Request for Information: On-site Digitization Services for Classified and Unclassified Federal Records

REQUEST FOR INFORMATION (RFI)

RFI Title: On-site Digitization Services for Classified and Unclassified Federal Records for the Office of General Counsel (OGC)

Issuing Office: The Department of Energy, Office of General Counsel

Date of Issuance: June 2, 2026

Response Due Date: June 17, 2026 by 12PM EDT

1. Introduction The Office of General Counsel (OGC) for the Department of Energy is conducting market research to identify qualified vendors capable of providing on-site document digitization services for approximately 2,000 boxes of both classified and unclassified paper records. The primary objective is to convert these physical records into digital formats that are NARA-compliant and can be seamlessly integrated into a future Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) system. This RFI is issued for information and planning purposes only and does not constitute a solicitation. Responses will be used to inform our acquisition strategy.

2. Background The OGC currently manages a significant volume of paper records, estimated at 2,000 archival boxes, stored at the DOE Forrestal building. These records include both unclassified and classified information. Those processing the classified records must possess a DOE Q clearance prior to commencing work.  To meet federal mandates for electronic recordkeeping (e.g., OMB/NARA M-19-21, M-23-07) and enhance operational efficiency, the OGC plans to implement a COTS ERM system. The successful digitization of these legacy paper records is a critical prerequisite for achieving full electronic records management and leveraging advanced functionalities such as AI-driven analysis. Due to the sensitive nature and classification levels of the records, as well as logistical constraints, all digitization services must be performed entirely on-site at the DOE Forrestal building, Washington, D.C. Records cannot be transported off-site for scanning. Following digitization, the OGC will handle the destruction of physical records onsite through existing, established DOE processes. A critical factor for this project is the need for completion within a maximal timeframe of 1.5 to 2 years, aligning with the anticipated relocation of DOE staff in FY27/FY28.

3. Requested Information (Vendor Questions) Vendors are requested to provide comprehensive responses to the following questions. Please organize your response according to the numbering below.

3.1. Company and Experience

1. Provide a brief overview of your company, including its history, core competencies, and experience specifically with federal government clients requiring on-site digitization of classified and unclassified records.
2. Detail your experience with projects of similar scale (approximately 2,000 boxes or more).
3. List any relevant GSA Schedule contracts your company holds (e.g., SIN 518210DC for Document Conversion Services).

3.2. Security and On-site Operations 

1. Does your company possess the necessary facility and personnel clearances (i.e. a DOE Q clearance) to handle and digitize classified information on-site at a federal government facility? Please specify clearance levels.
2. Describe your protocols and procedures for managing the chain of custody and ensuring the security and integrity of both classified and unclassified records during the entire on-site digitization process.
3. How do you manage access to records by your staff while on-site? What background checks and clearances do your personnel undergo?
4. Describe your standard and classified portable scanning equipment, including physical specifications (size, power requirements) and security certifications for handling classified materials.
5. What are the requirements and typical timeline for bringing portable classified scanning equipment into a secure federal facility and getting it certified for use within a classified processing area?
6. How is classified data processed and stored on your portable scanning units while on-site, and before secure transfer to the OGC?
7. Outline your plan for physical security and safeguarding records, equipment, and digital data while operating on-site within the client's facility.

3.3. Digitization Process and NARA Compliance 

1. Describe your proposed methodology for a large-scale, on-site digitization project, including preparation, scanning, quality control, indexing, and data delivery.
2. How do your digitization processes and outputs comply with NARA's standards for digitizing permanent federal records (36 CFR Part 1236 Subpart E)? Please provide examples of your adherence to image quality, file format, and metadata requirements.
3. What common file formats do you deliver for digital images (e.g., TIFF, JPEG, PDF/A, OCR-enabled PDFs)?
4. Describe your approach to metadata capture during digitization. How do you ensure essential descriptive, technical, and administrative metadata are accurately associated with each digitized record, including classification markings?
5. What quality control procedures do you employ to ensure the accuracy, completeness, and legibility of all digitized records and associated metadata?
6. How do you handle records with unusual physical characteristics (e.g., oversized documents, fragile items, bound materials, mixed media)?

3.4. ERM Integration and Data Delivery 

1. Describe your capabilities and experience in preparing digitized records and their metadata for integration into a COTS ERM system.
2. What methods do you typically use for secure digital data transfer from your on-site scanning equipment to a client's network or designated storage location within the DOE Forrestal building?
3. How do you ensure the integrity of the data during transfer and provide validation of successful delivery?

3.5. Project Management and Support 

1. Outline your project management approach, including typical timelines for projects of this scope and how you manage progress reporting and communication with the client. Specifically, provide a detailed project plan and estimated timeline for completing the digitization of approximately 2,000 boxes of records within a 1.5 to 2-year maximum timeframe.
2. Describe the staff you would assign to an on-site project of this nature, including the roles and responsibilities of key personnel.
3. How many personnel would be dedicated to this project on-site, and what are the proposed shift schedules to maintain project velocity? 
4. What is your typical daily/weekly production rate for scanning (pages/images) for projects of this nature, considering both unclassified and classified workflows? 
5. What strategies or resource allocations would you employ to ensure adherence to the specified 1.5 to 2-year maximum completion timeframe, particularly if unexpected delays or challenges arise?
6. What are your contingency plans for potential issues such as equipment malfunction, staffing changes, or security incidents during on-site operations?

3.6. Price Modeling Information 

1. Describe your company's pricing model(s) for on-site digitization services. This could include, but is not limited to, models based on:

1. Per-page rate (specify if different for classified/unclassified, standard/non-standard sizes)
2. Per-box rate (specify typical page count per box)
3. Labor rates for specialized services (e.g., document prep, indexing, OCR)
4. Mobilization/demobilization fees for on-site setup
5. Secure data transfer and integration support

1. Provide a clear explanation of how these elements combine to form a comprehensive pricing structure for a project of approximately 2,000 boxes.
2. Indicate any significant factors that influence the overall cost (e.g., document condition, density, required metadata fields, turnaround time). (Note: This section requests information on pricing methodologies and structures, not specific price quotes.)

4. Instructions for Responding 

1. Responses should be clear, concise, and directly address the questions posed.
2. Please limit your response to 25 pages, excluding appendices.
3. Submit responses electronically to kelley.vandecoevering@hq.doe.gov  and ellen.baptist@hq.doe.gov by the due date.
4. Clearly mark all proprietary information.
5. Include the primary point of contact for your RFI response.

5. Disclaimer This RFI is not a request for proposal (RFP) or a request for quotation (RFQ). It does not commit the government to contract for any supply or service whatsoever. All information submitted in response to this RFI is voluntary, and the government will not pay for information provided. The government reserves the right to use information provided by respondents for any purpose deemed appropriate.  NO QUESTIONS WILL BE ANSWERED.