Q and A.pdf

Questions & Answers Sources Sought# FA5209-20-DocumentConversionServices

Document Conversion Services at Yokota Air Base, Tokyo, Japan As of 28 Apr 2020

Question 1: Whether companies from outside USA can apply for this?

Answer 1: As long as a quotation meets the requirements.

Question2: Whether we need to come over there for meetings?

Answer 2: Telephone conference is possible.

Question 3: Can we perform the tasks (related RFP) outside of USA?

Answer 3: This project will be performed in its entirely in the country of Japan. It would be greatly appreciated if the potential vendor can provide their capability on how to perform the tasks. Also, this is not request for proposal, and this is a sources sought announcement only.

Question 4: Can we submit the proposal via email?

Answer 4: This is a sources sought notice for information only. This is not a request for quotation or an announcement of a solicitation. Please see the attachments on Beta. SAM post, and respond to us by the date specified in Sources Sought. When solicitation is posted, they will be able to respond via e-mail.

Question 5: If possible, can the vendor provide you an ‘off-site’ digitization option?

Answer 5: The question for me is how would we get our documents to the location and would they charge us if they took it. The next concern is the PII and security requirements as it currently stand the selected vendor would need to sign a Non-disclosure statement and even that has its concerns.

Question 6: Is there a need for cloud based platform for this use-case?

Answer 6: It does not have to be cloud based CD is fine regardless of the platform used for storage it has to be compatible with our systems and it should provide as little potential hacking venues as possible. Meaning some virtual platforms are open to public and can be downloaded.

Question 7: What is the expected start date for imaging?

Answer 7: To be determined.

Question 8: Can you please provide more information about the content:

a. Describe the types of documents/forms in the boxes.

b. What business process(es) created them?

c. How are the documents structured? Loose, in folders?

d. There is a reference to documents being bound. What bindings are used? Staples, clips, etc.?

e. How many pages per document/file?

f. What is the resolution and color requirements for the imaging?

g. Is there information on both sides of pages?

Answer 8: We store most files in A-A-670C, Class Style 2 Size C, 27 B 1BD, CU 3.1 boxes. 14 ¾” X 12” X 9 ½ “D carton boxes. There are some fragile carbon copied forms on an electreviver (moving file cabinet) which consist of about 25 boxes.

Question 9: Is there a need for data enrichment after it has been scanned? i.e. extraction of data located in particular fields, auto-classification of records, etc.

Answer 9: At this time we cannot clarify if it is a needed item however can it be priced out just in case the mission requirements change or a flight finds a need for it?

Question 10: Is there a requirement for scanning to be performed by US-nationals only?

Answer 10: No.

Question 11: Would a proposal that offers to securely transport, digitize the content, and securely shred the documents outside of Japan be acceptable?

Answer 11: I would need to check as some items shouldn’t leave based on security concerns.

Question 12: Is being a US-owned/controlled entity a requirement, or is it acceptable to contract with a reputable and capable Japanese company to perform these services?

Answer 12: Yes.

Question 13: Are there other volumes of documents beyond this RFI that would require scanning/processing at a future date? Or does this RFI include the entire scope of the location’s documents?

Answer 13: As it currently stands the answer is yes. I think maybe you should consider doing an IDIQ. Also I believe B flight already has a shredder BPA in place so shredding may not be a think for the contract but I am not sure.

Question 14: Is there any equipment available at the base that would be designated to this effort?

Answer 14: Please answer.

Question 15: What are the limitations that you are aware of for us to ship the necessary equipment?

(Scanner and PCs, server etc., commercial shredder) Answer 15: As one of the equipment custodians on the base the equipment we have we are not allowed to utilize on our own. Even still it is limited capacity for the quantity that we are questing.

Question 16: Is there housing for the team on the base or could nearby safe accommodations be recommended?

Answer 16: We do not provide housing for contractors.

Question 17: Will this be on-site requirement?

Answer 17: Due to the nature and state of some of the documents yes it will be on-site.

Question 18: Has the government considered purchasing a shredder to destroy the paper after the scanning is done?

Answer 18: We have considered that however that is part of the reason we are doing this sources sought to see which option is cheaper.

Question 19: Will the government furnish equipment (desk and chairs) for the vendor to perform the work?

Answer 19: Contractor is able to utilize one of our conference rooms for the duration if that is needed.