Q_and_A_for_140A1622Q0106_0001.docx
DOCX document 21 KB Posted
- Attached to
- Records Management for AS-IA OCFO Federal contract opportunity
- Solicitation number
- 140A1622Q0106
About this file
This document contains questions and answers regarding records management services required by the Bureau of Indian Affairs Central Office. The solicitation seeks a contractor to collect, review, destroy, digitize, organize and store approximately 1,000 boxes of records ranging in age from 2 to over 15 years and containing between 10 to 50 paper files per box. The contractor will work with the government to identify responsive and non-responsive documents, convert documents to accessible PDF format, and upload digitized records to a government shared drive. The contractor will also arrange for shipping of materials to multiple locations for consolidation as directed by the government. A printer and training on related software will be provided. The contractor must receive a Public Trust Clearance prior to commencement of work.
View the file
Other files for this federal contract opportunity
| File | Type | Posted |
|---|---|---|
| Sol_140A1622Q0106_Amd_0001.pdf | ||
| Record_Management_SOW_V2.docx | DOCX document | |
| Sol_140A1622Q0106.pdf |
On GovTribe
Work with this file on GovTribe
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
140A1622Q0106 Records Management for OCFO Questions and Answers
1. Approximately how many files are in each bin?
A: Between 10 – 50 files per bankers box.
2. What is the age/condition of the files?
A: Files range from 2 – 3 years to 15+ years. Most files are in good condition.
3. Are there files on Onion Skin paper or other historically delicate mediums?
A: No.
4. Has there been a previous inventory conducted? If so, how long ago?
A: No.
5. Regarding the identification of records required for pending federal litigation, will BIA provide guidance on what litigation records are to be identified?
A: Yes, the Department of the Interior and/or Indian Affairs must have this information they can share.
6. A printer is stated to be provided; will this printer also serve as the scanner?
A: Yes.
7. What software will be utilized and will training be provided?
A: I believe the forms are in a Word and/or PDF type format. I would say a general understanding of Microsoft Edge (operating system) as related to completing forms or an Excel type spreadsheet.
8. Does the BIA require any searchable meta data to be included in final PDFs?
A: In general, “No” as most of our records will be destroyed. I can’t speak to the other offices. Destruction paperwork will be completed – Word/Excel etc.
9. Are personnel required to receive a Public Trust Clearance and receive credentials prior to commencement of work?
A: Yes.
1. REFERENCE: Requirement - Based on the inventory, convert applicable records to pdf files which comply with Section 508 of the U.S. Workforce Rehabilitation Act of 1973 which mandates that all electronic and information technology developed, procured, maintained, or used by the federal government be accessible to people with disabilities. Review existing pdf files for compliance with Section 508 and convert non-compliant pdf files to comply with Section 508.
Question: delivering a PDF, and if the user uses Adobe “Text to Speech in Reader”, is this acceptable with respect to Section 508?
A: Yes.
2. REFERENCE: Requirement - Differentiate between responsive and non-responsive records. Prepare log of responsive records to be submitted to the court (if applicable).
Question: How will the vendor differentiate between Responsive and non-responsive records? Can you please provide more detail to identify Responsive and Non-responsive Records?
A: The contractor shall work with the government representative to determine responsive and non-responsive records.
3. REFERENCE: Requirement - The contractor is responsible for shipping materials, shipping cost, and other items and fees associated with the disposition of all records.
Question: Will Vendors be provided with a detailed description of requirements for where boxes will be shipped to. The requirements mention multiple locations for consolidation.
A: Yes. Information will be provided after award and reimbursed per the contract.
4. REFERENCE Requirement - The objective is to collect, review, destroy, digitized, store, and organize 1000 boxes of records.
Question: Please estimate number file folders and pages in a box so folders and page counts can be determined?
A: Between 10 – 50 files per banker boxes.
5. REFERENCE Requirement - Based on the inventory, identify records eligible for archiving, disposal, and digitalizing –
Question: Can the Government please specify naming structures for PDFs at the box level and File folder level? Is the government looking for index data as part of delivery? What fields are they seeking?
A: The contractor shall work with the government representative to determine the proper data indexing needed for the specific records. At least, one third of the file will be destroyed.
6. REFERENCE Requirement - Digitized records shall be uploaded to a share drive location identified by the government after award.
Question: Can the Government please specify the file format? Multipage PDF, PDF/A? and are there restrictions on file sizes?
A: If they are referring to paper files that are going to be scanned to the Network Drive on excel and multipage PDF.
File details come from the government source that posted it. Updated .