Questions_and_Answers-Additional_RFQ_TIRWR16Q00018.pdf

DEPARTMENT OF THE TREASURY

INTERNAL REVENUE SERVICE

WASHINGTON, D.C. 20224

August 15, 2016

To: All Interested Offerors

ADDITIONAL QUESTIONS AND ANSWERS (list #2 continue from 8/11/2016) 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 (PST) by email to LaTanya.Evans-Tate@irs.gov.

Question #7. The SOW reads “The contractor will pick up a pre-determined number of boxes, scan all documents in each box, and return them to their box in the same order they were in prior to being scanned. The scanned documents will be put in a box also and mirror the same order as the originals.” It is clear that the agency requires the original documents be returned to their original boxes in order, but what does it mean to put scanned documents into a second box? Is the agency asking for the digital files to replicate the structure of the boxes on the submitted delivery drive or are they looking for a photocopy or print of the scanned documents to be placed into a duplicate set of boxes? Please confirm this is a scanning effort not a scan and photocopy effort.

Answer #7. This is merely a SCANNING project. We do NOT need photocopies in a second box after all.

Question #8. In order to maintain a constant workflow, and to minimize work stoppage, please confirm that then vendor can have boxes in their possession at all times for processing. For instance, the first pickup take 100 boxes, at the next pickup return 50 and pickup 100, with all subsequent pickups to pickup and drop off 100 boxes.

Answer #8. The (IRS-CI designee/s) will confirm that the selected vendor has documents, waiting to be processed, in their possession during course of the contract/service agreement.

The exact number of boxes to be processed at a time will be based on the respective vendor’s workload capacity.

Question #9. What are the parameters for the file naming of the digital files? A single pdf per box, folder or document named sequentially?

Answer #9. We need a separate PDF for every document, named sequentially by box it was found in.

Question #10. Please advise if the boxes are full, how many pages are expected or the average weight of the boxes so vendors can properly scope the number of scans necessary.

Answer #10. There is an average of 2,500 pages per letter size box (10"H x 12"W x 15"D).

mailto:LaTanya.Evans-Tate@irs.gov

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Question #11. Please advise if the documents are generally loose in folders, larger stapled documents 10-50 pages which require little prep or if the documents are generally small 2-3 pages with a lot of tiny receipts requiring many hours of prep per box.

Answer #11. There are loose documents in folders and there are stapled documents that will require the removal of staples to process. Upon processing (scanning and ocr-ing) the documents, the vendor will be required to arrange said documents in the order/fashion for which said items were received.

Question #12. Please define the size of a box. Is this a standard bankers box 10x12x15?

Answer #12. Yes, (10"H x 12"W x 15"D).

Question #13. The frequency of projects this size with short duration are not incredibly common, can the agency accept references for a similar volume and requirements and extend the reference out to ten years?

Answer #13. No. This is a one-time procurement and an IRS-CI Criminal Investigation where Statutes of Limitations are applicable.

Question #14. It seems there is no evaluation for price. Will price be a determining factor in any way and if so how?

Answer #14. Please refer to Amendment 0003, dated 8/12/16, Quote/Proposal Preparation Instructions, C. Technical Approach 1, 2, and 3.

Question #15. What weights are applied to the four evaluation factors? It is necessary to understand this in order to tailor a proper proposal with such vague requirements. It is unclear if the agency is looking for the lowest cost solution that meets the minimum specifications or if they are looking for the best solution with double or triple QC regardless of cost. Can the agency better define what will constitute the award and can vendor offer a minimum solution to meet the specs as they are defined with optional costs for increased QC and data accuracy?

Answer #15. Please refer to Amendment 0003, dated 8/12/16, Quote/Proposal Preparation Instructions, C. Technical Approach 1, 2, and 3.

Question #16. Please confirm that if we respond to the base requirements that we can offer options or alternative solutions that either increase accuracy or lower cost and not risk being disqualified. Please identify if these can be listed as options or if we need to submit fully alternate proposals.

Answer #16. Please refer to Amendment 0003, dated 8/12/16, Quote/Proposal Preparation Instructions, C. Technical Approach 1, 2, and 3.

Question #17. Will scanning be in B&W only or color for color; if color for color, what percentage of collection would you estimate is in color?

Answer #17. Black and White only.

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Question #18. Are the documents in fair condition, poor condition, or mixture. And, what percentage of collection would you estimate is in poor condition requiring glasswork

Answer #18. The documents are in fair condition. A very small percentage would be considered “poor” quality, perhaps 5%?

Question #19. Will OCR (for text searching capability) be required

Answer #19. Yes, we need PDFs and OCR. OCR is mandatory and the main reason for our need for this scanning.

Question #20. Specifically are the documents all letter (8.5”X11”) sheets?

Answer #20. No. While a majority of the documents are letter-sized sheets (8.5”x11”) it is likely that there will be documents that vary from letter-sized sheets.

Question #21. Are there small items such as receipts or notes?

Answer #21. Yes. There will likely be smaller than letter-sized files in the batch of pertinent documents.

Question #22. Are their velum or other odd textured materials?

Answer #22. Yes.

Question #23 Are their staples or clips on the documents?

Answer #23. Yes.

Question #24. Are there sticky notes or taped notes attached?

Answer #24. Yes.

NO verbal or telephone inquiries will be acknowledged.