Attachment 1 Statement of Work.docx

US Department of Agriculture (USDA)

Statement of Work

Contents

Project Digitization of Huron-Manistee Lands Files

General Information

1.0 Scope of Work

Fully scan single and multi-part files containing sensitive information. Each scanned folder must be labeled individually with each folder section labeled and separated into sub-folders and organized/named according to an established naming convention. Optional bids items may be included, in whole or in part, and should be addressed separately for each option as outlined in Appendix B.

2.0 Background

The forest is converting paper files into electronic files through digitized scanning. Each file is located within a folder or similar filing system of varying configurations including but not limited to 6-part folders (2-pronged), single part folders, and 3-ring binders. Individual documents consist mostly of standard (8.5”x11”) single- or double-sided pages but may also include legal (8.5”x14”), ledger (11”x17”) paper, or large, oddly shaped schematics or plan sheets. Paper weight is primarily standard (around 20 lb) weight, but also includes documents on onion skin, mylar, vellum, and some card stock. The vendor must be able to scan all sized documents including large-format scanning, and all weights of paper which may include manual scanning to ensure no damage is caused by automatic document feeders. Upon completion of scanning, all documents must be placed back into their respective folder in the original order and, if applicable, reattached using the prongs for that filing apparatus.

Contractor Requirements

3.0 Technical Requirements / Tasks

· All documents must be scanned in Black & White (at least 300 dpi) or Color (at least 600 dpi), consistence with the original format.

· Vendor must have the ability to scan pages of all sizes, including large scale documents.

· Some documents are printed on fragile paper types, and the Vendor must exercise care to retain the integrity of the document. Manual scanning or other alternate methods may be necessary to prevent damage to these documents.

· Some documents are printed on both front and back sides. It is the responsibility of the vendor to ensure all sides of the documents are scanned.

· Vendor is responsible for removing all staples, paper clips, and other grouping devices with minimal damage to the documents and will be responsible for the disposal and replacement of such items, as needed.

· Scanning of individual physical folders will result in each electronic file being comprised of a parent folder and the appropriate number of sub folders based on the type of physical file. Each subfolder will contain one or more single or multi-page pdf files based on the documents contained therein.

· Electronic files (parent folders, subfolders, and individual files) will follow the “Pinyon Naming Convention” as outlined in Appendix A of this document.

· A master directory must be created that lists all the files in alphabetical/numerical order within each file type (see Appendix B for file structure by file type). A copy of the master directory must be available on each deliverable hard drive and must be in an excel, and pdf file.

· Vendor must provide boxes or similar containers in which files will be transported, the expense of which should be included in the bid. All files, with the exception of Deed files, may be shipped or picked up by the successful vendor. Any shipped files, folders or documents, must be insured and tracked in a way which ensures their secure delivery, and all tracking information must be provided to the COR and technical contact including notification from the vendor of receipt of files. Costs for transportation, shipping, and/or tracking are the responsibility of the successful vendor and will not be paid for separately from this agreement. If possible, vendors are encouraged to transport files directly rather than utilizing shipping services.

· Physical files will be available for pickup or shipment from the successful vendor in batches, the quantity in each pickup or shipment will vary based upon if and which option items are exercised. As batches are completed, new files will be provided upon return or delivery of the completed batch. After scanning, all documents must be placed back into each file in their original order, separated by section, or placed back onto its section’s two-prong holders, and returned to the agency.

· Three copies of a master directory and the final scans must be provided on three separate external hard drives or sets of external hard drives to be delivered to the COR.

· All staples, paper clips, etc. must be removed and discarded or replaced by the vendor, as needed.

· All documents will be scanned in black and white, or color to maintain the document’s original information, consistent with the original format. Contrast levels of both black and white scans and color scans must be adjusted by the vendor to ensure clarity of the document being scanned.

· Documents which produce “bleed through” images, e.g. onionskin pages, thin paper, or saturated double-sided documents, may need to be copied first, then scanned to produce a quality image. Any copies that are made must be placed within the folder of the document which has been copied, along with the original and returned to the COR as part of that file.

· Any loose sheet found in a multi-part file must be scanned with the closest file tab section of that particular file.

· Single section files must be labeled with the single name consistent with the name on the top right of the physical file, however, the digital subfolders must be provided for future use as outlined by file type in Appendix B.

· All completed scans must have Optical Character Recognition (OCR) and be fully searchable.

· No documents may be shredded, damaged or destroyed in any way.

· All blank sheet images must be removed from the final scans.

· Sticky notes, loose leaf, envelopes, or other auxiliary notes (etc.) within the file must be scanned as separate pages within the document to which they are affixed so as not to occlude any information.

· When scanning a new type of file configuration (e.g., 6-part special use folder vs single part reference file), vendor must scan a small batch (no more than 10 physical folders) and submit scans/images of the digital folder setup to the Technical Contact, for concurrence that scans are being completed and named according to the instructions within this scope of work.

· Illegible files shall be rescanned by the vendor at the vendor’s expense.

4.0 Government Furnished

Government will provide files, in boxes or similar containers (provided by the vendor) for each batch of file. Allow the government up to five (5) business days to pack files and the vendor will be contacted once files are ready for pickup or shipping. Boxes can then be picked up by the vendor Monday-Friday, during regular business hours or shipped using pre-paid shipping labels provided by the vendor. Files will be located at/shipped from the Huron-Manistee National Forests Supervisors Office, 1755 S. Mitchell Street, Cadillac, MI 49601.

5.0 Deliverables / Schedule

Each batch of files must be completed and returned to the COR within 8 calendar weeks of the vendor receiving the files. Entire project must be completed by August 1, 2023. Project quotes must be a not-to-exceed lump sum price.

Base bids must include scanning all special use files as outlined within this scope of work (also see Appendix B for file types, structures, and quantities). Any or all bids for options may be selected and all option items may be awarded in whole or in part.

Deed files, if selected, must be scanned on-site at the Huron-Manistee National Forest Supervisor’s Office at 1755 S Mitchell St, Cadillac, Michigan 49601, Monday-Friday during regular business hours. Vendor must provide all equipment and labor necessary to perform this work at this location.

6.0 Travel

Contractor travel needs to/from Cadillac, MI to other business locations are the responsibility of the contractor and must be included in the bid price.

7.0 Contractor’s Key Personnel

Vendor must supply contact information for direct point of contact on this project.

8.0 Security Requirements

All files must be transported in a secure transport and stored in a secure facility, as approved by the COR. Transport and facility security information must be provided to and approved by the COR prior to the start of work. Vendor must be insured and only their direct employees can handle the documents. All documents must be handled and held by the actual vendor and no files can be sourced/vended to a third-party. A confidentiality agreement must be provided by the vendor.

If shipped, all boxes/containers must have tracking numbers and may be tracked by the COR and vendor. Signatures are required for secure delivery of files during all stages of the shipping process. Shipments must be delivered to the forest service offices during business hours to ensure secure delivery. Deliveries may not be made without being accepted and signed for by a Forest Service employee.

9.0 Data Rights

All files/data that is scanned and/or produced by the vendor are the property of the USFS and may only be used by the Huron-Manistee National Forests. Upon completion of scanning or at intervals agreed upon by COR and vendor, scanned files shall be placed on external hard drives and shipped or delivered to the COR.

After successful confirmation receipt of the final data product, the vendor shall retain copies of scans for 6 months to allow COR and technical contact time to ensure all scans are present and legible. Upon confirmation of a successful final audit (or 6 months after last files – physical and digital – are delivered to the COR or technical contact, whichever comes first), vendor must provide certification that all digital copies maintained by the vendor have been destroyed. No data copies of the files can be maintained by the vendor or their employees after this time.

10.0 Section 508 – Electronic and Information Technology Standards N/A

Attachments Appendix A: Pinyon Naming Convention Appendix B: File Types, Structures, Amounts, and Option

Appendix A: Pinyon Naming Conventions

Special Uses Files

All files designated as special use files will follow this outlined naming convention. Most special use files are contained within 6-part folders. However, some may be stored in a single-part folder. All special use parent folders will be created with the requisite six subfolders, even if contained within a physical single-part folder.

Special use files shall be grouped according to use code, then alphabetically by last name, organization, or company name. When placed on the deliverable hard drives and listed in the master directory, files shall continue to be grouped by use code as outlined in the table below.

The parent folder of special use files will be named according to the holder’s name, last then first, followed by an underscore and the authorization ID (or Auth ID). The holder’s name can be found on the label located on the upper right of the physical folder, while the Auth ID can be found on the upper left of the folder. If the authorization is issued to an entity, the parent folder will be named using the entity’s entire name followed by an underscore and the authorization ID.

In this example, the parent folder would be named “Assink, Kenneth_CAD20.” All special use files shall contain the following subfolders which correspond to each part of a 6-part folder:

The PDF created from documents contained within each part of the 6-part folder shall be filed in the respective digital subfolder and titled using the auth id, an underscore, last name, underscore, and the title of the folder followed by “Thru2022.” For example, the PDF which results from documents contained in the third part of the physical folder would be entitled “CAD20_Assink_NEPAThru2022.”

Special use files shall be transferred to the vendor in groups according to use code as outlined below:

Land Adjustment Files (Purchases, Donations, Exchanges, Small Tracts Acts, Administrative Site Conveyance)

All files designated as land adjustment files will follow this outlined naming convention. All land adjustment files should be contained within 6-part folders. However, if a file is found to be contained within another folder style, documents should be scanned however they are grouped and placed under the parent folder. All land adjustment parent folders will be created with the requisite six subfolders regardless of folder style.

Land adjustment files shall be grouped according to land adjustment type (Purchase, Donation, Exchange, Small Tracts Act, Administrative Site Conveyance), then alphabetically by last name, organization, or company name, and case number. When placed on the deliverable hard drives and listed in the master directory, files shall be grouped by adjustment type.

The parent folder of land adjustment files will be named according to the file name followed by the case number (see below for example). The file name and case number can be found on the label located on the upper right of the physical folder, while the land adjustment type can be found on the upper left of the folder.

The folder pictured here would be classified as a “Purchase” and would be named “Hultman, Gustaf (Estate) Man #2110-31”. All land adjustment files shall contain the following subfolders which correspond to each part of a 6-part folder:

The PDF created from documents contained within each part of the 6-part folder shall be filed in the respective digital subfolder and titled using the entity name and case number, an underscore, and the sub folder name. For example, the PDF which results from documents contained in the third part of the physical folder would be entitled “Hultman#2110-31_TitleInsurancePolicies”.

Land adjustment files will be transferred to the vendor with a mix of land adjustment types. However, they shall be digitally filed by the vendor according to the table below:

Appendix B: File Types, Structures, Amounts, and Option

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