Combined Q and A .docx

Combined Q &A

1) What are the hours/day of access to the collection and the equipment for digitization?

a. Unless arranged in advance, on-site work will be conducted 7:30 am–4:30 pm, Monday thru Friday, except Federal holidays.

2) The given minimum area (12.5” x 17”) at the specified pixel resolution (600ppi) implies that an 80-megapixel digital back such as a Phase One capable of capturing approximately 10,300 x 7,700 pixels in a single shot would be sufficient. However, later in the same paragraph, it is stated that the camera used must have a minimum resolution of 130 megapixels. Can the requirements for image capture area and camera hardware be clarified? Specifically, what is the maximum area which the contractor would be required to capture at 600ppi?

a. Capturing images at a minimum of 600 ppi (assuming about a 12.5” x 17” area) is the most important aspect; the camera’s resolution and technical specifications can be flexible as long as this requirement is met.

3) The requirements state that the contractor must “demonstrate knowledge of and compliance with the Federal Agencies Digital Guidelines Initiative (FADGI), including the use of quality targets and measurement tools for cultural heritage imaging.” Will targets be contractually required to demonstrate compliance on a daily basis or per-shift at a specific level of performance (e.g., actually verify a minimum 3-Star level of performance across all metrics using software) as defined in the current FADGI guidelines?

a. FADGI compliance must be demonstrated upon initiation of the contract, and will be checked periodically throughout the contract (approximately once per week) using industry standard digital metrics for quality control. The minimum requirement for all images produced during this project will be a 3-star quality level.

4) Can detailed file specifications for the TIFF master files as well as JPEG derivatives be shared (e.g., color depth, compression type and quality if applicable, image metadata, etc.)?

a. The exact file specifications have not yet been determined, but at a minimum the images will be saved as high-resolution color (RGB) files following FADGI guidelines. Offeror should at least indicate their ability to employ best practices in deriving high-quality (FADGI-compliant) TIFF and JPEG formats.

5) Please describe how the required 10,000 specimens/week throughput maps to the 800,000 total specimens over the specified 24-36 month period of performance.

a. The indicated time frame includes set-up, training, and quality control checks, especially at the start. Once underway, the actual imaging process for the whole collection should take less than two years.

6) Can ARS describe its review process for each submitted batch of images prior to approving an invoice?

a. Every batch will be reviewed for FADGI compliance, overall image quality, number of files, and integrity of taxonomic metadata. Additional metrics will also be assessed for each Option task, if applicable.

7) Regarding folder barcodes and the creation of a metadata management plan, can an example of barcode data and a sample folder set be shared with perspective bidders?

a. We do not have folder barcodes on the collection yet. The specifics of the folder-level transcription and taxonomic metadata management plan will be developed jointly by ARS and the Contractor, based on their expertise and strengths, once the contract has been awarded.

8) Regarding Specimen Label Transcription (Option 1): would there ever be any additional fields to be transcribed other than collection date, location, collector(s), and GPS coordinates? Is it possible to provide the average and maximum number of characters which might need to be entered for each field? Are these labels handwritten or typed / printed?

a. The transcription should encompass as much data as is available on the label, and will often include more fields than those mentioned in the SOO. Any transcribed data need not be complete or curated, as ARS will be responsible for the final data, and will further handle any handwritten or illegible labels separately. Because of the vast variation in label complexity, missing or additional data, and a mixture of typed and handwritten text, it is impractical to expound what a “typical” specimen may encompass. Because about 111,000 specimens have already been databased (transcribed), Offeror should expect that no more than 689,000 would need to be transcribed for this project.

9) Regarding Digital Asset Management (Option 2): can a link to the ARS IT security and accessibility requirements be provided? Besides being IIIF compliant, are there any other specific requirements for this DAMS that can be shared?

a. Contractor will work with our local IT staff to ensure digital assets are secure and do not pose cyber threats and vulnerabilities. For accessibility, we will follow guidance posted here: https://www.usda.gov/accessibility-statement.

10) Can a complete collection record for a single specimen be provided of the type that should be stored / maintained in the DAMS?

a. Please see the following webpage (https://rb.gy/naqs36) for an example of a collection record. Also see the attached specimen image.

11) Regarding Web Development and Hosting (Option 3): Regarding the use of “the most up-to-date technologies and innovations to capture, store, organize, and host data”, can any specific requirements be provided? A database-backed website can mean many different things.

a. The specifics of the website and hosting plan have not been decided and will be developed jointly by ARS and the Contractor, based on their expertise and strengths, once the contract has been awarded. This will become apparent once the amounts and kinds of label data are known and the full number of images captured.

12) The notice at sam.gov states “The government intends to award a Firm Fixed Price Contract in September 2020 to the offeror with the lowest price technically acceptable.” However, the body of the solicitation states “This contract will be awarded to the Offeror that can provide the services that represent the best value to the Government. In addition to price, this assessment will be based on the two required documented elements of Factor 1 - Past Performance and Performance Work Statement. Award will be based on best value determination where technical and past performance is significantly more important than price.” Can the agency please clarify which method of award they will implement?

a. ARS will evaluate the proposals first by technical quality and clear demonstration that the Offeror understands and can complete the job to our satisfaction. If multiple proposals meet this criterion, we will chose based on best value/price.

13) Can vendors offer a base solution and pricing with options for higher levels of QC, accuracy and imaging/hosting solutions?

a. Yes, but please be very clear in your bids and documentation what the price includes, and which bids are for our base solution.

14) Please confirm that prior experience specifically handling herbarium specimens is not a mandatory requirement, that the agency will provide training specific to handling these specimens and that safe handling of other types of material or specimens is an acceptable staffing solution?

a. The Offeror must show that they understand the nature of herbarium specimens, in terms of their fragility and required handling, and must have experience with other types of non-document materials (e.g., other natural history or cultural heritage collections).

15) Can the agency confirm that the production imaging area on site can be locked and secured so that vendor equipment need not be extracted daily, then reinstalled each day. Please confirm that the area is not open and accessible by the general public.

a. The production area will be in the Herbarium of the U.S. National Arboretum, which is not accessible to the public and is locked daily. Contractor equipment will be secure in this area.

16) An image area of 12.5x17 would only require an 80-megapixel camera. Please confirm that the minimum specifications is to capture the stated 12.5x17 at 600dpi and that it can properly resolve color, tone, resolution using standardized color targets according to the FADGI guidelines? OR is the agency expecting that a 600dpi capture of an original that is 22x16 a frequent requirement requiring the higher 130mp resolution. Understand that exceeding 120mp range limits device selection to one or two very expensive solutions. If the agency expects large assets, can they estimate the frequency and distribution?

a. Capturing images at a minimum of 600 megapixels (assuming about a 12.5” x 17” area) is the most important aspect; the camera’s resolution and technical specifications can be flexible as long as this requirement is met.

17) Can the Agency estimate the depth of field necessary to capture items that will not lie flat? Is this 0.5”, 1” or more?

a. Most specimens are essentially flat (less than 0.25 inches in depth); those that have any appreciable depth are never more than 1 inch.

18) Will vendor staff be required to perform any prep prior to capturing the image. An example might be spores that deposit onto the background to which the specimen is affixed. Would the vendor be required to dust or sweep/repair any specimens or is this a task for the agency? Knowing if prep will be required will impact throughput, staffing, equipment and project duration as well as cost and unless we know how many hours of prep will be required to ready 10k images it would be difficult to estimate anything other than providing an hourly rate for prep.

a. ARS will do all prep work to specimens prior to digitization, and will hand them to the Contractor ready to image.

19) Will the agency be applying the barcode labels and will they be assessing the state of the specimens, removing any that need repair prior to imaging?

a. ARS will apply barcodes, perform specimen maintenance, and handle all prep work prior to imaging.

20) Is the vendor delivering RAW, compressed TIFF and JPEG images or just the TIFF and JPEG? What compression type is desired for the TIFF, LZW or other?

a. Offeror should expect to deliver the RAW master files, as well as TIFF and JPEG derivatives for every specimen. The exact file specifications have not yet been determined, as this will be developed jointly by ARS and Contractor later, but Offeror should at least indicate their ability to employ best practices in deriving high-quality (FADGI-compliant) TIFF and JPEG formats.

21) For preservation and archival imaging it is common to include the object level target, ruler and 1/4-1/2in around all edges of the specimen to demonstrate that no content is lost. Is this an acceptable level of crop or is the agency looking to have the vendor crop off the ruler, target and crop inside the page border manually on every image?

a. A ruler and object-level target will be required for each image and will not be cropped out. It is acceptable, if not preferred, to leave some “background” space around the specimen (please see the attached example specimen image). If this is accomplished at the time of image capture or can be performed automatically, there is no need to manually crop each image later.

22) Please confirm that no mechanical or automated movement of the specimen is allowed, including any conveyor type system.

a. While the handling of the specimens must be performed manually (by human hands), automated movement such as using a conveyer or other mechanical means to expedite the digitization process is acceptable as long as the specimen remains face-up at all times and not compressed against or manipulated by any machinery or equipment.

23) What percentage of the specimen labels are machine printed vs handwritten? Will agency staff be available to decipher handwritten labels that are illegible or partially illegible? Can the agency provide some examples of each?

a. ARS will handle any handwritten or illegible labels separately. The transcription should encompass as much data as is available on the label, and will often include more fields than those mentioned in the SOO. Any transcribed data need not be complete or curated, as ARS will be responsible for the final data. Labels are variable in terms of data and text. Please see the sample specimen image and this site for an example: https://rb.gy/naqs36. Because about 111,000 specimens have already been databased (transcribed), Offeror should expect that no more than 689,000 would need to be transcribed for this project.

24) Can the agency define the difference between the DAM (option 2) vs. the Web Hosted solution (option 3)? Is the option 2 primarily for internal vendor and agency access, review, QC and entering metadata, where option 3 is an outward facing public site which allows for searching and filtering of the data, viewing of the imagery and potentially innovative data visualization tools?

a. Option 2 deals primarily with providing an internal database for all the data captured during the project, including entering, editing, and managing the specimen records. The software should also allow access to the corresponding digital images. Option 3 is for the development and implementation of a public-facing website to share the images and data from the Herbarium, as well as hosting all the data and image files. Option 3 may rely heavily (or exclusively) on Option 2 for delivering the website to the public.

25) Section B, item b (performance work statement) states “The Offeror’s quote on how they will conduct the on-site imaging work (Items 7a – 7d) is the single most important aspect the Government will consider in awarding this contract.” Should this read (Items 6a-6d) from the “6. Required Tasks” section of the solicitation starting on page 2?

a. Thank you. The correct reference is to items 6a–6d from the Required Tasks section.

26) What hours and days can we work on site?

a. Unless arranged in advance, on-site work will be conducted 7:30 am–4:30 pm, Monday thru Friday, except Federal holidays.

27) Regarding Section B, item a, it is unclear if we are to provide an evaluation form for our customers or if we are just responding with a project description and contact information for the customer. Given the short response time getting a form filled out might prove challenging.

a. If a formal evaluation form isn’t available, a letter from a previous customer that references when and where the job was done; its scope, objective, and outcome; and details of the contractor’s performance is sufficient.

28) While we understand that the agency owns any data collected in this effort, can the agency advise if any of the information is considered sensitive which would restrict where and how images can be shared and metadata collected?

a. None of the images or data are considered sensitive, though some locality information for threatened or endangered species may need to be redacted (at the discretion of ARS) before being published online.

29) Please confirm that the agency can staff sufficiently to meet a production rate of 10k specimens per week for any agency prep prior to transferring specimens to the vendor.

a. ARS will have two staff on site full time to prep samples for the Contractor.

30) Are all 800k specimens in a single location?

a. All specimens are located in the Herbarium at the U.S. National Arboretum. The collection is separated physically into two rooms, but within the same building.

31) Given that we do not currently know how much budget will be available annually for this effort, can vendors include line item costs for mobilization and demobilization to and from the site if the digitization effort proves not to be continuous?

a. We anticipate enough lead time in budget decisions to enable continuous Contractor work if the full contract is not funded at once. However, Contractor may include cost for equipment set-up and removal as a factor that must be negotiated when or if the contract is awarded in parts over time.

32) Can the agency please consider answering questions as they are received, in lieu of answering questions all at once after the closing period for questions and provide sufficient time for vendors to draft a response? Holding answers until after the 17th makes it difficult for vendors to clarify any agency responses and could leave little time for vendors to fully draft a thoughtful response.

a. We must follow Federal contracting regulations.

33) The solicitation requires a 16bit depth camera (we assume this to mean 16 bits per channel, not a 10bit capture stored as a 16bit tiff). This requirement further narrows the number of devices which are capable of meeting the requirements and increases cost while potentially decreasing throughput. Many analysts have stated that most cameras that shoot beyond 10bits cannot resolve additional detail and that the additional 6 bits are filled with mostly noise, with the exception being lab sensors which are cooled. The human eye cannot resolve discrete levels beyond 10 bit and as such we ask if the agency can consider accepting solutions using 10-bit capture systems with higher bit capture solutions provided as an option.

a. Capturing images at a minimum of 600 ppi (assuming about a 12.5” x 17” area) is the most important aspect; the camera’s resolution and technical specifications can be flexible as long as this requirement is met.

34) Are you able to specify the square footage and ceiling height of the intended digitization room?

a. The workroom has approximately 600 square footage with a ceiling height of more than 15 feet.

35) Can you disclose the available power (quantity of outlets, circuits, available amps per circuit) in our designated space?

a. The workroom has four available outlets with “standard” amps.

36) Is the digitization workspace isolated from exterior windows?

a. The workroom has two non-opening exterior windows, but these can be covered or otherwise blocked if necessary.

37) Will we be able to turn on/off lights in our designated space?

a. Switches are available to turn on/off lights in the workroom.

38) Can you specify more details about the crop as it relates to deliverables?

a. Some “background” space around the specimen is acceptable (please see the attached example specimen image), but the image should not have too much background exposed and the specimen should not be askew. If cropping is not accomplished at the time of image capture or cannot be performed automatically, each image will need to be manually cropped.

39) Will we be responsible for delivering both the cropped-versions, as well as the originals, which includes the object level target and USNA ruler in each capture?

a. A ruler and object-level target will be required for each image and will not be cropped out. Deliverables will include original (RAW) files, which can be cropped, as well as the cropped derivatives.

40) The RFB specifies a required minimum throughput of 10,000 specimens a week. Do you have a maximum number identified, or are you able to disclose what the maximum number of specimens are that can be prepared and/or staged for digitization by the USNA staff per week?

a. The 10,000 specimens per week is what ARS is anticipating as the weekly output, although we can likely handle more, up to 15,000. We can work with the contractor on that if it is a possibility.

41) Do you have photos showing how the specimens are housed?

a. Please see the attached photo of specimens housed in folders.

42) Do the specimens and/or object containers have barcodes already? If not, will the process of applying a barcode be the responsibility of the USNA or the vendor?

a. ARS will apply all barcodes prior to imaging by the Contractor.

43) If the vendor is responsible for applying barcodes, can you specify how and where they will be applied such as, directly to the container or directly to the paper that the specimens are attached to?

a. ARS will apply all barcodes prior to imaging by Contractor.

44) The RFB states: "Outer folders will consist of a genus name, with inner folder(s) representing species and/or subspecific names" - where and how is this information present on the outer and inner folders? Is it encoded in existing barcodes or hand written? If handwritten, what percent is in print vs cursive writing?

a. We do not have folder barcodes on the collection yet. The specifics of the folder-level transcription and taxonomic metadata management plan will be developed jointly by ARS and the Contractor, based on their capabilities and strengths, once the contract has been awarded.

45) Regarding ‘Option 6 e’ of the RFB, Are the specimen labels mostly hand-written or typed? Are the information fields fairly consistent in their style/location?

a. Because of the vast variation in label complexity, missing or additional data, and a mixture of typed and handwritten text, it is impractical to expound what a “typical” specimen may encompass. Any transcribed data need not be complete or curated, as ARS will be responsible for the final data, and will further handle any handwritten or illegible labels separately. Because about 111,000 specimens have already been databased (transcribed), Offeror should expect that no more than 689,000 would need to be transcribed for this project.

46) Who will be responsible for defining what is considered acceptable accuracy for transcription?

a. Any transcribed data need not be complete or curated, as ARS will be responsible for the final data.

47) Regarding ‘Option 6 e’ of the RFB, What is the percentage of accuracy required for acceptability?

a. Any transcribed data need not be complete or curated, as ARS will be responsible for the final data.

48) Regarding ‘Option 6 e’ of the RFB, Is there a controlled or set vocabulary that many or all of these labels will draw from? For example, can the client provide a canonical listing of places and terms of art such as genus and species against which we can validate our transcription?

a. There is currently no gazetteer or list of botanical vocabulary in use. Taxonomic information (genus and species) should be encoded using the folder barcode(s) and not taken directly from the specimen label.

49) Section f. of the RFB mentions “ARS IT security and accessibility requirements” for the DAMS software. Can you expand on or specify what those requirements are?

a. Contractor will work with our local IT staff to ensure digital assets are secure and do not pose cyber threats and vulnerabilities. For accessibility, we will follow guidance posted here: https://www.usda.gov/accessibility-statement.

50) Regarding section g. of the RFB, Will the website need to go live once all of the images have been captured or will it be live with ongoing updates as deliverables are accepted?

a. The website may go “live” before all data and images are delivered (i.e., it can be updated as new records are added).

1. Would it be possible for the Herbarium to provide some sample photos of the specimens

51) Samples are attached per previous questions.

52) 2. Can top glass on the scanning device be carefully placed on the specimens for scanning purposes. Providing of course that the utmost care is taken in this process.

53) Nothing should be placed on top of the samples. The samples need to lay flat for imaging, with the camera above the sample.

54) 3. What are the maximum dimensions of the largest specimen?

55) The samples are approximately 17’’ x 12.5”

56) 4. Please provide more details surrounding the cropping requirement.

57) Some “background” space around the specimen is acceptable (please see the attached example specimen image), but the image should not have too much background exposed and the specimen should not be askew. If cropping is not accomplished at the time of image capture or cannot be performed automatically, each image will need to be manually cropped.

58) 5. Should the folders be captured as images? Do the folders contain any information on them?

59) The folders do not need to be captured as images. They contain the genus data, so need to be associated with the contents of the specimens that will be imaged. The bar codes will serve this function.

60) 6. Where are the specimen labels located?

61) Specimen labels are generally located on the bottom right side of the specimen. See attached sample.

62) Please provide some sample photos of the specimens?

63) See attached.

64) Are you looking for one 600ppi Color 16 – bit Uncompressed TIFF per specimen?

65) There should be one 600ppi image per specimen. Offeror should deliver the RAW master files, as well as TIFF and JPEG derivatives for every specimen. The exact file specifications have not yet been determined, as this will be developed jointly by ARS and Contractor later, but Offeror should at least indicate their ability to employ best practices in deriving high-quality (FADGI-compliant) TIFF and JPEG formats.

66) Do you want the specimen scanned under or on top of glass?

67) See answer to #1 above – the specimens should not be under glass.

68) Do the specimens need to be flattened prior to scanning?

69) The specimens should never be flattened or compressed in any way as this could damage them.

70) Are specimens in folders or are they simply mounted on a backing?

71) Each specimen is mounted on a heavyweight paper backing. The specimens are then grouped together in folders depending on genus and species (on average 10 specimens per folder).

72) Are we only scanning the front and back?

73) The specimens need to be scanned on only one side (top side).

74) Is the transcription data always on the specimen folder or backing?

75) The specimen label data is always on the front of the specimen. The folder data is on the outside front of the folder (see attached picture).

76) Are we straight data entering what’s written on the folder or backing word for word?

77) The folder label data should be entered exactly as written on the folder.

78) Due to Covid concerns can the work be taken offsite?

79) The work must be done on-site. The set-up area is isolated, so contractor and ARS workers will not need to come in regular close contact. However, if the on-site work takes place during the pandemic, face masks must be worn indoors, per current regulations.

80) How large is the work area to be provided, and can we control the lighting?

81) The workroom has approximately 600 square feet with a ceiling height of more than 15 feet. There are four available outlets with standard amps. The workroom has two non-opening exterior windows, but these can be covered or otherwise blocked if necessary. Switches are available to turn on/off lights in the workroom.

82) What are the working hours?

83) Unless arranged in advance, on-site work will be conducted 7:30 am–4:30 pm, Monday thru Friday, except Federal holidays.

84) Will we be badged so we can enter the building unescorted?

85) After security checks, contractor employees will receive temporary visitor ID badges or prox cards that will allow them unescorted access to the Herbarium. However, ARS employees will always be onsite , including two employees assigned to this project.

86) Are all the specimens available and ready for digitization thus avoiding downtime?

87) ARS will do all prep work to specimens prior to digitization, and will hand them to the Contractor ready to image as fast as they can image, up to at least 15,000 per week.

88) Can the digitized data be delivered on external hard drives?

89) ARS can work with the contractor on the specifics of this aspect, but we anticipate that the data can be delivered on external hard drives.

90) You mention using 130 megapixels; will a 100-megapixel camera suffice if quality is equal?

91) Capturing images at a minimum of 600 ppi (assuming about a 12.5” x 17” area) is the most important aspect; the camera’s resolution and technical specifications can be flexible as long as this requirement is met.

92) Do the specimens look something like below?

93) The specimens look similar to the image you provided. See attached images.