TRANSCOM24D004 RFI QAs 20240315.pdf

Question Answer

Is there any sensitive content or can the digital files be transferred and worked on by foreign citizens? Are there any security restrictions?

Documents contain Controlled Unclassified

Information (CUI). As such, dissemination will be limited, however, a final determination regarding applicable restrictions is pending but will be made prior to any solicitation being posted.

Define low resolution, is this monochrome, grayscale or color and at what resolution?

Monochrome only

Are the pdf files from scanned documents or were these converted from a digital and machine printed original?

Mixture of Scanned documents and digital file conversions (needing converted to both the latest

Word Doc and PDF formats).

Are there any graphics in the source files and if so in what quantity?

There are no graphics in the source files

Are there any graphs, charts, graphics, logos, etc that would not translate to ASCII value 32-126 and in what quantity?

There are no graphs, charts, graphics, logos, etc., contained in the documents

Any formulas or symbols outside of the ASCII value 32-

126 and in what quantity?

No formulas or symbols contained in the documents

Any handwritten or non machine printed text that would require manual retyping and if so in what quantity?

Many documents contain handwritten (non-electronic) printed text and will require manual retyping; approximate number is 200 multi-page (5-

10 page) documents

Can the agency provide a few typical and extreme examples?

Yes, examples will be provided at the time of any solicitation posting.

Must the vendor provide best effort to maintain formatting, fonts, layout or is the agency most interested in the content being accurate and less concerned about formatting?

Accurate content is of the utmost importance;

formatting and fonts to a lesser degree

What is the desired accuracy requirement in translation, understanding that nobody can guarantee

100% and 99% is much less time consuming and costly than 99.99 and 99.999%?

The needed accuracy required is 98% or greater

What is the primary intended use for the reformatted data?

Used for Employee Position Descriptions; used to identify occupational specialties, pay, recruitment, qualifications, employee performance etc.

Are any of the files password protected or encrypted or will they all open with their native and associated programs?

No files are password protected or encrypted

What is the distribution of file types, Word vs text only PDF, image only PDF (from machine printed original), vs image only PDF (from scanned document), image only PDF (handwritten original)?

File Type Distributions are approximately: 10% Word

Doc, 70% Text only PDF, 20% Image only (Scanned

PDF/Word Doc), 0% Completely hand written docs exist.

TRANSCOM24D004 RFI Questions & Answers

Are all of the documents in English and easily eye readable?

All documents are in English and 98% eye readable.

What is the distribution of quality as it relates to readable content?

Estimated distribution of readability content quality is

98% (eye readable).

Will any of the items from the following list be embedded in the PDF and Word documents needing conversion? tables, graphs, charts, images, photographs, etc.

See Questions 4 & 5.

Will any of the items from the previous list from question 16 need to be extracted and kept with the

PDF and Word documents needing conversion?

No, only direct text content conversion is needed;

does not contain tables, charts, image, etc.

Is there the possibility to review the USTRANSCOM--

Microsoft Templates?

See Question 8.

What are the specific layouts of the low-resolution

PDF files and older iterations of Microsoft Word documents that require conversion?

Layouts of PDF include Scanned versions and Word

Doc include 1999-2003 version and later.

What document types are encompassed within the current batch, such as reports, manuals, or correspondence?

Employee Position Descriptions

Do various versions of Word documents and PDF formats exist within the repository?

Yes; both versions of Word Docs and PDF

Does the client employ any existing automation tools for transitioning old PDFs and Word documents into updated formats?

No.

What is the typical complexity level of the documents?

Complexity level is low complexity having simple, well-marked and conventional structures

Approximately what percentage of the documents feature elements like images, tables, charts, graphs, or specialized formatting?

See Questions 4 & 5.

What is the resolution and quality of the source documents?

See Question 2.

Have any readability or legibility issues been identified with the source materials?

See Question 14.

Are there specific requirements for quality assurance or testing procedures for the converted documents?

See Question 10.

Are we allowed to suggest any existing SAS products from the market to complete the work?

Yes, RFI respondents are welcome to suggest any tools or products they recommend.

Is there any particular format to respond to this RFI including font, size etc.?

No. Any formatting, font, or font size is acceptable, provided the RFI response is easily readable.