INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS
FORMAT AND INSTRUCTIONS FOR PROPOSAL
General. The proposal (offer) submitted in response to this solicitation shall be formatted as follows, in separately bound volumes and submitted in the quantities specified. Offerors must include the name, title, address, and phone number of the individual responsible for inquiries to the proposal.
Volume I - Standard Form of Contract and Price Proposal
Original and Two (2) copies
Volume II - Technical and Managerial Proposal
Original and Four (4) copies
A cover letter may accompany the proposal. This cover letter may be used to set forth any information the offerors wishes to bring to the attention of the Library. The cover letter is not a part of the proposal.
The proposal shall consist of the following volumes and must include all requested information. The format shall be as follows:
VOLUME I - STANDARD FORM OF CONTRACT AND PRICE PROPOSAL
This volume of the proposal shall consist of Sections A, B, C, D, E, F, G, H, I, J, and K of the solicitation document (including any amendments as submitted to the offerors).
Section A - Standard Form 33
Blocks 13, 14, 15, 16, and 18 of page 1 of Standard Form 33 will be completed by offerors and Block 17 shall be signed to show that the offeror has read and agrees to comply with all the conditions and instructions provided in the solicitation document.
Section B - Prices/Cost
In this section of the Proposal, the offeror is required to submit a unit cost for each line item and totals using the quantities as contained in Section B of the Solicitation Document (Pages B-1 through B-25 [LOT 1] and B-26 through B-35 [LOT 2]. SF 1411 is a cover sheet and for use by offerors for the submission of the Cost Proposal. The SF 1411 and Table 15-2, instructions, are included on pages L-13 - L-19. A breakdown of all unit costs shall be included as an attachment to Section B in order to establish price reasonableness or cost realism. The offeror is to submit data to support those cost factors that are appropriate for this proposal. The offer shall include, as a minimum: A breakdown of all direct costs (including direct labor, materials, etc.); indirect cost, (overhead or general and
administrative expenses [G&A]; and profit, and shall submit documentation in support of each cost element proposed based on information on prices and quantities at which the offeror has previously sold the same or similar items/services.
Sections C, D, E, F, G, H, I, and J
The offeror shall incorporate and return the provisions set forth in Sections C, D, E, F, G, H, I, and J of the solicitation document into Volume I of the proposal.
Section K - Representations, Certifications, and Other Statements of Offerors
The offeror must check or complete all applicable boxes or blocks in the paragraphs under Section K of the solicitation document and submit the full section as part of Volume I of the proposal.
The offeror shall describe the size of the company and must submit information to support a determination of financial responsibility. This may be in the form of an annual report, letters of credit from a bank or other financial institution, or profit and loss statements certified by a public accountant. Equivalent information shall be provided for all subcontractors proposed. All information submitted shall be marked confidential if applicable.
VOLUME II--TECHNICAL/MANAGERIAL PROPOSAL
SEPARATE PROPOSALS (INCLUDING BOTH COST AND TECHNICAL) MUST BE SUBMITTED FOR EACH LOT PROPOSED.
Offerors shall clearly state that the proposal submitted is in response to LOT 1 or LOT 2.
Organization of responses in Volume II shall be submitted in the order listed below. Comprehensive responses to the requirements of the Request for Proposals are necessary to evaluate the offeror's capability to meet the stated requirements and provide the deliverables described in the solicitation. Technical proposals should be practical, legible, clear, and coherent. In order that evaluation may be accomplished strictly on the merit of the material submitted, no costs shall be included in technical proposals.
General statements that the offeror can comply with the requirements will not, by themselves, be adequate. Failure to provide the requested technical information in L.3.1 - L.3.8 that follow, may be cause for rejection of the offer.
Section 1 - Overall Technical Approach; Proposed Methodology;
Demonstrated Understanding of the Scope of Work
The offeror shall provide responses which address each of the requirements as listed in Section C. Detailed responses to each of these requirements shall provide an explanation indicating offeror's ability and proposed methodology to be utilized to meet each requirement. Responses shall not be a restatement of the requirement but shall be comprehensive, well-conceived, and include detailed approaches to accomplishing the tasks and providing the deliverables. The offeror shall include specific responses which demonstrate the capability and proposed methodology to meeting the following mandatory requirements:
LOTS 1 AND 2
IMAGING - proposed plan and methodology for production of digital images, including hardware and software, for each type of device to be used.
Specific methods (i.e., special techniques, procedures, algorithms, hardware, software, etc.) to be used to produce digital images from large and color bound materials for each handling/size category
Specific design of book cradle to be used
Understanding of derivative images; specific methods (including special techniques, procedures, algorithms, hardware, software, etc.) to be used to produce derivative bitonal images
LOTS 1 AND 2
TEXT CONVERSION and SGML-ENCODING
LOT 1 only
FILENAMES and DELIVERY DIRECTORIES
LOTS 1 AND 2
LOTS 1 AND 2
--specific methods to be used to determine the need for photocopies
of source materials
--specific methods to be used to produce printed copies of scanned images (i.e., special hardware, software, special techniques, procedures, algorithms, etc.)
--specific approach to handling programming and processing requirements
Section 2 - Previously Demonstrated Production Experience and Successful Past Performance
The offeror shall provide project descriptions for a minimum of three and a maximum of 5 other similar or comparable efforts performed during the past five years which demonstrate successful performance and the ability to organize and administer these projects, as well as, the ability to produce similar types of image sets (Lot 1 and Lot 2) and SGML-encoded texts (Lot 1 only). Description must include names, titles, and phone numbers of project reference contacts, as well as approximate project dollar amount, level of staffing, and duration. Relevant information to substantiate and or document past performance may include: records of conforming to contract requirements and to standards of good workmanship; records of forecasting and controlling costs; adherence to contract schedules, including the administrative aspects of performance; history of reasonable and cooperative behavior and commitment to customer satisfaction; and business-like concern for the interest of the customer. The description should also indicate if the project was performed by any of the personnel proposed for this project, and the role and time commitment of the personnel on the referenced project. The description shall also state why the project is considered relevant.
In addition to the above, the offeror shall provide, for each relevant project cited, specific elements such as the following:
LOT 1 AND LOT 2 -- IMAGING
Types and number of images produced, equipment used, handling techniques, types of source documents handled, accuracy requirements/quality control, etc.
LOT 1 only -- TEXT CONVERSION
*If proprietary restrictions prohibit including a printed copy of the project DTD and/or the sample of keyed and tagged text, the offeror shall clearly state that this is the case. The offeror shall then provide a detailed description of the nature and functionality of the DTD and a description of the keyed and tagged text.
Section 3 - Quality Control
The offeror shall submit a detailed Quality Assurance Plan. In the plan, the offeror shall describe the methods and staffing to be used to review the digital images, texts, and file/directory names before delivery to the Library to ensure that the delivery and accuracy requirements are met. The Plan shall address quality control procedures for handling reworked materials of unacceptable images and text.
LOT 1 AND LOT 2
The Plan shall demonstrate the offeror's understanding of the accuracy requirements for imaging , and shall describe specific methods and approach to be used to accomplish these requirements. Samples of logs and other documents relevant to the quality assurance procedure shall be included.
The Plan shall demonstrate the offeror's understanding of the accuracy requirements for encoded text files, including the requirement for customized error diagnostic software and the creation of associated files; specific methods to be used to accomplish these requirements, including a detailed, step-by-step task breakdown and description of the procedures, techniques, and staffing involved in the process. Samples of reports and other documents relevant to the quality assurance procedure shall be included.
Section 4 - Capability and Experience of Key Personnel
For purposes of this contract, key personnel requirements as indicated in C.14.14 are defined as follows:
LOT 1 AND LOT 2
project manager and designated alternate
digital scanning personnel
quality assurance inspector(s)
imaging engineer(s) or scientist(s)
LOT 1 only -
SGML expert-specialist(s) (Lot 1)
Offeror shall identify proposed key personnel and shall provide detailed resumes which indicate particular expertise and experience in areas relevant to work of the project. For each proposed team member, offeror must state the level of skill, proposed role on project, employment status, and time commitment to the project. If proposed project staff are not currently employed by the offeror, a letter of intent from those individuals is required to be submitted with the proposal (See H.7).
Section 5 - Project Management and Corporate Support Capability
The offeror shall submit a plan for managing and staffing all phases of this effort as described in Section C. The offeror shall provide an organization chart which illustrates the relationships of the proposed team members for the purposes of this project and which illustrates how the proposed team is integrated into the offeror's organization.
The project management plan shall demonstrate an understanding of pace of work, production levels and requirements, delivery schedules, and delivery requirements for images (Lot 1 and Lot 2) and for converted and marked-up text (Lot 1 only), and shall describe the approach and methods to be used to accomplish them including sample or mock logs, delivery documents, tracking mechanisms, etc.
The project plan shall indicate the methods and staffing required to accommodate varying levels of effort as follows:
|LOT 1||LOT 2|
|5,000 images per week
10,000 images per week
15,000 images per week
1,000 pages per week
|100 - 500 images per week
A summary description of the capabilities and adequacy of corporate resources and staff to provide technical support and backup to the proposed project team shall be provided.
Section 6 - Facilities and Equipment
Offerors shall describe in detail their facilities/off-site work area and location, equipment to be used, and methods for safeguarding materials as described in Section C. In addition, all proposed equipment shall include a specification sheet with photographic illustrations or drawings. For work to be performed at the Library, offerors shall describe the work site, amount of space and other physical requirements for onsite scanning and for safeguarding materials as described in Section C, along with an explanation of applicability to this project.
Section 7 - Use of Subcontractors
Offerors must identify all subcontractors and their role and responsibility with the project. Similar information required to determine responsibility and capability of the prime contractor must be submitted for all proposed subcontractors.
Section 8 - Questions/Problems
Offeror is to provide a list of questions and/or problems which must be addressed prior to contract award and beginning of performance. If the offeror takes exception to a particular task or condition, it must be clearly identified in this section.
SAMPLE AND BENCHMARK TESTS
After the initial technical evaluation, and as indicated in Section M.2, the Library will require a demonstration of technical competence from those offerors determined to be in the competitive range (technical, price, and other factors considered). This technical demonstration will consist of the production and delivery of digital images. For both Lot 1 and Lot 2, the offeror will be required to produce a series of images including bitonal, grayscale and color.
Government Furnished Test Materials
To those offerors in the competitive range for both Lot 1 and Lot 2, the Library will supply at least one page for each of the following categories:
The offeror shall be required to prepare at least one bitonal (with halftone treatment) image, one grayscale image, and one color image to be produced using each hardware and software configuration proposed for the image types required. For example, if the contractor proposes two different hardware and software configurations, one for small
bound materials and one for unbound materials of any size, the contractor would be required to produce a sample grayscale image (of the page provided by the Library) on each of the two configurations. If only one hardware/software configuration is proposed to produce color images for all size and handling categories requiring color, then only one image is required to be produced.
In addition to the pages provided by the Library, a bitonal image of the IEEE Std 167A-1987 target shall be scanned using each of the hardware/software configurations proposed.
The digital images shall be submitted on a write-once CD-ROM or a set of floppy disks. In addition to the images, the offeror shall provide a description of the capture hardware and software configurations used, and identify the hardware/software configuration used to produce each image. The offeror shall also supply any written explanations needed for the Library to understand the results.
From the time the materials are delivered to the offeror, the offeror shall have no less than two (2) weeks and not more than three (3) weeks to complete the scanning test.
A preproposal conference will be held at the Library of Congress, at 10:00 a.m., Wednesday, June 5, 1996. Should any offeror have questions concerning any aspect of the solicitation, those questions must be submitted, in writing, to the Contracting Officer in advance of the meeting if possible. The questions should identify the specific area of the solicitation for which clarification is desired. All questions and answers will be made available, in writing within a reasonable time after the conference. Questions will not be identified as to source. Offerors who plan to have representation at this conference are requested to call Morgan Day at (202) 707-0431 to affirm their intention to attend, their company name, and the number of representatives prior to the date of the conference to ensure adequate seating space is available.
52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (JUN 1988)
This solicitation incorporates one or more solicitation provisions 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.
52.215-05 SOLICITATION DEFINITIONS JUL 1987
52.215-07 UNNECESSARILY ELABORATE PROPOSALS APR 1984
52.215-08 AMENDMENTS TO SOLICITATIONS DEC 1989
52.215-09 SUBMISSION OF OFFERS JUL 1995
52.215-10 LATE SUBMISSIONS, MODIFICATIONS, JUL 1995 AND WITHDRAWALS OF PROPOSALS 52.215-12 RESTRICTION ON DISCLOSURE AND USE OF DATA APR 1984
52.215-13 PREPARATION OF OFFERS APR 1984
52.215-14 EXPLANATION TO PROSPECTIVE OFFERORS APR 1984
52.215-15 FAILURE TO SUBMIT OFFER JUL 1995
52.215-16 CONTRACT AWARD. (OCT 1995) -- ALTERNATE I (OCT 1995)
52.216-1 TYPE OF CONTRACT (APR 1984)
The Government contemplates award of an indefinite quantity firm-fixed unit price contract resulting from this solicitation.
52.215-41 REQUIREMENTS FOR COST OR PRICING DATA OR INFORMATION OTHER THAN COST OR PRICING DATA. (OCT 1995)
(a) Exceptions from cost or pricing data.
(1) In lieu of submitting cost or pricing data, offerors may submit a written request for exception by submitting the information described in the following subparagraphs. The Contracting Officer may require additional supporting information, but only to the extent necessary to determine whether an exception should be granted, and whether the price is fair and reasonable.
(i) Information relative to an exception granted for prior or repetitive acquisitions.
(ii) Catalog price information as follows:
52.233-2 SERVICE OF PROTEST (OCT 1995)
Helen S. Mathura
Library of Congress
Contracts and Logistics
1701 Brightseat Road
Landover, MD 20785-3799
TABLE 15-2 INSTRUCTIONS FOR SUBMISSION OF A CONTRACT PRICING PROPOSAL
WHEN COST OR PRICING DATA ARE REQUIRED
The SF 1411 provides a cover sheet for use by offerors to submit to the Government a pricing proposal of estimated and/or actual costs only when cost or pricing data are required.
1. The pricing proposal shall be segregated by contract line item with sufficient detail to permit cost analysis. Attach cost-element breakdowns, using the applicable formats prescribed in Item 8A, B, or C of this section, for each proposed line item. These breakdowns must conform to the instructions in the solicitation and any specific requirements established by the contracting officer. Furnish supporting breakdowns for each cost element, consistent with the offeror's cost accounting system.
When more than one contract line item is proposed, summary total amounts covering all line items must be furnished for each cost element. If agreement has been reached with Government representatives on use of forward pricing rates/factors, identify the agreement, include a copy, and describe its nature. Depending on offeror's system, breakdowns shall be provided for the following basic elements of cost, as applicable:
Materials - Provide a consolidated priced summary of individual material quantities included in the various tasks, orders, or contract line items being proposed and the basis for pricing (vendor quotes, invoice prices, etc.). Include raw materials, parts, components, assemblies, and services to be produced or performed by others. For all items proposed, identify the item and show the source, quantity, and price.
Competitive Methods - For those acquisitions (e.g. subcontracts, purchase orders, material orders, etc.) exceeding the pertinent threshold set forth at 15.804-2(a)(1) priced on a competitive basis, also provide data showing degree of competition, and the basis for establishing the source and reasonableness of price. For interorganizational transfers priced at other than cost of the comparable competitive commercial work of the division, subsidiary, or affiliate of the contractor, explain the pricing method (see 31.205-26(e)).
Established Catalog or Market Prices or Prices Set by Law or Regulation or Commercial Item Not Covered By Another Exception--When an exception from the requirement to submit cost or pricing data is requested, whether the item was produced by others or by the offeror, provide justification for the exception as required by 15.804-1(d).
Noncompetitive Methods - For those acquisitions (e.g. subcontracts, purchase orders, material orders, etc.) exceeding the pertinent threshold set forth at 15.804-2(a)(1) priced on a noncompetitive basis, also provide data showing the basis for establishing source and reasonableness of price. For standard commercial items fabricated by the offeror that are generally stocked in inventory, provide a separate cost breakdown if priced based on cost. For interorganizational transfers priced at cost, provide a separate breakdown of cost by elements. As required by 15.806-2(a), provide a copy of cost or pricing data submitted by the prospective source in support of each subcontract, or purchase order that is either: (i) $1,000,000 or more, or (ii) both more than the pertinent threshold set forth in 15.804-2(a)(1)(iii) and (iv) and more than 10 percent of the prime contractor's proposed price. The contracting officer may require submission of cost or pricing data in support of proposals in lower amounts. Submit the results of the analysis of the prospective source's proposal as required by 15.806. When the submission of a prospective source's cost or pricing data is required as described above, it shall be included as part of the offeror's initial pricing proposal.
Direct Labor - Provide a time-phased (e.g., monthly, quarterly, etc.) breakdown of labor hours, rates, and cost by appropriate category, and furnish bases for estimates.
Indirect Costs - Indicate how offeror has computed and applied offeror's indirect costs, including cost breakdowns, and showing trends and budgetary data, to provide a basis for evaluating the reasonableness of proposed rates. Indicate the rates used and provide an appropriate explanation.
Other Costs - List all other costs not otherwise included in the categories described above (e.g., special tooling, travel, computer and consultant services, preservation, packaging and packing, spoilage and rework, and Federal excise tax on finished articles) and provide bases for pricing.
Royalties - If more than $250, provide the following information on a separate page for each separate royalty or license fee: name and address of licensor; date of license agreement; patent numbers, patent application serial numbers, or other basis on which the royalty is payable; brief description (including any part or model numbers of each contract item or component on which the royalty is payable); percentage or dollar rate of royalty per unit; unit price of contract item; number of units; and total dollar amount of royalties. In addition, if specifically requested by the contracting officer, provide a copy of the current license agreement and identification of applicable claims of specific patents. (See FAR 27.204 and 31.205-37).
Facilities Capital Cost of Money - When the offeror elects to claim facilities capital cost of money as an allowable cost, the offeror must submit Form CASB-CMF and show the calculation of the proposed amount (see FAR 31.205-10).
2. As part of the specific information required, the offeror must submit with offeror's proposal, and clearly identify as such, cost or pricing data (that is, data that are verifiable and factual and otherwise as defined at FAR 15.801). In addition, submit with offeror's proposal any information reasonably required to explain offeror's estimating process, including -
a. The judgmental factors applied and the mathematical or other methods used in the estimate, including those used in projecting from known data; and
b. The nature and amount of any contingencies included in the proposed price.
3. Whenever the offeror has incurred costs for work performed before submission of proposal, those costs must be identified in the offeror's cost/price proposal.
4. There is a clear distinction between submitting cost or pricing data and merely making available books, records, and other documents without identification. The requirement for submission of cost or pricing data is met when all accurate cost or pricing data reasonably available to the offeror have been submitted, either actually or by specific identification, to the contracting officer or an authorized representative. As later information comes into the offeror's possession, it should be promptly submitted to the contracting officer in a manner that clearly shows how the information relates to the offeror's price proposal. The requirement for submission of cost or pricing data continues up to the time of agreement on price, or another date agreed upon between the parties if applicable.
5. In submitting offeror's proposal, offeror must include an index, appropriately referenced, of all the cost or pricing data and information accompanying or identified in the proposal. In addition, any future additions and/or revisions, up to the date of agreement on price, must be annotated on a supplemental index.
6. By submitting offeror's proposal, the offeror, if selected for negotiation, grants the contracting officer or an authorized representative the right to examine, at any time before award, those books, records, documents, and other types of factual information, regardless of form or whether such supporting information is specifically referenced or included in the proposal as the basis for pricing, that will permit an adequate evaluation of the proposed price.
7. As soon as practicable after final agreement on price, but before the award resulting from the proposal, the offeror shall, under the conditions stated in FAR 15.804-4, submit a Certificate of Current Cost or Pricing Data.
8. HEADINGS FOR SUBMISSION OF LINE-ITEM SUMMARIES:
A. New Contracts (including Letter contracts).
Under Column (2) - Enter those necessary and reasonable costs that in offeror's judgment will properly be incurred in efficient contract performance. When any of the costs in this column have already been incurred (e.g., under a letter contract or unpriced order), describe them on an attached supporting schedule. When preproduction or startup costs are significant, or when specifically requested to do so by the contracting officer, provide a full identification and explanation of them.
Under Column (3) - Optional, unless required by the contracting officer.
Under Column (4) - Identify the attachment in which the information supporting the specific cost element may be found. Attach separate pages as necessary. B. Change Orders, Modifications, and Claims.
ALL WORK DELETED
|COST OF WORK ADDED
|NET COST OF
Under Column (2)--Include the current estimates of what the cost would have been to complete the deleted work not yet performed (not the original proposal estimates), and the cost of deleted work already performed.
Under Column (3) - Include the incurred cost of deleted work already performed, actually computed if possible, or estimated in the contractor's accounting records. Attach a detailed inventory of work, materials, parts, components, and hardware already purchased, manufactured, or performed and deleted by the change, indicating the cost and proposed disposition of each line item. Also, if offeror desires to retain these items or any portion of them, indicate the amount offered for them.
Under Column (4) - Enter the net cost to be deleted which is the estimated cost of all deleted work less the cost of deleted work already performed. Column (2) less Column (3) = Column (4).
Under Column (5) - Enter the offeror's estimate for cost of work added by the change. When nonrecurring costs are significant, or when specifically requested to do so by the contracting officer, provide a full identification and explanation of them. When any of the costs in this column have already been incurred, describe them on an attached supporting schedule.
Under Column (6) - Enter the net cost of change which is the cost of work added, less the net cost to be deleted. When this result is negative, place the amount in parentheses. Column (4) less Column (5) = Column (6).
Under Column (7) - Identify the attachment in which the information supporting the specific cost element may be found. Attach separate pages as necessary. C. Price Revision/Redetermination.
UNITS TO BE
Under Column (1) - Enter the cutoff date required by the contract, if applicable.
Under Column (2) - Enter the number of units completed during the period for which experienced costs of production are being submitted.
Under Column (3) - Enter the number of units remaining to be completed under the contract. Under Column (4) - Enter the cumulative contract amount.
Under Column (5) - Enter the offeror's redetermination proposal amount.
Under Column (6) - Enter the difference between the contract amount and the redetermination proposal amount. When this result is negative, place the amount in parentheses. Column (4) less Column (5) = Column (6).
Under Column (7) - Enter appropriate cost elements. When residual inventory exists, the final costs established under fixed-price-incentive and fixed-price-redeterminable arrangements should be net of the fair market value of such inventory. In support of subcontract costs, submit a listing of all subcontracts subject to repricing action, annotated as to their status.
Under Column (8) - Enter all costs incurred under the contract before starting production and other nonrecurring costs (usually referred to as startup costs) from offeror's books and records as of the cutoff date. These include such costs as preproduction engineering, special plant rearrangement, training program, and any identifiable nonrecurring costs such as initial rework, spoilage, pilot runs, etc. In the event the amounts are not segregated in or otherwise available from offeror's records, enter in this column offeror's best estimates. Explain the basis for each estimate and how the costs are charged on offeror's accounting records (e.g., included in production costs as direct engineering labor, charged to manufacturing overhead, etc.). Also show how the costs would be allocated to the units at their various stages of contract completion.
Under Columns (9) and (10) - Enter in Column (9) the production costs from offeror's books and records (exclusive of preproduction costs reported in Column (8)) of the units completed as of the cutoff date. Enter in Column (10) the costs of work in process as determined from offeror's records or inventories at the cutoff date. When the amounts for work in process are not available in contractor's records but reliable estimates for them can be made, enter the estimated amounts in Column (10) and enter in Column (9) the differences between the total incurred costs (exclusive of preproduction costs) as of the cutoff date and these estimates. Explain the basis for the estimates, including identification of any provision for experienced or anticipated allowances, such as shrinkage, rework, design changes, etc. Furnish experienced unit or lot costs (or labor hours) from inception of contract to the cutoff date, improvement curves, and any other available production cost history pertaining to the item(s) to which offeror's proposal relates.
Under Column (11) - Enter total incurred costs (Total of Columns (8), (9), and (10)).
Under Column (12) - Enter those necessary and reasonable costs that in contractor's judgment will properly be incurred in completing the remaining work to be performed under the contract with respect to the item(s) to which contractor's proposal relates.
Under Column (13) - Enter total estimated cost (Total of Columns (11) and (12)).
Under Column (14) - Identify the attachment in which the information supporting the specific cost element may be found. Attach separate pages as necessary.
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