SOURCES SOUGHT
D -- Digitization of Archival Materials
- Notice Date
- 3/6/2017
- Notice Type
- Sources Sought
- NAICS
- 518210
— Data Processing, Hosting, and Related Services
- Contracting Office
- Department of the Army, Army Contracting Command, MICC, MICC - Carlisle Barracks, 314 Lovell Avenue, Suite 1, Carlisle, Pennsylvania, 17013-5072, United States
- ZIP Code
- 17013-5072
- Solicitation Number
- W91QF0-17-T-0002
- Archive Date
- 4/12/2017
- Point of Contact
- Karen A. Kurzendoerfer, Phone: 7172454609
- E-Mail Address
-
karen.a.kurzendoerfer.civ@mail.mil
(karen.a.kurzendoerfer.civ@mail.mil)
- Small Business Set-Aside
- N/A
- Description
- 1.0 Description 1.1 The USAHEC in support of the U.S. Army War College is seeking information on how a contractor might execute the digitization of 22,788 linear feet of unprocessed archival collections (photos and manuscripts) in accordance with USAHEC digitization standards. Collection materials range from modern paper to extremely delicate (antique, vellum, parchment, paper) documents. Ideally contractor might provide a rough costing estimate for each step of the process, to include rough costing for each of the levels (low, med, high) when stated. 1.2 THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes - it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the U.S. Army is not at this time seeking proposals and will not accept unsolicited proposals. Respondees are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party's expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. If a solicitation is released, it will be synopsized on the Federal Business Opportunities (FedBizOpps) website. It is the responsibility of the potential offerors to monitor the site for additional information pertaining to this requirement. 2.0 Process Flow 2.1 Concept of the Process: a. Contractor receives materials and confirms inventory and signs/returns the government hand receipt. (Need contractors to provide an idea on volume of material intake capacity [linear feet] per month) b. Contractor executes an archival arrangement (please provide rough costing for each level): Low (contractor cost estimate) - defined as collection is identified, all items are in a folder and boxed, identification of preservation issues, removal of all fasteners, documentation of original order materials are filed. Med (contractor cost estimate) - defined as all Low actions plus: identification of series (i.e. correspondence, official papers, printed materials...); documentation that links new material locations to original location High (contractor cost estimate) - defined as all of Low and Med plus: arrange files to the item level as appropriate to content (chronological, alphabetical, file numbering system, etc.); note additions to authority control based on items identified. c. Scanning File Naming Convention to be utilized will be a total of 24 characters: 16 digit acquisition number (government provided by collection name) / 2 character alpha designation for functional area (government provided list - PH = photos, AV = Audio Visual, MN = manuscripts, AT = artifact) / 6 digit 1 up number system for each document. d. Executes scanning in accordance with USAHEC standards, see attachment 1. e. Contractor provides the following metadata (Content, syntax, format) embedded in each scanned file or clearly associated: LOW (1) Content (a) Level of Description (b) Repository Identifier (c) Country Identifier (d) Name and Location of Repository (e) Title (f) Date (g) Extent (h) Name(s) of Creator(s) (i) System of Arrangement (j) Conditions Governing Access (k)Language of Material (l) Custodial History (m) Existence/location of originals (n) Existence/location of copies (o) Scope and content (minimal) (p) Administrative/biographic history (minimal) (q) Technical access (r) Physical description (2) Syntax - Dublin Core (3) Format - XML MED (1) Content: All of Low Plus (a) Admin and biographical data (expanded) (b) Scope and content (expanded) (c) Conditions governing use and reproduction (2) Syntax - Dublin Core, MARC (3) Format - XML HIGH (1) Content: All of Low and Med Plus (a) Related and separated materials (b) Physical Access (c) Finding Aids (d) Publication note (e) Accruals (f) Appraisal and scheduling information (g) Source of acquisition (2) Syntax - Dublin Core, MARC, METS (3) Format - XML f. Contractor executes an in house Quality Control program: OCR'd documents have a 95% or better error free rating, 100% of all images are verified and file is checked to ensure metadata is complete. g. Contractor inventories and ships collections materials back to USAHEC. h. Contractor will utilize a USAHEC provided access point for uploading digital scans with associated metadata/taxonomy/vocabulary. 2.2 Contractor Provided Process Improvements: Contractor suggestions that might improve this process and product are requested and encouraged. 3.0 Requested Information: 3.1 Requesting rough costing for executing the descripted process (paragraph 2.0) with a breakdown of rough costing for each of the tiered levels (low, med, high). 3.2 Estimate by the contractor on intake flow per month (minimum and maximum). 3.3 Approximate number of man-hours associated with the effort. 3.4 Suggestions and recommendations for improvements in the descripted process. 4.0 Responses 4.1 Interested parties are requested to respond to this RFI with a white paper. 4.2 White papers in Microsoft Word or PDF format are due no later than 28 MONTH 2017, 4:00 pm EST. Responses shall be submitted via e-mail only to karen.a.kurzendoerfer.civ@mail.mil. Proprietary information, if any, should be minimized and MUST BE CLEARLY MARKED. To aid the Government, please segregate proprietary information. Please be advised that all submissions become Government property and will not be returned. 4.3. Section 1 of the white paper shall provide administrative information, and shall include the following as a minimum: 4.3.1 Name, mailing address, overnight delivery address (if different from mailing address), phone number, fax number, and e-mail of designated point of contact. 4.3.2 Recommended contracting strategy. 4.3.4 Business type (large business, small business, small disadvantaged business, 8(a)-certified small disadvantaged business, HUBZone small business, woman-owned small business, very small business, veteran-owned small business, service-disabled veteran-owned small business) based upon North American Industry Classification System (NAICS) code 518210, Computer Systems Design Services. "Small business concern" means a concern, including its affiliates that are independently owned and operated, not dominant in the field of operation in which it is bidding on Government contracts, and qualified as a small business under the criteria and size standards in 13 CFR part 121. A small business concern for the purposes of this procurement is generally defined as a business, including its affiliates, averaging no more than 25 million dollars in annual receipts. Annual receipts of a concern that has been in business for 3 or more complete fiscal years means the annual average gross revenue of the concern taken for the last 3 fiscal years. Annual receipts of a concern that has been in business for less than 3 complete fiscal years means its total receipts for the period it has been in business, divided by the number of weeks including fractions of a week that it has been in business, and multiplied by 52. Respondees are cautioned, however, that this is a general description only. Additional standards and conditions apply. Please refer to Federal Acquisition Regulation FAR 19 for additional detailed information on Small Business Size Standards. The FAR is available at http://www.arnet.gov. 4.4 Section 2 of the white paper shall answer the issues addressed in Section 3 of this RFI. 5.0 Industry Discussions U.S. Army representatives may or may not choose to meet with potential offerors. Such discussions would only be intended to get further clarification of potential capability to meet the requirements, especially any development and certification risks. 6.0 Questions Questions regarding this announcement shall be submitted in writing by e-mail to the Contracting Officer, karen.a.kurzendoerfer.civ@mail.mil. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the E-Commerce Central website; accordingly, questions shall NOT contain proprietary or classified information. The Government does not guarantee that questions received after 17 March 2017 will be answered. 7.0 Summary THIS IS A REQUEST FOR INFORMATION (RFI) ONLY to identify sources that can provide [FILL IN TITLE OF REQUIREMENT]. The information provided in the RFI is subject to change and is not binding on the Government. The U.S. Army has not made a commitment to procure any of the items discussed, and release of this RFI should not be construed as such a commitment or as authorization to incur cost for which reimbursement would be required or sought. All submissions become Government property and will not be returned.   Attachment 1 Scanning Standards Medium color depth Original size > 1.5" DPI 1.6" - 5.5" DPI 5.6" - 11.5" DPI 11.6" - 18" DPI < 18" DPI Printed text (see notes) 24 bit color 4800 1200 1200 600 600 Rare/damaged printed text (see notes) 24 bit color 4800-9600 3200-4800 600-1200 400-600 400-600 book illustrations 24 bit color 4800-9600 3200-4800 600-1200 400-600 400-600 manuscript ** (see notes) 24 bit color 4800-9600 3200-4800 600-1200 600-1200 600-1200 photographic prints 48 bit color 4800-9600 3200-4800 1200-2400 1200-2400 1200-2400 graphic art 48 bit color 4800-9600 3200-4800 1200-2400 1200-2400 1200-2400 works of art 48 bit color 4800-9600 3200-4800 1200-2400 1200-2400 1200-2400 transparencies 24 bit color 4800-9600 3200-4800 600-1200 600 600 NOTES: - All printed text and manuscripts that can be read by an OCR will have an OCR pdf file created in addition to the TIFF file. - Size Ranges are situational and will need detailed specification in final contract ** Higher resolution may be needed in case of manual transcription All Access Master Images are to be saved as TIFF files with lossless compression based on color depth and DPI identified above. We need both a Preservation Master and an Access Master back from the image producer. Both master files (preservation and access) need a 3 tier back-up. Consider requesting image producer to provide at least one off-site backup.
- Web Link
-
FBO.gov Permalink
(https://www.fbo.gov/notices/f025ebbe136682b6ca8bdf76a228d278)
- Place of Performance
- Address: U.S. Army Heritage and Education Center, Carlisle, Pennsylvania, 17013, United States
- Zip Code: 17013
- Zip Code: 17013
- Record
- SN04424839-W 20170308/170306235102-f025ebbe136682b6ca8bdf76a228d278 (fbodaily.com)
- Source
-
FedBizOpps Link to This Notice
(may not be valid after Archive Date)
| FSG Index | This Issue's Index | Today's FBO Daily Index Page |