SOW_MNGDBL_Imaging_2022.pdf

United States Department of Agriculture

Research, Education, and Economics Agricultural Research Service

Mycology & Nematology Genetic Diversity & Laboratory Bldg. 010A - BARC-West 10300 Baltimore Avenue

Beltsville, MD 20705-2350

An Equal Opportunity Employer

PERFORMANCE WORK STATEMENT

PREPARED BY

USDA, ARS, NEA, MNGDBL

Background

The U.S. Department of Agriculture, Agricultural Research Service (ARS), Systematic Mycology and Nematology Genetic Diversity and Biology Laboratory (MNGDBL) located in Beltsville, MD, studies the systematics of fungi essential for solving problems in sustainable and conventional agriculture. Research emphasis is on organisms important as pathogens that threaten the production of a safe and abundant food supply and biological control agents of insects and diseases to reduce the need for chemical inputs in agriculture. MNGDBL owns extensive and comprehensive fungal and nematode collections and associated reprints and documents for taxonomic information regarding the specimens. These reprints and documents include information about and/or related to accurate scientific names of fungi, geographic distribution, host ranges, morphology, and literature for identification. MNGDBL began scanning these documents in FY21-22 and has completed scanning of approximately 30,000 documents, which is approximately one-half of the collection and represents approximately one-million individual pages. These represent documents for which information is not yet entered in the MNGDBL databases with an inventory or index. Each document consists of the equivalent of approximately 20 – 40 single-sided pages, some of which can be sheet fed but the majority will likely need to be scanned individually on glass.

Scope MNGDBL requires imaging, optical character recognition, when possible, for author and date of documents, services for ongoing data entry and to make historic documents available to users.

MNGDBL seeks to have its fragile and irreplaceable document collection imaged, and metadata made available in a form which can be readily entered into its existing database. Scanning resolution will be 300 dpi and file format will be archival PDF.

Contractor Requirements

• Contractor must have proven experience with projects of a similar size and scope for fragile documents, removing staples, paperclips, etc., but not cutting or otherwise altering documents.

• Contractor must be able to pick up, transport, and safely return documents to USDA-

MNGDBL.

• Contractor must be able to provide certified product training at the request of USDA- MNGDBL in support of the project.

• Contractor will be expected to work with MNGDBL project members who will provide oversight in this project since it will be the responsibility of the MNGDBL oversee the handling of the documents and provide feedback about issues concerning the data extracted.

Tasks And Performance Measures

TASKS PERFORMANCE

INDICATOR

STANDARD ACCEPTABLE

QUALITY

LEVEL (AQLS)

1. Analysis of existing system and development of plan

Identification of critical needs bases on current use/future needs

Ongoing through 90 days after start date

100%

2. Pull documents and transport to scanning facility.

Successful analysis and inspection of the documents and safe arrival at scan facility

Ongoing through project timeline

100%

3. Scan documents and return to storage boxes in original order.

Successful production of images with acceptable resolution

Ongoing through project timeline

100%

4. Provide documents in PDF form.

of PDF and text-based files

Ongoing through project timeline

100%

5. Consolidation and indexing of image text data of Excel-readable file with author date and literature number when available

End of contract 100%

6. Safe transport and return of documents to USDA-

MNGDBL

Return of documents in boxes to original location in MNGDBL Library, Bldg 010A, Rm 003

End of contract 100%

Deliverables

Deliverable Due Date Format Weekly updates of progress By end of following week Email status document to L.

Castlebury Required data field list to be provided and sample data

Within 15 days of project start

Emailed document to L.

Castlebury

Scanned document files in PDF form at a minimum of 300 dpi to be provided on encrypted USB drives

Ongoing as indexed and completed

Physical USB drive to L.

Castlebury

Excel or database index file to be provided on encrypted USB drives or by email

End date of contract Physical USB drive/email to L. Castlebury

Participate in face-to-face progress meeting to be scheduled periodically after each 30-40 hours of work is completed

Periodically as work is completed with final meeting by contract end date.

On-site with L. Castlebury & S. Dominick

Period of Performance:

Estimated Period of Performance:

Base Year -September 2022 – September 2023 Option Yr 1 - September 2023 – September 2024 Option Yr 2 - September 2024 – September 2025

Option to continue the work and add funds as new documents may be identified for imaging during the course of this work or the number of documents is underestimated.

No less than 600,000 pages are anticipated to be scanned over the period proposed for which at least one-half are too fragile for automatic sheet feeding.

Face-to-face meetings will be scheduled after each 30-40 hours of work to review progress.

Government Furnished Property MNGDBL will provide workspace consisting of a room, desk or bench and office chairs for onsite work, if necessary, in addition to the documents to be scanned.