TITLE: "Litigation and Non-Litigation Scanning and Copying" / PROGRAM: 2810-S

TERM: May 1, 2021 to April 30, 2022 (w/Options)

 

Basis Omni Pro, Inc.

Item 

No. DESCRIPTION of STATE 160 CODE 31641 STATE 090 CODE 57333 STATE 040 CODE 65723

Award UNIT RATE COST UNIT RATE COST UNIT RATE COST

I. SCANNING, PACKING, AND DISTRIBUTION: All inclusive for scanning documents,

creating searchable PDF files, as ordered.

(a) Scanning up to and including 11 x 17" (black, grayscale, and color) documents.

1. No intervention, per scan 178,880 x 0.09 16,099.20 0.052 9,301.76 0.04 7,155.20

2. Light intervention, per scan 357,760 x 0.10 35,776.00 0.052 18,603.52 0.05 17,888.00

3. Medium intervention, per scan 107,328 x 0.11 11,806.08 0.052 5,581.06 0.06 6,439.68

4. Heavy intervention, per scan 2,683,198 x 0.10 268,319.80 0.052 139,526.30 0.07 187,823.86

5. Glass work intervention, per scan 250,432 x 0.16 40,069.12 0.052 13,022.46 0.08 20,034.56

(b) Scanning over 11 x 17" up to and including 44 x 60" documents (Black only), per scan 1,748 x 2.50 4,370.00 0.69 1,206.12 2.50 4,370.00

(c) Scanning over 11 x 17" up to and including 44 x 60" documents (Color), per scan 4,754 x 2.50 11,885.00 0.69 3,280.26 4.00 19,016.00

(d) Scanning high resolution color photos/images at 400 ppi, 16 bit, per scanned page 1,000 x 0.16 160.00 1.17 1,170.00 0.20 200.00

II. COPYING OR BLOWBACKS COMPLETE PRODUCT (except Items I, III, and IV): 

(a) Copy or Blowbacks, 8-1/2 x 11", in black ink, per side 16,354 x 0.07 1,144.78 0.04 654.16 0.045 735.93

(b) Copy or Blowbacks, 8-1/2 x 11", in 4-color process, per side 841 x 0.40 336.40 0.13 109.33 0.20 168.20

III. ADDITIONAL OPERATIONS:

(a) Drilling (each run), per 100 leaves 14,922 x 35.00 522,270.00 NC 0.90 13,429.80

(b) Electronic Bates Numbering, per 100 numbers 41,152 x 35.00 1,440,320.00 1.10 45,267.20 1.00 41,152.00

(c) *Timework, per hour - Agency approval needed, additonal authorization required for over 3 hrs 114 x 35.00 3,990.00 32.80 3,739.20 25.00 2,850.00

IV. EXTERNAL STORAGE DEVICES: All inclusive for materials, operations and labeling.

(a) USB Drive, 16 Gigabytes, per each 21 x 6.00 126.00 32.80 688.80 10.00 210.00

(b) USB Drive, 32 Gigabytes, per each 41 x 7.00 287.00 32.80 1,344.80 20.00 820.00

(c) USB Drive, 64 Gigabytes, per each 2 x 14.00 28.00 32.80 65.60 35.00 70.00

(d) USB Drive, 128 Gigabytes, per each 2 x 22.00 44.00 32.80 65.60 45.00 90.00

(e) Secure External Storage Device, per each 2 x 110.00 220.00 132.50 265.00 75.00 150.00

CONTRACTOR TOTALS $2,357,251.38 $243,891.17 $322,603.23

DISCOUNT if any 3% 70,717.54 1% 0.01%

DISCOUNTED TOTALS 20 Days $2,286,533.84 10 Days $243,891.17 5 Days $322,603.23

Prepared by: 

Reviewed by: 

Darla Wear

Beverly Boecher

F & S Service Company Melken Solutions, LLC

 PAGE 1 of 2
 TITLE: "Litigation and Non-Litigation Scanning and Copying" / PROGRAM: 2810-S

TERM: May 1, 2021 to April 30, 2022 (w/Options)

 

Basis 

Item 

No. DESCRIPTION of STATE 050 CODE 68163 STATE 050 CODE 75545

Award UNIT RATE COST UNIT RATE COST

I. SCANNING, PACKING, AND DISTRIBUTION: 

(a) Scanning up to and including 11 x 17" (black, grayscale, and color) documents.

(1) No intervention, per scan 178,880 x 0.01 1,788.80 0.08 14,310.40

(2) Light intervention, per scan 357,760 x 0.02 7,155.20 0.14 50,086.40

(3) Medium intervention, per scan 107,328 x 0.10 10,732.80 0.16 17,172.48

(4) Heavy intervention, per scan 2,683,198 x 0.12 321,983.76 0.18 482,975.64

(5) Glass work intervention, per scan 250,432 x 0.18 45,077.76 0.25 62,608.00

(b) Scanning over 11 x 17" up to and including 44 x 60" documents (Black only), per scan 1,748 x 1.00 1,748.00 1.75 3,059.00

(c) Scanning over 11 x 17" up to and including 44 x 60" documents (Color), per scan 4,754 x 1.25 5,942.50 2.50 11,885.00

(d) Scanning high resolution color photos/images at 400 ppi, 16 bit, per scanned page 1,000 x 0.55 550.00 0.25 250.00

II. COPYING OR BLOWBACKS COMPLETE PRODUCT (except Items I, III, and IV): 

(a) Copy or Blowbacks, 8-1/2 x 11", in black ink, per side 16,354 x 0.06 981.24 0.09 1,471.86

(b) Copy or Blowbacks, 8-1/2 x 11", in 4-color process, per side 841 x 0.12 100.92 0.25 210.25

III. ADDITIONAL OPERATIONS:

(a) Drilling (each run), per 100 leaves 14,922 x 0.01 149.22 1.50 22,383.00

(b) Electronic Bates Numbering, per 100 numbers 41,152 x 0.01 411.52 3.50 144,032.00

(c) *Timework, per hour - *Agency approval needed, additonal authorization required for over 3 hrs. 114 x 40.00 4,560.00 35.00 3,990.00

IV. EXTERNAL STORAGE DEVICES:

(a) USB Drive, 16 Gigabytes, per each 21 x 10.00 210.00 30.00 630.00

(b) USB Drive, 32 Gigabytes, per each 41 x 12.00 492.00 40.00 1,640.00

(c) USB Drive, 64 Gigabytes, per each 2 x 15.00 30.00 50.00 100.00

(d) USB Drive, 128 Gigabytes, per each 2 x 50.00 100.00 60.00 120.00

(e) Secure External Storage Device, per each 2 x 150.00 300.00 200.00 400.00

CONTRACTOR TOTALS Awarded $402,313.72 $817,324.03

DISCOUNT 2% 8,046.27 NET

DISCOUNTED TOTALS 15 Days $394,267.45 $817,324.03

Prepared by: 

Reviewed by: 

Perin Investigations, LLC Rise Business Services, LLC

Darla Wear

Beverly Boecher

 PAGE 2 of 2
U.S. GOVERNMENT PUBLISHING OFFICE | Keeping America Informed | OFFICIAL | DIGITAL | SECURE

Denver Regional Office | 12345 W. Alameda Parkway, Suite 208, Lakewood, CO 80228-2842

http://www.gpo.gov | www.facebook.com/USGPO | twitter.com/USGPO

April 23, 2021

This is Amendment No. 1. The specifications in our invitation for bids on Program 2810S, scheduled 

for opening at April 27, 2021 at 2:00 pm MST, is amended as follows:

The requirement on page 18 for STAGING PREPARATION AREA: The second paragraph should read:

Staging area for hard copy must be adequate to store a minimum of 1,000 banker boxes (1.2 ft.3 each) 

in an orderly fashion that would allow access to specific files or in the event the ordering agency requires 

access to these files in an emergency situation, as it is anticipated that a portion of these files may be 

active.

All other specifications remain the same.

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

bidsdenver@gpo.gov

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

for bid submission. Telephone or Fax 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,

DIANE L. ABEYTA

Contracting Officer

2810S de
Program 2810-S Page 1 of 23

Specifications by DE

Reviewed by DA

U.S. GOVERNMENT PUBLISHING OFFICE

Denver, CO

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Litigation and Non-Litigation Scanning and Copying

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

Various Agencies

Single Award

TERM OF CONTRACT: The term of this contract is for the period beginning May 1, 2021 and ending April 30, 

2022, plus up to four (4) optional 12-month extension period(s) that may be added in accordance with the “OPTION 

TO EXTEND THE TERM OF THE CONTRACT” clause in SECTION 1 of this contract.

BID OPENING: Offers shall be opened at 2:00 p.m., prevailing Denver, CO, time, on April 27, 2021.

BID SUBMISSION Due to the COVID-19 pandemic, the physical office will NOT be open, therefore this will 

NOT be a public bid opening. Based on this, bidders MUST submit email bids to bidsdenver@gpo.gov for this 

solicitation. No other method of bid submission will be accepted at this time.

The 2810-S bid opening date must be specified in the subject line of the emailed bid submission. Bids received after 

2:00 p.m., prevailing Denver, CO time, on April 27, 2021, on the bid opening date specified above will not be 

considered for award.

All bidders are cautioned to familiarize themselves with all provisions of these specifications before bidding. With 

particular attention to the following: Abstracts of contract prices are available at https://www.gpo.gov/how-to-workwith-us/vendors/contract-pricing.

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.

NOTE: These specifications have been revised EXTENSIVELY. Please read through the whole contract prior to 

bidding.

For information of a technical nature, contact Deb Eichfeld at (303) 225-6976; or email deichfeld@gpo.gov.
Page 2 of 23

Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

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.
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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 09-19)).

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-andstandards-files-for-vendors/contractterms2018.pdf

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

GPO IMPRINT REQUIREMENT: The GPO imprint requirement, GPO Contract Terms, Supplemental 

Specifications, No. 9, is waived.

SUBCONTRACTING: Subcontracting will not be permitted.

COPYING (including “Blowbacks”) QUALITY ASSURANCE LEVELS AND STANDARDS: The following 

levels and standards shall apply to these specifications:

Product Quality Levels:

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

(b) Finishing (item related) Attributes – Level IV.

Inspection Levels (from ANSI/ASQC Z1.4):

(a) Non-destructive Tests - General Inspection Level I.

(b) Destructive Tests - Special Inspection Level S-2.

(c) Exception -- Color copying must be of good quality, must not contain background tone, and must be equal 

to or better than the average product produced on a 600 dpi, or finer color copier.

Specified Standards: The specified standards for the attributes requiring them shall be:

Attribute Specified Standard

P-7. Type Quality and Uniformity Furnished Copy/Electronic Media

P-10 Process Color Match Furnished Copy/Electronic Media

DOCUMENT SCANNING

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

Four Star (400 ppi, 16 bit) for high resolution photos and images.

Optical Character Recognition (OCR) scanning a minimum of 98% accuracy rate

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.
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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 (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).

The contractor will be notified not later than 30 days before the contract expires if the Government makes the 

decision to not exercise the option for a subsequent period.

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting 

from this solicitation may be extended for such period of time as may be mutually agreeable to the GPO and the 

contractor.

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

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

from 120 days to one calendar year from the date the contractor receives final payment for the work performed. All 

other provisions remain the same.

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 May 1, 2021 to April 30, 2022, 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 January 31, 2021, 

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.
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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.

SECURITY REQUIREMENTS: During the performance of this contract, legal documents, including personally 

identifiable information (PII)) will be reproduced. Due to the sensitive nature of the documents furnished, all 

materials must be kept confidential. This material is not for public consumption and should be handled with extreme 

care.

The contractor shall not release or sell to any person any information or materials received from the Government 

under the contract; nor shall the contractor use the information or materials for any purpose other than that for which 

it was provided to the contractor under the terms of the contract.

The contractor shall not retain or distribute, in any form, any part of the materials furnished by the Government 

which are not consumed in the preparation of the work or which are generated as a result of this contract. Proper 

precautions shall be taken to ensure that all Government supplied materials are protected from damage. The 

Government furnished materials shall be returned in the same condition as originally furnished, unless otherwise 

specified.

NOTE: 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:

1. Personal identification number, such as passport number, driver’s license number, taxpayer identification

number, or financial account or credit card number;

2. Address information, such as street address or personal email address.

3. 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).
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Prior to beginning work on this contract, each contractor employee who will be performing on this contract 

(including the contractor’s drivers and any subcontractor employees) must sign an agency Non-Disclosure 

Statement. Any new employee added after award must also sign the Non-Disclosure Statement prior to 

performing on the contract.

The signed Statements must be forwarded to: U.S. Government Publishing Office, Denver Regional Office; Attn: 

Contracting Officer; 12345 W. Alameda Parkway, Lakewood, CO 80228.

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. Unless 

otherwise indicated herein, all erroneous/extra copies produced by the contractor are to be destroyed beyond 

recognition by means of abrasive destruction, burning, shredding, or other method that guarantees complete 

protection against access.

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

in the production of sensitive information will be completely destroyed, i.e., burning, pulping, shredding, 

macerating, or other suitable similar means. Electronic records must be destroyed in a manner that prevents 

reconstruction. Materials cannot be reassembled and used in an inappropriate manner in violation of law and 

regulations. 

If the contractor selects shredding as a means of disposal, it is preferred that a cross-cut shredder be used. If a strip 

shredder is used, the strips must not exceed one-quarter inch. 

The contractor must provide the method planned to dispose of the materials. At Government’s option, contractor 

may be required to return all waste materials to the ordering agency.

SECURITY CONTROL PLAN: The contractor shall maintain in operation, an effective security system where 

items by these specifications are reproduced and/or stored (awaiting distribution or disposal) to assure against theft 

and/or the product falling into unauthorized hands. 

Contractor is cautioned that no Government provided information/materials shall be used for non-government 

business. Specifically, no Government information shall be used for the benefit of a third party. 

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

The contractor shall present, in writing, to the Contract administrator via email within two (2) workdays of being 

notified to do so by the Contract administrator or his/her representative, detailed plans for the following activities. 

The workday after notification to submit will be the first day of the schedule. 

THESE PROPOSED PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT 

AND AWARD WILL NOT BE MADE PRIOR TO APPROVAL OF SAME. THE GOVERNMENT 

RESERVES THE RIGHT TO WAIVE ANY OR ALL OF THESE PLANS.

The Security Control Plans shall provide in detail, at a minimum: 

 How Government materials will be secured to prevent disclosure to a third party prior to and after

termination of contract.

 How accountable materials will be handled throughout all phases of production. 
Page 7 of 23

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 How the disposal of waste materials will be handled. 

 How applicable Government-mandated security/privacy/rules and regulations, as cited in this contract, shall 

be adhered to by the contractor.

 A list of secured carriers that will be used to pick up and/or deliver the final product. 

NOTE: If contractor does not use their own vehicle, then contractor must use a secure, traceable courier or trucking 

company for pickup and delivery of furnished materials and final product (as applicable).

A Chain of Command Custody Procedure must be provided by the contractor from the designated courier for 

Government approval within two (2) workdays of being notified to do so by the Contract administrator or 

representative.

The contractor and employees, and the courier and employees will be required to read and sign a “Confidentiality 

Agreement” supplied by the ordering agency with each print order as applicable.

Contractor will be required to acknowledge receipt of the ordering agency’s Attachment “Security of Department 

Information and Systems” via email.

LIABILITY OF GOVERNMENT OWNED PROPERTY: 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.

Option Years: For each option year that may be exercised, the contractor will be required to re-submit, in writing, 

the above plans detailing any changes and/or revisions that may have occurred. The contractor should be prepared 

to submit these plans to GPO within two (2) workdays of the option year being exercised.

If there are no changes/revisions, the contractor will be required to submit to the Contract administrator a statement 

confirming that the current plans are still in effect.

POST AWARD CONFERENCE: Unless waived by the Contract administrator, the total requirements of the job 

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

representatives via TEAMS, immediately after award. At the option of the Government, the post award conference 

may be waived.

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 May 1, 2021 through April 30, 2022, 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 contractor in conformance with the schedule.
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Program 2810-S (4/22)

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.

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

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

accordance with the Privacy Act of 1974, Public Law 93-579, December 31, 1974 (5 U.S.C. 552a) and applicable 

agency regulations. Violation of the Act may involve the imposition of criminal penalties as stated in 5 U.S.C. 552a 

(i)(1) CRIMINAL PENALTIES. It is incumbent upon the contractor to inform its officers and employees of the 

penalties for improper disclosure imposed by the Privacy Act of 1974, 5 U.S.C. 552a, specifically, 5 U.S.C. 552a 

(i)(1) CRIMINAL PENALTIES and m(1) GOVERNMENT CONTRACTORS.

PRIVACY ACT

(a) The contractor agrees:

(1) to comply with the Privacy Act of l974 and the rules and regulations issued pursuant to the Act in 

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

accomplish an agency function when the contract specifically identifies (i) the system or systems

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

of the following: (A) design, (B) development, or (C) operation;

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

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

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

individuals to accomplish an agency function; and
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Program 2810-S (4/22)

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

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

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

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

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

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

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

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

contractor is considered to be an employee of the agency.

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

(1) "Operation of a system of records" means performance of any of the activities associated with 

maintaining the system of records including the collection, use, and dissemination of records.

(2) "Record" means any item, collection or grouping of information about an individual that is 

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

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

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

photograph.

(3) "System of records" on individuals means a group of any records under the control of any agency 

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

symbol, or other identifying particular assigned to the individual.

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

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

of the U.S.

PAYMENT: The GPO Denver office will utilize the following procedure. Billing certification sheets for the work 

performed will be sent by the contractor to the ordering agency for examination and certification as to correctness

of the billing as applicable to the work performed.

The ordering agency is required to return the signed billing certification to the contractor within five (5) workdays

of receipt. In addition, after certification a copy of the approved billing certification sheet and the accompanying

2511 print order with all additional pages are to be submitted by the agency and the contractor to the GPO Denver

office, via email to: InfoDenver@gpo.gov. 

After examination and certification by the ordering agency, contractor must submit their invoice to GPO. 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/vendors/how-to-get-paid.
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NOTE: Exception to the Billing Certification Requirement: On all GPO Denver placed orders with print order series 

15000, 25000, 45000, 65000, 85000, 95000 the billing certification requirement is WAIVED.
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Program 2810-S (4/22)

SECTION 2. - SPECIFICATIONS

SCOPE: These specifications cover reproducing/scanning black and full color litigation and non-litigation 

documents; requiring such operations as disassembly, scanning/conversion, or copying/reproduction, 

indexing/bates numbering (electronic), metadata, reassembly, OCR conversion, binding, saving to suitable 

electronic storage devices, packing, and distribution.

TITLE: Litigation and Non-Litigation Scanning and Copying

NOTICE TO CONTRACTORS: There are documents reproduced on this contract that will be litigation 

documents of a sensitive nature and will require special safeguards. Release of the material to anyone not 

authorized by the ordering agency is prohibited. All copies must be accounted for and waste sheets destroyed beyond 

recognition or reconstruction as discussed in this contract.

Unless otherwise specified, all specifications apply to both litigation and non-litigation documents.

FREQUENCY OF ORDERS: Approximately 90 orders per year. 

NUMBER OF PAGES: Two hundred to 500,000 or more pages per order. Approximately 1⁄2 of all orders will be

for less than 15,000 pages. 

TRIM SIZES:

Scanned document sizes up to 11 x 17”. It is anticipated that 98% of total orders will be up to 11 x 17”.

Scanned Oversized documents: over 11 x 17” and up to 44 x 60”. It is anticipated that 2% of all orders will be 

oversized. 

QUANTITY FOR COPYING (BLOWBACKS): From 50 to 3,000 hard copies. It is anticipated that orders for 

copies will be for less than 1,000 copies. 

GOVERNMENT TO FURNISH:

Hard copy documents will be furnished including, but not limited to GBC bound; blueprints; bound books; 

envelopes; faxes; fold-ins; forms; half pages; maps; newspapers; oversized documents; photos; pin-fed and nonpin-fed computer forms; receipts; post-it notes and flags affixed; bound in folders; folded products; paper clipped; 

stapled.

Content may include: single-sided, double-sided, black only, grayscale, or color, carbon copies, embossed image, 

hand-written, laser print, line-work, photocopies, text, and/or typewritten. Documents may be fragile; have frayed 

edges; yellowed, or of poor quality.

Old and out of print books will require individual special handling to insure the integrity of the binding and text 

pages for scanning purposes. Rebound of books may require rebinding but in most cases it will only be necessary 

that the contents be kept in order and rubber band together for return to agency.

A wide variety of documents could include, but is not limited to, old and/or brittle originals that must be handled 

with care; carbon copy; carbonless copy; colored paper; tracing paper; onion skin; and thermal paper. 

Banker-type boxes containing loose files to be scanned. Each box will consist of approximately 2,500 files. Each 

file is made up of approximately 1 or 2 leaves.
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Program 2810-S (4/22)

Agency email, agency secure FTP (SFTP) site, USB drives, and/or disc drives may be furnished for outputting or 

reproduction. Electronic files, saved as TIFF, JPG and/or PDF may be provided. 

Identification markings such as register marks, ring folios, rubber stamped jacket numbers, commercial 

identification marks of any kind, etc., carried on hard copy or electronic copy, must not print on finished product.

Due to the nature of scanning there may be services and products that this contract does not cover. In the event that 

the agency places an order that requires services or products not covered under this contract, it will be the 

responsibility of the contractor to contact the Contract administrator, with the cost on those items not covered to 

establish approval and cost prior to proceeding. Invoicing for products or services not covered under the terms of 

the contract prior to establishing cost may result in denial of payment on those items. Under no circumstance will 

the contractor stop work due to payment issues.

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.

The contractor will host a website with SFTP service using either Secure Sockets Layer (SSL) or Transfer Layer 

Security (TLS) encryption. The servers must be redundant and located in a secure locked, climate controlled, fireresistant facility. This website must allow the agency to post and retrieve Government Furnished Materials and print 

from the site when required. Appropriate log-on instructions and protocol must be provided at time of award. The 

contractor must provide necessary security for the SFTP, which at a minimum, must have a unique user ID and 

password. 

Contractor shall save final files to thumb drives, external hard drives, or upload via contractor or agency’s SFTP 

site.

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 scanned/converted. 

This is a “pull request”. File folders may be identified by identification number, project name, associated shipment 

and box number, or file title.

WARNING: All electronic media furnished by the Government, or and duplicates made by the contractor or his 

representatives, must be kept accountable and under reasonable security to prevent their unauthorized release. 

Storage devices are not to be duplicated in whole or part for any other purpose than to create material to be used in 

the performance of the contract. All duplicate material must be degaussed or securely overwritten and any printouts 

and non-erasable media shall be destroyed by the contractor.

LIABILITY OF GOVERNMENT OWNED PROPERTY: 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.

SCANNING AND CONVERSION: Contractor shall scan all documents as furnished (i.e., black only documents 

in black only (bitmap); grayscale only documents in grayscale; color documents in color), unless print order 

indicates otherwise. Furnished documents to be scanned may include anything from text and line matter to images/

photos.

All documents must be scanned at 100-percent scale. Scanned documents shall be scanned to a resolution high 

enough to achieve good readable and printable files. 

Contractor to return scanned/converted documents as indicated on print order including single or multipage PDFs, 

single page TIFs, Microsoft Word, Microsoft Excel spreadsheets, PowerPoint presentations, or single page JPGs.
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Program 2810-S (4/22)

All documents will be scanned at Three Star (300 ppi, 8 or 16 bit), unless high resolution is requested, which will 

be scanned at Four Star (400 ppi, 16 bit). 

All blank scanned pages will be removed prior to saving file(s), unless indicated on the print order. 

Material smaller than 8-1/2 x 11” may be furnished. Anything smaller than 8-1/2 x 11” will at least require medium 

intervention.

Furnished originals may include documents with Post-It notes or Flags affixed. The contractor is to make two copies 

of such documents: One copy of the original document with the Post-It notes or Flags affixed; and one copy of the 

original without the Post-It notes affixed. Any removed Post-It notes or Flags on documents prior to scanning must 

be replaced in their original positions when scanning is complete.

SCANNING IMAGING PERFORMANCE AND MONITORING: Scanner performance and consistency 

during production shall be evaluated daily prior to scanning by the contractor with the DICE Device Level Target 

(available as the Golden Thread target from Image Science Associates). Contractor is responsible for obtaining 

targets and evaluation software. 

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

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

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

operations must be accomplished within the original production schedule indicated on the print order. 

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

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

scanner(s) (e.g., maintenance, calibration, and/or repair), the contractor shall capture digital images of the targets 

prior to scanning and provide them to ordering agency. In the event of an issue identified by the ordering agency, 

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

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.

Litigation and Non-Litigation copying documents will consist of a variety of binding styles including stapled sets, 

paper/binder clipped sets, binders, manila folders, folders, plastic sleeves, spiral bound, affixed notes, etc. There 

may be items that do not require duplication, but these items do have to be maintained with the applicable 

documents, or as otherwise indicated on the print order.

Hard copy documents may be furnished loose, bound, stapled, clipped, rubber-banded, spiral bound books, binders 

or folders, affixed notes, etc. Contractor must disassemble the furnished documents before scanning.

NOTE: On a rare occasion, contractor may be required to reproduce a bound book or publication that MUST NOT 

be disassembled or have the binding destroyed in any way.

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

determines that any document is unsuitable, contractor to contact the point of contact per print order for further 

guidance.

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

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

document is not obliterated or that the authenticity of the document becomes questionable.
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Program 2810-S (4/22)

The contractor is required to re-stitch or rubber band furnished material in the same order or manner as received, 

unless otherwise specified by the ordering agency.

All material furnished to the contractor must be kept in its original condition. These materials must be returned as 

they were furnished to the contractor in regard to condition, order, fastening, affixed notes, folders, etc., unless 

otherwise specified. 

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

specified below:

No Intervention: Approximately 5% of the total furnished source materials that shall be ready to be inserted into 

the automated document scanner requiring no deconstruction. (For example, loose-leaf documents that are all one 

size.)

Light Intervention: Approximately 10% of the total furnished source materials that shall require slight 

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

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

Medium Intervention: Approximately 3% of the total furnished source materials that shall require moderate 

deconstruction before being inserted into the automatic document scanner and consist of light intervention. (For 

example, documents of various standard sizes; may include folder tabs and/or tab dividers; sticky notes to be 

removed and replaced.)

Heavy Intervention: Approximately 75% of the total furnished source materials that shall require difficult 

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

intervention. (For example, documents of various standard sizes; may include those that are folded, torn, or stuck 

together, or documents/books that require deconstruction prior to scanning.)

Glass Work: Approximately 7% of the total furnished source materials that consist of originals that can only be 

scanned manually on the scanner clean and may include, but are not limited to, receipts, half-pages, envelopes, 

onion skin or thermal facsimile paper, odd-sized originals, checks, permanently bound books, two-sided spiral 

bound publications, computer forms that cannot automatically feed, and extremely poor quality originals that 

require extensive handling and analysis on a page-by-page basis.

SCANNING AND CONVERSION: Contractor shall scan all documents as furnished (i.e., black only documents 

in black only (bitmap), grayscale only documents in grayscale; color documents in color). For color documents the 

color mode maybe RGB or CMYK.

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

Most documents will be scanned at Three Star (300 ppi, 8 or 16 bit), except for high resolution photos and images

which may be scanned at Four Star (400 ppi, 16 bit). High resolution scanning will be at the discretion of the agency.

DOCUMENT CLEAN-UP: Contractor will be responsible for the following image clean-up requirements: 

Contractor to: straighten image(s) that are furnished skewed; crop image(s) to remove blank margins; despeckle 

image(s); remove any ghost images; redact data as specified at no additional charge to the agency:

Saved files are to be optimized for Web viewing, read-only, high-resolution printing, low-resolution printing.

If requested by the ordering agency, contractor to compress files.
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

OPTICAL CHARACTER RECOGNITION (OCR) CONVERSION: The scanned items must be OCR / searchable compliant. The OCR target format is PDF Image Only, PDF Image + text, PDF Normal, MS Word, etc.

Once an OCR file is created, the contractor will be required to use a software application that identifies unrecognized 

character strings; and/or a standard spelling checker; and/or visual comparison against the original(s). Contractor 

must also embed all fonts. The resulting OCR output must have an accuracy rate of 98% and will be burned to a

thumb drive or external hard drive. 

Scanned/converted documents and images are to be text-searchable.

It is understood that handwritten items or older, faded text will not be able to reach these standards. OCR is not 

expected where there is handwriting. Extra care is required where there is handwriting for legibility.

Oversized documents such as architectural/engineering, technical, BIM, utility drawings, etc. may require raster to 

vector conversion software. Final conversions to be read by AutoCAD, such as Scan2CAD or similar. These 

architectural drawings will be imaged in PDF vector format with all text converted using OCR for incorporation 

into AutoCAD. Not all oversize drawings will require AutoCAD conversion. Drawings requiring conversion will 

be indicated by the agency.

PROVISION OF ADOBE ACROBAT PDF FILES: When ordered, the contractor will be required to create 

Adobe Acrobat files. The delivered PDF content shall be generated using the most recent version of Adobe Acrobat 

software. The delivered files shall be of such a size and resolution to produce optimum printing results for output 

on consumer quality desktop printing equipment. 

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

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

centered so that the display does not jump off-center when progressing from left-hand to right-hand pages.

• For books, files shall automatically open the cover page at the “Fit Width” view with the Bookmarks 

showing. 

• Documents are not to be password protected.

• Rotate all images to their original positioning.

(“BATES”) SERIAL NUMBERING: When ordered, the contractor will be required to number documents prior 

to scanning using an electronic Bates numbering system, number stickers, or through electronic means. No missing 

number or number skips are allowed, unless otherwise specified.

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

Contractor's numbering system shall be able to accommodate alphanumeric characters, including embedded blank 

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

Placement of numbers will be provided by the ordering agency and will be consistent for a given document 

population. 

FILE NAMING/CODING: Contractor to use the file naming convention for single-page PDF or multiple-page 

PDFs as indicated per print order. In most cases, simple file naming will require up to 30 characters.

The contractor will be required to name scanned documents using a naming convention furnished by the ordering 

agency that will include, but may not be limited to, date and title name if applicable. 

If not provided, the electronic collection file structure should closely mirror the physical collection. 
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

METADATA: Contractor to identify metadata as specified by the ordering agency. Metadata is to be stored with 

the fields required as identified by the ordering agency.

INDEXING: When ordered, contractor to provide a searchable Microsoft Excel spreadsheet containing active 

hyperlinks to all files. These links will be based on the metadata or file naming or per the print order.

DOCUMENT VERIFICATION: In lieu of proofs the following will be required on all orders. Copying and 

scanning will require second-pass verification, and is defined as a visual comparison to verify that 100% of the 

pages/documents were captured in copying/scanning. Any external devices will require the contractor check the 

device to ensure proper file naming, file structure, and placement. 

COPYING (including Blowbacks): Reproduce face only or face and back in black-only or 4-color process ink on 

white stock as indicated on the print order. Copying will be exclusive to 8-1/2 x 11” size only.

If requested by the agency the contractor to furnish blowback copies of the saved files. Copies are to be output as 

indicated on the print order in black only or color.

The contractor shall print reproduced and digitized content with a minimum of 600 DPI. Clear sharp reproduction 

is required in satisfaction of Quality Level 4 printing attributes. Both color and black copying equipment must be 

capable of duplex copying while maintaining no visible distortion of the government furnished original(s) when 

compared to the printed product. The color pages will normally be scattered throughout.

CONSULTATION: It is anticipated that prior to placing a print order or during the course of production of an order, 

any of the agencies may consult with the contractor over the telephone or face-to-face at the agency’s location 

regarding technical matters under the specifications involving electronic media. A majority of consultations will be 

limited to short telephone, video, and/or person-to-person inquiries of a technical nature which will NOT require 

access to the contractor's electronic prepress system (EPS). This level of consultation, which may occur frequently, 

shall be at no cost to the Government.

SYSTEM TIMEWORK: Contractor is cautioned that this is a labor-intensive contract requiring close work with 

agencies. This applies to any additional script writing or programing as shown below:

• Processing raw electronic data converted to a useable format for review and analysis.

• Removing duplicate or irrelevant documents

• Filtering and sorting documents 

• SQL database script writing

Timework will be rounded up to closest one-hour increments. Prior to work, the contractor will be required to 

inform the agency and the contract administrator of the approximate time required.

NOTE: For system timework as listed above, a system timework charge will be permitted. "System timework" must 

be supported by a statement outlining in detail the operation for which payment is claimed. System timework for up 

to three (3) hours for author's alterations (AA's) may be signed off by the agency on the billing certification. System 

timework which exceeds three (3) hours or for other than AA's will only be allowed under exceptional circumstances 

and must be specifically authorized by the Contracting Officer prior to doing the additional work, using a subsequent 

contract modification(s). In case of dispute, the Contracting Officer reserves the right to the final determination as to 

the operation and/or number of hours chargeable under III(c).
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

STOCK/PAPER: The specifications of all paper furnished must be in accordance with those listed herein or listed 

for the corresponding JCP Code numbers in the “Government Paper Specification Standards No. 13” dated 

September 2019.

All text paper used in each copy must be of a uniform shade. 

Stock provided by the contractor will be from the following list:

• White Uncoated Text, Basis Size 25 X 38", 60 lbs. and 70 lbs., JCP Code A60,

or at contractor's option -

• White Plain Copier, Xerographic , Archival Quality, basis weight: 20 lbs. per 500 sheets, 17 x 22", equal to JCP 

Code O-60.

MARGINS: For Copying/Blowbacks only. Margins as indicated on the print order or scanned media. 

BINDING: The binding requirements will be primarily utilized for the rebinding or restoration of furnished 

documents after scanning is complete. Furnished originals and reproductions must be reassembled and bound in the 

same sequence and manner as they were originally received, unless otherwise specified.

• When ordered, drill two or three 1/4" or 3/8" diameter holes as requested on the print order. 

MEDIA STORAGE: As ordered, the contractor shall save final files to one of the following:

• External Hard Drive: When ordered, store data on a secure portable hard drive capable of keeping sensitive data 

secure and encrypted. Must have USB port powered with on-board keypad or biometric authentication. The 

capacity of hard drives must be sufficient to hold one or more orders as decided by the agency. External hard 

drives must be able to hold 500GB of data. The hard drives shall be in conformance with standards set by the 

ISO.

• USB Thumb Drive media at a size of 16GB, 32GB, 64GB, or 128GB.

PACKAGING: Pack in shipping containers that are protected from tampering. Each shipping container must not 

exceed 45 pounds when fully packed. 

After scanning, the contractor is required to reassemble furnished documents in the same order or manner as 

received unless noted otherwise by the ordering agency on the print order.

All packages containing electronic media need to be clearly labeled as electronic media to protect from scanning 

devices that can result in media being erased/damaged.

When saving to an external hard drive, the title prints on top of drive in black ink. A label can be affixed on the 

external hard drive in black ink. All external hard drives will have at least the following information typeset on the 

labels: Program and Print order numbers, Date materials received; or as specified on the print order.

LABELING AND MARKING: 

Each package must be clearly labeled with the GPO jacket, purchase order and print order numbers, and the 

number or title of the product.

Contractor to download the GPO Form 905, R. 7-15 “Labeling and Marking Specifications” form, located at

https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-vendors/gpo905.pdf, fill in appropriate 

blanks, and attach to shipping containers.
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

STAGING PREPARATION AREA: This section primarily applies to archival/record scanning. It is not 

anticipated that litigation scanning will have these requirements.

Staging area for hard copy must be adequate to store a minimum of 8,000 banker boxes (1.2 ft.3 each) in an orderly 

fashion that would allow access to specific files or in the event the ordering agency requires access to these files in 

an emergency situation, as it is anticipated that a portion of these files may be active. 

The staging area must be onsite (the contractor's production facility), climate controlled, have adequate security 

(camera coverage and restricted entry utilizing keypad or biometric scanning), a fire suppression system and 

adequate protection from flooding.

STORAGE: It is anticipated due to the nature of archival/record scanning that the contractor may be required to 

continue to store these documents for a period of no more than three months after completion of the scanning project

until the time they can be delivered or destroyed in whole or in part.

DESTRUCTION/SHREDDING OF GOVERNMENT FURNISHED MATERIAL (GFM): On occasion, the 

contractor may be required to shred or otherwise destroy original material. When required the contractor may 

subcontract this operation utilizing a firm specializing in secure document disposal that is mutually agreeable to the 

Government and the contractor. The contractor must provide the ordering agency, and the GPO contract 

administrator with a memo stating the process and give the quantity of the disposal documents both in page count 

and pre-disposal cubic feet.

DISTRIBUTION: Mail/Ship f.o.b. contractor's city will be requested to all locations within the United States 

including Alaska and Hawaii. All shipping charges must be included per order with billing certification for agency 

approval along with proof of delivery. 

Based on past performance, 40% of the contract is for the Denver, Colorado metropolitan area, 35% for Yuma, 

Arizona, 15% for Santa Fe, New Mexico, and the remaining 10% includes areas such as Fort Collins, Colorado, 

Cheyenne, WY, Phoenix, AZ, Amarillo, TX, Fort Harrison, MT, Boise, ID, Norman, OK, and Salt Lake City, UT. 

The contractors shall mail/ship by whichever method is most economical and reasonable to the Government to

insure prompt delivery. Shipments must be made direct to the destination stated in the print order and must be 

delivered to that point on or before the delivery date on the order.

The contractor must furnish their own receipts for delivery. These receipts must include the GPO jacket, program, 

and print order numbers; total quantity delivered, number of cartons, and so on; date delivery made; and signature 

of the Government agent accepting delivery.

Upon completion of each order, contractor must notify the ordering agency (on the same day the order delivers) via 

email to the address indicated on the print order. The subject line of the email shall be “Distribution Notice for 

Program 2810-S, Print Order XXXXX, Jacket Number XXX-XXX.” The notice must provide all applicable 

tracking numbers, delivery methods, and title of product. Contractor must be able to provide copies of all delivery 

receipts upon agency request.

All expenses incidental to picking up and retuning materials (as applicable), and the furnishing of any sample 

materials must be borne by the contractor.

SHIPPING: All orders will be “inside delivery with signature required.

The contractor must arrange with agency prior to pick up or delivery. The furnished material must be picked up 

from and delivered to the address on the print order. 
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

For litigation orders, contractor must use a secure, traceable courier or trucking company for pickup and delivery 

of furnished materials and final product.

“Chain of Custody” is of particular importance regarding the services ordered on this contract. Contractor will be 

required to pick up and deliver GFM utilizing a secure method observing normal procedures insuring "chain of 

custody" by utilizing their own cleared personnel and vehicles for pickup and delivery or a bonded courier. Other 

means or carrier which are mutually agreeable with the Government and the contractor may be utilized. No 

intermediate storage or transfers of the GFM will be allowed without the express permission of the Government. 

This applies regardless of whether the pickup and return of furnished materials.

The Government, upon scheduling with the contractor, may deliver and pick up the materials to and from the 

contractor’s facility, at the Government’s expense, utilizing whatever means the government deems appropriate. 

When this occurs, no charges will be allowed for pickup and/or return of government furnished materials.

The ordering agency may provide their shipping account number, shipment type, with preferred carrier per print 

order.

SCHEDULE: Adherence to this schedule must be maintained. The contractor must not start production of any 

job prior to receipt of the individual print order document.

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

material; the workday after notification will be the first workday of the schedule.

Litigation Scanning/Copying: Approximately 5% of the orders placed will require complete production and 

distribution within 48 hours. 

Non-Litigation Scanning/Copying: No definite schedule for pickup of material/placement of orders can be 

predetermined. 

Due to the variables surrounding these orders it is not possible to establish fixed schedules. Schedules will be 

established by mutual agreement between the contractor and the Government. In the event an agreement cannot be 

reached between the contractor and the agency the contract administrator and contracting officer will intervene and 

establish a schedule.

For compliance reporting purposes, the contractor must notify the U.S. Government Publishing Office of the date 

of delivery. Upon completion of each order, contractor must contact the GPO Denver Regional Office at 

infodenver@gpo.gov.
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

SECTION 3 - DETERMINATION OF AWARD

The Government will determine the lowest bid by applying the prices bid in the "SCHEDULE OF PRICES" to 

the following units of production which are the estimated requirements to produce one year's 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 under this contract.

(1) (2) (3) (4) (5)

I. (a) 178,880 357,760 107,328 2,683,198 250,432

(b) 1,748

(c) 4,754

(d) 1,000

II.

(a) 16,354

(b) 841

III.

(a) 14,922

(b) 41,152

(c) 114

IV. (a) 21

(b) 41

(c) 2

(d) 2

(e) 2
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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

SECTION 4. - SCHEDULE OF PRICES

Offers are f.o.b. contractor’s city.

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

these specifications.

Offers for each item listed in its respective format group, as defined in “Section 2 – Specifications,” must include 

the cost of all required materials and operations in accordance with these specifications.

Contractor 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 offers 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.

Bids submitted with “NB” (No Bid), “NA” (Not Applicable), or blank spaces for an item may be declared nonresponsive.

The Contracting Officer reserves the right to reject any bids 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 bid 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.

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

PRICES.”

I. SCANNING, PACKING, AND DISTRIBUTION: Prices bid shall include the cost of all required 

materials and operations necessary, to include pick up of government furnished material, the complete 

scanning, the complete application of optical character recognition (OCR) applied to the files, indexing, 

file naming and metadata, packing, and distribution of the furnished material listed in accordance with 

thesespecifications.

The prices offered shall be all-inclusive for scanning documents, creating searchable PDF files, as ordered.

(a) Scanning up to and including 11 x 17” (black, grayscale, and color) documents.

(1) No intervention, per scan $_________

(2) Light intervention, per scan $_________

(3) Medium intervention, per scan $_________

(4) Heavy intervention, per scan $_________

(5) Glass work intervention, per scan $_________

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Litigation and Non-Litigation Scanning and Copying

Program 2810-S (4/22)

(b) Scanning over 11 x 17” up to and including 44 x 60” documents (Black only),

per scan $_________

(c) Scanning over 11 x 17” up to and including 44 x 60” documents (Color), per scan $_________

(d) Scanning high resolution color photos/images at 400 ppi, 16 bit, per scanned page $_________

II. COPYING OR BLOWBACKS COMPLETE PRODUCT (except Items I, III, and IV): Prices bid shall 

include the cost of all required materials and operations except those covered in Items III, and IV necessary for 

the complete production and distribution of the product listed in accordance with these specifications. 

(a) Copy or Blowbacks, 8-1/2 x 11”, in black ink, per side $_________

(b) Copy or Blowbacks, 8-1/2 x 11”, in 4-color process, per side $_________

III. ADDITIONAL OPERATIONS:

(a) Drilling (each run), per 100 leaves $_________

(b) Electronic Bates Numbering, per 100 numbers $_________

(c) *Timework, per hour $_________

*NOTE: For system timework, a timework charge will be permitted. "Timework" must be supported by a statement 

outlining in detail the operation for which payment is claimed. Timework for up to 3 hours for author's alterations 

(aa's) may be signed off by the ordering agency on the billing certification. Timework which exceeds three hours 

or for other than aa's will only be allowed under exceptional circumstances. It must be specifically authorized by 

the Contracting Officer using a subsequent contract modification. In case of dispute, the Contracting Officer 

reserves the right to final determination as to the operation and/or number of hours chargeable.

IV. EXTERNAL STORAGE DEVICES: Prices offered shall include the cost of all required materials, 

operations, and labeling necessary for the production external storage.

(a) USB Drive, 16 Gigabytes, per each $_________

(b) USB Drive, 32 Gigabytes, per each $_________

(c) USB Drive, 64 Gigabytes, per each $_________

(d) USB Drive, 128 Gigabytes, per each $_________

(e) Secure External Storage Device, per each $_________

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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 offeror has 

selected the city and state shown below in the address block, and the bid or offer 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): Offeror 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 offeror) 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 offeror, by signing and 

submitting a bid, agrees with and accepts responsibility for all certifications and representations as required by the 

solicitation and GPO Contract Terms - Publication 310.2. When responding by fax or mail, fill out and return one 

copy of all pages in “SECTION 4. – SCHEDULE OF PRICES,” including initialing/signing where indicated.

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

Offeror _____________________________________________________________________________________

(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)

COMPLETE AND SUBMIT THIS PAGE WITH YOUR BID

THIS SECTION FOR GPO USE ONLY

Certified by: __________ Date: ________ Contracting Officer: ___________ Date: ___________

 (Initials) (Initials)