Q&A_MICROFILM_CONVERSION_TO_DIGITAL_SOLICITATION_W912P418T0036.pdf

MICROFILM CONVERSION TO DIGITAL SOLICITATION W912P418T0036

QUESTIONS AND ANSWERS

23 AUG 2018

*1. Can the microfilm reels be shipped to vendor location?

*2. If so, can vendor location be outside the state of New York?

*3. Please specify the following:

* Required Scan resolution-Not Sure

* Preferred File format-

* Please provide indexing format-

*4. We would like to propose that instead of requesting converted files be provided on DVDs, the files may be provided on a HDD WORM drive. Once finalized, these files cannot be hacked, modified or deleted. This solution is more convenient for searching for files and provides better data access speed.

The WORM drive can be provided as a raw drive or as a USB compatible file system. The solution can scale to be a data center storage system. Files need to be returned on DVD or external hard drive since they are moved to another space.

*5. What are the security requirements for accessing the Federal facility? Have you considered a vendor

*6. Please provide specific information to the Media - (for example what is the millimeter of the images to be scanned)?

*7. Is there an incumbent contractor that performs scanning currently? YES, Contract is due to expire.

*8. Is there an existing, preferred vendor content management system or document management system in place? N0

*9. We would like to confirm that this is for Lowest Price Technically Acceptable award criteria. LOWEST PRICE. Technical information is in the write-up of the solicitation.

*10. Would the Government consider a secure cloud solution? NO

*11. There is an initial request consisting of 250 rolls followed by 3 optional line items that appear to be for 250 rolls each. Is it correct that the total potential is 1,000 rolls? Yes

*12. Is the film contained in cartridges (3M, Kodak etc.) or on open spools? Cartridges

*13. Are the rolls 100 foot lengths or 215 foot lengths? Not sure, varies

*14) The specification states “searchable by frame.” Is the preferred digital format PDF?

*15. Are the images to be processed for Optical Character Recognition (OCR)?

with TS Facility Clearance? Not sure

*16. Are the images to be in groups by roll? For example, a multi-page PDF containing all the images from a single roll.

*17. Are there any additional indexing requirements?

Frame # needs to correspond to page # on the PDF.

*18. Whether companies from Outside USA can apply for this (like, from India or Canada) No

*19. Whether we need to come over there for meetings? No

*20. Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada) No

*21. Can we submit the proposals via email? Yes

Film Conversion Questions:

1. 16mm or 35mm? 16mm

2. Length of film? 100’ or 215’ - Varies

3. Approximately how many images on each roll? Varies – Not known

4. Reduction Ratio? Not known

5. Film format? Similar to which one below? First one, single page

22. *Will the original silver negative film be scanned, or is it a diazo duplicate? Not known.

23. *Questions regarding final deliverable

a. Tiff or PDF? PDF

b. Single page or multi-page? Single page, frame # needs to correspond to page #.

c. If multi-page, how are logical documents determined? N/A

d. Is image border erasure required? The frame number which appears on each image needs to be captured.

e. Is image de-skewing required? Not known.

f. Is image de-speckling required? Not known.

24. *Indexing/File Naming:

a. What is the required file-naming structure for the image? As it appears on the label of the roll.

b. Is there any other indexing required, other than file naming? No

25. *Can any of the processing be done off-shore?

a. Image Framing? No

b. Image QA? No

c. Indexing? No

26. *Can the Army please confirm where the vendor’s services are required to be performed (e.g.

vendor’s facility)? Vendor facility will suffice.

27. *Will the Army be responsible for packaging and shipping the rolls of microfilm to the vendor?

The Buffalo District will ship the rolls to the vendor but the vendor is responsible for shipping the rolls back.

28. *[SOW #1] There are 2000 rolls of microfilm with an average number of 2000 frames per roll.

Can the Army please confirm that this equates to approximately 4,000,000 images total (one image per frame)? The frame count on each roll varies.

29. *[SOW #6] Can the Army please detail:

a. What information will the naming convention of each digitized cartridge be based upon? The naming convention will be based on the label of the roll (e.g. Roll#1037_Permits_MAR 1998_

B&W. PDF)

b. How is the vendor to determine the information used in this naming convention? As it appears on each roll.

c. Are there any requirements for capturing metadata or indexing information from the resulting images? Frame numbers as displayed on the image should be visible on the PDF.

30. *What are the indexing requirements? - Please clarify your question.

31. *Are the rolls to be indexed at the roll level or image level? - Image level

32. *Are the rolls 16mm or 35mm? 16mm

33. *Transportation expectations, the solicitation shows the delivery information. Will the rolls be shipped to the selected vendor or does the selected vendor pick them up? The Buffalo District will ship the rolls to the vendor, the vendor is responsible for shipping the rolls back (expense of vendor).

34. Is there a current document in use with an index of the microfilm cartridges, frames and page images? No

35. Are the frames on the microfilm numbered sequentially? Yes

36. Are the page numbers on the microfilm located in the same area of each frame? Yes, typically

37. Does the customer have a naming convention already on the document/film we are required to use, or is the naming convention something the vendor will manually generate? The naming convention for the file will be the same as the label on the cartridge.

38. If a document naming convention already exists, can a sample naming convention be provided in an amendment to the RFQ? This will help us confirm the number of index points to determine the level of effort. Sample naming convention of PDF: ROLL#1037_PERMITS_MAR 1998_Black and White.pdf

39. What is the name of the current contractor performing these service or is this a new opportunity? Current contract will be expiring. This will be a new opportunity.

40. If a recompete, what was the award amount for the last contract for this service? The current contract will be expiring. This will be a new opportunity.

41. RFQ page-28, section (2) states the Contractor shall make available at its offices at all reasonable times the records, materials, and other evidence for examination, audit, or reproduction, until 3 years after final payment under this contract. In addition to RFQ Scope of Work, Number (2), A site visit with overview of vendor services and demonstration of vendor capabilities is requested. Other than the kickoff meeting, pick-up and or delivery of physical microfilm cartridges, can all other work be performed at contractor’s facility? Yes

42. If work is performed at contractor’s facility, can transporting of the 2000 rolls of Microfilm cartridges be performed using a certified mail carrier (UPS/FedEx)? Yes, the number of rolls remaining is 1000

43. Will contractor’s representative have to schedule visits to the Buffalo District Regulatory

Branch to pick-up and deliver the 2000 rolls of Microfilm cartridges? The Buffalo District will ship the rolls to the vendor, the vendor is responsible for shipping the rolls back to Buffalo (expense of vendor).

44. Are the 2000 rolls of Microfilm, all on film or will some images be on microfiche? Microfilm only, 1000 rolls.

45. Are the 2000 rolls of Microfilm cartridges an M-Type cartridge (square plastic cartridge housing the film)? Again, total amount is 1000. If not M-Type, what type of cartridge? All M-type.

46. Are the 2000 rolls of Microfilm on 16mm or 35 mm (width) microfilm? If not 16mm or 35 mm, what width film? 16mm, 1000 rolls.

47. In regards to RFQ Scope of Work, Number (10), What was the total size or estimated size of the last 2000 rolls of Microfilm digitized files, or last project of same scope? Last 1000 rolls remain.

48. In regards to RFQ Scope of Work, Number (10), is the Buffalo District Regulatory Branch opento a secure cloud data delivery method on a FedRAMP approved FTP server to retrievedigitized files for various reporting features of digitized file history, viewing, archiving,download, or mark for destruction, after conversion from Microfilm? No, thank you..

49. Can I use a subcontractor? Prefer no sub contractors.

50. How would pick up and delivery, for the job work? The Buffalo District will ship the cartridges to the vendor and the vendor is responsible for returning the reels to Buffalo (expense of

51. Do you want all the Conversion Work to DVD or CD and how many of each? PDF's need to be delivered on an external Hard drive ( Corps approved device).

52. Does it matter if it is OCR or PDF? Non OCR PDF is sufficient.

53. Indexing the same heading as the Microfilm? What does that mean? Please clarify.

54. Will the micro film reels be delivered by the US Army Engineer District office to the contractor location, or, will the contractor pick up the reels at the Buffalo facility? We will ship the reels to the contractor location but the contractor is responsible for returning the reels (expense of