QA 07282020.docx

Updated as of 7/28/2020

Solicitation W912L8-20-Q-0021

WVARNG PERMANENT RECORDS DIGITIZATION INITIATIVE

Questions and Answers

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

An amendment has been accomplished to change date, please go to https://beta.sam.gov/ - 27 Jul 20 COB

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.

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

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

No not relevant, it is a new requirement

You are correct it is not relevant for this solicitation

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

Yes

No

No, contractor will number

Contractor will create the manifest.

yes

Return

Hard drives containing any Government data need returned to the Government

Use 5.1.3.1

No.

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

Clarifying image resolution – scan microfiche/microfilm at 400 dpi bitonal (black and white) and NOT grayscale?

Scan to grayscale

grayscale

Yes, legibility varies

Are any of the source documents on the microfilm or microfiche larger than 11x17?

No

Yes

Unknown

Paragraph 4.2 of PWS was taken out on 07/14/2020

Simplex

Service member’s name

Yes

Yes

Varies

Unknown

No because each title block is different

contact Brandon Hodge @ 304-561-6714

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

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

Isn't a question but more of a statement.

Yes all that you are submitting

a. Section 1.0 General (All parts)

b. Section 4.0 Contractor Furnished Property (All parts)

c. Section 5.0 Requirements (All parts)

d. Technical Exhibits (et.al)

e. Pricing Sheet (page 3, found w/ Amendment 001 published 22-Jun-2020)

f. Signed Acknowledgment(s) of Amendments (Addendum(s)) (0001 & 0002)

Yes all that you are submitting, but keep pricing sheet separate

Film Rolls 2735 Images per roll 1,348 total rolls 3,686,780 total images.

Total Images 17,886

There are no documents over 11x17

Microfiche: 1,653,456

The documents are in good condition. There are no water damaged documents that we are aware of. The only documents that would be fragile are older documents which constitute a small percentage of the total documents. The age ranges from the 1920’s to present.

Roughly 10 percent or less are Onion Skin 10

Both are mixed.

Yes they would need to be indexed with as much of the mentioned information as possible.

1.4.5.4.3 Mark and safeguard files, output products, and storage media per classification level and disseminate them only to individuals authorized to receive them with a valid need to know.

1.4.5.5 Protection of Personally Identifiable Information (PII). The contractor shall protect all PII encountered in the performance of services in accordance with Defense Federal Acquisition Regulation Supplement (DFARS) 224.103 Personally Identifiable Information and Department of Defense Directive (DoDD) 5400.11, Department of Defense Privacy Program, and DoD 5400.11-R. If a PII breach results from the contractor’s violation of the aforementioned policies, the contractor shall bear all notification costs, call-center support costs, and credit monitoring service costs for all individuals whose PII has been compromised.

Drug standard test- controlled legal substance

Yes PII involved