SOLICITATION NOTICE
74 -- Digital Imaging Scanner - Solicitation
- Notice Date
- 4/8/2011
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 323119
— Other Commercial Printing
- Contracting Office
- Library of Congress, Contracts Services, Contracts Section, 101 Independence Ave SE, LA-325, Washington, District of Columbia, 20540-9411
- ZIP Code
- 20540-9411
- Solicitation Number
- LCLSC11R0028
- Archive Date
- 5/10/2011
- Point of Contact
- Kadian Ferguson, Phone: 202-707-0467
- E-Mail Address
-
kfer@loc.gov
(kfer@loc.gov)
- Small Business Set-Aside
- N/A
- Description
- Solicitation Document Description: This a combined synopsis/solicitation for commercial items in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. B.1 General B.1.1 The Contractor shall perform the services described in Section C., Statement of Work (SOW) at the Library of Congress in accordance with the requirements of this Solicitation. B.2 Pricing. B.2.1 Offerors must quote prices for all items required in order to be considered for award. Partial pricing by an Offeror shall render the quote non-responsive to the Library's requirements and the proposal shall not be considered for award. B.2.2 Unit prices quoted shall be inclusive of all the Offeror's direct costs (e.g., labor, maintenance, handling and transportation costs ), other direct costs (ODC's), indirect costs, and profit. Offerors must include all costs associated with providing the services described in and required by the Solicitation/Contract. B.2.3 The Library shall not be responsible for compensating Offerors for any costs tied to Solicitation/Contract requirements but not factored into the proposed prices, either by the Offeror's intention or by mistake. B.3 Prices/Costs The Offerors shall furnish pricing information for the required items. The Offerors shall complete the Pricing Schedule or submit under separate cover pricing information for each line item listed. C.1 Background The Library has occupied a new facility for the conservation of audiovisual materials located in Culpeper, VA. The new facility is state of the art and houses activities that the Library's Motion Picture, Broadcasting and Recorded Sound Division (MBRS) has not been able to perform on this scale, if at all, before now. Included within the new facility is a new film preservation laboratory. In 2005, work began to prototype a digital film program within the film preservation laboratory, then located on Wright-Patterson AFB near Dayton, Ohio. The focus of that program was the MBRS Division's Paper Print Collection. The program proved in concept the use of digital imaging systems (scanner) to preserve and make accessible paper prints and paved the way for a more ambitious digital film program within the preservation laboratory. This next phase of the digital film program will involve production level preservation of the Paper Print Collection, both the long rolls as well as the Fragments portion of the collection. Additionally there is a need to be able to digitize extremely distressed nitrate-based and safety films (those that can no longer be transported through standard or specialized film printing machines utilizing the base of the films or the sprocket holes due to deterioration, damage or brittleness). The ability to digitize lobby cards, small posters, still photographs, and other related motion picture production ephemera deemed to be curatorially important is also required. C.2 Project Scope Acquire a digital imaging system (scanner) that can safely digitize (including automatic transport, if necessary) paper print rolls, fragments, archival films in varying condition (may be missing sprocket holes, have linear shrinkage exceeding 2%, have severe curl or warping, brittleness, etc.) and successfully preserve the films at 8K (8000 x 6000 pixels) 16-bit or higher resolution. The system also needs to be able to digitize lobby cards, small posters, still photographs and other related motion picture production ephemera (black & white as well as full color imaging) at resolutions up to 16000 x 12000 pixels, 48-bit images. C.3 Requirements and Deliverables The following technical specifications are mandatory : a. The scanner must be newly manufactured. Rebuilt, refurbished, or previously used equipment is not acceptable. b. The scanner must come with a minimum of a 1 year warranty that includes the following: 1. All repair expenses including but not limited to parts, labor, and travel. 2. A minimum of two (2) on site service calls for the purpose of preventative maintenance, calibration adjustments, etc. during the 1 year warranty period, to be scheduled at mutually agreed upon dates and times. 3. Unlimited technical assistance by internet and/or telephone. c. The scanner must be able to scan paper print rolls (with or without perforations), paper print fragments, still photographs, distressed motion pictures (with or without perforations) in various gauges and aspect ratios. d. The scanner must have a minimum resolution of 16K (16000 x 12000 pixels, active picture area). e. The scanner must by able to scan items that require reflected light (such as paper prints or lobby cards) up to 24" x 24" in size. f. The scanner must by able to scan items that require transmitted light (such as motion picture films or transparencies) that have an individual frame size up to 11" x 14" in size. g. All operational hardware (computers, etc.), controls, software, capture, and storage devices required to operate the scanner, save the scanned images, and transfer them to another computer, storage array or local SAN for further processing or storage MUST be included. h. The scanner must contain a minimum of 50 Terabyte's of local storage, RAID 5. i. The scanner must be capable of interfacing on a network at a rate of 1 gigabit or higher data transfer speed. Higher data rate interfaces (e.g. fibre channel, or Infiband) are preferred j. The scanner must come with a recommended spare parts kit, to cover parts that are likely to wear out or need to be replaced during the first TWO (2) years of operation, based upon running an average of 2000 hours per year. k. In addition to the normal crating, shipping, and delivery costs, the proposal should also include the costs of labor to remove the scanner from the delivery vehicle, moving it from the loading dock, and placing it in the location specified by the Library of Congress, within the Culpeper campus. The following technical specifications are optional, and if they involve additional cost, they should be quoted separately: l. Additional warranty, service agreements, minimum 1 year in duration, with pricing for additional 1 year increments up to 5 years in duration. C.4 Place of delivery and installation Library of Congress Packard Campus, 19053 Mt. Pony Road, Culpeper, Va.. 22701, Room 3220. C.5 Period of Performance The scanner must be assembled, delivered, installed, tested, and accepted within 26 weeks of placement of order. Contractor will provide a status update report (via email) a minimum of every two weeks from award of contract through completion. D.1 Payment of Postage Fees. All postage and fees related to submission of information, including forms, and reports, etc., to the Contracting Officer or Contracting Officer's Technical Representative (COTR) or other persons desig- nated to receive, shall be paid by the Contractor. D.2 Markings. All information submitted to the CO or the COTR or other Library personnel designated to receive deliverables shall clearly indicate the following information: a. Agency/Requiring LOC Service Unit and MAIL STOP/Room Number b. Description of information/data being submitted c. Contract Number d. Contractor Name and Address E.1 Inspection of Supplies/Services Commercial items or services under this contract shall be inspected and accepted in accordance with LOC 52.212-4 Contract Terms and Conditions - Commercial Items, As Modified by the Library of Congress (FEB 2008) F.1 52.252-01 Clauses Incorporated by Reference This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: https://www.acquisition.gov/Far/ FAR Clause Number Title Date 52.242-15 Stop Work Order AUG 1989 52.242-17 Government Delay of Work APR 1984 52.247-34 F.O.B. Destination NOV 1991 G.1 Contract Administration (a) The resulting contract will be administered by: Kadian Ferguson Contracting Officer The Library of Congress Office of Contracts and Grants Management. 101 Independence Ave. SE Washington, DC 20540-9411. Phone: (202) 707-0467; Fax: (202) 707 8611; Email: kfer@loc.gov (b) Contracting Officer Technical Representative (COTR) The designated COTR for this contract is: Ken Weissman Library of Congress 19053 Mount Pony Road Culpeper, VA 22701-7551 Phone: (202) 707-0572; Email: kwei@loc.gov (c) Copies of all correspondence concerning contract shall be provided to the Contracting Officer at the above address and shall make reference to the contract number. G.2 Contracting Officer's Authority G.2.1 Contracting Officer: The Contracting Officer (CO) is the only person authorized to issue amendments and modifications to the solicitation/contract, approve changes in any of the requirements under the solicitation/contract, or obligate funds. Notwithstanding any clause/provision contained elsewhere in this contract, the authority to modify the contract remains solely with the CO. If the Contractor makes any contract changes at the direction of any person other than the CO, the change will be considered to have been made without authority and no adjustment will be made in the contract price to cover any increases in charges that may result. The CO has the authority to perform any and all post-award functions in administering and enforcing the contract in accordance with its terms and conditions. G.2.2 The Contractor shall submit any requests for modification of this contract to the CO with a copy of the request to the appointed COTR. G.2.3 Contracting problems of any nature that may arise during the life of the contract must be handled in conformance with very specific public laws and regulations, including, but not limited to, the Federal Acquisition Regulation provisions in this contract. Only the CO is authorized to formally resolve such problems. Therefore, the COTR and the Contractor shall bring unresolved contractual problems to the immediate attention of the CO Officer. G.3 Contracting Officer's Technical Representative G.3.1 The COTR will be responsible for the technical administration of this contract. The responsibilities of the COTR include but are not limited to: (a) Developing the technical requirements. (b) Evaluating Contractor submitted reports for technical sufficiency. (c) Providing the technical direction during the performance of this contract. Technical direction includes: (i) Direction to the Contractor to assist him/her in accomplishing the PWS or SOW; (ii) Comments on and approval of reports or other deliverables. (d) Monitoring the Contractor's performance under the contract. (e) Inspecting and accepting all deliverables. (f) Conducting periodic reviews to ensure compliance with the contract terms and conditions. (g) Advising the CO of any factors that may cause delay in performance of the work. G.3.2 Technical direction must be within the scope of the contract's Statement of Work or PWS. The COTR does not have the authority to issue technical direction which: (a) Institutes additional work outside the scope of the contract; (b) Constitutes a change; (c) Causes an increase or decrease in the estimated cost of the contract. (d) Alters the period of performance. (e) Changes any of the other express terms or conditions of the contract. G.3.3 Technical direction will be issued in writing by the COTR or confirmed by him/her in writing within five (5) calendar days after verbal issuance. G.3.4 The COTR shall provide no supervisory or technical instructional direction to the Contractor's personnel. G.4 Invoice and Payment Provisions All invoices shall be prepared in accordance with LOC 52.232-25, Prompt Payment - As Modified by the Library (Nov 2007). G.5 Taxpayer Identification Number The Contractor shall include his or her Social Security Number (for individuals) or Employer Identification Number (for other entities) on each invoice submitted for payment under this contract. This information is required in order for the Library to comply with the requirement to file Internal Revenue Service Information returns pursuant to the Internal Revenue Code. (Note: This information should be entered in the address block on the invoice). G.6 Method of Payment Payments under this contract will be made by the Library by electronic funds transfer through the Automated Clearing House (ACH). After award, but no later than 14 days before an invoice is submitted, the Contractor(s) shall designate a financial institution for receipt of electronic funds transfer payments in accordance with the requirements of the FAR clause 52.232-28, "Electronic Funds Transfer Payment Methods "(See Section I). Contractor's failure to properly designate a financial institution or to provide appropriate payee bank account information may delay payments of amounts otherwise properly due. The date of payment by electronic funds transfer shall be considered to be the date that payment is made. G.7 Payment of Invoices The payment due date shall be considered to be that later of the following two events: (a) the 30 th day from receipt of a proper invoice or (b) the 30 th day after delivery and installation. Special Contract Requirements 7 Special Contract Requirements H.1 Interpretation of Contract Requirements No interpretation of any provisions of this contract, including applicable specifications, shall be binding on the Library unless furnished or agreed to in writing by the CO. H.2 Contractor Commitments, Warranties, Representations. Any written commitment by the Contractor within the scope of this contract shall be binding upon the Contractor. Failure of the Contractor to fulfill any such commitment shall be cause for the Library to render the Contractor liable under the default provisions for damages due to the Library, under the terms of this contract. For the purpose of this contract, a written commitment by the Contractor is limited to the proposal submitted by the Contractor, and to specific written amendments to its proposal. Written commitment by the Contractor are further defined as including (1) any warranty or representation made by the Contractor in a proposal as to performance, (2) any warranty or representation made by the Contractor described in (1) above, made in any literature descriptions, drawings, or specifications accompanying or referred to in a proposal. H.3 Use of Library of Congress Name or Contractual Relationship in Advertising. The Contractor agrees not to refer to awards or contracts with the Library in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the Library or is superior to other products or services. The Contractor also agrees not to distribute or release any information which states or implies that the Library endorses, uses, or distributes the Contractor's products or services. H.4 News Releases No news releases pertaining to this contract will be made without agency approval, as appropriate, and then only upon written approval received from the Contracting Officer. H.5 Delegation of Authority for Contract Administration An authorized Service Unit official or his/her authorized representative shall act for and on behalf of the CO with respect to Inspection and Acceptance as follows: (a) Evaluation of an overall basis of acceptability of workmanship and contractor compliance with technical requirements; and (b) The approval and acceptance of work performed under this contract. This delegation does not authorize the modification of any of the contract provisions, terms or conditions. All authority not herein delegated, is reserved to the CO. H.6.3 Physical Security. H.6.3.1 Policy. Access to Library buildings and grounds is governed by the provisions of Library of Congress Regulations, Series 1800. Employees and non-employees must comply with these and any other requirements and restrictions which the Library, or a sub-element of it may impose. H.6.3.2 Loan of Library Property. All loans of Library property must be approved and documented by the host Library Services office. A library "General Pass" (Form LW 12/54 (rev2/88)) for property must be completed for each loan. H.6.3.3 Liability - Loss or Damage of library Property. Use or loan of all Library property and signature on this contract means that the user acknowledges and agrees to: (a) return all U.S. Government items and property issued in the same condition as borrowed ; (b) accept responsibility and liability for the negligent loss or damage of issued or borrowed Library property; and (c) use the loaned property for Library purposes and not loan such property to any other person. I.1 52.252-2 Clauses Incorporated by Reference (Feb 1998). This contract incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Full text of the referenced clauses is available at http:// farsite.hill.af.mil. 52.202-1 Definitions (July 2004) 52.222-19 Child Labor - Cooperation with Authorities and Remedies (Feb 2008) 52.222-21 Prohibition of Segregated Facilities (Feb 1999) 52.222-26 Equal Opportunity (Mar 2007) (E.O. 11246) 52.222-36 Affirmative Action for Workers with Disabilities (June 1998) 52.222.-50 Combating Trafficking in Persons (Feb 2009) 52.225-3 Buy American Act-Free Trade Agreements-Israeli Trade Act (June 2009) 52.225-13 Restrictions on Certain Foreign Purchases (Jun 2008) 52.232-34 Payment by Electronic Funds Transfer - Other Than Central Contractor Registration (May 1999) 52.233-3 Protest After Award (Aug 1996) 52.233-4 Applicable Law for Breach of Contract Claim (Oct 2004) 52.245-1 Government - Furnished Property (June 2007) 52.246-1 Contractor Inspection Requirement (Apr 1984) I.2 Additional Library of Congress Clauses. This contract incorporates the following LOC clauses by reference, with the same force and effect as if they were given in full text. Full text of the referenced clauses is available at http:// www.loc.gov/contracts/ LOC 52.212-0001 Offeror Annual Representations and Certifications (Jun 2009). LOC 52.212-4 Contract Terms and Conditions-Commercial Items (Mar 2009) - As Modified by the Library of Congress (Jun 2009) LOC 52.222-3 Convict Labor (Jun 2003) - As Modified by the Library of Congress (Jun 2009) LOC 52.232-25 Prompt Payment (Oct 2008) - As Modified by the Library of Congress (Jun 2009) LOC 52.233-1 Disputes (Jul 2002) - As Modified by the Library of Congress (Feb 2008) LOC 52.227-0001 Indemnification (Jun 2009) LOC 52.227-0002 Infringement (Jun 2009) LOC 52.229-0001 Federal, State, or Local Taxes (Jun 2009) LOC 52.246-0001 Acceptance (Jun 2009) LOC 52.246.0002 Endorsements (Jun 2009) LOC 52.246-17 Warranty of Supplies of a Noncomplex Nature (Jun 2003) - As Modified by the Library of Congress (Jun 2009) LOC 52.247-0001 Shipping (Jun 2009) LOC 52.247-0002 Receiving (Jun 2009) LOC 52.247-0003 Freight Charges (Jun 2009) LOC 52.247-9004 Deliveries (Nov 2007) PERFORMANCE UNDER THIS ORDER CONSTITUTES SELLER'S ACCEPTANCE OF ALL TERMS AND CONDITIONS K.1 Offeror Annual Representations and Certifications The prospective contractor shall comply with the requirements of LOC 52.212-0001, Offeror Representations and Certifications- Commercial Items (June 2008) Instructions/Notices Bidders 10 Instructions L.1 52.212-1 - Instructions to Offerors-Commercial Items (JUN 2008) This provision provides a single, streamlined set of instructions to be used when soliciting offers for commercial items and is incorporated in this Solicitation by reference (see Block 27a, SF 1449). Evaluation Factors for Award 12 Evaluation M.1 Evaluation Factors for Award. The Government will award an order resulting from this solicitation to the responsible offeror who is the lowest priced and technically acceptable. The Government reserves the right to seek additional discounts before placing an order. Award may be made without discussions; however the contracting officer reserves the right to hold discussions. Technical Acceptability will be determined by the offerors' compliance with the requirements of this RFQ. Award of contract will then be based upon lowest total cost of the mandatory's section (parts C.3a. through 3k.), plus the cost of any options (C.3l.) the Library wishes to purchase.
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