QA RFI AMD 1.pdf

# Question Answer 1 Can all the document be picked at once or do you require multiple pick up?

This requirement will require multiple pickups. It is estimated there will be between 16-18 boxes per trip;

which would result in an estimation of 20 trips from the Government facility to the contractor facility. The PWS has been updated accordingly.

2 Is there an incumbent or is this a new requirement?

This is a new requirement.

3 Is it possible to get a breakdown on the make up of the images to be scanned? Can you provide a percentage of the break down of how much Large format scanning to expect in the scanning RFI.

This will help to give a more accurate bid.

Percentages of the makeup will be sufficient.

The below are rough Estimates (of Active/InActive Files combined):

- Est 90% of files will be (8.5 x11) & (8.5 x 14) size documents.

- Est 10% of files will be (11 x 14) upto Poster size (24 x 30).

- All Files consist of: word docs, spread sheets, copies of emails, copies of printed photos & real photos, and forms,

- Some documents have staples, paper clips and coil/metal binding that require removal.

- Some documents have post-it notes that need to be scanned separately and kept with the original document.

- All colored documents or documents with color, need to be scanned in color.

4 Can the originals be transported in one or two batches out of state for processing if the vendor can provide secure transport and storage?

One or two batches will not be acceptable, the Government requires active files daily and it will cause a work stoppage. Due to this, the PWS has been updated to include the documents maintain a maximum distance of 50 miles from Scott AFB, IL. Going into another state (Missouri) is acceptable, as long as the 50 mile radius is maintained.

5 The SOW requires boxes in vendor possession to be locked in a container. This likely represents 250 boxes and having a container that is large enough for this volume of boxes is at best challenging. Is and internal locking room inside of an office which is locked at all times, alarmed and accessible by employees only sufficient to meet this requirement?

An internal locking room inside of an office which is locked at all times, alarmed and accessible by employees only assigned to this contract is sufficient to meet this requiremet. Estimating only 16-18 boxes be transported at a time, resulting in an estimation of 20 trips from the customer’s facility to the contractor facility.

RFI AMD1 Q&A for TRANSCOM20D005 - Defense Personal Property Data Scanning Conversion

6 The solicitation lists the following requirement “Scanned data should be clear, legible, and accurate and verified that text has been properly recognized 100% of the time” it is unclear if the agency is requesting 100% accuracy of OCR text or if the content is 100% legible. 100% accuracy from OCR is not possible. The only way to achieve 100% text accuracy is to have two separate operators re-type the documents and compare the results at a massive expense (think $20-30 per page domestically) Automated OCR is typically rated at 94-99% + depending on the quality of the original.

The Government is willing to accept a threshold of 97% accuracy. However, this will depend on the quality of the original document. The Government updated the PWS accordingly.

7 Can data be delivered via encrypted drives sent via commercial courier or via a secure FTP solution?

The Government requires the data be delivered by the awardee only. Contract Personnel can deliver via DVD when retrieving additional boxes to prevent loss and damages.

8 Will the government consider shipping the records to the contractor's location?

No. As stated in the PWS, transportation of files is provided by the contractor.

9 What level of security clearance will the contractor need to retrieve records from the base?

This requirement does not require a security clearance and contracted personnel will be sponsored onto base by the Government Contracting Officer Representative

(COR).

10 Will the government provide training to the contractor's employees?

The Government has not yet determined what training will be required. This will be updated in the PWS before the RFQ is posted.

11 Have the government taken into consideration that it may take longer than 6 months to complete this contract due to the pandemic?

No. The Government expects that this requirement shall not take longer than 6 months.