RFQ - WH Photo Services - 1-20-10.pdf

RFQ NUMBER: WHO-S-10-0002

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(I) This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, using Simplified Acquisition procedures under the test program for commercial items found at FAR 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a separate solicitation will not be issued.

(II) Solicitation Number WHO-S-10-0002 is issued as a Request for Quote (RFQ).

(III) The solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular 2005-38, effective December 10, 2009.

(IV) This solicitation is not a set aside. This procurement is not covered by the Small Business

Competitiveness Demonstration Program.

(V) Contract Line Items: Fixed Price/Rate to be proposed by Offeror.

PART 1 – THE SCHEDULE - SECTION B – SERVICES PRICE

The Contractor shall provide all personnel, supplies, equipment and facilities to provide the White House with quality photo reproductions in accordance with the Statement of Work and terms and conditions below.

ITEM NO. SUPPLIES/SERVICES QTY UNIT UNIT PRICE AMOUNT

0001 Base Year Photo

Lab Services 1 Lot

0002 Option Year 1 Photo Lab Services

1 Lot

0003 Option Year 2 Photo Lab Services

1 Lot

0004 Option Year 3 Photo Lab Services

1 Lot

0005 Option Year 4 Photo Lab Services

1 Lot

(VI) Description of Requirement.

STATEMENT OF WORK

EXECUTIVE OFFICE OF THE PRESIDENT (EOP)

WHITE HOUSE PHOTO OFFICE

REQUIRING ORGANIZATION:

Executive Office of the President (EOP) White House (WH) Photo Office

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1.0 SCOPE

The scope of this Statement of Work (SOW) is to define the requirements for a Contractor to provide photographic quality digital production of White House photographs.

1.1 BACKGROUND

The White House Photo Office's primary mission is to visually document the Presidency for the historical record. The photographs produced by the Photo Office's official photographers are maintained in accordance with the Presidential Records Act and become part of the National Archives and/or Presidential Library upon the conclusion of each presidential administration. The White House Photographer takes photographs of the President and his staff in daily activities in and around the White House complex to document the Presidency.

2.0 APPLICABLE DOCUMENTS

None

3.0 TASKS

The Contractor shall provide personnel, equipment, supplies and facilities necessary for the digital production of White House photographs with the quality standards, volume, type, and turn-around time required to support the needs of the White House.

The Contractor shall ensure all photos are labeled on the back with this language: OFFICIAL PHOTOGRAPH – THE WHITE HOUSE, DATE (DD MO YY – i.e. 28 Oct 09), PHOTO ID NUMBER, and PHOTOGRAPHERS NAME. Photos must be marked in a manner that does not damage the photo (or adjacent photos) or show through. The WH Photo Office will provide the “Photo ID Number” and “Photographers Name” on each work order. A work order will be provided with every request.

No visual elements of the image shall be altered, added and/or removed from the image. The integrity of all photos shall remain intact (e.g. moving subjects closer together, removing subjects from the photo is prohibited; however, removing a dust spot or imperfection is permissible).

3.1 TECHNICAL SPECIFICATIONS

The following specifications are required for a photography lab vendor:

3.1.1 Labor: Contractor shall assign experienced personnel versed in high end photographic printing, color management, including expertise in processing Camera Raw digital files in Photoshop CS4 or the most up-to-date photo shop application.

3.1.2 Equipment and material: Contractor shall provide up-to-date equipment, computers and color printers that are Government approved by WH Photo Office staff.

3.1.3 Camera raw files:

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3.1.3.1 Contractor shall have experienced and efficient workflow in the processing of camera raw files:

including toning of camera raw images, maintaining our P numbering system for job tracking, and then converting camera raw CR2 file to jpegs after the images have been color corrected, in order to make 5”x7”, 8”x10”, 11”x14”, 16”x20”, 16”x24”, and 20”x30” prints.

3.1.3.2 Global color correction should also be available (as is possible with the Kodak DP-2 software).

3.1.3.3 An on-site server is needed, installed by WH, to receive orders via the EOP/WH Photographic Imagery Cataloging System (PICS).

3.1.4 Printing:

3.1.4.1 Contractor shall provide digital printing on professional quality paper that will retain highest quality color and longevity.

3.1.4.2 Contractor shall perform basic color correction unless there is a note/technical direction from the WH Photo Office located on the work order indicating differently in the case of specific requests (i.e.

specific guidance with color tonality – take out yellow, take out magenta, etc.). Automated color correction is acceptable for most 8”x10” print orders. For prints produced as jumbos, the ability to color correct camera raw files in photo shop is required.

3.1.5 Printing Quantity and Sizes:

3.1.5.1- 8”x10” Size

Contractor shall have ability to print 8”x10” in large quantity, while maintaining consistency of color. We are currently printing approximately 1000-1200 (8”x10”) prints per month. Print demand could reach up to 2000-prints/per month.

Contractor shall have the capability to offer differing ratios between printed image and standard paper size, including print options like signature border, borderless, and ¼ inch border. Contractor shall offer, but is not limited to, the 3 border types identified above (signature border, borderless, and ¼ inch border):

Border type A - NO signature (mug/no border)

Border type B – Signed type 1

Border type C – Signed type 2

Border type D – Album border type 2

Border type E – Album border type 2

Contractor shall have an adequate inventory of supplies on hand for unexpected, large, or rush orders.

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Contractor shall label all prints on the back with this language: OFFICIAL PHOTOGRAPH – THE WHITE HOUSE, DATE, PHOTO ID NUMBER, and PHOTOGRAPHERS NAME.

3.1.5.2- 16”x24” Size

Jumbo printing

Contractor shall have the ability to print and mount 16”x24” prints (15 to 25 per month) on professional quality paper and mounted on foam core.

Contractor shall label all prints on the back with this language: OFFICIAL PHOTOGRAPH – THE WHITE HOUSE, DATE, PHOTO ID NUMBER, and PHOTOGRAPHERS NAME.

3.1.5.3- 20”x30” Size

Jumbo printing

Contractor shall have the ability to print and mount 20”x30” (100 to 175 per month) on professional quality paper and mounted on foam core.

Contractor shall label all prints on the back with this language: OFFICIAL PHOTOGRAPH – THE WHITE HOUSE, DATE, PHOTO ID NUMBER, and PHOTOGRAPHERS NAME.

3.1.5.4- Optional Size Photos (i.e., 5”x7”, 11”x14”, 16”x20”)

Contractor shall have the ability to print optional size photos on professional quality paper. Mounting option shall be made available, if necessary.

3.1.6 Mounting Specifications: All Jumbo Photos shall be mounted on 3/16” white foam core (Gator foam core is a brand name).

3.1.7 Timeliness of Service: The White House Photo Office will notify the vendor which service is required with each delivery.

3.1.7.1 Express Service is required to provide same day service and on some occasions weekend service.

Cut-off time is 2:30pm Eastern Standard Time for up to 100 images.

3.1.7.2 Expedited Service is required to provide a 24 hour rush service (Monday thru Friday 8:30am – 5:30pm, excluding Federal Holidays) and on some occasions weekend service.

3.1.7.3 Standard service should be a turn-around time of no more than 72 hours, for both 8”x10” and jumbo prints (Monday thru Friday 8:30am – 5:30pm, excluding Federal Holidays).

3.1.7.4 The Contractor shall prioritize jobs, so that orders that are pressing are delivered first and on time, before orders with more flexible deadlines. (If an order comes in after 5pm on a business day and before 9am the next day, it is considered received 9am that next day.) The White House Photo Office will provide guidance on identifying priorities.

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3.1.7.5 Finished jobs are packaged and labeled with job lists and ready at specific times for pick up by WH messengers.

3.1.8 Packaging: The Contractor shall comply with the following packaging requirements.

3.1.8.1 Bulk packaging for 8”x10” High Quality Photos:

3.1.8.1.1 Orders between 1 and 20 8”x10” prints shall be placed together in a protective sleeve and then placed in a thick 9”x12” envelope with a piece of cardboard or chipboard for protection from bending and/or denting.

3.1.8.1.2 Orders between 21 and 100 shall be placed in a thick 10”x12” envelope in the same manner as described above (Para. 3.1.8.1.1).

3.1.8.1.3 Orders over 100 shall be placed in protective sleeves (several per sleeve) and then placed in a sturdy box with a lid.

3.1.8.1.4 Work Order information shall be attached to each envelope/box to identify the order.

3.1.8.1.5 Bulk packaging shall be segregated by order.

3.1.8.1.6 On occasion, prints from the same order may be required to be broken-up into separate and specific groupings. This will be identified on the work order.

3.1.8.1.7 Exact design and other specifications of packaging shall be unique to the EOP but in accordance with industry standards.

3.1.8.2 Mounted 20”x30” Photos and 16”x24” Photos:

3.1.8.2.1 Photos shall be boxed separated by protective paper. Single photos shall be wrapped in protective paper.

3.1.9 Specialty/Custom Printing:

3.1.9.1 Contractor shall have experience with exhibition/display printing and printing on different materials (papers and other surfaces) and variety of sizes. Mounting option shall be made available, if necessary.

3.1. 9.2 Contractor shall provide approval proofs (at least one set with no charge) for all custom jobs on request.

3.1.9.3 Contractor shall have the capability to accommodate special photo projects such as albums, portfolios, different size prints, and special packaging.

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3.1.10 Facility Location:

Contractor’s facility must be in close proximity to the White House (within a 30 mile radius by car) for set pick up times by WH courier. No external messengers will be used.

3.1.11 Customer Service:

3.1.11.1 Contractor shall provide a dedicated point of contact with WH Photo Office and offer flexibility meeting our immediate demands.

3.1.11.2 Contractor shall contact COTR or designee in cases where the Contractor determines (at their professional discretion) that an image may not meet the Government’s minimum quality requirements for Presidential photographs (i.e. President is out-of-focus) before running a batch/completing an order.

3.1.12 Reports:

3.1.12.1 Contractor shall provide monthly progress reports and submit to the COTR and/or Photo Office point of contact. These reports are to address the status of work orders for contract performance, identify type/size of photo and total number of photos produced, and describe any anticipated problems and proposed solutions. Report format will be finalized and agreed upon after contract award.

3.1.12.2 Contractor shall provide a weekly excel spreadsheet report of the ordered jobs with financial implications to assist with tracking and forecasting costs under this contract. Report format will be finalized and agreed upon after contract award.

4.0 DELIVERABLES

Contractor shall deliver photos in accordance with work orders provided by the White House Photo Office.

5.0 INSPECTION AND ACCEPTANCE

5.1 All work performed under this contract shall comply with the Executive Office of the President’s Directives, Instructions and Standards, as well as WH Photo Office photographic quality standards.

Exceptions may be made on a case-by-case basis.

5.2 The WH Photo Office will inspect all photos in accordance with photographic quality standards. All photos found to be defective shall be replaced by the contractor. The WH Photo Office will give the contractor a written notice of acceptance or rejection within 30 days after receipt of the photos. The absence of an official written notice will mean acceptance has occurred.

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5.3 Accordingly, the quality measures as set forth below shall be applied to each work product or deliverable received from the Contractor under this contract:

5.3.1 Accuracy – Documents (reports) shall be accurate in presentation, technical information, and adherence to accepted format.

5.3.2 Sharpness - Photos shall be clear and image(s) shall be in focus.

5.3.3 Specification's Validity - All deliverables must satisfy the requirements of the WH Photo Office as specified in Paragraph 3 of this Statement of Work, or otherwise indicated in a work order.

5.3.4 Positive – The opposite of negative, a photo image(s) with the same tonal relationships as those in the original scene.

5.3.5 Timeliness - Deliverables shall be submitted on or before the due date specified in the work order or submitted in accordance with a later scheduled date as determined by the WH Photo Office.

5.3.6 Resolution – refers to a measure of the detail that can be seen in an image; the higher the resolution, the finer the detail that can be seen.

5.3.7 Tone – Refers to the degree of lightness or darkness in any given area of a photo.

5.3.8 Color Correction – Applies filters which help balance the color rendition of an image/scene to match the color response of the eye.

5.4 The contractor shall ensure that all items are preserved, packaged, and marked in accordance with the best commercial practices to meet the packing requirements of the carrier and ensure safe and timely delivery at the intended destination.

6.0 EOP SPECIAL TERMS AND CONDITIONS

6.1 PERSONNEL SECURITY/FACILITY SECURITY REQUIREMENTS

6.1.1 Security Requirements

6.1.1.1 Contractor shall have DD254 certification at a “Secret” level security clearance, and if not currently certified, must be eligible to be certified prior to contract award by submitting to an FBI name check. Security guidance is provided in the attached DD Form 254 (Attachment A).

6.1.1.2 Contractor shall comply with the Security requirements as set forth in the DD Form 254 and the provisions below, and, in addition, the EOP specific clauses for this requirement.

6.1.1.3 Digital image files sent from EOP/WH Photo Office will be delivered to lab from our Merlin database/White House PICS system by an image server provided by the Government. Server and digital files shall be kept in a monitored, secure facility.

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6.1.1.4 Lab employees working on the EOP account shall have a Secret security clearance, or be eligible to receive a Secret security clearance.

6.1.1.5 All photos developed under this contract are deemed sensitive but may be classified after development to a Secret level.

6.1.1.6 Lab facility shall be a remote-monitored location – 24 hours/365 days.

6.1.1.7 Contractor shall provide secure tracking and storage of all image files and secure disposal of damaged and excess prints.

6.1.1.8 To ensure appropriate control, the finishing of all work products will be conducted exclusively in a dedicated area of the contractor’s facility. At this time, that area is known as the Mural Room.

Physical requirements for the room include: Room alarmed with a Balanced Magnetic Switch and motion sensor to a 24-hour manned monitor center. One entrance/exit door locked with a high security key Medeco lock. Access control card reader installed for daily access control monitoring.

6.1.1.9 Contractor shall lock-up all work-in-progress and finished goods each night in the secure “Mural Room”. Anything, in support of this contract, left outside in the common areas shall be attended by a security cleared person at all times, including breaks.

6.1.1.10 Only cleared individuals will operate machinery and handle work products (work-in-progress and finished goods) as they are produced in support of this contract.

6.1.1.11 Contractor shall delete/purge all image files/information from all internal equipment and systems upon Government acceptance (not just physical possession) and on a regularly scheduled basis.

6.1.1.12 The Government will pick up any waste material that the Contractor is unable to destroy/purge from the secure area within the contractor’s facility, when present to retrieve completed work orders.

6.1.1.13 The Contractor shall bring all Security concerns to the immediate attention of the COTR and Contracting Officer and, in the interim, act in accordance with the spirit and intent of these provisions.

These security provisions may be changed and/or updated by the Government as the need dictates.

6.1.1.14 Contractor cannot subcontract work under this contract.

(VII) ADMINISTRATIVE PROVISIONS: AUTHORITIES OF GOVERNMENT PERSONNEL

Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of the contract requires maximum coordination between the Government and the Contractor. The following individuals will be the Government’s point of contact during the performance of the contract:

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Contracting Officer

All contract administration will be handled by the Contracting Officer. All communications pertaining to contractual and/or administrative matters under the contract should be addressed to:

Mrs. Donna Truesdel Office of the Chief Procurement and Contract Management Officer Office of the Chief Financial Office Office of Administration Executive Office of the President 202-395-7665 dtruesdel@oa.eop.gov

Contracting Officer’s Technical Representative (COTR)

The COTR monitors all technical aspects of the contract. The types of actions within the purview of the COTR’s authority include ensuring that the Contractor performs the technical requirements of the contract, and to notifying both the Contractor and the Contracting Officer of any deficiencies observed. A letter of designation will be issued to both the COTR and the Contractor at the time of contract award setting forth the responsibilities and limitations of the COTR.

It is important to note that, while the COTR will be responsible for administering the performance of work under this contract, in no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of this contract be effective or binding upon the Government unless proper, formal contractual documents are executed by the Contracting Officer prior to completion of the contract.

COTR: Will be provided at contract award

(VIII) INVOICE REQUIREMENTS

Address for Submission of Invoices

The Contractor shall submit invoices via email (pdf format) for work completed, to the following:

Financial Management Division Office of Administration invoices@oa.eop.gov mailto:dtruesdel@oa.eop.gov� mailto:invoices@oa.eop.gov�

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Address questions to 202-395-7259

Invoice Description

Invoices shall be submitted to the Government office designated in the contract to receive invoices. To constitute a proper invoice, the invoice must include the following information and/or documentation:

• Name of business concern and invoice date

• Contract or order number, or other authorization for delivery of property or services

• Description, price, and quantity of goods/services actually delivered or rendered for each item billed

• Shipping and payment terms

• Name (where practicable, title, phone number, and complete mailing address of responsible official to whom payment is to be sent). The “remit to” address must correspond to the remittance address in the contract.

• Other substantiating documentation or information as required by the contract.

Contractor’s Invoices

The Contractor shall submit invoices no more than once monthly for work completed. Contractor shall provide copies of Work Orders and production report for the month as backup. Invoices shall be faxed to the attention of:

Name – Will be provided at contract award.

Fax Number – Will be provided at contract award.

(IX) ADVERTISING OF AWARD

The Contractor shall not refer to this award in commercial advertising, or similar promotions in any manner. This prohibition includes advertising, or similar promotions, in all forms or electronic, broadcast, and print media.

The Contractor may not reproduce the image(s) of the Executive Office of the President (EOP), the Office of Administration (OA), or the White House in any form of commercial advertising, or similar promotion. This includes images of official seals and buildings. Any proposed usage of such symbols must be brought to the attention of the Contracting Officer.

The Contractor may not use the EOP, OA, or White House as a reference nor may the contractor refer to this contract in any manner.

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ORGANIZATIONAL CONFLICTS OF INTEREST

The Contractor warrants that, to the best of the Contractor’s knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest (OCI), as defined in FAR 9.5, Organizational and Consultants Conflicts of Interest, or that the Contractor has disclosed all such relevant information.

The Contractor agrees that if an actual or potential OCI is discovered after award, the Contractor shall make full disclosure in writing to the Contracting Officer. This disclosure shall include a description of actions which the Contractor has taken or proposes to take, after consultation with the Contracting Officer, to avoid, mitigate or neutralize the actual or potential conflict.

The Contracting Officer may terminate this contract for convenience, in whole or in part, if it deems such termination necessary to avoid an OCI. If the Contractor was aware of potential conflicts, or misrepresented relevant information to the Contracting Officer, the Government may terminate the contract for default, debar the Contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

The Contractor shall include this clause in all subcontracts and in lower tier subcontracts, unless a waiver is requested and granted by the Contracting Officer.

NOTE: The Contractor cannot subcontract work under this requirement.

(X) DISCLOSURE OF INFORMATION

Any government information made available under this contract shall be used only for the purpose of carrying out the provisions of this contract, and shall not be divulged or made known in any manner to any person except as may be necessary in the performance of this contract.

In performance of this contract, the Contractor agrees to assume responsibility for protecting the confidentiality of government records/files in accordance with the Security Requirements in Section (VI) 6.1.1 and DD Form 254, and for ensuring that all work shall be performed by properly cleared contractor personnel.

The Contractor shall notify, in writing, each officer or employee of the Contractor to whom information/files may be made available, that information disclosed to such officer or employee may be used only for a purpose and to the extent authorized herein.

Using information made available under this contract for a purpose or to an extent unauthorized herein, may subject the offender to criminal sanctions imposed by 18 U.S.C.

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641. This section provides, in pertinent part, “Whoever knowingly converts to his use or to the use of another, or without authority, sells, conveys, or disposes of any record…of the United States…or whoever receives the same with intent to convert it to his use or gain, knowing it to have been…converted, shall be fined not more than $10,000 or imprisonment of not more than 10 years, or both”.

Names, addresses or any other employee information may not be released, sold or made available to any other parties without the written approval of the Contracting Officer.

The Contractor shall establish policies and procedures to implement the substance of this clause at the individual employee level which will assure that affected employees are made aware of the contract provisions and the Contractor’s implementing policies and procedures. The Government may inspect contractor’s plant (unannounced) for compliance with these required procedures.

The Contractor shall obtain completed Non-Disclosure Statements (see Attachment B) from each employee performing under this contract.

(XI) NOTICE TO THE GOVERNMENT OF DELAYS

In the event the Contractor encounters difficulty in meeting performance requirements, or when it anticipates difficulty in complying with the contract delivery schedule or any date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the Contracting Officer, and the COTR, in writing, giving pertinent details, provided, that this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date or of any rights or remedies provided by law or under this contract.

(XII) GOVERNMENT FURNISHED PROPERTY

The Government shall deliver to the Contractor, for use in connection with and under the terms of this contract, the Government furnished property described in the schedule or specifications, together with any related data and information that the Contractor may request and is reasonably required for the intended use of the property. For purposes of this contract, the Government expects to provide the following government furnished property:

a. Server, Manufacturer, Model #____, S/N____

b. Router, Manufacturer, Model #____, S/N____

c. T1 Line, encrypted

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These items shall be provided for the performance of this contract. Upon expiration or termination of the contract, these items shall be returned to the Government.

The following items shall be under the temporary custody of the Contractor:

d. Burn Bags – Contractor shall ensure that scrap/waste materials of a sensitive nature be placed in official government “Burn Bags”, and returned to the Government in accordance with the Security Requirements stated in Section (VI) 6.1.1.

e. Digital Images – Contractor shall delete/purge all image files/information from all internal equipment and systems, in accordance with the Security Requirements in Section (VI) 6.1.1.11.

(XIII) ATTACHMENTS

The following documents are attachments to this RFQ and will be forwarded upon request to Linda Mullen at lmullen@oa.eop.gov:

1. Attachment A - DD254 Contract Security Classification Specification

2. Attachment B - Non-Disclosure Statement

3. Attachment C – Delivery – RDS – Address Access Procedures

(XIV) CLAUSES BY REFERENCE

This requirement incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. The full text of a clause may be accessed electronically at this address: www.arnet.gov/far

52.212-4 Contract Terms and Conditions – Commercial Items (Mar 2009) - An addendum to this clause is below (Section XVII).

52.242-15 STOP WORK ORDER (AUGUST 1989)

52.217-5 EVALUATION OF OPTIONS (JULY 1990)

(XV) ADDITIONAL CLAUSES

52.212-1 INSTRUCTIONS TO OFFERORS—COMMERCIAL ITEMS (JUNE 2008)

(a) North American Industry Classification System (NAICS) code and small business size standard. The

NAICS code and small business size standard for this acquisition appear in Block 10 of the solicitation cover sheet (SF 1449). However, the small business size standard for a concern which submits an offer in mailto:lmullen@oa.eop.gov� http://www.arnet.gov/far� https://www.acquisition.gov/far/current/html/FormsStandard68.html#wp1186059�

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(b) Submission of offers. Submit signed and dated offers to the office specified in this solicitation at or before the exact time specified in this solicitation. Offers may be submitted on the SF 1449, letterhead stationery, or as otherwise specified in the solicitation. As a minimum, offers must show—

(1) The solicitation number;

(2) The time specified in the solicitation for receipt of offers;

(3) The name, address, and telephone number of the offeror;

(4) A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary;

(5) Terms of any express warranty;

(6) Price and any discount terms;

(7) “Remit to” address, if different than mailing address;

(8) A completed copy of the representations and certifications at FAR 52.212-3 (see FAR 52.212-

3(b) for those representations and certifications that the offeror shall complete electronically);

(9) Acknowledgment of Solicitation Amendments;

(10) Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including contract numbers, points of contact with telephone numbers and other relevant information); and

(11) If the offer is not submitted on the SF 1449, include a statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation. Offers that fail to furnish required representations or information, or reject the terms and conditions of the solicitation may be excluded from consideration.

(c) Period for acceptance of offers. The offeror agrees to hold the prices in its offer firm for

30 calendar days from the date specified for receipt of offers, unless another time period is specified in an addendum to the solicitation.

(d) Product samples. When required by the solicitation, product samples shall be submitted at or prior to the time specified for receipt of offers. Unless otherwise specified in this solicitation, these samples shall be submitted at no expense to the Government, and returned at the sender’s request and expense, unless they are destroyed during preaward testing.

(e) Multiple offers. Offerors are encouraged to submit multiple offers presenting alternative terms and conditions or commercial items for satisfying the requirements of this solicitation. Each offer submitted will be evaluated separately.

(f) Late submissions, modifications, revisions, and withdrawals of offers.

(1) Offerors are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach the Government office designated in the solicitation by the time specified in the solicitation. If no time is specified in the solicitation, the time for receipt is 4:30 p.m., local time, for the designated Government office on the date that offers or revisions are due.

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(2)(i) Any offer, modification, revision, or withdrawal of an offer received at the Government office designated in the solicitation after the exact time specified for receipt of offers is “late” and will not be considered unless it is received before award is made, the Contracting Officer determines that accepting the late offer would not unduly delay the acquisition; and—

(A) If it was transmitted through an electronic commerce method authorized by the solicitation, it was received at the initial point of entry to the Government infrastructure not later than

5:00 p.m. one working day prior to the date specified for receipt of offers; or

(B) There is acceptable evidence to establish that it was received at the Government installation designated for receipt of offers and was under the Government’s control prior to the time set for receipt of offers; or

(C) If this solicitation is a request for proposals, it was the only proposal received.

(ii) However, a late modification of an otherwise successful offer, that makes its terms more favorable to the Government, will be considered at any time it is received and may be accepted.

(3) Acceptable evidence to establish the time of receipt at the Government installation includes the time/date stamp of that installation on the offer wrapper, other documentary evidence of receipt maintained by the installation, or oral testimony or statements of Government personnel.

(4) If an emergency or unanticipated event interrupts normal Government processes so that offers cannot be received at the Government office designated for receipt of offers by the exact time specified in the solicitation, and urgent Government requirements preclude amendment of the solicitation or other notice of an extension of the closing date, the time specified for receipt of offers will be deemed to be extended to the same time of day specified in the solicitation on the first work day on which normal Government processes resume.

(5) Offers may be withdrawn by written notice received at any time before the exact time set for receipt of offers. Oral offers in response to oral solicitations may be withdrawn orally. If the solicitation authorizes facsimile offers, offers may be withdrawn via facsimile received at any time before the exact time set for receipt of offers, subject to the conditions specified in the solicitation concerning facsimile offers. An offer may be withdrawn in person by an offeror or its authorized representative if, before the exact time set for receipt of offers, the identity of the person requesting withdrawal is established and the person signs a receipt for the offer.

(g) Contract award (not applicable to Invitation for Bids). The Government intends to evaluate offers and award a contract without discussions with offerors. Therefore, the offeror’s initial offer should contain the offeror’s best terms from a price and technical standpoint. However, the Government reserves the right to conduct discussions if later determined by the Contracting Officer to be necessary.

The Government may reject any or all offers if such action is in the public interest; accept other than the lowest offer; and waive informalities and minor irregularities in offers received.

(h) Multiple awards. The Government may accept any item or group of items of an offer, unless the offeror qualifies the offer by specific limitations. Unless otherwise provided in the Schedule, offers may not be submitted for quantities less than those specified. The Government reserves the right to make an award on any item for a quantity less than the quantity offered, at the unit prices offered, unless the offeror specifies otherwise in the offer.

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(i) Availability of requirements documents cited in the solicitation.

(1)(i) The GSA Index of Federal Specifications, Standards and Commercial Item Descriptions, FPMR

Part 101-29, and copies of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained for a fee by submitting a request to—

GSA Federal Supply Service Specifications Section

Suite 8100

470 East L’Enfant Plaza, SW

Washington, DC 20407

Telephone (202) 619-8925

Facsimile (202) 619-8978.

(ii) If the General Services Administration, Department of Agriculture, or Department of

Veterans Affairs issued this solicitation, a single copy of specifications, standards, and commercial item descriptions cited in this solicitation may be obtained free of charge by submitting a request to the addressee in paragraph (i)(1)(i) of this provision. Additional copies will be issued for a fee.

(2) Most unclassified Defense specifications and standards may be downloaded from the following

ASSIST websites:

(i) ASSIST (http://assist.daps.dla.mil).

(ii) Quick Search (http://assist.daps.dla.mil/quicksearch).

(iii) ASSISTdocs.com (http://assistdocs.com).

(3) Documents not available from ASSIST may be ordered from the Department of Defense Single

Stock Point (DoDSSP) by—

(i) Using the ASSIST Shopping Wizard (http://assist.daps.dla.mil/wizard);

(ii) Phoning the DoDSSP Customer Service Desk (215) 697-2179, Mon-Fri, 0730 to 1600 EST; or

(iii) Ordering from DoDSSP, Building 4, Section D, 700 Robbins Avenue, Philadelphia, PA 19111-

5094, Telephone (215) 697-2667/2179, Facsimile (215) 697-1462.

(4) Nongovernment (voluntary) standards must be obtained from the organization responsible for their preparation, publication, or maintenance.

(j) Data Universal Numbering System (DUNS) Number. (Applies to all offers exceeding $3,000, and offers of $3,000 or less if the solicitation requires the Contractor to be registered in the Central

Contractor Registration (CCR) database.) The offeror shall enter, in the block with its name and address on the cover page of its offer, the annotation “DUNS” or “DUNS+4” followed by the DUNS or DUNS+4 number that identifies the offeror’s name and address. The DUNS+4 is the DUNS number plus a 4-character suffix that may be assigned at the discretion of the offeror to establish additional CCR records for identifying alternative Electronic Funds Transfer (EFT) accounts (see FAR Subpart 32.11) for the same concern. If the offeror does not have a DUNS number, it should contact Dun and Bradstreet directly to obtain one. An offeror within the United States may contact Dun and Bradstreet by calling 1-866-705-

5711 or via the internet at http://fedgov.dnb.com/webform. An offeror located outside the United http://assist.daps.dla.mil/� http://assist.daps.dla.mil/quicksearch� http://assistdocs.com/� http://assist.daps.dla.mil/wizard� https://www.acquisition.gov/far/current/html/Subpart%2032_11.html#wp1043964� http://fedgov.dnb.com/webform�

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States must contact the local Dun and Bradstreet office for a DUNS number. The offeror should indicate that it is an offeror for a Government contract when contacting the local Dun and Bradstreet office.

(k) Central Contractor Registration. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the CCR database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. Offerors may obtain information on registration and annual confirmation requirements via the internet at http://www.ccr.gov or by calling 1-888-227-2423 or 269-961-5757.

(l) Debriefing. If a post-award debriefing is given to requesting offerors, the Government shall disclose the following information, if applicable:

(1) The agency’s evaluation of the significant weak or deficient factors in the debriefed offeror’s offer.

(2) The overall evaluated cost or price and technical rating of the successful and the debriefed offeror and past performance information on the debriefed offeror.

(3) The overall ranking of all offerors, when any ranking was developed by the agency during source selection.

(4) A summary of the rationale for award;

(5) For acquisitions of commercial items, the make and model of the item to be delivered by the successful offeror.

(6) Reasonable responses to relevant questions posed by the debriefed offeror as to whether source-selection procedures set forth in the solicitation, applicable regulations, and other applicable authorities were followed by the agency.

(End of provision)

52.212-2 EVALUATION – COMMERCIAL ITEMS (JAN 1999)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, price and other factors considered. The following factors shall be used to evaluate offers:

Factor (1) – Technical Approach

Factor (2) – Management Approach

Factor (3) – Relevant Experience

Factor (4) – Past Performance

Factor (5) – Price http://www.ccr.gov/�

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The technical factors are (1) Technical Approach, (2) Management Approach, (3) Relevant Experience, and (4) Past Performance. Technical Approach and Management Approach are of equal value and when combined are more important than Relevant Experience and Past Performance. All non-price factors, when combined, are more important than price.

The Government will evaluate the Technical Approach factor based on:

A) Demonstrated capability to provide the highest photographic quality photos in the following sizes, 5”x7”, 8”x10”, 11”x14”, 16”x20”, 16”x24”, and 20”x30”. NOTE: The Contractor shall provide sample products.

B) Demonstrated ability to meet the physical security requirements of the SOW, i.e., DD254 at the Secret level.

C) Demonstrated availability of highest quality equipment, i.e., paper, computers, printers, display monitors.

Factor 2: Management Approach

The Government will evaluate the Management Approach factor based on:

A) Demonstrated ability and understanding of the requirements in order to implement and manage the requirements of the Statement of Work, i.e., facility location and personnel resumes.

B) Demonstrated ability to meet “Expedite and/or Express” projects and deadlines.

Factor 3: Relevant Experience

The Government will evaluate the Relevant Experience factor based on:

A) Demonstrated experience with similar size, scope and complexity as it relates to contracts with similar photo requirements.

B) Demonstrated quality of service.

C) History of reasonable and cooperative behavior and commitment to customer satisfaction.

Factor 4: Past Performance

The Government will evaluate the Past Performance factor based on:

References from a minimum of three (3) different jobs, i.e., other Federal Agencies, performed similar in size, scope and complexity to the White House Photo Office within the last three (3) years. The Government will evaluate each Offeror’s past performance performing comparable photo requirements as required under the Statement of Work.

NOTE: The Government may contact some or all of the Offeror’s references and may make use of information from any other sources, such as the Contractor Performance System database, etc.

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NOTE: A Contractor with no record of relevant experience or past performance for whom corporate experience information is not available shall receive a neutral rating for this factor.

The Contracting Officer will conduct the price evaluation. Price will be evaluated using price analysis to determine the extent to which it is reasonable, realistic, and consistent with the quote. In evaluating price, the Government’s concern is to determine whether:

A) It reflects the offeror’s understanding of the project and ability to successfully organize and perform services as required by the contract.

B) It is reasonable when compared to similar efforts and the Government’s estimate.

C) It is compatible with the quote’s scope and effort. Price should be neither excessive nor insufficient for the effort to be accomplished. Unrealistically high or low prices may be grounds for eliminating the quote on the basis the offeror does not understand the requirement or that the pricing is not balanced.

Factor 5: Price Analysis

(b) Options. The Government will evaluate offers for award purposes by adding the total price for all options to the total price for the basic requirement. The Government may determine that an offer is unacceptable if the option prices are significantly unbalanced. Evaluation of options shall not obligate the Government to exercise the option(s).

(c) A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer, shall result in a binding contract without further action by either party. Before the offer’s specified expiration time, the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

(End of provision)

52.212-3 Offeror Representations and Certifications—Commercial Items (Aug 2009)

An offeror shall complete only paragraph (b) of this provision if the offeror has completed the annual representations and certifications electronically at http://orca.bpn.gov. If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (c) through (m) of this provision.

(a) Definitions. As used in this provision—

“Emerging small business” means a small business concern whose size is no greater than 50 percent of the numerical size standard for the NAICS code designated.

http://orca.bpn.gov/�

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“Forced or indentured child labor” means all work or service—

(1) Exacted from any person under the age of 18 under the menace of any penalty for its nonperformance and for which the worker does not offer himself voluntarily; or

(2) Performed by any person under the age of 18 pursuant to a contract the enforcement of which can be accomplished by process or penalties.

“Inverted domestic corporation” means a foreign incorporated entity which is treated as an inverted domestic corporation under 6 U.S.C. 395(b), i.e., a corporation that used to be incorporated in the

United States, or used to be a partnership in the United States, but now is incorporated in a foreign country, or is a subsidiary whose parent corporation is incorporated in a foreign country, that meets the criteria specified in 6 U.S.C. 395(b), applied in accordance with the rules and definitions of 6 U.S.C.

395(c).

“Manufactured end product” means any end product in Federal Supply Classes (FSC) 1000-9999, except—

(1) FSC 5510, Lumber and Related Basic Wood Materials;

(2) Federal Supply Group (FSG) 87, Agricultural Supplies;

(3) FSG 88, Live Animals;

(4) FSG 89, Food and Related Consumables;

(5) FSC 9410, Crude Grades of Plant Materials;

(6) FSC 9430, Miscellaneous Crude Animal Products, Inedible;

(7) FSC 9440, Miscellaneous Crude Agricultural and Forestry Products;

(8) FSC 9610, Ores;

(9) FSC 9620, Minerals, Natural and Synthetic; and

(10) FSC 9630, Additive Metal Materials.

“Place of manufacture” means the place where an end product is assembled out of components, or otherwise made or processed from raw materials into the finished product that is to be provided to the

Government. If a product is disassembled and reassembled, the place of reassembly is not the place of manufacture.

“Restricted business operations” means business operations in Sudan that include power production activities, mineral extraction activities, oil-related activities, or the production of military equipment, as those terms are defined in the Sudan Accountability and Divestment Act of 2007 (Pub. L. 110-174).

Restricted business operations do not include business operations that the person (as that term is defined in Section 2 of the Sudan Accountability and Divestment Act of 2007) conducting the business can demonstrate—

(1) Are conducted under contract directly and exclusively with the regional government of southern Sudan;

(2) Are conducted pursuant to specific authorization from the Office of Foreign Assets Control in the Department of the Treasury, or are expressly exempted under Federal law from the requirement to be conducted under such authorization;

(3) Consist of providing goods or services to marginalized populations of Sudan;

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(4) Consist of providing goods or services to an internationally recognized peacekeeping force or humanitarian organization;

(5) Consist of providing goods or services that are used only to promote health or education; or

(6) Have been voluntarily suspended.

“Service-disabled veteran-owned small business concern”—

(1) Means a small business concern—

(i) Not less than 51 percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more service-disabled veterans; and

(ii) The management and daily business operations of which are controlled by one or more service-disabled veterans or, in the case of a service-disabled veteran with permanent and severe disability, the spouse or permanent caregiver of such veteran.

(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2), with a disability that is service-connected, as defined in 38 U.S.C. 101(16).

“Small business concern” means a concern, including its affiliates, that is independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria in 13 CFR Part 121 and size standards in this solicitation.

“Veteran-owned small business concern” means a small business concern—

(1) Not less than 51 percent of which is owned by one or more veterans (as defined at

38 U.S.C. 101(2)) or, in the case of any publicly owned business, not less than 51 percent of the stock of which is owned by one or more veterans; and

(2) The management and daily business operations of which are controlled by one or more veterans.

“Women-owned business concern” means a concern which is at least 51 percent owned by one or more women; or in the case of any publicly owned business, at least 51 percent of its stock is owned by one or more women; and whose management and daily business operations are controlled by one or more women.

“Women-owned small business concern” means a small business concern—

(1) That is at least 51 percent owned by one or more women; or, in the case of any publicly owned business, at least 51 percent of the stock of which is owned by one or more women; and

(2) Whose management and daily business operations are controlled by one or more women.

(b)

(1) Annual Representations and Certifications. Any changes provided by the offeror in paragraph

(b)(2) of this…