Q_and_A_-_Record_Digitization_and_Warehousing_1-11-19.pdf

Questions & Government Response Record Digitization & Warehousing – Draft RFQ HQ0034-18-R-0278

November 1, 2018 – Revised January 9, 2019

Number Question Government Response

1 Whether companies from Outside USA can apply for this? (like, from India or Canada) No

2 Whether we need to come over there for meetings?

Yes. Meetings will be held at DTIC.

3 Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

No. US only.

4 Can we submit the proposals via email? Yes. Reference Section L, Instructions to Offerors, paragraph 2.1. (Email only.)

5 Is it possible for the government to post the draft DD254 so that industry clearly understands the security / safeguarding requirements.

The DD draft 254 will be posted with the final RFQ.

6 5.6 Facility Clearance: “In line with the Contract’s DD Form 254, the Contractor shall possess and maintain a Secret facility clearance from the Defense Security Service.”

Based upon the DSS’ Checklist for a New Facility Clearance (FCL), sponsorship is the first step which must be provided by either a government contracting activity (GCA) or another cleared company. It states that “Contractors cannot sponsor themselves for a FCL.”

Can you please confirm whether or not the DoD or DTIC will be sponsoring the selected vendor for a FCL?

The vendor is expected to possess a FCL upon award.

No, the DoD or DTIC will not sponsor the selected vendor for an FCL.

7 Is it possible to only bid on a portion of this project?

No, however teaming arrangements are permitted.

8 Please identify if there is an incumbent contractor currently performing these services or if this is a new requirement. If there is an incumbent, could you please provide the contract number?

Yes, the incumbent who is providing data warehousing and scan-on-demand is Progressive Technology Federal Systems, Inc., PTFS. GSA Contract #GS-03F-0140W, Order Number

GSQ0914BH0001.

9 Are we to assume that “bulk digitization” denotes the conversion of all of the STI source material, hardcopy, microfilm, microfiche?

Yes. However, there is no microfilm, only hardcopy, microfiche and film. See Question #14.

10 Can the metadata database be shared and used to match up index fields?

The question is unclear and so cannot be answered.

11 What are the hardcopy document sizes (i.e.

legal/letter, etc.)?

Most are in standard letter form (8 ½ x 11), but there are other sizes as well.

12 What is the condition of the hardcopy source material (acceptable for Auto-feed, barely acceptable, or poor)?

The condition varies. Most are capable of auto-feed after unbinding those that are bound.

13 What are the size of the microfiche cards (rows/columns)?

The format is 14 images in a row and 7 columns (14x7) for a total possible of 96 images/card.

However, cards are not always full and sometimes there are just a few images on the card. There are approximately 200 microfiche cards.

14 What is the percentage of 35mm reels to 16mm?

a. Movie Film 16MM Unclass 276 Class 117

b. Video (VHS/Umatic/etc) Unclass 269 Class 3 There is no 35mm movie or 35mm microfilm film.

15 Is the microfilm notched, magnification size, and mode?

There is no 16mm or 35 mm microfilm.

16 What kind of condition are the microfilm reels (i.e. Sulphur smell, sticky, tears, etc.)?

There is no microfilm. The condition of the microfiche and movie film is satisfactory. There is no Sulphur smell that has been noticed. The condition of the analog video tape is unknown as this can't be determined until each tape is mounted on the correct analog machines and the analog to digital conversion process is attempted.

17 What are the indexing requirements, i.e. Prime index field, Secondary index fields?

Indexing requirements are currently met by the incumbent using Bibliovation. An example of indexing requirements can be had by examining metadata maintained by DTIC in its publically accessible library. Reference Question 68.

18 Is there a requirement to provide document classification, if so how many document types?

Existing metadata identifies the classification of the document or record , e.g., Unclassified or, if Classified, Confidential, Secret, etc. All documents will fall into two major types: Unclassified or Classified. Within those broad types there may be some variation, e.g., within the Unclassified type there may be Unclassified For Official Use Only (FOUO), or Export Control. Within the Classified type there may be Confidential, Secret, or Secret NOFORN. In total, there will be no more than a dozen different document classification types, all within the broad types of Unclassified and Classified. Reference Figure 1..

19 What is the percentage of hardcopy source material that is Black & White versus Color?

Unknown. Since these are mostly text records, the majority are probably black & white.

20 Who is the current Data Warehouse Contractor? Refer to Question 8.

21 It is stated that there are 476k and 54K

(Unclassified and Classified respectively) Yes documents. Is a “document” the equivalent to a “record”?

22 What is the percentage of loose bound source material (documents that are within a file folder, albeit loose, one-stapled document, three-ring notebook, or submitted to a two-prong file folder) versus bound material?

The majority are bound, either loosely or firmly, i.e., in book form.

23 For bound material, please provide the breakdown in the method for binding:

a. Stapled Bound %

b. Paper-Clipped %

c. Spiral Bound %

d. Glued/Spiral Bound %

This is unknown. The contractor should be prepared for all variations.

24 Please provide percentage breakdown of the documents’ sizes:

a. Less than 11”x 17”

b. Equal to 11”x 17” but less than 18” x 24”

c. Equal to 18”x 24” but less than 24” x 36”

d. Equal to 24”x 36” but less than 36” x 48”

e. Greater than 36”x 48”

The majority are 8 ½ x 11”. However, the contractor should be prepared to handle a variety of sizes.

25 What is the number of document pages that have content on both sides of the page (Duplex Rate)?

The duplex rate is unknown. The contractor should be prepared to handle both simplex and duplex.

26 Is the digital image capture resolution to be maintained at 300 dots per inch?

Capture resolution is up to the contractor, however images of all scanned documents or records shall be readily legible and readable to the naked eye.

Resolution should be maintained at a minimum of 300 dpi.

27 It is stated that there are 200 units that are 16mm and 35mm, can you please provide the reel lengths for 16mm source material?

No, it is stated that there are 200 units of microfiche media, and about 700 units of film media in total.

Reel lengths is unknown. Reference Question 14 and paragraph 4.2.8.

28 What is the type of microfiche – i.e. jacketed or com?

The microfiche is mostly jacketed microfiche with a small amount of COM microfiche. We estimate less than 1% of the microfiche is COM microfiche.

29 What is the post-digitize timeframe (number of months) in which the documents are to be eventually destroyed?

It is desired that destruction of successfully digitized records occur monthly, after government acceptance of that month’s digitized records. If the digitized records are accepted by the government, the destruction of the material versions of those digitized records must commence in the month in which the digitized versions are accepted. For example, a quantity of records are digitized in June and the digitized records are provided to the government by July 7. In July, the government randomly samples the digitized records and finds

100% of the sample is legible. The government notifies the contractor in July that June’s digitized records are accepted. The contractor then begins destruction of the material records (digitized in June) in July. It is not necessary that the destruction of one month’s digitized records be completed in the following month, but a backlog is to be avoided.

30 Is there an existing database or inventory control system that reflects the documents?

Yes, the incumbent uses Bibliovation to manage the material now.

31 Are the classified documents separated from the unclassified document onsite?

The classified documents are in another room of their own in the same building.

32 What is the anticipated number of On-Demand Requests per month?

On demand requests may average 10 per month.

33 What is the preferred delivery process for the unclassified source material (i.e. sFTP to an existing site, external hard drive, DVD, etc.)?

sFTP is preferred, with CD/DVD as an alternate.

34 Is where the documents are now government space or contractor space?

Contractor space.

35 Does the current location have a loading dock, if so, what height?

Yes, there is loading dock located at the rear of the current facility at 1801 Research Blvd, Rockville, MD. The approximate height is 4 ½ feet.

36 Does this require full climate control space? Temperature and humidity must be controlled.

37 How many documents/pages do you anticipate to scan each year?

The budget is $697,000 on average per year over four years. The quantity of documents/pages to be scanned will depend on the speed and efficiency of the contractor. .

38 After scanning and acceptance by the government how soon can the source material be destroyed?

Destruction of a month’s digitized records shall commence in the month when the government accepts the digitized records. . Government acceptance of digitized records will occur after random sampling of one month’s worth of digitized products for legibility by the government. 100% of images examined must be legible. A single instance of illegibility (i.e., one image) will require that month’s digitized documents to be re-digitized at no additional cost to the government. The government will be the sole evaluator of legibility. See also Question #29.

39 Do you anticipate more material to be added to the collection over time, if so, how much?

No.

40 Please elaborate on 200 microform? Is that 200 reels of film, 200 microfiche?

A combination of microfiche and film. Reference Question 14 and Question 53.

There are 200 units of microfiche media, and about 700 units of film media in total.

41 What is your annual budget/contract budget? $697,000 on average per year

42 May graphics use smaller than 11 point font? This is possible. The smallest font in the collection is unknown, but is likely that some graphics do indeed use smaller than 11 font.

43 Is there an incumbent currently completing this task?

Yes, however the incumbent is only performing warehousing and ”on demand” digitization.

44 If yes to the above can you name the corporation?

Refer to Question 8.

45 Would you consider a separate contract for the Secret Information?

No

46 We currently have the required clearances but are located beyond the 50 mile limitation mentioned in your draft. How much time after award would we have to lease the appropriate warehousing?

The 50 mile limit is a preference only. A facility outside that limit may nevertheless be acceptable.

If a contractor proposes to establish or lease a facility within the 50 mile limit, it must be ready for document receipt within 30 days of contract award.

47 With regard to the current Data Warehouse Contractor referenced within the RFP, please provide:

a) Contractor Name

b) Contract Number

c) Contract Value

d) Contract Period of Performance

e) # of images processed during the contract

f) # of cubic feet stored

a) Refer to Question 8

b) Refer to Question 8

c) $1.843M

d) December 23, 2013 - December 22, 2018

e) Approximately 360-600 total documents have been imaged

f) 25,000 cubic feet of storage

48 Can DTIC provide a sample format of such database/catalog information referenced on page 21 of the RFP that will be provided to Contractor at the start of contract? What format will be provided (i.e. MS Excel)?

No, DTIC will not provide a sample format.

The incumbent uses Bibliovation (a COTS (ILS/LSP) library catalog, a proprietary software, to store and manage the collection’s metadata. The incumbent will provide MARC21 metadata to describe and disseminate the STI materials. The awardee will need a COTS (ILS/LSP) library catalog to house the metadata in MARC21 format.

49 With regard to bound materials:

a) What percentage of materials are bound?

b) Can bound materials be unbound for processing (i.e. spines cut)?

i) if yes, must materials be rebound via the same method originally bound, or just rubberbanded or similarly reassembled?

c) What percentage of materials are Coverbound versus spiral bound, versus hardbound?

d) Any bound materials greater than 8x11? If so, what are the sizes?

a. The percentage is unknown, but the majority are bound in some way.

b. Yes.

b.i. No, rebinding via the same method is not necessary, though the document should be reassembled in some way until destruction.

c. Unknown.

d. Yes, though most are standard letter size 8 ½ x

11. Non-standard sizes, their exact number and sizes, are unknown.

50 What are the expected completed volumes per year for the tasks below (in images):

Volume of digitization capable of being achieved will depend on the speed and efficiency of the

a) Bulk digitization of classified hard copy documents?

b) Bulk digitization of unclassified hard copy documents?

c) Bulk digitization of classified microform media?

d) Bulk digitization of unclassified microform media?

contractor performing under a fixed budget.

$2.79M is budgeted over four years for this effort.

It is not expected that the entire collection of bulk products will be digitized for this amount. Rather, the contractor is expected to digitize as much as possible within that budget constraint.

51 What are the monthly volumes (in number of files) and frequencies for the tasks below (i.e. 2 file pulls monthly with approximately 4 files each):

a) On Demand file pulls of classified documents?

b) On Demand file pulls of unclassified documents?

a) Unknown, but expected at less than 3 classified ‘on demand’ digitization actions per month

b) 6-10 ‘on demand’ monthly requests for digitization of unclassified records.

52 What percentage of hard copy materials are

a) double sided?

b) color?

The majority of the documents are black and white.

It is unknown what percentage are double-sided.

The majority, if not the entirety, are papers collected together in some way, either tightly (as a book) or loosely. But single or double sided is unknown. Being bound (as most are) does not necessarily mean most are double-sided.

53 Of the approximately 200 microfilm and microfiche sheets:

a) How many sheets of microfiche are there?

b) How many images per microfiche sheet?

c) How many documents per microfiche sheet?

d) How many microfilm rolls are there?

e) How many images per microfilm roll?

f) How many documents per microfilm roll?

g) What percentage of the microform are classified materials?

h) Is metadata/file naming at the sheet and roll level? If not, what level?

a. There are 244 microfiche sleeves containing 477 microfiche cards.

b. The number of images/frames per card vary. We have seen as few as 3 images/frames per card to 98 images/frames per card. A random sampling showed an average of 50 images/frames per card.

c. On average, it is one (1) document per microfiche sleeve. There are cases where a single document spans multiple microfiche cards but it is contained/transmitted in a single microfiche sleeve.

d. There is no microfilm.

e. There is no microfilm.

f. There is no microfilm.

g. There are no classified microfiche.

h.The metadata/file naming is at a microfiche sleeve level with the data primarily existing on the title bar of the microfiche card and/or the first microfiche card if there are multiple microfiche cards within a sleeve. In a few cases, some data is handwritten on the sleeve (e.g., an IAC number) with the rest of the data coming from the first page/frame of the document on the microfiche card.

54 What percentage of materials currently stored by the Data Warehouse Contractor have been digitized?

<1%

55 What are the document size(s) of the hard copy materials? i.e. 98% 8.5 x 11 and 2% 11 x 17

Refer to Question 24

56 What are the DPI processing requirements for each of the material types; 200, 300, 400?

Capture resolution is up to the contractor, however, images of all scanned documents or records shall be readily legible and readable with the naked eye.

Resolution should be maintained at a minimum of 300 dpi.

57 Are the materials for pickup, processing and storage separated between Classified and Unclassified at the box level?

a) Are classified and unclassified materials comingled within a given box?

b) If so, what % of boxes include both unclassified and classified materials

Yes

a) No

b) N/A

58 Section 5.4 states that “It is preferred that the work shall be performed within 50 miles of the National Capital Region”. Please confirm:

a) Is it preferred or required that the work be performed within 50 miles of the

NCR?

b) How will this criteria be evaluated within the evaluation factors?

a) Preferred

b) It could be used in case of a tie.

59 Section 5.14 references that Contractor shall provide the underlying catalog data in a format capable of being read by a variety of Library Services Platforms. Please advise what data formats are considered compatible with the current data catalog?

Refer to Paragraphs 5.14 and 4.2.19 in the PWS.

60 Is an Interim personnel Secret clearance acceptable in order to start work?

Yes

61 With regard to the metadata database:

a) What is the data size (i.e. MB, TB, etc.) of the metadata catalog that will be provided to Contractor by the current Data Warehouse Contractor?

b) What format is the data?

c) Does the metadata database contain classified information?

a) Unclassified System: 17 GB Classified System: 1.6 GB

b) MARC 21 for both classified and unclassified systems.

c) There is a stand-alone system in the classified area to manage that collection but currently all data on the classified system is unclassified.

62 Page 21 of the RFP states that “the Data

Warehouse Contractor developed a single electronic metadata database and catalog for STI”. Further down on the same page, it states that “the metadata will be provided to the

i) Yes. The incumbent uses Bibliovation, a proprietary application, to manage the metadata database. The contractor will be provided with the metadata database in machine-readable cataloging (MARC) format and shall use a Library

Contractor at the start of the contract in an electronic/computer file format”:

i) Will both the metadata database and catalog for STI be provided in electronic format to Contractor at the start of the contract? If no, please clarify what will be provided.

Services Platform of their choosing to manage it.

The “metadata database” is the underlying database. The “catalog” is the front end that permits usability. They are essentially one and the same.

Note: “Data Warehouse contractor” refers to the incumbent. “Contractor” refers to the new awardee of this requirement.

63 Page 29 of the RFP states that “no classified metadata shall be stored by the Contractor in its information technology systems.” Please confirm that it will be acceptable to store digitized content on approved equipment for processing during the conversion process?

Confirmed.

64 Please clarify the Past Performance requirement. Section 2.2.8 defines “relevant” as contracts ongoing or completed within the last three years, but also states that the contracts or projects must have occurred in the last five years. Is the requirement for contracts to have occurred within the last 3 years or 5 years?

The inconsistency is noted and will be corrected.

The window for relevancy is five years.

65 Section 2.0 Evaluation Criteria on page 42 states “The Government intends to evaluate quotations based upon the Offeror’s four Factors and six Subfactors.” Section 1.1 Factor Identification reflects 5 Factors and 5 Subfactors. Please confirm the Factors and Subfactors for which quotations will be evaluated.

There are five Factors and five Subfactors.

66 Section 2.5 references the Independent Government Cost Estimate. Could you please provide the value of the IGCE?

Total value is $2.79 million over four years

67 With regard to the Past Performance Questionnaire:

a) Must the PPQs submitted be for the same projects as those cited in the Factor 4 – Past Performance section?

b) How many PPQs are required?

a) Yes

b) There are three PPQs of no more than 2 pages each. Also, there are three summaries of no more than one page each, totaling 9 pages for Past Performance.

Reference Paragraph 2.2.2 Page Limitations and Paragraph 2.2.8 Past Performance.

68 Is the metadata that will be provided by the data warehouse contractor representative of the index values required for each file? If so, please confirm number of fields and characters.

a. Yes.

b. No, number of fields and characters will not be confirmed. However, the metadata provided by DTIC for its publically accessible documents is representative of the number of fields and characters that are required. This DTIC metadata can be examined via the DTIC public website https://discover.dtic.mil/. Select Search “DoD S&T Reports” in the drop down menu, and enter a search word in the Keyword field for an example of DTIC metadata fields.

69 Are materials stored with the current Data

Warehouse Contractor already boxed? If not, in what structure are they currently stored?

Yes

70 Is Software as a Service (SaaS) a desired option? No 71 Does the solution need to be cloud based? No 72 Is there a preferred Library Services Platform of the ones mentioned?

No

73 Page 30 - Transmit the STI to DTIC, and in a separate file, all of the accompanying metadata

- how does this get transmitted, what format is the data (metadata?) that is transmitted (is there a package)?

Transmittal will occur via secure FTP or via DVD and U.S. mail.

Reference DoDM 5200.01-V3, dated 2-24-12.

The metadata format has to be MARC readable.

The reference to a package is not clear.

74 Is there a requirement that the relational database is separated from the metadata database?

No

75 Page 32 - Upon completion of the metadata database component of the catalog, the Contractor shall deliver a copy of the metadata database - what determines "completion"?

When all documents or records are present in the catalog.

76 In regards to the Web Cataloging:

a) What is the average number of logins/day?

b) What is the average number of searches/day?

c) How many on-demand requests are made/day?

a) Unknown

b) Unknown

c) ‘On demand’ requests for documents are about 10 per month. Refer to Question 32.

77 Page 24, Section 5.5 Security Requirements mentions an attached DD254 but there is no attachment provided. Can you provide the draft

DD254?

Refer to Question 5.

78 Section 3.4 outlines specific recommended equipment for use in conversion services. Please identify the expected material mix % for the following;

- Standard 8 ½ x 11 paper

- Oversized paper

- Large Format Paper

- Bound Books

- Fragile records requiring flatbed

The majority are standard letter size (8 ½ x 11). The majority are at least loosely bound, some are bound books. About 200 units are in microfiche and about 700 units are film. Refer to Questions 14 and 49.

https://discover.dtic.mil/

- Photographs

- Negative Strips

- Microfiche

- Microfilm

- Aperture Cards

- Other?

79 Section 2.1 states that contractor will inventory and pack and transport materials. Please clarify that 100% of materials are already boxed? If materials requiring packaging and boxing, what percentage? Is inventory requirement at the box level only or at the file/document level? Is the expectation that Data Warehouse Contractor cataloging is to be accepted by vendor as complete and accurate or the contractor expected to audit the accuracy of this content?

Yes, all material is currently boxed.

Inventory requirement is at both the box and the document level.

The current cataloguing may be accepted as accurate.

80 Section 3.4 references Lura Document PDF Compression and OCR. Please clarify if this specific software is required or if other OCR or Compression engines may be utilized.

Others may be used.

81 Section 4.2.1 – Please confirm that the Data Warehouse Contractor inventory and metadata database that will be provided to the contractor will correlate individual boxed materials and associate asset tags to itemized and cataloged file level detail by accession number?

Confirmed

82 Section 4.2.12 – Please confirm the expected locations by which the contractor will be expected to ship on demand requests? Are all locations within the CONUS? If no, please provide a list of all locations OCONUS.

All ‘on demand’ request materials will be submitted to DSIAC located in Belkamp, MD. ‘On demand’ requests will come to the contractor from DSIAC, not directly from the public.

83 Does the Library Management System required in this project replace an existing Library system / Integrated Library System (ILS) or systems?

Bibliovation is the system used by the current contractor for library management. It may be replaced, or it may be used.

84 If there are existing library management / ILS system(s) in place, what are they?

Bibliovation is used.

85 Will existing library system content or records need to be migrated to the new system?

That is at the option of the contractor. If Bibliovation is used, then little or no migration will be needed. If some other Library Services Platform is used, then migration will have to occur.

86 If migration of existing records is required, what is the extent/scope of the migration effort required?

Refer to Question 85

87 What percentage of the STI has existing catalog records (e.g. brief record cataloging (BRC), basic

All STI has metadata tied to IAC accession number.

metadata tied to IAC accession number, or pre-catalog/retro-con records)?

88 Is cataloging required at full AACR2 level with MARC records? RDA (Resource Description and Access)?

The MARC21 UTF8 format is currently used, which is guided by the AACR2 ruleset.

89 What are the hosting requirements for the library system/ ILS (local implementation, hosted, cloud)?

No hosting requirement for the library system is mandated. This is at the discretion of the contractor.

90 Are there specific security requirements for the library management system/ILS software?

Security requirements for library management system are to be commensurate with the classification of the documents managed by the system.

91 Are there specific requirements for how the library management system/ILS is purchased -whether as an up-front license or SaaS?

No

92 Are we to assume that 36 CFR 1234, which addresses NARA’s requirements for storage of Federal records in commercial records storage facilities, will apply to your requirements pertaining to Warehouse Storage and Safeguarding?

The facility standards for records storage listed at 36 CFR 1234 apply to this acquisition.

93 Will the Government consider the Past Performance of a subcontractor team member if at least one example is from the Prime?

The government will consider past projects performed by a subcontractor team member.