SOLICITATION NOTICE
R -- Create digital imaging for the purpose of producing internet accessible digital image collections.
- Notice Date
- 8/12/2008
- Notice Type
- Presolicitation
- NAICS
- 541519
— Other Computer Related Services
- Contracting Office
- Department of the Navy, United States Marine Corps, Marine Corps RCO - Northeast Region/Quantico/National Capital Region, M00264 MARINE CORPS RCO - NORTHEAST REGION/QUANTICO/NATIONAL CAPITAL REGION 2010 Henderson Rd Quantico, VA
- ZIP Code
- 00000
- Solicitation Number
- M0026408T0375
- Response Due
- 8/26/2008
- Archive Date
- 9/25/2008
- Point of Contact
- Maria Dickey 703-784-1923 Maria.Dickey@USMC.Mil<br />
- Small Business Set-Aside
- Total Small Business
- Description
- This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in FAR Subpart 12.6 as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; proposals are being requested and a written solicitation will not be issued. The Request for Proposal document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-12, effective 04 August 2006. This is set aside for small business, NAICS Code 541519 size standard $23.0 M. The United States Marine Corps intends to award a Firm Fixed Price contract with a period of performance of 30 September 2008 - 29 September 2009 for the following: Digitization Services I. Background The Marine Corps Archives and Special Collections Branch, Library of the Marine Corps collects, organizes, describes, provides access to and manages the complete lifecycle in accordance with (IAW) National Archives and Records Administration (NARA) guidelines. Its collection of nine (9) million plus items includes monographs and journals, photographs, and historically significant archival documents, many of which still exist in their original paper formats. In time and as scheduled, official United States Marine Corps (USMC) records, including its electronic records deemed to have permanent value, are transferred to NARA in accordance with SECNAVINST 5212.5D for permanent retention. The Librarys mission is to directly support the official and unofficial historical research for Marines, military and civilian historians and researchers worldwide. In order to meet this mission, the Library has begun an aggressive digitization program. A.Scope The Contractor will create digital imaging with technical/administrative metadata identification for the purpose of producing Internet accessible digital image collections for worldwide patron access according to published standards, of sufficient quality so as to act as a replacement if the original is lost or damaged, and that are discoverable (allows administrative/technical metadata to be associated with the file) and sustainable in accordance with applicable standards. The Contractor shall create digital files that meet the following criteria: The digital file can be opened and rendered as an imageDigital file properties must be properly named and also identified in an Excel spreadsheet containing the following information:oCollection Name & PeriodoBox NumberoFile Number oItem/Page NumberoMaterial typeThe digital files, (1) Master TIFF (LZW Compressed) for each digitized image, plus (1) copy each of all bundled TIFF images converted to PDF, are Internet deliverable and accessible according to current archival standards. B.Tasks 1)Preparation and Scanning a)The Contractor shall inspect each item page by page for anomalies, and flags will be inserted with instructions for scanning. For example, missing and/or damaged pages shall be flagged. b)The Contractor shall insert flags if any text is obscured, for example, by tape or staining, with instructions for special material handling or image adjustment. Due to the chance of damage to the historical material, fragile documents should not be processed through a document feeder. c)The Contractor shall remove staples, clips or any other extraneous material. d)Each day before scanning the librarys materials, the Contractor shall validate the imaging capabilities of the scanning station. The contractor shall adjust the equipment at the station according to published standards in terms of tone and color production to ensure the scanned copy is of sufficient quality to act as a replacement for the original. e)The Contractor shall scan (digitize) the entirety of each item, including cover and every page with image or text. Blank pages do not need to be scanned in order to reduce the file size. Any page or cover containing color shall be digitized with a color scanner. f)The Contractor shall scan oversize materials at least up to 22 in. x 34 in. g)The Contractor shall scan from paper and/or onion skin. h)The Contractor shall create images from each page according to the following Grayscale and/or Color imaging specifications: For Grayscale imaging:Digital resolution: 600 pixels per inch (ppi)Scanning bit-depth: 8-bitFile format: TIFF Bitmap with LZW Compression For Color imaging:Digital resolution: 600 ppiScanning bit-depth: 24-bitFile format: TIFF Bitmap with LZW Compression JPEGS: Current version optimized for Web viewingJPEG images optimized for Web viewing shall be no wider than 472 pixels PDF: ISO Standard Portable Document File (PDF)Bundled TIFF files (e.g. multi-page documents) converted to PDF must include embedded fontsConform to scanned textual imagesOptical Character Recognition (OCR), minimum 85% accuracyPer NARA transfer guidance for Permanent Records, NARA will not accept PDF records that have been scanned using OCR processes that substitute processed text for the original scanned text within the bit-mapped image. Such OCR processes may involve loss of data through impressive interpretation of scanned characters. 2)Photographic Services a)The Contractor shall provide routine electronic cleanup of scanned pages. b)The Contractor shall scan all captions and descriptive information attached to or posted on back of the photograph and creates a derivative PDF (image + text) so that the photograph is discoverable. 3)Digital Output The output of the scanning shall be the TIFF image format according to accepted archival standards. a)The Contractor shall process the TIFF images through OCR encoding and output in searchable PDF files (The PDF/A-1 (ISO 19005-1:2005) standard is based on Adobes PDF Reference 1.4) bound (bundled) for each report or document within the file. b)The Contractor shall provide (1) Master TIFF (LZW Compressed) for each digitized image, plus (1) copy each of all bundled TIFF images converted to PDF. c)File naming shall adhere to ISO 9660 and shall be sequential. a)XML (Extensible Mark-up Language) is an ASCII-based format that includes tags to accommodate both the mark-up of the meaning of fields and the display of the information. Using either DTDs or schema, XML requires declaration of the structure so that the information is more portable and interoperable. 4)Metadata Creationa)In additional to the Contractors unique item identifier, the Contractor shall provide metadata for each document in an Excel spreadsheet following the Librarys specifications: a.Collection Name and Collection Periodb.Box Numberc.Folder Numberd.Item/Page Number 5)Quality Assurance a)Contractor shall perform quality control on the master and derivative images. b)The Contractor shall perform a 100% quality assurance review of all original TIFF images. Each image must be viewed on a calibrated monitor under appropriate light conditions and 1:1 magnification on screen (100% view) to ensure complete capture, alignment, evenness of illumination, and consistent rendering of detail throughout the image. c)Each image will be checked for its fidelity to the original. Image quality control shall include verifying the following: consistent tone reproductiondetail and edge reproductionimage is completeimage is the correct size image is in correct resolution image is in correct file format image is in correct mode or bit-depth absence of overall light problems (e.g., not too dark) retention of detail in highlights or shadows appropriate contrast proper sharpness absence of excessive sharpening (including halos around dark edges) image is in correct orientation image is centered; image is no more than 2% out of vertical alignment absence of image processing and scanner artifacts (e.g. extraneous lines, noise, banding) (7) Government Furnished Materials Collection Name: USMC Command Chronologies Collections Period: 1975-1990 Number of Boxes: Hollinger Boxes, 1380 regular boxes Number of Folders in each Box: 10-15 folders, depending on report Page Count for Each Box or Folder: Box page count estimate 500-600 pages per box Material Description each Box or Folder; Estimate 95% plus 8 by 11 type written. Supporting documents include charts, photographs, and newspaper clippings. The boxes contain very few oversized documents. Collection Samples/Attachments: 6)Reporting Requirements a)The USMC Command Chronologies Collection, an active collection, consists of 650 regular size Hollinger boxes, containing 500 to 600 items per box to be digitized. b)The Command Chronology boxes of materials are active files and must be scanned within 30-day increments. The Contractor shall digitize up to 60 Hollinger boxes per month. c)The Contractor shall provide the Library with a status report by the fifth day of the month to include the number of items scanned, processed, and reviewed, as well as a narrative statement of any problems encountered and actions taken. 7)Place of Performance (a)All work shall be accomplished at the Contractors site. The Librarys originals must be safeguarded against theft, vandalism, unauthorized use, damage or destruction of any kind. While onsite at the Contractors facilities, all Library property shall be stored in a locked area, except during periods of the actual contract work, and secured from theft or damage. The Contractors facility shall be protected by fire detection and security systems. The Contractors facility shall have good ventilation, free from gaseous fumes such as those emitted from chemical stores, freshly painted rooms, or automatic exhaust. (b)The temperature and humidity in the work environment and any storage shall be maintained within the limits of 65 degrees Fahrenheit to 75 degrees Fahrenheit and 40% to 60% RH with least possible cycling of either parameter. (c)The Library reserves the right during business hours and without notice to inspect the Contractors facilities during the performance of this work. 8) Delivery/Handling Instructions a)The USMC Command Chronologies Collection consists of 1380 regular size Hollinger boxes, containing 500 to 600 items per box to be digitized. The Contractor shall digitize up to 60 boxes per month.b)The items are unbound. Some items are held together with clips or staples; these can be removed for scanning and replaced with acid free clips. c)The Command Chronology materials are active files and must be scanned within 30-day increments. d)The Contractor shall provide (2) USB mass storage devices, minimum of one-terabyte each storage capacity, for the purpose of storing and transporting the digital files, to be used in rotation throughout the contract period. e)Once an increment has been scanned, (1) Master TIFF (LZW Compressed) for each digitized image, plus (1) copy each of all bundled TIFF images converted to PDF, and delivered to the Library, another shipment of up to 60 boxes will be delivered for scanning until the project and/or contract is complete. f)Additionally, the Contractor will include a Quality Control summary report. This report shall be a narrative statement of any problems encountered and actions taken. When appropriate, problem statements shall be listed in terms of the identifier(s) for the item or items associated with the problem. g)Once the digital product (each increment) has been received and has undergone quality control checks for completeness, accessibility and acceptance the Library will notify the Contractor of its acceptance so that the Contractor can remove the files from its system. h)The Contractor shall return any/all originals once the Library has notified the contractor that it has accepted the facsimiles and digital products. 9)Inspection and Acceptance Requirements a)The COR will inspect the work and notify the contractor of acceptance or problems within 30 days of receipt of the original materials and digitized files. b)If there are any errors or discrepancies, the COR will consult with the Contractor, and the item will be returned to the Contractor for correction. The Contractor shall make the correction within 30 days at no additional charge to the Library.c) All invoicing will be done through WideAreaWorkflow (WAWF). With each invoice, the Contractor shall submit an attachment to the invoice a listing of all items completed during the invoicing period. If there is a discrepancy, the invoice shall be rejected until the Contractor has corrected the discrepancy. 10) Period of Performance a)These documents are active files. All Hollinger boxes in the monthly shipment must be scanned and OCRd within a 30-day period. Once an increment is completed and returned, another will be delivered for scanning/OCR until the project/or contract is complete.b)All services shall be completed within 730 days of the contract award. 11)Authority of Government Personnel The Contracting Officer is the only person who can legally modify a resulting contract or obligate the Government for expenditure of funds. Costs shall not be incurred by recipients of the solicitation in anticipation of receiving direct reimbursement from the Government. Only the Contracting Officer has the authority to authorize deviation from the terms and conditions of any resulting contract, including deviations from specifications and requirements. In the event the Contractor does deviate, without written approval of the Contracting Officer, such deviations shall be at the risk of, and any cost related thereto shall be borne by the Contractor. Any matter concerning a change to the scope, prices/costs, terms, or conditions of this contract shall be referred to the Contracting Officer. (13) Applicable Documents The following are documents/guidelines to be used in the performance of this contract. A Framework of Guidance for Building Good Digital Collections. 2nd edition. Bethesda, MD: National Information Standards Organization, 2004.http://www.niso.org/framework/framework2.html#top ANSI/NISO Z39.87-2006 Data Dictionary-Technical Metadata for Digital Still Imageswww.niso.org/standards/standard_detail.cfm?std_id=731 Formats for Digital Preservation: A Review of the Alternativeshttp://www.cendi.gov/publications/CENDI_PresFormats_WhitePaper_03092007.pdf Metadata Encoding and Transmission Standard (METS)http://://www.loc.gov/standards/mets/ NARA 1571, Archival Storage Standards: http://www.archives.gov/foia/directives/nara1571.pdf NARA Transfer Guidance for Records in PDF http://www.archives.gov/records_management/policy_and_guidance/nwm11_2003.html Preservation Guidelines for Contractors Handling Records and Historical Materials: http://www.archives.gov/preservation/technical/vendor-training.html Technical Guidelines for Digitizing Archival Materials for Electronic Access (2004): http://www.archives.gov/preservation/technical/guidelines.htmlTIFF Image Formathttp://partners.adobe.com/public/developer/tiff/index.html ANSI/NISO Z39.84 - 2005 Syntax for the Digital Object Identifier http://www.niso.org/standards/resources/Z39-84- 2005.pdf?CFID=936638&CFTOKEN=33601227 International Organization for Standardizationhttp://www.iso.org/iso/home.htm The following provisions/clauses apply to this acquisition:FAR 52.212-1FAR 52.212-4FAR 52.212-5FAR 52.204-9Please return a completed copy of the provision at FAR 52.212-3 - Offeror Representations and Certifications - Commercial Items (Aug 2006) with your offer. Offers are due no later than 10:00 am, EST, 26 august 2008. Please address questions in writing by way of e-mail Maria.Dickey@USMC.Mil, or FAX: 703-784-5908. Telephone inquiries will not be accepted. INSTRUCTION TO OFFEROR L-1 GENERALL-1.1 The Government intends to award a firm fixed price contract as a result of this solicitation. Submit a proposal that clearly and concisely describes and defines your response to the requirements of this solicitation. Use of general or vague statements such as standard procedures will be used will not satisfy this requirement. Unnecessary elaboration or presentations beyond that sufficient to present a complete and effective proposal are not desired and may be construed as an indication of the offerors lack of understanding. Elaborate artwork and expensive visual or other presentation aids are neither necessary nor desired. L-1.2 Submit an offer/proposal and other information in strict accordance with these instructions. Failure to do so may result in the offerors submission being determined to be unacceptable and ineligible for award. Your submission shall be screened by the Contracting Officer or a designee upon receipt to ensure compliance with the instructions contained in the Request for Proposal (RFP). Elimination of an offeror is at the sole discretion of the Contracting Officer.L-1.3 The purpose of this procurement is to implement, operate, and maintain the Alfred M. Gray Marine Corps Research Center (GRC) Information Technology (IT) infrastructure. Your proposal must address information pertaining to Technical, Past Performance and Price. (a) QUESTIONS: Offerors shall submit questions requesting clarification of solicitation via email address: maria.dickey@usmc.mil. All questions must be received no later than 10:00 AM August 18, 2008. No questions will be responded to after the cut off date, All questions must be submitted via email. Telephone inquiries will not be accepted. ( b) PROPOSAL SUBMISSION DUE DATE AND TIME: Contractors shall submit their proposal no later than 26 August 2008, 10:00 AM. (c) PREFERRED METHOD OF DELIVERY OF PROPOSALS VIA HAND DELIVERY OR PRIVATE COURIER: Hand Delivery or Private Courier (FED EX or UPS) mailing address is:Commanding GeneralRegional Contracting Officer NE (B401)Attention: Maria D. Dickey2010 Henderson RoadMarine Corps BaseQuantico, Virginia 22134 (d) MAIL DELIVERY ADDRESS OF PROPOSALS Commanding GeneralRegional Contracting Northeast (B401)Attention: Maria D. Dickey4350 Caitlin AvenueMarine Corps BaseQuantico, Virginia 22134 (e)ELECTRONICALLY DELIVERED PROPOSALS Proposal delivery electronically via email at maria.dickey@usmc.mil is acceptable. Due to the firewalls aboard Marine Corps Base, Quantico it is the offerors responsibility to ensure that all necessary documents are received electronically. L-2.2 PROPOSAL FORMAT In order to maximize efficiency and minimize the time for proposal evaluation submit your proposal in accordance with the format and content specified. The electronic proposal shall be prepared so that if an evaluator prints the proposal it meets the following format requirements: 8.5X 11 inch paper Single-spaced typed lines 1 inch margins on all sides 12 point font Graphs and drawings must be clear and legible No photographs or hyperlinks are permitted Microsoft Office compatible files are required L-2.3 PROPOSAL CONTENT Each proposal shall contain the following volumes/sections: Volume 1 Offer Letter Volume 2 Proposal Volume 3 Past Performance Volume 4 Price Section B Pricing Information may not appear anywhere in the proposal other than Volume 4. L-2.4 Volume 1 - Offer LetterIdentify at a minimum the solicitation number, enclosures being transmitted, and state the length of proposal validity (at least 45 days). L-2.4.2 Volume 2 Proposal Include all relevant supporting information required or specified in Section C. Offerors shall submit the following information: This section shall be limited to Fifty (50) pages or less. The proposal must demonstrate an understanding of an ability to meet all of the requirements covered in the SOW. The proposal should be sufficiently complete to demonstrate how the Offeror will comply with Government tasking and requirements throughout the performance period. Data previously submitted, or presumed to be known, i.e., descriptions of previous projects performed for the Government cannot be considered as a part of the proposal unless physically incorporated in the proposal. Clarity, completeness, and conciseness are essential. The offeror shall demonstrate the ability, resources and experience required to perform the requirements in the SOW (Section C), including the detailed procedures and methods to be used. The offeror shall demonstrate a thorough understanding of the requirements of the SOW and provide a proposal in accordance with the SOW. All information must be presented in sufficient depth for the Government to make a comprehensive evaluation of the Offeror's understanding of the SOW and of the Offeror's capability for successful performance. The proposal should demonstrate this understanding and capability in a concise, logical manner and should not contain superfluous material not directly related to this solicitation. L-2.5 Volume 3 - Factor 2 - Past PerformanceThis section shall not exceed six (6) pages. The offerors Past Performance volume shall include sections that address the following: Past Performance will be evaluated to determine how well the Offeror has performed in the past as an indicator of how well the Offeror may perform in the future. Past Performance is a measure of the degree to which the Offeror satisfied it customer in the past and complied with Federal, State and local laws and regulations. The offeror must provide a matrix with three references who will be able to provide information regarding the offerors's relevant past performance during the last five years in regard to the following areas: (1) customer satisfaction, (2) timeliness, (3) technical success, and (4) Quality. If the Offeror does not have relevant past performance experience within the last three years, then the offeror must make an affirmative statement to this effect. L-3 Volume 4 - PricePrice shall be in accordance with Section B of the solicitation. CLOSING DATE/TIME FOR THIS REQUEST FOR PROPOSAL IS ON OR BEFORE 10:00 AM, AUGUST 26, 2008. To be eligible for award Contractors must be registered in the Central Contractor Registration (CCR) at www.ccr.gov and be registered in the electronic invoicing system Wide Area Workflow (WAWF) www.wawf.eb.mil within ten (10) days of award.Please forward your response to: Commanding GeneralRegional Contracting Office, NE (B401)Attention: Mrs. Maria Dickey3250 Catlin AvenueMarine Corps BaseQuantico, Virginia 22134-5001Telephone: 703-784-1923FAX: 703-784-5908 HAND DELIVERY OR PRIVATE COURIER ADDRESS:Commanding General Regional Contracting Office, NE (B401)Attention: Mrs. Maria Dickey2010 Henderson RoadMarine Corps BaseQuantico, Virginia 22134-5001 Proposals may be submitted ELECTRONICALLY, however, due to Government computer firewall security, please be advised that it is the offeror's responsibility to ensure that the Contracting Office receives all required documents by the due date and time. ELECTRONIC ADDRESS:Maria.Dickey@USMC.Mil 52.212-2 EVALUATION--COMMERCIAL ITEMS (JAN 1999) M-1 General Information M-1.1 The Government intends to award a Firm Fixed Price (FFP) contract as a result of this solicitation. Each Offeror shall submit a proposal that clearly and concisely describes and defines the Offerors response to the requirements of this solicitation. Use of general or vague statements such as standard procedures will be used will not satisfy this requirement.
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