Bureau of Fiscal Service RFI: Mature Unredeemed Debt (MUD) Records Modernization Microfilm Digitization

Notice ID: 2033H624N00001

Contractor shall coordinate with Fiscal Service’s Storage Contractor to ensure secure transportation of microfilm from their facility located at 8888 Suemac Road, Jacksonville, FL.

• Transfer process shall be completely documented to ensure each reel is labelled and accounted for at pickup from current Storage and Contractor and delivery at the new Contractor’s facility where film will be scanned. The return transfer shall be similarly documented.
• For inbound microfilm reel shipments from Fiscal Service’s Storage Contractor Facility, Fiscal Service’s Storage Contractor will be placing a barcode on each reel of microfilm and scanning it into an Excel spreadsheet for each box for a chain of custody and tracking purposes.
• The Storage Contractor will be printing out one (1) copy of the manifest as a packing sheet and retaining one (1) copy for the return shipments. The Storage Contractor will be placing all boxes onto pallets, securing the pallets with shrink-wrap, transferring them out of the storage are to the loading area, where the new contractor shall load them into the transportation vehicle.
• For outbound microfilm shipments to Fiscal Service’s Storage Contractor’s facility, the reels shall be returned in their original package to the storage facility after final evaluation of extracted data and output image files. If the original packaging is not available, the Contractor shall replace any unavailable packaging with the same type or equivalent – including the exact description that was cited on the original packaging.
• The Contractor shall provide documentation relating to the transportation services within three (3) business days upon the request of the CO or COR.

OBJECTIVES

• Digitize up to approximately 375,000 reels of microfilm. The Contractor shall perform any needed repairs to the microfilm to facilitate the digitization process for generating the best quality possible (i.e. some film may be broken or need additional leader or trailer attached).
• Extract required data fields from all bonds contained in the digitized 1935-1957 issue stub microfilm.
• Assign a Sequence Number to each record extracted from microfilm (record includes image and all corresponding extracted data). The Sequence Number will begin with the first image on the first reel (numeric order of reels will be specified by the Government) and will sequentially increase by one for each bond record across all the reels of film to be digitized in numeric order of reels (e.g., if reel #1 has 9,000 bond records, reel #2 will begin with Sequence Number “0000009001” for its first record and the subsequent Sequence Numbers will continue to increase by one for each sequential bond record throughout the total records on all reels of microfilm to be digitized).
• Must be capable of establishing a secure VPN connection with Fiscal Service; the name and phone number of a technical point of contact shall be provided in order to coordinate the VPN connection and address any issues that arise.
• Provide the Government staff with secure access to website to randomly view extracted records based on assigned Sequence Number with the capability to view extracted image and corresponding data on the same screen so that data can be verified against image.

For the period of performance, vendors shall propose a timeline for completing data extraction for all the 1935-57 issue stub records.

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