RFQ_Amendment_2_NIHLM201800046MM.pdf

REQUEST FOR PROPOSALS (RFP): Amendment No. 02

RFQ NO.: NIHLM201800046MM

TITLE: Biomedical Journal Digitization Project

DATE RFP ISSUED: September 1, 2018

DATE AMENDMENT NO. 2 ISSUED: 09/10/2018

CONTACT PERSON: Maryann Meza, Contracting Officer Office of Acquisitions, National Library of Medicine Maryann.Meza@nih.gov

PROPOSAL RECEIPT DATE: September 14, 2018 at 4:00 p.m., ET. via eCPS

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

1. For PDF/A validation, can the vendor use a tool of their choice or there a specific tool requested? We’ve used PewerMapper in the past and it has worked well.

NLM uses veraPDF for validation, but the vendor is free to use a tool of their choice.

2. Regarding alt-text creation for non-textual elements, is the vendor to use the figure caption for the alt-text or are they to create a longer, more detailed description?

This is addressed in the table in section 4.3.2 of Attachment C, row 4:

Alt-text for Cropped Images For each graphic image, OCR of caption. If no caption “Image: page pppp-a” (See Section 1.9 for variables). Pages with no graphics will have no alt-text.

The vendor is not expected to create longer, more detailed descriptions.

3. Is basing our transportation costs on monthly pick-ups (21,000 – 42,000 pages) an accurate assessment? Could we take more content at one time if we have resources available? Do you have an estimate on the size (legal?) and number of boxes that represent that page count?

We’re trying to ensure they will fit in a certain truck size.

For monthly pick-ups, NLM estimated between 21,000 – 42,000 pages per shipment. NLM would be open to a discussion regarding releasing more content at one time after the pilot is finished. The source material is packed in boxes that are 15”x15”x10”. An average shipment of 21,000 pages is packed in 3-4 boxes, but it could be packed in 7-8 boxes depending on the size and thickness of each volume. On an average, 12-16 volumes that are approximately 6”x9” can fit in one box that is 15”x15”x10”.

National Institutes of Health (NIH) National Library of Medicine (NLM) Phone: 301-496-6546 Office of Acquisitions Fax: 301-402-0642 6707 Democracy Blvd., Suite 105 http://www.nih.gov Bethesda, MD 20892 http://www.nlm.nih.gov

4. For document pick-up and return, does the facility have elevators or a loading dock available?

NLM has an elevator. A loading dock is available. It is 43” high. It does not lower.

5. Does the government require contractors to submit a specific number of contracted project examples as part of past performance? If so, how many?

Offerors shall submit 3-5 project examples as part of past performance.

6. In addition to Project Supervisor and Project Manager, what other labor categories does the government expect the contractors to provide staff for?

The Project Supervisor has been deleted from the Technical Evaluation Criteria, Section 4, Personnel, bullet 3. Other labor categories are explained in the Technical Evaluation Criteria, Section 4, Personnel.

7. Can the government please explain the difference in responsibilities between the Project Supervisor and Project Manager?

The Project Supervisor has been deleted from the Technical Evaluation Criteria, Section 4, Personnel, bullet 3.

8. Can you please confirm that a figure caption or the text “Image: page pppp-a” where no caption exists is sufficient for the 508 alternative text requirement as stated in Attachment C, 1.2.4 which references the 508 Act 1194.22a.

Yes, the figure caption or the text “Image: page pppp-a” is sufficient for the 508 alternative text.

9. The referenced Batch Conversion Report referenced on page 1-4 appears only as an embedded image named “bbbb_conversion_report(1.1).xlsx. Can the government provide an accessible copy or link to said Batch Conversion Report for review by the vendor?

The referenced Batch Conversion Report is attached as Attachment R.

10. Can the government clarify how product support described on Page 11, IDs 1194.41a and 1194.41c apply to this project?

From Attachment C, section 1.2.4:

1194.41a and 1194.41c: Project documentation will be made available to NLM in an alternate, accessible form (i.e., PDF), should it be requested.

These two items apply to any vendor-supplied project documentation that is supplied to NLM.

For example, if the vendor requires NLM to use a piece of software for project tracking or issue reporting, documentation for that software must be made available in an accessible format if NLM requests it.

11. As long as the vendor utilizes appropriate scanning equipment that is appropriate for any volume in which inner margin text comes close to the gutter is a V-cradle scanner required to be used for this digitization project.

A V-cradle scanner poses less risk of damage and should be used for all NLM volumes except those in cases where:

a. text comes so close to the inner margins that a V-cradle glass join would cover text letters

b. volume can be safely opened, without being forced, with no risk of damage to pages or spines

c. page images can be captured without any visually discernible curvature along the inner margins.

12. Incumbent contractor is: Apex Data Services, Inc.

a. Contract Numbers: HHSN276201600001I, HHSN276201600002I, HHSN276201600003I

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