ACID-FREE ARCHIVAL BOXES

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-0091. 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 Storage Box, inside dimensions: 15-13/16”L x 4”W x 10-5/8” D, acid-free, low lignin, 3% minimum alkaline reserve, thickness must be 0.060 inches plus or minus 0.005 inches, when tested according to TAPPI T-411 om-4. 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 Storage Box, inside dimensions: 15-13/16”L x 4”W x 10-5/8”D – QTY 70,000.00 Boxes. NOTE: Total cost shall include freight and distribution cost. Delivery terms is F.O.B. destination. STATEMENT OF WORK FOR ACID-FREE ARCHIVES BOX (15-13/16”L x 4”W x 10-5/8”D) Navy Deck Log Project 1.0 SCOPE This specification covers the requirements for an assembled, acid-free, metal edged archives box with a hinged lid and a telescoping shallow front (see Attachment 1, Archives Box). 2.0 REQUIREMENTS 2.1 Construction. The assembled box must consist of one paperboard box blanks with metal edge stays oriented and secured on the box joints as indicated in Attachment 1, Archives Box. 2.2 Dimensions. The dimensions of the box must be specified in the contract as inside measurements in the following order: length, width, and depth. 2.2.1 Box Size. Box must have inside measurements of 15-13/16 x 10-5/8” x 4”. 2.3 Paperboard (including paperboard lined with paper). Composition Paperboard. The paperboard for the box must be made from any unbleached pulp that meets the requirements in this specification. The paperboard must be free of alum-rosin sizing (American Society for Testing and Materials (ASTMD549-88)), particles of metal, waxes, plasticizers (i.e. wet strength additives), plastics, and must contain less than 0.0008 percent reducible sulfur (Technical Association of the Pulp and Paper Industry (TAPPI T 4060m88)). Surfaces must be free of knots, strives, and abrasive particles. Lining Paper (where applicable). The paper for the lining paper must be made from new cotton or linen pulp, fully bleached chemical wood pulp, or a mixture. The paper must be free of groundwood (ASTM D1030, X 5 Spot Stains and TAPPI T-236cm 85), alum rosin sizing, (ASTM D54988), particles of metal, waxes, plasticizers (i.e. wet strength additives), plastics, and must contain less than 0.0008 percent reducible sulfur (TAPPI T-406om-88). Surfaces must be free of knots, strives, and abrasive particles. 2.4 Sizing. Alkaline sizing (surface, internal, or both) must be used (ASTM D4988-89). 2.5 Alkaline Reserve. The paperboard must 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 ASI M D4988-89. 2.6 Hydrogen Ion Concentration (pH). The pH value of the paperboard must be between 8.0 and 10.0 when tested according to TAPPI T-509om88. 2.7 Abrasion. Outer surfaces of the paperboard must show a loss of less than 0.7 percent of the total weight (mounting card and sample) when tested with #CS 10 wheel and 100 wear cycles (TAPPI T-4760m-84). 2.8 Surface Smoothness (to determine the property of adhesion of a pressure sensitive label to the paperboard surface). The surface of the paperboard must hold a piece of weighted pressure sensitive tape securely in place for at least ten (10) minutes in 6 out of 9 trials, when tested according to ASTM D286-90, Procedure B Modified as follows: 2.8.1 Use a three quarter inch (¾”) wide, office pressure sensitive tape to conduct the test. 2.8.2 Adhere the tape to the paperboard surface with two (2) rolls of a 10kg steel roller. 2.8.3 Suspend a two 2 ounce weight from the tape. 2.9 Thickness. The paperboard thickness must be 0.060 inches plus or minus 0.005 inches, when tested according to TAPPI T-411 om-4. 2.10 Stiffness. The paperboard must have an internal stiffness of at least 1,800 Tabor stiffness units in the machine direction and 800 Tabor stiffness units in the cross direction at 15 degrees deflection, when tested according to TAPPI T-489om-86. 2.11 Finish. The paperboard must be plated finished (calendered) on both sides. 2.12 Color Retention. Dyes used to color the paperboard must show no bleeding when soaked in distilled water for 48 hours while held in direct contact with white bond paper. The board must not show a loss or gain of more than five (5) points of brightness after exposure in a Sunlighter II apparatus for 96 hours or a fadeometer for 36 hours, when tested according to APPI T-452om-87. 2.13 Adhesive. Water resistant adhesive must be used when laminating two or more thicknesses of paperboard together to form a single board of the required thickness. When aged in an oven at 50 degrees centigrade and 87 percent relative humidity, the adhesive must not soften or run, bust must hold the two or more thicknesses of paperboard firmly together. The properties of the adhesive must not detract from the properties of the paperboard (i.e., reduce the alkaline reserve, increase the percentage of sulfur, decrease the pH, or decrease the stiffness). The adhesive must not be visible through or alter the color of the paperboard. If it is necessary to buffer the adhesive, the same buffer as in the paperboard (i.e., calcium carbonate, magnesium carbonate, or a combination of both) must be used. 2.14 Metal Edge Stay 2.14.1 General Information. A metal edge stay must be used to securely fasten together the joints of the box and lid (see Attachment 1, Archives Box). It must be made from a single unit of .0088 gauge cold rolled steel coated on the exterior with lacquer or baked enamel. It must be positioned on the box so that at both ends it extends to within one quarter inch (¼”) of the edge of the paperboard. 2.14.2 Finish. The outer surface of the metal edge stay must be free of sharp, raised edges. 2.14.3 Color. The color of the metal edge can be gray or black. 2.14.4 Dimensions. The metal edge stay must be one (1) inch wide and must contain eight (8), 4-prong eyelets per two (2) inch length. 2.15 Pull Cord 2.15.1 General Information. The box must have a nylon pull cord mechanically attached (i.e., using no adhesives) to the inside bottom front of each box (see Attachment 1, Archives Box). The pull cord must be formed into a loop and fastened together at the two free ends with a metal clasp. It must measure five inches (5”) (plus or minus 1/8”) x one sixteenth inches (1/16”) and must extend two (2) to three (3) inches out from the edge of the box. 2.15.2 Attachment of Pull Cord Loop. The pull cord must withstand being pulled apart at the metal clasp when the following test procedure is used. 2.15.2.1 Cut the pull cord in half at the point opposite the metal clasp. Mount the two loose ends in the jaws of an Instron Tensile Tester. 2.15.2.2 Use an Instron Tensile Tester with a 50 kilogram load cell, the jaws set 2 inches apart, and the cross head and chart speeds set at 10 inches per minute. To pass the test, the cord must not pull apart at the metal clasp when it is subjected to a force of up to 8 kilograms. 2.15.3 Color Retention. Dyes used to color the pull cord must show no bleeding when the pull cord is soaked in distilled water for 48 hours while held in direct contact with white bond paper. The dyes must resist transfer when the dry pull cord is rubbed against a piece of Whatman #1 filter paper. 2.16 Workmanship. Each box must meet the requirements stated in this specification; must be constructed in accordance with good commercial practice; and must be free of imperfections that may affect its utility or aesthetic appearance. 2.16.1 Each box must be made to the dimensions specified. All panels must fit closely without gaps or warping. All edges must be cut straight and must be smooth and even. The corners of the box must be square. The bottom of the box must rest evenly on a flat plane. The completed box must contain no surface dirt (smudges, fingerprints, and the like) and no oozed adhesive and must not be marred (dents, bumps, and the like) in any way. 2.16.2 The paperboard must be scored and creased uniformly. Scores and creases must be deep enough to permit precise folding during construction. All folded edges must be free of fraying cracks, and breaks. The lid must be able to withstand repeated opening without cracking, splitting, fraying, or otherwise losing strength along the hinge. 2.16.3 Adhesive, when used, must be uniformly applied to all surfaces to provide a firm, even attachment of all components. 2.16.4 Each metal edge stay must be made to the dimensions specified. Each must securely fasten together the joints of the box and must be positioned as specified. All the prongs of each metal edge stay must fully penetrate the paperboard so that they are visible on the inside of the box or lid. 2.16.5 The pull cord must be made to the dimensions specified. It must be attached to the box as specified. 3.0 Quality Assurance Provision 3.1 Test. Test procedures and controls specified in this document must be used to determine the quality of the product. Other procedures and controls must be approved, in writing, by the COR before test results will be accepted. Unless otherwise indicated, the test must be performed at and the samples conditioned to standard conditions of 73 degrees Fahrenheit (plus or minus 35 degrees) and 50 percent relative humidity (plus or minus 2 percent RH) (See TAPPI T-402om-88). 3.2 Test Methods. 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). Publications describing these tests may be ordered directly from the technical associations at the following addresses: 3.2.1 ASTM - American Society for Testing and Materials, 1916 Race Street, Philadelphia, PA 19103. 3.2.2 TAPPI - The Technical Association of the Pulp and Paper Industry, One Dunwoody Park, Atlanta, GA 30348. 3.3 Test for Paperboard Quality. The requirements for paperboard quality must be tested according to the following methods: REQUIREMENT TEST METHOD (1) Rosin (Raspail test (See P.1) ASTM D 549-88 (2) Reducible Sulfur (See P.1) TAPPI T-4060m-88 (3) Sizing (See P.1) ASTM D4988-89 (4) Alkaline reserve (See P.1) ASTM D4988-89 (5) Hydrogen ion concentration (See P.2) TAPPI T 5090m-88 (6) Abrasion (See P.2) TAPPI T-4776om-84 (7) Surface Smoothness (for label adhesion) (See P.2) ASTM D2860m-90 (8) Thickness (See P.2) TAPPI T-489om-84 (9) Stiffness (See P.2) TAPPI T-489om-86 (10) Color Retention (See P.2) TAPPI T-52om-87 3.4 Additional Tests for Lining Paper Quality (1) Lignin (See P.1) (2) Phloroglucinol ASTM D 1030,XS Spot Stains (3) Kappa number TAPPI T-236cm-85 3.5 Test for Pull Cord Strength. The adequacy of the attachment of the pull cord at the metal clasp must be tested according to procedures described in paragraph 2.15, Pull Cord. 3.6 Responsibility for Tests. Unless otherwise specified in the delivery order, the supplier is responsible for the performance of all requirements specified herein. Unless otherwise specified, the supplier may use its facilities or any commercial laboratory acceptable to the COR. The COR reserves the right to perform any of the tests set forth in the specification where such tests are deemed necessary to assure that supplies and services conform to prescribed requirements. 3.7 Examination Criteria. An examination must be made to determine whether the completed box complies with paragraph 2.0, Requirements. The qualities and characteristics that must be regarded as unacceptable in the completed box are listed below. 3.7.1 Completed Box (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 markings specified 3.7.2 Workmanship Defects (1) Edges not cut straight or not smooth and even (2) Scores and creases not deep enough to permit precise folding during construction (3) Corners of the box, not square (4)Box not capable of being opened repeatedly without cracking, splitting, fraying, or otherwise losing strength along the hinge of the lid (5) Folded edges showing exterior splits and cracks (6) Box warped and uneven on flat surface (7)Lid bows open; not a snug fit (8) Panels are gaped or bulged and are not aligned properly (9) Surface not clean or smooth: not free of oozed adhesive, smudges, fingerprints or dirt not free of lumps or indentations (10) Surfaces torn, scuffed, or otherwise physically marred (11) Metal edge stay not attached securely (12) Metal edge stay not oriented as specified (13) Surface of metal edge stay has sharp, raised edges (14) Pull cord not securely attached at the metal clasp 3.8 Packaging for Delivery. An examination must be made to determine whether the packaging of the boxes for delivery comply with the requirements of paragraph 2, Preparation for Delivery of the NARA Terms and Conditions. The characteristics that will be regarded as unacceptable in the packaging are listed below: (1) Not the number of boxes per container specified in the delivery order (2) Container not sealed with tape (3) Container not legibly marked with the delivery order number (4) Container not legibly marked with type of archives boxes within (5) Container not legibly marked with size of archives boxes within (6) Container not legibly marked with number of archives boxes within 3.9 Responsibility for Inspection. Unless otherwise specified in the delivery order, the supplier is responsible for the performance of all inspection requirements as specified herein. The National Archives and Records Administration 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 prescribe requirements. 4.0 Sampling for Examination 4.1 Construction and Workmanship. To sample boxes for construction and workmanship, boxes must be selected for an examination of construction and workmanship following sampling procedures describe in MIL-STD-105E at inspection level S-2 with an acceptable quality of 4.0 percent defective from each lot of material offered. 4.2 Testing. To sample boxes for testing, boxes must 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 boxes for compliance with packing and marking requirements, boxes must 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 Met. The sampling of boxes for examination must 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 online at http://assist.daps.dla.mil or from the Standardization Document Order Desk, 700 Robbins Avenue, Building 4D, Philadelphia, PA 19111-5094. 4.5 Ordering Information. The following information must be included in the purchase order: (1) Title and date of the specification; (2) Box dimensions; (3) Color of box, metal edge stay, and nylon cord; (4) Number of boxes required; (5) Purchase order number; (6) 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 10,000 boxes within 30 days or less of the contract award date – partial shipments will be accepted within the month to facilitate project progression. Thereafter, automatically deliver 5,000 boxes by the anniversary day of the contract award date each month for the next 12 months unless otherwise requested. Requests for acceleration of delivery will not exceed 5,000 additional boxes 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. NOTE: TO OBTAIN NARA SPECIFICATION ARCHIVES BOX DRAWING ATTACHEMENT 1, SUBMIT YOUR REQUEST VIA E-MAIL TO: Narciso Marty Cruz [email protected]