WACC HPP DIGITIZATION PROJECT

Agency: U.S. Government Publishing Office
State: California
Type of Government: State & Local
Posted Date: Aug 12, 2020
Due Date: Aug 14, 2020
Solicitation No: 771406
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Jacket Number Rev. Office Name Quote Due Date (ET) Date Posted Product Type Title Total Quantity Ship Delivery Date Enter Quote
771406 San Francisco Regional Office 8/14/2020 12:00 PM 08/12/2020 Copying WACC HPP DIGITIZATION PROJECT 130,000 12/31/2021 Enter Quote

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Quotation Request //
US Government Publishing Office
JACKET:771-406
San Francisco Regional Office
Quotations are Due By:
536 Stone Rd., Suite I
(Eastern Time)12:00 PM on 08/14/2020
Benicia CA 94510-1170
Submit Quotes Online, unless otherwise instructed, via: http://contractorconnection.gpo.gov/openjobs.aspx
Contractor must provide mandatory W-9 form before GPO makes payment.
TITLE: WACC HPP DIGITIZATION PROJECT
QUANTITY: 130000 TOTAL = approximately 125,500 scanned pages AND 4,500 photographs. +/- none.
***NOTE: Due to the nature of the documents and in the event the documents need to be accesed by NPS
personnel, all scanning must be performed within a 100 miles radius of the NPS office at 255 N. Commerce
Park Loop, Tucson, AZ 85745.
CHANGES IN QUANTITY: The actual number of pages and photographs cannot be determined until
processed. The contractor is required to maintain a running total of pages and photographs throughout the
process. When, and/or, if the number approaches +/- 25% of the estimated number of pages the contractor
must notify GPO of the projected number of remaining pages. The actual number of pages and photographs
within +/- 25% of the estimated number of pages and photographs will be calculated at the contractor's
quoted line item prices. An accurate count of actual pages and photographs processed must be maintained
and will be verified by the ordering agency. Payment for the actual number of pages and photographs will
be calculated according to the quoted schedule of prices.
IMPORTANT: THIS CONTRACT CAN NOT EXCEED $17,250.00 TOTAL. CONTRACTOR MUST
NOTIFY GPO AND THE AGENCY IF OR WHEN THE COST APPROACHES $14,000.00. AT THAT
TIME THE AGENCY WILL DETERMINE WHAT DOCUMENTS AND PHOTOGRAPHS WILL NOT
BE SCANNED.
Contractor is cautioned that no Government provided information shall be used for non-government
business. Specifically, no Government information shall be used for the benefit of a third party.
The Government retains the right to conduct on-site security reviews at any time during the term of the
contract.
Chain of Custody:
The contractor has the responsibility to ensure that all materials constantly remain in safe custody from the
time they are picked-up until the time they are returned. Safe custody ensures the documents remain in the
sealed cartons until they arrive at the contractor's secure area within contractor's plant. The document
cartons must always remain in view of authorized personnel. No unauthorized personnel are to handle the
cartons. The contractor must provide a procedure for safeguarding documents and chain of custody. The
procedure should set forth all precautions that will be taken to insure integrity of documents. A chain of
custody form is required to be signed by contractor upon receipt of materials to be scanned. Contractor
must have a dedicated, secure and lockable area for storing and scanning the documents. Contract cannot
use third-party couriers, the contractor must pick up and deliver all Agency material without the aid of
outside courier service(s).
Page 1 of 8
GPO Contract Terms (GPO Pub. 310.2, effective December 20, 1987 (Rev. 1-18)) applies.
Reports of Fraud, Waste, and Abuse can be made in strict confidence to the GPO Inspector General toll-free National Hotline 1-800-743-7574.
JACKET: 771406
DEPARTMENT OF THE INTERIOR 0-00371 BAC: 4310 70
Your Contract Administrator is: Alan Zada Call: (707) 748-1970 Written By: azada Reviewed By:
A non-disclosure agreement provided by the Agency must be signed by the contractor before any
documents and/or items will be released by the Agency to the contractor. (See attachment A).
SUBMISSION OF QUOTES: SUBMISSION OF QUOTES: Vendor to submit quotes via Quick Quote
(https://contractorconnection.gpo.gov/OpenJobs.aspx). Fax, email, and phone quotes are not acceptable.
Late quotes will not be accepted. All problems submitting quotes via Quick Quote must be reported prior to
bid opening time to the San Francisco Office at 707-748-1970, ext. 6.
TRIM SIZE: See Description.
PAGES: See Description.
SCHEDULE:
Furnished Material will be available for pickup by 10/01/2020
Deliver complete (to arrive at destination) by 12/31/2021
F.O.B. destination
The first batch of documents is anticipated do be ready for pick up by vendor on or before OCTOBER 1,
2020.
IMPORTANT NOTE: Agency will NOT provide contractor with all the documents at the same time, but
rather provide contractor the documents in batches. It is anticipated that the Agency will provide documents
at the end of each month and will allow 30 calendar days from the date the vendor is informed to pick up
the batch of documents to scan and return the agency provided hard drive containing scanned documents.
Agency will then inspect the digital files on the hard drive. Agency will complete inspection within 10-15
business days of receipt of the hard drive. Agency will then inform contractor to deliver the scanned
documents.
Partial payment maybe authorized after each scanned batch is delivered, inspected by the Agency and
original documents from that batch is returned to Agency.
QUALITY LEVEL: 3 Quality Assurance Through Attributes (GPO PUB 310.1, effective May 1979 (Rev.
9-19)) applies.
DESCRIPTION:
The requirement of this contract is for document and photograph imaging services including scanning,
OCR Character Recognition, meta-data embedded, document/file naming convention specified by the
Agency and saving to electronic media as individual searchable PDF files and JPEG files of approximately
125,500 scanned pages AND 4,500 photographs. All originals are to be imaged in their entirety unless
otherwise indicated. Frequent machine adjustments may be required. Records and files will contain
sensitive archeological site location data.
Approximately 125,500 8-1/2 x 11" pages to be scanned at 400 dpi (line art mode), black and white,
minimum 16 bit grey scale at 100%. All scanned documents shall be scanned to a resolution high enough to
achieve good readable and printable files. For text only (no attached images) documents scanning at 400 dpi
grey scale. There may be color copies interspersed throughout, scan in color, 400 dpi, minimum 24 bit.
Approximately 8,500 of the above items (documents) are on tissue type carbon paper. These pages are too
fragile to scan through a drum scanner and must be scanned on a flat bed scanner one at a time.
In addition a approximately 4,500 documents also have black and white and color images glued to the
pages. These pages with photographs attached require scanning at 600dpi. Pages with images attached can
Page 2 of 8
GPO Contract Terms (GPO Pub. 310.2, effective December 20, 1987 (Rev. 1-18)) applies.
Reports of Fraud, Waste, and Abuse can be made in strict confidence to the GPO Inspector General toll-free National Hotline 1-800-743-7574.
JACKET: 771406
DEPARTMENT OF THE INTERIOR 0-00371 BAC: 4310 70
Your Contract Administrator is: Alan Zada Call: (707) 748-1970 Written By: azada Reviewed By:
be counted as a photograph scan.
Approximately 4,500 photographic images (black and white and color) originals. Black and white
photographs will range from 4 x 5" up to 8 x 10" in size, and be scanned at 600 dpi TIFF format minimum
16 bit grey scale and 24 bit color. Save each photograph file as a TIFF file and then convert to a JPEG, both
TIFF an JPEG images must be provided to the Agency. Each TIFF and JPEG file should have meta-data
embedded into the file. Agency will advise vendor if the reverse side of photographs are to be scanned.
The contractor is to prep all documents for scanning (documents DO NOT contain staples, paper clips,
rubber bands or other binding methods, all documents are single pages in folders). Smallest physical
boundaries will be used to determine a document unless instructions are indicated in a particular document.
Contractor must reassemble original documents in the same sequence and same condition as originally
provided by the Department and reinsert the documents in the appropriate folder.
***SCANNING REQUIREMENTS***
For 8-1/2 x 11 pages
- The documents will be 8-1/2 x 11".
- Scan documents at 400 dpi (line art mode), black and white, at 100%. All scanned documents shall be
scanned to a resolution high enough to achieve good readable and printable files.
- For text only (no attached images) documents scanning at 400 dpi grey scale.
- There may be color copies interspersed throughout, scan in color at 400 dpi.
- Scan file folders with corresponding documents into separate electronic folders.
- Save each file as a multi-page .PDF file. Each application is a .PDF file.
- A separate PDF file is required for each stapled or bound document and for each single sheet is required.
- Do not scan blank pages, such as the back of single-sided documents.
- Document boundaries will be based on physical barriers.
- All documents shall be rotated as required for reading of materials from left to right, in page sequence, as
found in original folder.
- All documents with printing on both sides shall have both sides scanned.
- Tab dividers may be contained within folders. Scan as applicable.
- Remove post-it note, if any, so they can be scanned separately preceding the actual page.
- Multi-copy forms are not to be separated, only one copy needs to be scanned.
- PDF files should have meta-data embedded in file. This meta-data is a catalog number will have no more
than 12 characters with defined format.
For Photographs:
- Photographs will be 4" x 5 " or 5" x 7" black and white and color.
- Scan photographs at original size at 600 dpi on a flat bed scanner, 16-bit minimum for black and white or
24 bit for color. Save each photograph file as a TIFF and then convert to a JPEG, both TIFF an JPEG
images must be provided to the Agency. Agency will advise vendor if the reverse side of photographs are to
be scanned.
For all pages and photographs:
- Contractor must have a dedicated, secure and lockable scanning room.
- Files must be made keyword searchable by performing Optical Character Recognition (OCR) scan.
Agency understands that OCR may not be effective on all documents due to poor quality of some of the
Page 3 of 8
GPO Contract Terms (GPO Pub. 310.2, effective December 20, 1987 (Rev. 1-18)) applies.
Reports of Fraud, Waste, and Abuse can be made in strict confidence to the GPO Inspector General toll-free National Hotline 1-800-743-7574.
JACKET: 771406
DEPARTMENT OF THE INTERIOR 0-00371 BAC: 4310 70
Your Contract Administrator is: Alan Zada Call: (707) 748-1970 Written By: azada Reviewed By:
original documents.
- File naming instructions will be confirmed by agency personnel at time of award. An Excel spread sheet
will be provided with descriptive information. Data fields include: Title, author and date.
- TIFF, JPEG AND PDF files will be copied onto an external hard drive provided by the Agency.
NOTE: Contractor must submit a price for the line items listed below (under material furnished) to be
considered as a complete bid. A charge will be allowed for each item or faction thereof. This price will
include the cost of all required materials and operations necessary to produce the product ordered. The
Government will determine the lowest bid by applying the prices submitted for each of the individual line
items to the following unit of production which is the estimated requirement to produce the product
specified under this contract. This unit does not constitute, nor is it to be construed as, a guarantee of the
volume of the work which is to be ordered under this contract.
NOTE: True numbers of originals cannot be determined. Bidders must submit a total bid price to include all
operations and complete the line item pricing for each case. The total bid price must be equal or less than
the sum of the line item pricing combined.
MATERIAL FURNISHED: Contractor to pickup at department. Purchase order will be emailed to
contractor upon award. The first batch of documents is anticipated do be ready for pick up by vendor on or
before OCTOBER 1, 2020.
The original pages are approximately 125,500 8-1/2 x 11 pages and approximately 4,500 photographs. The
documents are considered LIGHT TO MEDIUM originals. One hard drive provided by Agency to be
picked up at time of picking up documents.
IMPORTANT NOTE: Agency will not provide contractor with all the documents at the same time, but
rather provide contractor the documents in batches. Agency will allow 30 calendar days from the date the
vendor is informed to pick up the batch of documents to scan and return the documents along with the
agency provided hard drive containing scanned documents.
The vendor must provide the Agency with batches of images and/or documents to review for quality control
review prior to copying onto hard drive.
*********************************************************
INCLUDE THE FOLLOWING COMPLETED SCHEDULE OF PRICES WITH YOUR BID. You can
email this page to azada@gpo.gov for JACKET 771-406, ATTN: ALAN ZADA. YOU MUST COMPLETE
THE ON-LINE BIDDING PROCESS AS WELL. YOUR ONLINE BID MUST BE A COMPOSITE BID
(Do not include line-item costs, only the total cost).
Bidder must make an entry in each of the spaces provided below. Bids submitted with any obliteration,
revision, or alteration of the order and manner of submitting bids may be declared non responsive.
An entry of NC (No Charge) shall be entered if bidder intends to furnish individual items at no charge.
NOTE: Amounts listed below should include all costs related to preparing (including folding and
unfolding), imaging, saving to PDF, file naming, OCR processing and returning documents to original
Page 4 of 8
GPO Contract Terms (GPO Pub. 310.2, effective December 20, 1987 (Rev. 1-18)) applies.
Reports of Fraud, Waste, and Abuse can be made in strict confidence to the GPO Inspector General toll-free National Hotline 1-800-743-7574.
JACKET: 771406
DEPARTMENT OF THE INTERIOR 0-00371 BAC: 4310 70
Your Contract Administrator is: Alan Zada Call: (707) 748-1970 Written By: azada Reviewed By:
location. Converting the photographs into two different formats will be required, the original photograph
will need to be first scanned in TIFF format and then converted to JPEG format. Each TIFF and JPEG file
should have meta-data embedded into the file. It will also be used if documents or photograph numbers are
higher (or lower) than estimated.
LINE ITEMS:
$_______per standard 8-1/2 x 11" page processed (approximately 117,000 pages). NOTE: This amount
should include all costs related to preparing (including folding and unfolding), imaging, saving to PDF, file
naming, OCR processing and returning documents to original location. It will also be used if document
numbers are higher (or lower) than estimated.
$_______per 8-1/2 x 11" on tissue type carbon paper page processed (approximately 8,500 pages). NOTE:
This amount should include all costs related to preparing (including folding and unfolding), imaging, saving
to PDF, file naming, OCR processing and returning documents to original location. It will also be used if
document numbers are higher (or lower) than estimated.
$_______per black and white photograph (approximately 4,000 photos). NOTE: This amount should
include all costs related to preparing, imaging, saving to TIFF, JPEG and PDF, file naming, OCR
processing and returning photographs to original location. It will also be used if document numbers are
higher (or lower) than estimated.
$_______per color photograph (approximately 500 photos). NOTE: This amount should include all costs
related to preparing, imaging, saving to TIFF, JPEG and PDF, file naming, OCR processing and returning
photographs to original location. It will also be used if document numbers are higher (or lower) than
estimated.
$_______per copy onto Agency provided external hard drive. NOTE: Agency will provide ONE (1)
external hard drive to copy data. This amount will be used if additional external hard drives are provided
and require copying of data.
$_______Total of all line item pricing (based on 125,500 pages and 4,500 photographs) and copying onto
Agency provided external hard drive. Must be equal to or less than bid price submitted.
Contractor:____________________________________ Jacket: 771-406
.
COLOR OF INK:
See above.
PRINT PAGE: See Above
MARGINS: Follow Copy Sample.
No bleeds.
PROOFS:
None required. Contractor is responsible for performing all necessary proofreading to insure that the final
product is in conformity with the copy submitted.
BINDING:
See description.
Page 5 of 8
GPO Contract Terms (GPO Pub. 310.2, effective December 20, 1987 (Rev. 1-18)) applies.
Reports of Fraud, Waste, and Abuse can be made in strict confidence to the GPO Inspector General toll-free National Hotline 1-800-743-7574.
JACKET: 771406
DEPARTMENT OF THE INTERIOR 0-00371 BAC: 4310 70
Your Contract Administrator is: Alan Zada Call: (707) 748-1970 Written By: azada Reviewed By:

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