SOLICITATION NOTICE
67 -- Oversized Digital Camera System 60 X96
- Notice Date
- 7/6/2007
- Notice Type
- Solicitation Notice
- NAICS
- 334119
— Other Computer Peripheral Equipment Manufacturing
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- NAMA-07-Q-0053
- Response Due
- 7/30/2007
- Archive Date
- 8/14/2007
- Description
- JULY 6, 2007 Dear Offeror: The Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT) of the National Archives and Records administration (NARA) is planning to issue a firm fixed price contract to procure one (1) digital camera system for scanning oversized materials; specifically for scanning maps and engineering drawings from the holdings of the Cartographic Branch (NWCS). The camera is for scanning originals up to 60x96. In addition one (1) more oversized digital camera work station quote is required for this fiscal year pending additional funding to add capabilities for the digitization of video recordings in NARAs holdings. The business address for the National Archives is located at 8601 Adelphi Road in College Park Maryland, 20740. The award will be made to the Lowest Price Technically Acceptable Source in accordance with FAR Subpart 15.101-2. You are invited to submit a quotation utilizing Enclosure 1, Schedule of Prices for the Services specified in Enclosure 2, Performance Work Statement (PWS), under Request for Quotation (RFQ) NAMA-07-Q-0053. The quotation will be submitted in the form of a written quotation in accordance with the procedures outlined in Enclosure 3, Quotation Submission Instructions. You should submit the quote not later than 3:00 PM (EST) July 30, 2007: To aid you in your planning and quotation development, the following information is provided as enclosures to this RFQ: Enclosure 1 Schedule of Prices Enclosure 2 Performance Work Statement Enclosure 3 Quotation Submission Instructions Enclosure 4 Contract Administration (provides contract administration information and requests that certain data be provided by your firm). Enclosure 5 Terms and Conditions (provided additional clauses that will be included as part of the delivery order when it is issued). This request does not commit the Government to pay for any costs incurred in the preparation of this quotation or to contract for the supplies or service. All written information identified above must be submitted to the Contract Specialist (CS) at the following address: Mr. Jon McIver, National Archives and Records Administration, Acquisition Services Division (NAA), 8601 Adelphi Road, Room 3340 College Park, MD 20740-6001 Additionally, any questions regarding this RFQ and any terms and conditions should be submitted in writing to Mr. McIver not later than five working days before the deadline for receipt of quotations. Mr. McIver may be reached on telephone number 301-837-0286, fax number 301-837-3227, or e-mail at jon.mciver@nara.gov. ENCLOSURE 1 NOTE: The Purchase Order Price will be determined by summing the individual CLIN prices. CLIN = Contract Line Item Number; PWS = Performance Work Statement; NSP = Not Separately Priced. NOTE: This is a firm fixed price order. 3.0 SCHEDULE OF PRICESNOTE: Insert unit prices proposed for each CLIN. The Total Contract Maximum Price will be determined by adding the CLIN prices for each year. CLIN = Contract Line Item Number; PWS = Performance Work Statement. Section A. Base from date of award through one year. Base Line Requirement for Fiscal Year 07 Base Year Description, CLIN 0001, Oversized Digital Camera Workstation V originals up to approx. 60x96 i.a.w Paragraph 2.2 and 2.3 of PWS, 1 Each Total Cost ___. CLIN 0002, Labor to Perform Installation & testing on CLIN 00001 Tasks in accordance with PWS Paragraph 2.1 and 2.4, 1 Lot Not Separately Priced. CLIN 0003 Training to Operate system on CLIN 00001 in accordance with Paragraph 2.5, 1 Lot Not Separately Priced. CLIN 0004, Data ?V Deliverables on CLIN 00001 in accordance with Paragraph 2.7, Not Separately Priced. CLIN 0005, System Maintenance Base Year in accordance with Paragraph 2.1 and 2.8, Not Separately Priced. TOTAL NTE PRICE FOR THE BASE LINE REQUIREMENT FOR FISCAL YEAR 07 BASE YEAR__. Optional Equipment for fiscal Year 07 Base Year pending additional funding: Description Description CLIN 0006, Oversized Digital Camera Workstation V originals up to approx. 60x96i.a.w Paragraph 2.2 and 2.3 of PWS. 1 Each, Unit Price __ Total Price __. CLIN 0007, Labor to Perform Installation & testing on CLIN 00005 Tasks in accordance with PWS Paragraph 2.6, 1 Lot Not Separately Priced. CLIN 0008, Training to Operate system on CLIN 00023 in accordance with Paragraph 2.7, 1 Lot Not Separately Priced. CLIN 0009, Data Deliverables on CLIN 0005 in accordance with Paragraph 2.7, 1 Lot Not Separately Priced. TOTAL NTE PRICE FOR THE OPTIONAL EQUIPMENT REQUIREMENT FOR FISCAL YEAR 07 BASE YEAR PENDING ADDITIONAL FUNDS __. Option Year one (I), Year 2 Requirement Description CLIN 1001, System Maintenance Year 2 Year in accordance with Paragraph 2.1 and 2.8. 1 Lot Total Cost ___. Option Year two (II) Year 3 Requirement Description CLIN 2001 System Maintenance Year 3 Year in accordance with Paragraph 2.1 and 2.8. Lot Total Cost ___. Option Year three (III) Year 4 Requirement Description CLIN 3001 System Maintenance Year 4 Year in accordance with Paragraph 2.1 and 2.8. Lot Total Cost ___. Option Year four (IV) Year 5 Requirement Description CLIN 4001 System Maintenance Year 5 Year in accordance with Paragraph 2.1 and 2.8. Lot Total Cost ___. TOTAL COST 5 YEARS ____. ENCLOSURE 2 PERFORMANCE WORK STATEMENT FOR Oversized Digital Camera System 1.0 INTRODUCTION Statement of Need The Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT) of the National Archives and Records Administration (NARA) needs to expand capabilities for the digitization/scanning of oversized records in NARAs holdings. The Special Media Preservation Laboratory (NWTS) needs a digital camera system for scanning oversized materials; specifically for scanning maps and engineering drawings from the holdings of the Cartographic Branch (NWCS). The camera is for scanning originals up to 60x96 in size. This camera is central to our effort to make preservation surrogates of these oversized materials. 2.0 BASIC REQUIREMENTS 2.1 Offerors shall propose equipment to meet the National Archives' requirements and specifications. The selected vendor shall provide all equipment and services to the final approved list and specifications. The vendor shall deliver all equipment to the National Archives at College Park, Metzerott Rd., College Park, MD, 20740. The vendor shall install the equipment in the Special Media Preservation Labs, set-up/configure equipment for use, and shall train NARA lab staff on the operation of the equipment. The vendor shall supply appropriate documentation on the operation of the equipment, on trouble-shooting problems, and on maintenance procedures. Data deliverables will also include a report tracking individual equipment warranties, and the workstation standard industry warranty from the contractor. Testing results from CLIN 0002 and CLIN 0006 will be included as data deliverables. After the base year period, the vendor shall provide, as an option, a full-service maintenance agreement for the equipment. The vendor shall agree to a one year renewable maintenance agreement, renewable for a minimum period of four years. 2.2 General Requirements: The Still Photography Lab of the Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT) of the National Archives and Records Administration (NARA) needs to add the capability of digitization/scanning cartographic and other oversized records in NARAs holdings. Currently, the Special Media Preservation Laboratory performs preservation reformatting of cartographic and oversized records by photographically copying the originals. Copy photography is done using 8x10 and 4x5 copy cameras. The Special Media Preservation Laboratory needs a digital camera system for scanning oversized originals up to 60??x96?? in size. Specifically, this digital camera and computer workstation will be used for scanning maps and engineering drawings from the holdings of the Cartographic Branch (NWCS) and other oversized records in NARAs holdings. This camera is central to our effort to make preservation surrogates of these oversized materials. Equipment shall be installed in lab areas with 12 high ceilings. Specify electrical requirements needed for equipment. 2.3 Oversized Digital Camera and Workstation - Originals To Be Scanned -Reflective light scanning of records of a variety of sizes, options of using a subsurface illuminator or light box for transmissive scanning -Maps, architectural and engineering plans, and other oversized records -Condition for all record types ranging from good to very fragile -Information content- high-contrast printed text with sharp-edged characters low-contrast originals and/or with diffuse characters, fading text, darkened and stained paper, fine pencil-written annotations, halftone and photographic illustrations, etc. color information, including color text, printed, hand-written, graphic, halftone and photographic illustrations in color Oversized Camera - Scanning Area and Configuration- The digital camera system shall have a scanning area of approximately 60 (1524 mm) x 96(2438 mm). Camera system configured as floor-standing system. Lighting - Low temperature and UV-filtered reflective lights to prevent heat and light damage to original records, same characteristics for optional subsurface illuminator or light box. Normalization - Ability to perform normalization to compensate for variations in illumination, variations in the lens performance (such as fall off) and for variation in the light sensitivity response of photo-diodes on the sensor. Data Transfer Digital camera shall have high-speed data transfer to host computer. Tonal Sampling -Minimum A/D sampling of 12-bits per channel for color and grayscale images, with the ability to save files as 8-bits per channel for color and grayscale images. -Ability to scan originals and save raster image files in color (24-bit RGB encoding), grayscale (8-bit), or 1-bit bitonal encodings. Maximum File Size 450 MB 24-bit RGB file - minimum requirement, Output files at 100% magnification or original size. User configurable settings to scale image dimensions, both magnification and reduction. File Formats - Ability to save raster image files in the following file formats at a minimum- -TIFF version-6 (TIF) Uncompressed -Compressed using LZW and ZIP -JPEG (JPG) Targets and Calibration V -Digital camera system shall be provided with targets and software to calibrate system. Conformance to NARAs 2004 Guidelines Conformance with all scanner performance and image quality requirements cited in NARAs Technical Guidelines for Digitizing Archival Materials for Electronic Access: Creation of Production Master Files ?V Raster Images, June 2004 available at http://www.archives.gov/preservation/technical/guidelines.pdf. Digital camera system shall meet the following performance requirements: -Color channel registration for RGB color files shall be- -For all types of originals- Not to exceed 0.5 pixel misregistration between the individual channels in any direction -Image noise, as measured using ISO 15739, shall be- For textual documents and other non-photographic originals with low maximum densities, less than 2.0 visual density. Not to exceed 1.0 counts, out of 255, in all color channels and for grayscale images. For photographs and originals with higher maximum densities, higher than 2.0 visual density. Not to exceed 0.7 counts, out of 255, in all color channels and for grayscale images Workstation and Operating System Compatibility- Software for operating the digital camera systems, workflow management, quality control, and document indexing shall be compatible with and run on Microsoft Windows XP Professional operating system. Provide a computer workstation with the following minimum features ?V Dell Precision ---Workstation 490 or brand name equivalent:mini tower configuration, 64-bit compatible, two (2) Dual Core Xeon, 2.3 GHz, 4 MB L2, processors, MS Windows XP Professional, 4 GB RAM, Dual DVI or dual VGA graphics card with 256 MB, two (2) 500 GB internal SATA hard drives a CDR/RW and DVD-R/RW drive, gigabit Ethernet NIC, 24 widescreen LCD monitor optical mouse, 1394 controller or FireWire, USB enhanced keyboard Image processing controls and tools for digital cameras ?V including- Ability to set- For scanning-Spatial resolution (PPI), Encoding (bi-tonal, grayscale, RGB color, other color encodings), Bit-depth (1-bit, 8-bits per channel, 16-bits per channel), Ability to adjust tone and color reproduction, For saving files-Spatial resolution, Encoding, Bit-depth -Tone and color image processing controls-Ability to place and neutralize at least 3 points on the tonal scale ?V white-point, black-point, neutralize a mid-point, ability to set or define the levels for each of the above points ?V ability to specify RGB levels for color scanning and % black for grayscale scanning, Automatic and manual white balance, and ability to turn off auto white balance - preset white balance setting for lights provided, custom white balance feature, and ability to save custom white balance Ability to control tone distribution and color balance via a curves or gamma adjustment. Ability to control color saturation. Ability to manually set all tone and color image processing controls and apply settings to all images created. Ability to save all setting and reuse for other batches or projects. User selectable and configurable image processing, including- Unsharp mask sharpening for grayscale and color images, Auto and manual rotate and flip of image files ICC color management full ICC compliant color management workflow, including- Ability to assign standard or custom profiles to image files at time of capture and at the time of saving file, also ability to work without a profile. Ability to perform color transformations to standard or custom color spaces. Ability to set rendering intent used for color profile transformation (perceptual and relative colorimetric at a minimum). Ability to save image files with or without color profiles Manual and auto naming- User definable naming conventions- Ability to set the number of characters, Auto count, Append prefix Append suffix, Append file extension, Ability to save naming conventions, Ability to record metadata- Ability to define and save metadata in header tags and Adobe XMP (standard and custom panels, Ability to save metadata in compliance with descriptive metadata standards like Dublin Core and user definable schema, Ability to collect and save NISO Z39.87 compliant technical metadata 2.4 The contractor will perform all professional services for Setup and installation of the work stations on site which includes testing and configuration validation for workstations and server/software in the Special Media Preservation Labs. Testing to produce the following results for performance requirements for the digital cameras/scanners, reported under CLIN 00008 including: -Spatial Frequency response or spatial resolution -Channel registration (for color scanners) -Image noise 2.5 Training services for operation of work stations and server for NARA lab staff. NARA is looking for the industry standard training for any new system after the system is proven operational. 2.6 Data deliverables are appropriate industry standard documentation on the operation of the equipment, on trouble-shooting problems, on maintenance procedures, and on repair procedures. This will include industry standard documentation on the mechanical design of the equipment, the electrical and electronics systems of the equipment, and the control systems of the equipment. NARA believes that technical manuals for each component will be a big part of the deliverables package. Any contractor unique workstation issues will need to be covered in a format that meets industry standards and will be separate from the technical manuals provided. Data deliverables will include the spare parts package list, which shall consist of a selection of commonly replaced and unique parts or components required for the maintenance and repair of the equipment. This list may grow during the System Maintenance Year 1, 2, 3 and 4 periods. The initial spare parts list will be delivered upon award, and updated annually upon exercising Maintenance options for years 2, 3, 4 and 5 CLIN 1001, 2001, 3001 and 4001. Data deliverables will also include a report tracking individual equipment warranties, and the workstation standard industry warranty from the contractor. Testing results from CLIN 0002 will be included as data deliverables. 2.7 System Maintenance is included in the base year and included as an option for four succeeding option years. This maintenance will cover the work stations, hardware and software components and server that are a part of the work station system. This is a full-service maintenance agreement for the equipment. Maintenance shall cover the cost of all replacement parts and labor required to repair any defects and to make the equipment fully operational. 3.0 PLACE OF PERFORMANCE Work will be performed at the following location: Special Media Preservation Laboratory (NWTS) 8601 Adelphi Road in College Park Maryland, 20740 Entrance for installation will be via Metzerlott Road 4.0 PERIOD OF PERFORMANCE The period will be for installation and one year of system maintenance and four one (1) year options starting from date of award. 5.0 HOURS OF OPERATION Work must be undertaken during regular business hours, Monday through Friday, unless mutually agreed upon by NARA Contracting Officers Representative (COR) and the Contractor. 6.0 TASKS AND DELIVERABLES The deliverables are discussed in paragraph 2.7 above. Performance Specifications/Additional Requirements: MISCELLANEOUS REQUIREMENTS 6.1 All work must be completed on a schedule mutually agreed upon by the vendor and the Government no later than one year from contract award date in base year or applicable option year. 6.2 No transportation or travel expenses will be paid. 6.3 Vendor must accept direct deposit for payment. (Vendor must be registered with the CCR registry.) Government-furnished materials: N/A Subcontractors: In the event that subcontractors are needed for portions of this project, they shall be required to fully comply with all relevant portions of this performance work statement and the final contract between the Government and the prime Contractor. Enclosure 3 QUOTATION SUBMISSION INSTRUCTIONS The National Archives and Records Administration (NARA) requires Offerors to provide a written quotation, which is limited to 20 pages with a type font of no less than 10pt. to NARA officials for the purposes of assuring that the prospective Contractor fully understands the scope of this procurement and has the capability to complete all PWS requirements. NARA will incorporate the written quotation into the contract. Pricing information is excluded from the 20 page limit and should be submitted separately in CLIN structure from the Technical proposal. a. 1. Content of the Technical Quotation. The Offerors technical quotation to the Government must demonstrate the Offerors technical approach; personnel; and related experience and past performance. The purpose of the technical quotation is to enable the Government to assess and determine the soundness of each Offerors: demonstrated relevant knowledge and competence with regard to the Governments requirements and program objectives; relevant capability to perform; understanding of, and approach to the work that the Offeror would have to perform under the prospective order; and the relevant challenges and risks. The technical quotation must not include any price or cost information. However, resource information such as data concerning categories, material manufacturer, and subcontracts must be contained in the presentation so that the Offerors understanding of the PWS can be evaluated. 2. Price Quotation. The quotations will be evaluated in accordance with the procedures outlined in FAR Subpart 15.101-2 and award will be made to the offeror that submits the lowest price technically acceptable offer. a.The period of performance will begin from date of award and go for one year, with the possibility of exercising four (4) 1 year options. b.The Offeror must provide the following information on the first page of the pricing quotation: (1) RFP Number; (2) Name and address of Offeror; (3) Name and telephone number of point of contact; (4) Name of contract administration office (if available); (5) Type of order; and (6) Proposed prices per the Schedule of Prices - best prices offered to the government. (See Enclosure 1). c.If the Offeror is on GSA schedule for similar efforts, provide an electronic link to the GSA contract along with the number. d.All other direct costs (ODCS) items must be separately identified and explained. Enclosure 4 Contract Administration GOVERNMENT CONTRACT ADMINISTRATION (a)This task order will be administered by:Mr. Jon McIver, Contract Specialist (CS)Telephone: (301) 837-0286 Enclosure 5 Terms and Conditions Due to space limitation on FEDBIZOPS the Terms and Conditions (provided additional clauses that will be included as part of the purchase order when it is issued) can not be included. For a complete copy send e-mail to jon.mciver@nara.gov requesting the complete word document. NARA 4.1,NARA 4.2 NARA 7.2 NARA 7.5 INVOICE NARA 8.1 NARA 8.3 NARA 8.4 NARA 8.8 NARA 8.9 NARA 8.11 (a) The Offeror must provide the Contractor Identification Number - Data Universal Numbering System (DUNS),FAR 52.204-6 (JUN 1999). (b) The Offeror must provide the Taxpayer Identification Number in accordance with FAR 52.204-3 (OCT 1998). 52.216-1 TYPE OF CONTRACT APR 1984 The Government contemplates award of a Fixed Price Indefinite Delivery Indefinite Quantity contract resulting from this solicitation. Type of Contract (Apr 1984)(End of Provision) 52.217-5 EVALUATION OF OPTIONS JUL 1990(IAW FAR 17.208(c)(1)) 52.217-8 Option to Extend Services (Nov 1999) NOV 1999 52.233-2 SERVICE OF PROTEST SEP 2006 (IAW FAR 33.106(a)) CLAUSES 52.212-2 IAW FAR 12.301 ( c ) Evaluation Commercial Items (January 1999) Part IV ?V Representations and Instructions 52.212-3 -- Offeror Representations and Certifications -- Commercial Items (Nov 2006). An offeror shall complete only paragraph (k) of this provision if the offeror has completed the annual representations and certificates electronically at http://orca.bpn.gov . If an offeror has not completed the annual representations and certifications electronically at the ORCA website, the offeror shall complete only paragraphs (b) through (j) of this provision. Due to space limitation on FEDBIZOPS the Terms and Conditions (provided additional representations and certifications clauses must be included in proposal package. For a complete copy send e-mail to jon.mciver@nara.gov. 52.212-5 -- Contract Terms and Conditions Required to Implement Statutes or Executive Orders -- Commercial Items. (Mar 2007) FAR 52.217-9, OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) FAR 52.252-2, CLAUSES INCORPORATED BY REFERENCE (FEB 1998) a.FAR 52.243-1 CHANGES FIXED PRICE (AUG 1987) b.FAR 52.245-4 GOVERNMENT FURNISHED PROPERTY (Short Form) JUN 2003) c.FAR 52.246-2 INSPECTION OF SUPPLIES ?V FIXED PRICE. (AUG 1996) FAR 52.215-1 -- Instructions to Offerors -- Competitive Acquisition (Jan 2004) FAR 52.212-4 -Contract Terms and Conditions -- Commercial Items (Feb 2007)
- Place of Performance
- Address: National Archives and Records Administration (NAA), 8601 Adelhi Road, College Park, Maryland
- Zip Code: 20740-6001
- Country: UNITED STATES
- Zip Code: 20740-6001
- Record
- SN01336374-W 20070708/070706221450 (fbodaily.com)
- Source
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