Amendment_1_NIHLM2015340EP.doc

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National Institutes of Health (NIH)

Phone: 301-496-6546 National Library of Medicine (NLM) Fax: 301-402-0642 Office of Acquisitions http://www.nih.gov 8600 Rockville Pike, Building 38A

Bethesda, MD 20894 http://www.nlm.nih.gov REQUEST FOR QUOTES (RFQ): Amendment No. 01

RFQ NUMBER:

NIHLM2015340EP

TITLE:

V-Cradle

DATE RFP ISSUED:

June 9, 2015

DATE AMENDMENT NO. 2 ISSUED:

June 18, 2015

CONTACT PERSON:

Elicia Pratt, Contract Specialist Office of Acquisitions

National Library of Medicine

6707 Democracy Blvd., Suite 105

Bethesda, MD 20892-5488 Elicia.pratt@nih.gov

RFQ CLOSE DATE:

July 6, no later than 12:00 p.m., EST.

To all Vendors: The purpose of this Amendment is to answer the following questions:

1.4: In operating a scanner, the operator has to move his/her head to look down:

to turn the page to assure the page is settled correctly in the cradle to confirm the page is not folded to inspect that no debris or other inserts are blocking the page to determine if the next page is a foldout to look at the control panel etc.

So why is eliminating head movement to view the images on the monitor required? Side to side movement is no more unhealthy than up and down head movement. It is illogical to allow one movement but not the other. Health advocates promote movement of muscles to stimulate blood circulation and avoid cramping, dizziness, etc. …e.g. it is what they tell you to do when sitting in an airplane: move the arm, neck and leg muscles around and walk around. This constraint will likely increase worker health dangers. Is that what NLM wants?

In fact, the demo from your prime choice vendor does not show this specified configuration. To put the monitor behind the cradle will likely cause the operator to crane one’s neck to look at it, especially if they wear eyeglasses, bifocals or contacts; and if closer viewing is needed, then enlarging the image and repositioning it is required. Lost time and not so good on the eyes. The monitor should be close to the operator and on one side or the other as preferred by the operator.

https://www.phaseone.com/en/Camera-Systems/Repro-camera-solutions/In-action.aspx

We therefore request eliminating this requirement as it is unhealthy for workers.

NLM has had experience in the past with a scanner that caused neck strain. In part this resulted from repeated turning to view images on a monitor mounted to one side of the device. We do not want our staff to be exposed to the risk of strain from any scanning device, so the requirement stands.

2.3 “Option to capture content of one page or foldout of a bound volume at a time.“

Clarification requested: When a book has a foldout, the left edge of the foldout is usually fasten to the book in the gutter with the folded edge on the right. When the foldout is unfolded the foldout extends beyond the edges of the book.

The system you are seeking requires the foldout be under the V platen area to be captured. In order to do this, the maximum page width of just the foldout can be only 17”. Is this correct? So the maximum page width is therefore 8.5 inches….

If foldouts are wider, then they would have to be done either by repositioning the book so the binding is on the left edge of the cradle and the foldout sits in the middle for capture (very high risk for book damage); or the foldouts must be scanned on a different scanner that can capture the foldout size area. Please clarify this specification statement and what approach does NLM want to use?

We would not unfold fold-outs to try to capture their content on a V-cradle. Our procedure is to scan any foldouts that exceed the page dimension limits of a V-cradle device separately. In some cases we work with our conservator to have one or more foldouts removed for treatment and capture on a scanner that brings a glass down to secure the item.

2.6 “Support for books opening from 90° to 140°” Is it acceptable for the cradle opening for the scanner to be one value between 90 and 140 degrees?

Or do you require the cradle opening to be variable? If yes, then camera repositioning will be required, focus testing required, the V-cradle angle will need to be changed, lights repositioned and the time for the operator to do all of this will be lengthy for setting up before scanning.

One cradle setting would be selected at the time a volume is positioned in the cradle. We do not want to get involved in repeated instances of re-focusing and other adjustments when scanning a bound volume.

3.1 “Capture mechanism uses two (2) combination professional photographic lens/house and scan back devices capable of achieving 400-600 measurable ppi resolution over the full 17” x 24” / IS) A2 size 595mm x 420mm area of both sides of the V-cradle.” This is verbatim from the Digital Transitions/Phase One website.

400ppi over an A2/17x24” page area requires a >66mp sensor that is commercially available from Phase One.

600ppi over an A2/17x24” page area requires a >147mp sensor. There is no such sensor available for Phase One camera.

The 600ppi requirement seems to be and error.

We request the 600ppi reference be removed.

Is the capture device required to be limited to devices “professional photographic lens/house and scan back devices”? Are other designs with sensors capable of meeting the 400ppi and FADGI specifications acceptable? If not, why?

The requirement will be adjusted to three-star FADGI at 400 ppi.

4.1 The text information on the web page on Fed Biz Ops states on sRGB; the Technical Evaluation document state sRGB and Adobe RGB.

Is the requirement both or just sRGB?

sRGB is required, but we would prefer that any system we acquire supports both.

Evaluation:

The technical evaluation document and scoring procedure towards 100 points is understood.

What are the financial/price evaluation items? And how are they weighted within this element?

Product costs

Shipping, installation, training costs

Warranty value

Maintenance Agreements/Cost of ownership

Other?

Aren’t Warranty and Maintenance Agreement more financial evaluation criteria vs. Technical?

What is weighting of points in Technical Evaluation and Financial evaluation? 25/75? 50/50? What is the total number of points possible?

The technical proposal will receive paramount consideration in the selection of the Contractor(s) for this acquisition. All evaluation factors, other than cost or price, when combined are significantly more important than cost or price. However, cost/price may become a critical factor in source selection in the event that two or more offerors are determined to be essentially equal following the evaluation of all factors other than cost or price. The Government intends to make an award(s) to that offeror(s) whose proposal provides the best overall value to the Government.

The evaluation will be based on the demonstrated capabilities of the prospective Contractors in relation to the needs of the project as set forth in the SOLICITATION. The merits of each proposal will be evaluated carefully. Each proposal must document the feasibility of successful implementation of the requirements of the SOLICITATION. Offerors must submit information sufficient to evaluate their proposals based on the detailed factors listed below.

Warranty and Maintenance coverage are required to assure that digitization systems continue to meet technical requirements as they are used.

Due Date:

The amount and type of information required (video in particular) requires time to prepare and 15 calendar days is a very short time for this type of production by a small business. Please consider an extension of the due date by 14 or more days.

The solicitation will close on 6 July 2015 at 12:00 p.m. EST