Litigation and Non-Litigation Scanning and Copying

Location:	Federal
Posted:	Feb 24, 2026
Due:	Apr 2, 2026
Agency:	U.S. Government Publishing Office
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Program 2810-S

Specifications by FB

Reviewed by MP

Page 1 of 24

U.S. GOVERNMENT PUBLISHING OFFICE

Northwest Region

GENERAL TERMS, CONDITIONS, AND SPECIFICATIONS

For the Procurement of

Litigation and Non-Litigation Scanning and Copying

as requisitioned from the U.S. Government Publishing Office (GPO) by the

Various Agencies

Single Award

TERM OF CONTRACT: The term of this contract is for the period beginning May 1, 2026 and ending April 30,

2027, plus up to four (4) optional 12-month extension period(s) that may be added in accordance with the "Option

to Extend the Term of the Contract" clause in Section 1 of this contract.

BID OPENING: Bids shall be opened virtually at 1:00 p.m., Eastern Time (ET), on April 2, 2026 at the U.S.

Government Publishing Office. All parties interested in attending the bid opening shall email bids@gpo.gov one

(1) hour prior to the bid opening date and time to request a Microsoft Teams live stream link. This must be a separate

email from the bid submission. The link will be emailed prior to the bid opening.

BID SUBMISSION: Bidders must email bids to bids@gpo.gov for this solicitation. No other method of bid

submission will be accepted at this time. The Program Number and bid opening date must be specified in the

subject line of the emailed bid submission. Bids received after the bid opening date and time specified above will

not be considered for award.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for

any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the following

–

1. Illegibility of bid.

2. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails.

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are

advised not to exceed GPO’s stated limit.

4. When the email bid is received by GPO, it will remain unopened until the specified bid opening time.

Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the

prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s

email server as the official time stamp for bid receipt at the specified location.

Abstracts of contract prices are available at https://www.gpo.gov/how-to-work-with-us/vendors/contract-pricing

For information of a technical nature, contact fbuchko@gpo.gov

Litigation and Non-Litigation Scanning and Copying

2810-S (04/27)

SECTION 1. - GENERAL TERMS AND CONDITIONS

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GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to the

applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Publication 310.2,

effective December 1, 1987 (Rev. 01-18)) and GPO Contract Terms, Quality Assurance Through Attributes

Program for Printing and Binding (GPO Publication 310.1, effective May 1979 (revised 9-19)).

GPO Contract Terms (GPO Publication 310.2) – https://www.gpo.gov/docs/default-source/forms-and-standards-

files-for-vendors/contractterms2018.pdf

GPO QATAP (GPO Publication 310.1) – https://www.gpo.gov/docs/default-source/forms-and-standards-files-for-

vendors/qatap-rev-09-19.pdf.

GPO IMPRINT REQUIREMENT: No GPO imprint required. The GPO imprint requirement, GPO Contract

Terms, Supplemental Specifications, No. 9, is waived.

SUBCONTRACTING: Subcontracting will not be permitted.

PREDOMINANT PRODUCTION FUNCTION: Scanning of sensitive documents.

COPYING (including “Blowback”) QUALITY ASSURANCE LEVELS AND STANDARDS: The following

levels and standards shall apply to these specifications:

Product Quality Levels:

(a) Printing (page related) Attributes -- Level IV.

(b) Finishing (item related) Attributes -- Level IV.

Inspection Levels (from ANSI/ASQC Z1.4):

(a) Non-destructive Tests - General Inspection Level I.

(b) Destructive Tests - Special Inspection Level S-2.

to or better than the average product produced on a 600 dpi, or finder color copier.

Specified Standards: The specified standards for the attributes requiring them shall be:

Attribute

Specified Standard

P-7. Type Quality and Uniformity

Average type dimension in publication

DOCUMENT SCANNING QUALITY ASSURANCE LEVELS AND STANDARDS:

All scanning must be in accordance with the Federal Agencies Digitization Guidelines Initiative (FADGI): FADGI

May 2023 Technical Guidelines for Digitizing Cultural Heritage Materials.

Based on the product being scanned, refer to Chapter 3: Evaluation Criteria Values for Specific Material Types for

the most applicable category.

Three Star

Four Star

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Optical Character Recognition (OCR) scanning

a minimum of 98% accuracy rate

SCANNER IMAGING PERFORMANCE AND MONITORING: Scanner performance and consistency during

production shall be evaluated daily prior to scanning by the contractor with the DICE Device Level Target (available

as the Golden Thread target from Image Science Associates). Contractor is responsible for obtaining targets and

evaluation software.

If scanner performance drops below the required minimum FADGI level specified, the contractor shall stop all

scanning and address the deficiency. Failure by the contractor to address the deficiency may require the contractor

to re-scan documents at no expense to the Government. No extra time can be allowed for this re-scanning; such

operations must be accomplished within the original production schedule allotted in the specifications.

Contractor shall capture a digital image of the DICE Device Level Target for each scanner being used at the start

of each day’s production and provide the file(s) to the ordering agency. Additionally, if any changes are made to

the scanner(s) (e.g., maintenance, calibration, and/or repair), the contractor shall capture digital images of the targets

prior to scanning and provide them to the ordering agency. In the event of an issue identified by the ordering

agency, the ordering agency will provide the files to the GPO for evaluation.

Monitoring: GPO may request Device Level Target and accompanying report upon request throughout contractor

performance.

Files are to be uploaded on GPO filesharing at filesharing.gpo.gov. Prior to uploading, contractor to contact

qcpp@gpo.gov for instructions.

Files are to be named: [Program_Jacket_Printorder_date (e.g., XXXs_XXXXXX_XXXXX_mmddyy) or

Jacket_Date (e.g., XXXXXX_mmddyy)].

OPTION TO EXTEND THE TERM OF THE CONTRACT: The Government has the option to extend the term

of this contract for a period of 12 months by written notice to the contractor not later than 30 days before the contract

expires. If the Government exercises this option, the extended contract shall be considered to include this clause,

except, the total duration of the contract may not exceed five (5) years as a result of, and including, any extension(s)

added under this clause. Further extension may be negotiated under the "Extension of Contract Term" clause. See

also "Economic Price Adjustment" for authorized pricing adjustment(s).

EXTENSION OF CONTRACT TERM: At the request of the Government, the term of any contract resulting

from this solicitation may be extended for such period of time as may be mutually agreeable to the GPO and the

contractor.

WARRANTY: Contract Clause 15, "Warranty", of GPO Contract Terms (GPO Publication 310.2, effective

December 1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED

from 120 days to one calendar year from the date the check is tendered as final payment. All other provisions

remain the same.

ECONOMIC PRICE ADJUSTMENT: The pricing under this contract shall be adjusted in accordance with this

clause, provided that in no event will any pricing adjustment be made that would exceed the maximum permissible

under any law in effect at the time of the adjustment. There will be no adjustment for orders placed during the first

period specified below. Pricing will thereafter be eligible for adjustment during the second and any succeeding

performance period(s). For each performance period after the first, a percentage figure will be calculated as

described below and that figure will be the economic price adjustment for that entire next period. Pricing

adjustments under this clause are not applicable to reimbursable postage or transportation costs, or to paper, if paper

prices are subject to adjustment by separate clause elsewhere in this contract.

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For the purpose of this clause, performance under this contract will be divided into successive periods. The first

period will extend from May 1, 2026 to April 30, 2027, and the second and any succeeding period(s) will extend

for 12 months from the end of the last preceding period, except that the length of the final period may vary. The

first day of the second and any succeeding period(s) will be the effective date of the economic price adjustment for

that period.

Pricing adjustments in accordance with this clause will be based on changes in the seasonally adjusted “Consumer

Price Index For All Urban Consumers - Commodities Less Food” (Index) published monthly in the CPI Detailed

Report by the U.S. Department of Labor, Bureau of Labor Statistics.

The economic price adjustment will be the percentage difference between Index averages as specified in this

paragraph. An index called the variable index will be calculated by averaging the monthly Indexes from the 12-

month interval ending three (3) months prior to the beginning of the period being considered for adjustment. This

average is then compared to the average of the monthly Indexes for the 12-month interval ending January 31, 2026,

called the base index. The percentage change (plus or minus) of the variable index from the base index will be the

economic price adjustment for the period being considered for adjustment.

The Government will notify the contractor by contract modification specifying the percentage increase or decrease

to be applied to invoices for orders placed during the period indicated. The contractor shall apply the percentage

increase or decrease against the total price of the invoice less reimbursable postage or transportation costs and

separately adjusted paper prices. Payment discounts shall be applied after the invoice price is adjusted.

If the Government exercises an option, the extended contract shall be considered to include this economic price

adjustment clause.

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor,

the Government reserves the right to conduct an on-site preaward survey at the contractor's/subcontractor's facility

or to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior to

the award of a contract. As part of the financial determination, the contractor in line for award may be required to

provide one or more of the following financial documents:

1) Most recent profit and loss statement

2) Most recent balance sheet

3) Statement of cash flows

4) Current official bank statement

5) Current lines of credit (with amounts available)

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor

The documents will be reviewed to validate that adequate financial resources are available to perform the contract

requirements. Documents submitted will be kept confidential and used only for the determination of responsibility

by the Government. Failure to provide the requested information in the time specified by the Government may

result in the Contracting Officer not having adequate information to reach an affirmative determination of

responsibility.

SECURITY: The contractor shall take all necessary precautions to insure against loss of forms, negatives, or other

reproducibles at any time prior to delivery by them to a transportation agent or delivery to destination.

WARNING: Proper control and handling must be maintained at all times to prevent any information or materials

required to produce the product ordered under these specifications from falling into unauthorized hands. Unless

otherwise indicated herein, all extra copies, materials, waste, etc., must be destroyed beyond recognition by means

of abrasive destruction, burning, shredding, or other method that guarantees complete protection against access.

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Prior to beginning work on this contract, each contractor employee who will be performing on this contract

(including the contractor’s drivers and any subcontractor employees) must sign an agency Non-Disclosure

Statement. Any new employee added after award must also sign the Non-Disclosure Statement prior to

performing on the contract.

The signed Statements must be forwarded to: U.S. Government Publishing Office; Attn: Contracting Officer

DISPOSAL OF WASTE MATERIALS: The contractor is required to demonstrate how all waste materials used

in the production of sensitive information will be completely destroyed, i.e., burning, pulping, shredding,

macerating, or other suitable similar means. Electronic records must be destroyed in a manner that prevents

reconstruction. Materials cannot be reassembled and used in an inappropriate manner in violation of law and

regulations.

If the contractor selects shredding as a means of disposal, it is preferred that a cross-cut shredder be used. If a strip

shredder is used, the strips must not exceed one-quarter inch.

The contractor must provide the method planned to dispose of the materials. At Government’s option, contractor

may be required to return all waste materials to the ordering agency.

SECURITY WARNING: It is the contractor’s responsibility to properly safeguard personally identifiable

information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of any loss

of personally identifiable information. PII is “information which can be used to distinguish or trace an individual’s

identity, such as their name, social security number, biometric records, etc., alone, or when combined with other

personal or identifying information which is linked or linkable to a specific individual, such as date and place of

birth, mother’s maiden name, etc.” (Ref.: OMB Memorandum 07-16.) Other specific examples of PII include, but

are not limited to:

(a) Personal identification number, such as passport number, driver’s license number, taxpayer

identification number, or financial account or credit card number;

(b) Address information, such as street address or personal email address; and,

characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans,

voice signature, facial geometry).

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system whereby

materials used to perform the contract are manufactured and/or stored (e.g. while awaiting distribution or disposal)

so as to ensure against theft and/or the unauthorized possession of the materials. Contractor is cautioned that

Government provided information shall not be used for non-government business. Specifically, Government

information shall not be used for the benefit of a third party.

The Government retains the right to conduct on-site security reviews at any time during this contract.

The contractor shall present, in writing, to the Contract administrator via email within two (2) workdays of being

notified to do so by the Contract administrator or their representative, detailed plans for the following activities.

The workday after notification to submit will be the first day of the schedule.

THESE PROPOSED PLANS ARE SUBJECT TO REVIEW AND APPROVAL BY THE GOVERNMENT

AND AWARD WILL NOT BE MADE PRIOR TO APPROVAL OF SAME. THE GOVERNMENT

RESERVES THE RIGHT TO WAIVE ANY OR ALL OF THESE PLANS.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.