Program 3020‐S Term Date of Award to September 30, 2020

TITLE: Archival ScanningITEM NO DESCRIPTION BASIS OF AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COSTI. ARCHIVAL SCANNING: Prices offered shall include the cost of all required materials and 

operations as necessary for the complete production and distribution of the product listed in accordance with these specifications, including secure pickup of sensitive furnished materials, individual scan identifications, barcoding, scanning to PDF/A‐1 or JPG format, OCR scanning, reversal of blueprints to right‐reading, post‐production metatagging, burning scans to CD or DVD, creation of transmittal forms, re‐assembly, packing, labeling, and secure delivery of scans and returned furnished materials.NOTE: Photographs will be scanned in color unless already in black‐and‐white. All other pages will be scanned in grayscale.

A. Scanning up to and including 8.5 x 11" documents, OCR, to PDF/A‐1 format, grayscale, 300 dpi

1. Light Intervention............................................per scan................................................................................. 279801 0.10 27,980.10 $     0.215 60,157.22 $     0.08 22,384.08 $    

2. Medium Intervention.....................................per scan................................................................................. 139901 0.12 16,788.12 $     0.254 35,534.85 $     0.095 13,290.60 $    3. Heavy Intervention.........................................per scan................................................................................. 46634 0.14 6,528.76 $       0.293 13,663.76 $     0.105 4,896.57 $      

B. Scanning over 8.5 x 11" up to and including 12 x 18" building plans, drawings, schematics to 

PDF/A‐1 format, grayscale, 300 dpi

1. Light Intervention............................................per scan................................................................................. 46634 0.12 5,596.08 $       0.254 11,845.04 $     0.525 24,482.85 $    

2. Medium Intervention.....................................per scan................................................................................. 23317 0.14 3,264.38 $       0.293 6,831.88 $       0.525 12,241.43 $    3. Heavy Intervention.........................................per scan................................................................................. 7772 0.16 1,243.52 $       0.332 2,580.30 $       0.525 4,080.30 $      

C. Scanning over 12 x 18" up to and including 24 x 36" building plans, drawings, schematics to 

PDF/A‐1 format, grayscale, 300 dpi

1. Light Intervention............................................per scan................................................................................. 46634 1.00 46,634.00 $     0.22 10,259.48 $     0.525 24,482.85 $    

2. Medium Intervention.....................................per scan................................................................................. 23317 1.20 27,980.40 $     0.22 5,129.74 $       0.525 12,241.43 $    3. Heavy Intervention.........................................per scan................................................................................. 7772 1.40 10,880.80 $     0.22 1,709.84 $       0.525 4,080.30 $      

D. Scanning over 24 x 36" up to and including 36 x 48" building plans, drawings, schematics to 

PDF/A‐1 format, grayscale, 300 dpi

1. Light Intervention............................................per scan................................................................................. 46634 2.00 93,268.00 $     0.22 10,259.48 $     0.525 24,482.85 $    

2. Medium Intervention.....................................per scan................................................................................. 23317 3.00 69,951.00 $     0.22 5,129.74 $       0.525 12,241.43 $    3. Heavy Intervention.........................................per scan................................................................................. 7772 4.00 31,088.00 $     0.22 1,709.84 $       0.525 4,080.30 $      

E. Scanning of photos to JPG format, grayscale or color, 300 dpi......................per scan........................... 77723 1.00 77,723.00 $     0.035 2,720.31 $       0.30 23,316.90 $    

II. OTHER OPERATIONS:

A. Burning, labeling CD‐R disc(s)................................................................................per disc........................ 200 50.00 10,000.00 $     2.50 500.00 $          9.00 1,800.00 $      

B. Burning, labeling DVD‐R disc(s)............................................................................per disc........................... 50 100.00 5,000.00 $       2.50 125.00 $          9.00 450.00 $         

CONTRACTOR TOTALS $  168,156.48 433,926.16 $  188,551.87 $ DISCOUNT 2% 8,678.52 $       0.5% NET ‐ $                

DISCOUNTED TOTALS 20 days 425,247.64 $  10 days 168,156.48 $  30 days 188,551.87 $ 

Reviewed by:__________

SIMILAR/ESTIMATE

AWARDED

Gray Graphics

190‐38435

Perfect Image, Inc

460‐68105
This is Amendment No. 1. The specifications in our invitation for bids on Program 3020S, scheduledfor opening at 2 p.m. prevailing Seattle WA time on 9/19/2019, are amended as follows:

1. Change the bid opening date to October 2, 2019.

All other specifications remain the same.

BIDDER NEED NOJAC KNOWLEDGE RECEIPT OF THIS AMENDMENT PRIOR TO BID OPENING.

Sincerely,

ROLAND D. WHITEHURST

Contracting Officer

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

Seattle Regional Office | 4735 East Marginal Way South, Suite 1111, Seattle, WA 98134-2397

http://www.gpo.gov [ www.facebook.com/USGPO | twitter.com/USGPO
This is Amendment No. 2. The specifications in our invitation for bids on Program 3020S, scheduledfor opening at 2 p.m. prevailing Seattle WA time on 10/2/2019, are amended as follows:

1. Delete the paragraph that reads on page 1 0:

"FREQUENCY OF ORDERS:

Approximate for first half of year: 402 boxes + 15,000 drawings + 23 three-ring bindersApproximate for second half of year: 425 boxes + 278 photos"And insert in lieu thereof:

"FREQUENCY OF ORDERS:

Approximately 382 boxes + 7,500 drawings + 139 photos over the first 12 months"

2. Delete the paragraph that reads on page 10:

"Approximately 2,000 pages to 500,000 pages per order with an average of 150,000 pages per order."

And inset in lieu thereof:

"Approximately 10 boxes per order with an average of 20,000 pages per order."

3. Delete the paragraph that reads on page 10:

"Furnished material may be large format drawings, photos, or single and/or multiple leaf documents

held together with numerous staples or other fasteners in envelopes, folders, binders, boxes, etc.

Occasionally, furnished material(s) may be saddle or side-stitched, perfect or case bound. Saddle,

perfect bound and case bound publications must be kept intact, cutting at spine WILL NOT bepermitted."

And insert in lieu thereof:

"Furnished material may be large format drawings, photos, or single and/or multiple leaf documents

held together with numerous staples or other fasteners in envelopes, folders, binders, boxes, etc.

Occasionally, furnished material(s) may be saddle or side-stitched. Saddle-stitch bound publications

must be kept intact, cutting at spine WILL NOT be permitted."

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

Seattle Regional Office | 4735 East Marginal Way South, Suite 1111, Seattle, WA 98134-2397

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO
5. Delete the paragraph that reads on page 12: /

"Contractor shall scan all documents as furnished (i.e., black only documents in black only (bitmap);grayscale only documents in grayscale; color documents in color). For color documents, the color

mode to be RGB."

6. Delete the paragraph that reads on page 12:

"Contractor to identify metadata as specified by the ordering agency. The agency will supply metadata

template for each scanning to identify what key words to collect, and embed in the PDF key word

fields (2-3). The contractor will be required to have procedures in place to attach/embed metadata to

each scan (3-5 identifiers per PDF) and provide spreadsheet with meta/files."

And insert in lieu thereof:

"Contractor to identify metadata as specified by the ordering agency. The agency will supply metadata

template for each scanning to identify what key words to collect, and embed in the PDF key wordfields (2-3). The contractor will be required to have procedures in place to attach/embed metadata to

each scan (6-7 identifiers per PDF) and provide spreadsheet with meta/files."

7. Delete the paragraph that reads on page 14:

"The contractor will be required to have procedures in place to attach/embed metadata to each scan

(3-5 identifiers per PDF) . Metadata requirements will be provided by the GSA."

And insert in lieu thereof:

"The contractor will be required to have procedures in place to attach/embed metadata to each scan

(6-7 identifiers per PDF). Metadata requirements will be provided by the GSA."

8. Delete the paragraph that reads on page 16:

"Contractor will be required to remove all fasteners from furnished material prior to reproducing, with

the exception of perfect and case bound spines."

And insert in lieu thereof:

"Contractor will be required to remove all fasteners from furnished material prior to reproducing."

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

Seattle Regional Office | 4735 East Marginal Way South, Suite 1111, Seattle, WA 98134-2397

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO
containinci more than 4 boxes of scanning, 

r75% or more of heavy intervention scans will be allowed

one (1) additional workday per box, up to a maximum of 7 additional workdays."

And insert in lieu thereof:

"Most orders must be completed and delivered within ten (10) to eighteen (18) workdays, inclusiveof a three (3) workday hold for proof review. Orders containing more than 10 boxes of scanning,or 75% or more of heavy intervention scans will be allowed one (1) additional workday per box, up toa maximum of 7 additional workdays."

All other specifications remain the same.

If amendment is not acknowledged on bid, direct acknowledgement to:U.S. Government Publishing Office

Seattle Regional Office

4735 East Marginal Way South, Suite 1111

Seattle, WA 98134-2397

Amended bid or acknowledaement must be submitted using the method(s) specified in the solicitation

for bid submission. Telephone or e-mail submission is not acceptable.

BIDDER MUST ACKNOWLEDGE RECEIPTOFTHIS AMENDMENT PRIOR TO BID OPENING.Failure to acknowledge receipt of amendment, by amendment number, prior to bid-opening time, may

be reason for bid being declared nonresponsive.

Sincerely,

ROLAND D. WHITEHURST

Contracting Officer

U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

Seattle Regional Office | 4735 East Marginal Way South, Suite 1111, Seattle, WA 98134-2397

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO
Program 3020-S Page 1 of 27 

Specifications by FB 

Reviewed by RW 

U.S. GOVERNMENT PUBLISHING OFFICE 

Seattle, WA 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Archival Scanning 

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

General Services Administration 

Office of Administrative Services 

Northwest/Arctic Region 

Single Award 

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award and ending 

September 30, 2020, plus up to four (4) optional 12-month extension period(s) that may be added in 

accordance with the "Option to Extend the Term of the Contract" clause in Section 1 of this contract. 

BID OPENING: Bids shall be publicly opened at 2 p.m., prevailing Seattle, WA time, on 9/19/2019. 

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 a 50-mile radius of Auburn WA. 

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. Production facilities cannot 

be located outside of the U.S.. 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. 

BID SUBMISSION: Submit bid in pre-addressed envelope furnished with solicitation or send to: U.S. 

Government Publishing Office, 4735 E. Marginal Way South, Suite 111, Seattle, WA 98134. Facsimile 

bids in response to this solicitation are permitted. Facsimile bids may be submitted directly to the GPO 

Seattle Regional Fax No. (206) 764-6706. The Program Number and bid opening date must be specified 

with the bid. Refer to Facsimile Bids in Solicitation Provisions of GPO Contract Terms, GPO Publication 

310.2, as revised January 2018. Hand delivered bids are to be taken to: GPO Seattle, 4735 E. Marginal Way 

South, Suite 111, Seattle, WA 98134, between the hours of 8:00 a.m. and 4:00 p.m., Pacific Time, Monday 

through Friday. The contractor is to follow the instructions in the bid submission/opening area. If further 

instruction or assistance is required, call (206) 764-3726. 

BIDDERS, PLEASE NOTE: GPO has issued a new GPO Publication 310.2, GPO Contract Terms - 

Solicitation Provisions, Supplemental Specifications, and Contract Clauses (Rev 1-18). Prospective 

bidders should carefully read this publication as the applicable terms within become an integral part of this 

contract. The document is posted at https://www.gpo.gov/how-to-work-with-us/vendors/forms-andstandards along with a list of major revisions. 

The GPO 910 “BID” Form is no longer required. Bidders are to fill out, sign/initial, as applicable, all pages 

of SECTION 4. – SCHEDULE OF PRICES. 

THIS IS A NEW PROGRAM. THERE IS NO ABSTRACT AVAILABLE. 

For information of a technical nature, contact Felicia Buchko at fbuchko@gpo.gov or (206) 764-3726. 

 
Archival Scanning Page 2 of 27

3020-S 

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 

8-02)). 

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/terms.pdf. 

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standardsfiles-for-vendors/qatap.pdf. 

DISPUTES: GPO Publication 310.2, GPO Contract Terms, Contract Clause 5. Disputes, is hereby replaced 

with the June 2008 clause found at https://www.gpo.gov/docs/default-source/forms-and-standards-filesfor-vendors/contractdisputes.pdf. 

BIDDERS, PLEASE NOTE: GPO has issued a new GPO Publication 310.2, GPO Contract Terms - 

Solicitation Provisions, Supplemental Specifications, and Contract Clauses (Rev 1-18). Prospective 

bidders should carefully read this publication as the applicable terms within become an integral part of this 

contract. The document is posted at https://www.gpo.gov/how-to-work-with-us/vendors/forms-andstandards along with a list of major revisions. 

SUBCONTRACTING: The predominant production function is scanning of sensitive documents. Bidders 

who must subcontract this operation will be declared not responsible. Production facilities may NOT be 

located outside of the U.S.. 

QUALITY ASSURANCE LEVELS AND STANDARDS: The following levels and standards shall 

apply to these specifications: 

Product Quality Levels: 

 (a) Printing (page related) Attributes – Level N. 

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

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 Government furnished material 

All scanning must be in accordance with the Federal Agencies Digitization Guidelines Initiative (FADGI): 

FADGI September 2016 Technical Guidelines for Digitizing Cultural Heritage Materials, Creation of 

Raster Image Files. Bound Volumes: General Collection Standard. 

Three Star (300 ppi, 8 or 16 bit). 

 
Archival Scanning Page 3 of 27

3020-S 

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 not later than 30 days 

before the contract expires. If the Government exercises this option, the extended contract shall be 

considered to include this clause, except, the total duration of the contract may not exceed 5 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 authorized pricing 

adjustment(s). 

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. 

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any 

subcontractor, the Government reserves the right to conduct an on-site preaward survey at the 

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

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

The security and confidentiality of Government legal documents handled and stored by the contractor 

during the execution of this contract are of critical importance. Should the preaward survey reveal a security 

deficiency that jeopardizes or otherwise compromises the secure and confidential operation of this contract 

as specified herein, the Government reserves the right to declare the contractor nonresponsible if such a 

deficit cannot be remedied by the contractor in a timely fashion and at no additional expense to the 

Government. 

PREAWARD TEST: In order to determine the capability of the contractor to provide all aspects of the 

contract requirements, there will be a preaward test. The contractor will be required to pick up a 

representative sample of government furnished materials for numbering, barcoding, scanning, attaching of 

metadata, inventory list creation, burning to disc and return to GSA. This test must be completed within 

seven workdays after sample documents are received. Contractor will receive feedback on results and 

must be able to address and otherwise correct any workflow or production issues to GSA’s satisfaction. 

Failure to pass the Preaward Test will result in a nonresponsible determination. 

POSTAWARD CONFERENCE: At the Government’s option, immediately after award a postaward

conference with contractor respresentative(s) may be held via telephone conference to discuss the 

requirements of the contract. 

 
Archival Scanning Page 4 of 27

3020-S 

GOVERNMENT IN-PLANT INSPECTIONS: The Government reserves the right to have Government 

representative(s) inspect any operation under this contract at the start of its production and at any time 

during production. 

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

the Government. Orders may be issued under the contract from Date of Award through September 30, 

2020 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" upon notification by the Government for purposes of the 

contract when it is electronically transmitted or otherwise physically furnished to the contractor in 

conformance with the schedule. 

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS: A GPO purchase order will be 

issued to the contractor to cover work performed. The purchase order will be supplemented by an individual 

"print order" and various jacket numbers 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. 

PAYMENT: Submit all billing vouchers to: Comptroller FMCE, Office of Financial Management 

Services, U.S. Government Printing Office, Washington, DC 20401, fax (202) 512-1851. Using the GPO 

barcode cover sheet and faxing your invoice to GPO is the fastest and safest method of getting 

paid. Your voucher goes directly into the electronic database of vouchers and is scheduled 

for payment. Visit the following website to create the GPO payment barcode cover page: 

http://winapps.access.gpo.gov/fms/vouchers/barcode/. For complete instructions on preparing your 

voucher, go to http://www.gpo.gov/vendors/payment.htm. 

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/vendors/how-to-get-paid. 

Contractor will be required to furnish an additional copy of their invoice for each print order, with a final 

count of items scanned, to: the U.S. General Services Administration (GSA), Attn: Kurt Hammond (Email: 

kurt.hammond@gsa.gov) 

CONTRACTOR’S INVOICE FOR PAYMENT MUST BE ITEMIZED IN ACCORDANCE WITH 

THE SCHEDULE OF PRICES. FAILURE TO ITEMIZE IN ACCORDANCE WITH THE 

SCHEDULE OF PRICES MAY RESULT IN DELAYED PAYMENT. 

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract shall be adjusted in accordance 

with 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 specified below. Pricing will thereafter be eligible for adjustment 

during the second and any succeeding performance 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 elsewhere in this contract. 

For the purpose of this clause, performance under this contract will be divided into successive periods. The 

first period will extend from Date of Award through September 30, 2020, and 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. 

 
Archival Scanning Page 5 of 27

3020-S 

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

“Consumer Price Index For All Urban Consumers - Commodities Less Food” (Index) 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 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 (3) 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, 

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. 

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

price adjustment clause. 

SCANNER IMAGING PERFORMANCE AND MONITORING: Scanner performance and 

consistency during production shall be evaluated daily prior to scanning by the contractor with the DICE 

Device Level Target (available as the Golden Thread target from Image Science Associates). Contractor is 

responsible for obtaining targets and evaluation software. 

If scanner performance drops below the required minimum FADGI level specified, the contractor shall stop 

all scanning and address the deficiency. Failure by the contractor to address the deficiency may require the 

contractor to re-scan documents at no expense to the Government. No extra time can be allowed for this 

re-scanning; such operations must be accomplished within the original production schedule allotted in the 

specifications. 

Contractor shall capture a digital image of the DICE Device Level Target for each scanner being used at 

the start of each day’s production and provide the file(s) to the agency. Additionally, if any changes are 

made to the scanner(s) (e.g., maintenance, calibration, and/or repair), the contractor shall capture digital 

images of the targets prior to scanning and provide them to the agency. In the event of an issue identified 

by the ordering agency, the ordering agency will provide the files to the GPO for evaluation. 

SECURITY: This contract requires the reproduction of documents considered sensitive but unclassified 

(SBU). The contractor shall provide the necessary means, methods and facilities to ensure secure custody 

and strict accountability of all job materials while in the contractor’s possession. 

Secure Transmission of Materials: Transmission of materials outside of the contractor’s facility (i.e. pickup 

and return of government furnished materials, etc.) shall be conducted in a manner which prevents loss, 

theft, or unauthorized access. Materials may be transmitted by one of the following methods: 

a) Via employees of the contractor in a contractor-owned vehicle. Exclusive use of vehicle will be required 

for transport of all materials. All deliveries must be transported in appropriate-size, secure vehicles. All 

drivers must have a current state-issued driver’s license and must carry a photo identification card 

issued by the contractor. At least one employee must remain with the material at all times. Employees 

must have a background check on file, be bonded and insured, and must maintain accountability logs 

to assist if an audit trail is necessary on any particular delivery. 

b) Via U.S. Postal Service (USPS) Express Mail, Registered Mail, and Certified Mail. (If using Express 

Mail, "Signature Required" must be checked.) 

 
Archival Scanning Page 6 of 27

3020-S 

c) Via a tier 1 national transport carrier (air and/or surface) with the following security requirements: 

1. Exclusive-use vehicles with direct, location-to-location service. 

2. Continuous shipment monitoring and ability to make real-time delivery adjustments. 

3. Background checks on all drivers, with driver and vehicle information available upon request. 

4. Secure online shipment tracking for shipment status monitoring from pickup to delivery, with 

summary report available upon delivery completion. 

Safe 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 that the 

sensitive documents remain in sealed cartons until arrival at the contractor’s secure area within contractor’s 

plant. Cartons must always remain in view of authorized personnel. No unauthorized personnel are to 

handle the cartons. 

Any vehicle used to transport cartons must be locked at all times except during the loading and unloading 

of 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 a secure area of the plant. 

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 ensure integrity of documents. ‘Chain of Custody’ form 

is required to be signed by contractor upon receipt of materials to be copied. Contractor is required to 

examine furnished material immediately upon receipt, pursuant to GPO Publication 310.2, “Government 

Furnished Property (GFP)”. If at that time there is disagreement with the description or requirements as 

presented in the specification (or GPO Form 2511 Print Order), and prior to the performance of any work, 

the contractor shall contact the contract administrator at 206-764-3726. As the situation warrants, equitable 

adjustments will be negotiated and supplemental agreements issued, per the review and final determination 

of the Contracting Officer. 

Secure personnel: All work shall be performed under the supervision of the contractor or the contractor’s 

responsible employees. Contractor must maintain a list of employees on file with authorized access. Such 

list will be provided upon request. Contractor must have a background check (including criminal 

background) on file for all personnel with authorized access. Employees performing work under this 

contract must be informed of the sensitivity of the materials and must follow contractor’s policies and 

procedures that preclude loss of, theft of, destruction of, or unauthorized access to the materials. Employees 

must maintain accountability logs to assist if an audit trail is necessary on any particular order or document. 

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. 

Secured Area: All work performed must be accomplished in a secured area within the contractor’s facility 

such that the general public is unable to access or view any documents being processed. All furnished 

materials (SBU) shall be stored in locked containers, and shall be located in a locked or secured area during 

non-duty hours. GSA or GPO may make unannounced site visits to confirm that security measures are in 

compliance with contract requirements. 

 
Archival Scanning Page 7 of 27

3020-S 

The release of any materials to any person or party not expressly authorized is strictly prohibited. The 

contractor shall take all appropriate action and measures to minimize exposure of the furnished materials 

to a minimum number of employees. The contractor will be required to account for all furnished originals 

and manufactured copies. Unless otherwise indicated, all extra copies (in any format, including hard copy 

and electronic files), waste, spoilage sheets, and so forth are to be destroyed beyond recognition and 

reconstruction. 

Secure Network: To meet functional and assurance requirements, the security features of the computer 

network environment must provide for managerial, operational and technical controls. The operating 

security features of the system must have the following minimum requirements: a security policy, 

accountability, assurance and documentation (see definitions below). All security features must be available 

(object reuse, encryption, audit trails, identification/authentication, and discretionary access control) and 

activated to protect against unauthorized use of and access to SBU information. 

a) A Security Policy must define allowed users and rules of access. The policy should also provide for 

clearance of all protected information on objects before they are allocated out of or into the system, i.e., 

object reuse. 

b) Accountability – Computer systems must be secured from unauthorized access. All security features 

(audit trails, identification/authentication) must be available and activated to prevent unauthorized 

access to SBU information. 

c) Assurance – Access controls and other security features must be implemented and working. The 

security system should be tested annually to assure it is functioning correctly. 

d) Documentation – Test documentation should be readily available that describes how and what 

mechanisms were tested and the results. Design documentation may also be required, along with a 

user’s guide and facility manual. 

Secure Handling of Materials: All materials must be handled such that unauthorized use of information is 

prevented. All work in progress materials, including electronic files and scrap generated during production, 

must be shredded, incinerated, or otherwise destroyed beyond recognition. All government furnished 

material sent to the contractor must be returned to GSA upon completion of each order. All work in progress 

electronic files must be destroyed beyond recognition or reconstruction during production as feasible and 

upon completion of the order. Upon completion of the order, all electronic files and data shall be completely 

purged from all data storage components of the contractor's computer facility. If immediate purging of all 

data storage components is not possible, the contractor must certify that any data remaining in any storage 

component will be safeguarded to prevent unauthorized inspection or disclosure. 

Breach of security: Any information marked “Official Use Only” or Sensitive But Unclassified (SBU)” 

made available in any format or to which access is provided, shall be used only for the purpose of carrying 

out the provisions of this contract. Information contained in such material shall be treated as confidential 

and shall not be divulged or made known in any manner to any person except as may be necessary in the 

performance of the contract. Inspection by or disclosure to anyone other than an officer or employee of the 

contractor will be prohibited. 

Should the contractor or one of his/her employees make any unauthorized inspection(s) or disclosure(s) of 

OUO/SBU information, the terms of the Default clause, GPO Contract Terms (GPO Publication 310.2, 

effective December 1, 1987 [Rev. 6-2001]), incorporated herein by reference, may be invoked, and the 

contractor will be considered to be in breach of this contract.

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. 

 
Archival Scanning Page 8 of 27

3020-S 

CERTIFICATION OF NONDISCLOSURE (See Attachment A): Contractor must sign and return a 

copy of the Certification of Nondisclosure with submittal of bid. In performance of the contract, the 

contractor agrees to comply and assume responsibility for compliance by his/her employees with the 

requirements of for general safeguards of documents and items to prevent unauthorized disclosure. 

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. 

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. 

 
Archival Scanning Page 9 of 27

3020-S 

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system 

whereby materials used to perform the contract are manufactured and/or stored (e.g. while awaiting 

distribution or disposal) so as to ensure against theft and/or the unauthorized possession of the materials. 

Contractor is cautioned that Government provided information shall not be used for non-government 

business. Specifically, Government information shall not be used for the benefit of a third party. 

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

1. The plan shall contain at a minimum 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; and, 

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). 

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

Shipment/delivery of items or performance of work shall be made only as authorized by orders issued in 

accordance with the clause entitled "Ordering". The quantities of items specified herein are estimates only, 

and are not purchased hereby. Except as may be otherwise provided in this contract, if the Government's 

requirements for the items set forth herein do not result in orders in the amounts or quantities described as 

"estimated", it shall not constitute the basis for an equitable price adjustment under this contract. 

Except as otherwise provided in this contract, the Government shall order from the contractor all the items 

set forth which are required to be purchased by the Government activity identified on page 1. 

The Government shall not be required to purchase from the contractor, requirements in excess of the limit 

on total orders under this contract, if any. 

Orders issued during the effective period of this contract and not completed within that time shall be 

completed by the contractor within the time specified in the order, and the rights and obligations of the 

contractor and the Government respecting those orders shall be governed by the terms of this contract to 

the same extent as if completed during the effective period of this contract. 

If shipment/delivery of any quantity of an item covered by the contract is required by reason of urgency 

prior to the earliest date that shipment/delivery may be specified under this contract, and if the contractor 

will not accept an order providing for the accelerated shipment/delivery, the Government may procure this 

requirement from another source. 

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

destinations. 

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. 

 
Archival Scanning Page 10 of 27

3020-S 

 SECTION 2.- SPECIFICATIONS 

SCOPE: These specifications cover the digitization of sensitive building plans, drawings, schematics, 

documents and photos, requiring such operations as secure pickup of sensitive furnished materials, large 

format blueprint scanning including blueprint image reversal, high-resolution automated document 

scanning, disassembly and hand-feeding of original documents, numbering, barcoding, post-production 

metatagging, inventory list creation, archiving onto DVD and CD-ROM disc(s), reassembly of furnished 

documents into their original state, packing, and secure delivery. 

TITLE: Archival Scanning 

FREQUENCY OF ORDERS: 

Approximate for first half of year: 402 boxes + 15,000 drawings + 23 three-ring binders 

Approximate for second half of year: 425 boxes + 278 photos 

QUANTITY: Approximately 777,225 pages (includes oversized drawings, standard paper, and 

photographs) 

Approximately 2,000 pages to 500,000 pages per order with an average of 150,000 pages per order. 

GOVERNMENT TO FURNISH: 

Furnished material may be large format drawings, photos, or single and/or multiple leaf documents held 

together with numerous staples or other fasteners in envelopes, folders, binders, boxes, etc. Occasionally, 

furnished material(s) may be saddle or side-stitched, perfect or case bound. Saddle, perfect bound and case 

bound publications must be kept intact, cutting at spine WILL NOT be permitted. 

It is anticipated that less than 1% of furnished materials will have minor damage. Minor damage can include 

brittle pages, rough edges or small tears. If furnished materials are in more significantly damaged condition, 

contractor should contact the GPO contract administrator for additional guidance. 

Source documents: 

• 8.5 x 11 documents – Light, Medium, Heavy intervention 

o convert any color to grayscale during scanning 

• over 8.5 x 11” up to and including 36 x 48” Building Plans/Drawings/Schematics, shipped in long boxes 

or rolled tubes 

o convert any color to grayscale during scanning 

• Photos – 5x7”, color and grayscale (scan color as color, grayscale as grayscale) 

The documents will be stored in white NARA storage boxes or other various size boxes (including, but not 

limited to, long boxes, and 13 x 13 x 13” boxes). 1 box = approximately 2,000 documents. 

Due to the sensitivity of the Government furnished materials, all pick-up and return of Government 

furnished materials must be prepared and transmitted in a secure manner which prevents loss, theft, or 

unauthorized access. See Security. 

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. 

The contractor will be responsible for Government property whether in the performance of the contract or 

in transit during pickup and/or return of such furnished property to the Government in accordance with 

GPO Contract Terms, Contract Clause, No. 9. 
Archival Scanning Page 11 of 27

3020-S 

The contractor shall also furnish the means and measures to ensure that the furnished materials will be 

handled in a secure fashion to ensure strict confidentiality of their contents. Please reference “Security” 

section of this contract. 

DIGITAL SCANNING: 

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.

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 high-quality photographs requiring individual attention and equipment 

adjustment for best results), frame/border control on all sizing perimeters, skew detection, and contrast and 

brightness manipulation for client image viewer. 

Building Plans/Drawings/Schematics: The contractor will be required to scan large-format furnished 

building plans, drawings and schematics at 300 dpi grayscale and archive the scanned contents as singlepage or multiple-page files in PDF/A-1 archival format. Blueprints must be reversed. Scanned image, 

wherever possible and clear, shall be scanned with dark lines and light (white) background (this may mean 

reverse-imaging blueprints that have a blue or black background color). If drawing is damaged (brittle, torn, 

water-damaged, etc), the item will be placed in a flat mylar full-sized envelope and scanned. 

8.5 x 11 documents: The contractor will be required to scan furnished letter-size documents at 300 dpi 

grayscale with optical character recognition (OCR) and archive the scanned contents as single-page or 

multiple-page files in PDF/A-1 archival format. 

Photos: The contractor will be required to scan furnished photos at 300 dpi and archive them as JPG files. 

Grayscale photos should be scanned and saved in grayscale, and color photos scanned and saved in RGB 

color. 

Contractor shall name the created Adobe Acrobat PDF/A-1 files in accordance to instructions and naming 

conventions that will be furnished by the GSA. 

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 Post-It 

removed from the parent sheet. 

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

The contractor shall provide document preparation services to include, but not limited to, pre- and postdocument handling services and document reconstruction services. 

Hard copy documents may be furnished including, but not limited to, 2-sided GBC bound; blueprints; 

envelopes; faxes; fold-ins; 8.5 x 11” forms; half pages; non-standard sizes; oversized documents (over 11 

x 17”); photos; sticky notes; bound in folders; folded products; paper clipped; sticky notes affixed; stapled; 

building diagrams/drawings of various sizes (Arch A, B, C, D, E, E1; ANSI A, B, C, D, E). Contractor will 

be required to separate each page for scanning/conversion. 

Content includes single-sided; double-sided; black only; color; embossed image; grayscale; handwritten; 

laser print; photocopies; text. 

Documents may be fragile; have frayed edges; yellowed; be of poor quality originals; be of good quality 

originals. 
Archival Scanning Page 12 of 27

3020-S 

The contractor will be required to inspect all documents to determine their suitability for scanning. If 

contractor determines that any document is unsuitable, contractor to contact the agency.

Contractor must exercise reasonable care to ensure that the integrity of the material is preserved. Where 

materials are stapled, or otherwise fastened or bound, care must be used in taking the materials apart to 

ensure that part of the document is not obliterated or that the authenticity of the document becomes 

questionable. 

Items can be disassembled before scanning. 

The level of handwork intervention required for scanning the furnished document(s) is specified below: 

Light Intervention: Approximately 60% of the total furnished source materials that shall require slight 

deconstruction before being inserted into the automatic document scanner. (For example, all one standard 

size documents that are rolled, stapled, or paper clipped.) 

Medium Intervention: Approximately 30% of the total furnished source materials that shall require 

moderate deconstruction before being inserted into the automatic document scanner and consist of light 

intervention. (For example, documents of various standard sizes; may include folder tabs and/or tab 

dividers; sticky notes to be removed and replaced.) 

Heavy Intervention: Approximately 10% of the total furnished source materials that shall require difficult 

deconstruction before being inserted into the automatic document scanner and consist of light and/or 

medium intervention. (For example, documents of various standard sizes; may include pages that are 

folded, torn, or stuck together.) 

Contractor shall scan all documents as furnished (i.e., black only documents in black only (bitmap); 

grayscale only documents in grayscale; color documents in color). For color documents, the color mode to 

be RGB. 

Furnished documents to be scanned may include text and line matter and photos. 

All documents will be scanned at 300 ppi and 8 bit or 16 bit. Contractor to follow instructions indicated on 

Print Order. 

The scanned documents must be converted using Optical Character Recognition (OCR). The OCR target 

format is Adobe Acrobat PDF/A-1 archival files. Contractor shall deliver text-searchable PDF files as an 

“Original Image with Hidden Text” file. 

Scanned/converted documents are to be text-searchable. 

Saved files are to be optimized for read-only and high-resolution printing. 

Contractor to identify metadata as specified by the ordering agency. The agency will supply metadata 

template for each scanning to identify what key words to collect, and embed in the PDF key word fields (2-

3). The contractor will be required to have procedures in place to attach/embed metadata to each scan (3-5 

identifiers per PDF) and provide spreadsheet with meta/files. 

Contractor to return scanned/converted documents as indicated on Print Order, including single page PDF; 

multiple page PDF; single page JPG. Files must not be compressed to reduce the file size. 

Contractor shall save final files to CD or DVD as indicated on the Print Order. 

 
Archival Scanning Page 13 of 27

3020-S 

At option of the agency, Contractor to upload final files to an FTP site. 

TITLES, BARCODE NUMBERING AND NAMING CONVENTIONS: The contractor will be 

required to place a title and a barcoded unique document serial number onto scanned building plans, 

drawings, schematics and documents in accordance with furnished instructions. 

The contractor will be required to name scanned photos using a naming convention furnished by the GSA 

that will include, but may not be limited to, date and event name if applicable. Photos are to be numbered 

in sequence. 

This unique identifying information identifies the location of each document in the collection and will 

control document storage and retrieval processes. The contractor will be also be required to mechanically 

stamp or otherwise apply a unique document serial number onto the furnished originals in accordance with 

furnished instructions, in order to provide verification that scanning has been completed. The accuracy with 

which the numbering procedure is performed is critical and is as important as the physical quality of the 

image products. 

Unique document numbers shall be assigned in accordance with the numbering convention provided by the 

GSA. The contractor’s numbering (barcoding) system shall be able to accommodate alphanumeric 

characters, including embedded blank spaces in any order and length as specified. 

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. 

Naming conventions for building plans, drawings and schematics folders and files: 

1. Drawings usually are in “sets” or collections based on a single project. For instance a project may 

have several drawings with the same Project Number and are of the same building. Each drawing 

will have a sheet number (usually located in the lower right corner) such as “A-27-01.” These 

sheet numbers differentiate the drawings from each other and are referenced by the drawing index 

within the set of drawings. 

2. For purposes of scanning, each sheet will be scanned into a single electronic file and saved in a 

single Windows folder under the project number and name. 

3. Folders will be created for each project with the following information (if possible) gathered from 

the set’s title block or Project cover page (usually the titleblock is in the lower right corner of the 

drawing). 

BuildingNumber_ProjectNumber_ProjectTitle 

Example: OH0300_ROH0011_New Roof 

4. File Names shall be named based on the information found in the title block of each drawing 

(where possible) 

BuildingNumber_ProjectNumber_ProjectTitle_SheetNumber.pdf 

Example: OH0300_ROH0011_New Roof_A06.PDF 

a. For drawings that have a cover sheet with a drawing index, please include the initials “CS” in 

the file name 

 
Archival Scanning Page 14 of 27

3020-S 

Example: OH0300_ROH0011_New Roof_G001_CS.PDF 

b. For drawings that have incomplete information (missing project number, title, or sheet 

number) only include the information you have for the file title. 

Examples: Missing project number: OH0300_New Roof_A06.pdf 

Missing project title: OH0300_ROH0011_A06.pdf 

If there is a missing sheet number (very rare, but perhaps torn off or damaged), write a sequential 

number with a black marker (#1, #2, etc.) next to the title block and include it in the electronic 

file title . 

Example: Missing sheet number: OH0300_ROH011_New Roof_#1.pdf 

Naming conventions for 8.5x11 documents: 

1. For documents stored in folders, create an electronic file folder corresponding to the folder name 

of the file. 

Example: The physical folder name is “Asbestos Correspondence 1969” 

The Windows folder name is “Asbestos Correspondence 1969” 

2. For documents within a folder, number the source documents in the upper right corner of the page 

with a black pen and incorporate those numbers into the naming of the files. 

Example: “Asbestos Correspondence 1969.1” (for the first page in file folder) 

“Asbestos Correspondence 1969.2” (for the second page) 

More details may be given with each job for naming conventions, depending on each job. 

Please check with the GSA contact for further guidance, if needed. 

Naming conventions for photos and other document types: 

The electronic collection file structure should closely mirror the physical collection. This will be 

coordinated on a job-by-job basis, since the naming conventions in some of these physical 

collections is not yet known. 

POST-PRODUCTION METADATA TAGGING AND TRANSMITTAL FORM (INVENTORY 

LIST): The contractor will be required to have procedures in place to attach/embed metadata to each scan 

(3-5 identifiers per PDF) . Metadata requirements will be provided by the GSA.

The contractor will be required to have procedures in place to create a transmittal form (inventory list) for 

each order. A sample transmittal form (in Microsoft Excel file format) will be provided by the GSA. 

Transmittal forms will include, but may not be limited to, electronic file name, folder number, interior 

document accession numbered in sequence order, earliest date of item in folder, leasing numbers, building 

numbers and/or any other numbers noted in the documents. 

Transmittal Form for Building Plans/Drawings/Schematics: The list of documents scanned shall be 

delivered as an electronic and printed copy of a file in Excel spreadsheet format with the following 

information: 

 
Archival Scanning Page 15 of 27

3020-S 

 GSA Scanning Project for: 

Name of GSA Employee 

Address of the pickup location 

Phone number 

Pickup 

Date 

Drop-off date Invoice # 

 By: Vendor Name 

Contact Name: 

Phone Number: 

 

Electronic File name Project Title or 

folder name 

Drawing date 

(mm-dd-yyyy) 

Drawing Index 

(Yes = *) 

Below is a sample to model drawing lists 

after. 

 

1. OH0300_ROH0011_New 

Roof_A06.pdf 

New Roof 11-2-2001 (left blank) 

2. OH0300_ROH0011_New 

Roof_G001_CS.pdf 

New Roof 11-2-2001 * 

Transmittal Form for 8.5x11 Documents and Photos: The list of documents scanned shall be delivered as 

an electronic and printed copy of a file in Excel spreadsheet format with the following information. If the 

job has multiple sized – types of documents, combine items into the same form, but note the type of 

document (drawing, report, etc.) in the Notes field. 

File name (electronic 

file name) 

Folder name that the 

file is in 

Paper File date (if any) Notes (if any) 

Asbestos 

Correspondence 

1969.1.pdf 

Asbestos 

Correspondence 1969 

01/20/1969 

Asbestos 

Correspondence 

1969.2.pdf 

Asbestos 

Correspondence 1969 

05/31/1969 

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

Acrobat PDF/A-1 archival files. The delivered PDF content shall be generated using the most recent version 

of 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/A-1 documents 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. 

 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%. 

 
Archival Scanning Page 16 of 27

3020-S 

 Contractor shall deliver text-searchable PDF files as an “Original Image with Hidden Text” file. 

DOCUMENT PROCESSING: Contractor will be required to remove all fasteners from furnished 

material prior to reproducing, with the exception of perfect and case bound spines. 

Contractor to scan/copy any image on envelope(s), file folders and etc. that contain furnished material. 

Material furnished on unusually small stock (receipts, match book covers, personal checks, etc.) must be 

reproduced individually on 81⁄2 x 11” sheets unless otherwise indicated. Contractor may image more than 

one small stock item per sheet as appropriate. 

Furnished originals may include documents with Post-It style note(s) affixed. The contractor is to make 

two copies of such documents: One copy of the original document with the Post-It note(s) affixed; and 

one copy of the original without the Post-It note(s) affixed. 

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

centered. 

PROOFS: After completion of 5-10% of each order the contractor must provide the digitally scanned 

files to the agency for evaluation of scan quality via email or contractor’s FTP site. Contractor is not 

required to return the Government Furnished Material until completion of the whole order. 

Contractor must contact Kurt Hammond (253)931-7585; kurt.hammond@gsa.gov; or the agency 

indicated on the Print Order to go over these files. 

Contractor must not produce the rest of the job prior to receiving an “ok to produce”. 

DELIVERABLES: Once furnished files are scanned, they will be delivered to the point of pickup and 

the contact person with the following: 

 The files that were picked up for scanning 

 Two discs (CD or DVD) of each. Discs contain the files that were scanned into electronic format. 

 A list of the documents scanned (transmittal form/inventory list) in paper and electronic copy on 

the CD or DVD 

The CD or DVD will be Windows formatted and the files shall be arranged in building_project folders 

(See “Naming Conventions” section) with the collection of drawings associated with that project in that 

folder. 

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. 

 
Archival Scanning Page 17 of 27

3020-S 

Patent Rights: Several firms claim patent rights, which may be applicable to CD/DVD duplication. 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 manufacture and duplication of CD/DVD discs and 

assert it is impossible to duplicate a DVD disc without infringing these patents. The patent claims cover, 

among other things, both the physical media used to duplicate a CD/DVD disc. 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 

duplication of CD/DVD discs. 

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

security to prevent their unauthorized release. Discs 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. 

Disc labeling: The contractor shall label each DVD/CD-R using the naming convention specified by the 

GSA, in a professional manner to most accurately reflect the contents archived thereon. 

Disc packaging: The contractor shall first slip each DVD/CD disc into a common commercially available 

DVD/CD-R jewel case with the labeled side of the disc facing up, then insert each jewel case with disc into 

a common commercially available DVD/CD mailer suitable for USPS mailing purposes. 

REASSEMBLY OF ORIGINALS: Unless otherwise instructed, the contractor will be required to

reassemble and return the original documents in the same sequence and same condition as furnished. 

Contractor is not required to refasten original documents unless otherwise instructed by the agency. 

PACKING: Contractor shall re-box, re-pack and seal the furnished originals within the original 

container(s) in exactly the same way that they were furnished. Final CDs and DVDs should be packed 

securely in padded envelopes or other packaging suitable for protection in transit. 

GPO “VERIFICATION OF DELIVERY”: Contractor MUST email delivery verification information to 

infoseattle@gpo.gov WITHIN 24 HOURS OF DELIVERY. Enter Program and Print Order numbers in the 

subject line, and in the body of the message indicate the method of shipment and the delivery date. If a 

contract specifies a shipping method of f.o.b. contractor city (at government’s expense), enter the date of 

shipment. If a contract specifies f.o.b. destination (at contractor’s expense), enter the date of delivery. If a 

contract specifies a combination of both methods, include all shipping and delivery dates. 

Failure to provide this information for each print order may result in delayed payment of invoices.

RECEIPTS FOR DELIVERY: Contractor must furnish their own receipts for delivery. These receipts 

must include the GPO jacket, program, and print order numbers; total quantity shipped and/or delivered, 

number of cartons, and quantity per carton; date delivery made; and signature of the Government agent 

accepting delivery. The original copy of these receipts or other acceptable proof must accompany the 

contractor’s voucher for payment. 

DISTRIBUTION: Deliver f.o.b. destination to: 

GSA Workplace Services 

400 15th St SW 

Auburn, WA 98001 

 
Archival Scanning Page 18 of 27

3020-S 

INSIDE PICKUP AND DELIVERY IS REQUIRED. 

Specific street address, room number, point of contact, and/or telephone number provided on the GPO Form 

2511 Print Order may vary from the information provided in this contract. In any such circumstances, the 

information in the GPO Form 2511 Print Order shall take precedence. 

RETURN OF GOVERNMENT FURNISHED MATERIALS: Upon completion of each order, all 

Government furnished material must be returned to the originating address listed under “Distribution” by 

the contractor (see “Secure Transmission of Materials” section of the specifications). 

All expenses incidental to the pickup and return of furnished materials, and furnishing samples 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 signed individual print order (GPO Form 2511). 

No definite schedule for pickup of material can be predetermined. Furnished material will be ready for 

pickup upon notification by the Government. 

Personnel entering each GSA facility must pass through and exit from a screening procedure that will not 

exceed 15 to 30 minutes for each pickup or delivery. Personnel must sign in with the guard at the entrance 

and will need to be escorted. Contractor must call ahead. 

The following schedule begins the workday upon notification of the availability of each individual print 

order and furnished material. When notification of availability is given AFTER 11:00 a.m., the first 

workday in the schedule shall begin at 9:00 a.m. the following day. 

Most orders must be completed and delivered within seven (7) to fifteen (15) workdays. Orders 

containing more than 4 boxes of scanning, or 75% or more of heavy intervention scans will be allowed 

one (1) additional workday per box, up to a maximum of 7 additional workdays. 

Deliveries MUST be made no later than 3:30 p.m. on the scheduled delivery date. Deliveries 

received after 4:00 p.m. will be considered as arriving the following workday. 

The delivery date indicated on the print order is construed to be the “at destination” date.

Unscheduled material such as shipping documents, receipts or instructions, delivery lists, labels, etc., will 

be furnished with the order or shortly thereafter. In the event such information is not received in due time, 

the contractor will not be relieved of any responsibility in meeting the shipping schedule because of failure 

to request such information. 

 
Archival Scanning Page 19 of 27

3020-S 

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 12 months' work under 

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

work which may be ordered for the term of this contract. 

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

I. (a) (1) 279,801

 (2) 139,901

 (3) 46,634

(b) (1) 46,634 

 (2) 23,317 

 (3) 7,772 

(c) (1) 46,634 

 (2) 23,317 

 (3) 7,772 

(d) (1) 46,634 

 (2) 23,317 

 (3) 7,772 

(e) $77,723 

II. (a) 200

(b) 50 

 
Archival Scanning Page 20 of 27

3020-S 

SECTION 4.- SCHEDULE OF PRICES 

Bids 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. 

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

Bids submitted with any obliteration, revision, or alteration of the order and manner of submitting bids, 

may be declared nonresponsive. 

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

the Government. 

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

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

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

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

action would be in the best interest of the Government. 

The contractor is cautioned not to perform any operation(s) or produce any product(s) for which a price 

has not been offered under the contract. Further, the contractor is not to accept print orders which are 

outside the scope of the contract. Any changes made to the print order MUST be confirmed in writing by 

the Contracting Officer, Seattle GPO. If such orders are placed by the agency, and no Modification is 

received from the Seattle GPO, the contractor is to notify GPO Seattle immediately. Failure to do so may 

result in nonpayment. 

CONTRACTOR’S INVOICE FOR PAYMENT MUST BE ITEMIZED IN ACCORDANCE WITH 

THE SCHEDULE OF PRICES. FAILURE TO ITEMIZE IN ACCORDANCE WITH THE 

SCHEDULE OF PRICES MAY RESULT IN DELAYED PAYMENT. 

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

parts of 100 will be prorated at the per 100 rate. 

 
Archival Scanning Page 21 of 27

3020-S 

I. ARCHIVAL SCANNING: Prices offered shall include the cost of all required materials and 

operations as necessary for the complete production and distribution of the product listed in 

accordance with these specifications, including secure pickup of sensitive furnished materials, 

individual scan identification, barcoding, scanning to PDF/A-1 or JPG format, OCR scanning, 

reversal of blueprints to right-reading, post-production metatagging, burning scans to CD or 

DVD, creation of transmittal form, re-assembly, packing, labeling, and secure delivery of scans 

and returned furnished materials. 

NOTE: Photographs will be scanned in color unless already in black-and-white. All other pages will be 

scanned in grayscale. 

A. Scanning up to and including 8.5 x 11” documents, OCR, to PDF/A-1 format, grayscale, 300 dpi 

1. Light intervention ......................................... per scan ...................... $________ 

2. Medium intervention .................................... per scan ...................... $________ 

3. Heavy intervention ....................................... per scan ...................... $________ 

B. Scanning over 8.5 x 11” up to and including 12 x 18” building plans, drawings, schematics 

to PDF/A-1 format, grayscale, 300 dpi 

1. Light intervention ......................................... per scan ...................... $________ 

2. Medium intervention .................................... per scan ...................... $________ 

3. Heavy intervention ....................................... per scan ...................... $________

C. Scanning over 12 x 18” up to and including 24 x 36” building plans, drawings, schematics 

to PDF/A-1 format, grayscale, 300 dpi 

1. Light intervention ......................................... per scan ...................... $________ 

2. Medium intervention .................................... per scan ...................... $________ 

3. Heavy intervention ....................................... per scan ...................... $________ 

___________________ 

 (Initials) 

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)
Archival Scanning Page 22 of 27

3020-S 

D. Scanning over 24 x 36” up to and including 36 x 48” building plans, drawings, schematics 

to PDF/A-1 format, grayscale, 300 dpi 

1. Light intervention ......................................... per scan ...................... $________ 

2. Medium intervention .................................... per scan ...................... $________ 

3. Heavy intervention ....................................... per scan ...................... $________ 

E. Scanning of photos to JPG format, 

grayscale or color, 300 dpi ................................per scan ........................ $________ 

II. OTHER OPERATIONS: 

A. Burning, labeling CD-R disc(s).................................per disc........................... $________ 

B. Burning, labeling DVD-R disc(s)..............................per disc .......................... $________ 

___________________ 

 (Initials) 

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)

 
Archival Scanning Page 23 of 27

3020-S 

SECURITY PLAN: Indicate below how you intend to meet the security requirements in accordance with 

these specifications: 

Plan for secure document transport outside your facility, whether by contractor-owned vehicle, secure 

carrier, or other method: ________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

Procedure for safeguarding documents and chain of custody: ___________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

Personnel training and authorization: ______________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

Secured area including locked containers in a locked or secured area during non-duty hours: __________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

Electronic file and data storage security measures: ___________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

____________________________________________________________________________________ 

___________________ 

 (Initials) 

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)

 
Archival Scanning Page 24 of 27

3020-S 

CONFIRMATION OF PRODUCTION SITE DETAILS: Facility(ies) may be subject to an on-site 

preaward survey in accordance with the contract specifications. Include all production sites, including 

multiple locations utilized for a single category, or for bids offered for more than one category. 

Actual production facility location: 

Company Name __________________________________________________________ 

Address ________________________________________________________________ 

City/State/Zip ___________________________________________________________ 

CERTIFICATION OF NONDISCLOSURE (See Attachment A): Contractor must sign and return a 

copy of the Certification of Nondisclosure with submittal of bid. 

PRODUCTION FACILITIES: 

NOTICE: Bidders 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 

Material 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......................................................................................................................__________ 

___________________ 

 (Initials) 

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)

 
Archival Scanning Page 25 of 27

3020-S 

SHIPMENT(S): Shipments will be made from: City __________________, State ______ 

The city(ies) indicated above will be used for evaluation of transportation charges when shipment f.o.b. 

contractor’s city is specified. If no shipping point is indicated above, it will be deemed that the bidder has 

selected the city and state shown below in the address block, and the bid will be evaluated and the contract 

awarded on that basis. If shipment is not made from evaluation point, the contractor will be responsible for 

any additional shipping costs incurred. 

DISCOUNTS: Discounts are offered for payment as follows: __________ Percent, _________calendar 

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

AMENDMENT(S): Bidder hereby acknowledges amendment(s) number(ed) ________ 

BID ACCEPTANCE PERIOD: In compliance with the above, the undersigned agree, if this bid is 

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

bidder) from the date for receipt of bids, 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 bid acceptance period may result in expiration of the bid prior to award. 

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 fax or 

mail, fill out and return one copy of all pages in “SECTION 4. – SCHEDULE OF PRICES,” including 

initialing/signing where indicated. 

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

Bidder 

___________________________________________________________________________________ 

 (Contractor Name) (GPO Contractor’s Code) 

 _____________________________________________________________________________________ 

(Street Address) 

 _____________________________________________________________________________________ 

(City – State – Zip Code) 

By __________________________________________________________________________________ 

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

 ____________________________________________________________________________________ 

 (Person to be Contacted) (Telephone Number) (Email) 

 
Archival Scanning Page 26 of 27

3020-S 

CERTIFICATION OF NONDISCLOSURE 

“Attachment A” 

In performance of the contract for Program 3020-S the contractor agrees to comply and assume 

responsibility for compliance by his/her employees with the requirements listed below. 

A. General Safeguards 

1. Some documents and/or items received by the contractor may be sensitive but unclassified (SBU) 

and must be properly safeguarded from unauthorized disclosure. All materials must be accounted 

for upon receipt, and securely stored before, during, and after processing in a location which will 

preclude unauthorized access. In addition, all related output shall be given the same level of 

protection as required for the source material. SBU data, when not in production, will be securely 

stored. Release of the materials to anyone not authorized is prohibited. 

2. All work shall be performed under the supervision of the contractor or the contractor’s 

responsible employees. 

3. The contractor will maintain a list of employees with authorized access. Such list will be provided 

upon request. 

4. Individuals having access to the SBU data will be properly notified by the contractor of the 

sensitivity of the information and cautioned to preclude loss, theft, destruction or unauthorized 

access. 

5. Any information marked “Official Use Only” or “Sensitive But Unclassified (SBU)” made 

available in any format or to which access is provided, shall be used only for the purpose of 

carrying out the provisions of this contract. Information contained in such material shall be 

treated as confidential and shall not be divulged or made known in any manner to any person 

except as may be necessary in the performance of the contract. Inspection by or disclosure to 

anyone other than an officer or employee of the contractor will be prohibited. 

6. All work in progress materials in any format such as electronic files, materials, waste, etc. must 

be destroyed beyond recognition or reconstruction during production and upon completion of the 

order. 

7. All materials received by the contractor must be returned as specified at the time of service 

request in the same condition as received. This includes reassembly in stacks, binders, sets, 

folders, etc., if disassembly was required. 

8. The contractor certifies that the data processed during the performance of this contract shall be 

completely purged from all data storage components of his/her computer facility and no output 

will be retained by the contractor at the time work is completed. If immediate purging of all data 

storage components is not possible, the contractor certifies that any data remaining in any storage 

component will be safeguarded to prevent unauthorized inspection or disclosure. 

___________________ 

 (Initials) 

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID) 

 
Archival Scanning Page 27 of 27

3020-S 

9. To meet functional and assurance requirements, the security features of the computer network 

environment must provide for managerial, operational and technical controls. The operating 

security features of the system must have the following minimum requirements: a security policy, 

accountability, assurance and documentation (see definitions below). All security features must 

be available (object reuse, encryption, audit trails, identification/authentication, and discretionary 

access control) and activated to protect against unauthorized use of and access to SBU 

information. 

a. A Security Policy must define allowed users and rules of access. The policy should also 

provide for clearance of all protected information on objects before they are allocated out of 

or into the system, i.e., object reuse. 

b. Accountability – Computer systems must be secured from unauthorized access. All security 

features (audit trails, identification/authentication) must be available and activated to prevent 

unauthorized access to SBU information. 

c. Assurance – Access controls and other security features must be implemented and working. 

The security system should be tested annually to assure it is functioning correctly. 

d. Documentation – Test documentation should be readily available that describes how and 

what mechanisms were tested and the results. Design documentation must also be included 

along with a user’s guide and facility manual. 

10. Should the contractor or one of his/her employees make any unauthorized inspection(s) or 

disclosure(s) of SBU information, the terms of the Default clause, GPO Contract Terms (GPO 

Publication 310.2, effective December 1, 1987 [Rev. 6-2001]), incorporated herein by reference, 

may be invoked, and the contractor will be considered to be in breach of this contract. 

B. Contractor Acceptance 

The contractor expressly agrees to all the terms and conditions set forth and agrees to perform according 

to requirements stated herein, as signed and authorized below: 

Contractor :_________________________________ GPO Contractor Code No: __________ 

Authorized Signor: ____________________________________________________________ 

(Type or print) 

Signature: ___________________________________________________________________ 

(Signature and title of person authorized to sign acceptance) 

Phone number: _____________________ Email address: _________________________

(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID)