Jacket:

Title:

Agency:

Bid opening:

Bid Discount

$68,175.00 1 % 0 days $67,493.25

$85,250.00 0 % 0 days $85,250.00

$149,318.40 5 % 0 days $141,852.48

Data Federal Corporation $187,860.00 0 % 0 days $187,860.00

$246,036.00 0 % 0 days $246,036.00

ILM Corporation of Virginia $358,055.36 4 % 20 days $343,733.14

$398,748.00 0 % 0 days $398,748.00

$766,590.00 3 % 15 days $743,592.30

* Awarded

RW / RG

Solutions Group, LLC dba Legakis DMS

Edge Digital Group

Kreative Kascade, LLC

*Crowley Micrographics dba The Crowley Comp.

NMS Imaging

Civil War Microfilm Inc. dba Creekside Digital

518-568

Scanning of Microfiche

DHHS / 1-02401

September 22, 2021 at 11:00 a.m., prevailing Eastern Standard Time

Contractor Name Terms
 518-568 Scanning of Microfiche Page 1 of 7

518-568 Page 1 of 7

Specifications by RW DHHS / 1-02401 

Reviewed by RG

U.S. GOVERNMENT PUBLISHING OFFICE

U.S. Government Publishing Office (GPO) 

291 Virginia Beach Blvd., Ste. 401 

Virginia Beach Regional Printing Procurement Office 

Virginia Beach, Virginia 23462 

BID OPENING: Bids shall be opened at 11:00 a.m., prevailing Eastern Standard Time September 22, 2021 at 

the U.S. Government Publishing Office, Virginia Beach Regional Office, 291 Independence Blvd., Suite 401, 

Virginia Beach, VA 23462. Due to COVID-19, this will NOT be a public bid opening. 

ANY QUESTIONS BEFORE AWARD CONCERNING THESE SPECIFICATIONS CALL Richard Gilbert 

(757) 273-4968. AFTER AWARD, REFER ALL QUESTIONS TO YOUR CONTRACT ADMINISTRATOR 

WHOSE NAME APPEARS IN THE UPPER PORTION OF THE PURCHASE ORDER. NO COLLECT 

CALLS. 

BID SUBMISSION: Due to the COVID-19 pandemic, the physical office of Virginia Beach Regional Office will 

NOT be open. Based on this, bidders MUST submit email bids to bidsvirginiabeach@gpo.gov for this solicitation. 

No other method of bid submission will be accepted at this time. The jacket number and bid opening date must be 

specified in the subject line of the emailed bid submission. Bids received after 11:00 a.m. on the bid opening date 

specified above will not be considered for award. 

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. 

. 

RESTRICTION ON LOCATION OF PRODUCTION FACILITIES: 

All production facilities used in the manufacture of the product ordered under this contract must be located within 

75 miles of 1101 Wootton Parkway, Rockville, MD 20856. 

OFFERS: Offers must include the cost of all materials and operations for the total quantity ordered in accordance 

with these specifications. In addition, a price must be submitted for each additional 1,000’s. The price for 

additional quantities must be based on a continuing run, exclusive of all basic or preliminary charges and will not 

be a factor for determination of award. 

Note: The GPO 910 “BID” Form is no longer required; bidders are to fill out, sign/initial, as applicable, and return 

page. 

The jacket number and bid opening date must be specified with the emailed bid submission. Refer to Facsimile 

Bids in Solicitation Provisions of GPO Contract Terms, GPO Publication 310.2, as revised January, 2018. 
 518-568 Scanning of Microfiche Page 2 of 7

Bids received after 11:00 a.m. on the bid opening date specified above will not be considered for award. For 

information regarding the solicitation requirements prior to award, email Richard Gilbert at rgilbert@gpo.gov For 

contract administration after award, contact Russ Ward at (757) 273-4968. 

SECURITY WARNING: This project contains PII. 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: 

(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). 

Prior to award the contractor must submit a security control plan to GPO for PSC-HHS Printing Officer to 

approve. 

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). 

Physical Security: 

All work performed (scanning/duplicating/copying, binding, and packing, etc.) must be accomplished in a secured 

area within the contractor’s facility that the general public is unable to access or view any documents being 

processed. The facility must have controlled access and/or locking mechanism on all doors leading to and from 

the production area. All retained copies/furnished materials shall be located in a locked or secured area during 

non-duty hours. Contractor’s locations must be secured with controlled, restricted and monitored access. 

Electronically stored information (ESI) and paper are physically protected within Contractor facilities and are 

subject to data security policies and processes. Contractor’s facility security measures include, but are not limited 

to: 

 Security leads in each location 

 All facilities locked and secured 24/7 

 All office access is controlled and monitored 
 518-568 Scanning of Microfiche Page 3 of 7

 All guests escorted at all times 

 Clean desk policy 

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 (Rev. 09-19)).

GPO Contract Terms (GPO Publication 310.2) – 

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

GPO QATAP (GPO Publication 310.1) – 

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

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor, the Government 

reserves the right to conduct an on-site pre-award survey at the contractor'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) 

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. 

NOTE: Prior to award the apparent low vendor must be able to show ability to produce the product in question 

and may be asked to supply samples of similar items. 

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

Vendors are expected to submit invoices within 30 days of job shipping/delivery. 
 518-568 Scanning of Microfiche Page 4 of 7

MODS: If any additional costs are incurred during the production of this job due to Government action (i.e. 

AAs), contractor is REQUIRED to submit written request to the Printing Specialist for written approval BEFORE 

proceeding. 

Only a warranted GPO Contracting Officer acting within their appointed limits, has the authority to issue 

modifications or otherwise change the terms and conditions of this contract. If an individual other than the GPO 

Contracting Officer attempts to make changes to the terms and conditions of this contract, you shall not proceed 

with the change and shall immediately notify the GPO Contracting Officer. Proceeding with any work not 

authorized by the GPO Contracting Officer will be at the Contractor’s own risk. 

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

Furnish," necessary to produce the product in accordance with these specifications. 

SUBCONTRACTING: Subcontracting is not allowed. 

GOVERNMENT TO FURNISH: Purchase Order and furnished material.

PRODUCT: Final PDF scans from microfiche sheets. Final deliverable of encrypted hard drives. 

QUANTITY: Approximately 30,300 microfiche sheets (4x6) with each containing approximately 280 images, for 

a total of 8,484,000 scans resulting in 30,300 aggregate PDF’s, approximately 8-1/2 x 11” each. 

TITLE: Scanning of Microfiche 

PAGES: 30,300 sheets (average of 280 images per sheet, each image will be a page in the aggregate PDF)

TRIM: 4 x 6” sheets

SCHEDULE: 

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. 

Inside delivery (to arrive at destination) by September 8, 2022 by 2pm local time. 

Local delivery made by contractor employees. 

DESCRIPTION: 

Off-Site digital conversion of COM fiche stored in multiple physical file drawers and binders that are currently 

located at 1101 Wootton Parkway, Rockville, MD 20856. 

The following requirements and assumptions are made: 

1) CCHQ requires the digitation of approximately 30,300 Microfiche sheets. 

2) Each sheet contains approximately 280 images. 

3) Each microfiche sheet shall be converted to a single electronic PDF document. 

4) Electronic PDF documents cannot be compressed. 

5) Optical Character Recognition (OCR) shall be performed on all conversions. 

6) Digitization shall be done at contractor’s facility. 

7) Contractor, and only employees of the contractor (no intermediaries), shall be responsible for packing and 

pickup of all microfiche from the following location: CCHQ, 1101 Wootton Parkway, Rockville, MD 

20856 

8) All files shall be named based on label on sleeve and title bar of each sheet. For estimating purposes, an 

average of 40 characters per sheet shall be used. 

9) Documents on microfiche contain Personal Identifiable Information (PII). 
 518-568 Scanning of Microfiche Page 5 of 7

a. File types consist of pay records and personnel records. 

b. Contractor shall describe their systems and procedures in processing PII documents. 

10) Files are considered active cases and may require frequent data calls. 

a. Data calls are estimated at 4 per day. 

b. Contractor shall provide a secure portal to allow CCHQ authorized staff to search for completed 

electronic files during the period of performance. 

c. In the event, the document(s) requested have not been digitized, a turnaround within 2 hours is 

expected to upload the requested file into the secure portal. 

11) Final electronic documents shall be delivered via agency-supplied encrypted hard drive(s) to CCHQ point 

of contact identified in contract award. 

12) Original Microfiche sheet will be placed back in their original sleeves in which they came, prior to 

returning to CCHQ. 

ADDITIONAL INFORMATION 

Contractor will conduct a kickoff meeting – scheduling with HHS Printing Officer 

All communications from the contractor are to be directed to the HHS Printing Officer, who will engage 

with CCHQ 

Contractor will supply monthly status reports to the HHS Printing Officer by the 3rd business day of the 

following month. Reports should include business analysis to determine the current state of the scanning 

project as well as future state for completion on time. 

Any delays, issues related to this scanning project must be directed to the HHS Printing Officer 

CCHQ is not the customer of the contract, HHS/PSC/Mail and Publishing – HHS Printing Officer is the 

customer 

The contractor must perform the first pick-up and scan of microfiche, with proof of service to HHS 

Printing Officer by September 30th at 1pm. This contract will be voided if the contractor fails to meet this 

requirement. 

Tasks 

The following tasks are required in performance under this Statement of Work: 

 

1. Contractor shall be responsible for pickup of Microfiche at CCHQ facility. 

2. Contractor shall be responsible for packing the Microfiche at the CCHQ facility during each pickup. The 

contractor must remove sheets from multiple filing cabinets and binders, and assemble in same order. 

3. Microfiche sheets shall be removed from sleeves and scanned at a minimum of 300dpi. 

4. Each sheet will be stored as a single pdf document. 

5. All digitized pages shall be right reading to eliminate any requirement by the government to perform 

image rotation of the image. 

6. Each file scanned shall require manual data entry for Naming based an estimated 280 pages per 

file/approximately 40 characters per file name. File naming format will be determined by microfiche title 

bar. 

7. Documents shall be text searchable by applying Optical Character Recognition (OCR) to the electronic 

image. 

8. Quality Control (QC) of digital document shall be performed with a 100% accuracy to insure clarity and 

readability. 

9. Final QC’d document shall be uploaded to Contractor provided secure portal to support data calls. 

10. Final electronic documents shall be delivered via encrypted hard drive. 

11. Upon authorization, Original microfiche shall be returned to CCHQ at original pickup location. 

PAPER: NA

COLOR OF INK: NA 

MARGING: NA
 518-568 Scanning of Microfiche Page 6 of 7

PROOF: NA 

BINDING: NA 

PACKING and SHIPPING: All pickup and deliveries will be carried out by qualified employees of the 

contractor. 

DELIVERY: 

All pickups and final delivery of encrypted hard drives will be from and to: 

Wade Pritchard 

Records and Information Specialist 

Administrative Services Branch, ASB 

Commissioned Corps Headquarters, CCHQ 

Office of the Surgeon General 

1101 Wootton Parkway, Suite 300 

Rockville, MD 20852 

(O) 240-453-2815 

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

specifications: 

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. 

4 Star is anticipated, 3 Star minimum accepted: 

 1 Star 2 Star 3 Star 4 Star 

Master File Format TIFF TIFF TIFF TIFF 

Access File 

Formats 

All All All All 

Resolution 1000 ppi 2000 ppi 3000 ppi 4000 ppi 

Bit Depth 8 8 16 16 

Color Space Gray Gamma 2.2 

SRGB 

Adobe 1998 

ProPhoto 

ECIRGBv2 

Gray Gamma 2.2 

SRGB 

Adobe 1998 

ProPhoto 

ECIRGBv2 

Gray Gamma 2.2 

Adobe 1998 

ProPhoto 

ECIRGBv2 

Gray Gamma 2.2 

Adobe 1998 

ProPhoto 

ECIRGBv2 
 518-568 Scanning of Microfiche Page 7 of 7

Bidders must fill out this page and return it. 

BID PRICE: $________________ ADDITIONAL RATE: $_____________ PER: _100 sheets (all inclusive to 

include all actions and functions as outlined in this bid) 

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 email, 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) 

_______________________________________________________________________________________ 

THIS SECTION FOR GPO USE ONLY 

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

 (Initials) (Initials) 

___________________________________________________________________________________________