Attachment_3_-_Q_As_0002.pdf

Q&As – 140P4325Q0077 – NEBE Digitization of CW Records

1. Will the project provide a physical label and/or index for us to transfer into folder names and a filename taxonomy? If not, should we plan to perform interpretation of image content, custom topic categorization, or related metadata applications (noting that such work may incur additional charges)?

Also, would you like us to bulk append other standard metadata fields (e.g., Publisher, Source, Language) to the full project at no additional cost?

Response: Yes, the project will provide an index for the vendor to transfer into folder names and a filename taxonomy. No, the vendor should not plan to perform interpretation of image content, custom topic categorization, or related metadata applications. Library staff is responsible for full cataloging.

2. What is the size and quantity of files that need to be scanned? Please provide approximate quantity next to the below given sizes

Response: 8.5”x11” up to 11”x17”: 8"x10" (approx. 1,108 documents);

5"x7" (approx. 249 documents);

8.5"x14" (approx. 27 documents)

11”x17” up to 18”x24”:

18”x24” up to 24”x36”: 31.5" x 10.5" (107 documents)

24”x36” up to 36”x48”

3. Can we pick up all the documents in a single trip?

Response: Yes, (4) document cases, (1) flat box

4. What is the level of preparation required? (Removal of fasteners, staples, post it’s, etc.)

Response: None, Library staff will prepare documents.

5. Do we need to scan B&W or Color? If color, then what % of documents are color?

Response: 100% Color

6. What is the expected output format? Is it TIFF or PDF? Is it single page or multi-page?

Response: TIFF, JPEG. Multi-pgae

7. What are the indexing criteria? (How many fields do we need to index for each file?)

Response: 4 fields -- title; date; format; extent; Library staff will produce full indexing for digital files

8. Can you please provide us with a pricing format to enable us to give you pricing as per your requirement? or shall we prepare it ourselves?

Response: Price schedule is listed on page 2 of the RFQ. It is one lump sum for all work included in the Statement of Work:

Quote shall include a firm-fixed-price for each of the following:

CLIN 00010 –Digitization of Civil War Documents in accordance with the Statement of Work. (Firm-Fixed-Price Line Item) = $________

Please make sure to refer to the RFQ to ensure you are submitting your company’s technical capability, experience, and past performance information with your quote.

Quotes received without this information will be deemed technically unacceptable.

9. Do we need to upload the scanned images to any Document Management software or application?

Response: No, to transfer via hard drive.

10. How many keystrokes are required per each index?

Response: unknown

11. Do we need to perform OCR for each image?

Response: No.

12. 1. Collection Scope & Handling

1.1 For the [3,746 image count]

• Are these mostly single-sided, or should we expect double-sided digitization?

• Are there any bound volumes, or are all items loose within folders?

Response: 1,386 standard-sized pages. double-sided digitization. all items loose within folders

13. 1.2 For the 107 oversize muster rolls:

• Could you provide visual references or sample images, especially showing creases and condition, to better understand handling needs?

Response: stable documents lie flat, with creases

14. 1.3 For both series:

• Should the contractor perform document preparation (removing clips, unfolding creases, etc.), or will Library staff handle that?

• Is any rehousing expected as part of this project (e.g., new folders, sleeves, or boxes)?

Response: Library staff will handle document preparation. No rehousing.

15. 2. Condition & Conservation

• Has a condition assessment or conservation report been prepared for the Camp Meigs collection?

• If not, is there an internal survey or staff notes describing fragile, damaged, or problematic items?

• Can you estimate the approximate percentage or number of items likely to require minor conservation prior to scanning?

Response: No condition assement or report has been prepared. There is not an internal survey or staff notes. Approximate percentage is none.

16. 3. Attachments & Clips

• The Statement of Work specifically refers to “attachments” and “clips.”

However, no such records have been provided for review.

• Could you clarify where these records are located and whether they can be provided?

Response: Library staff will will remove clips and attachments prior to circulating documents.

17. How are the materials labeled currently? Is there a specific label on each box, and folder, andor the items themselves?

Response: There are labels on the boxes, identification on the folders and the items themselves.

18. For metadata tagging, will they provide us with a tagging list showing how each individual item should be tagged, or will it be necessary for us to make a determination based on the format or content?

Response: For metadata tagging, we will provide a list showing how each individual item should be tagged (vendor won't have to make a determination based on format or content).

19. - For the letters or other dated documents, do they need us to change the date taken field in the metadata and/or include the date in the filename?

Response: No, vendor does not need to change the date taken in the metadata record. Yes, vendor should include the date in the filename.