Questions_and_Answers_for_16MM_Microfilm_Conversion_to_Acrobat_Adobe.docx

Questions and Answers for 16MM Microfilm Conversion to Acrobat Adobe (W911NF-16-T-0002)

1) Is there a bid form, or just the vendor proposal inclusive of said rates?

There is no bid form, any provided proposal format with rate/s will suffice.

2) Do the PDFs need to be text searchable?

The PDF's do not have to be text searchable.

3) Are we correct that there will be one folder per reel that will contain multi-page PDF files named with sequential numbers with no additional indexing?

Correct

4) Automated Cropping may leave a very small border around images. Is this acceptable? If not, manual cropping in the U.S. will dramatically increase overall cost.

Auto cropping is fine as long as no actual content is lost

5) Can we utilize 3rd party transport services for shipping the cartridges to our processing facility?

Yes

6) Can vendor process file naming off shore?

No

7) Can you add us to the Q & A list of vendors?

We will be posting Q&A daily at 12 noon via FedBizOps (FBO) for all potential offerors.

8) Does the Combined Synopsis/Solicitation under solicitation number W911NF16T0002 contain requirements similar to a current contract? If possible, please provide the current contract number.

Or, is this a new requirement for the government?

This is a new requirement for the government.

9) What is the nature of the documents in this film collection?

Documents concerning research performed in the 50s, 60s, 70s.

10) Is the film simplex, duplex or a mix of formats across the collection?

I don't know the difference so I can't say- may need clarification.

11) Do you want the PDF files to be created at exactly every 200 pages or do you prefer the breaks occur at a logical place within each roll? For example, if there are logical documents easily identified within a roll, do you prefer that the PDF's be broken at those logical points?

The target of 200 pages is just a target. However the documents are not organized well enough to make logical breaks possible.

12) Is the film blipped which might indicate where one document starts and another ends?

No blips...hence the 200 page breaks.

13) Will you create or provide a master manifest of all the rolls in the collection that might indicate the preferred roll number you wish to use for folder naming purposes?

No master list. The rolls are labeled.

14) Do you want the PDF files to be image only or searchable?

Image only

15) Can all of the film be provided at once if we are able to develop an aggressive schedule to complete the project?

The SOW requires that you take all the film at once within 2 weeks of contract start.

16) Since indexing will be defined post award, the vendors cannot know the costs associated with manually identifying and keying items in the reels to name the pdf files. In order to provide an estimate based on the current specs, can vendors assume creating sequential pdfs each with 200 images named with a sequential number?

Not sure what you mean by indexing. But each reel has an assigned "index" number we used. It is our expectation that the file naming will use that as the root name and then add numbers to the end for each PDF that is part of the files for that reel. We will want to discuss final version before you start but it will only be a 5 minute conversation.

Further clarification by potential offeror----------Indexing would be any manual review of the imagery to name the pdf files something specific, like having to look through the images to notice a change in contract number, naming the image by the reel#_contract#. Pdf. If you are just looking for a simple and sequential naming then no indexing will be required. An example of simple sequential naming would be Reel001_001.pdf, Reel001_002.pdf, Reel001_003.pdf where the first pdf would contain images 1-200, the second 201-400 and third 401-600.

Response to clarification: 1. No indexing required just proper file naming

17) Older scanners which scan frame by frame can completely miss images and their optics can be inferior to newer models. Newer models which scan the reels as a single ribbon and allow for review of detected frames post scanning are much more reliable. Will this be considered in the evaluation or would a vendor bulk scanning with no review on an older unit be compared equally with a vendor proposing a more reliable a potentially a more legible solution?

Both methods would be compared equally. We are looking for frame by frame conversion.

Further clarification by potential offeror----------It is paramount that the Agency understand the type of scanner the vendor is using. The older scanners attempt to detect where a frame is using a change in the amount of light between frames, then ONLY scan when that change is detected. These are called frame scanners. The have the very high potential to completely miss an image and unless the agency compares the delivered images to the original film, frame by frame, these errors cannot be detected or corrected. The new model scanners scan the entire reel of film including all the gaps between the frames and use software to detect the frames. The detection from the software is presented to the operator for review and correction. This is called auditing. Every frame is scanned and output. It is a frame by frame conversion. While I understand this is a bid based on lowest price, at a minimum you should test your vendor in a pilot. Send them 10 reels with a same day turn and make sure nothing is missed or cropped.

All vendors are required to insure they do not lose or miss frames. We are not requiring any specific method. The requirement is on the vendor not the equipment. We have done 1 test run already and had successful results.

18) Can the agency disclose what model was used to sample the three reels and who performed the sample?

No

19) Can vendors assume that the film was created with consistent density to State or similar standards and that the frames are legible without redox, vinegar syndrome or drastic changes in density? If not, can these be considered filming errors which can be flagged for additional processing outside of the base SOW?

We cannot speak to the consistency. However, they can be flagged and discussions outside the scope of work are possible.

20) Can the agency define the maximum reel length (100 or 215 ft.)

Assume 215 ft.

21) Is the agency asking for just fixed pricing for all 2534 reels or should vendors be providing references, process and equipment information?

Fixed Price...Cost and compliance to the SOW is the selection criteria. If the additional information documents or supports how you comply with the SOW, then you can include it.

22) Can you tell me what qualifies for "Small Business Set Aside?"

This is a question that can't be directly answered with one response, but I would suggest going to SBA.gov for the eligibility and requirements as to what a small business is in relation to government contracting. https://www.sba.gov/category/navigation-structure/contracting

23) Do the microfilm images have a background around the image, or no background? When documents are microfilmed, sometimes there is a background around the image that requires documents to be manually cropped because there is no clean edge for our software to automatically detect. If the images on the microfilm have no background around them, then our software will automatically crop the image right to the edge. This is an important factor to determine for cropping.

As far as I can tell the images are very distinct. Our trial vendor had no issues with scanning and manual was not required.

24) Are most of the microfilm images mostly letter size?

Yes

25) Does the microfilm have blips? Blips are small black squares along the edge of the microfilm next to each image.

Not that I know of.

26) For the price quote, do you want “lump sum” (based upon 2534 rolls x 3500 images/roll)?

We would like it quoted in the CLIN structure offered in solicitation which is a lump sum for the amount indicated in the statement of work. If you would like to show the breakdown of what that lump sum includes, you may do so in additional paperwork within proposal.

27) Will you have a requirement for document request while the vendor has your film? If so, how many documents do you feel you would need to access on a weekly or monthly basis?

There should be no requests for documents during the conversion time frame.

28) In your solicitation the following language exists in Specifications on Conversion - “The images must also be cropped (if needed) to minimize blank space around the image.” There are 8,869,000 images. What percentage of the images need cropping. This answer has great impact on the quote price.

There is no intent to have manual cropping. However, auto cropping should remove as much as possible of the blank space.

29) Since this project is going to be approximately 7 months long, would you consider making payments monthly, if, pdf files are returned to you each month?

No, this will be one lump sum payment after services rendered, delivered, and accepted by government.