SOLICITATION NOTICE
T -- AARP/NCI Research Study Newsletter
- Notice Date
- 7/25/2008
- Notice Type
- Combined Synopsis/Solicitation
- NAICS
- 323110
— Commercial Lithographic Printing
- Contracting Office
- Department of Health and Human Services, National Institutes of Health, National Cancer Institute, Office of Acquisitions, 6120 Executive Blvd., EPS Suite 600, Rockville, Maryland, 20852
- ZIP Code
- 20852
- Solicitation Number
- RFQ-NCI-80138-NG
- Archive Date
- 8/27/2008
- Point of Contact
- Malinda L Holdcraft,, Phone: (301) 402-4509, Caren N Rasmussen,, Phone: (301) 402-4509
- E-Mail Address
-
holdcram@exchange.nih.gov, cr214i@nih.gov
- Small Business Set-Aside
- Total Small Business
- Description
- The National Cancer Institute requires the following printing services and deliverables. This is a combined synopsis/solicitation for commercial items, prepared in accordance with format in FAR 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation and a separate written solicitation will not be issued. This solicitation: No. RFQ-NCI-¬¬¬¬¬¬80138-NG includes all applicable provisions and clauses in effect through FAR FAC 2005-26 (June 2008) simplified procedures for commercial items. This requirement is set-aside for small business. RFQ The North American Industry Classification Code is 323110 and the business size standard is 500 employees. All prospective offerors should have a copy of the booklet Standard Technical Specifications for NCI Printing Requirements (hereafter referred to as NCI Standard Specifications) issued by DHHS/NIH/NCI. The information in this booklet provides supplemental information necessary for potential offerors to have a complete understanding of the specifications set forth below. Copies of the booklet may be requested from Malinda Holdcraft at holdcram@exchange.nih.gov. REQUIREMENT: TITLE: AARP/NCI Research Study Newsletter PRODUCT: 4 panel folder, which will comply with optical scanning, 2 mail drops, OCR scanning and database creations for undeliverable/white mail. BASIS FOR AWARD: The award will be based upon two sets of prices from the offerors. First a “lot price” for all the manufacturing operations on a total quantity of 500,000 newsletters, sufficient to do the two mailings detailed within these specifications, plus an additional thousands rate. Second, an “Updating Price” per thousand responses for the newsletter, based upon a minimum quantity of 15,000 surveys. Again, with an additional thousands rate for more undeliverable/white mail to be processed, should they be received. All costs shall be defined within these figures. No additional charges shall be considered as the basis of the award (or paid on the invoice, without a contractual modification.) QUALITY: Level 2 printing and finishing attributes are required for this specification. Reference GPO publication 310.1 for attribute requirements. Printing is the predominate production function and none shall be subcontracted. All contractors offering a bid shall have passed the NCI Requirements for New Bidders prior to consideration of their proposal for award. A minimum sixty calendar days are necessary for the evaluation processing to be completed. FACILITIES RESTRICTION: Production of the entire project within one facility is the predominate production function. No operations shall be subcontracted without the written permission of both the Contracting and the Project Officers, as well as the principal investigator. Joint vendor proposals shall NOT be considered. Your proposal to the government shall clearly state your “in-house” capabilities prior to consideration for award or your request for sub-contracting of any necessary operations. Contractual award takes place after approval(s), if these are necessary to your proposal for the government. QUANTITY: 500,000 total copies and the final film/files used in the production of printing. INKS: PMS 466 Brown and dense Black lithographic inks, Laser personalization imprints in Black only. Solid inks required, no builds allowed. Inks shall contain minimum percentages of vegetable oil in compliance with federal procurement mandates as follows: Heat-set litho/10%, sheet-fed litho/20% PAPER: Letter: 60# opaque white smooth finish offset, suitable for OCR. Grain dimension, reflectance and brightness to meet minimums for equipment used. Only those papers listed above as approved equals will be considered. See the 42nd edition (May 2008 issue) of the Competitive Grade Finder. American mill brand manufactured papers only, private label papers and or foreign manufactured papers shall not be acceptable. TRIM SIZES:8-3/8” x 14”, folding as 2 parallel folds to a final size of 8-1/2” x 3-5/8”. FURNISHED MATERIALS: A Mac OS-X compatible CD-Rom disk, together with a set of color proofs (laser printed dummy) as a guide to production. Quarkxpress, Illustrator, and Photoshop applications are used for desktop publishing. A 500,000 name (as a single CSV text file) database of addresses will be supplied, for the study participants expected to participate in the mailing. This file contains various fields required for the creation of database, as well as fields necessary to effect mailings. PROOFS: Proofing techniques vary by component. “Live Proofs” will be required for approval on all laser or inkjet personalized & variable data components. A sampling of 10 random live samples will be used for these proofs. Data dump of 10 records, personalized, showing truncations, inserted and submitted for approval. Proofs to be created using actual stock and production techniques, which will be used during the full production run. All other components of this project will be proofed using a forms proofing process, 2 sets required. This process utilizes inkjet technology and adequately indicates color break, position, type quality, page position, and form imposition (where applicable). Accurate representation of PMS color on proof will not be required. PMS color specifications instead, will be followed in the pressroom and require approval by the government, prior to commencing the press run. Color shall be uniform within each package with a consistency of ink density throughout entire production run, as outlined in these specifications. Walter Burroughs is solely the government’s Quality Control representative. BINDING: Trim four sides (no bleeds) to an approximate flat size of 8-3/8 x 14 inches. Fold as two parallel folds to a final size after binding of 8-3/8” x 3-5/8”, as in half and in half again. Clear wafer seal as necessary to comply with the USPS requirements for first class postage (fees and postage will be under G-806 permit number) PERSONALIZATION: Each newsletter will be addressed for mailing before/after binding operations are completed, as well as the addition of a barcode (approximately 1/4 inch square, placed to the left of the address imprint plus a human eye readable equivalent). Inkjet created barcode to be suitable for OCR scanning at the same time as scanline function data retrieval. Since human participants are involved in this study, particular care must be exercised to protect their privacy, including documents and signatures on non-disclosure agreements filed with the principal investigator and the Research Contracting Branch office. The contractor must agree to adhere to principals of human subjects protection as codified in the regulations (45 CFR 46) and a HIPAA agreement must be filed by the contractor. MAILING: List database will be converted, formatted, genderized, properly cased for upper and lower case, zip + 4 coded, bar coded per US Postal Service requirements to allow for presorting, and to obtain best possible Postal Fee discounts as appropriate for permit being used (G-806). Database furnished is required to be run and compared against National Change of Address database by the printing contractor, at their expense, prior to commencement of addressing. The contractor will be expected to “keystroke entry of forwarding addresses” for 5,000 undeliverable/white mail, with the labor value included in the lot price. These represent the returned mail due to currency of the NCOA “Stop List” prior to first mailing. The contractor will provide a receipt location for the returned surveys, including any necessary freight, solely at their expense. The contractor will also communicate (by email) with the program staff for weekly updates of return responses. FORMAT: Printed form, face and back in two ink colors PRINTING: Print face and back in solids and screened areas using PMS 466 Brown. One black ink halftone is present on the face side together with type matter and headlines using both ink colors as well as reversed to white design elements. Back-up prints in a similar style to the face. Moderate coverage of ink is required. NOTE: The furnished electronic files for do not contain masks, or traps and the contractor shall create these items as part of their production. Although only moderate ink coverage is required, the contractor must still take any and all necessary precautions to prevent ghosting and lay a smooth, uniform ink film. Do not assume “perfecting” is acceptable to the government. The inspector shall use the following criteria to determine acceptability. If the inspector is unable to determine by examination which side is first down, then press perfecting is acceptable. Ghosting & “in-line problems” shall not be acceptable. DISPLAY EXAMINATION: Examination of the furnished materials is an integral part of specifications. No additional payment will be allowed due the contractor’s failure to examine the copy and thoroughly understand the nature and extent of the work to be performed. PRESS INSPECTION: Press sheets shall be inspected at the contractors printing facility for quality conformance. Each press sheet form must contain one color bar, at least 3/16 inch in width, for each ink color placed parallel to the ink rollers. Color control bars (such as, BRUNNER, GATF or GRETAG) must contain star targets, trapping, tint and dot gain patches, process built grays, if applicable, and extend the full width of the press sheet. Ink densities shall be constant across the full width of the sheet with no deviations to exceed plus or minus 1/2 of one percent. Light and heavy inking is not allowed. The contractor shall provide the correct viewing conditions for all press sheet inspections including 5000 degree kelvin light sources housed in a completely enclosed neutral gray booth and functional densitometers. PREAWARD SURVEY: In order to determine the responsibility of the prime contractor, the government reserves the right to conduct a preaward survey, or to require samples to QATAP evaluate, or other evidence of technical, managerial, financial and similar abilities to perform, prior to the award of a contract. The scope of this project will require the assignment of a single suitably capable managing project officer by the contractor. (authorized in writing to act on behalf of the firm) DATA CAGING: The contractor will perform Identification of all undeliverable/white mail and caging of information for each of the two mail drops (separately!), including the creation of the database described below. Contractor population of database, and identification of non-respondents. A) Withdrawal or removal from mailing list/study should be 1) entered in the computer and flagged as withdrawals or removals 2) returned as a separate and clearly marked group to Westat B) Reported dead 1) entered in the computer and flagged as reported dead 2) returned as a separate and clearly marked group to Westat C) Moved or forwarded 1) forwarding address added (not written over old address) in the electronic address file as a separately added field 2) flagged as moved or forwarded d) Undeliverable 1) flagged as undeliverable e) Other 1) any other returns should be flagged in the computer as "other" 2) up-to 500 "others" should be returned as a separate and clearly marked group to Westat Contractor to update the original furnished database for each of the two mail drops (using separate fields, do NOT over-write the furnished materials!) to include any change of addressee extracted from the newsletter responders or from hand-written correspondence. FINAL DELIVERABLE: The final product is an ASCII database of updated mailing addresses on electronic format. Creation of password protected CD/DVD library or other similar media suitable to transmit database to Westat as an ASCII flat file and map. This will entail creation of one set of disks with one duplicate set included, at no additional charge to the government. Also, a duplicate set of 3602 USPS forms for the mailing costs plus the delivery receipts for any other locations listed in these specifications. Documentation list of workflow & Methodologies of Production shall be required together with the address update results separated as counts of all address updates and flags. NEGATIVES: Return all camera copy or furnished materials as received plus two file copy printed samples. Inventory the NCI final film negatives in printer spreads (only 2 page films for book-work) and furnish copies of the all the signed receipts in one package to Paul LaMasters at the business office address listed above on page 1 of these specifications. If digital direct-to-plate technologies were used, the contractor shall also be required to furnish films as a deliverable item upon request. Compose negatives as RRED final films, (.004 film is allowed if computer electronic files were provided by the NCI). Pin hole registration punching of the final films is required and composed, not stripped, registration marks on all sides. The contractor shall inventory all the final negatives within their facilities until called for return by the NCI. Ownership of these films shall remain the government’s property. Industry trade customs shall not apply to film, flats, proofs or color OKs. Pack films to protect emulsion layers and furnish each film set with the associated top sheet containing wet ink density readings, or your press -room oks for future color match. Films shall be ready for subsequent reprints without additional effort beyond exposures. SHIPPING: The advanced samples copies: must be received before any other location deliveries. 3 advanced samples copies to: NCI Printing, (301-402-2624) 6116 Executive Boulevard, Room 3064, Rockville, MD 20852, Attn: Printing Officer. Ship 10 client samples to: National Cancer Institute, ATTN Dr. Yikyung Park (301-594-6394), 6120 Executive Blvd 3048, Rockville, MD 20852 Ship 15 file copies to: Library of Congress, Madison Bldg., (Exchange and Gift Division), Federal Documents Section, C Street, North East, (between 1st and N Streets), Washington, DC 20540. Ship 2 NCI file copies to: National Tech. Info Service, Office of Business Development, Attn: Sue Feindt, (703-605-6244) 5285 Port Royal Road, Springfield, VA 22151. Ship 5 (NCI) C and I copies to: NIH Printing, ATTN: Lisa Harper Building 31, Room B-4B-N-08 9000 Rockville Pike Bethesda, Maryland 20892 301-496-6781. Ship 2 depository copies to: the U.S. GPO, Stop: SSLA Depository Receiving Section; 44 H Street NW loading dock Washington, DC 20401 Label cartons...item number 507-G-02. Ship 2 NCI file copies to: ATTN: Mr. Jan Ehrman at NIH 9000 Rockville Pike, Building 31, Room 5-B-52 Bethesda, Maryland 20892 301-496-4143. PROOFS: will be withheld 3 working days from the time they are received until they are returned. Label the proof package with the NCI PC number and product title. Return the materials in the proper order as originally provided by the government. PRESS SHEET INSPECTION requires 5 days notice. Notify the NCI at 301-402-2624 for inspection. SCHEDULE: Display of materials at NCI, OC, PSB (Printing Section), Building 6116, Room 3064; Executive Boulevard; Rockville, MD 20852 on July 28, 2008. QUOTATIONS ARE DUE: August 12, 2008 at 11:00 am. Award shall be made on or about August 14, 2008. Material pickup on or about: August 19, 2008. October 10, 2008: 500,000 copies due at the NCI destinations as listed above. Advanced sample copies must be received at the NCI Office of Cancer Communications prior to any bulk distributions. Balance of copies due at destinations: October 24, 2008. Return of furnished materials and receipts: November 11, 2008. NOTE: Please be aware that w/o the return of all the furnished materials, complete as specified within these printing specifications, payment will/can be withheld until all these materials are received. The package shall include copies of all shipment documents with signatures by the receiver and two sample file copies. GENERAL PACKAGING: General packaging information for bulk shipments delivered to the National Cancer Institute Shipments not conforming to these requirements SHALL be refused. The exact packaging for each order will be detailed within the printing contract from the government. The contractor shall initiate contact with our warehouse, if the inventory control number and bar code artwork are not furnished, prior to labeling any cartons or the press run. Typically, this number and bar code are also listed on the lower right hand position of the laser proofs. If the number is provided use it on the cartons. Receiving hours are 6:30 am-12:00 and 1-3:30 pm, Monday-Friday, except federal holidays. Please contact (by email) for a delivery appointment, prior to any bulk shipments. Ship the bulk copies to: Lockheed Martin Information Technologies; Email: anna.l.young@lmco.com; 1000 Haverhill Road, Baltimore, Maryland 21229, ATTN: Ms. Lou Young 410-644-7742. Ship the 3 samples to: National Cancer Institute, Office of Communications Services, 6116 Executive Boulevard, room 3064, Rockville, Maryland 20852 ATTN: Printing Officer 301-402-2624. Stencil each carton on 1 end, with the NCI PC Number, Title, Inventory Number and the Quantity per carton and per package; 08-NCI-PC-098 (20 per package ^ 200 per carton) AARP Newsletter; Inventory number ?-??? Band each pallet twice, in both directions, using plastic strapping over corrugated edge protectors only. Cover the pallets with plastic stretch wrap after strap banding and corrugated edges. The cartons shall only be new 44 pounds; Edge-crush test or 275 pounds bursting strength and specifically made to contain this product. Affix packing delivery list to the last pallet loaded on the truck, facing the dock. All skids shall be four-sided entry and the weight must not exceed 2,000 pounds. Do not side load or double stack on the truck trailers. Stack skids, not to exceed 50 inches total, (from the floor to the top of the assembly). Use 48 x 40, four way GPO Pallets only. PROVISIONS AND CLAUSES: The following FAR provisions and clauses apply to this acquisition: FAR clause 52.212-1 INSTRUCTIONS TO OFFERORS-COMMERCIAL ITEMS (April 2008); FAR clause 52.212-3 OFFEROR REPRESENTATIONS AND CERTIFICATIONS-COMMERCIAL ITEMS- (November 2007) WITH DUNS NUMBER ADDENDUM {52.204-6 (April 2008)}; FAR Clause 52.212-4 CONTRACT TERMS AND CONDITIONS – COMMERCIAL ITEMS (February 2007); FAR Clause 52.212-5: CONTRACT TERMS AND CONDITIONS REQUIRED TO IMPLEMENT STATUTES OR EXECUTIVE ORDERS-COMMERCIAL ITEMS (April 2008). The following FAR clauses cited in paragraph (b) of the clause at FAR 52.212-5 are also applicable to this acquisition; Far Clause 52.219-6 Notice of Total Small Business Set-Aside Far Clause 52.219-28 Post Award Small Business Program Representation Far Clause 52.222-3 Convict Labor Far Clause 52.222-19 Child Labor-Cooperation with Authorities and Remedies Far Clause 52.222-21 Prohibition of Segregated Facilities Far Clause 52.222-26 Equal Opportunity Far Clause 52.222-35 Equal Opportunity for Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans Far Clause 52.222-36 Affirmative Action for Workers with Disabilities Far Clause 52.222-37 Employment Reports of Special Disabled Veterans, Veterans of the Vietnam Era, and Other Eligible Veterans Far Clause 52.225-1 Buy-American Act Supplies Far Clause 52.232-33 Payment by Electronic Funds Transfer– Other than Central Contractor Registration Full text copies of the representations and certifications for other cited provisions and clauses may be obtained on line at the NCI website at http://amb.nci.nih.gov or from Malinda Holdcraft, Contract Specialist at holdcram@exchange.nih.gov. OFFERORS: Offers must be submitted on an SF-1449 with a completed 52.212-3 Offeror Representations and Certifications-Commercial Items-with Duns Number Addendum, signed by an authorized representative of the offeror OR provide a copy of the valid certification registrations of the offeror’s Central Contractor Registration (CCR) and Online Representations and Certifications Applications (ORCA). PLEASE NOTE: In order to receive an award, contractor must be registered in and have valid certifications in the Central Contractor Registration (CCR) (http://www.ccr.gov) and the Online Representations and Certifications Application (ORCA) (http://orca.bpn.gov). Quotations must be received in the NCI-OA contracting office by 11:00 a.m. on August 12, 2008. Please refer to solicitation number RFQ-NCI-80138-NG on all correspondence. No collect calls will be accepted. Faxed or electronic mail quotations will NOT be accepted.
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