ACID FREE ARCHIVAL FILE FOLDERS

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; quotations are being requested and a written solicitation will not be issued. The solicitation Number is NAMA-09-Q-0090. The North American Industry Classification System (NAICS) code for this requirement is 322231. This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition circular 2005-33 effective date June 15, 2009. The National Archives and Records Administration (NARA) intends to award a Fixed Price Contract for Archival File Folders, dimensions: 10-1/2”H x 15-3/4”W, acid-free, low lignin, 3% minimum alkaline reserve, thickness between 0.0095 inches, and 0.015 inches, reinforce top margin on back flap. First Article Testing required. Test procedures and controls specified in the specification shall be used to determine the quality of the product. Offeror procedures and controls must be approved by the National Archives before test results will be accepted. The requirement for paperboard quality and characteristics must be tested in accordance with specified test methods of the American Society for Testing and Materials (ASTM) and the Technical Association of the Pulp and Paper Industry (TAPPI).The Term of the contract will be for a Base Period of twelve (12) months. The requirement is a 100% small business set-aside. Small Business Size Standard is $6 million. All responsible small business sources may submit a proposal that will be considered by NARA. CONTRACT LINE ITEMS (CLINs) REQUIRED: CLIN 0001: Acid-Free Archives Folder, dimensions: 10-1/2”H x 15-3/4”W – QTY 600,000.00 Folders. NOTE: Total cost shall include freight and distribution cost. Delivery terms is F.O.B. destination. STATEMENT OF WORK SPECIFICATION FOR ACID-FREE ARCHIVES FOLDER (10-1/2”H x 15-3/4”W) Navy Deck Log Project 1.0 SCOPE This specification covers the requirements acid-free file folders for the National Archives and Records Administration. 2.0 REQUIREMENTS 2.1 Construction. The file folder shall be made from a single piece of paperboard with a central fold score line. It shall contain two additional score lines positioned ¼” apart from the central fold on the front flap. The folder shall have straight sides that meet evenly (when the folder is folded) with square corners on both the front and back flaps. 2.2 Dimensions. The 10-point file folder, shall measure 10-1/2 inches in height and 15 3/4 inches in width with a central fold with two score lines ¼ inches apart on the front flap. The allowable variation for the dimension shall be plus or minus 1/16 inch. 2.3 Paperboard. 2.3.1 Composition. Paperboard for the file folder shall be made from new cotton or linen pulp, fully bleached chemical wood pulp, or a mixture. Paperboard shall be free of groundwood (ASTM D1030, X 5 Spot Stains and TAPPI T-236cm-85), alum rosin sizing, (ASTM D549-88), particles of metal, waxes, plasticizers (i.e. wet strength additives), plastics, and shall contain less 0.0008 percent reducible sulfur (TAPPI T-406om-88). It shall be free of any components that will cause the paperboard to fail the photographic activity test (ISO 14523:1999 or latest revision). Surfaces shall be free of knots, shives, and abrasive particles. 2.3.2 Sizing. Alkaline sizing (surface, internal, or both) shall be used. (ASTM D4988-89) 2.3.3 Alkaline Reserve. The paperboard shall have a minimum of 3 percent calcium carbonate, magnesium carbonate, or a combination of both evenly distributed throughout all plies and layers, when tested according to ASTM D4988-89. 2.3.4 Hydrogen Ion Concentration (pH). The pH value of the paperboard shall be between 8.0 and 10.0 when tested according to TAPPI T-509om-88. 2.3.5 Lignin. To demonstrate the adequacy of bleaching or lignin removal, all plies and layers of the paperboa rd shall give a negative reading to the phloroglucinol test when tested according to ASTM D1030 or shall have a Kappa number of 5 or less when tested according to TAPPI T-236cm-85. 2.3.6 Abrasion Outer surfaces of the paperboard shall show a loss of less than 2 percent of the total weight (mounting card and sample) when tested with #CS 10 wheel and 100 wear cycles (TAPPI T-476om-84). 2.3.7 Surface Smoothness. The paperboard shall show a smoothness within the range of 175 to 220 Sheffield units, when tested according to TAPPI 538om-88. 2.3.8 Thickness The paperboard shall have an average thickness between 0.0095 inches and 0.015 inches, when tested according to TAPPI T-411om 84. 2.3.9 Stiffness The paperboard shall have an internal stiffness of at least 23 Tabor stiffness units when tested according to TAPPI T-489om-86. 2.3.10. Machine Direction. The machine direction of the paperboard shall be perpendicular to the central fold. 2.3.11. Score Lines. The paperboard shall be scored uniformly and deeply enough to permit easy, precise folding and the retention of maximum strength along the fold line. 2.3.12 Finish. The paperboard shall be plate finished (calendered) on both sides. 2.3.13 Color retention. Dyes used to color the paperboard shall show no bleeding when soaked in distilled water for 48 hours while held in direct contact with white bond paper. The board shall not show a loss or gain of more than 5 points of brightness after exposure in a Sunlighter II apparatus for 96 hours or a fadeometer for 36 hours, when tested according to TAPPI T-452om-87. 2.4 Workmanship . Each folder shall meet the requirements stated in this specification, shall be constructed in accordance with good commercial practice, and shall be free of imperfections that may affect its utility or aesthetic appearance. Each folder shall be made to the dimensions specified. All edges shall be cut straight and shall be smooth and even. The top and side edges shall meet evenly when the folder is folded. All surfaces shall be smooth with no blisters, knots, or shives. The folder shall contain no surface dirt (smudges, fingerprints, and the like) and shall not be marred (scuffed, abraded, and the like) in any way. The paperboard shall be scored and creased uniformly along the central fold line. Additional scores shall be uniform and deep enough to permit easy, precise folding and the retention of maximum strength along the score line. All folded edges and score lines shall be free of fraying, cracks, and breaks. 2.5 Identification Markings. The following information shall be legibly embossed on the inside bottom flap of each folder: name of manufacturer, pH range, year of manufacture, and the words low lignin. 2.6 Preparation for Delivery 2.6.1 Packaging. The boxes must be packaged in standard commercial containers substantial enough to ensure the secure, undamaged, and dry delivery of the boxes as specified and sealed with tape. 2.6 .2 Marking. The outside of each packing container shall be legibly marked with the following information: the purchase order number and the type, size, and number of file folders packed in the container. 3.0 Quality Assurance Provisions 3.1 Tests. Test procedures and controls specified in this document shall be used to determine the quality of the product. Other procedures and controls must be approved by the National Archives before test results will be accepted. Unless otherwise indicated, the tests shall be performed at and the samples conditioned to standard conditions of 73 degrees Fahrenheit (plus or minus 3.5 degrees) and 50 percent relative humidity (plus or minus 2 percent RH.) (See TAPPI T-402om-88.) 3.2 Test Methods. The requirements for paperboard quality and characteristics shall be tested in accordance with specified test methods of the American Society for Testing and Materials (ASTM), the International Organization for Standardization (ISO), and the Technical association of the Pulp and Paper Industry (TAPPI). Publications describing these tests may be ordered directly from the technical associations at the following addresses: ASTM - American Society for Testing and Materials, 1916 Race Street, Philadelphia, PA 19103 ISO - ISO, 1, ch. de la Voie-Creuse, CP 56, CH-1211 Geneva 20, Switzerland TAPPI - The Technical Association of the Pulp and Paper Industry, One Dunwoody Park, Atlanta, GA 30348 REQUIREMENTS TEST METHOD (1) Lignin (See para. 2.3.5) (2) -Pholoroglucinol ASTM D1030, X5 Spot Stains (3) -Kappa number TAPPI T-236cm-85 (4) Rosin (Raspail test) ASTM D549-88 (5) Reducible Sulfur TAPPI T-406om-88 (6) Sizing ASTM D4988-89 (7) Alkaline reserve ASTM D4988-89 (8) Hydrogen ion concentration TAPPI T-509om-88 (9) Abrasion TAPPI T-476om-84 (10) Surface Smoothness TAPPI 538 om-88 (11) Thickness TAPPI T-411om-84 (12) Stiffness TAPPI T-489om-86 (13) Color Retention TAPPI T-452om087 3.3 Tests for Paperboard Quality. The requirements for paperboard quality shall be tested according to the following methods: 3.4 Test for Photographic Activity. The file folder paperboard shall pass the photographic activity test described in ISO 14523:1999. 3.5 Responsibility for Tests. Unless otherwise specified in the purchase order, the supplier is responsible for the performance of all requirements specified herein. Unless otherwise specified, the supplier may use his or her own facilities or any commercial laboratory acceptable to the National Archives. The National Archives reserves the right to perform any of the tests set forth in the specification where such test are deemed necessary to assure that supplies and services conform to prescribed requirements. 3.6 Examination Criteria. An examination shall be made to determine whether the completed file folder complies with the Requirements section of this specification (see pages 1-3). The qualities and characteristics that shall be regarded as unacceptable in the completed folder are listed below. 3.6.1 Completed Folder (1) Not style specified (2) Not dimensions specified (3) Not materials (qualities or characteristics) specified (4) Not color specified (5) Not construction specified (6) Not identification marking specified 3.6.2 Workmanship (1) Edges not cut straight, not smooth and even (2) Corners not square and smooth (3) Surfaces not clean and smooth, not free of smudges, fingerprints or dirt (4) Surfaces not free of blisters, knots, or shives (5) Surfaces not free of scuffs and abrasions (6) Fraying, cracks, or breaks along any folded or scored edges (7) Side edges not meeting evenly when the folder is folded to any width 3.6.3 Packaging for Delivery. An examination shall be made to determine whether the packaging of the boxes for delivery complies with the requirements of Preparation for Delivery Section of this specification. The characteristics that shall be regarded as unacceptable in the packaging are listed below. (1) Not number of folders per containers specified in contract (2) Container not sealed with tape (3) Container not legibly marked with the purchase order number (4) Container not legibly marked with the type of file folder within (5) Container not legibly marked with the size of file folder within (6) Container not legibly marked with number of file folders within 3.6.4 Responsibility for Inspection. Unless otherwise specified in the purchase order, the supplier is responsible for the performance of all inspection requirements specified herein. The National Archives reserves the right to perform any of the inspections set forth in the specification where such inspections are deemed necessary to assure that supplies and services conform to the prescribed requirements. 4.0 Sampling for Examination 4.1 Construction and Workmanship To sample file folders for construction and workmanship, file folders shall be selected according to MIL-STD-105E at inspection level S-2 with an acceptable quality level of 4.0 percent defective from each lot of material offered. 4.2 Testing To sample file folders for testing, file folders shall be selected according to MIL-STD-105E at inspection level S-2 with an acceptable quality level of 2.5 percent defective from each lot of material offered. 4.3 Preparation for Delivery To sample file folders for compliance with packaging and marking requirements, file folders shall be selected according to MIL-STD-105E at inspection level S-2 with an acceptable quality level of 4.0 defective from each lot of material offered. 4.4 Sampling Method The sampling of file folders for examination shall be carried out according to methods specified in "Sampling Procedures and Tables for Inspection by Attributes", MIL-STD-105E, issued January 2, 1990 and available from Naval Publications and Forms Center; Standardization Document Order Department, Building 4, Section D; 700 Robbins Avenue; Philadelphia, Pennsylvania 19111-5094. 4.5 Ordering Information. The following information shall be included in the purchase order. (1) Title and date of the specification (2) File folder dimensions (3) Number of file folders required (4) Purchase Order number (5) Special delivery conditions, if applicable 5.0 SHIPPING PACKAGING, DESTINATION, AND DELIVERY SCHEDULE 5.1 Packaging. The boxes must be packaged in standard commercial containers substantial enough to ensure the secure, undamaged, and dry delivery of the boxes as specified and sealed with tape. Pallets cannot exceed six feet in height when measured from the floor to the top horizontal edge of the highest box on the pallet. Pallets must be 48 by 48 inches in size. 5.1.2 Marking. The outside of each packing container must be legibly marked with the following information: the delivery order number, type, size, and number of boxes pack in the container. 5.2 Destination. National Archives at College Park Loading Dock 3301 Metzerott Road College Park MD 20740-6001 5.3 Delivery Schedule. Deliver 100,000 folders within 30 days or less of the contract award date – partial shipments will be accepted within the month to facilitate project progression. Thereafter, deliver 100,000 folders by the anniversary day of the contract award date each month for the next 5 months unless otherwise requested. Requests for acceleration of delivery will not exceed 20,000 additional folders per month and notification will be provided not less than 15 business days prior to the delivery date. CLAUSES AND PROVISIONS: The following clauses and provisions are incorporated and are to remain in full force in any resultant fixed price purchase order: 52.209-4 FIRST ARTICLE APPROVAL—GOVERNMENT TESTING (SEPT 1989) (IAW FAR 9.308-2(a) and (b) (a) The Contractor shall deliver (3) unit(s) of Lot/Item one (1) within 14 calendar days from the date of this contract to the Government Contract Specialist at National Archives and Records Administration, NAA, Room 3340, 8601 Adelphia Road, College Park, MD 20740-6001 for first article tests. The shipping documentation shall contain this contract number and the Lot/Item identification. The characteristics that the first article must meet and the testing requirements are specified elsewhere in this contract. (b) Within forty five (45) calendar days after the Government receives the first article, the Contracting Officer shall notify the Contractor, in writing, of the conditional approval, approval, or disapproval of the first article. The notice of conditional approval or approval shall not relieve the Contractor from complying with all requirements of the specifications and all other terms and conditions of this contract. A notice of conditional approval shall state any further action required of the Contractor. A notice of disapproval shall cite reasons for the disapproval. (c) If the first article is disapproved, the Contractor, upon Government request, shall submit an additional first article for testing. After each request, the Contractor shall make any necessary changes, modifications, or repairs to the first article or select another first article for testing. All costs related to these tests are to be borne by the Contractor, including any and all costs for additional tests following a disapproval. The Contractor shall furnish any additional first article to the Government under the terms and conditions and within the time specified by the Government. The Government shall act on this first article within the time limit specified in paragraph (b) of this clause. The Government reserves the right to require an equitable adjustment of the contract price for any extension of the delivery schedule or for any additional costs to the Government related to these tests. (d) If the Contractor fails to deliver any first article on time, or the Contracting Officer disapproves any first article, the Contractor shall be deemed to have failed to make delivery within the meaning of the Default clause of this contract. (e) Unless otherwise provided in the contract, the Contractor— (1) May deliver the approved first article as a part of the contract quantity, provided it meets all contract requirements for acceptance and was not consumed or destroyed in testing; and (2) Shall remove and dispose of any first article from the Government test facility at the Contractor’s expense. (f) If the Government does not act within the time specified in paragraph (b) or (c) of this clause, the Contracting Officer shall, upon timely written request from the Contractor, equitably adjust under the Changes clause of this contract the delivery or performance dates and/or the contract price, and any other contractual term affected by the delay. (g) The Contractor is responsible for providing operating and maintenance instructions, spare parts support, and repair of the first article during any first article test. (h) Before first article approval, the acquisition of materials or components for, or the commencement of production of, the balance of the contract quantity is at the sole risk of the Contractor. Before first article approval, the costs thereof shall not be allocable to this contract for (1) progress payments, or (2) termination settlements if the contract is terminated for the convenience of the Government. (i) The Government may waive the requirement for first article approval test where supplies identical or similar to those called for in the schedule have been previously furnished by the Offeror/Contractor and have been accepted by the Government. The Offeror/Contractor may request a waiver. (End of clause) FAR Clause 52.212-1, Instructions to Offerors-Commercial Items (Jun 2008); The quotations will be evaluated In accordance with the procedures outlined in FAR Subpart 13.106-2 and award will be made to the offeror that submits the lowest price technically acceptable offer; each offeror shall include a complete copy of the provisions at FAR Clause 52.212-3, Offeror Representations and Certifications-Commercial Items (Jun 2009), with the quotation. A copy of the provision can be found at hhtp://www.arnet.gov/far/; FAR 52.212-4, Contract Terms and Conditions-Commercial Items (Mar 2009); FAR52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders- Commercial Items (Jun 2009). Paragraph (b) of this clause incorporates by reference the following FAR Clauses: 52.222-3 Convict Labor (Jun 2003), 52.222-21 Prohibition of Segregated Facilities (Feb 1999), 52.222-26 Equal Opportunity (Mar 2007), 52.222-36 Affirmative Action for Workers with Disabilities (Jun 1998), 52.225-1 Buy American Act-Supplies (Feb 2009), 52.232-33 Payment by Electronic Funds Transfer Central Contractor Registration (Oct 2003). CONTRACTOR NOTE: Offerors are requested to transmit inquiries via both facsimile (301) 837-3227) or e-mail, [email protected] Attn: Narciso Marty Cruz (Telephone: 301-837-1633) no later than July 14, 2009 1:00 PM EST . Proposals may be submitted (one copy) via e-mail or facsimile, faxed (301) 837-3227, or Email ( [email protected] to: Mr. Narciso Marty Cruz,, no later than July 24, 2009, by 1:00 PM EST, Quotations must include the solicitation number, discount/payment terms, identification of any special commercial terms, and must be signed by an authorized company representative. It is critical that Offerors provide adequate detail to allow evaluation of their quotes (See FAR 52.212-1(b)). Offerors will be responsible for downloading their own copy of this combined synopsis/solicitation and amendments.