Program 3026s R1  Term Date of Award to May 31, 2024

TITLE:  E‐Discovery

ITEM NO. DESCRIPTION BASIS OF AWARD UNIT RATE COST UNIT RATE COST UNIT RATE COST

I. E‐DISCOVERY:  Prices quoted shall include the cost of all required

materials and operations necessary, for the complete electronic file

conversion, burning to disc, packing and distribution of the products

listed in accordance with these specifications.

(a) Email .pst processing and their attachments.  Agency will provide .pst

files.  With an defined number of emails and attachments.  

Cost per GB. .................. 30 175.00 5,250.00 $          30.00 900.00 $          45.00 1,350.00 $      

(b) Conversion of gray‐scale electronic files and their attachments to 300

dpi tiff, jpeg, pdfs, or pst.  

Cost per 100 images. .................. 150 0.00 $                   ‐ 1.00 150.00 $          3.00 450.00 $         

(c) Conversion of color electronic files and their attachments to 300 dpi

tiff, jpeg, pdfs, or pst.  

Cost per 100 images. .................. 100 0.00 $                   ‐ 1.00 100.00 $          3.00 300.00 $         

(d) Conversion of Microsoft Excel files to 300 dpi tiff, jpeg, pdfs, or pst.  

Cost per 100 images. .................. 20 0.00 $                   ‐ 1.00 20.00 $            3.00 60.00 $           

(e) Optical Character Recognition (OCR) of Electronic files.  

Cost per 100 images. .................. 270 0.00 $                   ‐ NC $               ‐ 2.00 540.00 $         

(f) Extraction of metadata from electronic document files to a load file or

index.  

Cost per 100 documents. .................. 270 0.00 $                   ‐ 2.00 540.00 $          2.00 540.00 $         

(g) Extraction (capture) Attachments and images within Teams Chats.

With an defined number of messages.  

Cost per user. .................. 30 50.00 1,500.00 $          NC $               ‐ 1400.00 42,000.00 $   

II. EXTERNAL ELECTRONIC STORAGE DEVICES:  Prices offered shall be all

inclusive for the production of external (encrypted) hard drive storage

devices in accordance with the terms of these specifications.  Cost

must include all required materials, operations and distribution in

accordance with the specfications.

(a) Downloading files to minimum 1 TB external hard drive compatible to

the agency's computer platform.  Cost will include downloading files

and storage devices.  

Cost per hard drive. .................. 20 225.00 4,500.00 $          125.00 2,500.00 $       100.00 2,000.00 $      

III. OBJECTIVE AND IN‐TEXT CODING:

(a) Bibliographic objective coding, up to 30 key‐strokes per field.

Objective coding includes, but not limited to fields such as document

date, document type, pre‐existing Bates numbers, attachment range,

document title, author, and recipient.  It is coding that does not

require the contractor to read or understand the text, but can be

copied verbatim from the document into the appropriate database

field.  

Cost per 100 fields. .................. 270 20.00 5,400.00 $          7.00 1,890.00 $       15.00 4,050.00 $      

(b) Cost for each additional 30 key‐strokes of objective coding

per field. .................. 270 0.50 135.00 $              0.08 21.60 $            0.15 40.50 $           

IV. ADDITIONAL OPERATIONS:

(a) Electronic file naming,

cost per 100 files. .................. 870 0.00 $                   ‐ 1.00 870.00 $          5.00 4,350.00 $      

(b) Creating a load file for various databases,

cost per load file creation. .................. 10 0.00 $                   ‐ NC $               ‐ 75.00 750.00 $         

(c) Database management,

cost per hour. .................. 240 110.00 26,400.00 $        125.00 30,000.00 $    125.00 30,000.00 $   

(d) Relativity software training, all phases, with an undefined number of

students per session,

cost per hour. .................. 2 110.00 220.00 $              195.00 390.00 $          125.00 250.00 $         

(e) Electronic Bates stamping,

cost per 100 stamps. .................. 270 0.00 $                   ‐ 1.00 270.00 $          2.00 540.00 $         

(f) Relativity Hosting and User fees for Relativity is

Cost per user per month. .................. 48 75.00 3,600.00 $          90.00 4,320.00 $       185.00 8,880.00 $      

(g) GB storage fee for data being hosted in Relativity is

Cost per GB per month. .................. 900 4.50 4,050.00 $          6.00 5,400.00 $       8.00 7,200.00 $      

(h) Document review and staffing services

(1) Team Lead and other staffing services including production staffing

and analytics staffing.  

Cost per hour. .................. 580 50.00 29,000.00 $        65.00 37,700.00 $    40.00 23,200.00 $   

(2) 2nd level review completed by non‐licensed attorney.  

Cost per hour. .................. 200 39.00 7,800.00 $          45.00 9,000.00 $       40.00 8,000.00 $      

(3) Review Manager.

Cost per hour. .................. 200 115.00 23,000.00 $        150.00 30,000.00 $    140.00 28,000.00 $   

(i) Attorney Review for reviewing and staffing by licensed attorneys

completing 1st Level Review.  

Cost per hour. .................. 980 45.00 44,100.00 $        41.00 40,180.00 $    40.00 39,200.00 $   

CONTRACTOR TOTALS $     154,955.00 $164,251.60 $201,700.50

DISCOUNT 2.00% $                ‐ ‐ $               

DISCOUNTED TOTALS 15 days $     154,955.00 $164,251.60 $201,700.50

Reviewed by:_________

AWARDED

Complete Discovery Source Epiq eDiscovery Novitas Data
Roland D. Whitehurst 

Contracting Officer

U.S. GOVERNMENT PUBLISHING OFFICE

732 North Capitol Street NW, Washington, DC 20401-0001

June 1, 2023 

This is Amendment No. 1. The specifications in our invitation for bids on 

Program 3026S R-1, scheduled for opening at 2:00 p.m., prevailing Seattle WA time, 

on June 9, 2023, are amended as follows: 

1. On page 11 replace the Determination of Award item designations for IV. (h). 

Delete the paragraph that reads on page 11: 

IV. (h) 980 

And insert in lieu thereof: 

IV. (h) (1) 580 

 (2) 200 

 (3) 200 

2. On page 14 adjust the line item letters under IV. (h) and IV. (i). 

Delete the paragraph that reads on page 14: 

IV. (h) Document review and staffing services is Cost per hour. $_________

 (i) Attorney Review is Cost per hour. $_________ 

And insert in lieu thereof: 

IV. (h) Document review and staffing services 

(1) Team Lead and other staffing services including 

production staffing and analytics staffing. 

Cost per hour. $_________ 

(2) 2nd level review completed by non-licensed attorney 

Cost per hour. $_________ 

 (3) Review Manager. Cost per hour. $_________ 

(i) Attorney Review for reviewing and staffing by 

licensed attorneys completing 1st Level Review. 

Cost per hour. $_________ 

All other specifications remain the same. 

If amendment is not acknowledged on bid, direct acknowledgement to: 

bidsnorthwest@gpo.gov 
 

U.S. GOVERNMENT PUBLISHING OFFICE

Northwest Region APS Team | infonorthwest@gpo.gov

Page 2 

The Program 3026S R-1 and bid opening date must be specified in the subject line 

of the email. 

Amended bid or acknowledgement must be submitted using the method(s) 

specified in the solicitation for bid submission. Telephone submission is not 

acceptable. 

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS 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 
Roland D. Whitehurst

Contracting Officer

U.S. GOVERNMENT PUBLISHING OFFICE

Northwest Region APS Team | infonorthwest@gpo.gov

May 30, 2023

NOTICE OF RESOLICITATION

To Whom It May Concern:

Resolicitation Notice for Program 3026S

Specifications have been extensively revised. See the revised specifications. 

Changes include change in Subcontracting clause, removal of Scanning, change in 

line items, change in Scope, etc.

Sincerely,

Roland Whitehurst

Contracting Officer
Page 1 of 15 

Program 3026-S, Revision One 

Specifications by FB 

Reviewed by RW

U.S. GOVERNMENT PUBLISHING OFFICE 

 Northwest 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

 For the Procurement of 

E-Discovery 

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

 US DOI/Bureau of Reclamation 

Columbia Pacific Northwest Regional Office 

Single Award 

BID OPENING: Bids shall be opened at 2:00 p.m., prevailing Seattle time, on June 9, 2023 at the U.S. Government 

Publishing Office, Northwest Regional Office. 

TERM OF CONTRACT: The term of this contract is for the period beginning Date of Award and ending May 31, 

2024, plus up to four 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. 

BIDDERS, PLEASE NOTE: These specifications have been extensively revised; therefore, all bidders are cautioned 

to familiarize themselves with all provisions of these specifications before bidding. 

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 500-mile radius of CPN Regional Office (1150 N Curtis 

Rd Boise, ID 83706). 

BID SUBMISSION: Bidders must email bids to bidsnorthwest@gpo.gov for this solicitation. No other method of 

bid submission will be accepted at this time. 

The Program 3026S and bid opening date must be specified in the subject line of the emailed bid submission. Bids 

received after 2:00 pm, prevailing Seattle WA time on the bid opening date specified above will not be considered 

for award. This will not be a public bid opening. 

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for any 

failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following – 

1. Illegibility of bid. 

2. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails. 

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are 

advised not to exceed GPO’s stated limit. 

4. When the email bid is received by GPO, it will remain unopened until the specified bid opening time. 

Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the 

prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s 

email server as the official time stamp for bid receipt at the specified location. 

For information of a technical nature, contact Northwest GPO at 206-764-3726 or infonorthwest@gpo.gov and 

fbuchko@gpo.gov. 

 
Page 2 of 15 

E-Discovery 

3026s R1 (05/24)

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 Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standardsfiles-for-vendors/contractterms2018.pdf 

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-forvendors/qatap-rev-09-19.pdf.

SUBCONTRACTING: The predominant production function is eDiscovery and Relativity Hosting. Subcontracting, 

partnerships and joint ventures are not permitted. 

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 

Qualifications for eDiscovery services: Contractor must be able to provide proof of Relativity Certified 

Administrators, Relativity Certified Experts and Relativity Certified Masters 

SECURITY: Documents and hard drives must be stored in a locked file cabinet or office within a locked facility. 

The contractor shall take all necessary precautions to insure against loss of forms, negatives, or other reproducibles at 

any time prior to delivery by him to a transportation agent or delivery to destination. 

Warning: 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. 

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

limited to: 

 
Page 3 of 15 

E-Discovery 

3026s R1 (05/24)

(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; and, 

(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). 

SECURITY CONTROL PLAN: Contractor must prepare a security plan for handling SBU (Sensitive But 

Unclassified) and PII (Personally Identifiable Information) for the agency approval. 

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). 

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. 

 
Page 4 of 15 

E-Discovery 

3026s R1 (05/24)

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. 

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 and ending May 31, 2024, 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. 

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 ending 3 months prior to the beginning of 

the contract, 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. 

NOTIFICATION: The contractor will be notified of availability or nonavailability 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. 

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. 

 
Page 5 of 15 

E-Discovery 

3026s R1 (05/24)

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 May 31, 2024 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. 

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. 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/vendors/how-to-get-paid. 

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. 

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. 

 
Page 6 of 15 

E-Discovery 

3026s R1 (05/24)

SECTION 2.- SPECIFICATIONS 

SCOPE: These specifications cover E-Discovery Services. Requiring such operations as capturing and data 

processing of electronic files into load files for e-discovery software; metadata extraction; set up of relativity 

database or workspace; Relativity Advanced Analytics for technology assisted review; Reclamation access to 

Relativity database; data hosting and storage; document review, Attorney Review and staffing services; record 

production including index and privilege log creation, document processing to bates stamped pdf, native document 

format productions for document types that do not convert to pdf easily such as MS Excel or GIS files, copying 

produced records to hard drives, and packing and shipping of administrative record hard drives; electronic bates 

stamping of OCR pdf files; and Relativity software training. 

Service Description 

E-Discovery 

Services 

E-discovery services may include the following tasks: 

 Relativity software is the required e-discovery software. 

 Capturing and data processing of electronic files; emails; and Microsoft 

Teams chats, attachments, and images into load files for e-discovery 

software. 

 Metadata extraction from original electronic files and emails. 

 Set up of Relativity database(s) or workspace(s) 

 Relativity Advanced Analytics for technology assisted review. Analytic 

services may include duplicate document identification, email threading 

(identification of chains of email and branches), file name normalization, 

language identification, repeated content, etc. 

 Reclamation access to Relativity database 

 Data hosting and storage 

 Attorney Review and Staffing services 

o 1st Level Review 

 for responsiveness privilege, and identification of redactions. 

o Team Lead Review and other staffing services 

 may include document review by Project Manager, Team 

Lead, Production Staff, Analytic Services staff 

o 2nd Level Review 

o Review Manager Review 

 Record production including index and privilege log creation, document 

processing to bates stamped pdf, native document format productions for 

document types that do not convert to pdf easily such as MS Excel or GIS 

files, copying produced records to hard drives, and packing and shipping 

of administrative record hard drives. 

Bates Stamping Electronic bates stamping of OCR pdf files created from native format electronic 

files with sequential alpha numeric stamp. Bates stamping will occur for sets of 

documents or project files to support litigation. Documents will be renamed with 

the starting bates number. Document index will be updated with the start and end 

bates number for each document and start bates number will be hyperlinked for 

ease of document retrieval. Bates stamped records and index will be copied onto 

hard drives. NOTE: This service will be used when agency has an index already 

created for electronic project files and there is an active litigation. No e-discovery 

services would be required. 

Relativity Software 

Training 

Contractor will provide Relativity software training to agency staff including 

software access, navigation, document review, coding, analytic basics, redactions, 

and other topics as needed. 

 
Page 7 of 15 

E-Discovery 

3026s R1 (05/24)

TITLE: E-Discovery

FREQUENCY OF ORDERS: Approximately 2 orders per year. 

Approximately 2 ediscovery orders with approximately 15 pst files and approximately 13,500 docs per ediscovery 

order. 

NUMBER OF PAGES: Approximately 250 to 12,000 pages per order with an average of 6,000 pages per order. 

GOVERNMENT TO FURNISH: 

Contractor must contact the agency contact referenced on the Print Order to arrange pickup of hard copy documents 

or transmission of files. 

Government furnished material may include files available via FTP or Email; CD/DVD; hard copy; encrypted hard 

drive. 

Electronic file types required for eDiscovery including but not limited to: 

 MS Word (.doc and .docx) 

 MS Excel (.xls and .xlsx) 

 MS Outlook data files (.pst) 

 MS PowerPoint (.ppt and .pptx) 

 MS Access (.accbd and similar) 

 MS Teams chats, attachments, files and images 

 Adobe portable document format (.pdf) 

 Data file types including (.dbf, .csv, or similar) 

 Text Files (.txt) 

 Video File types (.mp4, .avi, .mov) 

 Audio File types (.mp3, .wav, ,m4A) 

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. 

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. 

ELECTRONIC PREPRESS: Prior to image processing, the contractor shall perform a basic check (preflight) of 

the furnished media and publishing files to assure correct output of the required reproduction image. Any errors, 

media damage, or data corruption that might interfere with proper file image processing must be reported to the 

agency. 

The contractor shall create or alter any necessary trapping, set proper screen angles and screen frequency, and define 

file output selection for the imaging device being utilized. Furnished files must be imaged as necessary to meet the 

assigned quality level. 

 
Page 8 of 15 

E-Discovery 

3026s R1 (05/24)

DOCUMENT CLEAN-UP: 

Contractor will be responsible for the following image clean-up requirements: contractor to straighten image(s) that 

are furnished skewed; contractor to despeckle image(s); contractor to crop image(s) as specified; and contractor to 

redact data as specified. 

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

Contractor to use the following as the file naming convention: To be determined by each specific Print Order submitted. 

Converted documents are to be text-searchable. 

Electronic Bates numbering is required. No missing number or number skips are allowed, unless otherwise specified. 

Bates numbering format will be determined by each specific print order submitted. However, Bates numbering 

should be done with an alpha numeric format to include four letters followed by 9 numbers i.e. USBR000000001 

Contractor to identify metadata as specified by the ordering agency. Metadata may include but is not limited to 

document name, date/time created, date/time last modification, size, document type, number of pages, email to, from, 

cc, subject, data/time sent, size, native format. Metadata is to be stored information to be stored with the processed 

files for the length of the project – may be included in hosting.

Contractor to return converted documents as a single page PDF or multiple page PDF as indicated on the Print Order. 

Contractor shall save final files to Encrypted Hard Drives. At the request of the agency, a suitable external hard drive 

compatible with the agency’s computer platform will be provided by the contractor. All external drives must have a 

ten year data retention warranty. Hard drives must have a minimum of 1 TB capacity. 

The ordering agency may require that the contractor return the furnished documents (or a small subset of the furnished 

documents) that have already been picked up by the contractor, but are still being converted. 

 If the file being requested was furnished electronically, the contractor may email the file to the ordering agency. If an 

email copy cannot be furnished, the contractor must return the original furnished hard copy file to the ordering agency. 

 When required, the contractor must email the file or return the requested original furnished hard copy file to an 

authorized representative of the ordering agency within 5 days of the initial request. A list of authorized agency 

personnel will be provided to the contractor after award of the contract. 

UPS or FedEx with tracking may be used for pick-up and delivery or the contractor can use their own vehicles. All 

packages must be tracked. 

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. 

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

"Signature Required" must be checked.) 

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. 

TRAINING: Relativity E-Discovery software training may be required. A contractor representative certified as a 

Relativity software Trainer is required. A copy of the certification certificate may be required at the request of the 

Government. 

PROOFS: 

When requested on the Print Order the contractor must upload initial files to an accessible location for agency 

inspection and approval that the quality is sufficient before completing the entire project. 

Contractor must contact the agency contact indicated on the Print Order to arrange transmission. 

Proofs will be withheld not more than 5 workdays from receipt by the Government to receipt in contractor's plant. 

Contractor must not proceed prior to receipt of an "OK to proceed". Contractor must not proceed prior to receipt of 

an "OK to proceed". 

The final delivery is also subject to review and approval by the agency prior to the contractor returning the furnished 

material. 

Any images found to be missing, of poor quality, or otherwise defective must be corrected. 

DISTRIBUTION: Majority of orders will be within the states of Idaho, Washington, and Oregon. An occasional 

order may be within Montana or Washington DC. 

When Government Furnished Material is required to be picked up or returned the reimbursement for picking up 

Government furnished materials and returning materials will be made by submitting shipping receipts. 

Upon completion of each order, all Government Furnished Material must be returned to the Department, unless 

otherwise indicated on the Print Order. 

Complete addresses will be furnished on individual print orders. Some orders will require an inside delivery. 

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

prior to receipt of the individual print order (GPO Form 2511). Furnished material must be picked up from and 

delivered to the ordering agency. 

eDiscovery Orders will require from 30 days to 16 weeks depending on complexity, for complete production and 

delivery from the time the ordering agency notifies the contractor that the Government Furnished Materials are 

available for pickup. 

 
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The contractor is required to review the elements of each project and report back to the agency within 24 hours from 

receipt, with a time-line of completion. In the event that requirements and/or elements of a project change, the 

contractor is required to reassess the project and report any time-line changes to the agency. Pre-project meeting(s) 

with the contractor may be requested by the agency. 

The contractor must be accessible 7 days per week and 24 hours a day for pick-up, production and delivery. 

Hours outside of normal business day will be less than 1% of the total schedule. 

The ship/deliver date indicated on the print order is the date products ordered must be delivered to the destination(s) 

specified. 

 
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SECTION 3.- DETERMINATION OF AWARD 

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

following units of production which are the estimated requirements to produce 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) 30 

 (b) 150 

 (c) 100 

 (d) 20 

 (e) 270 

 (f) 270 

 (g) 30 

II. (a) 20 

III. (a) 270 

 (b) 270 

IV. (a) 870 

 (b) 10 

 (c) 240 

 (d) 2 

 (e) 270 

 (f) 48 

 (g) 900 

 (h) 980 

 (i) 980 

 
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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) 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. 

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

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. 

Fractional parts of 100 or 1,000 will be prorated at the per 100 or per 1,000 rate. 

 _________________ 

 (Initials) 

 
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I. E-DISCOVERY: Prices quoted shall include the cost of all required materials and operations necessary, for 

the complete electronic file conversion, burning to disc, packing and distribution of the products listed in 

accordance with these specifications 

(a) Email .pst processing and their attachments. Agency will provide .pst files. 

 With an defined number of emails and attachments. Cost per GB. $__________ 

(b) Conversion of gray-scale electronic files and their attachments 

 To 300 dpi tiff, jpeg, pdfs, or pst. Cost per 100 images. $__________ 

(c) Conversion of color electronic files and their attachments 

 To 300 dpi tiff, jpeg, pdfs, or pst. Cost per 100 images. $__________ 

(d) Conversion of Microsoft Excel files 

 To 300 dpi tiff, jpeg, pdfs, or pst. Cost per 100 images. $__________ 

(e) Optical Character Recognition (OCR) of 

 Electronic files. Cost per 100 images. $__________ 

(f) Extraction of metadata from electronic document files 

To a load file or index. Cost per 100 documents. $_________ 

(g) Extraction (capture) Attachments and images within Teams Chats. 

With an defined number of messages. Cost per user. $_________ 

II. EXTERNAL ELECTRONIC STORAGE DEVICES: Prices offered shall be all inclusive for the 

production of external (encrypted) hard drive storage devices in accordance with the terms of these 

specifications. Cost must include all required materials, operations and distribution in accordance with the 

specifications. 

(a) Downloading files to minimum 1 TB external hard drive compatible to the 

agency’s computer platform. Cost will include downloading files 

and storage devices. Cost per hard drive. $__________ 

III. OBJECTIVE AND IN-TEXT CODING: 

(a) Bibliographic objective coding, up to 30 key-strokes per field. Objective 

coding includes, but not limited to fields such as document date, 

document type, pre-existing Bates numbers, attachment range, document 

title, author, and recipient. It is coding that does not require the 

contractor to read or understand the text, but can be copied verbatim from 

the document into the appropriate database field. 

Cost per 100 fields. $__________ 

(b) Cost for each additional 30 key-strokes of objective coding per field. $__________ 

 _________________ 

 (Initials) 

 
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IV. ADDITIONAL OPERATIONS: 

(a) Electronic file naming, cost per 100 files. $__________

(b) Creating a load file for various databases, cost per load file creation $__________

(c) Database management, cost per hour. $__________

(d) Relativity software training, all phases, with an undefined number 

of students per session, cost per hour. $__________

(e) Electronic Bates stamping, cost per 100 stamps. $__________

(f) Relativity Hosting and User fees for Relativity is Cost per user per month. $__________

(g) GB storage fee for data being hosted in Relativity is Cost per GB per month. $__________

(h) Document review and staffing services is Cost per hour. $__________

(i) Attorney Review is Cost per hour. $__________

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * ** * 

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 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) 

 
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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 agrees, 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 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 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) 

FOR GPO USE ONLY 

* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** * * * * * * * * * * * * * * * * * * * * ** * 

Contracting Officer Review________ Date_________ Certifier__________ Date________