ATT2_NAMA-16-Q-0045_SPEC_SOW_05182016.doc

NAMA-16-Q-0045

ATTACHMENT 2

Specification and Statement of Work High Speed Microfiche Scanning Systems with Image Processing Software and Support Services

For

National Archives and Records Administration at the

National Personnel Records Center

Purpose

This Statement of Work (SOW) outlines the project requirements for the delivery and installation of the High Speed Microfiche Scanning solution to include, integration, training services, on-going preventive maintenance, support, and software update services. Support provided shall include performing timely repairs to the inclusive systems/components in the event of failure. This is a fixed price Statement of Work.

1.0 BACKGROUND

The National Archives and Records Administration (NARA) ensures ready access to the essential evidence that documents the rights of American citizens, the actions of Federal officials, and the national experience. Daily, the agency meets thousands of information needs, ensuring access to records on which the entitlements of citizens, the credibility of government, and the accuracy of history depend. A part of this mission requires the extraction of information stored in microfiche format in order to fulfill customer requests. The existing process involves using a microfiche viewer/copier to “blowback” the requisite frames from a microfiche into paper. The documents are then reviewed manually and necessary data redaction performed before the document is suitable to be dispatched as part of the request response. Often, second-generation copies are required because the manual redaction process does not sufficiently obscure the protected data. This process is time-consuming and labor-intensive intensive, often causing a bottleneck in the reference response process. The Government seeks to procure and support a high-speed microfiche digitizing solution suitable in reducing the cycle time of data extraction, redaction, and final reproduction.

2.0 SCOPE OF WORK

Government seeks a “turn-key” solution-- the Offeror shall provide all labor, materials, equipment, parts (including light bulbs), test equipment, permits, fee, licenses, transportation, and tools for inspecting, reporting, servicing, and performing all preventive maintenance inspections and repairs necessary to carry on the tasks specified in this Statement of Work.

3.0 TASKS

3.1 Deliver Technical Solution. Offeror shall, in accordance with the specifications below, provide all hardware, software, and licenses necessary to install, integrate, train, and support the deployment of high speed microfiche scanning and redaction capability at the Government’s location and support the Government’s efforts at integrating the solution into its existing work process. The printer is Government furnished.

3.1.1 Information and System Security Requirements. The microfiche collections to be processed by the solution contains high amounts of Personally-Identifiable Information (PII), which are protected by the Privacy Act of 1974, as amended, and warrants the following security features.

3.1.1.1 Encryption. The solution must support and shall implement Encryption-at-Rest for all storage devices by using FIPS 140-2 (or successor) compliant encryption technology. This ensures storage devices accidentally or intentionally removed from the facility will not pose a PII disclosure risk. This requirement would apply to all drives and storage volumes configured to store scanned images. The Operating System (OS) storage is exempt from this requirement if Offeror guarantees that there will not be any persistent working copies or temp files stored in that location.

3.1.1.2 Access Control. The solution must support Discretionary Access Control (DAC), also known as controlling access via UserID/Password or other two-factor authentication techniques. Only authorized users are allowed to gain access for its use. The solution must provide for the ability to establish and manage user accounts. This capability shall be addressed as part of the post-installation training task outlined below.

3.1.2 Equipment Specification: Government’s specifies the following high-level architecture is required for integration with its work processes:

· Microfiche Scanner and corresponding Personal Computer (PC) to control its operation

· Post-Production workstation to perform image enhancement

· Redaction workstation to perform digital redaction of image elements

· Image storage server to house raw, enhanced, and redacted images

· Isolated network switch, enabling the interconnection of components of this solution

· High Speed laser printer (Government Furnished)

The equipment furnished shall meet or exceed the following specifications:

3.1.2.1 Scanner Control PC and Microfiche Scanner.

· Scanner Control PC Specifications:

· Windows 7 Professional 64-bit (with available downgrade rights from Windows 10, if necessary), or latest Operating Systems approved for use in Federal Government environment

· Intel Core i7 / Intel Xeon E3 or equivalent class CPU

· 512 GB solid state drive (SSD) for operating system

· 2 x 1TB internal storage, mirrored for temporary storage of scanned images

· 16 GB memory in 2x8 configuration, allowing for memory expansion

· NVIDIA Quadro K2200 or equivalent class video card, capable of driving dual monitors

· 27 inch monitor

· Microfiche Scanner Specifications:

· 12-bit per pixel depth

· Auto Gamma correction during scanning process

· Automatic gain control to compensate for varying film characteristics in real-time

· Minimum 8,192 pixel CCD array

· Lighting system must provide for balanced illumination across entire imaging area

· Provide 100-600 DPI optical resolution

· Supports 8x-84x reduction ration range or broader

· Supports both hands-free automatic loading/unloading or manual loading/unloading

· Support bulk scanning with minimum hopper capacity of 50 fiche

· Performs minimum of 125 pages per minute (PPM) at 24x/200 DPI and 175 PPM at 48x/200 DPI

· Capable of processing the fiche with the following variables

· Both Standard and Long Jackets

· Computer Output Microfiche (COM), AB Dick, Ultra Fiche and Microx formats

· 16mm, 35mm or mixed 16mm/35mm

· Simplex, duplex, Cine, Comic modes

· Positive, Negative, or intermixed

· Diazo, Vesicular, and Silver film types

3.1.2.2 Post-Production Workstation and Image Processing Software

· Post-Production Workstation Specifications:

· Windows 7 Professional 64-bit (with available downgrade rights from Windows 10, if necessary), or latest Operating Systems approved for use in Federal Government environment

· Intel Core i7 / Intel Xeon E3 or equivalent class CPU

· 512 GB solid state drive (SSD) for operating system

· 2 x 1TB internal storage, mirrored for temporary storage of scanned images

· 16 GB memory in 2x8 configuration, allowing for memory expansion

· NVIDIA Quadro K2200 or equivalent class video card, capable of driving dual monitors

· 27 inch monitor

· Image Processing Software Specifications:

· Allows both automatic and manual Gamma correction

· Allows continuous automatic scanning to a single or multiple data file from a single fiche or a fiche batch

· Provide Auto-Split and Book modes (bi-tonal & grayscale in real-time)

· Able to notify irregular frames to allow operator intervention for out-of-standard images

· Allow for individual frame-by-frame post process image enhancement option if needed

· Allow for the insertion or deletion of frames or images while preserving file naming convention

· Allows at capture on screen (real time) for interactive selection of individual images or automatic capture of entire fiche row as an individual image

· Provides for, at time of capture, on screen (real time) automatic and manual control of rotation, cropping, deskew, and automatic compression of film background density variations

· Independent image enhancement settings for each output image

· Allows for multi-image output in different formats

· Automatic film classification and frame detection, regardless of size or location

· Fully- and/or user-definable title bar can be saved along with images scanned from fiche (opaque or translucent)

· Full-fiche pre-scan image can also be saved along with images scanned from fiche

· Capable of single-scan capture so that no rescans are required

· Full or partial screen in real-time or by thumbnail, emulating fiche layout

· Real-time view of bi-tonal and grayscale images

· Output to single/multi-page, bi-tonal TIFF (G3, G4) and JPEG

· Output to TIFF uncompressed, PDF compressed (single/multi), JPEG2000, PDF/A and others

3.1.2.3 Redaction Workstation.

· Redaction Workstation Specifications:

· Windows 7 Professional 64-bit (with available downgrade rights from Windows 10, if necessary), or latest Operating Systems approved for use in Federal Government environment

· Intel Core i7 / Intel Xeon E3 or equivalent class CPU

· 512 GB solid state drive (SSD) for operating system

· 2 x 1TB internal storage, mirrored for temporary storage of scanned images

· 16 GB memory in 2x8 configuration, allowing for memory expansion

· NVIDIA Quadro K2200 or equivalent class video card, capable of driving dual monitors

· 27 inch monitor

· Redaction Software Specification:

· Provide for the ability to digitally mask, remove, replace sensitive information on an image by either highlighting the area to be masked using a pointing device (mouse).

3.1.2.4 Image Storage Server.

· Image Storage Server Specifications:

· Windows Server 2008 R2

· Intel Core i7 / Intel Xeon E3 or equivalent class CPU

· 8 GB memory

· 32 TB usable storage over minimum of 4 physical drives

· Dual port network connectivity support 10/100/1000 mbps with RJ-45 interface

· Tower style form factor

3.1.2.5 Self-contained Local Area Network (LAN)

· LAN Device specifications:

· 10 Base-T, 100 Base-T, 1000 Base-T, auto-sensing

· 16 Gps full-duplex

· Managed through web-browser GUI

· Supports password access control for administration features

· Supports port security

3.2 Installation, Training, and Integration. The Offeror shall perform the following tasks:

3.2.1 Deliver Installation Site Requirements. Offeror shall provide physical and electrical requirements required at the installation site to facilitate a successful installation and on-going operation. The specification shall define physical dimension, weight, and electrical load requirements and must factor for the inclusion of GFE Printer. This information shall be provided no later than 10 Calendar Days after award. This task is excluded in the option portion of the SOW.

3.2.2 Task: Deliver Solution. Within 60 day of award, the Offeror shall deliver the solution suite, in total, to the Government’s location.

3.2.3 Task: Install Solution. The Offeror shall dispatch appropriate manpower resources to facilitate the installation, power-up, and functionality testing of all Offeror -provided components. Government shall provide the network printer in time to support production testing of Offeror’s solution suite.

3.2.4 Task: Deliver Training. Within 5 days upon successful execution of production functionality test, the Offeror shall conduct training to 12 members of the Government’s staff, distributed over three or more sessions of no more than 4 individuals per session. Training shall address configuration, operation, and basic troubleshooting knowledge. Offeror shall develop and deliver training material used in the conduct of training. This task is excluded in the option portion of the SOW.

3.2.5 Task: Integration. Offeror shall make available for 5 working days on-site to provide subject matter expertise in assisting the Government in the integration of the solution into Government’s existing production process. This task is excluded in the option portion of the SOW.

3.3 Preventive Maintenance and Support. Hardware service agreement and software updates. The system maintenance agreement includes all labor and all parts except consumable items.

3.3.1 Task: Preventive Maintenance on each scanner system. Offeror shall perform three (3) quarterly preventive maintenance sessions on the technical solution. Each session shall be scheduled and performed in accordance with the reader/printer manufacturer’s specifications. Preventive maintenance must include at a minimum:

(1) Perform operational checks and correct any deficiencies noted in accordance with manufacturer’s specifications;

(2) Clean, lubricate, replace, and adjust mechanical parts in accordance with the manufacturer’s specifications;

(3) Replace excessively worn or defective parts. Excessively worn parts are those parts that if not replaced immediately may fail prior to the next scheduled preventive maintenance cycle;

(4) Visually inspect the exterior of all scanners for damage and cleanliness and report any discrepancies to the COR or his designated representatives;

(5) Consult with the COR or his designated representative regarding scanner performance.

3.3.2 Maintain 95% Service Availability. For the contract duration, the Offeror must maintain, at a minimum, a 95% service availability (less preventive maintenance downtime). In order to determine the uptime or in-service rate, the COR, of his designated representative, on a daily basis, will randomly check all of the readers to verify their operability and then calculate whether the 95% uptime or in-service rate is being maintained. If the equipment uptime or in-service rate drops below 95% at any time, the Contractor must furnish functionally equivalent machines in good operating condition to maintain the 95% equipment uptime or in-service rate while defective machines are being repaired. The Contractor must use only manufacturer’s new original or factory refurbished replacement parts in the performance of this contract.

3.3.3 Software upgrades, patches, and updates. Provide all manufacturer software licenses and update to ensure system currency and optimal performance. Offeror understands the solution is not accessible remotely, all updates must be in a form suitable for network-isolated environment. All software updates are to be performed by the Offeror and must be pre-coordinated with the COR or his designated representative.

3.3.4 Fault Response Times. In the event of a malfunction severe enough to impact normal operation, the Offeror will be notified by COR or his designated representative. The Offeror shall respond via telephone to the COR or his designated representative within 4 hours after receipt of the telephone notification (during normal business hours). The Offeror shall arrive at the NARA location to service the equipment within the next business day (Monday through Friday). The Offeror shall maintain sufficient bench stock or alternate components to restore service within 48 hours of fault determination.

3.3.5 Technician Qualifications. The Offeror shall use only certified (or equivalent) technicians to complete the work and shall maintain proof of certification to work on systems and software.

4.0 DELIVERABLES AND DELIVERY SCHEDULE

4.1 Schedule. See Attachment (1) Schedule.

4.2 Performance Measures. The Offeror must perform all work within the terms and conditions of all existing commercial warranties (if any) on the equipment and must not perform work that would jeopardize said warranties. NARA reserves the right, during working hours and without and without notice, to inspect the Contractor’s processes, procedures, deliverables, etc., during the performance of this work.

4.3 Performance Documentation. Upon work completion for each visit, the Offeror must provide Post Visit Report, to include:

(1) Contract Number;

(2) Date;

(3) Component(s) Nomenclature and Serial Number;

(4) Name of service technician;

(5) Maintenance performed;

(6) Equipment downtime, as derived from the initial notification and return-to-service times, or duration of Preventive Maintenance time window

(7) Signature and date from the COR or his designated representative.

4.4 Personnel

The Contracting Officer/COR may request the Offeror to immediately prevent any employee(s) from performing work under this contract should it be determined that individuals performing services are disqualified for either suitability or security reasons, are found to be unfit to perform their duties, or pose an unacceptable risk to Government equipment.

4.5 Period of Performance

The period of performance for the base year shall be for a period of 12 months commencing with the date of award and four (4) option years.

5.0 Administration

5.1 NPRC Furnished Resources

Government Furnished Equipment (GFE). The Offeror is not responsible for the maintenance of the government finished equipment. The Offeror shall configure the provided system to interoperate with the printer provided as GFE as follows:

HP Laserjet P4015N (CB509A), HP Ethernet 10Base and Power Cord ( one per system)

· Resolution: Up to 1200 by 1200 dpi; HP REt, HP 300 dpi, HP 600 dpi, HP FastRes 1200,

· Print Speed: 52 Pages Per Minute

· Processor Speed: 540 MHz

· Connectivity Ports: 1 Hi-Speed USB 2.0, 1 EIO slot, 1 external and 2 internal Host USB 2.0 for 3rd-party connection, HP Jetdirect Gigabit Ethernet embedded print server

· RAM Installed: 128 MB, expandable to 640 MB

· Languages: HP PCL 6, HP PCL 5e, HP postscript level 3 emulation, direct PDF (v1.4) printing (192 MB printer memory recommended)

· System Requirements: Windows® 2000 through Windows 8®;Mac OS X v10.2.8, v10.3, v10.4, v10.5, and later

5.2 Place of Performance. Work is to be performed on-site at the following Government installations:

National Personnel Records Center

1 Archives Drive

St. Louis, MO 63138

5.3 Hours of Work. The suite of equipment will be available for repair or maintenance on site from 8:45 AM – 5:15 PM Monday through Friday, excluding Government holidays

5.4 Security

5.4.1 Clearance. The Offeror shall provide the NPRC a list of the names of all employees requiring access to the government’s location and shall identify employees who have a completed background/ police check. This will be required for any additional personnel and replacement vacancies. While on duty, contract workers shall wear identification badges provided by the NPRC.

5.4.2 Privacy Act

The contractor personnel will be given access to NPRC information on a need-to-know basis. The contractor agrees that each employee, prior to, and as a pre-condition of employment relating to the subject matter of this task, shall be informed by the contractor of the security requirements stated herein, and that each such employee shall agree (a) not to reveal, divulge, or make known any of the NPRC information mentioned above; (b) to abide by the rules and regulations outlined in Part 45, Title 28, Code of Federal Regulations, which shall be applicable to all contract employees; and (c) to comply with the protection requirements of the Privacy Act of 1974, which shall also be applicable to contract employees.

5.4.3 Points of Contact

Technical Representative

TBD

National Personnel Records Center

1 Archives Drive

St. Louis, MO 63138

Phone: 314-801-XXX

National Personnel Records Center

1 Archives Drive

St. Louis, MO 63138

Phone: 314-801-XXX