Document Digitization and Destructions Services

THIS SOURCES SOUGHT NOTICE IS ISSUED SOLELY FOR INFORMATIONAL AND PLANNING PURPOSES AND DOES NOT CONSITUTE A SOLICITATION. No formal solicitation documents exist at this present time. Responses to this Sources Sought notice will be utilized by the Government to make appropriate acquisition decisions. After review of the responses to the Sources Sought notice, a solicitation may be published via SAM.gov/ Contract Opportunities. This notice is on behalf the Civilian Human Resources Agency (CHRA) constitutes market research for document digitization and destruction of employee personnel files. CHRA is looking to digitize about 1000 boxes of files with an estimated 15 employee personnel or overseas entitlement files per box. Each file ranges from 50 - 200 documents per file. The government would expect the vendor to utilize their own equipment to scan documents and provide the government digital copies on removable drives (1 primary drive and 1 backup drive). Location: CHRA expects files to be scanned / digitized within the Army facility on Kleber Kaserne, Kaiserslautern Germany. Files are currently housed in a warehouse environment and should be able to accommodate contractor scanning equipment and personnel. Contractor employee requirements: Employees will need to have completed a background check in order to access the installation and must sign a non-disclosure agreement because the files being scanned contains Personal Identifiable Information (PII). File/Document Details: The files are stored in standard boxes (A-A-670C) NSN 8115-00-117-8249 with files secured in an Official Personnel Folder (Standard Form 66. Some documents are stapled and printed front and back. Some documents are of different size paper. Most documents are letter size format of 8.5x11, A4 8 - x 11 , or legal size of 11x14.All documents are secured in the folder's 2 prong document clip. All documents should be within the size range for Automatic Document Feeder (ADF) compatibility. There are carbon copy documents present in the folders. Scanning process: The Government requires files to be scanned on site at Kleber Kaserne, Kaiserslautern Germany. Scanned documents will be saved as a .pdf file type and saved within a folder structure and named according to employee name. A naming convention will be provided before work begins. Documents must be readable based on the original document text. Scan resolution should be at least 300dpi. There are approximately 15 standard documents that will require identification and digital labeling once scanned. The list of standard documents and examples will be provided in advance of the start of the contract. All additional documents will be marked as "other." The Government intends to conduct quality surveillance through random sampling of scanned files. Shredding: Documents are required to be shred meeting the Department of Defense (DoD) requirements for shredding PII information. When shredding paper documents containing PII, the maximum shred size (refuse/output) of a PII compliant shredder with cross-cutting and shall be no larger than 3/32 x 19/32 micro-cut particles. Alternate destruction methods will be considered if destruction meets NSA and Department of Defense (DoD) guidelines (NIST 800-88, DoDI 5200.48) for PII. REQUESTED INFORMATION. If you are interested, capable, and can provide the required service, please provide the requested information as indicated below: 1) Company information, to include: a) Your company name, address, b) The company's web page (if applicable); c) CAGE Code and DUNS number, d) Point of contact, including: name, title, phone, and email address e) General company narrative of capabilities, past work etc. 2) Do you provide these services under any pre-established federal contract, such as General Service Administration (GSA). If yes, provide the contract type and number. 3) Have you previously provided this type of service, please provide the following: a) Customer Name b) Customer Point of Contact / Email / Telephone number c) Total Contract Value d) Period of Performance e) Brief Description of Services Provided 4) Provide commercial digitization and destruction costs per item (including pricing for various format sizes such as 8x10, 11x14, and stapled items. Also include pricing for black and white versus color imaging. 5) Provide detailed descriptions of scanners (make/model) and software used for digitization based on format size. 6) Provide description of quality control procedures typically employed for this type of digitization and destruction project. 7) Explanation of any limitations based on the above outlined requirements. All responses to this Sources sought notice shall be submitted via email to Mr. Skylar Cordon at alfred.s.cordon.civ@army.mil. Telephone, fax, or any other form of communication inquires will not be reviewed of accepted in response to this Sources Sought notice. Responses must be received no later than 21 November 2022 by 1200 CEST. Disclaimer: All information received in response to this Sources Sought marked as propriety will be handled in accordance with Federal Acquisition Regulation (FAR) 15.201(e). Response to this notice is not an offer and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses incurred responding to this Sources Sought notice.