Silver and Diazo Microfiche Products

1. Question Is microfiche the only type of service that is required or can suggestions to lower cost, increase performance, as well as use other archival methods and suggestions be an option? The idea of suggestions can be incorporated into the process that already exists. Answer: Microfiche is the only service required for this solicitation. However, suggestions offered to improve productivity, performance, and lowering of cost may be submitted. 2. Question Can or will the electronic documents come from other source applications? (i.e. Word, Answer: Electronic documents will be provided in TIFF and/or PDF images or physical microfiche media. 3. Question Can you please explain the type of document preparation that is requested? Answer: Touch edits or resizing of electronic documents to ensure images fit within the framing specifications of the microfiche and requirements under 3.1.8, 3.1.9, and section 3.2. 4. Question Although Section 3.1.3 indicates that documents will be provided to the contractor in black and white 300 dpi images, is there any chance that NTIS may occasionally provide images in color or grayscale format or in image resolutions other than 300dpi? If so, will the contractor be expected to convert them to COM-compatible but accurate representations of the original images using dithering or other interpretive processes? Answer: There is a chance that grayscale and limited color images will be provided. This will only occur if images are sent as a PDF document. Any TIFF images we send would be black & white with a resolution of 00 dpi or less. The contractor is expected to convert all images to acceptable representations and formats of archival quality. 5. Question Clarification on Suggested Pricing Schedule: where "Price for Silver Sheets (shipping costs to NTIS Customers are to be (sic) included") does this mean the contractor should include all fulfillment tasks and materials such as handling, sorting, labeling, packaging, packaging materials, etc? Answer: Yes, note: (shipping costs to NTIS Customers are to be included") applies to the option years. For the first year, the contractor will send all microfiche to NTIS and NTIS will ship the items to its customers. 6. Question Will shipping labels need bar codes? Answer: Within the base year bar codes will not be needed being that all processed microfiche shall be returned to NTIS to be shipped to the subscriber. The need of bar codes within the option years has not been determined at this time. 7. Question When shipping via USPS, will the contractor be required to provide an itemized shipping manifest by library and cost? Answer: Yes 8. Question How many libraries must the system house? Answer: NTIS currently has 42 SRIM subscribers/customers. 9. Question What is the time frame to present our sample fiche distribution system? Presentations of microfiche distribution systems are not required. However, the contractor will be required to present samples of packaging and handling materials to be utilized prior to initiating the option years. 10. Question Will the vendor be required to supply the custom fiche envelope? Answer: NTIS will supply the custom fiche envelopes. 11. Question Based on the requirement as specified in Section 3.2, a managerial reporting system is necessary. Should the report contain any additional information other than that stated in the synopsis such as: 1) Name, address, print order number, publication classification number, depository shipping list number shipped to each address 2) Number and size of packages, method of shipment, and cost of each shipment to each addressee 3) Date each print order is shipped Answer: Managerial Report should contain customer name and address, product information and quantity, number of boxes, date shipped, shipper, tracking numbers and identify orders/subscriptions that could not be fulfilled and the cause. 12. Number of people involved in the actual running of the COM Recorder(s) and Duplicator(s) at NTIS? This would be in terms of full time equivalents (FTE's). Answer: One 13. Number of FTE's involved in the QC, packaging, record keeping and mailing? Answer: Two 14. When shipping back to NTIS the first year, will the turnaround times dictate that we use overnight shipping, probably with FedX or UPS? Answer: This is probable; being that SRIM is a time sensitive subscription. 15. Based on your experience about how many shipments would you expect that we would make to you in a month? Answer: The number of shipments to NTIS is contingent upon on the contractor's packaging and shipping process as well as their physical location. However, NTIS expects to receive a minimum of two shipments per month. 16. Would it make sense for us to hold on to the silver originals for a few weeks or so and then send them back to you? This would allow us to still have the fiche for while if a customer wanted more copies or found a QC issue with a fiche copy. Also, we could make several large shipments back to you rather than many small ones. As I read the bid now, we would just package the originals in their own envelope and send them back along with the associated duplicates. Answer: The contractor shall accomplish the task provided in section 5.1. 17. We also noticed that in the required task section that you want us to review the fiche for orientation and faded documents. It would seem to be smarter to review images before they go to fiche. Contractor is expected to employ the necessary steps to ensure the images received are legible and complete in both prior and post production. If the contractor has questions regarding the legibility of the images provided the contractor should contact NTIS. 18. Do you want the contractor to orient all images so that text is oriented upward? Text images shall be oriented as portrait page layouts. 19. Do you expect the contractor to improve faded documents before they go to film? If not have these checks already been done before we get the images? NTIS does not alter or manipulate the data of documents received from source agencies in any way. Defined by individual standards the contractor may encounter images of faded or poor quality; NTIS typically identifies such documents as "best copy available". If the contractor has the capable means, it is expected that the contractor improve faded documents before they go to film.