Notice of Intent to Sole Source - IBML Scanner Maintenance Support Renewal

The Air Force Historical Research Agency is seeking to renew annual maintenance and sustainment support for its proprietary IBML ImageTrac 6 Lite high-speed document scanners and associated Dell 7910XL servers under a sole-source, firm-fixed-price contract, authorized under RFO Part 12 commercial simplified procedures. This requirement is critical to preserving the U.S. Air Force’s historical records through uninterrupted digitization and archival operations, and the contract is limited to one year, from September 30, 2026, to September 29, 2027. Only IBML, as the original equipment manufacturer and sole authorized provider, meets the technical and operational requirements, including a mandatory four-hour on-site technical response SLA, software updates, replacement of defective parts and labor, and secure handling and destruction of storage media during maintenance. The work will be performed at Building 1405 on Maxwell Air Force Base in Montgomery, Alabama, with all contractor personnel required to obtain and wear base identification badges without needing a Common Access Card, as the services involve unclassified systems. Contractor personnel must comply with stringent security and access protocols including prior notification of personnel details, mandatory vehicle inspections at designated gates, adherence to strict weapons and electronic device prohibitions, and submission to random entry/exit checks by Security Forces. All individuals must receive initial and periodic security briefings, comply with traffic rules including hands-free phone use while driving, and are strictly forbidden from installing any new IT infrastructure without prior written approval from the 42nd Communications Squadron. Failure to meet any security or performance requirement may result in withholding of final payment. The contract value is below the Simplified Acquisition Threshold of $250,000, and no options for renewal are included. Proposals must be submitted via email in the form of a capability statement containing the company name, point of contact, CAGE code, and Unique Entity ID by the deadline of July 1, 2026, with no formal evaluation factors or weighting systems applied due to the sole-source nature of the acquisition.