Q&A_Response.docx

Email #1:

1. The FBO notice indicates a place of performance of :

Joint Forces Headquarters - Alabama National Guard 1750 Congressman W.L. Dickinson Drive Montgomery, Alabama 36109 United States Please confirm the place of performance is contractors site. Alternately, has the ALARNG considered providing space to perform this work on base? This would eliminate the need for pickup and delivery and expedite the fulfilment of Rapid Response requests. The FBO Place of Performance: Indicates the customer address, as a contractor site has not yet been determined. As specified in the Statement of Work “all work performed (scanning/duplicating/copying, binding, and packing, etc.) must be accomplished in a secured area within the contractor’s facility”.

2. As the ALARNG provides the option for it to deliver and pick, should Document Transport be an optional CLIN? This is listed as Sub-CLINs in the Solicitation.

3. Transportation: Can the offeror propose a subcontractor who will provide pickup and delivery? Statement of Work specifies “no third party carriers”.

4. Is a contractor-leased vehicle acceptable as most contractors lease instead of own? Contractor must use Contractor Owned Vehicles.

5. Evaluation criteria asks proposers to submit a scanned sample. Please provide more information on what you would like submitted as relevant samples of scanned employment files will contain PII and would need to be redacted. Should the sample be attached as a separate file? If so in what format (PFF, TIFF etc.) We request a sample of simulated personnel documents (not live data), approximately 10 files in PDF format on a CD or DVD.

6. Pricing. Please confirm whether offerors are to fill out the pricing table on page 11 of the SOW or the schedule within the SF1449. Submit pricing on SF1449.

7. Safe Harbor Compliance. These principles refer to an agreement between the U.S. Dept of Commerce and the European Union regarding the storage of personal data of EU and Swiss citizens. It was replaced in 2016 by the EU–US Privacy Shield agreement which is currently contested. Please confirm this does not apply and remove the reference to Safe Harbor compliance. Safe Harbor compliance does not apply.

8. Is this a new procurement or a re-compete? If a re-compete who is the incumbent? Recompete. Microtechnologies, LLC

9. If a re-compete what is the current contract number? W912JA-17-P-0205

10. If a re-compete, what is the contract value? $211,001.70

11. Are the quantities for 1 year or the entire project? 1 Year

12. If the volume is for the entire project, would the ALARNG consider a work plan that increases annual scanning to complete the project over a shorter period of performance? NA

13. If so, does the ALARNG have the funding for a compressed schedule? NA

14. LDD – what if there are loose pages and no discernable LDD? Everything on this project will be microfilm. No loose pages.

15. Are you requesting pricing for microfilm at 200dpi and 300dpi as in page 4 summary of SOW? (pricing template requests only 300dpi, please clarify) 300 dpi only.

16. Is film positive or negative? Positive.

17. Is film simplex or duplex? If duplex should blank backsides be delivered? Duplex. Yes.

18. Are the jacketed microfiche always fully populated or is it common to see microfiche that are half or less populated? Common to see Half or Less.

19. Are the microfiche masters or duplicates? Master.

20. Is there more than one record per microfiche and can records (per personnel) exist across multiple microfiche? Yes. Yes.

21. Is it possible to see sample pictures of the microfiche? Yes.

22. If the quality of film/fiche is poor will you consider receiving grayscale images which may improve legibility of original content? If so, do you want this priced as an optional CLIN? No.

23. What is your preferred project timeline? Start as soon as possible and complete in a reasonable during normal duty hours.

24. Please confirm the DPI and bitonal or color needed for each source material. 300 DPI Black and White.

25. Do you have a database of personnel indexes that can be given to the successful offeror to use for indexing or does the offeror need to key enter the index from each first image? From Image.

26. Should offerors submit a letter of SOC 2 attestation with the proposal? Yes.

27. Does the film and fiche contain a unique identifier between records or were they film record after record? Unique Identifier between records.

28. Page 3 of the SOW refers to population and includes Personnel records, Unit History records, financial records and maintenance records. Will this contract only convert personnel files or could these other record types be included? If so could you provide indexing requirements for these other types. Only Personnel Records.

29. Representations and Certifications. Please confirm that Paragraph B applies and offerors are not required to return Reps and Certs if SAM.GOV registered. 52.212-3, Offeror Representations and Certifications states “ The Offeror shall complete only paragraph (b) of this provision if the Offeror has completed the annual representations and certification electronically via the System for Award Management (SAM) Web site located at https://www.sam.gov/portal. If the Offeror has not completed the annual representations and certifications electronically, the Offeror shall complete only paragraphs (c) through (u) of this provision.”

Email #2:

1. I am trying to finish up my response to the digitization service and have a question concerning "Prepare files for transport". Is this putting the files in boxes or loading boxes in a vehicle for transport? Files are in boxes. Load boxes for transport.

Email #3:

1. What is the condition of the microfilm and microfiche? Has any deterioration been noticed? Good condition. No deterioration.

2. What type(s) of microfilm rolls are in the collection? (film type, blipped vs. unblipped, magnification level, simplex vs. duplex) Unblipped, duplex, magnification unknown.

3. Is the jacketed microfiche 16mm or 35mm? 16mm

4. Is the average of 6 images per document listed in the Pricing Table on page 11 for paper documents, microfilm rolls, and microfiche? If not, can an estimated average be provided for each source document type? Average anywhere from 60 to 900 records per roll of film.

5. On average, how many records are in each Bankers Box? 150 rolls of film per box.

6. For the paper records, will any indexing fields be available on the file folder? If so, which fields? Yes. Name and Service Number.

7. For the microfilm and microfiche records, will the indexing fields generally be in the same place on an image? For example, will first and last name generally be at the top left of the first image in a record? Yes.

8. Can the Government provide sample images from each source document type (paper, microfilm, microfiche)? No.

9. On page 10 of the SOW, it states that the Alabama National Guard will prepare, catalog and box documents for shipping. Does “catalog” mean the Government will create at least some of the required record-level index? If not, what does “catalog” mean in this context? No. List of film rolls by film number.

10. Will the Government-generated catalog be available to the vendor in electronic format? No. Copy in Box.

11. On page 10 of the SOW, it states that the Alabama National Guard will prepare, catalog and box documents for shipping. In the Pricing Table on page 11, vendors are asked to provide a price for preparing files for transport. Can the Government confirm that the vendor will not be responsible for preparing files for transport? Files will be boxed ready for transport.

12. Can delivery media (2TB hard drive) be provided by third-party carrier or will the vendor need to use its own vehicles? Must use vendor vehicles.

13. Page 6 of the SOW states that the Contractor must be Safe Harbor compliant. Safe Harbor was replaced by the EU-US Privacy Shield in 2016. Will the selected Contractor be processing data of European Union citizens thus making Privacy Shield applicable to this contract? Safe Harbor compliance does not apply.

14. Page 6 of the SOW states the Contractor must provide a current Service Organization Controls (SOC) Type 2 Audit. Is this referring to a SOC I Type II audit report or a SOC 2 audit report? Please clarify. Must have Service Organization Controls (SOC) SOC 2 Type 2 audit.

15. Projects of this nature typically do not require any OCR text cleanup/correction. Is this the case for this project or will the Contractor be responsible for OCR text cleanup/correction? If so, what is the minimum acceptable accuracy level required for the OCR text? OCR required on all documents.

16. Approximately what percentage of text on a given image (regardless of source type) is handwritten as opposed to typewritten? Very minimum handwritten text.

Email #4:

1. Is this a new requirement? If not, can you please provide the name of the incumbent, the current contract value and eligibility criteria to re-compete? See answers at 8, 9 and 10

2. What is the level of preparation required? (Removal of dividers, fasteners, staples, post-it's, etc.) Minimal level of preparation required.

3. What level of reassembly is required? (Do we need to apply to fasteners, post-it's and rearrange the documents in the same order after scanning?) Minimal level of reassembly required.

4. Will the very old documents need special care or are the old documents microfilmed. Yes. Both paper and Microfilmed.

5. Is there any specific time frame for the conversion and Q/A to be completed? Begin as soon as possible after contract award and complete in reasonable time during normal duty hours.

6. Is budget for this RFP already available? Yes.

7. Currently, are you using any software for scanning? If yes, then please inform the name of software and its capability? are you doing manual indexing? No software for scanning. Manual Indexing.

8. As per SOW there is a requirement of "Scan 16mm Roll Film - 200dpi, B&W (5k-1M)" and "Scan16mm Roll Film - 300dpi, B&W (5k-1M)". How many rolls required to scan in b&w and how many for color? All B&W.

9. Is there any requirement for image enhancements? Yes. Possible darkening to make more readable.

Email #5:

1. What does "Prepare for Transport" entail? Film already in boxes. Load boxes.

Email #6:

1. Our FSO has come to me to ask an additional question. The Secured Area section of the SOW states "the Contractor must be Safe Harbor compliant and be able to provide a current Service Organization Controls (SOC) Type 2 Audit for Chain of Custody and Security Procedures". We do not currently have a SOC Type 2 audit in place but are in full compliance with Federal Information Security Management Act (FISMA) requirements and Our facilities are configured to meet all of the secure infrastructure requirements, including NIST 800-53 security controls. Will the Government allow for FISMA/NIST standards in place of a SOC Type 2 audit? Safe Harbor compliance does not apply. Must have Service Organization Controls (SOC) SOC 2 Type 2 audit.

Email #7:

1. Page 31 of the RFP states questions are due no later than Wednesday July 11. This is only 5 working days from proposal submission and we believe there is the potential of a large volume of questions you will receive from bidders. Would you consider extending the proposal due date by 2 weeks to accommodate the necessary time to revise our proposals based on the answers provided?

2. Are there certain requirements for the types of samples you would like bidders to provide in the proposal? No.

3. Are there a minimum/maximum number of past performance references allowed? There is no required minimum/maximum specified in the solicitation.

4. Under Imaging Grade, it states that Document Preparation is expected to be medium prep, as defined in the Imaging Grade Addendum. Please clarify that “medium prep” is synonymous with “Grade C – Medium Intervention” as defined in the Imaging Grade Addendum. Yes it is synonymous.

5. With regard to the Microfiche and Microfilm, how are File and Document breaks identified? By Header Card.

6. With regard to oversize materials > 11” x 17”, what is the maximum size of these documents? And what percentage of materials are > 11”x17”? Maximum 11”x17”. Minimal percentage larger than 8”x11”.

7. What percentage of materials are color? Minimal. Possible occasional Photo.

8. What percentage of materials contain Post-It notes? Minimal.

9. Approximately how many boxes will be available in each batch for pickup? Determined by award amount.

10. Please clarify what level of QC is required for the line items for Microfilm Conversion and Microfiche Conversion? Standard QC.

11. With regard to the Microfilm and Microfiche conversion, the pricing table on page 8 reflects 300 dpi required but the table on page 4 references 200 dpi. Please confirm the dpi requirement for Microfilm and Microfiche. 300 dpi only.

12. The Pricing Table on page 8 includes a line item for “DVD Disks”. There does not appear to be a corresponding pricing item on the SF1449. Please advise where offeror should reflect pricing for DVD Disks.

13. Will the Quantities in the Pricing Table on page 8 be utilized for Price Evaluation purposes? If not, how will Price be evaluated?

14. Are the Document Indexing requirements outlined on page 8 applicable to the Microfilm and Microfiche materials? If not, please provide the Document Indexing Requirements for the Microfiche and Microfilm? Yes.

15. This section states: “The Contractor must be Safe Harbor compliant and be able to provide a current Service Organization Controls (SOC) Type 2 Audit for Chain of Custody and Security Procedures”. We do not currently have a SOC Type 2 audit in place but are in full compliance with Federal Information Security Management Act (FISMA) requirements and our facilities are configured to meet all of the secure infrastructure requirements, including NIST 800-53 security controls. Will the Government allow for FISMA/NIST standards in place of a SOC Type 2 audit? Safe Harbor compliance does not apply. Must have Service Organization Controls (SOC) SOC 2 Type 2 audit.

16. Please clarify that it is expected that all work will be performed at contractor facility? Or would you consider the digitization be done on-site with the contractor bringing the necessary cleared personnel and equipment to perform the work? On-Site is acceptable with properly cleared personnel.

17. Please clarify the level of security clearance, if any, which is required to perform this work? Is any work considered classified? FOUO only.

18. Please confirm that hourly/labor reporting is only required for the Project Management position, which is based on hourly rates? The balance are service based offerings and would not apply to labor tracking? See solicitation amendment for Wage Labor Rates.

19. To streamline process and save transportation costs, is it possible to schedule quarterly pickups of material versus monthly? Yes.