SOURCES SOUGHT DIGITIZATION.docx

SOURCES SOUGHT SYNOPSIS ONLY

The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification (hubzone, 8(a), small, small disadvantage, veteran owned small business (VOSB), service-disabled veteran owned small business (SDVOSB), or large business) relative to NAICS 561410 Document Preparation Services with size standards of 19 million. Note that if VA’s pending market research establishes that two or more SDVOSB or VOSB, who are certified on SBA’s VetCert, Veteran Small Business Certification (sba.gov), can perform the project at a fair and reasonable price, VA will set aside the underlying solicitation per 38 U.S.C. §8127.

Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this Sources Sought Synopsis, a solicitation announcement may be published on SAM.gov and/or GSA eBuy. Responses to this Sources Sought Synopsis are not considered adequate responses to the solicitation announcement.

Complete the information requested below and attach any pertinent documents/ information necessary.

GENERAL REQUIREMENTS:

The National Cemetery Administration (NCA) has a requirement to establish a one-time purchase order for the digitization of historical documents.

· Hand-written bound ledgers require digitization.

· The ledgers range from approximately 15 " x 10 " to 12 " x 7 ", and average around 200 pages each. In most case the bindings have been compromised.

· Typed ledgers.

· These consist of oversize pages in binders or loose in acid free boxes.

If a ledger is bound, it must be digitized in its bound form; if the pages/documents are loose, they may be digitized as is. Only flat bed or overhead technology may be utilized. No automatic-feeder apparatus may be used.

Digitization will occur off-site at the contractor's business location. Ledgers will not be mailed; pick up and return will be via courier to location TBD, but in the general area of Washington DC.

The contractor must demonstrate that they can ensure the safety of these fragile and valuable historic documents. Originals must be safeguarded against theft, vandalism, unauthorized use, damage or destruction, or alteration of any kind. While on-site at the contractor's facilities, all property shall be stored in a locked area, except during periods of the actual contractual work, and secured from theft or damage; the facility shall be protected by fire detection and security systems; the facility shall have good ventilation, free from gaseous fumes such as those emitted from chemical stores, freshly painted rooms, or automobile exhaust. CO reserves the right, during business hours and without notice, to inspect the contractor's facilities during the performance of this work.

These ledger scans will be accessed into the National Archives and Records Administration, and thus must meet the standards laid down in Title 36, Chapter XII Subchapter B, Part 1236, Subpart E

DELIVERABLES:

Scans will be delivered in two file formats a TIFF file (version 6.0 or better) of each individual page, and a PDF/A file for each ledger containing all the page scans in sequential order. Scans must meet requirements as specified in 1236.48, paragraph e (Requirements for digitizing photographic prints and paper records that have fine details)

Files will be named with a convention suitable to the documents; for example, the scans of individual pages of a burial ledger will be named with a 4-letter cemetery code, the 4-digit year the ledger was begun and the page number. The PDF/A files will be named with the 4-letter cemetery code and the years the ledger covers.

In response to this announcement, please complete the information below and return to Tien.Nguyen@va.gov by 11/14/24 by 2:00 pm EST.

Company Name: Click or tap here to enter text.

Address: Click or tap here to enter text.

Contact Name: Click or tap here to enter text.

Phone No: Click or tap here to enter text.

Email: Click or tap here to enter text.

SAM Unique ID: Click or tap here to enter text.

Business size information NAICS: 561410 Document Preparation Services

Select all that applies:

☐ Small Business ☐ Emerging Small Business ☐ Small Disadvantaged Business ☐ Certified under Section 8(a) of the Small Business Act ☐ HubZone ☐ Woman Owned ☐ Certified Service-Disabled Veteran Owned Small in Vetbiz.gov ☐ Certified Veteran Owned Small Business in Vetbiz.gov ☐ Large Business ☐ Other: Click or tap here to enter text.

NAICS: Click or tap here to enter text.

Comments on the recommend CLIN structure:

· CLIN 1: Handwritten – per page

· CLIN 2: Typed – per page ☐ Yes ☐ No Comments: Click or tap here to enter text.

This notice is neither a request for competitive proposal nor solicitation of offerors. This notice is to assist the NCA in determining sources only and a solicitation is not currently available. If a solicitation is issued it will be announced at a later date, and all interested parties must respond to that solicitation announcement separately from this response. Responses to this Sources Sought Synopsis is not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Information received as a result of this notice will normally be considered solely for the purpose of determining whether to conduct a competitive procurement. This notice does not represent a commitment by the Government to pay for costs incurred in the preparation and submission of information or any other costs incurred as a response to this announcement. Inquiries will only be accepted in writing via email to Tien.Nguyen@va.gov by 11/14/24 by 2:00 pm EST.