Document Scanner RFI - Draft.docx

DRAFT

Scanner RFI Draft

1. OVERVIEW / BACKGROUND. The Library of Congress (Library) requires contract support to procure a specialized document scanner (scanner) to be used in the digitization of collections materials from the Library’s collections.

2. SCOPE. The contractor will provide a specialized document scanner as detailed in section 3 including a manufacturer warranty (base-year warranty plus three years of extended warranty), delivery, setup, installation, software, on-site training by manufacturer trained and authorized representatives, a comprehensive full service preventative and restorative maintenance plan for all hardware and software components, and ongoing technical support.

3. REQUIREMENTS. The contractor will procure the following:

3.1 At least one scanner that meets the following specifications:

· Output TIFF file meets a minimum of FADGI 3 Star specification for “Documents (Unbound): General Collections” as written in sec. 3.4 in the 2023 Technical Guidelines for Digitizing Cultural Heritage Materials Third Edition (see link below), without any additional intervention needed by the operator.

· Link to the 2023 Technical Guidelines for Digitizing Cultural Heritage Materials Third Edition: https://www.digitizationguidelines.gov/guidelines/FADGITechnicalGuidelinesforDigitizingCulturalHeritageMaterials_ThirdEdition_05092023.pdf

· At least 30-million-page endurance over the lifetime of the scanner.

· A feeder mechanism that holds a paper stack of at least 250 sheets of paper.

· Scanner must have an automatic document feeder (ADF) which continuously draws from the stack of papers.

· Scanner ADF must be able to accommodate a range of paper types, sizes and thicknesses.

· ADF should be able to accommodate paper sizes from at least 4x6 inches to 20x24 inches.

· If unable to meet these specifications, the contractor shall provide their minimum and maximum paper sizes that the device they propose is capable of scanning.

· ADF must be able to accommodate paper thicknesses from at least 50 g/m2 to 180 g/m2.

· Scanner ADF should be able to accommodate fragile or brittle paper types.

· Commercially available off the shelf (COTS) software that can operate the scanner.

· Software provided must be able to be approved for use on The Library of Congress network as determined by Library of Congress OCIO. Additional information provided in section 3.2.

All responses to this RFI shall include the following, in addition to confirmation of the above:

· Physical dimensions and weight of the device.

· Range of paper sizes that scanner can accommodate.

· Standard and maximum expected heat output of the device.

· Standard and maximum expected decibel level output of the device.

· A descriptive response as to whether the paper being scanned travels on a flat scan path or if the paper gets routed through rollers where the paper is curled or curved before, during, and/or after scanning.

· A comprehensive list of the file formats that the scanner is capable of natively outputting (e.g. TIFF, PDF, JPEG).

· Throughput rate, in pages per minute.

· Confirmation that the contractor is willing to perform a demonstration of the device for The Library of Congress at no charge. This demonstration must be either via video link, or onsite at The Library of Congress at 101 Independence Ave SE, Washington DC 20540.

3.1.1

The contractor shall provide an ongoing annual preventative hardware maintenance plan, a full-service software maintenance plan, support services and cover travel expenses associated with maintenance visits for the scanner. The full-service software maintenance plan shall include licenses for software to operate the scanner. This shall include all parts and labor. This plan shall include the normal amount of manufacturer specified preventative maintenance visits for the scanner in any given calendar year.

3.1.2

The contractor shall provide high-quality manufacturer authorized parts that are essential components for the preventative maintenance, software and support plans to ensure optimal functionality on the scanner. Parts not approved by the manufacturer are not acceptable.

3.1.3

The contractor shall provide a manufacturer factory authorized technician with specific training to provide preventative maintenance service and support for the specific scanner.

3.1.4

The contractor shall provide service within 72 hours of request, on site at the Library of Congress, as required, to keep the equipment performing to original equipment specifications.

3.1.5

The contractor and Contracting Officer’ Representative (COR) shall mutually agree upon a time, within two weeks of services requests, to schedule the preventative maintenance and support services to be performed.

3.1.6

Maintenance and Support: Annual preventative hardware and software maintenance and support services including skilled labor. The contractor’s price includes all related travel costs to maintain the Library’s scanner, in accordance with the manufacturer’s standard maintenance agreement terms and conditions.

3.1.7

Software Updates: The contractor shall provide factory integration and software updates to the scanner to ensure proper upkeep, optimal performance and troubleshooting. Software updates to ensure the scanner remains compatible with current operating systems and addresses bugs and security vulnerabilities. The contractor shall provide software updates for the scanner when:

1. The manufacturer makes software updates available to all users of the software.

2. The Library determines that there is a software issue/bug that needs to be fixed for which this shall be fixed by the contractor and/or the manufacturer.

3. And any other times and situations a software update is necessary.

3.1.8

Unlimited Telephone & Email Consultations/Support: The contractor shall provide unlimited telephone support and consultations with scanner manufacturer factory representatives to resolve issues that arise, and free software version point upgrades during the life of the plan as part of the preventative maintenance contract. Technicians and support representatives shall be available during business hours to assist in resolving issues via the phone, emails, and virtual (e.g. Zoom, MS Teams), meetings to ensure the Library staff always have access to knowledgeable help. If the Government sends an email to the contractor requesting support, the contractor must respond to the email within 48 hours.

3.2 Remediate Software Vulnerabilities

The contractor shall provide continuous security monitoring systems by routine security scanning to identify and remediate software vulnerabilities. As part of the Library’s continuous security monitoring program, software used by the agency is subject to routine security scanning, whether it is hosted internally or externally. These security scans may result in the identification of software security vulnerabilities that need to be mitigated within the following timeframes:

High-Priority Vulnerabilities 30 calendar days

Medium-Priority Vulnerabilities 180 calendar days

Low-Priority Vulnerabilities 360 calendar days

Upon notification of a security vulnerability, the Contractor shall correct the vulnerability within the specified timeframes, including the modification, testing, and installation of code on all Library instances of the software. The Contractor shall also provide documentation, such as release notes, installation guides and user guides, to document the changes made to the software to address the identified vulnerabilities. Costs associated with addressing software security vulnerabilities are not reimbursable separately and should be included as part of the contractor’s price for provisioning the Library’s software licenses or software maintenance.

SCHEDULE OF EVENTS/DELIVERABLES

QUALITY CONTROL.

All contractors responding to this RFI shall describe how they will empirically demonstrate FADGI compliance.

If during normal operational use in The Library of Congress, during the contract period of performance, an ISO 19264 FADGI target is scanned and the resulting target image does not meet the required FADGI performance level, the vendor shall be responsible for remediating the issue with either technical support or a covered maintenance visit provided at no additional cost to The Library of Congress.

4. ADDITIONAL INFORMATION

4.1 HOURS OF OPERATION. The contractor is responsible for conducting business between the hours of 9:00 to 5:00 Mondays through Fridays, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

4.2 DELIVERY ADDRESS.

Library of Congress 101 Independence Ave., S.E.

Washington, DC 20540

(End of Request for Information)