A23_Q_and_A_-_Record_Digitization_and_Warehousing_-_RFQ_Questions_2-14-19.pdf

Questions & Government Response Record Digitization & Warehousing

RFQ HQ0034-19-R-0278 - February 14, 2019

Number Question Government Response 1 With questions due on 1/25 and the proposal due date just over 2 weeks away from that, would the Government consider granting an deadline extension of 3 weeks from the current due date to allow contractors adequate time to finalize their proposals based on the information provided in the Q&A?0

The Government will extend the due date for quotes to February 25, 2019.

2 On the DD 254, box 11i TEMPEST is not checked.

However, in the DD 254 Continuation Pages there is a reference to emanations security. Should box 11i be checked on the DD-254 or is EMSEC not required?

The DD254 Continuation pages will be updated to reflect box11i (unchecked). TEMPEST is not required.

3 What is (are) the retention periods for the materials governed by this contract?

The Government’s intent is to retain the materials in digitized form permanently. In the case of bulk digitization, hardcopy versions will be destroyed after an accepted digitized copy is made. For “on demand” digitization, see Question 4 below.

4 The RFP states “Transmit the STI, and in a separate file, all of the accompanying metadata, within a completion/response time of 72 hours for ‘on demand’ requests.” As regards ‘on demand’ requests, please clarify what contractor is to return?

Is contractor to return the hard copy STI for QC, etc., in addition to the digital output?

Is the delivered metadata file used for DTIC to upload the content also in MARC21 format? If not, what is the format?

Only the digitized version of the hardcopy is to be returned to DSIAC within 72 hours. The hardcopy is not destroyed nor sent to DSIAC.

No, the contractor does not return the hard copy STI.

Yes, MARC21 format is to be used.

5 The RFP states "Transmit the STI to DTIC, and in a separate file, all of the accompanying metadata, within 30 calendar days after bulk digitization." As regards bulk digitization, please clarify what contractor is to return? Is contractor to return the hard copy STI for QC, etc., in addition to the digital output?

No, only the digitized versions are to be returned for QC check. If the digitized version passes QC, the hardcopy may be destroyed.

6 Does each box have a unique identifier or barcode? Yes 7 How will on demand files be delivered (hard drive, DVD, SFTP, uploaded to a GFE Database)?

a. Classified

b. Unclassified

The contractor will use whatever medium is appropriate to the material.

Classified “on demand” articles will be shipped using U.S. Mail. Reference DoDM 5200.01-V3, dated 2-24-12 and IAW NISPOM requirements.

Unclassified files may be transferred via encrypted email, for Controlled Unclassified

Information (CUI), to DSIAC (the receiving entity).

8 If the vendor chooses to utilize Bibliovation will DTIC facilitate a cooperative licensing agreement to the system to ensure access to the platform?

No, that is between the contractor and PTFS to come to an agreement.

9 Will the contractor receive a file inventory for every box? If not, do we need to create one?

A file inventory exists and will be provided by the incumbent.

10 Will PTFS palletize and create manifests to meet the 30 day requirement? Who pays for this? Will pallets be at a dock that accepts a tractor trailer? Will PTFS be able to ship 26 pallets (tractor trailer) of boxes (40 boxes per pallet) per day for 20 business days to remove the material within the 30 day requirement?

The current Data Warehouse Contractor, PTFS, will ship the boxes to the successor contractor.

PTFS will be responsible for payment.

Receipt of shipment is a matter for negotiation between the successor contractor and PTFS.

11 What agreements are in place with PTFS concerning licensing to ensure contractor access to the platform?

If Bibliovation is selected as a Library Services Platform (LSP) by the contractor, an agreement to use it is between the contractor and PTFS.

12 Please describe the cataloging effort. Is it verification of existing catalog records, or will there be a need for full original cataloging of the materials?

The materials are already catalogued. The contractor can assume the accuracy of the catalogue, however, boxed materials must be inventoried against the catalogue to ensure all materials have been transferred.

13 Will existing metadata always be in MARC format? Yes, MARC21 format.

14 If item level metadata is not provided in MARC format, what format(s) will be supplied? What is the estimated percentage of items that will need to be converted to MARC?

All metadata is currently in MARC21 format. No conversion will be necessary.

15 It is understood that the incumbent uses Bibliovation, a proprietary application, to manage the metadata database and bibliographic records. If Bibliovation is used, then little or no migration will be needed. However, if some other Library Services Platform is used, then significant migration costs will occur. With this in mind, the following is a multi-part question:

a. Does DTIC have any concerns or issues with the current Bibliovation implementation?

b. Will the Government offer the contractor use of the existing Library Services Platform (ILS) as a Government Furnished Equipment?

c. Is it the contractor’s responsibility to renegotiate an agreement directly with PTFS, if the goal is to avoid hefty migration costs of starting over with a new ILS?

d. What is the current cost the Government is paying to PTFS for use of the existing Library

a. No, DTIC has no concerns with the use of

Bibliovation.

b. No, the contractor will have to provide, or lease the use of, a Library Services Platform

(LSP).

c. Yes, the contractor will have to negotiate the use of Bibliovation if that is the chosen means of providing a LSP.

d. The use of Bibliovation is not an itemized cost item but is included in the overall contract price.

Services Platform? Is this a licensee fee or software as a service contract?

e. Is there currently dedicated staff to manage the Bibliovation software implementation? IF so, is DTIC staff provided by the incumbent? Please describe the staffing level (1 FTE, etc.)

e. PTFS uses its own staff to manage Bibliovation.

16 What level of customization, if any, has been made to the “out of the box” version of Bibliovation? If it has been customized for DTIC will the awardee be granted access to all custom elements to minimize transition of the catalog database and metadata content?

The out-of-the-box customization of Bibliovation has been minimal and is related to changing the intro pages, colors and configuring the system to display metadata fields required for use by DTIC's schema. Bibliovation would not be delivered to any other successful contractor unless they purchased it from PTFS.

The extent of the incumbent's support would be to export out the MARC records and deliver the data to the successful awardee as designated by

DTIC.

17 Is Bibliovation currently hosted on Government Tier

AWS?

a. If yes, is contractor responsible for creating a new instance?

No.

18 How does Bibliovation maintain data security? The question is unclear. There is an unclassified and classified version of Bibliovation, the latter running on a stand-alone computer system.

19 The Q&A # 61 references a stand-alone system in the classified area to manage that collection:

a. Is this stand-alone system another instance of

Bibliovation? If not, what is it?

b. What is the unclassified data that is currently on the classified system?

c. Is there unclassified data elsewhere on an unclassified system?

i. If there is an unclassified system, where does it reside (i.e. on premise, in the cloud, etc.)

d. The RFP states that the ILS system must be approved for classified data. Is the current Bibliovation platform approved for this use?

e. Please confirm that digitized content does NOT reside in the Bibliovation platform post digitization?

a. Yes.

b. Any unclassified data on the classified version of Bibliovation is metadata for the classified collection.

c. The unclassified version of Bibliovation contains unclassified data. It resides on the premises of PTFS.

d. Yes

e. Confirmed. After digitization and acceptance by the government, hardcopies may be destroyed and metadata removed from the LSP.

20 Has any classified information been processed to date? If yes, where is the classified electronic data currently stored?

Yes. Classified metadata and actual technical reports currently reside in the DTIC classified collection and in the PTFS classified collection.

21 Please confirm that the current Bibliovation system is approved to store classified metadata at the DOD

Confirmed.

Bibliovation is approved and has an ATO from the US Army and NGA to store, process and secret level? If so, would that approval carryforward to contractor upon award?

manage DoD Secret data. NGA has also provided approval for management of SCI data.

Certifications and ATO approvals do not get carried by the software product and are unique to the system in a particular environment. The process must be repeated at each new site or location.

This is obtained after the software is installed in the environment and evaluated / tested by the contractor's cognizant government security organization which should be a local Defense Security Service group that is assigned by region or by contractor. The security evaluation in the new IT environment would be accelerated by the fact that Bibliovation has been given prior approval in one or more secure environments already.

22 The CLIN for classified and microfiche/film media is not noted for option years 2, 3 or 4? Should these services be required beyond year 1, will they be made available?

That is done because those type of items are to be digitized first in year 1. It is possible that the need to digitize that media will still exist after year 1. An option CLIN will be added in option year 1.

23 Please confirm that customer acceptance of materials will be no longer than 30 days from receipt of digitized materials?

Confirmed.

24 Please confirm the quantity of Microfiche cards/sheets for conversion. The RFP states 200 units, 477 cards. The Q&A #13 states 200 microfiche cards. The Q&A #53 states 244 sleeves and 477 cards. Please confirm there is zero classified microfiche?

There are 244 microfiche sleeves containing 477 microfiche cards. There is no classified microfiche.

25 Page 27 of the RFP, section 5.5 states that “The Contractor shall comply with all security policies and procedures that apply to DoD and DTIC.” What specific security policies and procedures are being referred to?

Section 5, Applicable Publications, in the RFP provides a list of these policies and procedures.

26 Is it expected that digitized documents will be stored in the ILS/LSP that is to be provided by contractor?

No, as material is digitized and transferred to DTIC, it may be removed from the LSP.

27 RFQ Section 5.13 Transition-In Plan, Page 28 Will the Government please clarify the requirements for data migration?

Hard copy materials must be transferred from the incumbent to the contractor IAW policies governing the movement of unclassified and classified materials. All such material must be transferred. Metadata resident in the LSP must also be transferred. This method may vary depending on the LSP chosen by the contractor.

28 RFQ Section 1.0 Instructions To Offerors, Page 41 The proposal structure specified in the Instructions does not provide any page count for an introduction to include items such as a corporate overview and contractors’ understanding the requirements. Will the Government please modify the proposal Instructions to include 2 pages for an introduction?

An Introduction Section will be added in RFQ Section 1.0

29 RFQ Instructions To Offerors, Section 2.2.2 Volumes and Page Limitations, Page 42 The RFQ does not include specific requirements for a project staffing plan to identify and include the experience of uncleared and cleared personnel.

Does the Government desire that contractors provide a project staffing plan be provided in the contractor’s proposal? If so, will the Government consider adding a new Subfactor 6 – Staffing Plan with a page limit of one (1) page under Factor 2 – Technical Evaluation?

A staffing plan is not required.

30 RFQ Instructions To Offerors, Section 2.2.2 Volumes and Page Limitations, Page 42 The RFP does not require key important personnel to be identified (e.g., Project Manager). We believe project management is important to the successful execution of the contract. In this regard, will the Government require that contractors provide a two

(2) page resume in their proposal?

The contractor can determine who will be their primary point of contact with the Government.

Resumes are not required.

31 Q_and_A__Record_Digitization_and_Warehousing_ 1-11-19, Page 1 and RFQ Section 5.6 Facility Clearance, Page 27 There is a conflict between Question 6 in the Q&A Draft RFQ document and the text in Section 5.6 Facility Clearance in the final RFQ. The Q&A response states that contractor has to have an FCL at the time of award. The requirement in section 5.6 of the RFP states that contractor will have safeguarding within thirty (30) days of award. Will the Government please clarify Section 5.6 Facility Clearance to state that the requirement is for safeguarding at time of award?

The contractor must have an approved Facility Clearance (FCL) with classification up to Secret at time of award. Storage space up to Secret must be available no later than 30 days after award. The statement “the contractor will have safeguarding within thirty (30) days of award” is to provide time to make storage space available.

Full safeguarding will be required by the 30 day mark after contract award. The contractor may receive shipment before the 30 day mark after award if their storage space is available and safeguarding is available.

32 Section 2.1 Page 25 - Will current incumbent be responsible for packing and shipment of mentioned material or will the new contractor having packing responsibility as well?

The current Data Warehouse Contractor, PTFS, will pack and ship current holdings (Classified and Unclassified) to the successor contractor, who will receive them.

33 Are all boxes currently ready for pickup? If not, what is the estimated number of boxes that will be ready for pickup at one time? And at what intervals?

Reference Question #10. Boxes will be prepared by PTFS for shipment. The successor contractor will need to work with PTFS re the Transition-In Plan. See para. 5.13 in the PWS.

34 STI Receipt & Cataloging: At the new Contractor’s location, unpack, inventory, and catalog all records in whatever media form, to include classified (up to Secret) media, for digitization. The contractor needs to be able to provide a cataloging system that catalogs data in a format capable of being read by a variety of Library Services Platforms, e.g., Worldshare from OCLC, Alma from ExLibris, Intota from Serials Solutions, Sierra from Innovative Interfaces, Bibliovation from PTFS, or Kuali from Kuali OLE. Are the following software services the approved list for the DTIC or can the contractor utilize another cataloging service not mentioned?

Another cataloguing service is permissible, provided it meets all the requirements and system standards identified in the RFP.

35 Section 2.5 & 2.6 Page 25: Will there be a priority list of classified and unclassified material that must be digitized first or digitize as received from current incumbent with the exclusion of “on-demand request”?

Microfiche and film, and classified material, are to be digitized first. After that, all unclassified hardcopy materials are to be digitized.

36 Section 5.1 Page 27: Does the DTIC have a standard MSR that is currently being used? If yes, will this continue to be the current method of MSR?

No, a standard Monthly Status Report is not used. MSR format will be agreed upon by DTIC and the contractor. MSRs will contain the information described in the RFQ, at a minimum.

37 Section 5.4 Page 27: Can you please confirm the city and state of the National Capital Region so the contractor can determine the preferred 50 mile radius?

50 miles radius from the HQC McNamara building located at 8725 John J. Kingman Road, Ft. Belvoir, Virginia.

38 Section 3.2 Page 32: The facility shall have active fire detection and suppression systems. Can the DTIC provide a guide line for the required fire and suppression system?

36 CFR 1234, which addresses NARA’s requirements for storage of Federal records in commercial records storage facilities, should be consulted for this.

39 Section 4.2.9 Page 33: How often are “on-demand” scan request issued? Due to the security clearance levels, will any On-Demand request ever have to be hand delivered to the DTIC.

6-10 “on demand” requests per month have been observed historically.

No, hand delivery is not required. U.S. Mail is adequate, IAW NISPOM requirements and Reference DoDM 5200.01-V3, dated 2-24-12, for transferring any classified “on demand” requests.

40 Is there a standard “Facility Security Plan” format accepted by government? Or may it be customized by contractor?

Facility Security Plan must be IAW NISPOM, and approved by the Defense Security Service (DSS).

41 Will government provide security classification guide detailing comprehensive guidance regarding classification of information concerning any system, program, or project under the jurisdiction of the original classification authority (OCA)?

Refer to Section 5, Applicable Publications, in the RFQ for a list of policies and procedures governing classification. Also refer to the DD254 and DD1540.

42 Can a subcontractor satisfy the requirement for Facility Clearance?

No.

43 PWS 2.1 page 25 of 49 – Please describe how the STI is stored now. You said these are in boxes. Are they palletized, on shelves, stacked? If you can provide a picture of them it would be valuable for prospective bidders to see.

Hardcopy material is currently stored in boxes on shelves. The size of the boxes is approximately 15” x 12” x 10”.

44 Do you have a priority of what you want scanned (bulk) each year? If so please describe.

Reference Question 35.

45 If there is a priority, are all items in a priority group stored together or will the contractor need to gather them together?

Classified, microfiche, and film are stored each in their own areas.

46 Is this collection of paper/fiche/etc., going to grow or is this the maximum size? If you envision more collection to be added describe how that would occur?

It is at maximum size.

47 If the goal of the record digitization project is to digitize the assets for upload to the library, why would the government go to the expense of moving the materials from the current contractor, given that most if not all will be destroyed within 30 days of government acceptance?

The expense of a one-time move of the materials is expected to be a small portion of the overall contract cost.

Given the size of the collection (500,000+ records at 90 pages per record), it is not expected that this entire collection will be eligible for destruction within 30 days, but only small portions on a monthly basis.

48 Please confirm that all metadata for the entire document collection, as will be provided by PTFS, is accurate and already resides within the DTIC library system? If the metadata information correlated to the documents we would convert is already present in this system, and the converted files map to this data through the common indexed accession number, is the Library system truly required for the long term objective of DTIC?

The metadata can be assumed to be accurate.

Yes, the metadata is in the DTIC library. Over the long term, the library system required for this contract is not required. It is only required as long as hardcopy materials continue to exist so that the contractor, and DTIC, have visibility on what documents are held by the contractor in hard copy form.

49 Our company holds a Facility Clearance at the Department of Energy (DOE) “Q” level, which is considered a higher clearance level than the DOD Secret level. Would our current DOE “Q” Facility Clearance and interim personnel “Q” clearances be acceptable in order to start work on this contract?

The Government will accept clearances of Q and L.