Q and A Microfiche 19Aug20.pdf

Microfiche Digitization W50S9F‐20‐Q‐0015 19 August 2020

Q: Are the 400,000 records an estimate for the number of images or the number of microfiche?

A: That is the number of TOTAL RECORDS/IMAGES estimated

Q: Do you want one PDF file per Airman?

A: Yes

Q: How many Airman are in the collection?

A: Approximately 6000

Q: Do you have a digital (Spreadsheet, PDF, Word) file containing all of the Airman’s names?

A: No

Q: Could you estimate the average number of microfiche per Airman?

A: Approximately 66 3.4 (changed 18 August 2020)

Q: Could you please estimate the average number of images per microfiche?

A: Average of 10 19.4 images per slide (changed 18 August 2020)

Q: How would you like the name the digital images?

A: Last Name, First Name, Middle Initial

Q: The PWS indicates “2.1.6 Key Personnel: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the PWS.

When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.”

In relation to the above highlighted, we have a couple of Questions –

1. Is it required that we include a letter of commitment from Key Personnel? Or is the above statement just a blanket statement that was included in the document.

2. What are the evaluation factors? No “evaluation factors” were provided.

A: Section 2.1 is only a definition of “Key Personnel”, which is not mentioned anywhere else in the solicitation or PWS, so it will be removed. Evaluation will be accomplished in accordance with FAR

13.106‐1(a)(2). Section (ix) of the solicitation states, “The Government intends to award a contract resulting from this solicitation to the responsible quoter whose quote conforming to the solicitation delivers the best value to the Government, which will include price and technical.”

Q: Will the WI Joint Force Headquarters Air Staff ship the materials to our facility?

A: Yes, JFHQ will be responsible for packing and shipping the Microfiche.

Q: Is it possible to schedule a visit to 3110 Mitchell St., Madison, WI to review the microfiche before the bid due date?

A: A site visit may be offered. If offered, the date and time will be posted to the solicitation.

Q: Generally microfiche converted images yield very low OCR quality results, is it understood that the

OCR results stored within the PDF files will only be as good as the quality of the fiche images?

Q: Please confirm the wage required for all individuals working on this project.

A: It is the contractor's responsibility to properly categorize its employees utilizing the most current wage determination applicable at the time of award

Q: Please confirm that all work must be completed within the USA.

A: The place of performance shall be within the United States.

Q: Will the government allow the records be transported to, and processed at, an out‐of‐state location?

Q: Will the government require all records picked up at once, or require multiple pick‐ups?

A: The government will ship all the records at once. If the company is local to the Dane County area we will deliver ourselves.

Q: Confirming all data is PII with nothing classified?

Q: Can you provide a couple pictures of some jackets?

A: Yes, see attached.

Q: Content of the film includes military orders, DD214 or NGB22, DD4 Enlistment Contracts – is any of the content handwritten, images, or difficult to read?

A: Quality is varied. Some copies have handwritten signatures. Most of the documents were typed on a typewriter onto some sort of “ditto” paper

Q: Are all frames mostly the same size?

Q: Will you have materials packed and ready to ship?

Q: Confirming we should save all sheets as one single multiple page PDF and name it after the title block which has the veterans first, last, and middle name?

Q: Are you asking for an Adobe searchable catalog or a spreadsheet with the names of the PDF's?

A: Yes either of those would work.

Q: You mention reporting labor hours; is that simply for record keeping?

A: Reporting of service contract labor is mandatory for the Department of Defense. In the past, this was reported using the Enterprise‐Wide Contractor Reporting Application (ECMRA), but it is transitioning to the System for Award Management.

Q: Is it acceptable to submit our quote as a “per image” quote at 396,000 images for scanning? Any additional costs associated with the project, such as indexing, OCR, and shipping would be included as separate line items.

A: Quotes may be submitted in any form.

Q: On p.1, Section 1.3 of the PWS the period of performance is stated as one base year of 12 months. In the solicitation posted on sam.gov, under Description, it indicates delivery to be within 90 days from contract award. Would you please clarify whether you desire a period of performance of 3 months or 12 months?

A: Delivery is desired within 90 days, but may be no longer than one year.

Added 19 August 2020:

Q: Numbers previously provided are conflicting.

A: In an effort to clarify previously answered questions, these are the average estimates based, per the following definitions:

Image: An image of one document

Microfiche: One slide containing multiple images

Sleeve: Collection of one or more microfiche, all for one person.

Item Estimated Quantity

Images 396,000

Unique Airmen (Unique Sleeves) 6,000

Images per Airman/Sleeve 66

Images per Microfiche 19.4

Microfiche 20,400

Microfiche per Airman/Sleeve 3.4

Q: The second picture shows the fiche are in paper sleeves. Is there one sleeve per airmen and do the fiche need to be returned to the sleeves?

A: The preference is that the vendor return the fiche in the sleeves. However, vendors are encouraged to include alternatives in their quotes. The Government will consider the alternatives to determine the best value.

Q: Should vendors include the cost of return shipping through commercial ground shipping in their cost analysis?

A: The contractor will be responsible for return shipping or delivery. If applicable, include it in your quote.

Q: There is no accuracy listed for indexing accuracy. Can vendors respond with optional pricing for increased accuracy so the agency can weigh the costs of increased data accuracy?

A: Yes, all alternative approaches will be considered when determining the best value.