1745S.pdf

Program 1745-S (09/11) Page 1 of 27 Specifications by: GDC Reviewed by: KJC

U.S. GOVERNMENT PRINTING OFFICE

Dallas, Texas

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

On-Site Duplicating/Copying, Operations as requisitioned from the U.S. Government Printing, Office (GPO) by the

Arkansas Army National Guard

Single Award

CONTRACT TERM: The term of this contract is for the period beginning November 1, 2010 and ending October 31, 2011, plus up to four (4) optional 12-month extension periods that may be added in accordance with the "Option to Extend the Contract Term" clause in this contract.

BID OPENING: Bids shall be publicly opened at 2 p.m., prevailing Dallas, Texas time on October 6, 2010.

BIDDERS, PLEASE NOTE: Changes are scattered throughout. All bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding. Special attention is directed to additional products under trim size (page 11), additional papers under stock/paper (page 13), additional bindery under binding (page 14) and the requirement to provide an estimated cost under request handling (page 16).

Facsimile bids are permitted.

Questions of a technical nature concerning this contract should be directed to Glen D. Carlson, telephone (214) 767-0451, ext. 17. (No collect calls.)

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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 Publication 310.2, effective December 1, 1987 (Rev. 6-01)) and GPO Contract Terms, Quality Assurance Through Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised April 1996)).

QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards shall apply to these specifications:

Product Quality Levels:

(a) Printing (page related) Attributes - Level IV.

(b) Finishing (item related) Attributes - Level IV.

Inspection Levels (from ANSI/ASQC Z1.4):

(a) Non-destructive Tests - General Inspection Level I.

(b) Destructive Tests - Special Inspection Level S-2.

Specified Standards: The specified standards for the attributes requiring them shall be:

Attribute Specified Standard

P-7. Type Quality and Uniformity Camera Copy

P8. Halftone Match (Single and Double Impressions) Camera Copy

SUBCONTRACTING: The predominate production function is on-site duplicating/copying and may not be subcontracted.

DUPLICATING/COPYING DEFINITION: For the purpose of this contract, duplicating/copying shall be defined as duplicating equipment employing the lithographic process and automatic copy-processing or copier-duplicating machines employing electrostatic, laser, thermal, or other copying processes.

The copying method(s) used must be of good quality and must not contain background tone and must be equal or better than a duplicating process such as direct image duplicating.

FACSIMILE BIDS: Facsimile bids are permitted.

(a) Definition. "Facsimile bid," as used in this solicitation, means a bid, modification of a bid, or withdrawal of a bid that is transmitted to and received by the Government via electronic equipment that communicates and reproduces both printed and handwritten material.

(b) Bidders may submit facsimile bids as responses to this solicitation. These responses must arrive at the place and by the time specified in the solicitation.

(c) Facsimile bids that fail to furnish required representations or information or that reject any of the terms, conditions, and provisions of the solicitation will be excluded from consideration.

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FACSIMILE BIDS (contd.):

(d) Facsimile bids must contain the required signatures.

(e) The Government reserves the right to make award solely on the facsimile bid. However, bidders agree to promptly submit the complete original signed bid.

(f) Submit facsimile bid to FAX No. (214-767-4101), one bid per facsimile.

(g) If the bidder chooses to transmit a facsimile bid, the Government will not be responsible for any failure attributable to the transmission or receipt of the facsimile bid including, but not limited to, the following:

(1) Receipt of garbled or incomplete bid.

(2) Availability or condition of the receiving facsimile equipment.

(3) Incompatibility between the sending and receiving equipment.

(4) Delay in transmission or receipt of bid.

(5) Failure of the bidder to properly identify the bid.

(6) Illegibility of bid.

(7) Security of bid data.

PRE-BID CONFERENCE: In order to insure that the prospective contractor fully understands the total requirements of the job as indicated in these specifications, Government representatives will conduct a pre-bid conference with the bidder's representatives at the Arkansas Army National Guard duplicating/copying facility located in Building 5301 at Camp Joseph T. Robinson. North Little Rock, AR 72199-9600.

Pre-bid Conference will be held on September 15, 2010 at 10:00 a.m. at Camp Robinson.

Attendance at the pre-bid conference is mandatory. Failure to attend the pre-bid conference may result in a determination of non-responsibility. Call Glen D. Carlson at (214) 767-0451 ext. 17, or send a facsimile to

(214) 767-4101, or send an e-mail to gcarlson@gpo.gov on or before 1:00 p.m. (Central Time), September 9, 2010. Please furnish the following information: firm name, firm address, point of contact (to include name, telephone number, fax number and e-mail address) and the number of people attending (to include name(s), telephone number(s), fax number(s) and e-mail address(es)). Each firm will be allowed a maximum of two (2) representatives.

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 to review evidence of technical, production, managerial, financial, and similar abilities to perform, prior to the award of a contract.

POSTAWARD CONFERENCE: The total requirements of the job as indicated in these specifications will be reviewed by Government representatives with the contractor's representative immediately after award. This conference may take place at the duplicating/copying facility located at Camp Robinson, AR.

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OPTION TO EXTEND THE CONTRACT TERM: The Government has the option to extend the term of this contract for a period of 12 months by written notice to the contractor not later than 60 days before the contract expires. If the Government exercises this option, the extended contract shall be considered to include this clause, except, the total duration of the contract may not exceed five years as a result of, and including, any extension(s) added under this clause. Further extension may be negotiated under the "Extension of Contract Term" clause. See also "Economic Price Adjustment" for periodic pricing revision.

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting from this solicitation may be 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 first period of the 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.

NOTE: The Economic Price Adjustment (EPA) is NOT cumulative. The EPA is applied to the original contract price not to the original contract price plus any other EPAs applied.

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.

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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 October 1, 2010 through September 30, 2011 plus for such additional periods as the contract is extended. 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.

The Government will issue daily orders on a standardized Arkansas Army National Guard form indicating the schedule, originals and required copies. This form will be available through hard copy or electronic means. The contractor will return a copy (paper or electronic) of all order forms to a designated departmental representative by 10:00 a.m. of the workday following completion. Each order form must have a billing statement attached broken down by Schedule of Prices to include a grand total. A designated departmental representative will issue weekly Print Orders (GPO Form 2511) to the contractor. The print order will indicate the total number of orders, the total number of copies ordered and the total amount that the contractor will bill to GPO for that week.

The requirement in GPO Contract Terms, GPO Pub. 310.2 (effective December 1, 1987 (Rev. 6-01)), clause 12, Notice of Compliance with Schedules, paragraph (c) Extension of Schedules, will not apply to orders placed under this contract.

The requirement in GPO Contract Terms, GPO Pub. 310.2 (effective December 1, 1987 (Rev. 6-01)), clause 24, Payments on Purchase Orders, paragraph (a) (4), for one completed copy of the specified product (except classified documents) is hereby waived.

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, if any.

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.

The Government may issue orders which provide for shipment/delivery to or performance at multiple destinations.

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REQUIREMENTS (contd.):

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.

PAYMENT: Submit all vouchers to: Comptroller, Stop FMCE, Office of Financial Management, U.S.

Government Printing Office, Washington, D.C. 20401. Vouchers may be faxed to 202-512-0992 or 202-512- 0993. To expedite payment from GPO, use the bar code cover sheet. Refer to the following web page for instructions: http://winapps.access.gpo.gov/fms/vouchers/barcode . If the bar code cover sheet is used, fax the voucher and the bar code cover sheet to 202-512-1851 in lieu of the fax numbers listed above.

SERVICE CONTRACT ACT OF 1965: Provisions of the Service Contract Act of 1965, as amended (May 1989), are incorporated as part of this contract.

52.228-5 INSURANCE - WORK ON A GOVERNMENT INSTALLATION (JAN 1997):

(a) The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract.

(b) Before commencing work under this contract, the contractor shall notify the GPO Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective (1) for such period as the laws of the State in which this contract is to be performed prescribed, or (2) until 30 days after the insurer or the Contractor gives written notice to the GPO Contracting Officer, whichever is longer.

(c) The Contractor shall insert the substance of this clause, including this paragraph (c), in subcontracts under this contract that requires work on a Government installation and shall require subcontractors to provide and maintain the insurance required in the Schedule or elsewhere in this contract. The Contractor shall maintain a copy of all subcontractor's proofs of required insurance, and shall make copies available to the GPO Contracting Officer upon request.

52.237-2 PROTECTION OF GOVERNMENT BUILDINGS, EQUIPMENT, AND VEGETATION (APR

1984):

The Contractor shall use reasonable care to avoid damaging existing buildings, equipment, and vegetation on the Government installation. If the Contractor's failure to use reasonable care causes damage to any of this property, the Contractor shall replace or repair the damage at no expense to the Government as the GPO Contracting Officer directs. If the Contractor fails or refuses to make such repair or replacement, the Contractor shall be liable for the cost, which may be deducted from the contract price.

52.245-8 LIABILITY FOR THE FACILITIES (JAN 1997):

(a) The term "Contractor's managerial personnel," as used in this clause, means any of the Contractor's directors, officers, managers, superintendents, or equivalent representatives who have supervision or direction of –

(1) All or substantially all of the Contractor's business;

(2) All or substantially all of the Contractor's operations at any one plant or separate location in which the facilities are installed or located; or

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52.245-8 LIABILITY FOR THE FACILITIES (JAN 1997) (contd.):

(3) A separate and complete major industrial operation in connection with which the facilities are used.

(b) The Contractor shall not be liable for any loss or destruction of, or damage to, the facilities or for expenses incidental to such loss, destruction, or damage except as provided in this clause.

(c) The Contractor shall be liable for loss or destruction of, or damage to, the facilities, and for expenses incidental to such loss, destruction or damage --

(1) That result from a risk expressly required to be insured under this contract, but only to the extent of the insurance required to be purchased and maintained, or to the extent of insurance actually purchased and maintained, whichever is greater.

(2) That result from a risk that is in fact covered by insurance or for which the Contractor is otherwise reimbursed, but only to the extent of such insurance or reimbursement:

(3) For which the Contractor is otherwise responsible under the express terms of this contract;

(4)That results from willful misconduct or lack of good faith on the part of the Contractor's personnel; or

(5) That results from a failure, due to willful misconduct or lack of good faith on the part of the Contractor's managerial personnel –

(i) To establish, maintain, and administer a system for the control of the facilities in accordance with the "Property Administration" paragraph of the Government property clause, or

(ii) To maintain and administer a program for maintenance, repair, protection, and preservation of the facilities in accordance with the "Property administration" paragraph of the Government Property clause, or to take reasonable steps to comply with any appropriate written direction that the GPO Contracting Officer may prescribe as reasonably necessary for the protection of the facilities. If the Government Property clause does not include the "Property administration" paragraph, then the Contractor shall exercise sound industrial practice in complying with the requirements of this subdivision (c)(5)(ii).

(d) (1) If the Contractor fails to act as provided by subparagraph (c)(5) above, after being notified (by certified mail addressed to one of the Contractor's managerial personnel) of the Government's disapproval, withdrawal of approval, or non-acceptance of the system or program, it shall be conclusively presumed that such failure was due to willful misconduct or lack of good faith on the part of the Contractor's managerial personnel.

(2) Furthermore, any loss or destruction of, or damage to, the Government property shall be presumed to have resulted from such failure unless the Contractor can establish by clear and convincing evidence that such loss, destruction, or damage –

(i) Did not result from the Contractor's failure to maintain an approved program or system: or

(ii) Occurred while an approved program or system was maintained by the Contractor.

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52.245-8 LIABILITY FOR THE FACILITIES (JAN 1997) (contd.):

(e) If the Contractor transfers facilities to the possession and control of a subcontractor, the transfer shall not affect the liability of the Contractor for loss or destruction of, or damage to, the facilities. However, the Contractor shall require the subcontractor to assume the risk of, and be responsible for, any loss or destruction of, or damage to, the facilities while in the subcontractor's possession or control, except to the extent that the subcontract, with the advance approval of the GPO Contracting Officer, relieves the subcontractor from such liability. In the absence of such approval, the subcontract shall contain appropriate provision requiring the return of all the facilities in as good condition as when received, except for reasonable wear and tear or for their utilization in accordance with the provisions of the prime contract.

(f) Unless expressly directed in writing by the GPO Contracting Officer, the Contractor shall not include in the price or cost under any contract with the Government the cost of insurance (including self-insurance) against any form or loss, destruction, or damage to the facilities. Any insurance required under this clause shall be such form, in such amounts, or such periods of time, and with such insurers (including the Contractor as self-insurer in appropriate circumstances) as the GPO Contracting Officer shall require or approve. Such insurance shall provide for 30 days advance notice to the Contracting Office, in the event of cancellation or material change in the policy coverage on the part of the insurer. Documentation of insurance or an authenticated copy of such insurance shall be deposited promptly with the GPO Contracting Officer. The Contractor shall, not less than 30 days before the expiration of such insurance, deliver to the GPO Contracting Officer documentation of insurance or an authenticate copy of each renewal policy. The insurance shall be in the name of the United States of America, Arkansas Army National Guard, the Contractor, and such other interested parties as the GPO Contracting Officer shall approve, and shall contain a loss payable clause reading substantially as follows:

"Any loss under this policy shall be adjusted with (Contractor) and the proceeds, at the direction of the Government, shall be paid to (Contractor). Proceeds not paid to (Contractor) shall be paid to the office designated by the GPO Contracting Officer."

(g) When there is any loss or destruction of, or damage to, the facilities –

(1) The contractor shall promptly notify the GPO Contracting Officer and, with the assistance of the GPO Contracting Officer, shall take all reasonable steps to protect the facilities from further damage, separate the damaged and undamaged facilities, put all the facilities in the best possible order, and promptly furnish to the GPO Contracting Officer (and in any event within 30 days) a statement of –

(i) The facilities lost or damaged;

(ii) The time and origin of the loss or damage;

(iii) All known interests in commingled property of which the facilities are a part; and

(iv) Any insurance covering any part of or interest in such commingled property;

(2) The Contractor shall make such repairs, replacement and renovations of the lost, destroyed, or damaged facilities, or take such other action as the GPO Contracting Officer may direct in writing; and

(3) The Contractor shall perform its obligations under this paragraph (g) at Government expense, except to the extent that the Contractor is liable for such damage, destruction or loss under the terms of this clause, and except as any damage, destruction, or loss is compensated by insurance.

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52.245-8 LIABILITY FOR THE FACILITIES (JAN 1997) (contd.):

(h) The Government is not obligated to replace or repair the facilities that have been lost, destroyed, or damaged. If the Government does not replace or repair the facilities, the right of the parties to an equitable adjustment in delivery or performance dates, price, or both, and in any other contractual condition of the related contracts affected shall be governed by the terms and conditions of those contracts.

(i) Except to the extent of any loss or destruction of, or damage to, the facilities for which the Contractor is relieved of liability, the facilities shall be returned to the Government or otherwise disposed of under the terms of this contract (1) in as good condition as when received by the Contractor, (2) improved. or (3) as required under the terms of this contract, less ordinary wear and tear.

(j) If the Contractor is in any way compensated (excepting proceeds from use and occupancy insurance.

the cost of which is not borne directly or indirectly by the Government) for any loss or destruction of, or damage to, the facilities, the Contractor, as directed by the GPO Contracting Officer, shall –

(1) Use the proceeds to repair, renovate, or replace facilities involved; or

(2) Pay such proceeds to the Government.

(k) The Contractor shall do nothing to prejudice the Government's right to recover against third parties for any loss or destruction of, or damage to the facilities. Upon the request of the GPO Contracting Officer, the Contractor shall furnish to the Government, at Government expense, all reasonable assistance and cooperation (including the prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery.

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SECTION 2. – SPECIFICATIONS

SCOPE: The objective of this contract is to provide the Arkansas Army National Guard with duplicating/copying and bindery services. In accomplishment of this objective, the contractor shall provide all equipment, personnel, transportation, maintenance, expendables and systems required in the performance of this contract.

TITLE: On-site Duplicating/Copying Operations.

FREQUENCY OF ORDERS:

Duplicating/Copying:

Black image: Approximately 333 orders per month.

Color image: Approximately 5 orders per month.

CD-R duplicating and labeling: Approximately 1 order per month.

QUANTITY: Approximately 1 to 3,500 impressions per order.

NUMBER OF IMPRESSIONS:

Black image: Approximately 1,166,666 impressions per month.

Color image: Approximately 333 impressions per month.

CD-R duplicating and labeling: Approximately 250 duplicates per month.

TRIM SIZE:

Flat Sheets, Text, and Covers:

Format "A": Up to and including 8-1/2 x 11".

Format "B": Over 8-1/2 x 11" up to and including 11 x 17".

Tabbed Dividers: 9 x 11" including 1/2" tab.

Business Cards: 3-1/2 x 2”. Minimum order of 100 cards.

Posters: 18 x 24” or 24 x 36”.

Large Format Reproduction: Over 11 x 17” up to 32 x 40”.

GOVERNMENT TO FURNISH: One- or two-sided camera ready copy, line art and photoprints to be reproduced at various focuses. Copy may be transmitted electronically via e-mail through the department's internal network, the internet or on CD-R.

Books, bound periodicals, loose journals and other documents.

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GOVERNMENT TO FURNISH (contd.):

Arkansas Army National Guard order forms. Collation guides. Print Orders.

A facility containing 572 square feet for equipment and 130 square feet for storage located in Building 5301 of Camp Joseph T. Robinson in North Little Rock, AR.

All utilities for the facility above.

A telephone and local dialing service for "Official Business" only. Any charges for other than "Official Business" will be charged to the contractor.

A computer workstation for employee connectivity and communication with the department's internal network.

CONTRACTOR TO FURNISH: All materials, software, hardware, equipment, personnel, transportation, maintenance, expendables and operations, other than those listed under "Government to Furnish", necessary to produce the product(s) and provide the services in accordance with these specifications.

Identification markings, such as register marks, ring folios, rubber-stamped jacket numbers, commercial identification marks of any kind, etc., except form number and revision date carried on copy or film, must not print on the finished product.

PREPRESS:

The contractor may be required to cut and paste into position text, photoprints and line illustrations.

The contractor may have to perform color editing, color creation, reductions and enlargements.

The contractor may be required to scan originals to create electronic files.

FILMS/REPRODUCIBLES: None required.

ELECTRONIC STORAGE: The contractor will maintain an electronic archive of all frequently required documents as directed by the department. Upon expiration/termination of this contract, and if the contractor is not again the successful bidder, the contractor will provide copies of all electronically stored documents to the department.

PROOFS: The contractor will be required to provide proofs/prior-to-production samples as directed by the department.

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or listed for the corresponding JCP Code numbers in the "Government Paper Specifications Standards No. 11" dated February 1999.

All paper used in each copy must be of a uniform shade.

Plain Copier, Xerographic, Laser Printer, White, grammage 75 g/m2 (basis weight: 20 lbs. per 500 sheets, 17 x 22"), equal to JCP Code O63.

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STOCK/PAPER (contd.):

Plain Copier, Xerographic, Laser Printer, Colored, grammage 75 g/m2 (basis weight: 20 lbs. per 500 sheets, 17 x 22"), equal to JCP Code O63.

Plain Copier, Xerographic, Laser Printer. White, grammage 90 g/m2 (basis weight: 24 lbs. per 500 sheets, 17 x 22"), equal to JCP Code O63.

Plain Copier, Xerographic, Laser Printer, Colored, grammage 90 g/m2 (basis weight: 24 lbs. per 500 sheets, 17 x 22"), equal to JCP Code O63.

Index, White, grammage 165 g/m2 (basis weight: 90 lbs. per 500 sheets. 25-1/2 x 30-1/2"), equal to JCP Code K10.

Index, Colored, grammage 165 g/m2 (basis weight: 90 lbs. per 500 sheets, 25-1/2 x 30-1/2"), equal to JCP Code K10.

Vellum-Finish Cover, White, grammage 175 g/m2 (basis weight: 65 lbs. per 500 sheets, 20 x 26"), equal to JCP Code L20.

Vellum-Finish Cover, Colored, grammage 175 g/m2 (basis weight: 65 lbs. per 500 sheets, 20 x 26"), equal to JCP Code L20.

25% Cotton Bond, White, grammage 75 g/m2 (basis weight: 20 lbs. per 500 sheets, 17 x 22”), equal to JCP Code G45.

No. 1 Offset Book, Smooth Finish, grammage 90 g/m2 (basis weight: 60 lbs. per 500 sheets, 25 x 38”), equal to JCP Code A61 with the exception of the colors available. Available colors must be equal to Wausau Astrobrights.

Smooth-Finish Cover, grammage 175 g/m2 (basis weight: 65 lbs. per 500 sheets, 20 x 26”), equal to JCP Code L21 with the exception of the color available. Available colors must be equal to Wausau Astrobrights.

DUPLICATING/COPYING:

Color duplicating/copying and black duplicating/copying from both paper and electronic originals will be required.

Flat sheets, text and covers will reproduce face only or face and back in color or black only.

Tabs will reproduce face only in color or black only.

Business cards will reproduce face only in color or black only.

Posters will reproduce face only in color or black only.

Large format reproduction will be face only in black only.

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DUPLICATING/COPYING (contd.):

Formats for submission of electronic originals include, but are not limited to, the following: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Adobe Pagemaker, Adobe PhotoShop, Adobe Illustrator, QuarkXpress and other similar software.

All high-volume work will be done using equipment with a minimum of 600 dots per inch copy quality.

Duplicating/copying of bound books, books, bound periodicals, loose journals and similar documents will be required. Bound materials shall be reproduced on a copier suitable for handling bound documents. Bound documents must be protected from damage of the spine during duplication/copying. Duplication/copying must clearly reproduce the entire page without distortion.

MARGINS: Maintain margins as indicated on copy.

BINDING: Bind as indicated on the work/print order.

Looseleaf: Side-wire stitch in one or two places and trim four sides. The work/print order will specify.

Saddle-stitched: Saddle-wire stitch in two places and trim three sides.

Bind with thermal adhesive tape. Tape bind must cover the entire binding edge. The adhesive used must hold publication together under normal handling and usage.

Machine or hand fold as indicated on the work/print order.

Drill three ¼” holes, 4-1/4" center to center, center of holes approximately 3/8" from the left edge; or as specified on the work/print order.

Comb bind with a suitable size comb.

Coil bind with a suitable size coil.

Laminate both sides of a flat sheet with 1-2 mil clear laminating film. Lamination must be evenly applied with no trapped foreign particles or air bubbles. Trim flush.

Dividers: Tabs will extend 1/2" beyond text at outside. Insert into text in proper positions and drill or stitch like text.

PACKING: Most orders will not require packing. When required, pack suitable.

DISTRIBUTION: Deliver f.o.b. contractor's facility. All orders will be picked up by the department.

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of any job prior to receipt of the individual work/print order.

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SCHEDULE (contd.):

Complete production must be made as follows:

(a) Regular duplicating/copying (both color and black only) orders must be completed within 3 workdays.

(b) Distribution (organizational announcements such as job vacancies) duplicating/copying orders must be completed within 12 hours (approximately 10% of workload).

(c) Tub (several jobs provided for the same activity and event by a single customer) duplicating/copying orders must be completed within 10 calendar days (approximately 35% of workload).

(d) Rush duplicating/copying orders must be completed within 24 hours (approximately 15% of workload).

(e) Proofs, when required, must be completed within 8 hours.

The required due dates and times as annotated on the work/print order shall be met by the contractor or negotiated with the customer with the intent of meeting delivery schedules no less than 95% of the time with a less than 1% rejection rate.

The contractor has the option to move work to another location to meet customer deadline; however, off-site work must have prior signed approval by an authorized Government representative. The movement of work must be transparent to the department with no additional time allowed or additional expense incurred by the department.

The contractor may be required to make multiple changes, modifications, revisions and/or author's alterations to work in progress up to the time of delivery. A schedule extension may be negotiated between the department and the contractor for the production time required to make the changes.

STAFFING:

The contractor must staff and operate the duplicating/copying center Monday through Friday of each week, exclusive of the days on which Federal Government holidays are observed, from 7:00 a.m. to 5:00 p.m.

Occasionally, the contractor will be required to staff and operate the duplicating/copying center for extended hours to include evenings and weekends for special events.

The contractor will provide sufficient personnel as needed to ensure that customer delivery dates are met with the highest customer satisfaction. The contractor must provide for trained backup employees as needed for normal employee leave, illness and so forth. Relief personnel must be on site within two hours of sickness or emergency leave notification of regularly scheduled personnel.

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STAFFING (contd.):

All contractor personnel working in-residence at an Arkansas Army National Guard facility will be expected to conduct themselves in accordance with Arkansas Army National Guard standards of conduct. The contractor shall be responsible for ensuring that its personnel perform their work assignments and conduct themselves in a manner acceptable to the Arkansas Army National Guard. The Arkansas Army National Guard may require the contractor to separate any contractor personnel from an Arkansas Army National Guard work assignment at any time for any lawful reason. In the event of such separation, the contractor shall have the responsibility for reassigning or terminating such contractor personnel.

The contractor will ensure that employees are neat, clean, properly dressed for a professional environment and treat all customers politely and equitably in a professional manner. There will be no smoking in an Arkansas Army National Guard facility. Swearing or profanity will not be tolerated.

SECURITY:

All contractor employees must complete a local police check and a National Agency Check (NAC). The department reserves the right to approve or deny access to its facilities based upon the results of these investigations.

All contractor employees must attend the department's network users training.

The department will provide selected contractor employees with facility security access codes and door keys.

The contractor employees will be required to sign for all keys.

As Camp Robinson is a controlled access military installation, all contractor employees who wish to drive onto the installation must possess a valid driver's license and vehicle registration and must obtain a vehicle pass from the department's security forces.

All contractor employees must sign a confidentiality statement agreeing that they will not release any information they access through the performance of their jobs.

All contractor personnel will report to the department's security forces for check-in processing before commencing work and check-out processing when terminating. Separation check-out processing will include the return of all Government property and badges, documents and so forth.

REQUEST HANDLING:

The Government will issue daily orders on a standardized Arkansas Army National Guard form indicating the schedule, originals and required copies. This form will be available through hard copy or electronic means.

The contractor must maintain an information system to identify and receive requests, record the requestor's name, the requestor's account, the requirements of the request, time in and time out. The information system must be capable of order querying and be able to and store data on each request for a minimum of 1 year. Some of these requests will be referenced for subsequent reorder.

The contractor must have the capability of providing an estimated cost to the customer within the same day of receipt of the order.

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REQUEST HANDLING (contd.):

The contractor will return a copy (paper or electronic) of all order forms to a designated departmental representative by 10:00 a.m. of the workday following completion. Each order form must have a billing statement attached broken down by Schedule of Prices to include a grand total.

A designated departmental representative will issue weekly Print Orders (GPO Form 2511) to the contractor.

The print order will indicate the total number of orders, the total number of copies ordered and the total amount that the contractor will bill to GPO for that week. The contractor will attach a copy of all orders to the Print Order for billing purposes.

Any disputes as to the amount that the contractor will submit to GPO for billing must be addressed within 48 hours with a designated departmental representative. In the event that a settlement cannot be reached, all billing information will be submitted to the GPO Contracting Officer for a final decision.

Any contractor billing for overtime and special papers/materials will be supported by documentation as to customer job number listing and purchase order/receipt for special papers/materials.

The contractor will provide a monthly invoice and detailed activity report to a designated departmental representative in a format to be agreed upon by all parties of this contract. The data collected must meet the data requirements of JCP Forms 1 through 7 for Commercial Print Plant Reporting.

PERFORMANCE STANDARDS:

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

Unless otherwise directed, copies shall represent the original as closely as possible with reference to position of the data on the page, fidelity to the original, quality of print, size of print, fidelity to the original color, page order, and so forth. Smudged, off-center, bent, spindled or out-of-order copies shall not satisfy the intent of this contract and the intended definition of professional and generally accepted commercial standards. Copies shall be free of background tone.

The contractor shall perform thorough quality checks upon completion of each order. Checks shall include, but not be limited to, quality and verification of all work performed as requested by the customer.

When a customer is not satisfied, work will be immediately reprinted at contractor's expense.

Any rejected orders reprinted by the contractor that are in dispute will be handled as follows: The originals, random copies from the production run and a written statement as to the facts will be presented to the designated departmental representative by the contractor. The designated departmental representative will attempt to resolve the dispute in accordance with the specifications. If a settlement cannot be reached, the designated departmental representative will submit to the GPO all originals, random copies from the production run and the written statement as to the facts submitted by the contractor and a GPO Form 1815. The GPO Contracting Officer will make the final decision.

The contractor will not knowingly reproduce copyrighted material unless the customer has written permission to reproduce copyrighted material. Without proper authorization, the contractor will be responsible to defend and pay for any resultant legal actions.

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PERFORMANCE STANDARDS (contd.):

The contractor shall maintain neat, clean, safe, healthy working spaces in accordance and compliance with all safety and environmental departmental, Federal and state regulations. The contractor will be responsible for removal and disposal of all hazardous material and for the recycling of all waste paper.

The contractor shall implement a system to provide performance standards to the department upon request.

Performance standards shall cover, but not be limited to, customer satisfaction, quality control, contractor error rates and jobs needing to be rerun, turn around time, number and percentage of jobs completed on schedule per customer request and number and percentage of jobs missing schedule. The contractor will meet with a designated departmental representative quarterly to review performance metrics and discuss performance variance, potential problems and resolutions of problems, activity status, cost reporting and variance and proposed system improvements, if any.

The contractor must conduct a customer satisfaction survey quarterly, compile the results and submit a report to a designated departmental representative.

HANDLING OF PROPRIETARY AND FOR OFFICIAL USE ONLY (FOUO) AND SENSITIVE BUT

UNCLASSIFIED DATA:

Any data provided by the department under this contract for duplication or reproduction shall not be used or disclosed by the contractor to any other party unless provided for in this contract.

Any data designated "FOUO" or "Sensitive but Unclassified" is considered sensitive information of such a nature that its disclosure could be adverse to the best interests of the Government. Disclosure of FOUO or Sensitive but Unclassified information, either in writing or orally, to any person other than the originator of the order under this contract is prohibited.

The contractor must also destroy any Government or personnel information protected under the Freedom of Information Act or Privacy Act in accordance with applicable Department of Defense regulations and procedures.

INSURANCE AND INDEMNIFICATION:

(a) The contractor shall, at its own expense, provide and maintain during the entire performance period of this contract at least the following kinds and minimum amounts of insurance with the Arkansas Army National Guard named as an additional insured in policies for comprehensive general liability insurance with a carrier licensed and admitted in the State of Arkansas.

(1) Worker's Compensation and Employer's Liability insurance as required by applicable Federal and state worker's compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the Employer's Liability section of the insurance policy, except when contract operations are so commingled with the contractor's commercial operations that it would not be practical. The Employer's Liability coverage shall be at least $100,000.00, except in states with exclusive or monopolistic funds that do not permit worker's compensation to be written by private carriers. However, the contractor, in fulfillment of its obligation to provide Worker's Compensation Insurance, may maintain a self-insurance program if the contractor is qualified pursuant to statutory authority to do so.

(2) Comprehensive Liability Insurance, including automobiles (owned, non-owned, or leased), completed operations, products, and contractual liability, for a combined single limit of not less than $1,000,000.00 for all deaths, injuries, and property damage arising from one accident or occurrence.

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INSURANCE AND INDEMNIFICATION (contd.):

(b) Before commencing work under this contract, the contractor shall furnish the following: (1) certificates of insurance for the coverage specified in (a) above, and (2) an additional insured endorsement naming the Arkansas Army National Guard as an additional insured to the contract for the coverage specified in (a)(2) above. Such certificates and the endorsement shall provide that any cancellation or material change in the insurance policies shall not be effective (i) for such period as the laws of the State in which this contract is to be performed prescribe, or (ii) until 30 days after the insurer or the contractor gives written notice to the Arkansas Army National Guard, whichever period is longer. Also, such certificates and the endorsement shall (i) cover contractual liability assumed under this contract, and (ii) be primary and non-contributing to any insurance procured by the Arkansas Army National Guard. The contractor agrees to let the Arkansas Army National Guard to examine its original policies, should the Arkansas Army National Guard so request. Should the contractor at any time neglect or refuse to provide the insurance required herein, or should such insurance be canceled, the Arkansas Army National Guard shall have the right to procure same and the costs thereof shall be deducted from monies then due to and thereafter to become due to the contractor.

(c) The contractor agrees that it will be responsible to the Arkansas Army National Guard for, and will indemnify and hold harmless the Arkansas Army National Guard, its trustees, officers, and employees, from any loss, cost, damage. expense or liability, attorney's fees, or any suit therefor, by reason of actual or alleged property damage or personal injury or whatsoever kind or character, arising out of or in connection with the performance of work hereunder by the contractor or any of its subcontractors, howsoever the same may be caused, including any of the same resulting from alleged or actual negligent act or omission, regardless of whether such act or omission is active or passive, but exempting only such loss, cost, damage, expense or liability attributable to the sole negligence or willful misconduct of the Arkansas Army National Guard, its trustees, officers, or employees.

INFORMATION ASSURANCE SOFTWARE CERTIFICATION

All information systems connected to the Arkansas Army National Guard (AR-ARNG) network, to include operating system and client software operating on the system, must be accredited and approved by the AR- ARNG designated approving authority (DAA) prior to connection to the network. AR-ARNG administrators must have access to all systems to update anti-virus definitions and apply required security patches as they are released.

WASTE REMOVAL: The contractor is responsible for the collection, removal and disposal of all recyclable materials and/or waste (paper, boxes, toners, cartons, and so forth).

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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 orders for 12 months 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 during, a like period of time.

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

I. (a) 120

(b) 120

(c) 12

(1) (2) II. (a)(1) 11,718,00 1,302,000 (a)(2) 3,564 396 (a)(3) 378,000 42,000 (b)(1) 491,400 54,600…