Program 2950-S

TITLE: Litigation Scanning & Copying

PREVIOUS 

JE Marketing Group Omni Pro D4.LLC

BASIS OF AZ CA CA

ITEM NO DESCRIPTION AWARD UNIT RATE COST UNIT RATE COST UNIT RATECOST

I. COMPLETE PRODUCT: 1. Litigation scanning to digital image: (a) Scanning black-only source documents as large

as 8-1/2 x 14"...per pageProjects scanned at Contractor's facility.............. 85,000 0.11 9,350.00 0.04 3,400.00 0.12 10,200.00

 (b) Scanning multi-color source documents as large

as 8-1/2 x 14"...per pageProjects scanned at Contractor's facility.............. 4,800 0.18 864.00 0.10 480.00 0.20 960.00

 (c) Scanning black-only documents larger than

8-1/2 x 14"...per sq ftProjects scanned at Contractor's facility.............. 220 0.35 77.00 0.12 26.40 0.39 85.80

 (d) Scanning multi color documents larger than

8-1/2 x 14"...per sq ftProjects scanned at Contractor's facility.............. 400 0.45 180.00 0.25 100.00 0.50 200.00

 2.

("Bates") serial numbering:

(a) Electronic endorsement...per page................... 36,000 0.01 360.00 0.01 360.00 0.01 360.00(b) Numbering of source materials not requiring

digital capture/scanning...per page................... 10,000 0.06 600.00 0.02 200.00 0.05 500.00

3. OCR conversion to searchable ASCII text files:(a) Documents as large as 8-1/2 x 14"...per page....... 36,000 0.02 720.00 0.01 360.00 0.02 720.00(b) Documents larger than 8-1/2 x 14"...per sq ft......... 100 0.02 2.00 0.01 1.00 0.02 2.00

4. Indexing, coding:(a) Indexing...per listing....................................... 1000 0.99 990.00 0.10 100.00 0.99 990.00(b) Coding ( up to 30 keystrokes per field)...per field... 200 0.10 20.00 0.15 30.00 0.10 20.005. Conversion to Adobe Acrobat PDF content.(a) Conversion of raster/OCR files to "Image Only" or

"Text +Image" PDF files..per page.................... 24000 0.03 720.00 0.01 240.00 0.03 720.00

(b) Source documents larger than 8-1/2 x 14":

Conversion of raster/OCR files to "Image Only" or"Text +Image" PDF files..per page.................... 200 0.03 6.00 0.01 2.00 0.03 6.00

6. Archiving onto optical discs:(a) Creation of "master" CD-R discs...per disc......... 10 15.00 150.00 5.00 50.00 10.00 100.00(b) Duplication of master CD-R discs...per disc........ 30 10.00 300.00 5.00 150.00 8.00 240.00(c ) Creation of "master" DVD-R discs..per disc........ 2 20.00 40.00 5.00 10.00 15.00 30.00(d) Duplication of master DVD-R discs...per disc...... 6 15.00 90.00 5.00 30.00 12.00 72.00

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7. Generation of Xerographic "blowback" copies:

(a) Black-only: Prtg 1 side....per sheet(1) 8-1/2 x 11"...................................................... 35,000 0.04 1,400.00 0.03 1,050.00 0.04 1,400.00

(2) 8-1/2 x 14"..................................................... 1,000 0.05 50.00 0.06 60.00 0.05 50.00(b) Black-only: Prtg both sides...per sheet(1) 8-1/2 x 11"...................................................... 20,000 0.08 1,600.00 0.05 1,000.00 0.08 1,600.00(2) 8-1/2 x 14"..................................................... 1,000 0.10 100.00 0.06 60.00 0.10 100.00(c ) Color copies: Prtg 1 side...per sheet(1) 8-1/2 x 11"...................................................... 2,000 0.30 600.00 0.14 280.00 0.35 700.00

(2) 8-1/2 x 14"..................................................... 2,000 0.45 900.00 0.15 300.00 0.50 1,000.00(d) Color copies: Prtg both sides...per sheet(1) 8-1/2 x 11"...................................................... 1,200 0.70 840.00 0.25 300.00 0.70 840.00(2) 8-1/2 x 14"..................................................... 1,200 0.90 1,080.00 0.28 336.00 1.00 1,200.00

Xerographic blowbacks larger than 17 x 11"Prtg 1 side only. `

(e ) Black-only copies...per sq ft............................. 500 0.45 225.00 0.05 25.00 0.45 225.00(f) Four-color copies..per sq. ft.............................. 100 4.75 475.00 0.15 15.00 5.00 500.008. Litigation copying:

Up to 8-1/2 x 11":

(a) Black-only: Prtg 1 side....per sheet(1) First copy...................................................... 20,000 0.12 2,400.00 0.05 1,000.00 0.13 2,600.00(2) 2nd thru 10th copies....................................... 20,000 0.12 2,400.00 0.05 1,000.00 0.06 1,200.00(b) Black-only: Prtg both sides...per sheet(1) First copy...................................................... 20,000 0.12 2,400.00 0.08 1,600.00 0.13 2,600.00(2) 2nd thru 10th copies....................................... 20,000 0.12 2,400.00 0.08 1,600.00 0.06 1,200.00(c ) Four-color: Prtg 1 side...per sheet(1) First copy...................................................... 2,000 0.35 700.00 0.15 300.00 0.39 780.00(2) 2nd thru 10th copies....................................... 2,000 0.35 700.00 0.15 300.00 0.39 780.00(d) Four-color: Prtg both sides...per sheet(1) First copy...................................................... 1,200 0.40 480.00 0.28 336.00 0.75 900.00(2) 2nd thru 10th copies....................................... 1,200 0.40 480.00 0.28 336.00 0.75 900.00

8-1/2 x 14":

(e ) Black-only: Prtg 1 side....per sheet(1) First copy...................................................... 2,000 0.13 260.00 0.05 100.00 0.13 260.00(2) 2nd thru 10th copies...................................... 2,000 0.13 260.00 0.05 100.00 0.13 260.00(f) Black-only: Prtg both sides...per sheet(1) First copy...................................................... 2,000 0.13 260.00 0.08 160.00 0.13 260.00(2) 2nd thru 10th copies...................................... 2,000 0.13 260.00 0.08 160.00 0.13 260.00(g) Four-color: Prtg 1 side...per sheet(1) First copy...................................................... 600 0.35 210.00 0.15 90.00 0.39 234.00(2) 2nd thru 10th copies...................................... 600 0.35 210.00 0.15 90.00 0.39 234.00(h) Four-color: Prtg both sides...per sheet(1) First copy...................................................... 200 0.40 80.00 0.28 56.00 0.45 90.00(2) 2nd thru 10th copies...................................... 200 0.40 80.00 0.28 56.00 0.45 90.009. Large format litigation copying, larger than

17 x 11", to as large as 3 x 4':

(a) Black-only copying...per sq ft:(1) First copy...................................................... 200 0.45 90.00 0.20 40.00 0.45 90.00(2) 2nd thru 10th copies........................................ 200 0.45 90.00 0.20 40.00 0.45 90.00(b ) Four-color copying...per sq ft:(1) First copy...................................................... 200 5.00 1,000.00 1.20 240.00 5.00 1,000.00(2) 2nd thru 10th copies........................................ 200 5.00 1,000.00 1.20 240.00 5.00 100.00

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II. Add'tl Operations:

(a ) Drilling 2 or 3 holes...per 100 sheets................. 50 N/C 0.03 1.50 NC(b) Provision, insertion of colored divider sheets

per 100 sheets............................................... 10 N/C 10.00 100.00 NC

(c ) Provision, prtg, insertion of commerciallyavailable tab dividers...per 100 dividers............... 6 18.00 108.00 7.00 42.00 20.00 150.00(d) Provision, insertion of white legal index exhibit

dividers w/ prtd exhibit numbers on tabs (Avery'slegal Index exhibit divider, UPC # 11370, or equalper divider..................................................... 500 0.20 100.00 0.08 40.00 0.22 110.00

(e ) Provision of manila folders...per folder.............. 100 0.20 20.00 0.25 25.00 0.22 22.00(f) Provision of durable "redwell" or "red rope" style

expansion (approx 3-5") pocket folder...per folder.. 50 3.00 150.00 1.25 62.50 3.00 150.00

(g) Provision of vinyl-clad binders, w/ 3 ring metal

base element, opening & closing levers, and Clear View' vinyl pockets on front cover & spine:

(1) Round ring, 2" capacity...per binder.................... 20 5.75 115.00 3.80 76.00 5.75 115.00(2) Round ring, 3" capacity...per binder................... 15 6.75 101.25 3.90 58.50 6.75 101.25(3) Slant-D, 3" capacity...per binder........................ 12 6.75 81.00 4.25 51.00 6.75 81.00(4) Slant-D, 4" capacity...per binder........................ 20 10.00 200.00 5.00 100.00 10.00 200.00(5) Slant-D, 5" capacity...per binder........................ 3 15.00 45.00 5.25 15.75 15.00 45.00(h) Insertion of materials into 3-ring binders

per binder...................................................... 70 N/C N/A NC

(i) Folding (foldins,etc)...per fold, per sheet............. 500 0.02 10.00 N/A 0.02 10.00(j) Velo binding (includes the cost of binders & 

punching of holes...per piece........................... 50 1.75 87.50 0.65 32.50 1.90 95.00

(k) Plastic comb binding ( includes the binder & 

punching of holes...per piece........................... 50 1.75 87.50 0.75 37.50 1.90 95.00

(l) Binding with Acco fastener (includes the cost

of the fastener/pressure bar & drilling of 2 holesper piece....................................................... 80 1.00 80.00 0.30 24.00 1.00 80.00

(m) Rebinding of furnished Velo-bound & comb

bound products...per piece............................. 30 1.00 30.00 0.30 9.00 1.00 30.00

(n) Mounting on 3/16" foam board...per sq ft............ 50 3.00 150.00 2.00 100.00 3.00 150.00(o) Mounting 1/2" foam board...per sq ft................... 20 3.25 65.00 3.50 70.00 3.25 65.00(p) *Customer-authorized digital time work

applicable to 'Digital Time Work' sectionherein...per hour............................................ 10 45.00 450.00 75.00 750.00 45.00 450.00CONTRACTOR TOTAL $39,739.25 $18,414.65 $38,703.05

DISCOUNT

DISCOUNTED TOTALS 39,739.25 18,414.65 38,703.05

 AWARD

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Litigation Scanning, Copying Page 1 of 33

2950-S R-1

U.S. GOVERNMENT PUBLISHING OFFICE

San Francisco, California

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Litigation Scanning and Copying

as requisitioned from the U.S. Government Publishing Office (GPO) by

Dept. of Justice: U.S. Attorney's Office, San Diego, CA

Single Award

The term of this contract is for one year, beginning DATE OF AWARD and ending September 30, 

2021, plus as many as four optional 12-month extension period(s) that may be added in accordance with 

the "Option to Extend the Contract Term" clause in this contract.

For information of a technical nature email azada@gpo.gov or call Alan Zada at (707) 748-1970 ext. 6. 

(No collect calls.)

PRODUCTION AREA: It is assumed that all production facilities used in the manufacture of the 

product(s) ordered under this contract will be located within 60 miles from the U.S. Attorney’s Office, 

880 Front Street, San Diego, CA 92101.

Any bidder intending to use production facilities outside this area should furnish information, with the 

bid, which will on its face demonstrate ability to meet the schedule requirements. The determination by 

the Government of the acceptability of this information in no way relieves the successful bidder of the 

responsibility for compliance with these schedule requirements.

SPECIAL ATTENTION IS DIRECTED TO THE FOLLOWING ITEMS:

NOTE: Orders will be placed and processed within a legal environment. The contractor must have 

sufficient onsite equipment and regularly-staffed employees to be able to digitally process and/or make 

as many as three copies of each of as many as 40,000 legal documents of varied size, condition and 

assembly within a 24 hour period. All contract orders must picked-up and delivered by an employee of 

the contractor in contractor-owned vehicle. 

R-1

 The assumed production area has been changed to 60 miles. 

 The accelerated delivery requirement/schedule has been removed from pages 14, 15, 22, 23 and 28.

 Vendor is to provide a Point of Contract (POC) to included Name, phone and email address to be 

available outside regular business hours.

 Occasionally, more than one pickup and delivery may be required on the same day
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2950-S R-1

QUOTE DUE DATE: 11:00 AM Pacific Time on THURSDAY OCTOBER 15, 2020 at the U.S. 

Government Publishing Office, San Francisco Regional Office. Due to the COVID-19 pandemic, this 

will NOT be a public bid opening.

SUBMISSION OF QUOTES: Due to the COVID-19 pandemic, the physical office will NOT be open. 

Based on this, vendors MUST FAX quotes to 1-800-859-2835 for this solicitation. No other method of quote 

submission will be accepted at this time.

Program 2950-S and the quote opening date must be specified in the subject line of the FAX submission. 

Quotes received after the opening date specified above will not be considered for award.

To submit a quote, contractors must execute and submit the 'Schedule of Prices' pages 24 through 30, 

herein.

BIDDER’S NAME AND SIGNATURE: Unless specific written exception is taken, the bidder, by 

signing and submitting a bid, agrees with and accepts responsibility for all certifications and 

representations as required by the solicitation and GPO Contract Terms – Publication 310.2. When 

responding by email, fill out and return one copy of all pages in “SECTION 4. – SCHEDULE OF 

PRICES,” including initialing/signing where indicated. Valid electronic signatures will be accepted in 

accordance with the Uniform Electronic Transactions Act, § 2. Electronic signatures must be verifiable 

of the person authorized by the company to sign bids.
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2950-S R-1

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. 01-18)) and GPO Contract Terms, Quality Assurance Through 

Attributes Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised 9-19)).

GPO Contract Terms (GPO Pub 310.2, Effective December 1987, (Rev. 1-18) – the light blue cover) 

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/contractterms2018.pdf

GPO QATAP (GPO Pub. 310.1, Effective May 1979 (Rev. 09-19) – the dark blue cover) –

https://www.gpo.gov/docs/default-source/forms-and- standards-files-for-vendors/qatap-rev-09-19.pdf.

DISPUTES: GPO Publication 310.2, GPO Contract Terms, Contract Clause 5. Disputes, has been 

revised. The new clause can be found at ww.gpo.gov/pdfs/vendors/contractdisputes.pdf. This revised 

clause also cancels and supersedes any other disputes language currently included in existing contractual 

actions.

DOING BUSINESS WITH THE GPO: Contractors wishing to do business with the GPO are referred 

to the GPO web site http://www.gpo.gov/business/index.html, where one can register as a GPO 

contractor using the ‘GPO Contractor Connection’ link in accordance with the furnished instructions on 

that page.

NOTE: Prospective as well as existing GPO contractors are to note that, as of 1/1/08, all contractor’s 

seeking to do business with the GPO must first complete and thereafter maintain the accuracy of its GPO 

Contractor Connection registration with the following mandatory taxpayer information boxes: “EIN/TIN 

#” (Employer Identification Number or Taxpayer Identification Number); “Subject to Backup 

Withholding” (See Form W-9, Request for Taxpayer Identification Number and Certification); and, 

“Current W-9 Request” (See Form W-9). The GPO will withhold payment of any invoices for work 

completed by any contractor who fails to provide these tax data in GPO Contractor Connection. Such 

invoices will be declared ineligible for payment until all requirements for payment, including providing 

these tax data in GPO Contractor Connection, have been satisfied.

SUBCONTRACTING: Contractor may subcontract the digital scanning of large format legacy maps 

and documents only.

CONTRACTING METHOD: This contract is being advertised as, and shall be awarded as, a Small 

Purchase contract, in accordance with the U. S. Government Publishing Office Printing Procurement 

Regulation (PPR: GPO Publication 305.3), Chapter VII, Section 4.

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.
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2950-S R-1

(c) Facsimile bids that fail to furnish required representations or information or that rejects any of the 

terms, conditions, and provisions of the solicitation will be excluded from consideration.

(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 1-800-859-2835 ONLY, 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.

DOCUMENT CONVERSION QUALITY ASSURANCE STANDARDS: The contractor will be 

required to maintain the following document conversion standards:

 Documents shall be accurately and consistently prepared and unitized in accordance with furnished 

instructions. File and document integrity and order must be maintained to a level of 100% 

accuracy.

 All scanning shall be performed in accordance with ANSI/AIIM MS44-1993, Recommended 

Practice for Quality Control of Image Scanners, including the use of text targets. The contractor is 

responsible for ensuring that all deliverables meet applicable AIIM and ANSI standards. 

Document resolution, contrast, gray scaling, skew and general workmanship shall be maintained to 

consistently produce professional results.

 Delivered source input shall be scanned and archived as CCITT Group IV TIFF files.

 Delivered source input shall equal scanned image output. The reproduction ratio and document 

orientation shall be such that the image is not unnecessarily reduced. 

 Deliverables must be without typographical errors and be must be accurate to the design 

instructions on which they are based. The contractor shall deliver finished products to the 

Government which do not require quality control review, proofreading, editing, spelling 

corrections, etc. by the Government.

 Delivered load files and database files shall be free of any operative defects, including, but limited 

to, the following: Documents scanned out of order; omission of furnished documents; incorrect 

document numbering and/or page numbering; erroneous document boundaries; erroneous data 

image retrieval links, etc.

 Delivered IPRO (including Scan-IT), Summation and Opticon load files shall operate successfully 

with customer's Concordance database;
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2950-S R-1

 Delivered CD-R and DVD-R disc(s) shall be operative in a Microsoft Windows operating system 

environment, unless otherwise instructed. 

 Imaged pages shall be returned in the identical order, collation and condition in which they were 

received, unless otherwise stated.

DOCUMENT CONVERSION QUALITY CONTROL: The contractor shall be required to employ a 

thorough and robust quality control program using the disciplined conventions of a proven quality 

control system to validate and ensure that source input is consistently and accurately converted to the 

electronic format(s) described herein. To this end, the contractor shall:

 Stress to its staff the importance of quality control and quality assurance, and convey the sensitive 

nature and strict confidential content of the furnished materials;

 Utilize automated production workflow software to provide detailed control and tracking reports;

 Provide file tracking methodology and software to ensure fidelity of image output to source input;

 Inspect each image generated, comparing it to the original source document to make sure that the 

source document is equal to the electronic image; or, if the image has been reduced or enlarged, 

that the electronic image completely and correctly renders the original source document imagery.

 Utilize a proven production methodology to ensure that images are accurately captured and their 

data accurately formatted;

 Utilize a proven production methodology ensuring that images are accurately recorded and their 

data accurately recorded into the IPRO LFP, Summation DII and Opticon load file(s);

 The contractor shall exercise systematic quality control means and methods whereby all delivered 

CD-R discs comply with International Standards IEC 908, ISO 10149 specifications and/or the 

Phillips Orange Book, Part II: CD-R, Vols. 1 and 2 (Version 3.1, 1998), as applicable; and all 

delivered DVD-R discs comply with DVD Forum Book D specifications (Version 2.0, or most 

recent version), as applicable.

COPYING, GENERATION OF HARDCOPY (“Blowbacks”) QUALITY ASSURANCE LEVELS 

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

Product Quality Levels:

(a) Printing Attributes — Level IV.

(b) Finishing 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 Furnished original, Avg. type size, density

P-10.Process Color Match Furnished original,

Psychological Reference Colors*
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2950-S R-1

* Psychological Reference Colors: These are colors, which are seen regularly, easily recognized and 

readily remembered. Psychological research has shown that people tend to agree on the appearance of 

these basic color references. Examples of such psychological reference colors include blue sky, green 

grass, red apples and human flesh.

OPTION TO EXTEND THE TERM OF THE CONTRACT: The Government has the option to 

extend the term of this contract for a period of 12 months by written notice to the contractor before 

expiration of the current contract term. 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.

WARRANTY: Contract Clause 15, "Warranty", of GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 (Rev. 6-01)) is amended for the solicitation to the effect that the warranty 

period is EXTENDED from 120 days to one calendar year from the date the contractor receives final 

payment for the work performed. All other provisions remain the same.

REMEDY OF PRODUCT DEFECTS: The Government will reject work not meeting contract quality 

standards. The contractor shall correct any and all operative defects and replace any and all defective 

products with corrected deliverable(s) in an expedient and timely fashion at no additional cost to the 

Government. 

Repeated failure to deliver acceptable work may result in contract termination. 

SECURITY WARNING: It is the contractor's responsibility to properly safeguard personally 

identifiable information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the 

Government of any loss of personally identifiable information. PII is "information which can be used to 

distinguish or trace an individual's identity, such as their name, social security number, biometric 

records, etc., alone, or when combined with other personal or identifying information which is linked or 

linkable to a specific individual, such as date and place of birth, mother's maiden name, etc." (Ref.: 0MB 

Memorandum 07-16.) Other specific examples of PII include, but are not limited to:

a. Personal identification number, such as passport number, driver's license number, taxpayer 

identification number, or financial account or credit card number;

b. Address information, such as street address or personal email address;

c. Personal characteristics, including photographic image (especially of face or other distinguishing 

characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans, 

voice signature, facial geometry).

The contractor shall maintain in operation, an effective security system where items by these 

specifications are manufactured and/or stored (awaiting distribution or disposal) to assure against theft 

and/or the product ordered falling into unauthorized hands. Contractor is cautioned that no Government 
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2950-S R-1

provided information shall be used for nongovernment business. Specifically, no Government 

information shall be used for the benefit of a third party. 

Contractor must immediately notify GPO and DOJ of any loss of personally identifiable information.

SECURITY REQUIREMENTS: The contractor must have a security controlled storage area to store 

all Government furnished legal documents and copies. Proper control and handling must be maintained 

at all times to prevent any information or materials required to produce the product ordered under these 

specifications from falling into unauthorized hands. Unless otherwise indicated herein, all extra copies, 

materials, and waste, digital artifacts and/or digital processing remnants must be destroyed.

This contract shall require the contractor to abide by the following operating standards and conditions, as 

follows:

 1. Documents and/or items received by the vendor are sensitive and must be properly safeguarded 

from unauthorized disclosure. When documents and/or items are not being scanned, they will be 

securely stored in a location, which will prevent unauthorized access. Contractor shall not 

release or otherwise expose the digital data to any party other than contract principals without 

expressed written permission of the ordering agency.

 2. Individuals having access to documents and/or items during pick-up, scanning/duplication, 

counting, assembly, delivery, etc., are to be properly notified by the vendor of the sensitivity of 

the information and cautioned to preclude loss, theft, destruction or unauthorized disclosure.

 3. All documents and/or items received by the vendor must be returned to ordering agency, or other 

locations as specified at time of service request, in the same condition as when received. This 

includes reassembly in stacks, binders, paper-clipped sets, folders, etc., if disassembly was 

required during scanning.

 4. 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). The vehicle that the contractor uses to transport the 

furnished job materials must be locked at all times unless loading and unloading cartons. If 

authorized personnel must make more than one trip to load or unload cartons, the contractor must 

have another authorized person guarding the cartons in the vehicle. Cartons in a locked vehicle 

left unattended by an authorized person are in direct violation of the contract. The only time the 

cartons can be left unattended is in the secure area of the plant.

 5. All digital data generated by the contractor during processing of contract work must be kept 

accountable and under reasonable security to prevent their unauthorized release or physical 
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2950-S R-1

compromise. Optical disks are not to be duplicated in whole or part for any other purpose than to 

satisfy the performance requirements of this contract. After successful completion, delivery and 

acceptance of a contract project all digital data sets processed during the performance of this 

contract shall be degaussed or securely overwritten or purged, and any printouts and/or nonerasable media shall be destroyed by the contractor.

 6. All waste paper created during duplication of the documents and/or items must be surrendered to 

the ordering agency for destruction at the time the originals are returned, when requested.

 7. All employees of the successful vendor that will be involved in any phase of this contract must be 

able to prove U.S. Citizenship. Each contractor employee will be required to wear a 

prominently-displayed photo ID when picking up or delivering material.

 8. The facility receiving documents and/or items must be designated by the vendor as a drug-free 

workplace.

 9. Third-party couriers will not be permitted. The contractors must pick-up and deliver the 

Government-finished materials without the aid of outside courier service(s). 

10. Ordering agencies shall have the right to send its officers and employees into the office(s) and 

plant(s) of the contractor for inspection of the facilities and operations used for the contract 

performance at any time during the contract. On the basis of such inspection, the Government 

may require specific remedy(ies) in cases where the contractor is found to be noncompliance 

with contract security requirements.

11. The Government retains the right to conduct on-site security reviews at any time during the term 

of the contract.

12. A Security Control Plan must be submitted by contractor prior to award and approved by agency.

The plan shall contain at a minimum:

(1) How Government files (data) will be secured to prevent disclosure to a third party 

prior to and after termination of contract;

(2) Explain how all accountable materials will be handled throughout all phases of 

production

(3) How the disposal of waste materials will be handled;

(4) How all applicable Government-mandated security/privacy/rules and regulations as 

cited in this contract shall be adhered to by the contractor and/or subcontractor(s).

NON-DISCLOSURE AGREEMENT: 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.

COLLECTION OF EMPLOYEE INFORMATION: To prudently ensure that the security of the 

sensitive Government documents provided to the contractor under the terms of this contract is not 

compromised or in any way unnecessarily jeopardized, the U.S. Attorney’s Office (USAO) reserves the 

right to collect personal information from all employees who will be involved with handling, processing 
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and production of USAO orders. USAO reserves the right to request and obtain documented proof of 

personal identification, including fingerprints, of the aforementioned employees.

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 pre-award survey at the 

contractor's/subcontractor's facility or to require other evidence of technical, production, managerial, 

financial, and similar abilities to perform, prior to the award of a contract. As part of the financial 

determination, the contractor in line for award may be required to provide one or more of the following 

financial documents:

1) Most recent profit and loss statement

2) Most recent balance sheet 

3) Statement of cash flows 

4) Current official bank statement 

5) Current lines of credit (with amounts available) 

6) Letter of commitment from paper supplier(s) 

7) Letter of commitment from any subcontractor 

The documents will be reviewed to validate that adequate financial resources are available to perform 

the contract requirements. Documents submitted will be kept confidential, and used only for the 

determination of responsibility by the Government. Failure to provide the requested information in the 

time specified by the Government may result in the Contracting Officer not having adequate information 

to reach an affirmative determination of responsibility.

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.

ORDERING: Items to be furnished under this contract may be ordered by the issuance of print orders 

(GPO Form 2511); or by individual order forms, to be designed and/or approved by the ordering agency 

and furnished by the contractor.

If individual order forms are used, then, at time intervals mutually convenient to the contractor and the 

Government, print orders (GPO Form 2511) will be subsequently issued by the Government to 

summarize the work authorized by issuance of the order forms. The print order (GPO Form 2511) will 

authorize payment for the summary of the confirmed work performance.

Orders may be issued under the contract from Date of award and ending September 30, 2021 plus for 

such additional period(s) 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.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) 

utilizing the GPO barcode coversheet program application is the most efficient method of invoicing. 
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Instruction for using this method can be found at the following web address: 

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html. 

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management, 

Attn: Comptroller, Stop: FMCE, Washington, DC 20401. 

For more information about the billing process refer to the General Information of the Office of Finance 

web page located at https://www.gpo.gov/how-to-work-with-us/agency/billing-and-payment.

Note: The contractor shall itemize each billing voucher in accordance with the contract ‘Schedule of 

Prices.’

PRIVACY ACT NOTIFICATION: This procurement action requires the contractor to do one or more of 

the following: design, develop, or operate a system of records on individuals to accomplish an agency 

function in accordance with the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 

552a) and applicable agency regulations. Violation of the Act may involve the imposition of criminal 

penalties.

PRIVACY ACT

(a) The contractor agrees:

(1) to comply with the Privacy Act of 1974 and the rules and regulations issued pursuant to the Act in 

the design, development, or operation of any system of records on individuals in order to accomplish 

an agency function when the contract specifically identifies (i) the system or systems of records and 

(ii) the work to be performed by the contractor in terms of any one or combination of the following: 

(A) Design, (B) development, or (C) operation;

(2) to include the solicitation notification contained in this contract in every solicitation and resulting 

subcontract and in every subcontract awarded without a solicitation when the statement of work 

in the proposed subcontract requires the design, development, or operation of a system of records 

on individuals to accomplish an agency function; and

(3) to include this clause, including this paragraph (3), in all subcontracts awarded pursuant to this 

contract which require the design, development, or operation of such a system of records.

(b) In the event of violations of the Act, a civil action may be brought against the agency involved where the 

violation concerns the design, development, or operation of a system of records on individuals to 

accomplish an agency function, and criminal penalties may be imposed upon the officers or employees 

of the agency where the violation concerns the operation of a system of records on individuals to 

accomplish an agency function. For purposes of the Act when the contract is for the operation of a 

system of records on individuals to accomplish an agency function, the contractor and any employee of 

the contractor is considered to be an employee of the agency.

(c) The terms used in this clause have the following meanings:

1) ‘Operation of a system of records” means performance of any of the activities associated with 

maintaining the system of records including the collection, use, and dissemination of records.
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2) “Record” means any item, collection or grouping of information about an individual that is 

maintained by an agency, including, but not limited to, his education, financial transactions, medical 

history, and criminal or employment history and that contains his name, or the identifying number, 

symbol, or other identifying particular assigned to the individual, such as a finger or voice print or a 

photograph. 

3) “System of records” on individuals means a group of any records under the control of any agency 

from which information is retrieved by the name of the individual or by some identifying number, 

symbol, or other identifying particular assigned to the individual.

In compliance with the Service Contract Act of 1965, as amended, and the regulations of the Secretary of 

Labor (29 CFR Part 4), this clause identifies the classes of service employees expected to be employed under 

the contract and states the wages and fringe benefits payable to each if they were employed by the 

contracting agency subject to the provisions of 5 U.S.C. 5341 or 5332.

REQUIREMENTS: This is a requirements contract for the items and for the period specified herein. 

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 delivery may be specified under this contract, and if the contractor will not 

accept an order providing for the accelerated delivery, the Government may procure this requirement 

from another source.

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

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.

SCANNING/DOCUMENT CONVERSION SERVICES PERFORMED AT CONTRACTORS 

FACILITIES: In carrying out the work under this Contract, the contractor's personnel shall not be 

deemed GPO or DOJ employees. The contractor has a responsibility to convey this fact to its personnel 
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performing work at, and for, DOJ facilities. As such, all personnel issues involving contractor 

employees, such as discipline, request for pay raises, and other related matters, shall be appropriately 

resolved by the contractor. Contractor shall pay all salaries, wages, benefits, payroll, and other taxes to 

or on account of all contractor personnel arising out of or resulting from services performed pursuant to 

this Contract and GPO nor DOJ shall not be liable for the payment of such salaries, wages, benefits, 

payroll and other taxes to or on account of any such personnel.

The Contractor shall provide technically competent personnel to fulfill all Government requirements for 

the services herein to ensure that customer delivery dates are met with the highest customer satisfaction. 

All contractor and subcontracted personnel shall be experienced, knowledgeable and capable of 

operating all equipment and software in their functional area(s). The Government reserves the right to 

accept or reject applicants based on their qualifications and/or resumes or actual performance abilities. 

The Contractor shall notify the COTR immediately and follow-up in writing within three (3) work days, 

the names of any employees assigned to this contract that are dismissed from this contract, regardless of 

reason.

Contract personnel performing work under this contract must be informed of the sensitivity of the 

materials; and must preclude loss of, theft of, destruction of, or unauthorized access to the materials.

Every contractor employee working on the documents for this contract must be in full compliance with 

all Federal tax laws and regulations; and they must be either a United States (U.S.) citizen or a lawful 

permanent resident of the U.S. A lawful permanent resident is any individual who is not a citizen or 

national of the U.S. who has been lawfully admitted into the U.S. and accorded the privilege of residing 

permanently in the U.S. as an immigrant in accordance with the immigration laws, such as status not 

having changed. Security screening requirements, however, apply to both U.S. citizens and lawful 

permanent residents hired as contractors.

Pursuant to the Privacy Act, any contractor employee who willfully discloses the content of the retained 

Government material to any person or agency not entitled to receive it shall be subject to criminal 

penalty and a fine.

The Government will not be responsible for training Contractor personnel. Exceptions may be made in 

order to familiarize Contractor personnel with DOJ procedures, the DOJ File Plan, or any new 

Government-furnished equipment not listed in this contract and furnished during the life of the contract. 

One such exception will be a half-day training on the records assessment portion of work to detail how 

the determination will be made for movement and disposition of materials.

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 any pricing adjustment be 

made that would exceed the maximum permissible under any law in effect at the time of the adjustment. 

There will be no adjustment for orders placed during the first period below. Pricing will thereafter be 

eligible for adjustment during the second and any succeeding period(s). For each performance period 

after the first, a percentage figure will be calculated as described below and that figure will be the 

economic price adjustment for that entire next period. Pricing adjustments under this clause are not 

applicable to reimbursable postage or transportation costs, or to paper, if paper prices are subject to 

adjustment by separate clause herein.
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For the purpose of this clause, the contract shall be divided into successive periods. The first period 

shall extend from DATE OF AWARD and ending September 30, 2021. The second and any 

succeeding period(s) will extend for 12 months from the end of the last preceding period, except that the 

length of the final period may vary. The first day of the second and any succeeding period(s) will be the 

effective date of the economic price adjustment for that period.

Price adjustments in accordance with this clause will be based on the changes in the seasonally adjusted 

"Consumer Price Index For All Urban Consumers - Commodities Less Food” published monthly in the 

CPI Detailed Report by the U.S. Department of Labor, Bureau of Labor Statistics.

The Economic price adjustment will be the percentage difference between the Index averages as 

specified in this paragraph. An index called the variable index will be calculated by averaging the 

monthly Indexes from the 12-month interval ending three months prior to the beginning of the period 

being considered for adjustment. This average is then compared to the average of the monthly Indexes 

for the 12-month interval ending July 31, 2020, called the base index. The percentage change (plus or 

minus) of the variable index from the base index will be the economic price adjustment for the period 

being considered for adjustment.

The Government will notify the contractor by contract modification specifying the percentage increase or 

decrease to be applied to invoices for orders placed during the period indicated. The contractor shall 

apply the percentage increase or decrease against the total price of the invoice less reimbursable postage 

or transportation costs and separately adjusted paper prices. Payment discounts shall be applied after the 

invoice price is adjusted.

NOTIFICATION: The contractor will be notified a minimum of 30 days before the end of the current 

contract annual period of availability or non-availability of funds for subsequent periods. Cancellation is 

effected if (i) the Contracting Officer notifies the contractor that funds are not available for the next year, 

or (ii) the Contracting Officer fails to notify the contractor that funds are available for the next year.
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SECTION 2. - SPECIFICATIONS

SCOPE: These contract specifications encompass the (on-site) digital scanning and/or copying of 

sensitive Government-furnished legal case file source documents, requiring such operations as document 

preparation/unitization, disassembly and hand-feeding of original documents; (on-site) document 

scanning, black-only and four-color process copying; document (“Bates”) numbering and/or 

endorsement (physical or digital assignment of an image key to each page); generation of ASCII text 

files using Optical Character Recognition (OCR) conversion; generation of Adobe Acrobat “Text + 

Image” PDF files; generation of IPRO LFP (including Scan-IT), Summation DII and Concordance DAT 

load files; re-assembly and re-construction of furnished hardcopy originals; generation of black-only and 

four-color process “blowback” paper copies from furnished or contractor-created digital files; 

storage/retention of Government documents for third-party reproduction, drilling, provision of legal 

index exhibit dividers, folders, three-ring binders; archiving onto CD-R and/or DVD-R discs; packing 

and (accelerated) delivery.

NOTE: Orders will be placed within a legal environment. The contractor must have sufficient onsite 

equipment and regularly-staffed employees to be able to make as many as five copies of each of as many 

as 40,000 legal documents of varied size, condition and assembly within a 24 hour period. In order to 

satisfactorily accommodate the demands of the legal system, the contractor must be available 24 hours 

each day, seven days a week. All contract orders must picked-up and delivered by an employee of the 

contractor in a contractor-owned vehicle.

TITLE: Litigation Scanning and Copying.

FREQUENCY OF ORDERS: Approximately zero to five (avg. one) order per month. 

QUANTITY: It is estimated that each order will consist of approximately 200 to 60,000 (avg. 12,000) 

legal document pages. The contractor will be required to make from 1 to 10 (avg. two) copies per 

furnished original.

PAGE SIZE OF COPIES: Typically 8-1/2” x 11", to as large as 3’ x 4’.

GOVERNMENT TO FURNISH: Reproducible copy (case files) consisting of various sizes and types 

of source documents, such as: reports, letters and receipts, maps, drawings, etc. Most furnished 

documents will be 8-1/2 x 11". Furnished materials will include 8-1/2 x 14" and 17 x 11" documents 

which will require reducing to 8-1/2 x 11", as well as other unconventionally sized documents smaller 

than 8-1/2 x 11".

Occasionally evidentiary materials as large as 3 x 4’ will be furnished for reproduction.

Occasionally optical disc(s) containing TIF and/or Adobe Acrobat PDF files will be provided for 

generation of Xerographic copies (“blowbacks”) from the furnished digital copy.

It is anticipated that the furnished originals may occasionally include medical X-ray/radiological images 

and photographs, and other diagnostics images (MRI, etc.) which will require the high fidelity 

reproduction.
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 Approx. 50% of the total furnished source materials have consisted of stapled or clipped documents, 

requiring light deconstruction and reconstruction of attachments.

 Approx. 25% of the total furnished source materials have consisted of stapled or clipped letter and 

legal size documents, requiring folder tabs and/or tab dividers to be copied or inserted, moderate 

deconstruction and reconstruction of attachments.

 Approx. 25% of the total furnished source materials have consisted of variable-contrast stapled or 

clipped letter and legal size documents plus odd-sized receipts, envelopes, photographs, etc, 

requiring folder tabs and/or tab dividers to be copied or inserted, frequent machine adjustments, 

extensive/heavy deconstruction and reconstruction of attachments, including "copy only tagged" 

documents.

Rarely an order will consist of seized materials consisting of various forms of evidentiary documents, 

including medical sonograms. These documents have typically been hastily gathered and assembled 

without previous organization, requiring the contractor to organize the furnished documents in 

accordance with customer instructions.

The Government may furnish plastic document protectors and/or three-ring binders.

CONTRACTOR TO FURNISH: All materials and operations, other than those listed under 

"Government to Furnish," necessary to produce the product(s) in accordance with these specifications.

Customer Service: The contractor will be required to consistently communicate and coordinate relevant 

job details and developments (and address any project questions) in a prompt and timely manner. Unless 

otherwise provided, contract contact is Carl Smith, Administrative Services Specialist: 619-546-8222 

Fax: 619-546-0622. Email: carl.smith@usdoj.gov. The contractor shall also inspect projects and provide 

a cost estimate based upon the contractor’s quoted 2950-S contract prices.

Backup copy: The Contractor will be required to maintain a backup copy of all data generated. All files 

are to be simultaneously mirrored using RAID Level 1 means and methods to magnetic duplexed 

(independent) hard drives as the documents are scanned.

Security: The contractor shall also furnish the means and measures to ensure that the furnished case file 

materials will be handled in a secure fashion to ensure strict confidentiality of their contents, as specified 

herein. 

DOCUMENT BOUNDARY DETERMINATION: Unless otherwise instructed, document boundaries 

shall be established using single level of physical document boundary determination based upon the 

presence of binding elements such as a staple, paper clip, rubber band, etc. 

The contractor shall prepare the collection for scanning by removing staples and other mechanical 

fasteners and binders, and by marking the boundaries of documents with physical insertion of slip ship 

or other prominently visible marking element. 

Contract projects may require up to three boundary levels (box, folder, document), but most typically 

will remain at the document level, with documents composed of individual pages.
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DIGITAL SCANNING: Bidders must have experience in the digital scanning of paper source 

documents utilizing equipment and techniques consistent will all of the specifications below:

 ADF (Automated Document Feeder) minimum capacity of 100 pages;

 Paper size up to and including 17 x 11”;

 Resolution range up to 300 dpi;

 Frame/border control on all sizing perimeters;

 Skew detection feature available on scanners;

 Contrast and brightness manipulation for client image viewer;

All scanning shall be performed in accordance with ANSI/AIIM MS44-1993, Recommended Practice 

for Quality Control of Image Scanners, including frequent use of calibration test targets to optimize gray 

scales, resolution, continuous tones, precision measurement marks, linearity, scan size, alignment of 

page and text characters. 

Contractor must also be able to also capture data during the scanning process (typically one global 

identification field, at no additional cost to the Government).

The contractor shall maintain optimum image quality with continual monitoring and adjustment of the 

imaging process by the scanning technician to accommodate the varying characteristics of different 

document populations (including medical X-rays and high-quality photographs requiring individual 

attention and equipment adjustment for best results).

The contractor will be required to scan the furnished black-only and any color documents at 300 dpi. 

Contractor shall archive the scanned contents as single-page or multiple-page files (as specifically 

instructed) CCITT Group IV TIFF files.

Furnished or otherwise solicited Government instructions shall indicate whether and what color images 

will be scanned and archived as RGB or gray scale files. 

Contractor shall name the TIFF files in accordance to furnished instructions and/or naming convention.

Unless otherwise instructed, if a source document includes a Post-It note the contractor shall scan the 

applicable page twice: Once with the Post-It affixed to the parent sheet, and a second time with the PostIt removed from the parent sheet, before the Post-It is re-affixed to the original as furnished.

Scanned documents must not be split across directories or archival CD-R and/or DVD-R discs.

Second-pass verification will be required on all orders, and is defined as a visual comparison to verify 

that 100% of the document(s) were captured in scanning. 

The contractor shall maintain the document integrity and security throughout the scan processing cycle. 

The proper collation and integrity of documents, document packets (several documents fastened 

together), file folders and file drawers must not be lost.

(“BATES”) SERIAL NUMBERING: The contractor will be required to electronically endorse a 

unique document serial number onto the scanned documents in accordance with furnished instructions. 

Likewise, the contractor will be also be required to mechanically stamp or otherwise apply a unique 
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document serial number onto copied documents (i.e. those occasional documents not requiring electronic 

scanning) in accordance with furnished instructions . This unique number identifies the location of each 

document in the collection and will control document storage and retrieval processes throughout the 

course of litigation. The accuracy with which the numbering procedure is preformed is therefore critical 

to the image-based systems and products, and is as important as the physical quality of the image 

products themselves.

Numbers shall in assigned in accordance with the numbering convention provided by the ordering 

agency. Contractor's numbering system shall be able to accommodate alphanumeric characters, 

including embedded blank spaces in any order and length specified by the ordering agency. 

Placement of each number (upper-left corner, bottom-center, etc.) will be consistent for a given 

document population. Numbers must not obscure or replace any of the existing information on the 

original document pages.

The contractor must have procedures in place to record and account for all numbers used.

OPTICAL CHARACTER RECOGNITION (OCR) CONVERSION: In addition to digital scanning 

of furnished source documents, orders may additionally require that the scanned imagery be processed 

with professional quality OCR software to create and archive ASCII text files that are text searchable.

For the purposes of this contract, machine accuracy is considered acceptable for the OCR conversion 

process. If at some time during the contract term a higher accuracy is considered necessary, a contract 

modification will be negotiated and issued to accommodate the additional human intervention required 

to produce the specified accuracy.

The contractor will be required to use state-of-art OCR software that utilizes voting algorithms to 

produce the best possible interpretation of the image files, and shall make use of any available 

techniques that would best enable the OCR software to render the most accurate results. Individual 

batches of documents may have to be run through on a test basis prior to commencing production runs in 

order to identify optimal settings for the software. 

All OCR text files shall be archived with their respective companion TIFF files and stored within a 

common folder on the delivered optical media.

INDEXING, CODING: It is anticipated that a minimal amount of basic document indexing and/or 

coding may also be required, including, but not limited to, entry of the document number (first and last 

image numbers), the document date, first author, first addressee, and perhaps one or two other fields, 

such as verbatim file name or document title, or document type. 

Upon occasion a will furnish an incomplete electronic indexing listing (Windows-compatible MS Word 

table, or a WordPerfect file) for each document. The contractor will be required to complete each index 

listing by incorporating the Beginning Page No. and Ending Page No. for each submitted listing, for 

inclusion within the corresponding document. 

PROVISION OF ADOBE ACROBAT PDF FILES: The contractor will be required to create Adobe 

Acrobat PDF files. The delivered PDF content shall be generated using the most recent version of 
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Adobe Acrobat software. The delivered files shall be of such a size and resolution to produce optimum 

printing results for output on consumer quality desktop printing equipment.

The final Adobe Acrobat PDF documents that shall include the following qualities and features:

 All PDF pages, tables, charts, maps and photos shall be aligned (i.e. straight, not skewed). Pages 

will be centered so that the display does not jump off-center when progressing from left-hand to 

right-hand pages.

 Scanned RGB color elements shall match the scanned color elements on the source document(s).

 The contractor shall generate, and each PDF file shall contain, thumbnails for each publication page.

 Files shall automatically open the cover page at the “Fit Width” view with the Bookmarks showing. 

The contractor shall create each PDF file so that, by default, it navigates with the “continuous pages” 

setting enabled.

 No security passwords are to be activated in the PDF documents.

 When pages must be rotated, they are to open at 100%.

 Contractor shall deliver each PDF file as an “Original Image with Hidden Text” file.

PROVISION OF LOAD FILES: USAO litigation support operates with a data environment 

consisting of Dataflight Concordance database(s). The contractor will be required to create and deliver 

IPRO LFP (including Scan-IT), Summation DII and Concordance DAT load files (that will load images 

and OCR files with positional information) for subsequent successful customer use with USAO 

Dataflight Concordance database(s), per furnished instructions. 

The load file format for each record will include various informational fields (such as, but not limited to: 

Description, Document Number, Record Number, Endorsed Last Page Number, Beginning Page 

Number, Directory Location (path), and TIF File name field) in accordance with USAO’s format 

requirements.

To this end, a load-file (per USAO instruction) must be created and included on every optical disc 

created. The name of each file must be the same as its index number. An image viewing system (a 

viewer) that is able to use the index number to retrieve that image for viewing must be installed on each 

CD disc. The viewer must be compatible for successful use with USAO Dataflight Concordance 

database(s). The viewer must compatible with IBM or Macintosh platforms. 

STOCK: GPO has issued a new Government Paper Specification Standards, No. 13, dated September 2019.

Prospective firms should carefully read this publication as the applicable standards within become an 

integral part of this contract. The document is posted at https://www.gpo.gov/how-to-work-withus/vendors/forms-and-standards along with a list of major revisions.

JCP Code* O63, Plain Copier, Xerographic, Laser Printer; Colors, Basis Size 17 X 22", 20 lb.

JCP Code* D10, Writing; Colors (With Tablet Stock Option), Basis Size 17 X 22", 20 lb.
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Four-color copying, “blowbacks”: JCP Code* O61, High Quality Xerographic Copier, Laser Printer, 

Basis Size 17 X 22", 24 lb.

While postconsumer fiber is encouraged, the minimum postconsumer fiber requirement is waived. All 

other attributes remain unchanged.

TAB DIVIDERS: The contractor will be required to provide white legal index exhibit dividers. Tab 

dividers shall be approx. 1/25th-cut, with an exhibit number printing on both sides of each tab in black. 

Dividers shall be reinforced on the tabs and long the bind edge with clear Mylar film laminate. Printed 

exhibit numbers will range from 1 to 400, for collating and insertion into case files. (Avery's legal index 

exhibit divider, UPC #11370, satisfies this contract requirement.) The contractor shall also provide 

conventional commercially-available tab dividers, as requested.

COPYING, GENERATION OF PAPER COPIES (“Blowbacks”): Contract orders will require the 

production and delivery of black-only and four-color paper copies generated from furnished hardcopy 

not requiring digital capture by the contractor, as well as paper copies (a.k.a. “blowbacks”) generated 

from source documents digitally captured by the contractor or generated from Government-furnished 

digital media. Paper copies may deliver exclusively as simplex copies, or as both duplex and simplex 

copies to match the furnished source documents, as instructed.

The contractor shall print reproduced and digitized content with a minimum of 400 DPI. Clear sharp 

reproduction is required in satisfaction of Quality Level 4 printing attributes. Both color and black 

copying equipment must be capable of duplex copying while maintaining no visible distortion of the 

government furnished original(s) when compared to the printed product. The color pages will normally 

be scattered though out.

Having made one copy from the furnished documents (after numbering the originals), the contractor may 

make second generation copies (copies of the first copy) provided Quality Level IV printing attributes 

are satisfied.

Large format copying: Furnished legal case materials will require large format copying, defined herein 

to be from 17 x 11” to approx. 3 x 4’.

QUICK-SCHEDULE COPIES FROM FURNISHED DIGITAL MEDIA:

The contractor will be required make Xerographic copies (“blowbacks”) from digitized Government 

documents typically provided on optical (CD, DVD) media. 

The digital documents furnished on the optical discs will typically be submitted as TIF or Adobe 

Acrobat PDF files. The furnished files will typically be reproduced at a trim size of 8-1/2 x 11”, 

typically printing in black only, but occasionally including RGB content requiring four-color process 

reproduction.

MARGINS: Follow copy furnished. Original documents smaller than 8-1/2 x 11" should be centered.

DIGITAL TIME WORK: Occasionally the furnished materials will require additional digital time 

work, which could include such operations as basic desktop publishing operations, typesetting, copy 
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fitting, scanning, digital inclusion of exhibit prefix characters, digital duplication of furnished media, 

digital production of custom tabs, spines, folders, etc.

DRILLING: As indicated on the print order, originals and/or copies will require drilling three 1/4" 

holes, 4-1/4" center-to-center, with centers locating 3/8" from left edge; or two-hole drilling of two 1/4"

holes, 2-3/4" center-to-center, with centers locating 3/8" from top edge.

BINDING: The contractor will typically be required to collate all copies in numerical sequence and 

staple and/or clip copies per furnished originals. "Loose leaf" binding styles will include slip-sheeting 

with colored stock, insertion of copies into three-ring binders and insertion of copies into commerciallyavailable office folders and/or "redwell" expansion-type file folders, according to furnished instructions.

Velo binding, plastic combing binding and Acco fastening will also be required.

Rebinding of submitted Velo-bound and comb-bound case file documents will be required.

MOUNTING: Occasionally copies of evidentiary materials will require mounting on foam board, as 

instructed by the ordering party.

REASSEMBLY OF ORIGINALS: Unless otherwise instructed on the Print Order, the contractor will 

typically be required to reassemble, refasten and return the original documents in the same order, same 

manner and in the same condition as furnished. 

Occasionally an order may require the contractor to insert furnished source documents into furnished 

plastic document protectors. If plastic document protectors are furnished, the contractor will be required 

to insert the original documents into the protectors (typically two sheets, back-to-back, per protector) and 

assemble/insert the protectors into three-ring binders per furnished instructions before returning to the 

U.S. Attorney's Office.

DIGITAL ARCHIVING: 

All duplicate (burned) CD-R discs shall be manufactured in accordance with the Phillips Orange Book, 

Part II: CD-R, Vols. 1 and 2 (Version 3.1, 1998). 

Duplicate CD-R discs manufactured under the terms of this contract will be 650 MB (74-minute) or 700 

MB (80 minute) capacity discs, to be used on consumer quality target CD-ROM drives within a 

Microsoft Windows operating system environment.

All duplicate (burned) DVD-R discs shall be manufactured in accordance with DVD Forum Book D 

(using applicable version) specifications.

Duplicate DVD-R discs manufactured under the terms of this contract will be single-layer 4.7 GB 

capacity (DVD-5) discs, to be used on consumer quality target DVD-ROM drives.

Patent Rights: Several firms claim patent rights, which may be applicable to DVD replication (CD 

replication patents having expired). For example, see http://www.licensing.philips.com. U.S. Philips 

Corporation and Sony Corporation claim to hold patents for certain technologies essential to the 
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manufacture and replication of DVD discs and assert it is impossible to manufacture or replicate a DVD 

disc without infringing these patents. The patent claims cover, among other things, both the physical 

structure of and the manner in which data is encoded onto a replicated DVD, as well as the blank disc 

media used to replicate both CD/DVD discs. Other firms, including Discovision Associates, Irvine, CA, 

also claim similar patent rights.

By submission of a bid, bidders certify that they hold a license under all patents applicable to their 

replication of CD/DVD discs.

The contractor shall include the name and a contact phone number of contractor's CD-R and DVD+R 

media supplier with contractor's bid.

Labeling of discs: Unless more specifically specified by the customer, the contractor shall label each 

disc in a professional manner to most accurately reflect the digital contents archived thereon.

Warning: All electronic media made by the contractor must be kept accountable and under reasonable 

security to prevent their unauthorized release. Disks are not to be duplicated in whole or part for any 

other purpose than to create material to be used in the performance of this contract. All duplicate media 

shall be degaussed or securely overwritten and any printouts and non-erasable media shall be destroyed 

by the contractor.

PACKING: Pack each legal case file copy set in a cardboard box or carton suitable for subsequent 

handling and shipping. Label each carton according to instructions furnished by the ordering agency.

CD-R, DVD+R discs: Unless otherwise instructed, contractor shall insert each CD-R/DVD+R disc into 

a commercially available paper disc window envelope, with labeled disc side visible through the clear 

poly window.

DISTRIBUTION: Materials will typically be retrieved from and completed orders delivered f.o.b. 

destination to:

U.S Attorney’s Office, 880 Front Street (4

th

, 5

th or 6th Floor), San Diego, CA 92101.

The contractor shall be reimbursed for the occasional order that requires pickup and delivery of materials 

at destinations beyond the San Diego metro region upon submittal of verifying pickup and/or delivery 

receipt(s) with the contractor’s billing voucher.

The contractor must return all reproducibles furnished by the Government.

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

SCHEDULE: Adherence to this schedule must be maintained. Contractor must not start production of 

any job prior to receipt of the individual work order form or print order (GPO Form 2511B).

Furnished material must be picked up from and delivered to the addresses listed under 

"DISTRIBUTION". Inside pickup and delivery is required, including various sites within the general 

San Diego metro region.
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The delivery schedule for all orders begins at that time the Government notifies the contractor that the 

print order and Government furnished materials are available and ready for pickup by the contractor.

Pickup and delivery of materials by the contractor will be required during regular business hours 

(approx. 8:00 AM to 6:00 PM). If an occasional order requires pickup and delivery beyond normal 

business hours, the Government will provide for pickup and delivery of job materials.

The contractor will typically be required to make complete production and delivery within one (next 

day) to 10 workdays after notification of availability of furnished materials for pickup by the contractor.

OCCASIONALLY, MORE THAN ONE PICKUP AND DELIVERY MAY BE REQUIRED ON THE 

SAME DAY.

The "ship/deliver" date indicated on the print order is the date (and time, if specified) products must be 

delivered to the destination specified.
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2950-S R-1

SECTION 3. - DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices quoted in the "Schedule of Prices" 

to the following units of production which are the estimated requirements to produce one year's orders 

under this contract. These units do not constitute, nor are they to be construed as, a guarantee of the 

volume of work which may be ordered under this contract.

I. (1) (2) II.

 1. (a) 85,000 (a) 50

(b) 4,800 (b) 10

(c) 220 (c) 6

(d) 400 (d) 500

(e) 100

(f) 50

 2. (a) 36,000 (g)

(b) 10,000 1. 20

 3. (a) 36,000 2. 15

(b) 100 3. 12

 4. (a) 1,000 4. 20

(b) 200 5. 3

 5. (a) 24,000 (h) 70

(b) 200 (i) 500

 6. (a) 10 (j) 50

(b) 30 (k) 50

(c) 2 (l) 80

(d) 6 (m) 30

 7. (a) 35,000 1,000 (n) 50

(b) 20,000 1,000 (o) 20

(c) 2,000 2,000 (p) 10

(d) 1,200 1,200

(e) 500

(f) 100

 8. (a) 20,000 20,000

(b) 20,000 20,000

(c) 2,000 2,000

(d) 1,200 1,200

(e) 2,000 2,000

(f) 2,000 2,000

(g) 600 600

(h) 200 200

 9. (a) 200 200

(b) 200 200
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2950-S R-1

SECTION 4 - SCHEDULE OF PRICES

GPO Fax Numbers: 1-800-859-2835

11:00 AM Pacific Time on OCTOBER 15, 2020.

Quotes offered are f.o.b. destination.

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

with these specifications.

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

An entry of NC (No Charge) shall be entered if Contractor intends to furnish individual items at no 

charge to the Government.

Quotes submitted with NB (No Bid) or blank spaces for an item may be declared non-responsive.

The Contracting Officer reserves the right to reject any offer that contains prices for individual items of 

production (whether or not such items are included in the Determination of Award) that are inconsistent 

or unrealistic in regard to other prices in the same offer or to GPO prices for the same operation if such 

action would be in the best interest of the Government.

Fractional parts of 100 shall be prorated at the "per 100" rate.

I. COMPLETE PRODUCT: Prices quoted shall include the cost of all required materials and 

operations (including the provision of database load files, but excepting those items listed under Items II 

and III) necessary for the complete production and distribution of the product listed in accordance with 

these specifications.

 1. Litigation scanning to digital image: Prices to be based upon document unitization determined at the 

physical level.

 Projects scanned at

 contractor’s facility

(a) Scanning black-only source documents 

as large as 8.5 x 14".........per page....................................................$__________

(b) Scanning multi-color source documents 

as large as 8.5 x 14".........per page....................................................$__________

(c) Scanning black-only documents larger than

8.5 x 14"......................per sq. ft....................................................$__________

(d) Scanning multi-color documents larger than

8.5 x 14".......................per sq. ft...................................................$__________

________

Initials
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2950-S R-1

 2. (“Bates”) serial numbering:

(a) Electronic endorsement........................................per page ....$_________

(b) Numbering of source materials not

requiring digital capture/scanning............................per page .....$_________

 3. OCR conversion to searchable ASCII text files:

(a) Documents as large as 8-1/2 x 14"...........................per page ....$_________

(b) Documents larger than 8-1/2 x 14") .....................per sq. foot....$_________ 

 4. Indexing, coding:

(a) Indexing......................................................per listing......$_________

(b) Coding (up to 30 keystrokes per field)....................per field.......$_________

 5. Conversion to Adobe Acrobat PDF content.

(a) Source documents as large as 

8-1/2 x 14": Conversion of raster/OCR files to

"Image only" or "Text + Image" PDF files.................per page......$_________

(b) Source documents larger than

8-1/2 x 14": Conversion of raster/OCR files to

"Image only" or "Text + Image" PDF files.................per page.....$_________

 6. Archiving onto optical discs: Prices to include labeling, collation and packing.

(a) Creation of "master" CD-R disc(s)..............................per disc.......$___________

(b) Duplication of master CD-R disc(s)............................per disc.......$___________

(c) Creation of "master" DVD-R disc(s)............................per disc.......$___________

(d) Duplication of master DVD-R disc(s)..........................per disc.......$___________

 7. Generation of Xerographic “blowback” copies:

8-1/2 x 11" 8-1/2 x 14"

(1) (2)

(a) Black-only: Printing one side..........per sheet ...$____________ $___________

(b) Black-only: Printing both sides........per sheet....$____________ $___________

(c) Color copies: Printing one side........per sheet....$____________ $___________

(d) Color copies: Printing both sides......per sheet....$____________ $___________

________

Initials
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2950-S R-1

Reimbursement for 17 x 11” documents: Contractor to charge twice the 8-1/2 x 11” rates cited.

Xerographic blowbacks larger than 17 x 11”: Printing one side only.

(e) Black-only copies......................................per square foot............$___________

(f) Four-color copies......................................per square foot ...........$___________

 8. Litigation copying (no digital capture required; no scanning charge allowed):

Up to 8-1/2 x 11”: First copy 2

nd thru 10th copies

(1) (2)

(a) Black-only on one side.................per sheet ....$____________ $___________

(b) Black-only on both sides...............per sheet.....$____________ $___________

(c) Four-color on one side..................per sheet....$____________ $___________

(d) Four-color on both sides...............per sheet .....$____________ $___________

8-1/2 x 14”: First copy 2

nd thru 10th copies

(1) (2)

(e) Black-only on one side.................per sheet ....$____________ $___________

(f) Black-only on both sides...............per sheet.....$____________ $___________

(g) Four-color on one side.................per sheet.....$____________ $___________

(h) Four-color on both sides...............per sheet .....$____________ $___________

Reimbursement for 17 x 11” documents: Contractor to charge twice the 8-1/2 x 11” rates cited.

 9. Large format litigation copying (no digital capture required; no scanning charge allowed), larger than 

17 x 11”, to as large as 3 x 4’: 

First copy 2

nd thru 10th copies

(1) (2)

(a) Black-only copying............per square foot ........$____________ $___________

(b) Four-color copying.............per square foot........$____________ $___________

II. ADDITIONAL OPERATIONS: 

(a) Drilling two or three holes...................................per 100 sheets .....$_________

(b) Provision, insertion of colored divider sheets......per 100 sheets......$_________

(c) Provision, printing, insertion of 

Commercially-available tab dividers................per 100 dividers ...$_________

________

Initials 
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2950-S R-1

(d) Provision, insertion of white legal index exhibit dividers

with printed exhibit numbers on tabs (Avery's legal

Index exhibit divider, UPC #11370, or equal)............per divider....$_________

(e) Provision of manila folders....................................per folder ....$_________

(f) Provision of durable "redwell" or "red rope" style

expansion (approx. 3 to 5") pocket folder...................per folder.....$_________

(g) Provision of vinyl-clad binders, with three-ring metal

base element, opening and closing levers, and ‘Clear View’

vinyl pockets on front cover and spine:

 1. Round ring, 2" capacity.....................................per binder ....$_________

 2. Round ring, 3" capacity..................................per binder ....$_________

 3. Slant-D, 3" capacity.......................................per binder.....$_________

 4. Slant-D, 4" capacity.......................................per binder.....$_________

 5. Slant-D, 5" capacity......................................per binder.....$_________

(h) Insertion of mat’ls into three-ring binders.............per binder...$_____________

(i) Folding (foldins, etc.).........................per fold, per sheet.....$_____________

(j) Velo binding (includes the cost of 

binders and punching of holes).........................per piece.....$_____________

(k) Plastic comb binding (includes the

binder and punching of holes)..........................per piece .....$_____________

(l) Binding with Acco fastener (includes the

cost of the fastener/pressure bar and 

drilling of two holes)....................................per piece .....$_____________

 (m) Rebinding of furnished Velo-bound

and comb-bound products...............................per piece .....$_____________

(n) Mounting on 3/16” foam board...................per square foot....$_____________

(o) Mounting on 1/2” foam board...................per square foot.....$_____________

(p) * Customer-authorized digital time work (applicable

to ‘Digital Time Work’ section herein).................per hour....$_____________

 

________

Initials
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2950-S R-1

* All such time work must be expressly authorized by the customer before the work is initiated 

by the contractor. The contractor shall be reimbursed for such work upon submittal of a receipt 

signed by the customer authorizing reimbursement for the additional time work charged by the 

contractor.

________

Initials
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2950-S R-1

DISCOUNTS: Discounts are offered for payment as follows: ________ percent, __________ calendar days. 

See Article 12 “Discounts” of Solicitation Provisions in GPO Contract Terms (Pub. 310.2).

AMENDMENT(S): Contractor hereby acknowledges amendment(s) number(ed) _________________________

QUOTE ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this Quote is 

accepted within____________ calendar days (60 calendar days unless a different period is inserted by the 

Firm) from the date for receipt of Quotes, to furnish the specified items at the price set opposite each item, 

delivered at the designated points(s), in exact accordance with specifications.

NOTE: Failure to provide a 60-day Quote acceptance period may result in expiration of the Quote prior to 

award.

My production facilities are located within the assumed area of production: _______yes _______no

NOTICE: Bidders OUTSIDE the assumed production area specified on page one of these 

specifications should complete the following information.

1. Proposed carrier(s) for pickup of Government Furnished Material_____________________________

 a. Number of hours from acceptance of print order to pickup of Government Furnished Material: _____

 b. Number of hours from pickup of Government Furnished Mat’l to delivery at contractor's plant: ____

2. Proposed carrier(s) for delivery of completed product: _____________________________________

 a. Number of hours from notification to carrier to pickup of completed product: ___________________

 b. Number of hours from pickup of completed product to delivery at destination: __________________

FIRM’S NAME AND SIGNATURE: Unless specific written exception is taken, the contractor, by 

signing and submitting a quote, agrees with and accepts responsibility for all certifications and 

representations as required by the solicitation and GPO Contract Terms – Publication 310.2. When 

responding by email, fill out and return one copy of all pages in “SECTION 4. – SCHEDULE OF 

PRICES,” including initialing/signing where indicated. Valid electronic signatures will be accepted in 

accordance with the Uniform Electronic Transactions Act, § 2. Electronic signatures must be verifiable of 

the person authorized by the company to sign bids.

Failure to sign the signature block below may result in the Quote being declared non-responsive.

Firm ___________________________________________________________________________________

(Contractor Name) (GPO Contractor’s Code)

___________________________________________________________________________________________

(Street Address)

___________________________________________________________________________________________

(City – State – Zip Code)
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2950-S R-1

By_________________________________________________________________________________________

(Printed Name, Signature, and Title of Person Authorized to Sign this Quote) (Date)

___________________________________________________________________________________________

(Printed Name) (Telephone Number)

___________________________________________________________________________________________

(Email) (Fax Number)

___________________________________________________________________________________________

THIS SECTION FOR GPO USE ONLY

Certified by: __________ Date: __________ Contracting Officer: __________ Date: __________

(Initials) (Initials)

___________________________________________________________________________________________
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2950-S R-1