SECTION L

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS


L.1FORMAT 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

L.1.1 Cover Letter. 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.

L.1.2 The Proposal. The proposal shall consist of the following volumes and must include all requested information. The format shall be as follows:

L.2VOLUME 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).

L.2.1Section 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.

L.2.2Section 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-10). SF 1448 is a cover sheet and for use by offerors for the submission of the Cost Proposal. The SF 1448 and Table 15-3, instructions, are included on pages L-9 and L-10. 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.

L.2.3Sections 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.

L.2.4Section 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.

L.2.5Financial Responsibility

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.

L.3VOLUME II--TECHNICAL/MANAGERIAL PROPOSAL

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.

L.3.1Section 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.

After the initial technical evaluation, and as indicated in Section M.2, the Library will provide six sample reels of microfilm (three positives and three negatives, representing

three source reels) to offerors determined to be in the competitive range. The sample reels will be used to provide a benchmark sample which shall be evaluated as indicated in M.2.2.

The offeror shall include specific responses which demonstrate the capability and proposed methodology to meeting the following mandatory requirements:

Understanding the technical characteristics and variation of Library of Congress microfilms

Discussion of appropriate types of digital images to reproduce microfilm images with various levels of tonality

Discussion of relationship of the resolution of the microfilm images to desirable spatial resolution of digital images

Methods to be used to analyze the film, stated in terms of the various features or characteristics that will be subject to analysis

Discussion of image polarity, rotation, deskewing, and cropping and description of approach and methods to achieve appropriate levels of correction of film inconsistencies or shortcomings

Discussion of issues pertaining to and methods for creating single-page images from film frames containing pairs of pages

Proposed plan and methodology for production of digital images, including hardware and software

Understanding of digital image resolution, file format and file headers, and compression requirements, including discussion of the relationship of formats and format headers to printing

Discussion to indicate understanding of special directory and file naming systems

Discussion to indicate understanding of feature recognition and tracking of missing or unscannable images

Description of approach and methods to be employed to accomplish directory and file naming, feature recognition, and image tracking

Sample or mockup of a scanning log

Understanding of delivery format and media requirements for digital images

L.3.2Section 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. The 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.

L.3.3Section 3 - Project Management and Qualifications/Experience of Key Personnel

The offeror shall include a plan for managing and staffing all phases of this effort. For purposes of this contract, key personnel are defined as the project manager and designated alternate, digital scanning personnel, quality assurance inspector(s), and imaging engineer or scientist. 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.

L.3.4 Section 4 - Corporate Management and Support Capability

The offeror shall provide an organization chart which indicates the relationship 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. 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.

L.3.5Section 5 - Quality Control

The offeror shall submit a detailed Quality Control Plan in accordance with the requirements (See C.2.7). In the plan, the offeror shall describe the methods and steps to be employed beginning with receipt of the microfilm through production to maintain and assure the safety of the original microfilms to review and inspection and final delivery of the digital images. Plan shall also address procedures for reworks for unacceptable images.

L.3.6Section 6 - Equipment/Work Site

Offerors shall describe in detail their work site and location and provide a comprehensive description of all equipment to be utilized in the production of the digital images. The description shall include all hardware and software and an explanation of applicability to this project.

L.3.7Section 7 - Use of Subcontractors

Offerors must identify all subcontractors and their responsibility with the project. Similar information required to determine responsibility of the prime contractor must be submitted for all subcontractors.

L.3.8Section 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.

L.4 SAMPLE AND BENCHMARK TESTS

The Library will supply six sample microfilm reels to offerors determined to be in the competitive range (technical, price, and other factors considered). The six sample reels will represent a cross section of typical Library of Congress microfilms. The reels provided will be contact printed from three source reels (duplicates of the camera negative). The reels furnished will consist of sets of three duplicate negatives and three positives which include the same material, thus permitting offerors to compare these formats or simply to scan samples from the preferred microfilm format. (Only three of the six reels need be analyzed, described, and scanned.)

Although the entire reel shall be examined for the analysis and description, only four (4) images from each of the three (3) reels for a total of twelve (12) images shall be scanned for the evaluation on a pass/fail basis. The Library will mark or otherwise indicate the images on each reel which shall be scanned.

The offerors shall evaluate the reels as outlined in Section C and apply the approach they determine to be appropriate. The images may be bitonal or grayscale, as determined by the analysis and may also have image-enhancement algorithms applied.

Library supplied microfilm shall be returned to the Library along with the written descriptive analysis and samples. The written descriptive analyses (documentation of the actions taken) and sample digital images [1) printed out on paper or other hard-copy media, and 2) stored on a write-once CD-ROM disk, a set of floppy disks, or on other suitable electronic media) shall be submitted for evaluation.

L.5PREPROPOSAL CONFERENCE

A preproposal conference will be held at the Library of Congress, Landover Center Annex, 1701 Brightseat Road, Landover, Maryland, on February 15, 1996, at 10:00 a.m. 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 April Sliwinski at (202) 707-0456 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.

L.6 AVAILABILITY OF MICROFILM VIEWING IN READING ROOM

Representative reels from collections described in this solicitation will be available for viewing in the Microform Reading Room (Library of Congress - Jefferson Building - Room LJ-107) beginning Monday, February 5 through Friday, March 15, 1996. The hours for the reading room are Monday, Wednesday, and Friday 8:30 a.m. to 9:30 p.m. - Tuesday, Thursday, and Saturday 8:30 a.m. to 5:00 p.m. Paper copies from the microfilm can be made using the coin-operated reader-printers located in the reading room. Reference staff on duty are to be notified of your intention to view sample microfilm for the National Digital Library Program--Conversion from Microfilm RFP, and they will retrieve this film for you.

L.752.252-1 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

53.215-41 REQUIREMENT FOR COST OR PRICING DATA OR

INFORMATION OTHER THAN COST OR PRICING DATA OCT 1995

L.8 52.215-16 CONTRACT AWARD. (OCT 1995) -- ALTERNATE I (OCT 1995)

(a) The Government will award a contract resulting from this solicitation to the responsible offeror whose offer conforming to the solicitation will be most advantageous to the Government, cost or price and other factors, specified elsewhere in this solicitation, considered.

(b) The Government may (1) reject any or all offers if such action is in the public interest, (2) accept other than the lowest offer, and (3) waive informalities and minor irregularities in offers received.

(c) The Government intends to evaluate proposals and award a contract after conducting written or oral discussions with all responsible offerors whose proposals have been determined to be within the competitive range. However, each initial offer should contain the offeror's best terms from a cost or price and technical standpoint.

(d) The Government may accept any item or combination of items, unless doing so is precluded by a restrictive limitation in the solicitation or offer.

(e) A written award or acceptance of offer mailed or otherwise furnished to the successful offeror within the time for acceptance specified in the offer shall result in a binding contract without further action by either party. Before the offer's specified expiration time, the Government may accept an offer (or part of an offer, as provided in paragraph (d) above), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award. Negotiations conducted after receipt of an offer do not constitute a rejection or counteroffer by the Government.

(f) Neither financial data submitted with an offer, nor representations concerning facilities or financing, will form a part of the resulting contract. However, if the resulting contract contains a clause providing for price reduction for defective cost or pricing data, the contract price will be subject to reduction if cost or pricing data furnished is incomplete, inaccurate, or not current.

(g) The Government may determine that an offer is unacceptable if the prices proposed are materially unbalanced between line items or subline items. An offer is materially unbalanced when it is based on prices significantly less than cost for some work and prices which are significantly overstated in relation to cost for other work, and if there is a reasonable doubt that the offer will result in the lowest overall cost to the Government, even though it may be the low evaluated offer, or it is so unbalanced as to be tantamount to allowing an advance payment.

(h) The Government may disclose the following information in post-award debriefings to other offerors: (1) the overall evaluated cost or price and technical rating of the successful offeror; (2) the overall ranking of all offerors, when any ranking was developed by the agency during source selection; (3) a summary of the rationale for award; and (4) for acquisitions of commercial end items, the make and model of the item to be delivered by the successful offeror.

L.952.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of an indefinite quantity firm-fixed unit price contract resulting from this solicitation.

L.1052.233-2 SERVICE OF PROTEST (OCT 1995)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the General Accounting Office (GAO) or the General Services Administration Board of Contract Appeals (GSBCA), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from:

Helen S. Mathura

Library of Congress

Contracts and Logistics

1701 Brightseat Road

Landover, MD 20785-3799

(b) The copy of any protest shall be received in the office designated above on the same day a protest is filed with the GSBCA or within one day of filing a protest with the GAO.

(c) In this procurement, you may not protest to the GSBCA because of the nature of the supplies or services being procured.

TABLE 15-3INSTRUCTIONS FOR SUBMISSION OF INFORMATIONOTHER THAN COST OR PRICING DATA

SF 1448 is a cover sheet for use by offerors to submit information to the Government when cost or pricing data are not required but the contracting officer has requested information to help establish price reasonableness or cost realism. Such information is not considered cost or pricing data, and shall not be certified in accordance with 15.804-4.

1. The information submitted shall be at the level of detail described in the solicitation or specified by the contracting officer. The offeror's own format is acceptable unless the contracting officer determines that use of a specific format is essential.

A. If adequate price competition is expected, the information may include cost or technical information necessary to determine the cost realism and adequacy of the offeror's proposal, e.g., information adequate to validate that the proposed costs are consistent with the technical proposal, or cost breakdowns to help identify unrealistically priced proposals.

B. If the offer is expected to be at or below the cost or pricing data threshold, and adequate price competition is not expected, the information may consist of data to permit the contracting officer and authorized representatives to determine price reasonableness, e.g., information to support an analysis of material costs (when sufficient information on labor and overhead rates is already available), or information on prices and quantities at which the offeror has previously sold the same or similar items.

2. Any information submitted must support the price proposed. Include sufficient detail or cross references to clearly establish the relationship of the information provided to the price proposed. Support any information provided by explanations or supporting rationale as needed to permit the contracting officer and authorized representatives to evaluate the documentation.