Questions and Answers.docx

Questions and Answers

1. Can the drawings be scanned on site?

Drawings can be scanned on site if the contractor brings their own equipment.

2. if not, can the drawings be transported and returned in a single lot?

Yes.

3. 150dpi is far too low of a resolution, unless you desire they be scanned in grayscale, then it would be appropriate. The minimum we have seen for engineering drawing scanning in monochrome is 200dpi and that is usually because that is the limitation for reprographics houses. 90% of projects for scanning engineering drawings are 300dpi monochrome with 200dpi gray for poor quality originals. 150dpi will be completely illegible on many portions of the drawings (particularly small text). Will the agency consider revising the specifications?

The Performance Work Statement has been changed to reflect 200dpi instead of 150dpi.

4. Is all of the file naming information available on the title block of the drawings? Are the title blocks in a common location?

Yes file naming information is available on all drawing title blocks. Title blocks are located in a common location.

5. The cost to the vendors for indexing is based on how many characters must be keyed. Can the agency allow us to bid a cost per image and a cost per character? In lieu of this can the agency estimate the number of characters per set and the number of sets please?

Characters per image are approximately 20

6. There are 3 CLINs for scanning, why is it broken up this way, are the projects different, and if so how?

Cost differences for clean, damaged and color drawings.

7. In monochrome the 49k drawings would fit on 6 single layer disks, dual layer is not as common. Will the agency consider single layer in lieu of dual layer?

Single layer disks are acceptable.

8. It is stated that the drawings range in size, but are primarily 36" wide. Is this the short dimension or the long dimension? The question is asked so we understand if the project will require a scanner with a 24" throat or a 36" throat or bigger. If drawings will exceed 36" in the short dimension please identify the quantity of those so that we can propose the correct equipment for the job.

Drawings are 36" on the short side.

9. Will you award to the lowest cost capable vendor, or will you be evaluating based on some sort of award criteria with weighted factors for experience, equipment, proposed solution, references, etc.

Award will be made to the lowest cost capable vendor.

10. Do we respond with qualifications, proposed solution similar to a full RFP response or are you just looking for enough information to show we are qualified to perform the work and a price to do so?

Please respond with enough information to show qualifications and price.

11. Will we need a vehicle pass and staff clearances to transport the material?

Standard clearance to obtain access on base will be needed.

12. How are the drawings currently organized? Sorted by facility and project # or other?

Drawings are sorted by facility

13. How are the drawings currently stored? rolled in large project rolls (20-100 sheets), folded in boxes, rolled in small sets (2-3 drawings rolled very tight), flat in flat files, hanging files?

Drawings are stored on flat sheets in drawers.

14. How are the drawings bound, stapled, punched with post binding, punched on pin bars, comb bound?

Drawings are loose or sometimes stapled.

15. What is the distribution of source media types, mylar, blue line, black line, sepia?

All four types.

16. It is very rare that sleeves are required for scanning, in fact these are typically only used if there is not one good edge (due to tears) or if the originals are fragile and brittle. 25% requiring sleeve seems excessive. We have scanned millions of drawings and have sleeved maybe 10. Is it possible that the quantity of drawings requiring a sleeve may be considerable less than 25%, if it is necessary at all? Is the estimate for a sleeve because of brittle originals?

Yes originals are brittle and 25% could be on the high side

17. While it is rarely the case anymore, it is possible that a vendor might attempt to microfilm the originals then scan the microfilm, causing degradation in image quality and a high potential for problems when scaling the imagery. Please confirm that the agency is looking for the vendor to capture the originals digitally from the original.

Vendor is to capture the originals digitally from the original.

18. Will all of the drawing be able to be picked up at once or given out in batches?

Drawings will be picked up in batches only. Probably about 5 drawers at a time.

19. What is the average number of sheets per document? In other words, of the 37,500 drawings, how many documents are represented?

The estimate is for drawing sheets, not sets.

20. Do you have a preference on how the drawings would be transported to the vendor’s facility?

There is no preference on how drawings are transported to the vendor’s facility

21. Are the drawings currently stored flat? Rolled?

Drawings are stored flat.

22. Can the scanning take place onsite at the base? The project we did for Whiteman Air force base was required to be onsite because of security reasons with the sensitivity of the drawings. Also my employee’s inform me that airman were pulling drawing’s almost every day to use and review.

Scanning can take place onsite. The entire vault will not be turned over at once. About 5 drawers will be released at a time.

23. If the drawings are allowed off site, can the entire lot of drawings be taken at one time?

No

24. I would like to see if I can come on base to view the damage drawings that being requested to be scan. Prepping of drawings can sometimes take ten times longer than the actual scanning of the drawings. There should not be an issue because on solicitation # FA462509P0176 I was cleared numerous times to enter Whiteman Air Force Base.

Site visits will not be conducted. Vendors will not be allowed on base prior to contract award.