Records Digitization

2.0 MINIMUM SPECIFICATIONS

The primary objective is to scan, digitize, and securely store approximately 800 legal and personnel action files on the Vandenberg SFB SharePoint site.

• Digitize approximately 800 files, with an average of 20 pages per file.
• Prepare physical documents for scanning, including the removal of staples and paperclips.
• Scan all documents in black and white at a minimum of 600 dots per inch (dpi).
• Create a single, searchable PDF file for each individual personnel record.
• Compress all PDF files using a lossless compression format to conserve server space while maintaining quality.
• Name each file according to the specified convention: (Calendar Year, File Type Number, Person’s Name). Example: CY2023; #12; Last Name, First Name.
• Bookmark the electronic file to divide the file into sections when indicated in the hardcopy
• Securely upload all digitized files to the designated Vandenberg SFB SharePoint site.
• Destroy physical records after successful digitization and verification.

3.0 DESCRIPTION OF WORK

• The contractor shall deliver a complete, turn-key digitization service. The contractor shall coordinate with the Government representative to access, process, and store all required records.
• Contractor shall coordinate with Brett Peters (30FSS/FSCA) to receive and sign for all physical records to be scanned.
• Contractor shall prepare all files for scanning, which may include removing staples, paperclips, and bindings.
• Contractor shall scan all documents to the standards specified in Section 2.0.
• Contractor shall apply the file naming convention (CY2023; #12; Last Name, First Name) to each file.
• Contractor shall upload all named and compressed PDF files to the specified SharePoint library.
• Contractor shall test a sample of uploaded files with a Government representative present to verify quality, legibility, and proper naming.

Upon written confirmation from the Government representative that all files have been successfully digitized and stored, the contractor shall destroy the physical paper records in accordance with non-record material disposal guidelines in General Records Schedule 2.3: Employee Relations Records.

4.0 COMPLIANCE

The Vendor shall comply with all applicable federal, state, local, and county laws, as well as Air Force regulations governing the execution of these services.

5.0 PERIOD OF PERFORMANCE

The project shall be completed between 1 July 2026 and 31 December 2026. The complete digitization and upload of all records should take no longer than 30 calendar days from the project start date.

6.0 GOVERNMENT FURNISHED PROPERTY/INFORMATION

6.1 Government Furnished Items

• N/A

6.2 Government Furnished Equipment

• N/A

6.3 Government Furnished Services

• Record Access: The Government will provide access to all legal and personnel files for scanning. The primary point of contact for access is the Human Resources Chief.
• SharePoint Access: The Government will provide access to the designated SharePoint site for file uploads.
• Utilities: The Government will furnish electricity, water, sewage, and heating.
• Refuse Collection: The Government will provide dumpsters for refuse.

Regulatory Authority and Acquisition Strategy

This notice is published in accordance with the Revolutionary FAR Overhaul (RFO) 5.101 and 12.201-1 for acquisitions at or below the Simplified Acquisition Threshold (SAT), as supplemented by Department of War (DoW) guidance, including DFARS Deviation 2026-O0003 and 2026-O0028. Please note the following:

•   This is a combined Presolicitation Notice and RFI Sources Sought, NOT a Request for Quotations (RFQ). A solicitation document does not currently exist.
•   The purpose of this notice is to determine the availability of Small Business concerns capable of providing the required bleacher system.
•   The Government does not intend to award a contract based on this presolicitation notice or to pay for the information solicited herein. This notice is issued solely for informational and market research purposes.
•   Following the conclusion of this mandatory 15-day posting period on 21 May 2026, the Government intends to directly solicit quotations from at least three (3) selected sources capable of meeting the requirement, in accordance with RFO 12.201-1(c)(2).

Instructions for Interested Parties

Although the Government intends to directly solicit quotes from selected vendors after this notice expires, all responsible sources may submit a capability statement, proposal, or quotation, which shall be considered by the agency in determining the final list of vendors to solicit.

Interested parties wishing to demonstrate their capability to fulfill this requirement must submit the following information via email no later than 1:00 PM Pacific Daylight Time (PDT) on 27 May 2026:

• Company Name, Address, and Point of Contact (Phone & Email)
• CAGE Code and UEI Number
• Business Size Standard and Socioeconomic Status under NAICS 512110
• A brief capability statement (maximum of five (5) pages) demonstrating the ability to provide the service requested. This statement should include relevant past performance examples if available.**Submission and Contact Information: ** All responses and inquiries must be submitted electronically to the primary point of contact listed below. Telephone inquiries will not be accepted.

**Primary Point of Contact: **

SSgt John Boutros, Contract Specialist,

[email protected]