5387-S Date of Award thru January 31, 2025 plus 2 option years

TITLE: Document Conversion Services

5387S BASIS OF

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

----- ----- ----- ----- ----- ----- ----- ----- ----- 

I. DOCUMENT PREPARATION (per page/trim-size unit):

 (a) 8-1/2 x 11” 40000 0.10 4,000.00 0.02 800.00 0.25 10,000.00  (b) up to and including 17 x 11” 200000 0.18 36,000.00 0.02 4,000.00 0.25 50,000.00 

 (c) up to and including 30 x 48” 100 15.00 1,500.00 1.00 100.00 0.06 6.00 II. SCANNING DOCUMENTS AND CONVERSION TO PDF (a) Scanning Black only to PDF (per page/trim-size unit):

(1) 8-1/2 x 11” 150000 0.02 3,000.00 0.04 6,000.00 0.05 7,500.00 (2) up to and including 17 x 11” 61900 0.03 1,857.00 0.04 2,476.00 0.06 3,714.00 

(3) up to and including 30 x 48” 100 20.00 2,000.00 1.00 100.00 0.65 65.00 

 (b) Scanning Color to PDF (per page/trim-size unit):

(1) 8-1/2 x 11” 65000 0.02 1,300.00 0.05 3,250.00 0.05 3,250.00 

(2) up to and including 17 x 11” 24050 0.03 721.50 0.05 1,202.50 0.06 1,443.00 

(3) up to and including 30 x 48” 90 20.00 1,800.00 1.00 90.00 0.75 67.50 

 (c) OCR processing ...per scanned page 21000 0.01 210.00 0.02 420.00 0.005 105.00 

III. OUTPUTTING TO HARD DRIVE, PACKING, AND DISTRIBUTION: 20 50 1,000.00 0 0.00 10.00 200.00 IV. Additional Operations (a) USB-2 External Hard Drive ...per hard drive 2 50.00 100.00 50.00 100.00 100.00 200.00  (b) USB-3 External Hard Drive ...per hard drive 2 100.00 200.00 50.00 100.00 125.00 250.00  (c) Pull Request ...per file 24 5.00 120.00 1.00 24.00 5.00 120.00 

 (d) Storage ...per box/per month 150 5.00 750.00 0.25 37.50 0.00 0.00 

 (e) Destruction of furnished materials ...per box 60 0.00 0.00 0.00 0.00 0.00 0.00  (f) Return of furnished materials ...per box 6 75.00 450.00 25.00 150.00 50.00 300.00  (g) Pickup charge (per order):

 (1) Wilmington, NC 2 0.00 0.00 250.00 500.00 700.00 1,400.00 

 (2) Asheville, NC 1 0.00 0.00 250.00 250.00 700.00 700.00  (3) Raleigh, NC 1 0.00 0.00 250.00 250.00 700.00 700.00 

 (4) Washington, NC 1 0.00 0.00 250.00 250.00 900.00 900.00 

----- ----- ----- ----- ----- ----- ----- ----- ----- 

 CONTRACTOR TOTAL $55,008.50 $20,100.00 $80,920.50 

Discount 2.00% $1,100.17 2.00% $402.00 0.00% $0.00 

Net $53,908.33 $19,698.00 $80,920.50 

5387-S Date of Award thru January 31, 2025 plus 2 option years

Tittle Document Conversion Services

5387S BASIS OF

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

----- ----- ----- ----- ----- ----- ----- ----- ----- 

I. DOCUMENT PREPARATION (per page/trim-size unit):

 (a) 8-1/2 x 11” 40000 0.05 2,000.00 0.00 0.00 0.03 1,200.00  (b) up to and including 17 x 11” 200000 0.01 2,000.00 0.00 0.00 0.05 10,000.00 

 (c) up to and including 30 x 48” 100 0.50 50.00 0.00 0.00 0.075 7.50 II. SCANNING DOCUMENTS AND CONVERSION TO PDF (a) Scanning Black only to PDF (per page/trim-size unit):

(1) 8-1/2 x 11” 150000 0.02 3,000.00 0.04 6,000.00 0.06 9,000.00 (2) up to and including 17 x 11” 61900 0.02 1,238.00 0.04 2,476.00 0.075 4,642.50 

(3) up to and including 30 x 48” 100 1.00 100.00 0.10 10.00 0.08 8.00 

 (b) Scanning Color to PDF (per page/trim-size unit):

(1) 8-1/2 x 11” 65000 0.02 1,300.00 0.05 3,250.00 0.075 4,875.00 

(2) up to and including 17 x 11” 24050 0.02 481.00 0.04 962.00 0.095 2,284.75 

(3) up to and including 30 x 48” 90 1.00 90.00 0.10 9.00 0.15 13.50 

 (c) OCR processing ...per scanned page 21000 0.06 1,260.00 0.01 210.00 0.25 5,250.00 

III. OUTPUTTING TO HARD DRIVE, PACKING, AND DISTRIBUTION: 20 0.00 0.00 25.00 500.00 75.00 1,500.00 IV. Additional Operations (a) USB-2 External Hard Drive ...per hard drive 2 50.00 100.00 75.00 150.00 80.00 160.00  (b) USB-3 External Hard Drive ...per hard drive 2 50.00 100.00 75.00 150.00 100.00 200.00  (c) Pull Request ...per file 24 0.00 0.00 0.00 0.00 115.00 2,760.00 

 (d) Storage ...per box/per month 150 1.00 150.00 0.77 115.50 35.00 5,250.00 

 (e) Destruction of furnished materials ...per box 60 0.00 0.00 8.00 480.00 175.00 10,500.00  (f) Return of furnished materials ...per box 6 0.00 0.00 5.00 30.00 750.00 4,500.00  (g) Pickup charge (per order):

 (1) Wilmington, NC 2 500.00 1,000.00 950.00 1,900.00 1,350.00 2,700.00 

 (2) Asheville, NC 1 1,000.00 1,000.00 950.00 950.00 1,350.00 1,350.00  (3) Raleigh, NC 1 500.00 500.00 870.00 870.00 1,350.00 1,350.00 

 (4) Washington, NC 1 500.00 500.00 870.00 870.00 1,350.00 1,350.00 

----- ----- ----- ----- ----- ----- ----- ----- ----- 

 CONTRACTOR TOTAL $14,869.00 $18,932.50 $68,901.25 

Discount 2.00% $297.38 0.00% $0.00 1.50% $1,033.52 

Net $14,571.62 $18,932.50 $67,867.73 

Awarded

Abstracted by: Ledo UlerioReviewed by: Richard W. Gilbert

NCC Corporation TheVersai, LLC 

000-14147

BrightKey, Inc. CSRDS Inc.

070-23959

DataSavers

090-23073

100-50838 070-23959 Pending approval 

Layton Doc. System
Program 5387-S Page 1 of 20 

Specifications by LU 

Reviewed by RG 

U.S. GOVERNMENT PUBLISHING OFFICE 

MidAtlantic Regional Office 

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS 

For the Procurement of 

Document Conversion Services 

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

U.S. Army Corps of Engineers 

Wilmington, NC 

Single Award 

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

January 31, 2025, plus up to two (2) optional 12-month extension periods 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 opened at 11:00 a.m., prevailing Eastern Time, on January 22, 2024 at the U.S. 

Government Publishing Office, MidAtlantic Regional Office. 

BID SUBMISSION: Bidders must submit email bids to bidsmidatlantic@gpo.gov for this solicitation. No other 

method of bid submission will be accepted at this time. The program 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. This will not be a public bid opening. 

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

familiarize themselves with all provisions of these specifications before bidding. 

Abstracts of contract prices are available at: https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing.

For information of a technical nature, contact Ledo Ulerio at Lulerio@gpo.gov or (757) 490-7943. 
Document Conversion Services Page 2 of 20 

5387-S (1/25) 

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 (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. 

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-and-standards along with a list of major 

revisions. 

SUBCONTRACTING: Subcontracting is NOT allowed. 

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 five (3) 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 to January 30, 2025, 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-
Document Conversion Services Page 3 of 20 

5387-S (1/25) 

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 October 31, 

2024, 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. 

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

right to conduct an on-site preaward 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. 

PRE-AWARD TEST: The contractor being considered for award may be required to demonstrate their ability to 

perform the functions required in these specifications by completing a pre-award test. The Government may 

waive the pre-award test if there is other evidence that, in the opinion of the Contracting Officer, indicates that the 

contractor being considered for award has the capability to successfully perform the functions required. 

For the pre-award test, the contractor will be required to scan/convert one Federal records box of hard copy 

documents (subdivided into 25 different files), name, and index the files, as specified herein. NOTE: The box 

will consist of up to approximately 250 pages consisting of text, photos, and/or graphics, and is representative of 

the type of materials to be furnished on this contract. 

The contractor will be required to scan/convert the samples pages in accordance with the specifications herein. 

When the contractor has completed scanning/converting, he must return the completed converted pages via the 

ordering agency’s FTP site. (NOTE: Information regarding the ordering agency’s FTP site will be provided at 

the time of the pre-award test.) 

NOTE: Contractor MUST notify the GPO the same workday as uploading the pre-award test sample pages to the 

ordering agency’s FTP site. 

The contractor must upload the test samples within two (2) workdays of receipt of the furnished pre-award test 

materials. 

NOTE: Contractor must return the furnished materials within 10 workdays of receipt of approval. 

If pre-award test samples are disapproved by the Government, the contractor may be permitted, at the option of 

the Government, additional time to correct defects and/or submit revised test samples if so notified by the 

Contracting Officer. 
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5387-S (1/25) 

In the event the revised pre-award test samples are disapproved by the Government, the contractor shall be 

deemed to have failed to comply with the applicable requirements of these specifications and may be reason for a 

determination of non-responsibility. 

Failure to deliver completed pre-award test samples within the stated time period may disqualify the contractor 

from further consideration for award. 

All operations necessary in the performance of this test shall be performed at the facilities in which the contract 

production will be performed. 

No charges will be allowed for costs incurred in the performance of this pre-award test. 

POSTAWARD CONFERENCE: Unless waived by the Contracting Officer, the total requirements of the job as 

indicated in these specifications may be reviewed by Government representatives with the contractor’s 

representatives at the U.S. Corps of Engineers, Wilmington, NC, immediately after award. 

ASSIGNMENT OF JACKETS, PURCHASE AND PRINT ORDERS: A GPO jacket number will be 

assigned and a purchase order issued to the contractor to cover work performed. The purchase order will be 

supplemented by an individual print order for each job placed with the contractor. The print order, when issued, 

will indicate the quantity to be produced and any other information pertinent to the particular order. 

ORDERING: Items to be furnished under 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 January 31, 2025, 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. 

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. 
Document Conversion Services Page 5 of 20 

5387-S (1/25) 

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. 

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. 

FEDERAL RECORDS MANAGEMENT REQUIREMENTS: The contractor must adhere to the following 

standard items related to records generated in executing the contract: 

1. The contractor shall treat all deliverables under the contract as the property of the U.S. Government for 

which the Government Agency shall have unlimited rights to use, dispose of, or disclose such data 

contained therein as it determines to be in the public interest. 

2. The contractor shall not create or maintain any records that are not specifically tied to or authorized by the 

contract using Government IT equipment and/or Government records. 

3. The contractor shall not retain, use, sell, or disseminate copies of any deliverable that contains 

information covered by the Privacy Act of 1974 , or that which is generally protected by the Freedom of 

Information Act. (See “PRIVACY ACT NOTIFICATION” specified herein.) 

4. The Government Agency owns the right to all data/records produced as part of this contract. 

5. The Government Agency owns the rights to all electronic information (electronic data, electronic 

information systems, electronic databases, etc.) and all supporting documentation created as part of this 

contract. The contractor must deliver sufficient technical documentation with all data deliverables to 

permit the agency to use the data. 

6. The contractor agrees to comply with the Federal and Agency records management policies, including 

those policies associated with the safeguarding of records covered by the Privacy Act of 1974. These 

policies include the preservations of all records created or received, regardless of format (paper, 

electronic, etc.) or mode of transmission (email, fax, etc.) or state of completion (draft, final, etc.). 

7. No disposition of documents will be allowed without the prior written consent of the Contracting Officer. 

The Agency and its contractors are responsible for preventing the alienation or unauthorized destruction 

of records, including all forms of mutilation. Willful and unlawful destruction, damage, or alienation of 

Federal records is subject to the fines and penalties imposed by 18 U.S.C. 2701. Records may not be 

removed from the legal custody of the Agency or destroyed without regard to the provisions of the agency 

records schedules. 

NONDISCLOSURE OF INFORMATION: Neither the contractor nor any of its employees shall divulge nor 

release data or information developed or obtained during performance of this contract, except to authorize 

Government personnel with an established need-to-know or upon written approval of the Contracting Officer. 

The contractor must ensure that documents are secured and handled to track chain of custody and ensure security. 
Document Conversion Services Page 6 of 20 

5387-S (1/25) 

DATA RIGHTS: All data produced in the performance of this contract shall be the sole property of the 

Government. The contractor agrees not to assert rights or to establish any claim to such data in whole or in part in 

any manner or form, or to authorize others to do so, without prior written consent of the Contracting Officer. 

Information contained in all source documents and other media provided by the U.S. Army Corps of Engineers 

(USACE) is the sole property of USACE. 

DISPOSAL OF WASTE MATERIALS: The contractor is required to demonstrate how all waste materials 

used in the production of sensitive records will be definitively destroyed (i.e., burning, pulping, shredding, 

macerating, or other suitable similar means). Electronic Records must be definitively destroyed in a manner that 

prevents reconstruction. Definitively destroying the records means the material cannot be reassembled and used 

in an inappropriate manner in violation of law and regulations. Sensitive records are records that are exempted 

from disclosure by statue, including the Privacy Act or regulation. The contractor is required to show proof of 

disposal. 

PAYMENT: Immediately upon completion of each order, the contractor shall submit an itemized statement of 

billing to the ordering agency for verification, approval, and signature. The contractor must email their invoice 

along with all supporting documentation to the agency contact as specified on the print order. 

After agency verification and approval, the contractor must submit the approved, signed billing invoice to the 

U.S. Government Publishing Office. 

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 receiving payment. Instruction for using this 

method can be found at the following web address: 

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

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

Comptroller, Stop: FMCE, Washington, DC 20401. 

For more information about the billing process, refer to the General Information of the Office of Finance web page located 

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

Contractor’s billing invoice must be itemized in accordance with the line items in the “SCHEDULE OF 

PRICES.” 
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SECTION 2 - SPECIFICATIONS 

SCOPE: These specifications cover document conversion services requiring such operations as document 

preparation, scanning, Optical Character Recognition (OCR) conversion, PDF file creating, file name 

management and conversion, indexing, storage, packing, and distribution. 

TITLE: Document Conversion Services. 

FREQUENCY OF ORDERS: It is anticipated that approximately 5 orders per year will be issued, as follows: 

Wilmington, NC Office – 2 orders per year. 

Field Offices – Approximately 1 order per year for each field office. 

NOTE: In addition to the Wilmington office, there are three (3) field offices (Asheville, Raleigh, and 

Washington, NC) that will place orders. Each order will consist of approximately 12 federal records file boxes of 

documents. All work will be completed off-site. 

NUMBER OF PAGES: Approximately 2,500 pages per federal records box. 

GOVERNMENT TO FURNISH:

External hard drives (USB-2 and USB-3) compatible with Windows 10 

Source Documents – Standard permit and related regulatory actions files that comprise the legal, administrative 

record for all permit and related regulatory activity done by the Wilmington District Corps of Engineers. Files 

consist of hard copy documents in folders grouped by a common regulatory action identification number. The 

organizing identifier for the records is also known as the ORM ID. (ORM is the name of the national regulatory 

data management system. For the purpose of this contract, the “ORM_ID” is synonymous with the Action_ID, 

DA_Number, “Permit #,” or “Regulatory Action DA #”.) 

 File Identifier Name (“ORM ID”) – A standard naming/numbering protocol is used. This record always 

begins with the organizational prefix “SAW” (for South Atlantic Division, Wilmington District). The 

format for ORM IDs is SAW-YYYY-NNNNN (where YYYY = four-digit year, and NNNNN = five-digit 

action number). 

 Exceptions to Standard Naming Conventions for ORM ID – All records use the “SAW-YYYY-NNNNN” 

prefix to the format. However, about 1% of all records, the five-digit action number (NNNNN) may be 

extended to eight or nine digits. (This is due to a conversion issue when changing the Government 

records management system used by the regulatory program and primarily affecting records from 2003 – 

2007. These longer formatted records usually begin with leading “9’s”.) 

 File Content Summary – Each file consists of all reports, correspondence, applications, permits, photos, 

maps, field notes, and related materials that are programmatically required to document all regulatory 

decisions. The majority of the file contents are printed text materials, but photos, maps, drawings, and 

handwritten notes are also in the files and must be scanned and legible. 

 File Content Order – Files contain documents, notes, and correspondence that are arranged in reverse 

chronological order. Unless specified by the ordering agency, the contractor must not change the order of 

the documents in the file. 

 File Size (Pages) – Approximately 90% of all files contain 200 pages or less. These files typically will 

not be subdivided. However, in some of the larger files, the ordering agency will subdivide the files into 

smaller, more manageable sections for scanning into separate chapters within a single PDF or separate 

PDF documents within a single folder (see “FILE DIVIDERS” specified herein). 
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5387-S (1/25) 

Hard copy file/documents will be furnished in federal records file boxes, as follows – 

 Majority of hard copy pages will be 8-1/2 x 11”. However, approximately 5% of furnished pages may be 

11 x 17”. On a rare occasion, some documents as large as 30 x 48” may be furnished; however, if the 

contractor does not have the capability to scan documents over 11 x 17”, the contractor may cut and 

divide the document, scan in smaller sizes, and furnish a “match sheet”. (“Match sheet” must show where 

each smaller scanned portion of the document would be located if the document were scanned as one 

piece.) 

 Documents may be furnished in a variety of binding styles including, but not limited to, loose documents, 

stapled, paper clipped, inserted into binders, and/or bound. Materials may include photocopied copies, 

typed print, carbon copies, forms, faxes, sticky notes, blueprints, drawings, plans, maps, and photos. 

Most of the documents are on standard paper stock; however, many of the older files include “onion skin” 

paper stock printed on yellow paper for files copies. Other paper stock in the files may include documents 

printed on thermal paper (older faxes), blueprint paper, photographic paper, newspaper, and map plotter 

paper. 

 Documents consist of both black only pages and color pages. 

 Documents are both single-sided and double-sided prints. The majority are single-sided. 

 Documents may be annotated with handwritten notes or have signatures or seals, all of which must be 

legibly reproduced. 

 Less than 1% of all files from 1995 to present may contain a CD. (These are usually removed by the 

ordering agency prior to furnishing the file for scanning; however, an occasional CD may still be 

included.) If a CD is included with the furnished documents, the contractor must notify ordering agency. 

CDs, when found inside a regulatory folder, usually contain photos (JPEGs), documents (Word, Word 

Perfect format, or PDF), GIS or CADD files. If the CD contains photos or documents, the contractor may 

be required to upload the images or document files. These image/document files should be included as 

additional files (with the scanned documents), converted to PDFs, and entered into the file index. If the 

CD contains GIS or CADD files, the CD should be returned to the ordering agency with the file label to 

ensure identification. GIS and CADD files do not belong in the administrative record (files submitted for 

scanning), and therefore, no further action will be required on the part of the contractor after returning to 

the Government. 

Federal Records File Boxes – The furnished documents will be packed in Federal Records boxes with a standard 

size of 14-3/4 x 12 x 9-1/2” for legal- and letter-sized files (NSN 8118-00-1178249). The ordering agency may 

need to re-use the file boxes after the documents have been scanned/converted and the agency has accepted; 

therefore, the contractor is NOT to make any marks on the boxes or seal the boxes with strapping tape or large 

amounts of packing tape (without permission from the ordering agency). If the boxes are re-usable, the contractor 

may be required to send the boxes to the regional federal records center or USACE, Wilmington, NC, (as 

specified) for storage. If the Government directs the contractor to destroy the furnished files, the Federal Records 

boxes that can be re-used should be returned to the Government, as specified. 

File Box Inventory – The ordering agency will prepare a Box Transmittal which is a file inventory listing each 

ORM ID for each file in the records file boxes sent for scanning. The inventory shall be printed (with a hard copy 

shall accompany each box) and will also be digitally transmitted in a spreadsheet to the contractor with any 

special handling instructions. Files that require subdividing (files greater than 200 pages or that contain oversized 

color maps that may be too large to include in a single file) shall be divided by the ordering agency using 

document dividers (as described under “PAPER CONVERSION”). Subdivided files within a single box may be 

listed as a single file in the box inventory. 
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A text file printout will accompany each shipment/box order. The text file printout is an inventory of what is 

being furnished in each box and will be in Microsoft Excel format. The file printout will list each file by ORMID in the box. A paper printout of the spreadsheet will be packed with each box furnished. The ordering agency 

will also email a copy so that the contractor has a digital copy for the index. The inventory file will contain the 

ORM-ID, the file name, and on occasion, will include brief instructions if the file relates to other actions or has 

special handling requirements. 

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

TO FURNISH,” necessary to produce the products in accordance with these specifications. 

NOTE: Contractor must provide a list of employees authorized to pick up and deliver furnished materials and 

output media (see “DISTRIBUTION”) at the post award conference. In the event the post award conference is 

waived, contractor must provide the list of employees within five (5) workdays of notification of contract award. 

LIABILITY OF GOVERNMENT OWNED PROPERTY: The contractor will be held responsible for 

replacing lost or damaged Government property, whether in the performance of the contract or in transit upon the 

return of such furnished property to the Government. 

PROJECT PROGRESS MEETINGS: The contractor must be available to meet with the ordering agency in 

the Wilmington District office to review progress and discuss technical and programmatic issues related to the 

document management effort status and progress. These meetings will be scheduled as needed and will not 

exceed one-half day in duration. The contractor will be notified at least three (3) workdays in advance of a 

meeting. Typical meeting times will be scheduled monthly. The contractor representative must be able to 

commit to actions by the contractor and have expertise in document management, scanning, and PDF creation and 

use. NOTE: At some point during the term of the contract, at the Government’s option, the meetings may be 

conducted via teleconference. Contractor will not be reimbursed for any travel costs. 

INSPECTION OF FURNISHED MATERIALS: The contractor will be required to inspect all files and their 

document contents to determine their suitability for scanning. 

The contractor shall establish a database from the Box Transmittal index supplied by the ordering agency and 

shall provide an updated database and digital index with the completion of each order. The database will include 

the shipment and box number, ORM ID, file name (as pulled from box transmittal spreadsheet), and any 

subdivided files within that ID, the date of scanning, and the number of pages scanned per document in the file. 

The contractor shall verify the index in the Box Transmittal against the files by box. Any discrepancies between 

the Box Transmittal database and the files in the boxes are to be reported to the ordering agency within three (3) 

workdays of receipt of the boxes. This database shall contain the ORM ID (as included in the box inventory and 

file name(s) (as pulled from the file dividers or labels). 

DOCUMENT PREPARATION: The contractor shall provide document preparation services to include, but not 

limited to, pre- and post-document handling services and document reconstruction services. 

Furnished hard copy documents may be provided in a variety of binding styles including, but not limited to, loose 

documents, stapled, paper clipped, inserted into binders, and/or 3-hole punched. Contractor will be required to 

separate each page for scanning/conversion. 

Contractor must scan black only and color documents as furnished (i.e., documents with black only printing must 

be scanned as black only, and documents with color printing must be scanned as color). 

NOTE: After the scanning/conversion process, the contractor is not required to re-bind furnished documents. 

However, the contractor must repack the files in the boxes in the order received. 
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FILE DIVIDERS: The contractor must work with the ordering agency to develop an efficient method of naming 

and organizing the subdivided large files (greater than 200 pages or oversized color maps that may be too large to 

include in a single file). This may include preparation of Bar Coded Target Pages to identify specific key file 

parts such as: Application, Permit, Modification and Update, Enforcement, Mitigation, etc. The ordering agency 

will supply the contractor with a list of needed “target” pages, and the contractor will supply these within 48 

hours of request. The need for “targets” could change throughout the term of the contract. The ordering agency 

will determine if the target pages will be used to create new PDF documents or to place bookmarks to identify key 

chapters within a PDF, as needed. 

PAPER CONVERSION: The contractor shall provide paper document conversion services to include, but not 

limited to, scanning hard copy documents to digital format, converting the digital documents to text searchable 

Adobe Acrobat PDF files (11.0 or greater), and when required, any Optical Character Recognition (OCR) 

processing needed to convert PDF files (current version). When required, OCR processing must meet 99.9% 

accuracy levels. NOTE: The final files must be readable by the current version of Adobe PDF reader. 

The contractor shall scan the hard copy documents in the sequential order of removal from the file in the box. 

The ordering agency shall place file dividers into the file. The contractor will supply Bar Coded Target Pages as 

specified by the ordering agency to be inserted in the order the documents are located in the file. 

The contractor is to follow the divider sheets inserted by the ordering agency to establish bookmarks within the 

PDFs or set up stand alone PDF documents from larger files based on the divider sheets. 

Computer File Structure – Contractor must organize the PDF files into directories by shipment and subdirectories 

by box number within the shipment. The PDFs should be consecutively numbered based on scan order. The 

index file (*.txt) is the critical data mapping tool that provides the electronic document viewer with the needed 

look-up table to enable scanned files to be retrieved. 

The file structure is as follows: S<number>/b<number><scan_order_number>.pdf. 

For example – s001/b001/00123.pdf 

There may be more than one PDF associated with an ORM ID and file type. For this reason, it is critical to use a 

unique file labeling system and the accompanying index format. 

The Government will supply the basis for the index file in the box inventory spreadsheets. These spreadsheets 

will include the ORM ID and the file name. The Government will insert “target sheets” inside the file to delimit 

the file parts. The contractor will add these subdivided parts to the index, as well as the number of pages, the date 

of the scan, and the scan number. 

The delimiter for the index file is the pipe symbol ( | ). The following is an example of a file that has been 

subdivided into parts using target sheets and shows the corresponding text file index: 

SAW-1999-00666 | Happy Acres Development | Application |12/28/2012 | 6 | S045\b003\00000001.PDF 

SAW-1999-00666 | Happy Acres Development | OV | 12/28/2012 |1 | S045\b003\00000002.PDF 

SAW-1999-00666 | Happy Acres Development | Permit | 12/28/2012 | 7 | S045\b003\00000003.PDF 

Prior to commencing work, the contractor will ensure that the proposed scan names and formats are approved by 

the ordering agency as this format must be compatible with the Government document viewer system which 

requires import of documents with accompanying index files, as specified in “INDEXING.” 

The contractor and ordering agency may mutually agree to changes in the file naming and directory structure if it 

is deemed to improve the efficiency of import or end use in the regulatory data management system. Any such 

changes will be documented in writing by the ordering agency and will change from the date of the decision 

memo forward. 
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INDEXING: Upon delivery of a batch of PDFs, the index of the incremental material shall be updated with full 

path name, including file names. NOTE: The pipe symbol ( | ) in the following example is used to delimit the 

text file: 

ORM NUMBER | APPLICANT NAME | DOCUMENT TYPE | SCAN DATE | TOTAL PAGES | 

pathname&scan-name-or-number.PDF 

NOTE: The name of the index file shall be export.txt. 

IMAGE RESOLUTION: There is no one setting for scan resolution that will necessarily work for all 

documents in the files. The key criteria in the delivered scanned image resolution is the legibility of the scanned 

document and the future ability to convert, if needed, to a newer storage format, balanced with the need to keep 

the file size compact enough to allow for good performance when retrieving and viewing files. 

The process of obtaining the highest quality consistent image is a balance of resolution, densities, contrast, the 

contract differential between the paper of background density of the document and the print density and the 

reduction level. The objective is the consistent highest quality image. Whenever necessary, the contractor is to 

employ those methodologies necessary to produce the highest image quality index. 

If the image reduction can be consistently lowered and still maintain the same relational resolution level, the 

contractor, with the approval of the ordering agency, shall make those improvements. 

ELECTRONIC IMAGING: The contractor shall scan all documents on a scanner with calibration capabilities. 

For each furnished shipment, the contractor must provide, at a minimum, the following – 

 Date scanned. 

 Make, model, and serial number of scanner. 

 Manufacturer name and version number of scanner software. 

 Scanning dpi. 

The technical target shall contain ANSI scan resolution test charts with an A-1 Scanner Test Chart #2 as 

prescribed by the scanning specification and ANSI TR39-1996. 

OUTPUT MEDIA: The contractor shall save the PDF files and accompanying index file for each order placed 

to an external hard drive. All documents furnished on a print order and saved as PDF files and accompanying 

index file are to be delivered on a separate hard drive. 

Additionally, the ordering agency requires a cumulative quarterly delivery of all finalized print orders on a 

separate, high capacity hard drive. 

On the majority of all orders placed, the ordering agency will furnish the required external hard drive (either a 

USB-2 or USB-3). 

On a rare occasion, when Government furnished hard drives are not available, the contractor may be required to 

provide the USB-2 or USB-3 external hard drives (compatible with Windows 7) for saving/delivering the files. 

When required, the ordering agency will specify on the print order which hard drive to use (USB-2 or USB-3), 

including brand name and capacity, in accordance with the list of approved hard drives furnished by the 

Government (see “NOTE” below). The Government will return all contractor furnished hard drives within 60 

calendar days of receipt thereof. 

NOTE: When required, the USB-2/USB-3 external hard drive must be a Government-approved hard drive. The 

ordering agency will provide a list of Government-approved, commercially available USB-2/USB-3 external hard 

drives immediately after award, and quarterly thereafter as needed by the contractor, as the list of Governmentapproved devices is updated quarterly. 

Contractor shall deliver the hard drives to the ordering agency in accordance with the “SCHEDULE.” 
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PACKING: Pack the output media (USB-2/USB-3 external hard drives) suitable so as to ensure safe delivery 

without data loss. 

When required, the contractor must re-pack furnished materials according to the ordering agency’s labeling 

system (for tracking purposes). 

LABELING AND MARKING: Reproduce shipping container label from furnished repro, fill in appropriate 

blanks, and attach to shipping containers. 

ACCEPTANCE TESTING: All files scanned will be subject to acceptance testing by the ordering agency for 

identification accuracy, completeness, and legibility. The contractor will support the acceptance testing process 

by retrieving and returning the paper files that are requested by the ordering agency for inspection and comparison 

to the scanned product delivered. (See Exhibit A for sample of acceptance testing sheet.) 

The process of acceptance testing is as follows – 

 

 After the contractor delivers the scanned files for each 12-box lot, the ordering agency will provide a list, 

identified by folder name (ORM ID) of up to twelve (12) files needed for inspection. 

 Files must be complete, the index record must match the files, and each of the twelve (12) files selected 

for detailed inspection must have legible copying adequate to serve as the legal record. 

 If all files in the batch match the index record and the twelve (12) files pulled for inspection are legible 

and complete, the order will be accepted. If one (1) or more files have inspection errors, the ordering 

agency will request up to twelve (12) new files for a second round inspection. If there are any errors in 

the index file, the ordering agency will require corrections to be made by the contractor. 

 If all twelve (12) files are accepted and the index file matches the files in each batch, the contractor is to 

deliver the output media for the entire order in accordance with the schedule specified herein. 

 If one (1) or more files are not accepted, the contractor must submit six (6) additional (new) files from 

that shipment. 

The ordering agency will re-test for up to three (3) consecutive rounds of testing for each 12-box shipment 

furnished. If, after the three rounds, the files are still not acceptable, then the contractor shall be deemed to have 

failed for that 12-box shipment, and must not deliver the final version on output media for files in those 12 boxes. 

The files must be re-scanned/converted at no additional cost to the Government. 

NOTE: Acceptance testing will be at no charge to the Government. Cost of initial scanning/conversion must be 

charged in accordance with the “SCHEDULE OF PRICES.” 

QUALITY MANAGEMENT REPORTS: The contractor shall be expected to perform quality management on 

the work they perform. A weekly report must be sent to the USACE. Contractor must address the following in 

the reports – 

 The contractor shall identify any cases where the box transmittal does not match the received files in the 

box. Outside those document sets identified in the Quality Management Report, the contractor should 

ensure that <0.5% of document sets are missing pages, or have excessive pages. 

 Correct naming protocol is used as specified herein. 

 Files are indexed as specified herein. 

 Image Quality: The contractor shall ensure that scanned images contain less than 0.5% error rate for 

image quality issues. Images must be at least as legible as the initial document (within the restrictions of 

the resolution requested). Scanned images must not contain partial or multiple page images, as would 

occur if images were not fed through a feeder correctly. 
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DISTRIBUTION: Deliver f.o.b. destination the output media and all deliverables to: U.S. Army Corps of 

Engineers, 69 Darlington Avenue, Wilmington, NC 28403. 

NOTE: All pickups and delivery (for both furnished materials and the output media) must be picked up 

and delivered by an employee of the contractor. Contractor must be able to provide company 

identification at time of pickup/delivery. Small package carriers and USPS will not be allowed. Chain of 

custody must remain with the vendor at all times. Only company branded vehicles will be allowed. There 

may be occasional exceptions where the Corps requires a file returned and small package carriers may be 

used with proper tracking. 

Receipt for Delivery – Contractor must furnish his own receipts for delivery. These receipts must include the 

GPO Purchase Order, Jacket, Program, and Print Order Numbers, date of delivery, and signature of Government 

agency accepting delivery. NOTE: The original copy of this receipt must accompany the contractor’s billing 

invoice for payment. The contractor must be able to produce a signed receipt for these materials at any time 

during the contract. 

Upon completion of each order, the contractor must notify the ordering agency on the same day that the product 

delivers via email to the address specified on the print order. The subject line of the email shall be “Distribution 

Notice for Program 5387-S, P.O. XXXXX, Jacket XXX-XXX, Print Order XXXXX.” The notice must provide 

all applicable tracking numbers, delivery/shipping method, and title. Contractor must be able to provide copies of 

all delivery/shipping receipts upon agency request. 

STORAGE OF FURNISHED MATERIALS: Until the files are digitized, tested/approved by the ordering 

agency, and loaded into the Wilmington District Regulatory Electronic Document Viewer, the paper documents 

remain the evidentiary files. Once these operations have been successfully completed and approved, the 

Government can optionally authorize the contractor to destroy the furnished paper documents. However, delays 

in testing and uploading to the viewer to date may require the contractor to temporarily store the furnished paper 

documents until the ordering agency authorizes destruction or return of the furnished materials (see below for 

return of materials). 

The contractor will be required to store the furnished materials for up to 90 calendar days after Government 

approval of the PDF files without cost to the Government. For each month of storage thereafter, the contractor 

will be allowed a storage charge in accordance with the “SCHEDULE OF PRICES.” 

DESTRUCTION OF FURNISHED MATERIALS: When instructed by the ordering agency (in writing), the 

furnished paper documents must be destroyed. The contractor must ensure that these files are shredded before 

disposing of documents. The contractor must provide the ordering agency with a memo stating the process and 

giving the quantity of disposal (i.e., number of pages). 

Upon testing and subsequent approval of the PDF files and subsequent import into the viewer, the ordering 

agency will authorize the destruction of the furnished materials. 

IN-PROCESS FILE RETRIEVAL: Occasionally, the ordering agency will require that the contractor return 

the furnished documents (or a small subset of the furnished document) that have already been picked up by the 

contractor. This is a “Pull Request” or “Courtesy File:” a request for one or more file folders identified by ORM 

ID, project name, associated shipment and box number, or other file title. Authorized agency personnel will email 

or fax Pull Requests to the contractor. A list of authorized agency personnel will be provided to the contractor 

after award of the contract. 

If the Pull Request is less than 5MB, the contractor may scan and email the file to the ordering agency. If larger 

than 5MB, the contractor may provide a password-protected FTP site to allow for the digital transfer of the files, 

or, at contractor’s option, request access to the Army SAFE, a secure FTP site. The contractor must furnish the 

Pull Request (either via email or FTP site) within three (3) workdays of the initial request. If an email or digital 

copy cannot be furnished, the contractor must furnish the original furnished hard copy file to the ordering agency 

within three (3) workdays of the initial request. 
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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 (when applicable): U.S. Army Corps of Engineers, 

69 Darlington Avenue, Wilmington, NC 28403. (NOTE: Furnished materials must be picked up directly by the 

vendor and delivered to the vendor facility.) 

When required, contractor must pick up furnished materials from the field offices (Asheville, Raleigh, and 

Washington). When required, the contractor will be allowed a pickup charge in accordance with the 

“SCHEDULE OF PRICES.” 

No definite schedule for pickup of material can be predetermined. 

Workday - The term “workday” is defined as Monday through Friday each week, exclusive of the days on which 

Federal Government holidays are observed. 

The following schedule begins the SAME workday as notification of the availability of print order and 

furnished material when notification is given before 12:00 noon. When notification is given after 12:00 noon, 

the following schedule begins the workday AFTER notification of the availability of print order and furnished 

materials. 

Contractor must furnish final data media in digital format (as specified herein) within 30 calendar days of 

notification of the availability of print order and furnished material. 

The ship/deliver date indicated on the print order is the date products ordered for delivery f.o.b. destination must 

be delivered to the destination(s) specified. 

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

furnished with each 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. 
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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 one (1) year’s production 

requirements 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 a like period of time. 

The following item designations correspond to those listed in the “SCHEDULE OF PRICES.” 

I. (a) 40,000 

 (b) 200,000 

 (c) 100 

II. (a) 1. 150,000 

 2. 61,900 

 3. 100 

 (b) 1. 65,000 

 2. 24,050 

 3. 90 

 

 (c) 21,000 

III. 20 

IV. (a) 2 

 (b) 2 

 (c) 24 

 (d) 150 

 (e) 30,000 

 (f) 6 

 (g) 1. 2 

 2. 1 

 3. 1 

 4. 1 
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THIS PAGE IS INTENTIONALLY BLANK.
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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, for which bids are submitted. Bids submitted with any 

obliteration, revision, or alteration of the order and manner of submitting bids may be declared non-responsive. 

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

Government. 

An entry of NB (No Bid) must be entered if bidder does not intend to furnish certain items. 

Bids submitted with blank spaces for the individual items will be considered as an entry of NB for that particular 

item. 

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

I. DOCUMENT PREPARATION: Prices offered shall be all-inclusive to prepare documents for scanner 

processing in accordance with these specifications and must include the cost of all required operations 

including, but not limited to, removing documents from binders; staple removal; insertion of separator sheets 

and/or paper clips to separate documents for repacking after conversion; and handling of sticky notes or other 

non-standard size paper. 

 (a) Document Preparation (8-1/2 x 11”) .......................................... per page/trim-size unit ...... $___________ 

 (b) Document Preparation (over 8-1/2 x 11 up to 

 and including 17 x 11”) .............................................................. per page/trim-size unit ...... $___________ 

(c) Document Preparation (over 17 x 11” up to 

 and including 30 x 48”) .............................................................. per page/trim-size unit ...... $___________ 

II. SCANNING DOCUMENTS AND CONVERSION TO PDF: Prices must include the cost of all required 

materials and operations to scan pages with 99.9% of the images quality assured. Blank backsides must be 

removed. 

 (a) Scanning Black only to PDF: 

 1. 8-1/2 x 11” ........................................................................... per page/trim-size unit ...... $___________ 

 2. Over 8-1/2 x 11” up to and including 17 x 11” .................... per page/trim-size unit ...... $___________ 

 3. Over 17 x 11” up to and including 30 x 48” ........................ per page/trim-size unit ...... $___________ 

 ______________ 

(Initials) 
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(b) Scanning Color to PDF: 

 1. 8-1/2 x 11” ........................................................................... per page/trim-size unit ...... $___________ 

 2. Over 8-1/2 x 11” up to and including 17 x 11” .................... per page/trim-size unit ...... $___________ 

 3. Over 17 x 11” up to and including 30 x 48” ........................ per page/trim-size unit ...... $___________ 

 (c) OCR processing ................................................................................... per scanned page ...... $___________ 

III. OUTPUTTING TO HARD DRIVE, PACKING, AND DISTRIBUTION: Prices offered must be allinclusive, as applicable, and must include the cost of outputting to hard drive devices; the cost of packing; all 

necessary wrapping and packing materials; labeling and marking; and, distribution in accordance with these 

specifications. 

 NOTE: When contractor furnishes the hard drive, the cost of hard drive must be charged for under line items 

IV.(a) and (b), as applicable. 

 Outputting to hard drive .................................................................................. per hard drive ...... $___________ 

IV. ADDITIONAL OPERATIONS: 

 NOTE: A charge will not be allowed under line items IV.(a) or (b) when the hard drive is furnished by the 

Government. A storage charge under line item IV.(d) will not be allowed for the first 90 calendar days of 

storage. 

(a) USB-2 External Hard Drive ..................................................................... per hard drive ...... $___________ 

 (b) USB-3 External Hard Drive ..................................................................... per hard drive ...... $___________ 

(c) Pull Request ......................................................................................................... per file ...... $___________ 

 (d) Storage ............................................................................................... per box/per month ...... $___________ 

 (e) Destruction of furnished materials ..................................................................... per box ...... $___________ 

 (f) Return of furnished materials ............................................................................. per box ...... $___________ 

(g) Pickup charge: 

 1. Wilmington, NC ......................................................................................... per order ...... $___________ 

 2. Asheville, NC ............................................................................................. per order ...... $___________ 

 3. Raleigh, NC ............................................................................................... per order ...... $___________ 

 4. Washington, NC ......................................................................................... per order ...... $___________ 

 ______________ 

(Initials) 
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(COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID) 

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. 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 (1) 

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) 

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

THIS SECTION FOR GPO USE ONLY 

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

 Initials Initials 

******************************************************************************************* 
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 EXHIBIT A Page 1 of 1