SOR_ Microfilm Scanners.pdf

Statement of Requirements

Microfilm Scanners

Air Force Historical Research Agency

1.0 PURPOSE. The Air Force Historical Research Agency (AFHRA) requires the purchase of new microfilm scanner to digitize microfilm that is part of the AFHRA collection.

2.0 DESCRIPTION OF ITEMS. The following items are required for performance under this contract:

Purchase of four new microfilm scanners to perform high speed digitization of microfilm within

AFHRA. AFHRA has thousands of microfilmed histories and documents that need to be digitized.

These digital documents are used to provide Congress, Veteran Affairs, USAF leadership and researchers with critical information.

2.1 Required Equipment:

2.1.1 Microfilm scanner to include PC/workstation with software. PC’s must be external from the scanner. (Quantity 4 scanners with included PC)

2.1.2 2 additional PC/workstation and necessary software.

2.1.3 The Mekel brand scanner is currently in use for its microfilm scanning operations with

PC’s utilizing the Quantum Scan and Quantum Process software. The Agency has future needs in using the same software to access and manipulate archived microfilms that have been previously scanned. The required equipment must be compatible with the existing Quantum

Scan and Quantum Process software.

2.2. Microfilm Scanner Specifications:

2.2.1 Must have external PC/workstation

2.2.2 Must have capability to add an additional PC/workstation to perform corrections while scanning

2.2.3 Scan speed must be capable of up to 1400 images per minute or faster

2.2.4 Must be capable of reading and converting 16MM and 35MM microfilm

2.2.5 Must be capable of loading and reading 1000-foot spools

2.2.6 Software must have OCR capability

2.2.7 Software must have the capability to output in PDF and text format

2.2.8 Must be capable of loading and reading 3M/ANSI cartridges

2.2.9 Must have true 600dpi optical scanning capability

2.3. Microfilm Scanner Software Requirements

2.3.1 Software must have automatic frame detection and pre-scan testing

2.3.2 Software must have advance focus options and advanced frame detection

2.3.3 Software must provide a “go-to” frame function for faster access

2.3.4 Software must be capable of batch processing, image enhancement, blip removal, irregular frame flagging, document separation tagging

2.3.5 Software must be capable of fixed grid frame replication, auto-split, and book mode

2.3.6 Software must have multiple output options and file naming options

3.0 DELIVERY REQUIREMENTS:

3.1 Initial delivery of the equipment will be to: 455 S Kelley St, Bldg. 1154 Asset Management

Warehouse Maxwell AFB, AL 36112 ITE Account 0012. The install of the equipment will take place at

Air Force Historical Research Agency 600 Chenault Circle Bldg. 1405 Maxwell AFB, Al 36112.

3.2 The Digitization branch is located on the 3rd Floor. There is access to a loading dock for unloading equipment. The facility is also equipped with an elevator.

4.0 INSTALLATION REQUIREMENTS: Microfilm scanners must be installed and operational before accepted by the agency.

5.0 TRAINING REQUIREMENTS: Training for up to six operators should be provided by the vendor.

Training should be provided on-site at AFHRA and shall last for up to 2 days.

6.0 STANDARD WARRANTY: The contractor shall provide any Original Equipment Manufacturer

(OEM) standard commercial warranty applicable to the products being purchased at no additional cost to the Government.

6.1 Prior to project acceptance, the contractor shall provide the customer with all manufacturer warranties as needed for any component incorporated into this project such as equipment manuals, literature, CDs and DVDs and other documentation on all equipment and Quantum software.

6.2 Prior to project acceptance, the contractor shall provide written procedures, points of contact within company, and required information for all warranty services prior to project acceptance. This information shall include written confirmation of the warranty period, phone numbers and contact information/procedures for technical support, troubleshooting assistance, and replacement of faulty equipment and Quantum software.

7.0 GENERAL INFORMATION: Items must be brand new. Refurbished items are not authorized.

NOTE: Add additional paragraphs, as needed, to describe your particular requirement.

The Air Force Historical Research Agency is in the process of digitizing its entire microfilm collection.

Four microfilm scanners are requested for this work. The Agency is currently using a later version Mekel for its microfilm scanning operations which uses the same software as the Mach10 version. The Agency has future needs in using the same software to access and manipulate archived microfilms that were scanned utilizing the Quantum Scan and Quantum Process software. Quantum Scan and Quantum Process are also compatible to the Agency’s workflow management system and other functions like Knowvation which is a 4-million-dollar project that the Agency is currently installing. The Crowley Company is the exclusive distributor of the Mekel Mach10 Scanner. The specific qualities and software of the Mekel

Mach10 compliments the needs of the Air Force Historical Research Agency in its microfilm scanning project.