1) Materials preparation for scanning

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1 Question: Can companies from Out-of-State or Outside USA apply for this? Answer: The vendor will have to abide by all the RSA s listed on the back of the State of New Hampshire P-37 contract form ( and be in good standing with the Secretary of State and the Federal equivalent. Question: Will we need to come over to NHDHR for meetings? Answer: The successful vendor must be available to attend meetings in person at the NHDHR office. Question: Can we perform the tasks (related to RFP) outside USA? Answer: Proposals/tasks must minimize disruption to paper files to the greatest extent possible. Successful vendors must hand pick up and hand deliver materials. Question: Can we submit our proposals via ? Answer: No electronic submissions will be considered. Hard copy proposals must be mailed or handdelivered to the NHDHR office. Question: Each record type specifies the # of docs, how may estimated pages are within those docs for each record type? Answer: The number of pages for each record type varies considerably; therefore an accurate estimate is not possible. We encourage potential vendors to attend the pre-bid meeting to view our records in person. Question: Do you have any recent RFPs that were previously awarded for document scanning? Answer: No, this is the first time our records will be digitized. Will you plan to tour the facilities that submit RFP responses or as a determining factor to narrow your decision for any companies that submit responses for offsite digital imaging? We may request a tour, but do not anticipate it at this time Stapled Pictures - Can we carefully remove staples from pictures stapled to paper? Yes - If so, can we use clear tape to affix pictures to the paper? No, per Appendix B of the Guidelines: Delivery Method - What is the preferred method of delivering the electronic data to NHDHR? Hand-delivered Is there a required completion date for this project? A specific completion date will be determined in consultation with the awarded contractor prior to execution of the state contract. The DHR s current targeted completion date is November 30, 2016

2 We appreciate at the pre bid meeting the variability of the size of documents by document type. That being said would the NHDHR entertain providing the assumptions used for the $61,000 estimate as a baseline for vendors bidding on the project? This would give the NHDHR a better comparison. The estimate was based on having a vendor tour our office and review our files. They were given the rough count of each document type (included in the RFP) and used their expertise to estimate the volume of documents to be scanned. The estimate included costs for prepping, scanning, indexing, quality control, reassembling, clerical preparation, external storage media and delivery. The majority of files were estimated to be scanned using a flatbed scanner to avoid damage to photos. The NHDHR references having maps and drawings within several projects estimates. What is the estimation of maps and drawings per document type? (Reference: NHDHR Records Specifications Page 5-8) The number of maps and drawings vary considerably; therefore an accurate estimate is not possible It is our understanding that the NHDHR will prepare the files in boxes (provided by the vendor) for transport to the vendor s facility. Will the NHDHR be responsible for the cost of shipping or transporting the documents to the vendor s facility or will this be the vendor s responsibility? Is it the NHDHR s intention to transport all documents for conversion to the vendor in one shipment? (Reference: Project Responsibilities: NHDHR Page 3) It is the vendor s responsibility to transport originals to their facility. Although not specifically addressed in the RFP, the DHR asks that the vendor receive the files by hand at the DHR office. It is the DHR s intention that the files be transported in batches in order to meet the project goal of keeping the majority of files accessible to the public. For comparative purposes would NHDHR like to see estimated documents and per image pricing in addition to a do not exceed amount? (Reference: Project Budget Page 9) This additional information is welcomed but not required 1) Materials preparation for scanning P. 3 Project Responsibilities NHDHR Please confirm that NHDHR will prepare the collection for imaging as explained on p.3 and that the vendor will not be required to select, sort or weed materials prior to digitization regardless of whether the collection is digitized on-site or off-site. Correct 2) Vendor Responsibilities PP. 3 4 Project Responsibilities Vendor a. Please expand on the vendor s responsibility to determine the size of the collection. Given the organization of our files, it is difficult for DHR staff to determine collection size. Given the vendors expertise in determining collection size, this is the vendors responsibility

3 b. Please expand on the vendor s responsibility to store images and auxiliary files on specified storage media Specific storage media has not been determined at this time c. We documented the presence of transmissive photographic materials in the collection at the pre-bid meeting. Does NHDHR intend on requiring the vendor to digitize transmissive materials in the project? Can the NHDHR provide details on the size and formats of the transmissive items. Transmissive materials will not be included in this project 3) Specifications, standards, metadata, misc PP.5-8 NHDHR Records Specifications Each record type includes Index fields will NHDHR supply this information or is the vendor required to identify and collect this information from each item. DHR can provide the index fields in an Excel spreadsheet (digital format). a. If it s the vendor s responsibility: i. Are the index fields on the documents? Yes ii. Can NHDHR provide a sample image of each record type that contains the index fields in order for us to gauge the complexity for keying the information? No but our records are open to the public by appointment only b. Is the estimated number of docs, the number of forms or number of sides/pages resulting in number of images? If it s documents, can NHDHR supply an average number of pages per document for each record type described in the RFP? The estimated number of docs is the number of forms, not pages. The number of pages for each record type varies considerably; therefore an accurate estimate is not possible. We encouraged potential vendors to attend the pre-bid meeting to view our records in person. c. Archive quality standards - when to apply? i. Are the NH Historic Property documentation records the only items that are of archival quality, requiring hand placement for digitization? These documents are the only files we have that are printed on archival quality paper; it is not an indication as to how they should be scanned. ii. For those items for which the RFP does not include a statement about being scanned at archival quality, is NHDHR anticipating that the vendor would scan these using an automatic document fed (ADF) scanner? All items should be scanned at archival quality, per the Guidelines. ADF scanners do not meet the Guidelines iii. If you anticipate that an ADF scanner can be used, please provide information on what portion of the collection you expect can be captured using and ADF scanner (perhaps this is part of the budget being set at $60,900).

4 ADF is not allowed per the Guidelines. Pass-through scanners and photocopiers can be used but must not damage records NOTE: Please be advised that the scanner objective performance measures outlined in the FADGI guidelines does not apply to ADF scanners. d. Some records include book bound items, can you confirm these are hard covers and can they also be disbound? Book bound items cannot be disbound. The majority of our bound files are comb, coil or three ring. These items can be disbound e. The Archaeology reports contain sensitive information. Will NHDHR require that the vendor handle these images differently? If so, please explain. Handling will be the same. It is just important to be aware of the sensitive nature of the materials and take extra caution that they be secure f. Some of the record types are listed as containing drawings and maps. What is the size of the largest item in the collection? Exact size is unknown g. In the RFP, the vendor is to remove bindings, can the NHDHR confirm that all bound items can be disbound by the vendor? If the items are disbound, must all items be rebound? Bound items (except for book bound) may be disbound. All items must then be rebound by the vendor 4) Rebinding In order to include rebinding the items after the project is complete, we will need a complete inventory of items, page size and rebinding requirement. Will NHDHR be able to supply that information or will NHDHR accept proposals that exclude rebinding the items? The DHR is unable to accurately provide this information. The DHR will accept proposals that exclude rebinding or include it as a separate item. These proposals will be evaluated accordingly 5.) The not- to- exceed limit for the digitization phase of this project is $60,900.00, and applies to only those materials related to the stated counties of NH covered by this project. a. Can you explain how that budget figure was determined? Who made this cost determination? Does it include the variety of handling services being requested of the vendor? Page counts? Assumed use of sheet feeder vs overhead camera? etc. See previously answered question above b. If this budget completes only a portion of the stated counties, how would NHDHR determine which pages of the collections to scan, ie, prioritize by either document type or which counties, or other criteria? It is assumed that the vendor will complete the project in its entirety 6.) For production on-site at NHDHR: Please describe the space available to the vendor to set up a secure studio accommodating both equipment and at least one person. Our requirements follow; do you have such a space in the same building as the collection? :

5 We do not have the space as indicated in the requirements below a. the NHDHR will provide workspace, cubicles, standard office equipment, and standard Internet connectivity provided to state employees. b. Minimum 400 ft² for the installation of 4 pieces of equipment (this is for all of the equipment. If this project is done in phases it is possible we would require less space based on the equipment needed during each phase) c. Minimum ceiling height of 9', higher if the ceiling has obstructions such as suspended lighting, pipes or conduit. d. Floor should be stable and not prone to vibration. e. No windows, or, the ability to block them. f. Control of room lighting in the immediate vicinity of the camera. g. 2 dedicated 20amp circuits, with a minimum of 5 duplex outlets distributed throughout the space. h. Internet access. i. Proper ventilation to maintain optimum operating temperature for the equipment and operator comfort. j. Location should be easily accessible with a minimum of 36" clearance in the doorway and elevator access, if not on the ground floor. k. Removal of furniture, blacking out windows & lights or other modifications needed to space will be the responsibility of the NHDHR unless otherwise arranged and agreed. l. Not a requirement but ideally it would be good to have a safe secure staging area near the scanning studio or shelving we could use so material can be picked and ready prior to the scanning techs being ready for the material on camera. Our technicians will be reviewing material to make determination which scanner/camera each volume/item should go on. 6) For production at the Vendor's studios: The RFP states that the vendor will personally pick up and deliver the materials during the course of the project. Our studios are located approximately 360 miles away, a drive of 6+ hours. Our van can pick-up and return the materials in batches, and these round trips costs will be added to the cost of the project. a. How soon after shipping a batch to our studios would you need the materials returned? Minimizing disruption to the files is an important goal for this project. Although an exact timeframe has not been determined, proposals that minimize disruption will help the DHR meet this goal. b. Will the NHDHS staff sort and prepare the materials so that our driver only has to place them in the containers we provide? Please expand on your expectations re this shipping process. The boxes will be ready for pick up by the vendor. Batch pick up is preferred, as noted above 7) Due Date -- The NHDHR answers to vendors' questions will be released Dec 4. As these provide information critical not found in the RFP, and as 3 copies of the Response must be submitted in hard copy, would you please extend the due date for the Responses to December 18?

6 In order to keep this project on track and meet the proposed completion date, the due date for the responses will remain set at December 11, 2015