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D -- Scanning Services

Notice Date
Notice Type
Combined Synopsis/Solicitation
Contracting Office
BIA - Navajo Regional Office Division of Acquisition P. O. Box 1060301 W. Hill Rm 346 Gallup NM 87305
ZIP Code
Solicitation Number
Response Due
Archive Date
Point of Contact
Elsie J. Begay Contract Specialist 5058638226 elsie.begay@bia.gov;
E-Mail Address
Point of Contact above, or if none listed, contact the IDEAS EC HELP DESK for assistance
Small Business Set-Aside
Service-Disabled Veteran-Owned Small Business
The Bureau of Indian Affairs (BIA) is soliciting offers to procure for scanning services for Navajo Regional Office, Division of Transportation, Gallup, NM. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation No. RMN00100216, herein cited is issued as a Request for Quote (RFQ) and will be procured under FAR Part 12, Acquisition of Commercial Items. Solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-31.This acquisition is a Service-Disabled Veteran-Owned Small Business Set-Aside. The NACIS Code is 518210, Size standards in millions of dollars $25.0. Submit your quote as follows: 1. Scanning Services, See Statement of Work Below: 1 job at $_____________ 2. Applicable Taxes 1 each $____________ TOTAL $______________ CONTRACT CLAUSES: The following clauses apply to this acquisition: FAR 52.212-1, Instructions to Offerors Commercial Items; FAR 52.212-3, Offeror Representations and Certifications Commercial Items; FAR 52.212-4, Contract Terms and Conditions Commercial Items; and FAR 52.212-5 Contract Terms and Conditions Required to Implement Statutes or Executive Orders Commercial Items. In paragraph (a) of FAR 52.212-5 the following applies: FAR 52.233-3, Protest After Award (Aug 1996) (31 U.S.C. 3553); FAR 52.233-4, Applicable Law for Breach of Contract Claim (Oct 2004) (Pub. L.108-77, 108-78). In paragraph (b) of FAR 52.212-5(b), the Contractor shall comply with the following FAR clauses that the Contracting Officer has indicated as being incorporated in this contract by reference to implement provisions of law or Executive order applicable to acquisitions of commercial items: FAR 52.225-1 Buy American Act-Supplies (June 2003) (41 U.S.C. 10a-10d); FAR 52.232-33, Payment by Electronic Funds Transfer-Central Contractor Registration (Oct 2003)(31 U.S.C. 3332); and FAR 52.232-36, Payment by Third Party (May 1999) (31 U.S.C. 3332). DIAR and FAR clauses are herein incorporated as follows: FAR 52.232-18, Availability of Funds (April 1984); FAR, 52.222-41, Service Contract Act of 1965 (NOV 2007); DIAR 1452.204-70, Release of Claims - Department of the Interior. The Federal Acquisition Regulations clauses and provisions are available on the Internet at: http://www.arnet.gov/far or may be requested from the Contracting Officer. Award will be made at a fair and reasonable price to the responsive and responsible offeror whose quote conforming to the requirements herein will be the most advantageous to the Government, price and other factors considered. Provide DUNS# and Tax ID# along with a signed and dated quotes, along with a completed copy of FAR Clause 52.212-3, Offeror Representations and Certifications-Commercial Items, are due at the Bureau of Indian Affairs, Navajo Regional Office, Division of Acquisition, Attention: Elsie J Begay, P. O. Box 1060, Gallup, New Mexico 87305 by close of business August 06, 2010. Physical address: 301 W. Hill Ave., Room. 346, Gallup, NM 87301. Quotes submitted by facsimile at (505) 863-8382 or by email at elsie.begay@bia.gov will be accepted. Any further questions regarding this announcement may be directed to Elsie J Begay, Contract Specialist, by fax at (505) 863-8382. All contractors submitting quotes must be registered in the Central Contractor Registration (CCR) in order to receive contracts and purchase orders from the Federal Government pursuant to FAR Clause 52.204-7. To register or learn more about the CCR, go to: http://www.ccr.gov. Navajo Division of TransportationScanning & Cataloging of Project recordsScope of WorkRev: 07/20/2010 The vendor shall provide all labor, equipment, shipping, and incidentals necessary to first catalog (in electronic MS Excel format ) each set of plans, drawings, and right-of-way plats into a database sorted by project number (see file format below) and to catalog the total number of sheets per plan set. This will be accomplished by an on-site cataloging process with the government representative. The vendor shall then submit this catalog database (xls file) to the NRDOT for review and approval before any scanning begins. Once the catalog database is approved, the Vendor shall physically pickup or have shipped only as many sets of plans, drawings, or plats that can be scanned, quality control checked, and submitted in a weeks' time to their work site to begin the scanning. Any costs associated with this effort shall be included in the overall price per sheet for all work described herein. Each sheet, of each plan set, will be scanned at a minimum 300dpi. Some plan sheets or drawings may need to be scanned to a higher dpi to provide for a 95% clarity level of the images and all images are to be saved in a JPG and/or PDF ver 9.0 format using the following file convention: File Formats: Nxxxx(a)bbbdate.jpg/PDF Where Nxxx is the project number exactly as shown on each cover sheet(a)- represents the phase of the project exactly as shown on the cover sheet(bbb)- represent the title of each sheet (i.e. Cover sheet, Plan & Profile sheet, Typical Section sheet, Quantity Sheet, etc)(date)- represents the date which the scanned image was created (i.e. 01272010 is for January 27, 2010)(.jpg/PDF)- represents the two file formats the images must be created in Example: For Project: AU1(24-1)2&4 whose title sheet was scanned, the proper file name would be:AU1(24-1)2&4 TitleSht 01272010.jpg For Project: N35(9)2&4 whose typical cross section sheet was scanned, the final name will be: N35(9)2&4 TypSht 01272010.pdf For Project: N4(4-3)1,2&4 whose 3rd Plan and Profile sheet was scanned, the file names will be: N4(4-3)1,2&4 PPSht3 01272010.jpg Optionally, the Vendor can scan a complete set of plans for a given project and provide all drawings in one PDF file with bookmarks added to the file for each sheet within the set. Storing Quality Control, Review & Submission: Once all the sheets for a given set of plans, drawings, or right-of-way plats are scanned they are to be quality control checked and stored on CDs under a folder with the same project number and forwarded to the NRDOT Planning & Design Branch Chief for review and approval. The Vendor shall put as many project sets on a CD as can be stored to save time and space. It is the responsibility of the Vendor to perform quality control review on each image to be sure at least 95% of the plan sheet detail can be clearly read before saving to the CDs. The vendor shall provide a sample scan of several of the worst plan sheets and submit them to the NRDOT Planning & Design Branch Chief to review and to direct the Vendor on adjustments in the dpi level and size of each file before full production begins. Some files may have to be compressed to keep the size below 10Mb. The Vendor's bid shall be based on the following volume of scanning needed: Estimated Volume of Work:Total volume of plans on racks = 216ft3Total number of plans on racks = 549Total Avg number of sheets per set of plans = 20Total Avg number of sheets for all plans on racks = 10,980 There are also sets of plans and right-of-way maps on the shelves and in the ROW office as follows: Total volume of plans on shelves = 48ft3 Total number of plans on shelves = 60Total avg number of sheets on shelves = 800Grand total number of sheets = 11,780 The Vendor shall submit his/her bid as shown on the solicitation and must include a total overall cost based on the above volumes, and an equivalent cost per scanned image. The bid shall include all applicable state, tribal, and local taxes and fees broken out into sufficient detail for review as to compliance with this SOW. Payments: The volume of work shown above is only an estimate. The Vendor shall be paid by the total number of plan sheets scanned, submitted, and approved by the government. Once the images are approved for a plan set, right-of-way plat(s), or drawings, the vendor will then ship back the documents to the government NRDOT office with, a CD of the approved images. Then an invoice for the total number of those documents accepted is to be submitted to the following address (with a copy sent the NRDOT office): Navajo Accounting OperationsPO Box 1060Gallup, NM 87305-1060Telephone No.: 505 863-5235 Fax No.: 505 863-8494 The invoice must include the contract number, the total amount of the invoice, the previous amount paid to date and the total amount of the contract with a brief progress report as outlined below. The government reserves the right to exclude some plan sheets/drawings from the work prior to and during the scanning process if those plan sheets will not reproduce quality images at no additional cost to the government. This will be done during the cataloging of the documents at the government facility before the documents are released to the Vendor for scanning and during the actual scanning process. The vendor shall submit monthly invoices that include the following: 1.The invoice shall show:a.The amount for the payment periodb.The total amount paid to datec.The total amount of the contractd.The contract numbere.The date of the invoicef.Authorized Vendor signature 2.A progress report that:a.Reflects the total number of scanned images for which payment is being requestedb.The total number of scanned images that have been submitted and approvedc.The total number of images remaining to be submittedd.Summary of any issues and what steps taken to overcome those issues, ande.Any issues that may impact the final deliverable and deadlines and what actions that the Vendor has taken to resolve the problem(s) Incidentals: It is important that the prospective vendor's work offices are located within 150 miles from the location where all the documents are stored which is the BIA, Gallup Regional office, 301 West Hill Ave., Gallup, NM, 87305. The other option is for the vendor to provide mobile scanning on-site. This will allow the government direct access to the documents as necessary during the program's everyday operations and to be able to inspect the on-going scanning work at the vendor's mobile or local main offices. The Vendor shall attend a pre-work meeting in the regional offices in Gallup, NM once a contract is issued. The Contracting Officer will set this meeting up with the Vendor and the NRDOT Planning & Design Branch Chief. The government representative may, at any time, pay a visit to the Vendors facilities to inspect the on-going work. The Contracting Officer and/or Contracting Officer's Technical Representative will schedule sure on-site visits with the Vendor at least one day in advance of the visit(s). The NRDOT Planning & Design Branch personnel must have full access to any of the documents to be scanned at all times during the scanning process. This may require the Vendor to send or hand carry back a set of plans, drawings, or right-of-way plats to the NRDOT offices for immediate use with ongoing government work. The NRDOT will then return those documents to the Vendor when they are no longer needed so the scanning can be completed. Contract Time: The time allowed for the work to be completed is 120 calendar days from the time a Notice to Proceed (NTP) is given by the Contracting Officer.
Web Link
FBO.gov Permalink
Place of Performance
Address: Bureau of Indian Affairs, Division of Transportation, Navajo Regional Office, Gallup, NM
Zip Code: 873051060
SN02221000-W 20100730/100728235659-d4a26a9b87e305c50dd15092a8da4fcd (fbodaily.com)
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