Solicitation Clarifying Questions Version 2.pdf

1. Q: What is the total volume of documents to be converted?

A: Due to the large amount of volumes, there is not an exact amount. It is estimated to be over 100 volumes.

2. Q: What is the average number of documents in each folder file?

A: The average number is 1000. See question 5.

3. Q: What file format or file types are the documents currently stored in?

A: The current documents are stored as books with paper pages

4. Q: What record formats or delivery file formats is government expecting us to deliver (pdf, doc, jpeg, etc.)?

A: We are requesting they be in pdf format.

5. Q: What is the average number of pages per record or per box?

A: Records are bound as yearly volumes. Due to the variation of newsletter publishing frequency through the years, each volume ranges in size. More recent volumes can range from 200-300 pages while older volumes can range from 700-1000 pages in size.

6. Q: What quantity or CLIN structure is Offeror supposed to base their price on – per page, lump sum, or by SCA manhours?

A: This should be based on a lump sum. Due to the large amount of volumes, only an approximation of pages is estimated (around 100,000).

7. Q: Does this contract fall under the Service Contract Act? If yes, please provide the relevant occupational classification code

A: Yes. The occupational code is 01070. See page 31 and 46 for reference.

8. Q: Is scanning in color or black and white? For color images, how many DPI?

A: Both. Some newsletters are black and white (80%) while some are color (20%). 300 DPI should be used to provide adequate scanning of the records.

9. Q: What condition are a majority of the documents in -- staples, paper clips, fragile?

A: Most documents are in good condition. A few of the older editions will require careful handling due to age. Documents are currently stitched with a hard cover.

10. Q: Will documents need to be indexed – if so, at what level? How many file types are there?

A: Files will need to be saved by volume and must be searchable PDFs – see page 4 under technical requirements.

11. Q: How much of the documents are larger than 8.5 x 11? 11 x 17?

A: Most documents are 8.5 x 11. However, there are 10 volumes that measure 8.5 x 14.

12. Q: How will the data be returned – uploaded to a database, hard drive, posted to gov’t cloud, etc.? Does the Government have a preference or requirement for any specific database/viewing solution? Are there firewall/connectivity/IP address restrictions on where the solution can be hosted in order to be accessible by NAVSUP?

A: We request a searchable database be created that the contractor will provide via secure web-link to authorized users. Can provide to OCC point of contacts email once completed. See page 4 of the solicitation. We request the files be shared via DOD SAFE. Since this is a government platform, there should be no issues in uploading or gaining access to this website. Once the files are ready to be sent, a link will be provided for the records to be uploaded. (Note – there is a limit size so documents might have to be uploaded in batches).

*To clarify “database” listed above– we are not requiring a standalone database. We want searchable PDF files. One PDF file would equal one year of newsletters where we would be able to search words and/or key terms.

13. Q: Will there be Special Handling of records – xRays, torn pages, enhancing, etc.?

A: Some documents are fragile due to the age of the records and will require special handling

14. Q: Please clarify what government mean by "Contractor will rebind old books once scanning and archiving is complete"? Specifically what kind of binding is expected or anticipated?

A: We are looking to have all the volumes rebound after they are taken apart for archiving as not rebinding them would make storing the originals difficult. No specific rebinding process is expected or anticipated. Hard cover rebinding is not required. Can be rebound with tape with label on the spine.

15. Q: Who will provide the NDA's to be signed - government or contractor?

A: These agreements will be provided by the government upon award.

16. Q: Is Executive Order 14026 applicable to this solicitation?

A: Yes - see page 45

17. Q: Can you please extend the due date by at least one week following government’s responses?

A: Yes we can. The solicitation will be extended 1 week. See Solicitation Amendment N0018923QR044U0002 for updated due date.

18. Q: Is there any incumbent? if so, please share the

A: No, this is a new requirement.

19. Q: How many hours of support are required?

A: This is a performance based requirement whereby the government has specified the deliverables required for the approximate 100,000 pages as estimated in the Performance Work Statement. Level of effort required shall be determined by the offeror.

20. Q: Is there a need for key personnel? Are they billable if yes?

A: This is a performance based contract whereby the labor mix and personnel required to meet the deliverable specified in the performance work statement shall be determined by the offeror.

The anticipated award will be a firm fixed price contract.

21. Q: Do you have a digital asset management database (DAM) in place already?

A: No. We will download the files and upload them to our own internal digital storage.

22. Q: What metadata do you want collected from the materials and how should the files be named?

A: We plan to search the files by names of individuals, topics, names of commands, and keywords. File names should match what is on the cover of each newsletter.

23. Q: Are we allowed to cut the binding?

A: Yes. Cutting the bindings is allowed and expected.

24. Q: How long is the contractor expected to maintain the database/viewing solution?

A: 3 months