99 -- 99 -- DOCUMENTATION DIGITIZATION TO PDF FORMAT ON CD-ROM DISCS

Notice Date

November 28, 2001

Contracting Office

Other Defense Agencies, U.S. Special Operations Command, Technical Applications Contracting Office (TAKO), ATTN: AMSAM-AR-Z-A-K Lee Boulevard, Building 401, Fort Eustis, VA, 23604-5577

ZIP Code

23604-5577

Solicitation Number

USZA95-02-T-0005

Response Due

December 14, 2001

Point of Contact

Shirley Powell, Contract Specialist, Phone 757-878-5223 xt 248, Fax 757-878-4199, Email spowell@tapo.eustis.army.mil

Description

Amendment 1: The purpose of this amendment is to provide additional information to all interested bidders. The following information contains frequently asked questions and answers that may assist bidders in calculating a quote.DOCUMENT INFO Are the documents classified? If so, at what level? What security clearance is required for vendor personnel? The documents are not classified. No security clearance is required. How are the documents bound? Are they stapled, for example? Do they have to be re-stapled after conversion? Some documents are loose. The majority are bound in a variety of ways: paper clip, staple, binder clip, Ecco clip, or string. All documents are to be returned to original folder and original box. Rebinding is not necessary. What is the nature of the source paper? Typical modern office paper? Onion skin? Fragile? Carbon copy tissue? All documents are on modern office paper and are in good shape. What is the percentage of color? What is the percentage of double-sided? We estimate 10% color and 10% double-sided. What is the maximum size? Can larger drawings be split? There are some drawings larger than 11x17. The larger drawings, such as 11x44, can be split into separate pages, if necessary. What is the average number of pages per document? What constitutes a document for indexing purposes? The average document is approximately 300 pages. A document is identified by a report number and all associated papers in the same folder or binding. How are documents identified? For indexing purposes, will all of the fields to be indexed be found on one page, such as the first page, of a document? Please describe. All documents have a report number, located on the cover, title page or on the folder label. What is the total amount of documents in the Approximate 55 boxes (+/- 10" x 11" x 15") of hard copy files, folders, studies, etc. to be digitized? Please define which measurements are height, width and depth of the approximate 55 boxes (+/- 10" x 11" x 15") of hard copy files, folders, studies, etc. to be digitized?. What is the total weight of the Approximately 55 boxes (+/- 10" x 11" x 15") of hard copy files, folders, studies, etc. to be digitized? There are presently 30-35 boxes of documents (labeled MELB). The remainder of documents that still need to be boxed are filed in two five-shelved, four foot wide lateral file cabinets (labeled TAPO). The total page count is unknown. The boxes are 10?H x 12?W x 15?D. The total weight is unknown. DOCUMENT TRANSPORT/DISPOSITION Is there a requirement that scanning of the documents take place at Ft. Eustis, or may the documents be shipped to the vendor's facility? Will the agency ship the documents to the contractor site? If the vendor pays, then should the charge for the shipping be incorporated in the vendor's unit processing quote, or should it be a separate line item? We prefer to have the boxes transported to the vendor?s facility, as we do not have sufficient space at Ft. Eustis to perform the task. Include shipping as part of the proposal. Are the Approximate 55 boxes (+/- 10" x 11" x 15") composed of cardboard, or some other material, and can they be shipped via Fedex or UPS? The boxes are cardboard and could be shipped commercially if sealed and labeled correctly. After scanning, would the documents be destroyed or returned? We want all documents returned in their original box and folder. Will the files be shipped at one time or in batches? Is there a deadline by which the work must be completed? The files should be processed in batches. There is not a specific deadline for total completion of the job. SCAN & FILE INFO What digital imaging resolution is required? 200 dpi? 300 dpi? 200 dpi What form of image do you require for those pages containing photographs -- bitonal or grayscale? Are color photographs required to be scanned in color? All documents, including photographs, should be scanned as close to the original as possible. Photographs should be scanned in grayscale if black and white and color if color. Should the documents be optimized or cleaned up? No. The documents should be scanned as-is. What file-naming scheme is to be used for the PDF files? File name format is TBD and will be decided with the contractor. What form of PDF is required for output? Image only? Image over hidden text? Normal? Image only, no OCR. What are the index fields? What is the length of the indexing fields? The index fields are as follows: Report Title Report Number Report Revision Level Report Date Vendor Aircraft Box # What is the length of the indexing fields? Index fields should be 60 characters maximum. What is the preferred index method? Do you want to use a pdf index? We do not want a pdf index. We would like a standalone index using a Microsoft Office spreadsheet or database that we can update in the future. What is the preferred delivery method? The delivery media should be CD-ROM or DVD, two copies of any delivery (as one batch is completed, delivery of that batch is expected). The MELB files should be on separate media from the TAPO files. CONTRACTUAL/PRICING Are you seeking a unit rate (i.e., $x.xx per page), an hourly rate with an estimated total number of hours, or a single quote for the whole job? We are looking for a single quote for the entire job, including shipping). Will it be possible for the vendor to invoice and be paid monthly based on completed batches? It is not customary to provide progress payments for this type of effort; however, if the effort is paid by credit card, monthly payments may be considered upon delivery of a product (batch per batch). What are the criteria for acceptance of deliverables? Deliverables are acceptable if end product meets the requirements contracted for. A completed Form DD250 will be completed by the contractor upon delivery of the end product.

Web Link

Visit this URL for the latest information about this (http://www.eps.gov/spg/ODA/USSOCOM/FortEustisVA/USZA95-02-T-0005/listing.html)

Record

Loren Data Corp. 20011130/99SOL001.HTM (D-332 SN513903)