Attachment A- DEOC Panograph Scanning Questions and Responses.pdf

FY 21 Records Management Vendor Questions and Responses

1. In the PWS under 4.2.4 it states that shipment of boxes must be a direct route with only one stop between the DoD to the contractor's facility. Our company resides two days away from the DoD facility and would require more time to travel. Would we be allowed more than one stop on the direct route if shipment occurs using only contractor owned, un-marked moving trucks? All boxes will remain under our company care and custody the entire time and driven by contractor personnel only.

R1. Exceptions will be made on a case by case basis, provided chain of custody procedures appropriately minimize associated risk.

2. Based on our extensive industry experience, in order to allow for proper quality control procedures and for a detail scanning of each x-ray image, a reasonable timeframe for this project would be about 18 months. Will this timeframe be acceptable?

R2. In accordance with the RFP instructions, each vendor is required to provide a technical solution that results in the highest production rate for x-ray digitization including a rationale that validates the quantity of imaging including appropriate quality control measures in their approach during the twelve-month base period of performance.

In accordance with FAR 52.212- (c), the Government may accept an offer (or part of an offer), whether or not there are negotiations after its receipt, unless a written notice of withdrawal is received before award.

3. RFP Section 30: Will an offeror be viewed more favorably if it is able to complete the project in less than 12 months?

R3. No. The twelve-month base period is available to scan the optimal quantity of x-rays in accordance with solicitation instructions.

4. RFP Section 30: Is "6,200 cubic feet" in reference to the first CLIN, or for both (0001 and 1001) combined?

R4. The total amount of records available to be digitized are approximately 6,200 cubic feet in volume, subject to availability of sufficient funding to accomplish the full task quantity. See response to question 30 and 2.

5. RFP Section 30: Is "6,200 cubic feet" inclusive of all film and "associated records" combined?

R5. Yes.

6. RFP Section 4.1.5: What is the anticipated “contract award date?”

R6. On or before September 30, 2021 at the latest with a target award date of September 15, 2021.

7. RFP Section 4.1.5: What is the number of anticipated record requests per day, week, month?

R7. Approximately 10-20

8. RFP Section 4.1.1(2): How are the records currently stored? Are they already boxed, or are they in cabinets?

R8. All records are currently stored in boxes on open shelving.

9. RFP Section 4.1.1 (2): If they are boxed, do the boxed contents need to be inventoried?

If they are in cabinets do the cabinets do the cabinets need to be emptied into boxes and the content of the boxes inventoried?

R9. Yes, boxed content needs to be inventoried.

10. RFP Section 4.2.4: Please clarify “with a direct route only” means?

R10. A direct route means direct route only one stop from the DoD to the subcontractor’s facility. See response to question 1, as well.

11. Please clarify one stop the DoD to the subcontractor’s facility. Will this include fuel, rest, and DOT mandated stops?

R11. No, stop is defined as an overnight stop or other break greater than 4 hours or greater.

12. Are multiple pick up from origin and multiple return shipments authorized?

R12. Yes.

13. RFP Section 4.3.1.1: Please clarify: does “proper sequence” refer to page order or something else?

R13. Page or record order.

14. RFP Section 4.15: Timelines seem contradictory in 4.15, please clarify.

R14. Ensure that electronic files resultant from digitizing activities shall not be retained indefinitely by the contractor and shall be completely destroyed within 60-days of notification by the Government that the produced electronic images have been accepted, or 60-days after the completion of the period of performance, whichever is later.

15. RFP Section 4.17.1: How far in advance of the final operational due date will the post award conference take place?

R15. The post award conference will be conducted as soon as reasonably possible after award of the contract in order to prepare the team for full performance soonest.

16. RFP Section 4.6.1.1: Have some of the records already been scanned, and is there a current repository? If so, is there an existing naming schema/database that can be follow?

R16. Records have not been previously scanned.

17. RFP Section 3.0: What is the age of these records?

R17. Records are between 20 and 40 years old.

18. RFP Section 3.0: Are physical or electronic samples of these records available?

R18. No.

19. RFP Section 6.0: Section 4.16 of the RFP says everything will be returned, but here it seems there may be some destruction required. If so, what records, how will they be identified, and what is the estimated destruction volume?

R19. No destruction will be required.

20. Reference Section 6.0: Please clarify the statement "No hardcopy file reconstitution" required, as it is in conflict with 4.9 that reads "contractor shall return all panograph films and paper (when found) to their original sleeve and box upon completion of scanning activities."

R20. The requirements stated in paragraph 4.9 are accurate as written.

21. Reference Section 6.0: Deliverable Chart: Operational Plan- chart reads “…after the contract award, but the PWS Ref 4.1.3 reads after POP. Please clarify.

R21. After start of period of performance.

22. Reference Section 6.0: Deliverable Chart: Final Operational Plan – chart reads “…after the start of POP” but the PWS Ref 4.1.5 reads after contract award. Please clarify.

R22. After start of period of performance.

23. Reference Section 6.0: Deliverable Chart: Return x-Rays – is this after project completion or after batch delivery?

R23. Either approach is acceptable.

24. Reference Section 6.0: And what about acceptance?

R24.The Government will provide inspection of initial scans to ensure the vendor is complying with acceptable quality levels. Sample size for initial review will be determined during post award conference. Future acceptance criteria will be based upon this initial review.

25. RFP Section 7.0: Performance Objective Chart: Electronic Records Hard Drive(s) – PWS Paragraphs 4.9 and 4.12 do not address this topic, but 4.14 does and it reads “portable hard drive, “but this chart reads DVD(s). What’s the delivery method?

R25. CD, DVD, or DoD SAFE.

26. RFP Section 10.2.4: What are the security requirements as specified by the DHRA Security Office?

R26. All forms and processes required to facilitate Tier 3 vetting application and building entry.

27. RFP Section 10.4: In regard to CUI, clarify contractor requirements for marking:

Project Materials, Work products, Deliverables

R27. The panographs and associated materials contain CUI. Digitized scans should be marked appropriately.

28. RFP Section 11.0 & 12.0: Are some records located in Virginia and some in California?

If so, what is the total number of records in each location?

R28. All records are located in Seaside, California.

29. RFP Section 14.1: Please clarify what is meant by the Quality Assurance Surveillance Plan and provide a copy for inspection.

R29. Quality Assurance Surveillance Plan in an internal Government document that aids the Contracting Officer Representative (COR) with performing quality assurance functions.

30. Pricing table: CLIN 0001 is specifies a fixed price for the total volume of 6,200 cubic feet during the 12-month Base Period of Performance. The 12-month Option Period CLIN 1001 specifies a fixed price for a volume of 3,100 cubic feet. Is the 3,100 cubic feet specified in CLIN 1001 a volume over-and-above the 6,200 cubic feet specified in

CLIN 0001?

R30. No, the 3100 cubic feet specified for option CLIN 1001 is not over and above the 6,200 cubic feet specified in CLIN 0001.

31. Pricing table: CLIN 0001 is specifies a fixed price for the total volume of 6,200 cubic feet during the 12-month Base Period of Performance. The 12-month Option Period CLIN 1001 specifies a fixed price for a volume of 3,100 cubic feet. If the 3,100 cubic feet specified in CLIN 1001 is not a volume over-and-above the 6,200 cubic feet specified in CLIN 0001, is this volume part of the 6,200 cubic feet of volume specified in

CLIN 0001?

R31. Yes.

32. Section 4.1.2: Does DHRA have a preference for frequency of pick-up and return of the source materials from Seaside?

R32. No.

33. Section 4.1.2: If DHRA does not have a preference for frequency of pick-up and return of the source materials from Seaside, would DHRA be open to the vendor proposing multiple pick-ups and returns of the source materials?

R33. Yes.

34. Section 4.2.4: This requirement states "4.2.4 Shipment shall come through contractor operated trucking or other bonded commercial trucking, with a direct route only (one stop from the DoD to the subcontractor’s facility; U.S. Department of Transportation regulations shall be observed)." Can DHRA please elaborate to define the parameters of a "stop"?

R34. See response to question 11.

35. Section 4.2.4: This requirement states "4.2.4 Shipment shall come through contractor from the DoD to the subcontractor’s facility; U.S. Department of Transportation regulations shall be observed)." Is this requirement intended to limit the distance from DoD facility to the vendor facility?

R35. See response to question 1.

36. Section 4.2.4: This requirement states "4.2.4 Shipment shall come through contractor from the DoD to the subcontractor’s facility; U.S. Department of Transportation regulations shall be observed)." Is the situation where the vehicle transporting the source materials is out of direct sight or control of the driver considered a "stop"; meaning that, if the vehicle transporting the source materials is never out of direct sight or control of the driver, would this be considered as "no stops"?

R36. See response to question 11.

37. Section 4.3.5: This requirement states "4.3.5 Removing from documents all staples, paperclips, binder clips, and anything that would interfere in the scanning process, as well as separating perforated pages (e.g. computer print outs), unfolding legal documents, and straightening out all page corners." Can DHRA estimate the percentage of perforated "computer print-out" paper documents that would need to be separated or "burst"?

R37. 0%

38. Section 4.3.6: This requirement states "...The Contractor also shall transcribe sticky notes and other hand-written text on a separate sheet and scan it in immediately following the page on which it was found in the original record." Does this mean that the contractor will be required to retype all text from sticky notes or handwritten data on the X-Ray physical images onto a separate piece of paper and scan it as the immediately following page?

R38. Yes.

39. Section 4.3.6: This requirement states "...The Contractor also shall transcribe sticky notes and other hand-written text on a separate sheet and scan it in immediately following the page on which it was found in the original record." If this requirement means that the contractor will be required to retype all text from sticky notes or handwritten data on the X-Ray physical images onto a separate piece of paper and scan it as the immediately following page, can DHRA estimate the number or percentage % of total image page volume that would need to be performed?

R39. DHRA cannot provide such an estimate at this time.

40. Section 4.3.7: Can DHRA estimate the number or percentage of source documents that would require photocopying prior to scanning?

R40. DHRA cannot provide such an estimate at this time.

41. Section 4.5: This requirement states "4.5 The contractor shall scan associated records, such as cover sheets, labels, or sleeves containing metadata in accordance with the following FADGI standards, pursuant to 36 C.F.R. § 1236:" Can DHRA provide an estimate of the number of scan pages of paper documents that would be over-and-above the 5 million X-Ray physical images that will be converted to digital format?

R41. An estimated one page of paper documents is associated with each panograph.

END OF QUESTIONS AND RESPONSES