Questions and Answers_.pdf

Imaging Service Contract

# SECTION QUESTION

1 PWS Pg 2 PWS states “Contractor must be able to provide certified product training at the request of USDA-MNGDBL in support of the project.” Are you requesting training on how to use the searchable PDF file deliverables? Answer: only if the contractor uses a method of indexing files that needs explanation or training.

2 PWS Pg 2 Task 1.

The Tasks and Performance table references “Analysis of Existing System and development of plan.” What system will the contractor be analyzing? What plan are you requiring, a replacement plan? Answer: existing system refers to current method of storing paper documents and their organization.

3 General The quantities are unclear. The Background statement in the PWS states that half of the collection consisting of 1 million pages is complete where the pricing table asks for the Contractor to process 600,000 pages in the Base Year followed by 1.2 million in the 2023-2024 period and 1.2 million in the 2024-2025 period for a total of 3 million pages. Answer: the number of pages per document year is unknown. Approximately 1 million were processed in the first year. It is expected that approximately the same number may be expected to be processed in each year Please clarify what the total number of pages and images for autofeed and the total for glass work will be for each contract year. Answer: we don’t know. They types are mixed and will need to be evaluated sheet by sheet.

4 General A standard Bankers Box will hold approximately 2200 sheets of paper. Based on 600,000 pages for packing in the Base Year, this will require 272 boxes and the second and third year will require 545 boxes each year. Do these estimates reflect the pulling, packing and transport requirements? Answer:

The quantity would be no less than 600,000 and could approach 1 million pages (double-sided page = 2 pages). Documents should not be removed from current contains for which approximately 5 per banker’s box will fit.

Inside current magazine style boxes may be 50 to 75 documents containing an undetermined number of pages.

5 General Can all of the documents for each contract year be picked up at one time?

No. We would expect that approximately 1/3 of the material be picked up at at a time as this is a working collection that is in use. This will hopefully minimize disruption.

6 PWS Pg 2 Task 2.

Where will the Contractor be pulling the documents from….file cabinets, all in one area or multiple areas? Answer: library style compactor shelves in one room for first year. In another room the second year.

7 PWS Pg 2 Task 2.

Are all of the documents to be pulled stored in file folders? Answer: No. None are in file folders for first year’s work. All are stored in magazine style cardboard boxes.

8 PWS Pg 2 Task 2.

Will the Contractor be required to provide the packing boxes? Answer: yes

9 General Can we schedule a day this week to visit the site to review the documents?

Answer: no due to some construction/repair work the area is closed.

However, photos have been provided.

1) Could you please clarify how the Imaging Technician I fits into the overall project? Such that, that role is only allotted for 400 hours for the glass scanner. It is estimated that there will be 300,000 documents. 300,000 / 400 = 750 per hour. If that is broken up over the 5 year span of the project that 150 documents scanned each hour. This doesn’t include prep time to handle these documents gently to ensure they are not damaged. Plus, what personnel is accounted for feeding the 300,000 through the sheet feeder scanner. Then ensuring all are named properly and loaded correctly into the proper digital location. Answer: all work other than handling the fragile documents on the scanner can be priced out as the contractor sees fit for the bid. 400 hours is an estimate. It is an unknown quantity and difficult to estimate.

2) Are there multiple Imaging Technicians envisioned for the project? Answer: This is at the discretion of the contractor.

3) Is it envisioned that the 400 hours would be used over the course of an entire year or a 400 hour sprint over 3 months? Answer: Unknown – depends on the number of documents requiring special handling.

4) Is the transport to and from the facility considered within the 400 hours? Answer: No

5) Is the unpacking and initial triage of the documentation into imaging treatment (i.e. glass scanned vs. sheetfed scanned) counted as well? Answer: No.

6) Our company submitted a proposal for this collection in 2021. Please let us know so we can fully understand the complexity of work if the awarded vendor to the 2021 solicitation is able to bid on this solicitation; also, what is the reason for not exercising the renewal options? This requirement does have renewal options. Please see the attached price schedule.

7) May we utilize the answers to questions and photographs provided for the 2021 solicitation in preparing our response to this 2022 solicitation? No, this solicitation is independent of previous solicitations

8) Please confirm that this project is for offsite work at contractor’s facility. The answer would be yes to off-site work.

9) Since materials are not described in this solicitation, please provide clarification and description of the remaining collection that has not yet been digitized. Are they aged and fragile or in good condition? A mix of aged and fragile, requiring individual scans, and more recent and robust.