remediations conducted. This “Assessment Report” shall be in the format provided as Exhibit 2 on page 20.

Contractor shall ensure the following minimum checkpoints are completed on any file:

1. All text elements must be available to Assistive Technologies (AT).

2. Reasonable and sufficient Alt-Tag descriptions for non-text elements.

3. All links are to be activated and link to the correct web address and internal and external links.

4. Scanned images should be optimized through OCR to render verbatim text to an AT user. Signatures should remain images with description “XXXXXX signature”.

5. Data tables should be properly alt-tagged so that an AT user is able to determine corresponding column and row headers including nested tables with multiple row and column headers per data cell.

6. Document structure tags (ie., headings, paragraphs, sections, tables, and other page elements) must be included to allow AT users to efficiently navigate the document and for the file to be reflowed correctly when viewed on mobile devices.

The contractor must immediately correct deficiencies identified in the document analysis. The contractor must send the Assessment Report via e-mail to the issuing Agency and GPO.

NAMING CONVENTIONS: Each PDF file shall be named for each publication with the project name and year (i.e.: “Boise Project 1901.pdf” or “American Falls Reservoir 1923-1927.pdf”). Please note that some of the titles may have more characters than are allowable. Some orders will have a specific file name or additional information regarding the naming of a given file provided by the Government. In absence of these instructions, contractor to use best judgment in naming these files and should include as much information as is possible. The PDF file name for the index is to be “PDF File Index”.

WRITING TO DISC: It is anticipated that all 508 Compliant PDF files for an order will fit on one DVD-R (DVD-5) or one CD-ROM. Contractor to create one original and one duplicate disc for each print order. All discs produced shall be in conformance with ISO 9660 standards set by the International Organization for Standardization.

All DVD/CD discs produced under this contract shall comply with the OSTA Universal Disc Format Specification: 1996 (Appendix 6.9) “OSTA UDF Compliant Domain” of ISO/IEC 13346:1995 Volume and file structure of write-once and rewritable media using non-sequential recording for information interchange. Also known as the UDF Bridge (UDF/ISO 9660) file structure.

All files are to be written to single-sided discs. Maximum disc size for DVD-Rs is 4.7GB. Maximum disc size for CD-ROMs is 682MB. When files are greater than maximum size, contractor is to use best judgment in determining if files are written to DVD-R or CD-ROM.

Contractor to write 508 Compliant PDF files to original disc(s) and then duplicate a second disc for each original disc. All images should be stored on disc media of a type that can be read by any standard DVD/CD reader and with or without assistive technology. Each disc must be self-contained. Each disc will be labeled using the Bureau of Reclamation’s Visual Identity template file provided at the beginning of the contract and with the information provided on the individual print order. Anticipate the template will have a white background with blue and black printing.

Screen printing is the preferred method of printing but printing and imaging methods other than screen printing will be acceptable provided that all applicable quality, performance, durability, and fade resistant standards will be met, however, laser printing on discs or printing on separate labels applied to the discs are not acceptable.

MARGINS: Follow original documents. Entire document must be captured without loss of any data.

PROOFS: In lieu of proofs, the contractor shall be required to copy and scan with second-pass verification and shall complete a visual comparison to verify that 100% of the pages/documents were captured in copying/scanning. Disc production will require that the contractor check each disc to insure proper file naming, file structure, and placement.

NOTE: Reading Order and Alt Text, including web addresses and internal and external links, will require review as defined on page 10.

JEWEL CASES: Each disc shall be placed in a clear plastic jewel case. Jewel cases will not require inserts.

PACKING: All packing materials shall be furnished by the contractor and must be of sufficient strength to guarantee delivery of the finished product at destination in a satisfactory and usable condition.

LABELING AND MARKING: Refer to Contract Terms and furnished form 905.

DISTRIBUTION: Deliver all discs and all furnished material to: U.S. Department of the Interior; ATTN: Stephanie Lounsbury or Brenda Fralish; Bureau of Reclamation; 1150 North Curtis Road; Boise, ID 83706.

Inside delivery is required. Inside delivery is defined as delivery into a Government controlled space as directed.

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job prior to receipt of the individual print order (GPO Form 2511) and furnished material, including determination of scanning method and estimate approval.

Furnished material and print order must be picked up from the Boise, Idaho address indicated under “Distribution”.

If agent picks-up material, the contractor must provide an adequate supply of completed manifests (airbills) to the Government agency placing the orders listing his firm as both the shipper and the consignee.

The Government will identify which items are to be picked up with each order. Contractor will be required to provide a pickup and delivery receipt with each order. The pickup and delivery receipts are to inventory and reference all titles/items picked up and delivered by the contractor.

Contractor will be notified when copy and print order will be available for pickup. The following schedule begins upon notification of the availability of print order and furnished material:

Approximately 10% of the orders will require complete production and delivery within 5 to 10 work days after receipt of order.

Approximately 90% of the orders will require complete production and delivery within 15 to 30 workdays after receipt of order.

The ship/delivery date indicated on the print order is the date products must be received at Boise, Idaho address indicated under “Distribtuion”.

RECEIPT FOR DELIVERY: Contractor must furnish their own receipts for delivery. These receipts must include the GPO jacket, program, and print order numbers; total quantity delivered, number of cartons, and quantity per carton; date delivery made; and signature of the Government agent accepting delivery. The original copy of this receipt must accompany the contractor's voucher for payment.

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will be furnished with each order or shortly thereafter. In the event such information is not received in due time, the contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure to request such information.

RETURN OF GOVERNMENT FURNISHED PROPERTY: The contractor must deliver all material furnished by the Government, along with any digital deliverables, to the Boise, Idaho address indicated under “Distribution”.

These materials must be packaged, properly labeled, and delivered separate from the entire job. The contractor must be able to produce a separate signed receipt for these materials at any time during the contract.

All expenses incidental to pickup/return of materials must be borne by the contractor.

SECTION 3. – DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices offered in the "Schedule of Prices" to the following units of production which are the estimated requirements to produce 1 year's orders under this contract. These units do not constitute, nor are they to be construed as, a guarantee of the volume of work which may be ordered for a like period of time.

The following item designations correspond to those listed in the "Schedule of Prices".

I.

(a)

(b)

(c)

(d)

(e) 532,000

(f) 2,000

(g)

II.

(a) (1) 487,439

(2) 65,335

(b) (1) 51,288

(2) 5,699

(c) (1) 16,670

(2) 10,719

(d) (1) 5,250

(2) 5,250

(e) (1) 1,500

(2)

XXXX

(f) (1) 55,540

(2) 8,175

III.

(a) 573,435

(b) 63,715

(c) 308,225

(d) 477,863

(e) 159,288

IV.

(a)

(b)

V.

(a)

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SECTION 4. – SCHEDULE OF PRICES

Bids offered are f.o.b. delivery at destination to Boise, Idaho.

Prices must be submitted for the entire term of the contract and bids qualified for a lesser period will not be considered.

Prices must include the cost of all required materials and operations for each item listed in accordance with these specifications.

Bidder must make an entry in each of the spaces provided.

Bids submitted with any obliteration, revision, or alteration of the order and manner of submitting bids, may be declared nonresponsive.

An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge to the Government.

Bids submitted with NB (No Bid) or blank spaces for an item may be declared nonresponsive.

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of production (whether or not such items are included in the Determination of Award) that are inconsistent or unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such action would be in the best interest of the Government.

All vouchers submitted to the GPO shall be based on the most economical method of production.

I. PREPARE, REPAIR, AND REASSEMBLY: Prices offered shall include the cost of all required materials and operations necessary for the inspection of materials, preparing documents (including unbinding), reassembly and rebinding of the documents to their original state, packing in containers (including disc sets), pickup and delivery of furnished material and finished product.

(a) Case Bound Books per book

(b) Saddle-Stitched Books per book

(c) Perfect Bound Books per book

(d) Looseleaf Books per book

(e) Single Sheets up to and including

11 x 17” (portrait or landscape) per sheet

(f) Oversized Drawings over 11 x 17”, up to and including 24 x 36”

(portrait or landscape) per drawing

(g) 35mm Roll Film per film roll

(Initials)

RETURN THIS PAGE TO RPPO COLUMBUS, OHIO

SCHEDULE OF PRICES

II. OCR SCANNING AND INDEXING: Prices offered shall include the cost of all required materials and operations necessary for the scanning and indexing of documents.

Black Image Color Images

(1) (2)

Scanning and indexing images with trim sizes up to and including 8-1/2 x 11” (portrait or landscape) per image

(b) over 8-1/2 x 11”, up to and including

8-1/2 x 14” (portrait or landscape) per image over 8-1/2 x 14”, up to and including 11 x 17” per image over 11 x 17”, up to and including 24 x 36” per square foot

Scanning images on 35mm roll film per frame

XXXX

(f) Upcharge for scanning with a flat bed scanner

(trim sizes up to and including 11 x 17”, portrait or landscape) per image

Payment for Line Item II. (d) above will be made on a “per square foot” basis. Square feet will be computed as the product of the length times the width in inches, divided by 144, and rounded off to the nearest tenth.

Contractor will be reimbursed an upcharge for scanning with a flat bed scanner, Line Item II. (f), only when authorized by the Government.

III. TAGGING FOR 508 COMPLIANCE: Prices offered shall include the cost of all required materials and operations necessary for the tagging of PDF files to make them 508 compliant, including alt text and reading order review.

(a) Text Matter each page

Table of Contents and/or Index Pages each page

Alternative Text (other than tables/charts) each alt text image

Alternative Text Simple Tables/Charts each table/chart

Alternative Text Complex Tables/Charts each table/chart

SCHEDULE OF PRICES

IV. WRITING TO DISC: Prices offered shall include the cost of all required materials and operations necessary for writing to DVD-R/CD-ROM, including the cost of materials for discs, jewel cases, and inserting disc into jewel case.

NOTE: A set is defined as one original disc inserted into a jewel case and one duplicate disc inserted into a jewel case.

Writing to DVD-R sets, labeling discs, and inserting into jewel cases per DVD-R set

Writing to CD-ROM sets, labeling discs, and inserting into jewel cases per CD-ROM set

V. TIMEWORK: Charges for timework will be allowed for operations such as repairing damaged originals, and other similar services required to prepare documents for scanning and restoration of scanned document to original condition.

Operations which cannot be properly classified under Items I through IV above shall be charged as “Timework” and the amount of time charged under “Timework” must be agreed to prior to performance and must be supported by a statement outlining, in detail, the operations for which payment is claimed. In the case of dispute, the Contracting Officer reserves the right to be the final judge as to the operations and/or number of hours chargeable under Item IV.

NOTE: Timework may be billed in 15 minute increments.

NOTE: All charges under Item IV must have Contracting Officer approval prior to performance of timework.

(a) Timework per hour

SCHEDULE OF PRICES

BIDDERS NAME AND SIGNATURE: Fill out and return all pages in "Section 4. - Schedule of Prices”, initial or sign each in the space provided.

Fill out and return GPO Form 910. The schedule of prices will prevail in instances where prices are inadvertently entered on GPO Form 910.

GPO Form 910 is available on GPO web site at http://www.gpo.gov/pdfs/vendors/sfas/bids910.pdf.

Bidder

(City - State)

By

(Signature and title of person authorized to sign this bid)

(Person to be contacted) (Telephone Number) (Fax Number)

(Contractor Code Number)

RETURN THIS PAGE TO RPPO, COLUMBUS, OH

EXHIBIT ONE: Federal Non-Disclosure Agreement, Form 7-2577 (2-07) Bureau of Reclamation

EXHIBIT TWO: 508 Compliance Assessment Report