SOLICITATION NOTICE
T -- Aerial Photography Archive Acetate Film Duplication
- Notice Date
- 9/7/2006
- Notice Type
- Solicitation Notice
- Contracting Office
- BLM-BC NATIONAL BUSINESS CENTER* BC663 BLDG 50, DFC, PO BOX 25047 DENVER CO 80225
- ZIP Code
- 80225
- Solicitation Number
- NAR060254
- Response Due
- 9/21/2006
- Archive Date
- 9/7/2007
- Small Business Set-Aside
- Total Small Business
- Description
- BLM Request for Proposal NAR060254, Aerial Photography Archive Acetate Film Duplication. This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR 12.6, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The anticipated award date is September 25, 2006 for a firm fixed price contract with four (4) one (1) year options. GENERAL DESCRIPTION OF SERVICES: The Bureau of Land Management (BLM) has identified within their aerial film archive over 272 cans of B&W, negative aerial roll film on acetate base. These original rolls are all 9.5 inch format and approximately 180 to 200 feet in length. Deterioration of the aging film base from what is known as "vinegar syndrome" is occurring in varying stages on each of these rolls. The Bureau has decided to duplicate these acetate roll films onto a more stable, polyester base roll film of 9.5 inch format before placing the original rolls into cold storage for preservation. Due to funding limitations, only a portion of the 272 rolls will be duplicated in the first year of this contract. That number will be determined by the awarded price per roll. The first generation duplicates created via this process will function as the "master" working version of the original acetate films and will be certified as an exact representation of same. These 40 - 50 year old rolls of acetate film are classified as permanent, records level materials and irreplaceable. Handling of these originals needs to be minimized and done with extreme caution. Experience and proven performance with this process will not only be critical, but mandatory for consideration. SCOPE OF WORK: All work will be performed at the contractor's worksite using clean, fully functional and well-maintained equipment capable of producing high quality, first generation duplicate negatives from 9.5 inch B&W aerial roll film directly to 9.5 inch B&W aerial roll film. The work under this contract shall consist of cleaning, then duplicating each original roll of B&W negative, acetate based, 9.5 inch format, aerial roll film supplied by BLM. The Contracting Officer's Representative (COR) will have tested each original roll for acid content with A-D test strips. The COR will also have visually inspected each roll for damage issues. This information will be compiled and submitted in report format with each original roll of film with the record of transmittal and receipt. The contractor will be required to review the film and this report for signature acceptance. Once signed, a copy will be returned to the COR for concurrence. This is in addition to the record of transmittal receipt that will be returned for each original roll of film shipped to the contractor's facility. Should the contractor's review of the acetate roll film not seem consistent with the film condition report provided by the COR, the contractor will notify the COR prior to further handling of the original film. The COR and the contractor will discuss and resolve any discrepancies to the satisfaction of both parties with the pertinent details noted on the film condition report. The COR will then provide the contractor with a "revised" film condition report for signature and return receipt to the COR. Original rolls of acetate film will be transmitted to the contractor in small "batches" (no more than 10 rolls per delivery order). ALL rolls within a given "batch", along with their associative film condition reports, must be reviewed and accepted by the contractor via return receipt to the COR prior to the commencement of any cleaning and/or duplicating work. The COR will provide written authorization for work to begin on a given batch of roll film once all required documentation as described above is collected and verified for EACH AND EVERY roll within that batch. The contractor must clean all original rolls of acetate film provided by BLM prior to exposure for duplication. This may be as simple as minimizing static build-up and removing dust particles prior to duplication. In some instances, high free acidity levels may require "washing" of the acetate film prior to duplication. Should this be a recommended course of action, the contractor and the COR will discuss the details and document such decisions (with matching signature verification) prior to any procedures. The contractor shall duplicate all original, acetate rolls provided by BLM onto commercial, polyester-based, B&W, aerial, 9.5 inch format, fine-grained duplicating film of same format. Original rolls will not be combined or spliced together in duplicate form onto larger sized rolls. The contractor shall deliver each duplicate roll in its own canister. Canisters will be of a durable, non-metal composition. The duplicate roll film canisters will be labeled in the same manner as the matching, original roll film canister with exactly the same information as provided on the original canister label that will accompany each original roll of film. The contractor will use blank, formatted labels provided by the COR for this task. Scheduled delivery dates will be based on a given production quantity per order which will vary with shipments of original roll film from BLM. Contractor's proposal shall include timelines for various batch sizes 1 -10. Orders will be completed and returned to the COR within pre-arranged, batch-specific time frames and all film shipments from the contractor to the COR will be via FEDEX overnight ONLY. Contractor's unit price must be FOB destination to National Science & Technology Center, Denver Federal Center, Bldg 50, 6th & Kipling, Denver, CO 80225. FILM QUALITY STANDARDS All film will be processed in accordance with the film manufacturer's instructions. The negatives on the duplicate rolls shall be uniform in development range of density as measured by densitometric tests. QUALITY CONTROL General - The contractor will maintain an inspection system that will ensure that each task offered to the COR for acceptance or approval conforms to the contract requirements. The inspection system will be documented and available for review by the COR. The COR will be permitted access to the contractor's production facilities to inspect quality control records and observe production methods and equipment performance. Any discrepancy or substandard performance noted by the COR will be cause for further test(s) at the contractor's expense to determine acceptance or rejection of product. Records - The contractor will maintain records of all calibrations, inspections, processing control data and tests throughout the duration of the contract. The records will indicate the nature and number of observations made, the data obtained, type of deficiencies found and corrective action taken. Contractor's Calibration and Maintenance Systems - The contractor will maintain a calibration and maintenance system to control the accuracy of equipment and of the processing monitoring controls. The systems will include, as a minimum, a prescribed calibration interval method of calibration and a processing performance monitoring system to assure adherence to contract specifications. Responsibility for Quality Control Inspection - The contractor will be responsible for the performance of all quality control inspection requirements as specified herein. The contractor will provide space, personnel, equipment, and materials for the performance of all inspection requirements. Testing, inspections and limited measurements will be performed at the contractor's facility. Quality Control Plan Quality Control Inspections - The quality control and inspections required herein are not intended to reduce any control programs normally employed by the contractor to assure the quality of the product. Quality Control Requirements - The contractor will be responsible for complying with the specifications and requirements of the following factors: Visual General Photographic Quality Professional standards (i.e., no scratches, tears, blemishes, etc.) - These will be assessed and noted by the COR upon receipt of each duplicate roll of film processed by the contractor. In addition to critical, visual inspection of the duplicate film rolls by the COR for uniform density, tone, contrast and sharpness, two B&W, photographic paper prints will be provided by the contractor from two different frames on each duplicate roll of film produced. These two frames will be randomly designated by the COR prior to shipment of the original film to the contractor. They shall be reflective of the overall quality of the original roll film, and will aide in assessing the finished quality of the duplicate rolls. MEASURABLE SPECIFICATIONS Density and Contrast - Measurable Densitometric Specifications - A 21 step sensitometer wedge will be exposed on each duplicate roll of film produced by the contractor. Densitometer readings from this wedge will be taken and graphed by the contractor and submitted to the COR to verify the quality and consistency of the exposure and processing of the duplicate rolls produced. A gamma of .95 will be the target; but, with the given inconsistencies in the density and contrast of the original rolls of acetate film, some variances may be acceptable upon discussion and agreement with the COR. Any such variances will be documented within the requirements of the Quality Control Plan and co-signed by the COR and the contractor. Silver Residual Test - A residual silver test will be performed to verify thorough fixation of photographic black and white material. A test solution, Kodak Residual Silver Test Solution ST-1, or equivalent, will be used (reference Kodak Data for Aerial Photography Manual M-29). The test will be performed on the emulsion side in a clear area of the processed material. Tests that indicate insufficient fixation will be cause for rejection of that duplicate roll. Archival Assurance Test - To verify that the wash of the photographic material is sufficient to meet archival quality, a test will be performed on the emulsion side in a clear area of processed photographic black and white material using Kodak Test Solution HT-2 and a Kodak Hypo Estimator or their equivalent (reference Kodak Data for Aerial Photography Manual, M-29). Tests that indicate insufficient wash will be cause for rejection of that duplicate roll. FREQUENCY OF INSPECTIONS AND TESTS Each duplicate roll of film produced by the contractor and delivered as final product to the COR will be tested by the contractor in accordance with the specifics of the Quality Control Plan as delineated above; and, each duplicate roll of film delivered to the COR will be accompanied by ALL test results as required under Measurable Specifications above. Quality Assurance Performed by COR - Preliminary quality assurance (prior to each item acceptance) will be performed by the COR (or designated representative) at the BLM's Aerial Archive facility in Denver, CO. Recorded inspection data, tests and corrective action performed by the contractor during production of the duplicate roll films will be reviewed as part of this inspection. Additional test(s) shall be made at the discretion of the COR. Final acceptance of each duplicate roll will be made by the COR. Rejected Tasks - Duplicate rolls that fail to meet specifications and standards as stated in this contract will be rejected and those rolls will be replaced/corrected at the contractor's cost. GOVERNMENT FURNISHED AERIAL FILM Data Rights - This film is and will remain the property of the United States Government. The BLM retains the rights to all master negative roll films supplied to the contractor for duplicating purposes, all duplicate roll films produced by the contractor, and all information generated for reports or invoices related to the performance of this contract. No film or information related to this contract will be used by the contractor, in whole or in part, for purposes other than the performance of the tasks specified within this contract. BLM original (archival), aerial film rolls will be shipped to the contractor via FEDEX overnight for use in performing tasks authorized within this contract. The contractor assumes full responsibility for said film while it is within the confines of the contractor's site. All Government film furnished under this contract will not be removed from the contractor's facility except as authorized by the COR. The contractor and COR will each maintain a record of transmittal and receipt of each roll of aerial film, listing project name, roll identification number, date of transaction, transaction (i.e., shipped film to or receive film from) and significant comments within one working day from when the transaction occurred. A signed receipt for each roll received will be returned to sender to verify completion of delivery. This is a 100% set-aside for small business. The standard NAICS classification is 541922. Size standard is $6.5 million. The following provisions and Clauses apply to this announcement: FAR clauses and provisions 52.211-6 Brand Name or Equal, 52.212-1 thru 5 are applicable and this synopsis/solicitation incorporates all provisions and clauses in effect through Federal Acquisition Circular 2005-12. 52.212-2 EVALUATION - (i) technical capability of the item offered to meet the Government requirement; (ii) past performance (see FAR 15.304); and (iii) price. Technical and past performance, when combined, are significantly more important than price. Addendum to 52.212-5: 52.219-6, NOTICE OF TOTAL SMALL BUSINESS ASIDE; 52.219-8 UTILIZATION OF SMALL BUSINESS CONCERNS; 52.219-14 LIMITATIONS ON SUBCONTRACTING; 52.222-3, CONVICT LABOR; 52.222-19, CHILD LABOR -COOPERATION WITH AUTHORITIES AND REMEDIES; 52.222-21 PROHIBITION OF SEGREGATED FACILITIES; 52.222-26 EQUAL OPPORTUNITY; 52.222-35 EQUAL OPPORTUNITY FOR SPECIAL DISABLED VETERANS, VETERANS OF THE VIETNAM ERA, AND OTHER ELIGIBLE VETERANS; 52.222-36 AFFIRMATIVE ACTION FOR WORKERS WITH DISABILITIES; 52.222-37 EMPLOYMENT REPORTS ON SPECIAL DISABLED VETERANS, VETERANS OF THE VIETNAM ERA, AND OTHER ELIGIBLE VETERANS; 52.225-1, BUY AMERICAN ACT-SUPPLIES; 52.225-13 RESTRICTION ON CERTAIN FOREIGN PURCHASES; 52.232-33 PAYMENT BY ELECTRONIC FUNDS TRANSFER - CENTRAL CONTRACTOR REGISTRATION. 52.216-1 TYPE OF CONTRACT - Firm Fixed Unit Price 52.216-18 ORDERING - October 1, 2006 through September 30, 2011 52.216-19 ORDERING LIMITATIONS - (a) minimum, 1 roll (b)(1) 10 rolls, (b)(2) 272 rolls, (b)(3) 30 days, (d) 5. 52.217-8 OPTION TO EXTEND SERVICES - 30 calendar days 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT - 30 calendar days, 60 days, 5 years. 52.232-18 AVAILABILITY OF FUNDS 52.246-4 INSPECTION OF SERVICES - FIXED PRICE Proposals are due September 21, 2006 by 12:00 PM Mountain Time. Send proposals by U.S. Mail to: Department of the Interior; BLM, BC-663; Attention: Sara Oletski; BLDG 50, DFC, PO Box 25047; Denver, CO 80225-0047. By express or hand delivery: Department of the Interior; BLM, BC-663; Attention: Sara Oletski; Mail Room, Entrance S-2; BLDG 50, Denver Federal Center; Denver, CO 80225, or by facsimile to (303) 236-9421. An award will be made based on technical expertise, past performance and price. Submit proposals to the address indicated above in accordance with FAR 52.212-1. Proposals shall include the following items: 1) Pricing Schedule including unit price, expected timeline for 1-10 units, equipment list, including manufacturer, model number and age of equipment, and Quality Assurance Plan, 2) Past Performance from three (3) current customers having similar requirement (provide name, telephone number, and point of contact), 3) Completed 52.212-3 Representations and Certifications - Commercial Items (Jun 2006) (accessible at http://farsite.hill.af.mil/vffara.htm) or a statement of registration on the ORCA website (https://orca.bpn.gov/login.aspx), 4) Include TIN and DUNS Number, 5) Offer must be signed. Offerors must be registered at http://www.ccr.gov to be considered for award. Numbered Notes: 1
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