SOLICITATION NOTICE
99 -- Digitization of National Archives Special Media Preservation Lab
- Notice Date
- 6/4/2007
- Notice Type
- Solicitation Notice
- NAICS
- 519120
— Libraries and Archives
- Contracting Office
- National Archives and Records Administration, NAA, Acquisition Center, 8601 Adelphi Road, Room 3360, College Park, MD, 20740-6001, UNITED STATES
- ZIP Code
- 00000
- Solicitation Number
- NAMA-07-R-0010
- Response Due
- 6/29/2007
- Archive Date
- 7/14/2007
- Small Business Set-Aside
- Total Small Business
- Description
- The National Archives and Records Administration (NARA), Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT)is planning to issue a firm fixed price contract to order operational work stations to provide an expanded capability for the digitization/scanning of textual records at Archives II in College Park Maryland. The award will be made to the Lowest Price Technically Acceptable Source in accordance with FAR 15.101-2. You are invited to submit a quotation utilizing Part I, Schedule of Prices and performance work statement, Part II Contract Clauses, and Part IV Representations and Instructions, under Request for Proposal (RFP) NAMA-07-R-0010. The quotation will be submitted in the form of a written quotation in accordance with the procedures outlined in Part IV, Quotation Submission Instructions. This acquisition is set aside 100% for small business. The NAICS codes and the small business size standard are encompassed in the following NAICS: 333315 Photographic and Photocopying Equipment Manufacturing, 519120 Libraries and Archives, 518210 Data Processing, Hosting, and Related Services and 541990 All Other Professional, Scientific, and Technical Services. The Offerors must state in their quote their size standard for this procurement. All qualified responsible small business sources may submit a quote which will be considered by the agency. You should submit the quote not later than 3:00 PM June 29, 2007. To aid you in your planning and quotation development, the following information is provided. Due to space limitations on FEDBIZOPS, please contact jon.mciver@nara.gov for a complete, word version of the RFP. All written information identified above must be submitted to the Contract Specialist (CS) at the following address: Mr. Jon McIver., National Archives and Records Administration, Acquisition Services Division (NAA) 8601 Adelphi Road, Room 3340, College Park, MD 20740-6001. Additionally, any questions regarding this RFP and any terms and conditions should be submitted in writing to Mr. McIver not later than five working days before the deadline for receipt of quotations. Mr. McIver may be reached on telephone number 301-837-0286, fax number 301-837-3227, or e-mail at Jon.mciver@nara.gov. A site visit will be held at the National Archives Building on June 11, 2007 at 2PM. If you have questions about the site visit please contact Mr. McIver. Due to space limitations, offerors will be limited to no more then two (2) representatives per firm. CLIN 0001 Digital Cameras Digital Cameras (Planetary/Overhead) Small Sized work stations i.a.w. Paragraph 2.1 of PWS. 3 Each Workstation Price $_, Total Price (Qty X Price) $_. CLIN 0002 Labor to Perform Installation & testing on CLIN 00001 Tasks in accordance with PWS Paragraph 2.6, 1 Lot Not Separately Priced (NSP). CLIN 0003, Training to Operate system on CLIN 00001 in accordance with Paragraph 2.7 1 (NSP). CLIN 00004 Data Deliverables on CLIN 00001 in accordance with Paragraph 2.9, 1 LOT (NSP). CLIN 0005 Microfilm Scanners (Rollfilm) with workstations i.a.w. Paragraph 2.2 of PWS. 4 Each Workstation Price $_, Total Price (Qty X Price). $_. CLIN 0006 Labor to Perform Installation & testing on CLIN 00005 Tasks in accordance with PWS Paragraph 2.6 (NSP). CLIN 0007 Training to Operate system on CLIN 00005 in accordance with Paragraph 2.7 (NSP). CLIN 0008 Data Deliverables on CLIN 00005 in accordance with Paragraph 2.9 (NSP). CLIN 0009 Microfilm Scanners (Microfiche) with workstation i.a.w. Paragraph 2.3 of PWS. 1 Each Workstation Price $_, Total Price (Qty X Price). $_. CLIN 00010 Labor to Perform Installation & testing on CLIN 00009 Tasks in accordance with PWS Paragraph 2.6. CLIN 0011 Training to Operate system on CLIN 00009 in accordance with Paragraph 2.7 (NSP). CLIN 0013 High Speed Document Scanner with workstation i.a.w. Paragraph 2.4 of PWS 1 Each Workstation Price $_, Total Price (Qty X Price). $_. CLIN 0014 Labor to Perform Installation & testing on CLIN 00013 Tasks in accordance with PWS Paragraph 2.6 (NSP). CLIN 0015 Training to Operate system on CLIN 00013 in accordance with Paragraph 2.7 (NSP). CLIN 0016 Data Deliverables on CLIN 00013 in accordance with Paragraph 2.9 (NSP). CLIN 0017 Workflow Management and Document Indexing Software with Server i.a.w. Paragraph 2.5 of PWS. (NSP). CLIN 0018 Labor to Perform Installation & testing on CLIN 00017 Tasks in accordance with PWS Paragraph 2.6 (NSP). CLIN 0019 Training to Operate system on CLIN 00017 in accordance with Paragraph 2.7 (NSP). CLIN 0020 Data Deliverables on CLIN 00017 in accordance with Paragraph 2.9 CLIN 0021 Other Direct Costs (ODC) in accordance with Paragraph 2.8 NTE $2,500 $__. CLIN 0022 System Maintenance Year 1 in accordance with Paragraph 2.10. $__. TOTAL NTE PRICE FOR THE BASE LINE REQUIREMENT FOR FISCAL YEAR 07 YEAR 1 $__. Optional Equipment for fiscal Year 07 Year 1 pending additional funding Description. CLIN 00023 Digital Cameras Planetary/Overhead) Small Sized work stations i.a.w. Paragraph 2.1 of PWS. Priced per workstation, not to exceed 3 workstations 3 Each Workstation Price $__, Total Price (Qty X Price). $__. CLIN 00024 Labor to Perform Installation & testing on CLIN 00023 Tasks in accordance with PWS Paragraph 2.6 1 Lot (NSP). CLIN 00025 Training to Operate system on CLIN 00023 in accordance with Paragraph 2.7 (NSP). CLIN 0026 Data Deliverables on CLIN 00023 in accordance with Paragraph 2.9 (NSP). CLIN 00027 Digital Cameras (Planetary/Overhead) Medium Sized work stations i.a.w. Paragraph 2.1 of PWS (NSP). CLIN 0028 Labor to Perform Installation & testing on CLIN 00026 Tasks in accordance with PWS Paragraph 2.6 (NSP). CLIN 0029 Training to Operate system on CLIN 00026 in accordance with Paragraph 2.7 (NSP). CLIN 0030 Data Deliverables on CLIN 00026 in accordance with Paragraph 2.9 (NSP). TOTAL NTE PRICE FOR THE OPTIONAL EQUIPMENT REQUIREMENT FOR FISCAL YEAR 07 PENDING ADDITIONAL FUNDS $_. Option Year one (I), Year 2 Requirement Description CLIN 1001 System Maintenance Year 2, 1 LOT Space limitations on FEDBIZOPS preclude complete CLIN structure. Contact jon.mciver@nara.gov to get complete word version of RFQ.- TOTAL NTE PRICE FOR OPTION II, YEAR 3 $__. TOTAL CONTRACT MAXIMUM PRICE (BASE PERIOD AND OPTION PERIODS). $_.The award will be made to the offeror with the lowest priced technically acceptable quotation. The Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government's best interest to do so. If the Government chooses this alternative, the awards will be for the CLINs or combination of CLINs that result in the lowest aggregate cost to the Government, including the assumed administrative cost. PART I, PERFORMANCE WORK STATEMENT FOR TEXTUAL RECORDS DIGITATION ENVIRONMENT 1.0 INTRODUCTION The objective of this Performance Work Statement (PWS) is to obtain all equipment and labor necessary to procure operational new workstations that will provide an expanded capability for the digitization/scanning of textual records at Archives II in College Park Maryland. The workstations include the accompanying server/software and data deliverables and maintenance of the workstations for a base year with two possible option years described in this statement of work, along with industry standard warranties for the equipment and system. Existing work stations as described below will also be required to integrate with the new workstations. Statement of Need, Background and Objectives: The Special Media Preservation Laboratory (NWTS) of Preservation Programs (NWT) of the National Archives and Records Administration needs to expand capabilities for the digitization/scanning of textual records. Currently, the Microfilm Camera Lab of the Special Media Preservation Laboratory operates sixteen (16) traditional planetary-style 35mm microfilm cameras. We anticipate replacing these microfilm cameras over a period of several years with new digital camera systems with indexing software to be used for digitizing a variety of original records. The NWTS labs operate two microfilm scanners (an older roll-film scanner and a newer microfiche scanner) and needs to expand microfilm scanning capabilities. Also, the labs use several high-speed document scanners. All these systems need to be integrated into an environment for digitizing and indexing textual records using a software application for workflow management and document indexing. The existing Special Media Preservation (NWTS) Environment. The NWTS Labs are creating a local area network (LAN) which is comprised of lab equipment (scanners, digital cameras, printers, audio and video capture and playback devices) and the computers used to host the applications that run these devices, as well as the digital storage systems to hold the digital output and servers that manage this entire array of devices. Each lab (audio and video, still photo/digital imaging/aerial/cartographic, motion picture, microfilm camera, and microfilm duplication) has workstations used to capture and prepare digital output from the reformatting devices. The digital resources are saved to a local network attached storage (NAS) server (typically 6 TB to 7 TB of RAID-5 storage with tape back-up and an uninterruptible power supply) that is dedicated to each lab for short-term storage. Digital resources saved to the NAS servers are backed up daily to LTO tapes by project, and copies of the tapes are transferred to protected storage for the duration of the project. Quality control checks are made by technicians during the course of a project and at its completion. Once approved, the project resources (digital files and related metadata) will be transferred to a centralized storage area network (SAN) managed by NARAs IT department. Daily LTO backups are made of data stored on the SAN. Due to the necessity of choosing workstations and operating systems based upon lab equipment and application needs, servers running Active Directory (Microsoft) and Open Directory (Apple Computing) are used simultaneously to manage the lab network environment. Managed Gigabit switches are used at the workgroup level to provide adequate network throughput between the workstations and local network attachable storage, as well as part of LAN security. Fiber based switches are used to connect the workgroup switches and network attachable storage, as well as providing a link to the centralized SAN. All the equipment and software procured for the textual records digitization environment will be integrated into the NWTS lab environment. Other existing equipment to be used in this environment with the workflow management and document indexing software include-Zeutschel OS 10000TT book scanner-Fujitsu fi-4750c document scanner-Kodak i620 and i1320 document scanners-Sunrise Proscan 2000 microfilm scanner -Wicks & Wilson FS300 microfiche scanner-Various photograph digitizing workstations - Workstations for existing equipment are various Windows based computers. 2.0 BASIC REQUIREMENTS The Contractor must propose equipment and labor to install workstations, train in the operation, and supply other deliverables and provide annual maintenance to meet the National Archives requirements and specifications. The Contractor will be required to procure the following items and perform the following services: 2.1Digital Cameras (Planetary/ Overhead) and Workstations Small Sized Camera and Workstation Originals To Be Scanned Reflective light scanning of records of a variety of sizes, options of using 90-deg book cradle for fragile bound records and a subsurface illuminator or light box for transmissive scanning-Textual records as single-sheet or loose-leaf pages-Bound volumes, including with fold-outs -Photographic prints-Maps and plans -Condition for all record types ranging from good to very fragile -Information content- high-contrast printed text with sharp-edged characters-low-contrast originals and/or with diffuse characters, fading text, darkened and stained paper, fine pencil-written annotations, halftone and photographic illustrations, etc.-color information, including color text, printed, hand-written, graphic, halftone and photographic illustrations in color Small-sized Camera- Scanning Area, Book Cradle, and Configuration-The digital camera system shall have a scanning area of approximately 25(635 mm)x18 (460 mm).Digital camera system shall be provided with a book cradle with an imaging area of approximately 25 (635 mm)x18(460 mm), and accommodate a book thickness up to 4 (100 mm). Camera system configured for either table-top use or as floor-standing system. Medium-sized Camera-Scanning Area, Book Cradle, and Configuration-The digital camera system shall have a scanning area of approximately 34 (871 mm) x 24 (610 mm). Digital camera system shall be provided with a book cradle with an imaging area of approximately 34(871 mm)x 24(460 mm),and accommodate a book thickness up to 8 (203 mm).Camera system configured as floor-standing system. Lighting-Low temperature and UV-filtered reflective lights to prevent heat and light damage to original records, same characteristics for optional subsurface illuminator or light box. Normalization - Ability to perform normalization to compensate for variations in illumination, variations in the lens performance (such as fall off) and for variation in the light sensitivity response of photo-diodes on the sensor. Scan Time Digital camera system shall have short scan time for images captured from the largest possible document size, 5 second or less scan time is desirable for smaller camera and 10 seconds or less for the medium-sized camera system. Production Environment Digital camera to operate reliably for 8 to 10 hour days, and up to 1,500 cycles per day. Data Transfer Digital camera shall have high-speed data transfer to host computer. Tonal Sampling Minimum A/D sampling of 12-bits per channel for color and grayscale images, with the ability to save files as either 16-bits or 8-bits per channel for color and grayscale images.-Ability to scan originals and save raster image files in color (24-bit or 48-bit RGB encoding), grayscale (8-bit or 16-bit), or 1-bit bitonal encodings.-Minimum Optical Resolution-Output raster image files at 400 ppi for grayscale and RGB color images at 100% magnification or original size-no interpolation from lower spatial resolutions.-Output raster image files at 600 ppi for 1-bit bitonal images at 100% magnification or original size may be created via direct scanning or derived/interpolated from 400 ppi grayscale image data.-Output of all files at 100% magnification or original size.-User configurable settings to scale image dimensions, both magnification and reduction.-File Formats-Ability to save raster image files in the following file formats at a minimum- TIFF version-6 (TIF)Uncompressed-Compressed using LZW, ZIP, and ITU G4 compression --Single and multiple-page - JPEG (JPG)-Adobe PDF - Single and multiple-page - Uncompressed and compressed using ZIP, ITU G4, and JPEG compression-Standard and PDF-A compliant files -Optional JPEG2000 (JP2) lossless and lossy compression-Targets and Calibration Digital camera system shall be provided with targets and software to calibrate system. -Conformance to NARAs 2004 Guidelines-Conformance with all scanner performance and image quality requirements cited in NARAs Technical Guidelines for Digitizing Archival Materials for Electronic Access: Creation of Production Master Files Raster Images, June 2004 available athttp://www.archives.gov/ preservation/ technical/guidelines.pdf . Digital camera system shall meet the following performance requirements: Minimum spatial resolution of 400 ppi over entire platen/book cradle for grayscale and color images, as measured using a spatial frequency response (SFR) analysis compliant with ISO 12233, ISO 16067-1 and ISO 16067-2 - Color channel registration for RGB color files shall be- For all types of originals - Not to exceed 0.5 pixel misregistration between the individual channels in any direction - Image noise, as measured using ISO 15739, shall be-For textual documents and other non-photographic originals with low maximum densities, less than 2.0 visual density - Not to exceed 1.0 counts, out of 255, in all color channels and for grayscale images- For photographs and originals with higher maximum densities, higher than 2.0 visual density. -Not to exceed 0.7 counts, out of 255, in all color channels and for grayscale images. Workstation and Operating System Compatibility- Software for operating the digital camera systems, workflow management, quality control, and document indexing shall be compatible with and run on Microsoft Windows XP Professional operating system. - Provide a computer workstation with the following minimum features Dell Precision Workstation 490 or brand name equivalent-mini tower configuration-64-bit compatible-two (2) Dual Core Xeon, 2.3 GHz, 4 MB L2, processors-MS Windows XP Professional-4 GB RAM-Dual DVI or dual VGA graphics card with 256 MB-two (2) 500 GB internal SATA hard drives -a CDR/RW and DVD-R/RW drive-gigabit Ethernet NIC- 24 widescreen LCD monitor- optical mouse -1394 controller or FireWire -USB enhanced keyboard -Image processing controls and tools for digital cameras including- Ability to set- For scanning- Spatial resolution (PPI) Encoding (bi-tonal, grayscale, RGB color, other color encodings)- Bit-depth (1-bit, 8-bits per channel, 16-bits per channel) - Ability to adjust tone and color reproduction - For saving files- Spatial resolution Encoding - Bit-depth - Tone and color image processing controls- Ability to place and neutralize at least 3 points on the tonal scale white-point -black-point -neutralize a mid-point -ability to set or define the levels for each of the above points ability to specify RGB levels for color scanning and black for grayscale scanning-Automatic and manual white balance, and ability to turn off auto white balance -preset white balance setting for lights provided - custom white balance feature, and ability to save custom white balance - Ability to control tone distribution and color balance via a curves or gamma adjustment. - Ability to control color saturation. - Ability to manually set all tone and color image processing controls and apply settings to all images created. - Ability to save all setting and reuse for other batches or projects. - Ability to define and set the method of thresholding for 1-bit bitonal scanning- User adjustable and set fixed threshold - User adjustable and set dynamic threshold, ability to select different thresholding algorithms - User selectable and configurable image processing, including- Auto deskew - Auto crop - Unsharp mask sharpening for grayscale and color images - Auto and manual rotate and flip of image files - Space limitations on FEDBIZOPS preclude complete description. Contact jon.mciver@nara.gov to get complete word version of RFQ.-If document indexing software is database driven, the database software shall be provided either MS SQL or Oracle -All other necessary software shall be provided. 2.6 The contractor will perform all professional services for Setup and installation of the work stations on site which includes testing and configuration validation for workstations and server/software in the Special Media Preservation Labs. Testing to produce the following results for performance requirements for the digital cameras/scanners, reported under CLIN 00008 including: -Spatial Frequency response or spatial resolution -Channel registration (for color scanners) -Image noise 2.7 Training services for operation of work stations and server for NARA lab staff. NARA is looking for the industry standard training for any new system after the system is proven operational. 2.8Other direct costs would be costs associated with any CLIN that is less then $2,500. 2.9Data deliverables are appropriate industry standard documentation on the operation of the equipment, on trouble-shooting problems, on maintenance procedures, and on repair procedures. This will include industry standard documentation on the mechanical design of the equipment, the electrical and electronics systems of the equipment, and the control systems of the equipment. NARA believes that technical manuals for each component will be a big part of the deliverables package. Any contractor unique workstation issues will need to be covered in a format that meets industry standards and will be separate from the technical manuals provided. Data deliverables will include the a spare parts package list, which shall consist of a selection of commonly replaced and unique parts or components required for the maintenance and repair of the equipment. This list may grow during the System Maintenance Year 1, 2 and 3 periods. The initial spare parts list will be delivered upon award, and updated annually upon exercising Maintenance options for years 2 and 3 CLIN 1001 and 2001. Data deliverables will also include a report tracking individual equipment warranties, and the workstation standard industry warranty from the contractor. Testing results from CLIN 00006 will be included as data deliverables. System Maintenance is included in the base year and included as an option for two succeeding option years. This maintenance will cover the work stations, hardware and software components and server that are a part of the work station system. This is a full-service maintenance agreement for the equipment. Maintenance shall cover the cost of all replacement parts and labor required to repair any defects and to make the equipment fully operational. 3.0 PLACE OF PERFORMANCE Work will be performed at the following location: Special Media Preservation Laboratory (NWTS), 8601 Adelphi Road in College Park Maryland, 20740, MISCELLANEOUS REQUIREMENTS 6.1 Vendor must accept direct deposit for payment. (Vendor must be registered with the CCR registry.) Government-furnished materials: Please see the above paragraph 1 titled The existing Special Media Preservation (NWTS) Environment. Subcontractors: In the event that subcontractors are needed for portions of this project, they shall be required to fully comply with all relevant portions of this performance work statement and the final contract between the Government and the prime Contractor. Part II, Contract Clauses FAR 52.252-2, CLAUSES INCORPORATED BY REFERENCE (FEB 1998) (contact jon.mciver@nara.gov for a complete word version) The National Archives and Records Administration (NARA) requires Offerors to provide a written quotation, which is limited to 20 pages with a type font of no less than 10pt. to NARA officials for the purposes of assuring that the prospective Contractor fully understands the scope of this procurement and has the capability to complete all PWS requirements. NARA will incorporate the written quotation into the contract. Pricing information is excluded from the 20 page limit and should be submitted separately in CLIN structure from the Technical proposal. For complete description contact Jon.mciver@nara.gov.
- Place of Performance
- Address: National Arhives & Records Administration, 8601 Adelphi Road, Special Media Preservation Lab, College Park, MD,
- Zip Code: 20740-6001
- Country: UNITED STATES
- Zip Code: 20740-6001
- Record
- SN01309981-W 20070606/070604221024 (fbodaily.com)
- Source
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