Response_to_Questions.pdf

**ATTENTION**

This is a response to questions for Solicitation W31P4Q-19-Q-0076

Quotes are due by 7 Aug 2019

1. Can you describe the collection you would like to have digitized: archival collection, back file paper scanning project etc?

A combination of paper scanning, microfilm, and microfiche.

2. Are materials sturdy and suitable for high speed auto-feed scanning? (no onion skin, thin, brittle/fragile paper, everything under 11x17”) Or, should materials be scanned manually using an overhead scanning system?

Everything is easily scanned automatically

3. Does the content of one physical file equate to one digital file?

Generally, yes.

4. Do the documents require prep before scanning? (staple, clip, other fastener removal?

Reposting of sticky notes etc) No, they are all prepared for scanning

5. Do documents need to be reconstructed after scanning? (restapled etc, or can they just be placed back in the folders in the order in which received) No

6. Should scanning be done as black and white images or is there a need for color or grayscale images?

B/W

7. What DPI do you require?

300-600

8. Do you need TIFF, JPG, PDF file formats?

PDF

9. Do you need OCR? (searchable PDF for example, or OCR text file) Yes

10. What is the indexing or file naming instruction?

TBD with contractor.

MICROFICHE

11. What kind of microfiche do you have: COM, Step and Repeat, Jackets etc? (if you don’t know the type, how many frames per fiche) ~72

12. How many fiche do you have?

~15,000

13. Is fiche master or duplicate?

Master

14. Is the film negative or positive? (black text/white background, or white text/black background) Black text

15. What is the content on the fiche: manuals, HR records, newspapers, books, manuscripts etc?

Dosimetry reports

16. Are there multiple documents per fiche, or is it one document that is multipage?

Can be multiple

17. Are all frames the same size? (or could the fiche include 16mm and 35mm frames?)

Uniform throughout.

18. Do you need grayscale or bitonal images? (b&w) Is content handwritten or typed?

Handwritten and typed. Either and both

19. What file format(s) do you need? (tiff, jpg, pdf etc) Pdf

20. What image resolution do you need? (200/300dpi etc)

21. Is there a need for OCR? (multipage searchable PDF, for example?)

22. What is the indexing or file naming instruction? Where is this information found? (on the document, in a database, in the header etc)

MICROFILM

23. Are the microfilm rolls 16mm or 35mm?

16 mm

24. How many reels do you have?

~961

25. Is film camera master or duplicate?

Master

26. Is the film negative or positive? (black text/white background, or white text/black background) Black text

27. What is the content on the film: newspapers, books, manuscripts etc?

Dosimetry records

28. Is the film blipped or targeted? (denoting the start of a new document) Unknown

29. Do you need grayscale or bitonal images? (b&w) Is content handwritten or typed?

Either and both

30. What file format(s) do you need? (tiff, jpg, pdf etc) Pdf

31. What image resolution do you need? (200/300dpi etc)

32. Is there a need for OCR? (multipage searchable PDF, for example?)

33. What is the indexing or file naming instruction? Where is this information found? (on the document, in a database, on the film box etc)

GENERAL

34. Will you accept a delivery schedule of 6 or 12 months instead of the 60 days stated in the

RFQ?

6-12 months is completely acceptable.

35. Will you extend the RFQ due date of July 12 in order for vendors to consider your reply to the technical questions?

36. Will you allow for a site visit to inspect the materials?

Yes, encouraged

37. Can all paper, film and fiche be picked up in one trip?

38. Will you allow for monthly invoicing to correspond with monthly deliveries? One delivery at the end of the project is preferred.

Billing is between procurement and the contractor.

1. If the vendor is not allowed to pick up all the paper at one time please tell us what is the maximum amount allowed of the total volume?

All documents should be picked up at one time.

2. Are the paper documents currently in use?

3. How many document request would you estimate the vendor would need to fulfil on a weekly basis?

TBD

4. What size are the boxes 15in or 24in?

15 in

5. How many boxes?

~300

6. Is vendor responsible to box the files?

7. What are the sizes of the documents?

8 ½ x 11 and 14 7/8 x 11

8. Do you need one side copied or both?

Generally only one side

9. What do you estimate the volume % that would need to be duplexed or both sides copied?

~1%

10. Is this a black and white conversion or color or both?

11. Will we run into a lot of paper clips?

12. Will we run into a lot of paper Staples?

13. Will we run into a lot of paper Post it notes?

14. Will Post it notes need to be scanned?

N/A

15. Can staples be cut off?

16. Are there receipts, envelopes that need to be scanned and are they lose or taped or stapled down?

N/A

17. Do folders have ACCO binders, two metal pins, holding documents inside the folder?

18. What is the condition of the paper to be scanned?

Generally good. Some folded papers

19. How many different document types are there?

Generally two

20. Please tell us the name of each different type of document you have?

Dosimetry Issue Listings (14 7/8) and all others are 8 ½ x 11

21. Please give us examples of each different documents type index/naming value?

TBD with contractor

22. Do you want double key entry or single key entry for naming of the documents?

TBD

23. Do you require Optical Character Recognition or OCR?

24. When would you like to start the project?

Immediately

25. When would you like this project completed?

By the end of 2020

26. Please explain any other needs not covered in this questionnaire.

None

1. Size of Documents to be scanned?

8 ½ x 11 and 14 7/8 x 11

2. Are those documents one sided or two sides?

If both, what quantity are one sided versus two sided. One sided

3. Will 300 dpi resolution suffice?

4. Do you need images to be scanned as Black & White or Grayscale or Color?

5. How many individual Microfiche are there providing the total of 1,125,000 images?

~15,000

6. How many individual Microfilm rolls are there providing the total of 2,114,200 images?

~961

7. Will all material be kept ready in box for shipping?

8. Do we need to return all material or shred it?

Return all materials