digitization QandA updates part 2 8.20.24.pdf

Digitization Q&A updates part 2

1. Would We need to use stairs or an elevator when picking up

• NO

2. Is there any water damage or mold growth to any of the documents?

• NO

3. What condition are the documents in? Pristine like new, typical with a few tears/rips, or rough with many tears/rips, or holes?

• Condition varies due to age of the documents and types of paper used

4. How are they currently stored? Rolled, flat, folded?

• All of the above

5. How many of the documents are blueprints?

• No Blueprints

6. Is there currently a vendor providing services?

• No

7. In light of detailed information required to formulate competitive pricing, may we request a two-week extension to the due date?

• We prefer not to extend the due date, we feel we have provided sufficient time to provide a proposal due to the amount of feedback and interest we have received

8. Page 7, section 2.3 states “SEPA will provide the Vendor with a 2024 Records Inventory template for project understanding.” Could SEPA please provide a copy of the Inventory Template/List and some corresponding examples of documents from the list?

• Inventory will be only be provided to the vendor awarded the contract

9. Page 7, section 2.4 states “to scan and digitize approximately 500,000 pages and/or visual media according to NARAs digitization rules…”

• What is the estimated image volume for each of the following visual media types?

• Less than 1%

i. Slides

ii. Negatives

iii. Pictures

iv. Film

• What percentage of paper materials are estimated to be duplex?

• Unknown, but there will most likely be some duplication

10. Throughout the SOW are references of digital twin. Can SEPA please define “digital twin” in reference to the requirements for this project?

• Please research this prior to providing a proposal

11. Page 18, section 4.2 references handling of permanent and non-permanent content.

• Is a box of materials designated as either permanent or non-permanent, or are permanent and non-permanent materials intermingled within the same box?

i. No, each box is designated as a specific category

• Do boxes contain a label identifying them as either permanent or non-permanent? If not, how are materials identified as permanent vs non-permanent?

i. Please familiarize yourself with NARA’s file schedule rules prior to submitting a proposal. Categories and sub-categories are designated either temp or perm depending on the description of times pertaining to the category

12. Page 19 references various document sizes. Please provide the estimated volume for each document size.

• 90% will be 8x11, the remaining is mixed sizes and items

13. Do drivers of the materials also need to have required background checks/security clearances?

• No, it does not include the drivers shipping the materials as they are only handling the boxes and not the individual records.

14. We do not have a CPARS Record because our past performance is with State governments and with the Federal government as a subcontractor. Can we have a Past Performance Questionnaire (PPQ) filled out by our customers? If yes, can we get a PPQ template that we can share with our customers?

• If you do not have a CPARS record, we asked that you get evaluations or something similar from previous customers evaluating relevant past experience.