Questions and Answers 2.docx

Questions and Answers

1. Will this job performance be expected to be on-site or off-site? If onsite, is there a area designated for this job on-site during the 6 months?

Job performace can be on-site or off-site. There is space available on site.

2. Is there a mileage requirement regarding how far away the organization can be from the performance location?

No.

3. On the PWS, requirement number 3 should it read, "The file naming format?"

Yes

4. Should the scanners be included in the pricing if the organization is expected to bring scanners? or will scanners be provided on a different purchase order?

We do not provide scanner.

5. How is a drawing sheet set physically defined/separated?

Please see item #3 of the PWS.

6. On average, how many sheets per set?

7. Any bindings/staples/paper clips/post-its/file folders, etc. that will require removal before scanning? If yes, do these have to be replaced/reinserted prior to the return of original documents?

No

8. Any pages with backsides? Approximate percentage/count, per drawing type (clean, damaged, color)?

No

9. Is 36" the maximum width of drawings?

There may be a few 42 inch drawings.

10. Will any sample drawings be made available for inspection by vendors?

How can these be requested/obtained?

Drawings will not be made available for inspection by vendors.

11. Is ITEM count equal to physical sheet count? (ie. can you confirm that an item is a SHEET, and not a SHEET SET)

The count was based on number of sheets not sets.

12. Does every drawing sheet set belong to one single facility and project number, or could a set be associated with more than one facility/project number?

A set could be associated with multiple facilities.

13. Can data file be provided for facility number and facility name, which vendor can use for validation of the output of the image file names?

The information is contained on the drawing title.

14. According to Performance Work Statement, Requirement 1:

"Drawings will be scanned and digitized using a 200 dpi resolution and saved in PDF format using a multi layer/tab format with the entire sheet set within one document."

Please clarify the term "multi layer/tab format" (for instance, compared to a multi-page PDF file?)

This is a single pdf with multiple drawings within. This avoids opening numerous individual documents.

15. What is the accuracy requirement for this project? For example, 98% required AQL acceptance quality level?

We are looking for all documents to be legible.

16. Is a pricing breakdown required? If yes, can you provide the pricing breakdown structure?

Price breakdown is not required, but it is recommended. There is currently no exact breakdown structure. Vendors may breakdown pricing any way they want.

17. Can you advise if/how offers may be submitted electronically? As PDF file? File encryption required?If hard copy only, how many copies do you require?

Offers may be submitted electronically in any format, no file encryption required. If submitting a hard copy, only one copy is required.

18. Will the drawings be packed in boxes? What size/type are the boxes? Will the boxes be palletized prior to shipment, or will vendor need to palletize?

Drawings are located in drawers. All shipment is left up to the vendor.

19. What is the procedure for picking up drawings?

Vendors are to call ahead to obtain a pass to get on base.

a. Are the drawings in cabinets, drawers, or another type of storage?

Flat files in drawers.

b. Are there any requirements for the way drawings should be handled, e.g. when storing and transporting, are they to be rolled, hung, or laid flat?

Flat or rolled doesn't matter.

c. Will these drawings be needed during the scanning process; will the client require access to the drawings during the scanning process?

Unlikely. Only a handful of drawings will be released a time.

d. Can all drawings be picked up at one time, or will we need to schedule multiple pick-ups/deliveries? If multiple deliveries are required, what is the maximum amount of drawings allowed to be picked up at a time?

Dependent on the time it would take to scan. They could all be released at one time if they could be scanned in 30 days.

e. Are the drawings in some kind of order that will need to be maintained when they are returned?

Yes.

20. Is any form of image control/cleaning required?

No.

21. Our previous clients have preferred 300-400 dpi for drawings. Is 150 dpi sufficient for these drawings?

The requirement has been changed to 200 dpi. If this can be done at 300-400 for the same cost and the drawing size is reasonable then we can do it.

22. Is there a particular process/materials required or restrictions with regards to the repair of damaged drawings?

No.

23. How many drawings per drawer? How many total drawers?

This is flexible depending on how long it would take the vendor to scan and return the drawings. Typically only 5 drawers will be released at a time. Additional drawers will be released as appropriate.

24. On average, how many sheets are there per document set?

Approximately 20. However some have a couple hundred. These are some of the new facilities.