QA 07212020.docx
DOCX document 39 KB Posted
- Solicitation number
- W912L820Q0021
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| File | Type | Posted |
|---|---|---|
| QA 07282020.docx | DOCX document | |
| QA 07202020.docx | DOCX document | |
| QA 07152020.docx | DOCX document | |
| Amendment07142020.pdf | ||
| QA 07142020.docx | DOCX document | |
| QA 20200709.docx | DOCX document | |
| QA 20200626.docx | DOCX document | |
| Amendment.pdf | ||
| Solicitation final.pdf | ||
| Digitization QASP.DOCX | DOCX document |
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Text version
Updated as of 4/23/19
Solicitation W912L8-20-Q-0021
WVARNG PERMANENT RECORDS DIGITIZATION INITIATIVE
Questions and Answers
| RFI # |
| Date |
| Question |
| Answer |
| 1 |
| 06/19/20 |
I see a Secret FCL is required. Will the agency sponsor the FCL? We are capable of getting the FCL, but will need a sponsor.
Paragraph 4.2 was taken out on 07/14/2020
| 2 |
| 06/22/20 |
| The date for questions listed in this solicitation has already passed. |
An amendment has been accomplished to change date, please go to https://beta.sam.gov/ - 27 Jul 20 COB
| 3 |
| 06/24/20 |
Page 24: 1.4.1 Quality Control Plan is to be developed within 30 business days of contract award but is to be provided NLT 20 business days following award. Should this be developed within 20 business days and delivered within 30 business days?
Quality Control Plan is to be developed within 20 business days and delivered within 30 business days.
| 4 |
| 06/24/20 |
The government has provided a specific ceiling of $2,804,513.64. Was this number internally derived or did you get a quote from a third party?
Independent Government estimate and a couple of unofficial estimates used by businesses that are not HUBZone small business
| 5 |
| 06/24/20 |
If from a third party are they eligible to bid on this?
Independent Government estimate and a couple of unofficial estimates used by businesses that are not HUBZone small business
| 6 |
| 06/24/20 |
| Page 46 includes 52.222-17 Non-displacement of Qualified Workers. Please confirm this is not relevant to this solicitation. |
No not relevant, it is a new requirement
| 7 |
| 06/24/20 |
| Page 52 includes 52.219-4 Notice of Price Evaluation Preference for HUBZone small Business Concerns. As this is a HUBZone set-aside, please confirm this is not relevant for this solicitation. |
You are correct it is not relevant for this solicitation
| 8 |
| 06/24/20 |
| Page 3 states basis of award includes technical/management and past performance. Additionally the quote should be no more than 10 pages. Please confirm: |
A. Quotes should be submitted in two volumes – Technical and Business
B. The 10 page limit applies to the Technical Volume and not the Business Volume
C. Quotes may be submitted in PDF
D. Should pricing be submitted on the Pricing Sheet (page 3) or on the SF1449 Continuation Sheets (starting page 27)
A. Technical and Business combined 10 pages or less
B. Technical and Business combined 10 pages or less
C. Yes
D. Pricing sheet page 3
| 9 |
| 06/24/20 |
| Are the microfilm/fiche already boxed? |
Yes
| 10 |
| 06/24/20 |
| If so are the boxes on pallets? |
No
| 11 |
| 06/24/20 |
| Are the boxes numbered? |
No, contractor will number
| 12 |
| 06/24/20 |
| Is there a manifest or does the contractor need to create the manifest? |
Contractor will create the manifest.
| 13 |
| 06/24/20 |
| If the contractor needs to palletize, is there sufficient room to palletize and shrink wrap |
yes
| 14 |
| 06/24/20 |
| Is the contractor supposed to return the hard copy documents or shred them? |
Return
| 15 |
| 06/24/20 |
| Instead of returning the hard drives of the scanning equipment, will the Government accept certification that the contractor used electronic shredding software to purge the drives? Alternately, confirm that the government requires any external hard drives that are used for the contract to be returned rather than the equipment’s physical hard drive which will not contain government data. |
Hard drives containing any Government data need returned to the Government
| 16 |
| 06/24/20 |
| 5.1.3.1 – Personnel file indexing – this file layout differs from the naming convention of the PDF files in 5.1.10, which is the correct file layout? |
Use 5.1.3.1
| 17 |
| 06/24/20 |
| Is there a database with these index fields that can be given to the selected contractor? If so, what fields are in that database? |
No.
| 18 |
| 06/24/20 |
| Pricing – How is the contractor supposed to price the options years since the base year contains all of the work to be completed? |
Government will decide what funding they have available for base year and each option and cut task orders accordingly, which is why we set it up as an IDIQ
| 19 |
| 06/24/20 |
Clarifying image resolution – scan microfiche/microfilm at 400 dpi bitonal (black and white) and NOT grayscale?
Scan to grayscale
| 20 |
| 06/24/20 |
| Do you need bitonal or grayscale images? |
grayscale
| 21 |
| 06/24/20 |
| Are there any legibility issues with the source microfilm/microfiche such as carbon copies, over exposed pages, and/or handwriting? |
Yes, legibility varies
| 22 |
| 06/24/20 |
Are any of the source documents on the microfilm or microfiche larger than 11x17?
No
| 23 |
| 06/24/20 |
| Is the “image size for size” required for microfilm and microfiche or just for paper? |
Yes
| 24 |
| 06/24/20 |
| Are any of the pages filmed on a larger white backing board or is border always black? |
Unknown
| 25 |
| 06/24/20 |
| Confirming that documents are classified to secret level and that level of personnel clearance is required for this contract? (Generally this clearance level is not needed for personnel files.) |
Paragraph 4.2 of PWS was taken out on 07/14/2020
| 26 |
| 06/24/20 |
| Is microfilm simplex or duplex? |
Simplex
| 27 |
| 06/24/20 |
| Is microfilm blipped? |
| No, unknown |
| 28 |
| 06/24/20 |
| What is the average number of pages per record? |
| We estimated one page equaled one record |
| 29 |
| 06/24/20 |
| What information is on the microfilm box label? |
Service member’s name
| 30 |
| 06/24/20 |
| Does the microfilm have at least 12 inches of leader and trailer? |
| Yes |
| 31 |
| 06/24/20 |
| Is this 16mm jacketed microfiche? |
Yes
| 32 |
| 06/24/20 |
| Is it always only one person’s record per fiche? Is one fiche card all for one soldier? |
| Yes |
| 33 |
| 06/24/20 |
| Can one soldier span multiple fiche cards? |
Yes
| 34 |
| 06/24/20 |
| What is the average number of frames per fiche? |
Varies
| 35 |
| 06/24/20 |
| Is the index/file name information always found in the fiche header? |
Unknown
| 36 |
| 06/24/20 |
| Can you provide a photocopy of a microfiche card with the title block? |
No because each title block is different
| 37 |
| 06/24/20 |
| Are the microfiche in sleeves? If yes, how many cards per sleeve? |
| No |
| 38 |
| 06/24/20 |
| What information is on the title block of the microfiche? |
| It differs by microfiche |
| 39 |
| 07/08/20 |
| The PWS 4.2 states that a Secret FCL is required, but an almost identical bid/notice (#WP12PQ19Q0008) from NY ARNG did not require a Secret FCL. This requirement seems to be the only difference between the two notices. Only allowing HUBZone companies that currently have a Secret FCL at the award of the contract and additional stating that WV ARNG will not sponsor them seems to limit the bid pool to a single company. Will WV ARNG reconsider modifying this requirement to allow for more HUBZone bidders to have an opportunity? |
| Paragraph 4.2 was taken out on 07/14/2020 |
| 40 |
| 07/08/20 |
| Would it be possible to schedule a time to review the records as a part of the solicitation? The ability to see the documents in person and review the documents can help to remove any vendor concern and help you to get the lowest possible price. |
contact Brandon Hodge @ 304-561-6714
| 41 |
| 07/08/20 |
| Please confirm that PWS section 1.4.6.3 requires the bidder to be Safe Harbor compliant and also must include a recent SOC 2, Type 2 audit report with the bid response. |
| Now not required |
| 42 |
| 07/14 |
| Paragraph 4.2 facility security clearance requirement |
| Now not required |
| 43 |
| 07/14 |
| Extending due date |
| Extended to 1 Aug 20, 3 PM EST |
| 44 |
| 07/14 |
| Question extension |
| 27 Jul 20 COB |
| 45 |
| 07/20 |
| 1) In the Q&A document, you indicate that -- on the microfilm -- every image is assumed to be a record. That would mean a massive amount of indexing to capture all the required fields per-image. Please clarify if that was indeed what's on the film. |
2) On the materials, are these good assumptions to use?:
- 10 files per box of paper; 50% duplex capture from the paper; 5% wide-format documents (up to 24"x36") in the paper files
- Average of 98 images per sheet of fiche; average of 2,740 images per roll of film (or, expressed another way, 215' reels @ 24x reduction, simplex)
- 1 jacket of 3 radiographs/xrays in each paper file that need scanning at 400dpi grayscale also?
3) For indexing values, do some need double-pass keying for >97% accuracy, e.g. SSN, or are all fields to be double-pass keyed to achieve 99%+ accuracy?
The best answer is for the contractor to send someone out for a site visit but here is my best attempt at his questions.
1. To our best estimation the microfilm is primarily, if not all, records.
2. Our count has an average of 2225 files per box. Each file being one page, 50% duplex capture from the paper; 5% wide-format documents (up to 24"x36") in the paper files.
- Average of 98 images per sheet of fiche; average of 2,740 images per roll of film? Yes
- 1 jacket of 3 radiographs/xrays in each paper file that need scanning at 400dpi grayscale also? Yes
3. All fields 100%+ accuracy
| 46 |
| 07/21 |
| 1. Are the records on the roll film sorted by service record? |
2. Are the roll film records contiguous or will service records from multiple rolls need to be merged?
3. Scanning film at 400 DPI requires almost double the storage of 300 DPI. Can the film be scanned at 300 DPI if image quality is maintained as good as the original to conserve space and processing time?
4. How many images are usually in one row/strip of a microfiche when full (Letter size count is fine)?
5. What reduction ratio was used to produce the roll film?
6. How many images are on a roll of film (to nearest thousand)?
7. How many service records are usually on a roll of film?
8. What is the approximate smallest record page count?
9. What is the approximate largest record page count?
1. Most are sorted by name and some by SSN
2. They'll likely need to be merged
3. NARA requires 400dpi, in the PWS
4. 14 per row, 7 rows per card
5. Unknown
6. Unknown, varies
7. Unknown, varies
8. 1
9. Unknown
| 47 |
| 07/21 |
| For the 400dpi x-rays, please confirm these are needed for file-reference scans only, e.g. not DICOM diagnostic scans. |
| Yes, file reference scans only. |
| 48 |
| 07/21 |
| To confirm -- 2,225 files per box, each file is 1 page and also has 1 jacket of 3 x-rays each? Based on our understanding, that seems larger than could fit in a 1 cubic foot box. Are these numbers correct? |
| Each box varies but the average is 2225 files, each file being one page. X-rays per box vary, as well. Not all files are jacketed, it varies too. |
File details come from the government source that posted it. Updated .