MODIFICATION
99 -- Scanning and Indexing Land Title Files
- Notice Date
- 4/15/2005
- Notice Type
- Modification
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of Agriculture, Forest Service, R-8 Southern Region, 1720 Peachtree Rd. NW Suite 876 South Regional Office, Atlanta, GA, 30309
- ZIP Code
- 30309
- Solicitation Number
- SAZ-RO-05-04
- Response Due
- 5/9/2005
- Archive Date
- 5/24/2005
- Small Business Set-Aside
- Total Small Business
- Description
- Pre-quote Meeting Notes for Solicitation No: SAZ-RO-05-04 A pre-quote meeting for Solicitation Number SAZ-RO-05-04 Scanning and Indexing Land Tile Files was on April 1, 2005 at 11:00 am EST. The meeting was located at the USDA Forest Service, 1720 Peachtree Road, Room 162Atlanta, GA 30309. The following vendors participate in the meeting: 1. Kay Matthews, Contracting Officer 2. Tracey Akins, Technical Representative/Contracting Officer Representative (COR) 3. Jewell Smokes, Aristotle Digital Archiving, Lithonia, GA 4. Gina Wainwright, Integrated Document Solutions, Macon, GA 5. Linda Manis, Integrated Document Solutions, Marietta, GA 6. Terry Borovitcky, Layton Graphics, Marietta, GA 7. Martin Smith, BMI of Atlanta, Atlanta, GA 8. Lantz Balthazar, ISPA, Inc., Atlanta, GA 9. Eldine Stevens, Environmental GEO-Resources, Wagner, OK 10. Rose Ann Burgmeier, Digital Pathways Ltd., Bettendorf, Iowa 11. Michael McAvoy, Image API, Tallahassee, FL 12. Ian Rufe, S& K Technologies, St. Ignatius, MT 13. Elizabeth Brooks, Jada LLC., Memphis, TN 14. Jack Levin, DocuMetrics, Inc., Rockville, MD 15. Ken Lewis, Cadence Group Associates, Atlanta, GA 16. Chuck Agrusa, JMS and Associates, Farmington Hills, MI 17. Jerry Sherman, JHM Research and Development, Silver Spring, MD 18. Rob Puttman, Micrographic Sciences, Inc. (Did not give location) 19. Phil Davis, Blue Designs, LLC. (Did not give location) 20. Dwayne Bracey, Bracey Analytics Inc.(Did not give location) 21. Duane Fousie, Docucon Imaging Services Inc., San Antonio, TX The meeting was lead by Kay Matthews, Contracting Officer. At the meeting, the Kay Matthews, Contracting Officer and Tracey Adkins, Technical Representative responded to several questions from vendors regarding the requirements of the solicitation. This is the final response to all questions submitted for solicitation number SAZ-RO-05-04, Scanning and Indexing Land Title Files. General Questions: Q. Will scanning be performed at the government?s facility or are the documents able to be shipped to a vendor location? A. The documents will be shipped to the vendor location for scanning. Q. Can we arrange a visit to view the land title files? A. A viewing of the original land title files will take place on April 26, 2005 at the following location: USDA Forest Service 1720 Peachtree Road, NW ? Suite 792-S Atlanta, GA 30309 Time: 10:00 am to 12:00pm EST. Q. Does each case need to be on it?s own CD? A. No. Put as many files on a single CD as possible for each workorder. Q. Will there be a need for Forest Service employees to access the documents while they are being scanned? A. No. Q. Can files be delivered on DVD? A. No, CD only. Q. Where are the records currently kept? A. Currently the documents are located in a field office in Hot Springs, Arkansas. The files will be mailed to the Atlanta office for preparation of files and mailed to the contractor from the Atlanta office. Q. Will the contractor be paid in one lump sum? A. No. Payment will be made on acceptance of each work order. Q. Will the contractor return all government owned materials at the end of the contract or periodically? A. The items will be returned after that specific work order has been accepted. Q. Does the contractor have to be a registered company in Georgia? A. No. Q. Will there be a requirement to deliver in tif format as well as PDF? A. No. PDF is the only required file format for final delivery. Q. What material are the land title files currently on? A. A combination of paper types, include bond, onion skin, tissue-like, and a small percentage on mylar. Q. Are documents located inside folders? A. Yes, each title file has it?s own folder. Q. Do employees performing the scanning work need to have security clearance? A. No. Q. Are title files bound volumes? If so, can they be cut? A. Title files are not bound. Q. What is the expected turn around time for each work order? A. We will expect a turn around time of one month and we will have 21 days to accept or reject the task. Q. Can the documents be scanned at the vendor?s site? A. Yes. Q. Will the documents be mailed from the Arkansas office or the Atlanta office? A. Documents will be mailed from the Atlanta office and returned to the Atlanta office. Q. Who will be pay for shipping? A. The government will pay for the shipping to the vendor?s site; the vendor will be responsible for shipping files back to the Atlanta office. The vendor will be required to use a service that can track the delivery from their office to the Atlanta office i.e., FedEx, UPS, etc. Q. How many boxes/documents will be ship per workorder? A. No more than three (3) boxes per work order. Each box will have at least 50 title files and each title file has approximately 75 documents, so you can expect approximately 11,250 documents per workorder. On rare occasions, there may be times when there are less than 50 tile files per box. Q. Do you currently have a similar contract in place? Who is the contractor? What was the amount that contract? A. Yes. We awarded a contract for developing a website to Micro Media Imaging System. A very small portion of the work required scanning land title files. The contract price is $1000 for scanning 75 -100 land title files, $190.00 for converting scanned images into .PDF document and $500 for creating up to 10 bookmarks with the PDF document. Q. Are we correct in assuming you will anticipate receiving approximately 3,000 PDF files? A. Yes. Q. Do you want a CD of the all the files at the end of the contract? A. A CD will be required as a part of each workorder and another set of CD?s (all title files compiled) at the end of the project. Q. Do the CD?s need to be labeled? A. Yes. For example: Ouachita NF ? Title Files Work Order # 1 of 1 (if needed) Q. Do the CD?s need to be in jewel cases? A. No. A CD sleeve or envelope will be sufficient. Scanning Process Questions: Q. Are all documents scanned in black and white? A. All text documents are scanned in black and white, if maps are in color, they will be scanned in color. Q. How does the contractor determine which of the 10 bookmarks will be needed for each case file? A. We will place the necessary bookmarks in the case files. Q. Should each PDF file produced be the entire case file, or does each document need it?s own PDF? A. The entire case should have one PDF file. Q. Do the documents need to be re-assembled after the scanning process? A. Yes, the documents should be in the same order as they were received by the contractor. Q. Are the maps sepia, velum, mylar, or some other material? A. The material varies, most are paper and a small percentage are be on mylar. Q. Do the PDF files need to be searchable, or scanned as OCR? A. No, image only. Q. Will the PDF files need to be encrypted? A. No. Q. Do you expect blank pages within the files? A. No. Q. Will the documents require any preparation prior to being scanned (removing staples, paperclips, unfolding, etc.)? A. Staples, rubberbands, and paper clips will be removed. Some (approx. 10%) documents are folded in order to fit in the file. Q. What sizes are the large maps? A. For this project, the largest map size will be approx. 18? X 24?. Q. How many of the documents are the 18? X 24? variety? A. It?s difficult to determine without having prepared the files yet, I would say approximately 2%. Q. In what condition are the documents? A. Some of the documents are very old, they are of the onion skin and tissue paper variety. It?s difficult to determine a percentage of the documents that fall into this category because we have not processed the documents through our Atlanta office yet. Q. Will we be required to scan documents that are torn or ripped? A. No. In preparing the files for the vendor, we will make a copy of those torn pages and send the vendor the copy. Q. Will the ten bookmark categories be the same for each file? A. The categories will always be the same, however not all files will contain all 10 bookmarks. Q. What naming convention should be used for the scanned files? A. The indexing database will contain a field called file name that will be used as the file name for the final PDF file. Q. How many documents are in color? A. Approximately 2% of the documents are in color and those should be scanned as a color document. Q. How many documents are double-sided? A. Approximately 1% of the documents are double-sided. Q. How will the vendor know where the bookmarks are located in the files? A. The title file folder will contain colored pages that indicate where the bookmarks are to be located. We do not want these bookmark pages to be in the final PDF document. Q. What version of Adobe Acrobat should be used? A. Adobe Acrobat 7.0. Indexing Database Questions: Q. The index fields to be entered into the MS Access database, are they variable and will require manual data entry for each record? A. The fields are: Date field ? this should could be done at the end of the scanning day for all affected records Format ? this field will always be PDF Format creation ? brief description of how the contractor created the PDF file, this will be the same for all records File size ? PDF file size, this will vary with each record Q. What format will the indexing database come in? A. Microsoft Access. Q. Will the indexing database be provided by the government? A. Yes Q. Will the indexing database be populated? A. Yes, except for 4 fields that the vendor will be responsible for populating. Those four fields are: Digital_date ? date the file was scanned Format_file_type ? PDF Format_file_size ? size of the final PDF document Format_creation ? brief description of how the vendor accomplished the task Q. Will the record field for each title file in the index database be in the same order as the files in boxes for each workorder? A. Yes. Q. Would you consider changing the scanning requirement from 300dpi to 200dpi? A. No. Q. Is the contractor liable for damaged documents during the scanning process. A. Yes. The contractor is responsible for any damage documents while the documents are in their possession. Preparation of Offer Questions Q. Does the Forest Service require unit pricing or lump sum bid? A. A unit price. Vendors need to submit a per unit price for each land title case files instead of a lump sum price for the entire work. Q. Are you interested in filling this solicitation through an existing GSA contract? A. No. Q. How should proposals be submitted? A. Submit written offer to the USDA, Forest Service, Attn: Kay Matthews/SAZ-R0-05-04, 1720 Peachtree Road, N.W. Room 876S, Atlanta, GA 30309. Offer needs be in an envelope and address properly for identification purposes. No fax or electronic quote will be accepted. Q. Is there an RFP document that should be completed? A. No. Q. Should the vendor be certified in the NAICS code? A. Yes. Discussions lead by the Contracting Officer Read FAR provisions listed in the solicitation and submit FAR provision 52.212-3. FAR provisions can be found at www.arnet.gov An award will be made to a responsible contractor whose offer is the most advantages to the Government. Offers shall be evaluate on price, technical capability, and past performance. Offerors should submit information demonstrating their ability to perform the services and a least three references in which they have performed the same/similar type of work (including contract numbers, points of contact with telephone numbers and other relevant information). Vendors are required to register on the Central Contractor Registration (CCR) database (See www.ccr.gov), and the On-line Certification and Representation Application (OCRA). (See www.bpn.gov) Due date for submitting quotes will be extended. The new due date will be announce in an amendment and posted in fedbizopps. An amendment will be issued to add changes to the statement of work and the requirements for submitting an offer.
- Record
- SN00789238-W 20050417/050415211920 (fbodaily.com)
- Source
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