MODIFICATION
D -- 1940 Decennial Population Census Digital Reformatting and Access Project
- Notice Date
- 9/5/2007
- Notice Type
- Modification
- 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
- 20740-6001
- Response Due
- 9/21/2007
- Archive Date
- 10/6/2007
- Description
- 1940 US Federal Census (RFI Questions and Answers) The following questions were submitted in response to the National Archives and Records Administration (NARA) Request for Information, dated 07/17/2007, asking for assistance in developing requirements for a Request for Proposal (RFP) for the indexing, duplication, and distribution of the 1940 Population and Housing Census, which is scheduled to be released Monday April 2, 2012. All further questions should be submitted to Paul Premoe via e-mail at paul.premoe@nara.gov. The Government will not accept questions after 4PM on September 13, 2007. We hope the answers to the following questions will contain useful information. There is no separate budget item for FY08. We envision doing the re-formatting of the microfilm in-house using our own equipment. Our concerns relate to indexing and distribution. 1) Is this a COTS solution? No. 2) If there going to be a Vendor Day or Bidders conference? Most likely but one has not been planned because we are not at that stage yet. 3) Have the requirements for this project been defined yet? Not completely. That is the reason for the RFI. 4) When is the purchase decision going to be made? Our best guess is that the RFP will go out in FY08 and a selection will be made shortly after the close of the bidding period. 5) Do you have requirements yet, if so can you share them with us? The RFI is as far as we have defined the project. See questions below for more specific answers. 6) If there is any other miscellaneous information about this program? You can look at the NARA public web page, www.archives.gov particularly those pages dealing with our genealogy program. Non-government web sites containing earlier genealogical and prior Federal Population Census information include www.ancestry.com . 7) I presume that on April 2, 2012 NARA will be selling microfilm copies of the 1940 census, and that images of the 1940 census will also be freely available for downloading/crawling from the NARA website? That is not correct. NARA has no plans to make and sell microfilm copies of the 1940 Census. The images will be available on-line one way or another. 8) Will pre-orders be taken for the film? No. We are not making microfilm copies of the original microfilm. 9) I assume that NARA?s ability to charge a royalty is based on the principle of ?cost of creation? that is needed for the imaging, in order to get the indexing done? We are not familiar with the phrase ?cost of creation?. However, NARA already has royalty agreements with other private enterprises which distribute reproductions of NARA images. These royalties, paid to the National Archives Trust Fund, are used to support other archival programs. Obviously, NARA is incurring an extra cost by merely duplicating the microfilm. 10) Is the proposed royalty to be paid on hard goods only, and not based on online usage of the images? The royalty is envisioned to be paid on sets of images and related indexes sold on a hard media like a DVD or CD or sent via FILE TRANSFER PROTOCOL or similar medium. Predicting 5 years out, it is not clear what kinds of files transfer media will be in common use so we will in our requirements define such sales generically. For example, if a customer wants to purchase a set of images and indexes for the State of Ohio and a license to use same, a royalty would be payable. We do not envision asking for a royalty for individual on-line usage that is based on a subscription held by that individual. 11) What is NARA?s estimated imaging costs? Approximately $500,000 to image and create a based line index by roll number, State, Enumeration District, County, and City (where appropriate). Will royalties cease after this amount has been reached? After a certain period of time, the images, the related metadata, and a copy of the index will become NARA?s without restriction on use, and at that point no further royalties will be needed. After the end of royalty period, NARA might be open to entering into a contract to continue distribution such as we did with the 1930 Census. 12) Will the digital images be made available on NARA?s site and on the winning party?s site. If so, will it need to be free in both locations? Yes, the images will be available on both sites. However, only the winning party?s web site will have the index until the end of the agreed upon royalty period. At NARA research facilities, the public will be able to access the records AND the index for free. 13) Why would NARA not want the vendor to digitize the film for free, with no cost to NARA? For security reasons related to complying with requirements of Title 13, U.S. Code, we want to limit the number of persons cleared to handle the original records. 14) Is there doubt that NARA will require the name index to be created prior to the release date? (see ?If name index is done prior to release date, it must be done within the US.?) No, we expect that the winning party will complete the name index before the release date. 15) I assume that the indexes will only be available on the winning party?s site? (see ?NARA will not permit the copying of any part of the index while using NARA'S website or at NARA location during the period of the agreement.?) The index will also be available at all NARA research facilities at no charge to the public or to NARA staff. 16) Does the ?right to fulfill orders for segments of the index? refer to indexes created and sold on CD/DVD by the winning party? Yes, that is one way parts of the index could be sold, presumably using some form of copy-proof media. 17) Why must the information be keyed in the U.S.? Can the entity managing the process be in the U.S. and the keying vendor outside the U.S.? The Census Bureau has told NARA that under no circumstances would it permit the Census records to be duplicated or indexed outside the United States. The Census records are restricted until they are 72 years old. As it is, anyone handling the Census records before their official release date MUST have Special Sworn Status (SSS), which requires a review of the handling requirements and an annual update. 18) How would you determine what a ?reasonable subscription fee? would be? I assume that you are not requiring 1940 to be a stand-alone subscription? What is reasonable is a decision that must be made by the individual enterprise. The subscription can be stand-alone or offered as a part of a larger product. 19) When is NARA expecting to release an RFP? Sometime during FY08. If a party has not replied to the RFI can they still reply to the RFP? Yes. 20) How many names are included in the full 1940 release? The population in 1940 was approximately 132 million and there were approximately 37 million housing units, which is the closest we can come to number of households. The source of this information is the Census Bureau?s web site. 21) What fields is NARA looking to have indexed? Roll Number, State, County, Enumeration District (ED), City, Head of Household 22) In reviewing the background for this requirement, I didn't see an estimate for an approximate budget for this project. I've looked through the Exhibits 53 and 300 as well as the FY2008 budget posted for NARA on the OMB site. I understand that as part of the project NARA wants to recoup its costs via royalties. Is there any guidance you can provide or information you can point me to that might be available? The questions relating to royalties are discussed in above. See questions 9, 10, 11, and 12. There is no separate budget item in the FY08 budget because the costs of re-formatting the records will be done using existing staff and equipment that is expected to be ordered in the near future. We are planning this project so that our costs are limited and that responsibility for indexing, the most expensive part of the project, will be borne by the winning enterprise which stands to profit by being the sole on-line distributor of the information for a period of time yet to be determined. Background: The National Archives and Records Administration (NARA) ensures ready access to essential evidence that documents the rights of citizens, the actions of Federal officials, and the national experience. NARA supports lifecycle management of records in all three branches of the Federal Government and provides sustained access to historically valuable records in the National Archives and the Presidential Libraries. Among these records are the Decennial Population (and Housing) Censuses, created by the Bureau of the Census, an agency of the U.S. Department of Commerce. The objective of this Request for Information/Sources Sought Notice (RFI) is to determine whether any non-profit or for-profit entities are interested in forming a partnership with the National Archives and Records Administration (NARA) to provide electronic access to the records of the 1940 Decennial Census of Population and Housing in 2012, and under what terms such a partnership might be established. The nature of this partnership is described below. The Decennial Population Census has been taken every 10 years since 1790 by the Bureau of the Census. Under Title 13, United States Code, these records are restricted from public disclosure, except for aggregated statistical data without personal identifiers, until such a time as the individual privacy rights of those identified in the census forms, known as schedules, have expired. The date when the information can be released to the public has been determined to be 72 years from the date of the Census. NARA has a statutory obligation not only to make these records available but also to sell complete copies of the 1940 census. In previous releases of decennial census records, copies of microfilm rolls containing the census records were sold by NARA. Along with the Census schedules are so-called Soundex rolls that served as an index to some of the schedules. There are Soundex rolls for the 1880 through 1920 Censuses, and a partial Soundex for the 1930 Census. There is no Soundex for the 1940 and later Censuses. In recent years, private for-profit companies have purchased the Census microfilm from NARA and digitized the microfilm to make it available to researchers using the Internet, along with other Federal and non-Federal records and databases of genealogical interest. The public has now come to expect that such records are readily available and searchable by name via the Internet. In accordance with NARA's Strategic Plan, NARA plans to make available digital copies of the census records. Goal 4 of the strategic Plan states: We will provide prompt, easy, and secure access to our holdings anywhere, anytime; and NARA has identified 2 applicable strategies to achieve this goal. A. For the broadest possible access, we will make digital copies of selected non-electronic records available online. We will identify these holdings in a digitization plan that sets priorities for putting these holdings online. B. We will work to establish partnerships with both governmental and private institutions to facilitate the availability of NARA holdings over the Internet, in accordance with appropriate Government laws, regulations, policy, and guidance. The strategic plan also contains specific language that addresses digitization. It says that NARA will work to digitize selected records, including those most requested by researchers, and will put searchable descriptions of all our holdings online with clear information about the archival context of the original records and how they may be located and used. The strategic plan is available online at: http://www.archives.gov/about/plans-reports/strategic-plan/. For additional information on NARA's genealogical research program and census records, visit the NARA website: http://www.archives.gov/genealogy/census/ Description Request for Information (RFI) for the 1940 Decennial Population Census Digital Reformatting and Access Project The following information describes the scope of the project: Original Records: 4,643 rolls of 35mm microfilm Existing Index: None. A name index must be created. Records Security: Access to records is restricted by Title 13, USC. All handling of records must follow Census Bureau's security requirements and procedures. These requirements include having every person with access to Census information swear in writing (Special Sworn Status) that they will never release any information on the Census to anyone else until the date of official public release (see below). Limits on Indexing: If name index is done prior to release date, it must be done within the US. Release Date: April 2, 2012 Type of Re-formatting: Digitization, 8-bit gray scale, to be by NARA staff. NARA plans to digitize the records in-house using NARA staff. This is for both cost and security reasons. NARA will also prepare the electronic equivalent of roll lists, which more broadly identify the records by State and County or City. Currently we have made no decisions about creating or purchasing other finding aids such as those we made available for the 1930 Census, such as color reproductions of enumeration district (ED) maps or city directories. NARA is looking for a partner to create a searchable name index to the microfilm in exchange for the right to fulfill orders for segments of the index and the right to charge a reasonable subscription fee to institutions and individuals for access to the index. Access to the digitized records will remain free. The number and type of data fields or elements to be captured by the index must be addressed in the response to the RFI. The estimated cost of producing the index must be included as part of any response to the RFI. Access to the records and the complete index will be provided free of charge at NARA'S Archives I facility in Washington, DC, and at all of the NARA regional archives facilities where Census microfilm is available. These regional facilities are located in Waltham, MA (suburban Boston); Pittsfield, MA; New York City; Philadelphia; Morrow, GA (suburban Atlanta); Chicago, IL; Kansas City, MO; Ft. Worth, TX; Denver, CO; Seattle, WA; San Bruno, CA (suburban San Francisco); Laguna Niguel, CA (Orange Co., CA); and Anchorage, AK. Under the terms of any agreement, NARA will not permit the copying of any part of the index while using NARA'S website or at NARA location during the period of the agreement but will expect that its patrons will be permitted free access and print capability during their visit. The digital images of the Census will be available for free on the Internet to all users but it is understood that without the index, the images themselves are of very limited research value. NARA is interested in recouping its costs to digitize the microfilm and therefore will expect that a royalty fee will be paid by the concessionaire based on the gross revenue of sales of partial indexes and copies of the images on DVD or other hard electronic media. This RFI is the first step that NARA plans to take to solicit input and interest from the vendor community and to promote competition in response to the forthcoming solicitation. Response Instructions NARA requests that responses are submitted in Microsoft Word format or if necessary, other products from the Microsoft Suite. Briefly describe your company or institution, your products, past and current projects, and current services, history, ownership, financial information, the number of employees, and other information you deem relevant. Please provide points of contact, including name, address, phone/fax number, and email. You are encouraged to provide comments on the 1940 Population Census Re-formatting and Access Project approach. Respond only if you can provide the total solution to this project. Discuss technically feasible alternatives and provide non-binding order of magnitude cost and schedule estimates. Indicate whether your solution or product is commercially available or is on the General Services Administration Federal Supply Schedule. Supplemental product brochures or marketing materials outlining specifications and capabilities may also be submitted. Furthermore, please include substantive responses to the following: 1) Understanding that indexing cannot be conducted outside the United States and that anyone with access to any part of the Census before its public release date must have Special Sworn Status: a) what work processes will you employ to create a name index and (b) how would you ensure that the Census Bureau's security requirements are met while the records are in your custody? 2) Do you believe there will be a market for copies of or access to partial indexes by State or other geographic subdivision, and why? What is your strategy for tapping into that market? 3) If granted a "concession" to be the exclusive distributor of copies of the 1940 Census to the public, how many years do you anticipate having a need for the concession? Explain why you need the concession for that period of time. 4) In order to re-coup its expenses, NARA anticipates charging a royalty as part of the "concession" agreement. Do you provide royalties to other archives or libraries and how are they determined? 5) Discuss the potential data storage requirements for this project and your capacity to both store and provide public access via the Internet. 6) Provide feedback on our requirements. Specifically provide comments on any requirements that you believe cannot be implemented. Describe how you would organize the requirements so that both NARA and your company or organization can make the 1940 Census publicly available at a reasonable cost and still receive sufficient compensation to offset the cost of providing the records digitally. 7) Identify possible constraints or potential risks. 8) What tools and metrics do you use to measure system performance? 9) Describe your IT security program. 10) Describe the type of contractual agreement and pricing structure that you envision. 11) Describe your disaster recovery program. 12) Would your firm or organization be interested in giving an informational presentation to the NARA? Contact Information Please submit responses via email not later than 4:00 PM on 09/21/2007 to paul.premoe@nara.gov. The subject of the email should be "1940 Census RFI Response". Submit 3 copies each of any supplemental hardcopy materials or electronic materials on hard media (CD, diskette), to: Acquisition Services Division, (NAA) National Archives at College Park, 8601 Adelphi Road College Park, MD 20740-6001. The Government will not request additional information or discuss submissions received in response to this RFI with individual responders. The following is a tentative schedule of remaining pre-solicitation events: Disclaimer This RFI is issued for information and planning purposes only and does not constitute a solicitation. The Government does not intend to award a contract on the basis of this RFI or to otherwise pay for information received in response to this RFI. All information received in response to this RFI that is marked Proprietary will be handled accordingly. Responses to the RFI will not be returned. Information provided in response to this RFI will be used to assess tradeoffs and alternatives available for determining how to proceed in the acquisition process for the 1940 Population Census Re-formatting and Access Project and may lead to the development of a specification for the 1940 Population Census Re-formatting and Access Project. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI.
- Place of Performance
- Address: National Archives and Records Administration, 8601 Adelphi Road, College Park, MD
- Zip Code: 20740-6001
- Country: UNITED STATES
- Zip Code: 20740-6001
- Record
- SN01396080-W 20070907/070905222419 (fbodaily.com)
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