Questions_and_Answers-Additional__3_RFQ_TIRWR16Q00018.pdf

DEPARTMENT OF THE TREASURY

INTERNAL REVENUE SERVICE

WASHINGTON, D.C. 20224

August 17, 2016

To: All Interested Offerors

ADDITIONAL QUESTIONS AND ANSWERS (list #3 continue from 8/15/2016) for (RFQ) No.

TIRWR-16-Q-000180 for Scanning Services for Internal Revenue Service (IRS), Van Nuys, CA 91401 and Woodland Hills, CA 91367

The due for quotes is Wednesday, 8/24/2016 at 11:00 a.m, California Time by email to LaTanya.Evans-Tate@irs.gov.

Question # 25. Do the documents have to be reassembled i.e..re-stapled when returned to their boxes?

Answer #25. Yes. The documents need to be reassembled to the condition in which they were received.

Question #26. We are still unclear as to whether you require a duplicate mirror copy of the documents in addition to the digital files. Could you please clarify if you want digital files plus a duplicate hard copy or just digital files?

Answer #26. Digital files only

Question #27. Do you have an approximate number of “folders” (per box or total?)

Answer #27. No. The contents of the boxes differ.

Question #28 Do any of the folders contain barcodes?

Answer #28. At this point it is unknown if any of the folders contain barcodes.

Question #29. Clarification request on Answer #9. “We need a separate PDF for every document, named sequentially by box it was found in.” As an example, would “Box101_0001” be a close representation? In other words, when you refer to “sequentially” does that mean the document name is only a sequential number generated by the Vendor?

Answer #29. The agency believe an efficient filing indexing system would look like:

“Last Name_First Name_SSN”

Question #30. Does the Department have a spreadsheet or any electronic format of the folders/items in each box?

Answer #30. No.

mailto:LaTanya.Evans-Tate@irs.gov

– 2 –

Question. #31. Will the Department of Treasury consider an “on-site” option to complete the project at your facility/facilities?

Answer #31. No.

Question #32. Would San Diego be a viable consideration for the work performance and facility visit?

Answer #32. Yes. San Diego is a viable option assuming the logistics involving picking up the documents from the respective storage locations and returning the documents upon processing are discussed and agreed upon prior to entering into any contractual agreement/s. Per the Statement of Work (SOW) it states “The work must be completed in the United States at the contractor’s facility and the facility available for agent inspection.

Therefore, the facility must be within Los Angeles County and/or San Bernardino County or Riverside County in California”.

Question #33. How many documents are present in a typical box (will a box of 2500 pages yield 50 documents on average or more like 1250 documents)? Are the documents large drafts, briefs and large tax returns or small one and two page emails, invoices, etc?

Answer #33. The document contents vary from box to box. Some boxes are filled to capacity while other boxes are not filled to capacity. There are various types of documents in the boxes.

Question #34. How many of the documents are stapled vs bound with a clip.

Answer #34. Unknown.

Question #35. Please confirm that the vendor will determine document breaks by how the pages are bound, not by having to read the pages/documents.

Answer #35. This inquiry (#35) is not clear. I would think that the vendor would determine the document breaks based on how the pages are bound and/or collated.

Question #36. What is the frequency of small receipts (<1%?) small receipts may not feed easily through scanners and require additional manual prep. For example a single box with 1200 documents each having a small receipt stapled to an single invoice can take 5-6hrs to prep. Vendors need to know if this is common in the collection of boxes.

Answer #36. The frequency of small documents (i.e., receipts) is not known at this point although most sampled documents appear to be letter-sized sheets.

By providing reasonable answers to items a-d above vendors are able to make an educated guess based on experience rather that a wild guess on an unknown statement of work.

Question #37. Alternatively can the agency consider a standardized bid form similar to the following and common for bids of this type? This form will allow and require vendors to delineate the components to a common and normalized set of labor tasks as required per addendum 3 C Technical Approach Item 2 Price.

– 2 –

Action Unit Type Unit Count Unit Rate Extended

Prep hours 848 -

Scanning (2500 per box) image 2,120,000 -

Document Separation (50 images per document) document 42,400 -

OCR image 2,120,000 -

Pickup/Delivery trip 9 -

Other

Total Cost -

Answer #37. Please refer to Amendment 0005, dated 8/17/2016. The unit issue is changed from 1 AJ to 848 BX.

NO verbal or telephone inquiries will be acknowledged.