Questions_and_Answers.pdf

QUESTIONS AND ANSWERS

1. Ref: Quantity of pages vs quantity of images. The PWS at Scope 2.0 states “approximately 105,000 pages”, the Price format also defines the units as “pages”. Scanning is charged by the image, and one page may be two images if the page is two-sided. 1a) Approximately what percent of the pages are two-sided? 1b) Please change the units to be “images”, and adjust the quantity to allow for such duplex pages.

A: it is estimated that none of the pages are double sided. The system does not offer image as a unit of measure. The definition of page is one side of a sheet of pager. Therefore, it will serve as the unit of measure.

2. a) Shall color be scanned in color, or to B&W? b) If ‘scan to color’, what percentage of the images are in color?

A: Scan to B&W

3. Ref 4.2.1.2.2 size of pages. Are there any pages smaller than 8.5”x11”? If Yes, what size, and what percentage of the total count?

A: None of the pages are smaller than 8.5” x 11”

4. The PWS does not define the output format, which might also be different for the two file types. Presented in order of cost, does the government want: a) TIFF/images, b) PDF, c) PDF-Searchable, d) OCR. Both (c) and (d) allow for searching of the CD for specific text. Does the government want the same output format for each of the registrar data and the payroll data?

A: PDF searchable

5. Is any Indexing / Metadata to be performed/added? For instance, often customers want to be able to search by a file number, which needs to be added by the scanning company as an index or metadata tag. This service is usually charged by the character count of the index field. Further, it is best if the index field uses a standardized format and uses information easily found by the scanning operator. A) Is any indexing to be performed? B) If Yes, what is the character count of the index field? C) Where is the index information to be found (folder tab, folder cover, Block NN of first document, etc.). D) There are defined 4,000 files for the registrar data, is each of these to be its own indexed file on the CD? E) For the Payroll data, 4.2.1.2.3 indicates this is organized by pay period; what is the quantity of files for the payroll data?

Please provide the quantity of payroll files/folders to be indexed.

A) For the payroll files: index by date range (ex: 01/01/15-03/01/15). For registrar files, index by individual’s last name (up to 10 characters)_country code_course code (Ex:

GOMEZ_AR_SDP). Government will provide a list of two-character country codes.

B) For payroll files, character count is 17. For registrar files, character count will vary, but max. number of characters will be 18 (up to 10 for last name + 1 for the “_” separator + 2 for country code + 1 for the “_” separator + 3 or 4 for course code).

C) For payroll files, index information is found on the spine of each binder containing the files. For registrar files, name of individual, country name and course code are written on the front cover of each file folder.

D) Yes, each registrar file should be its own indexed file on the CD.

E) Payroll files are contained in 3” binders, each marked with a date range. There are approximately 32 binders of documents, and the information will be indexed by binder (using the date range on the spine of each binder).

6. Confirm or correct: The PII on the paper shall NOT be redacted by the contractor for purposes of scanning.

A: Confirm – do NOT redact the PII.

7. What sort of clearance will be needed to pick up the documents?

A: No clearance needed to enter the military installation – all individuals will need a government-issued ID (like a driver’s license) to enter. The 2nd Street gate (located at 2nd and P Streets, SW) is the only gate accessible to non-Department of Defense personnel.

All vehicles are subject to search.

8. Are the documents in boxes, or must contractor box?

A: Payroll records are in 3” binders (approx. 32 binders). Contractor may wish to put the binders in boxes, for ease of transport.

Registrar records are in file folders that have been placed in boxes of varying size and type.

9. What format would you like you deliverables in? PDF, Searchable PDF, Multi-Page TIFFs?

A: Searchable PDF

10. Would you like a Table of Contents or index to accompany each CD or is sufficiently labeling the CD adequate?

A: Labeling the CD is adequate. See answer to question #3 for further detail.

11. You note in § 4.2.1.1.3 that “The contents of a single file folder should correspond to a single file on a CD.” Does that mean you would like one file per CD?

A: No, this means that the contents of one file folder (registrar files) should correspond to one indexed file on the CD. One CD should contain the quantity of indexed files that will fit on the CD.

For registrar files, they should be Indexed by file folder, named with the individual's Last name (up to 10 characters)_2-character country code_3- or 4-character course code. Ex: GOMEZ_AR_SDP. The name of the individual, country name and course code is listed on the front of each file folder. Government will provide the a list of the 2-digit country codes for the country names.

Personnel files are contained in binders marked with a date range (Ex: 01/01/15- 03/30/15) For these personnel files, they should be indexed by binder, marked with the date range found on the spine of each binder.

12. You note in § 4.2.1.1.5 that the “registrar documents may only be destroyed after written approval by the COR, once the COR reviews the CDs delivered.… ” Does that mean we will return to you the documents that correspond to a CD in order for you to do your quality control check and then we are to pick the documents back up for destruction purposes?

A: No, this means the COR will review the CDs for registrar files to ensure the images are sufficiently legible. Comparison to paper files will not be necessary.

Contractor will hold onto the files until the COR gives written approval to destroy. This approval will be via email. For planning purposes, approval by the COR can be expected within 2 business days following COR’s receipt of the CD containing the registrar files from the Contractor.