PR_0040649007_Vendor_Questions_Answers_0005.pdf

RFQ 140G0124Q0173

Vendor Questions and Answers

1. The technical requirements refer to 5mm film -800 images and down below it refers to sheets of microfilm, could this be microfiche? I have never seen microfiche with 800images on them. Can you please clarify? The correct reference should be to “35mm film and 16mm for microfilm. Microfiche has been removed from the Statement of Work.

2. How many images on average need to be split and is that billable separately? There is no way for us to know how many images that are on each roll of film. Regarding billing, the cost for splitting images can be considered separately.

3. What are the frequency of the pickups? The frequency of pickup is negotiable.

4. Can we receive the samples mentioned? Vendor is to provide samples contingent upon award. Will update terms and conditions with samples clause.

5. In section B.2.5, can we assume that the 5MM is comfiche. Can we get either a picture or more physical description? The definition of “comfiche” is a system that converts stored data directly to microfilm or microfiche. The history of the rolls of film is that there were NOT converted from a computer to film.

6. For the '5mm', is the quantity unknown because they do not expect there to be much but it is possible, or it is unknown because there is so much of it? If they had to guess, how many cards, and how may frames per card? Microfiche has been removed from the Statement of Work.

7. If the 5mm is comfiche, could you send the sample rolls to two locations? Microfiche has been removed from the Statement of Work.

8. Can the imaging be done in a different state? Yes, the imaging can be done in a different state.

9. How may pages per document is the expected average? We do not have an estimate for the average number of pages per document.

10. How will the ~3,000 rolls be sent to scan; do they need to be picked up or will you be shipping, or is this meant to be on-site? This is not expected to be completed on site.

Rolls of film can be picked up or shipped.

11. Who is responsible for the courier cost of the samples? Vendors should include shipping cost estimates in their quote.

12. Are the “2 up” images that need to be split contained on the 16mm or 35mm microfilm?

We think is may be on both sizes of film.

13. What is the estimated percentage of the “2 up” images on the microfilm? We do not have an estimate of the number of images that may be 2 up.

14. Is the 5mm film microfilm or motion picture film?

15. Is the 5mm film in a roll?

16. Please provide a photo of this media. I presume this statement is pertaining to #16.

Microfiche has been removed from the Statement of Work.

17. Is the Survey form period (annual, semi-annual, quarterly, monthly) found on the box?

There is no indication of the period included on the exterior of the box. All periods may be included on one roll.

18. For the PDF “Folder Structure”, are you asking us to name the images on the rolls?

Images are 2 or 4 page forms and forms must be separated into one multi-page documents (meaning digitizing the front and back of the form into one pdf together or the 4 page document into one multiple page pdf together).

19. Please confirm all metadata/indexing comes from the Roll Film Box and the Microfiche

Title Block or ‘header’. This includes the file naming scheme and the folder structure.

Metadata will NOT come from the Roll film box. The metadata will come from the images themselves. Additionally, the images will need to be group by 1. form type (Gold, Silver, Copper, etc.); 2. Year and in some cases; 3. State

20. Is vendor required to read the images and identify any metadata/indexing data within a roll or microfiche card? Yes. (response copied from question #19) Metadata will NOT come from the Roll film box. The metadata will come from the images themselves.

Additionally, the images will need to be group by 1. Form type (Gold, Silver, Copper, etc.); 2. Year and in some cases; 3. By State.

21. Can we pick up larger batches if we complete a batch sooner than 30 days? Yes

22. Can the materials be picked up all at one time? Yes

23. Are these 16 mm microfilms 100ft reels? Unknown at this time.

24. Are these reels in good condition? Yes

25. Are these microfilms Blipped? Unknown at this time.

26. Is Scanning 300 DPI, B&W/Gray sufficient? NARA’s standard is 400 dpi. Grayscale is sufficient.

27. Is it possible to provide us a few microfilms as samples for us to test and see how many indexes are there, etc.? This data is proprietary so we cannot send samples.

28. What is the condition of the source microfilm and microfiche? Microfiche has been removed from the Statement of Work. The microfilm is in good condition.

29. Can you provide a few photographs of each type of source microfilm and microfiche?

See end of this document for photo examples.

30. After the sample delivery, will entire set of source microfilm and microfiche be shipped or will it be broken into 2-3 more shipments? We can make one shipment or multiple shipments.

31. Page 4, PARA B.2.4

Third bullet reads "5mm Film Digitization Unknown quantity- 800 images". was this supposed to read "35mm Film Digitization Unknown quantity- 800 images"? YES.

“5mm” was a mistake.” SOW will be updated to reflect this correction.

32. The file naming and folder structure does not appear to include the fields "Roll

Number", should the "Roll Number" be included in the Folder Structure"? There should be a file named by the roll number or name (the original file). Then folders need to be created to sort the pdf’s into smaller groupings. (Examples: Gold, Silver, Copper, etc.)

33. Page 5, PARA B.2.5

First paragraph Second sentence reads "One 16mm roll, one 32mm roll and one sheet of microfilm will be delivered by courier for security purposes."

Should this read "One 16mm roll, one 35mm roll and one sheet of microfilm will be delivered by courier for security purposes? Yes, the re-write is correct. Additionally, non-disclosure agreement will be needed.

34. Is the agency wanting a month-to-month project to be picked up and returned monthly, or do they prefer we pick up the entire amount and get the project done within 6 months? Monthly pick-ups are preferred.

35. Are the reels on open flange reels, solid cores or in cartridges? If a combination, can you provide a breakdown of each and would film need to be replaced into the cartridge.

Most of the film are Recordak film reels on open flange reels/ on solid cores/ in cartridges. All the film reels are in good condition, eliminating the need for transfer into cartridges.

36. Are the reels acetate base or polyester? If a combination, can you provide a breakdown of each and if acetate, are any showing signs of deterioration? We are unable to provide details on the film’s material composition or asses for signs of deterioration.

37. Do the rolls have at least 18 inches of blank leader before the first frame and 18 inches of blank trailer after the last frame? Yes.

38. Please clarify the folder structure and what file formats are to be delivered. There should be a file named by the roll number or name (the original file). Then folders need to be created to sort the pdf’s into smaller groupings. (Examples: Gold, Silver, Copper, etc.)

39. Will you accept 8-bit grayscale images instead of 1 bit?

Acceptance of 8-bit Grayscale:

"We can accept 8-bit grayscale images. They offer higher fidelity in image quality and can capture more nuanced details compared to 1-bit images."

Considerations for Use:

"However, please note that 8-bit grayscale images will result in larger file sizes and may require more storage space. They may also affect processing times depending on our system's capabilities."

40. Please elaborate on these two points and what's required:

A. Split Images – some images were scanned with two pages as one image. Must be able to split the image into separate images. (We can easily do this, but are there guidelines for how they want them?) Yes, the split images must be saved as one document.

B. Split Images – must be able to combine the now separated images into one PFD file. (ex. The front and back of one document. See the blank canvass form as an examples at the bottom of this document.

41. What constitutes a PDF/A - one per image, page, frame, document? If document, how many documents are on each reel? Are the PDFs to be single or multiple pages? The majority of images will be multiple page canvass forms and tabulated worksheets.

42. Is uncorrected OCR acceptable? No. We want quality checks to standardize the file’s naming convention.

43. What metadata will the client be providing? After award, we can provide a list of the canvass form names and forms numbers to help the vendor to create metadata for each image.

44. How is the metadata to be delivered? (IE: Excel spreadsheet?) Excel spreadsheet is an acceptable way to deliver metadata.

45. Will the client be providing portable hard drives for the delivery of the files, or will they need to be provided? The vendor should provide the hard drive for delivery.

46. Is the project timeline negotiable? No. However, no cost time extensions can be requested in writing to the Contract Officer if needed.

47. The PWS refers to film sizes of 5mm and 32mm. Are these correct? Does the 5mm refer to the microfiche? The correct film sizes are 35mm and 16mm. Microfiche has been removed from the Statement of Work.

48. The PWS Technical Requirements state "Bitonal, 400 dpi, CCITT T6 Compressed, 120-

2000KB per image". In our experience, you will get improved results with grayscale at 300 dpi that will meet NARA requirements (bitonal does not), and better align with your file size targets. Would that be acceptable? "Bitonal, 400 dpi, CCITT T6 Compressed, 120-2000KB per image" is compatible to the system that we will save the working files

to. These records will not be sent to NARA due to an exception clause in the regulations.

49. The verbiage in B.2.1, B.2.4, and B.2.5 describing what needs to be scanned is different.

Can you please confirm that the following formats are part of this project: 16mm roll film, 35mm roll film, and microfiche sheets? The correct film sizes are 35mm and 16mm. Microfiche has been removed from the Statement of Work.

50. Please confirm if we should be quoting 3000 microfilm rolls (per B.2.1) or 2,984 microfilm rolls (per B.2.4: 966 16mm rolls + 2018 35mm rolls) The actual number rolls of film are 966 16mm rolls + 2018 35mm rolls.

51. In section B.2.4 under Index Fields, most of the verbiage suggests all images from an individual roll will be delivered as a single PDF file named as Roll Number, File Name, Roll Title, and Survey Form Period. However, in B.2.4 under Folder Structure, it sounds like each roll will result in multiple PDFs per roll. If the latter is the case:

a. Are all document names listed on the roll film box? In some cases, document names are listed on the box.

b. How is document identification/separation indicated on the roll? In other words, how will the vendor know at which image the document break happens? Is there a break indicator or will it require reading page contents of the record? A copy of canvass form types may help determine the beginning and ending of a canvass form.

52. On average, how many documents are on each roll? We do not have a way to determine how many images are on a roll of film.

53. Is the desired final deliverable format PDF or PDF/A? PDF is the desired deliverable.

54. It is our experience that film scanning results in better images when done at grayscale instead of bitonal. Is this an option and, if so, can we provide pricing for both options?

"Bitonal, 400 dpi, CCITT T6 Compressed, 120-2000KB per image" is compatible to the system that we will save the working files to.

55. On page 1 it has approx.. 3,000 microfilm rolls and 250 sheets of microfiche on page 4 section B.2.4 is says there are 966 – 16mm rolls, 2018- 35mm rolls and 5mm digitization unknown quantity. Can you please clarify what exactly we will be bidding

on. The actual number rolls of film are 966 16mm rolls + 2018 35mm rolls. Microfiche has been removed from the Statement of Work.

56. On page 5 section B.2.4 the can you confirm that the file naming is the folder will be the

Roll label information with single or multipage PDF’s? We are expecting 2 copies of each roll of film. The original scan as ordered on the roll of film. A second copy that is sorted into folders by the mineral commodity name.

57. The File Naming convention per roll differs from the Folder Structure. Is there one folder per roll or multiple folders within a roll? If there are multiple, could you estimate the average number of folders per roll? There are no folders on the rolls of film. I am requesting folders to be created to sort the images into mineral commodity groupings.

58. Could you estimate the percentage of split images? We have no way to estimate the number of split images of each roll or film.

Example of a two -page canvass form.

Example of a four-page canvass form.