U. S. Department of the Interior

Office of Surface Mining Reclamation and Enforcement

National Mine Map Repository

(NMMR)

Large-Format Scanner Acquisition

Statement of Work (SOW)

National Mine Map Repository Large-Format Scanner Acquisition

Statement of Work (SOW)

Table of Contents

1.0 Background………………………………………………………………………………. 3

2.0 Objective ………………………………………………………………………………

3.0 General Scope …………………………………………………………………………… 4

4.0 Requirements ……………………………………………………………………………. 4

5.0 Contract Type …………………………………………………………………………… 6

6.0 Period of Performance …………………………………………………………………... 6

7.0 Place of Performance ……………………………………………………………………. 6

8.0 Delivery ………………………………………………………………………………….. 7

9.0 Government-Furnished Equipment (GFE) ……………………………………………… 7

10.0 Security Requirements …………………………………………………………………... 7

11.0 Travel Requirement ……………………………………………………………………... 7

12.0 Acceptance Criteria ……………………………………………………………………… 7

1.0 Background

The OSMRE was established in the Department of the Interior by the Surface Mining Control and Reclamation Act of 1977 (30 U.S.C. 1211) (SMCRA). The OSMRE carries out the requirements of the SMCRA in cooperation with States and Tribes. The Office protects people and the environment from the adverse effects of coal mining. The OSMRE assures that land is restored to beneficial use after mining operations cease, and it mitigates the effects of past operations by reclamation of abandoned coal mines.

The OSMRE mainly oversees State mining regulatory and abandoned-mine reclamation programs, assists States in meeting the objectives of surface mining law, and regulates mining and reclamation activities on Federal and Indian lands and in those States opting not to assume primary responsibility for regulating coal mining and reclamation activities within their borders.

The OSMRE is organized with the Bureau Headquarters located in Washington DC, and three Regional Offices: Appalachian (Pittsburgh, PA); Mid-Continent (Alton, IL); and Western (Denver, CO).

The National Mine Map Repository (NMMR) is an archive of mine map images that serves image data to public and private stakeholders under Title II of SMCRA. Originally housed in the Bureau of Mines, the NMMR has been archiving mine map images since the 1960s.

It is located in the OSMRE Appalachian Regional Office.

Mine maps collected by the NMMR are scheduled as permanent federal records (N1-471- 93-001 & N1-471-11-001). Performance requirements for digitizing permanent federal records were published in 36 CFR 1236 Subpart E in 2023.

The NMMR uses large-format scanners to digitize mine maps. Historic mine maps are oversized documents on various physical media that are frequently stiff, damaged or dirty, making most unfit for scanning on feed-through or flatbed scanners. These maps must be scanned using table scanners, where the sensor does not make contact with the map material, and the maps can be rearranged on the scanning table in cases where the table is too small to accommodate the entire map.

2.0 Objective

The NMMR requires a replacement scanner for mine maps that can meet all performance requirements for digitizing permanent federal records while accommodating the oversize, brittle nature of physical mine maps.

3.0 General Scope

The Contractor shall provide all equipment, software, installation, calibration, training, warranty, and maintenance services necessary to furnish two (2) fully operational Metis DRS 2020 DCS large-format table scanners capable of meeting all mandatory technical specifications outlined herein.

4.0 Requirements

4.1 Technical Requirements – Scanner Hardware

The scanning system shall meet or exceed the following minimum requirements:

1. Large-Format Table Scanner o Minimum scanning bed size: 78" × 47" (suitable for oversized archival mine maps).

o Vacuum or equivalent non-invasive hold-down technology to safely secure fragile materials.

2. Imaging System o Minimum 16K CMOS sensor or equivalent technology.

o Achievable optical resolution of 1600 PPI or greater across the scanning surface.

o Uniform optical performance with no measurable edge distortion.

3. Lighting System o Patented, controlled LED lighting system capable of dynamic lighting adjustments.

o Ability to support relief/texture capture modes without damaging sensitive documents.

4. Output Quality / Performance o Must support imaging at archival-grade fidelity suitable for long-term federal records preservation.

o Must meet or exceed FADGI Three-Star conformance levels for oversized documents.

5. Software Ecosystem o Integrated scanning and post-processing suite capable of:

geometric flattening color and lighting normalization stitching and artifact correction metadata embedding o System must include updates and firmware releases throughout the support period.

4.2 Installation & Configuration Requirements

The Contractor shall:

1. Deliver all equipment to the NMMR facility (Pittsburgh, PA).

2. Provide on-site installation performed by OEM-authorized technicians.

3. Conduct full system calibration to ensure compliance with archival imaging standards.

4. Verify software integration with existing NMMR workflows and storage systems.

5. Provide all necessary cables, accessories, and hardware components for full functionality.

4.3 Training Requirements

The Contractor shall provide OEM-authorized, on-site training for a minimum of three

(3) NMMR personnel, covering:

• System operation, scanning modes, and advanced imaging settings

• Software functionality, post-processing, and quality assurance

• Routine operator maintenance

• Troubleshooting procedures

Training must be completed within 14 days of installation.

4.4 Warranty Requirements

The system shall include:

• A minimum 3-year extended warranty, covering:

o all hardware components o imaging sensors o lighting systems o software and firmware defects o calibration and configuration support

• Prohibition on refurbished or non-OEM replacement parts

• Maintenance and repair work performed exclusively by OEM-certified personnel

4.5 Maintenance & Service Level Requirements

The Contractor must provide both preventative and corrective maintenance services:

A. Preventative Maintenance

• Minimum 1–2 on-site visits per year for factory-authorized inspections

• System calibration and performance verification

B. Unscheduled Maintenance (Break/Fix)

• Diagnostics, parts replacement, and labor at no additional cost outside of warranty exclusions

• OEM-Parts Standards: Prohibition of "grey market" or refurbished parts; all replacement components must be new OEM parts.

• OEM Certification: Certified repair technicians must be factory-authorized or certified by the Original Equipment Manufacturer (OEM) to ensure the warranty remains valid.

C. Service Level Agreements (SLAs)

• Telephone / remote support response: 4 hours or less

• On-site technical response: within 24–48 hours

• All work performed during normal federal business hours (Mon–Fri, 8:30am–5:00pm ET) excluding federal holidays.

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4.6 Contractor Personnel Requirements

Personnel performing installation, calibration, training, and repairs shall:

• Be factory-authorized or OEM-certified

• Be qualified to work on high-resolution archival imaging systems

• Utilize only OEM-approved tools, components, and calibration mechanisms

4.7 Deliverables

1. Equipment Delivery Report

2. Installation & Calibration Certificate

3. Training Completion Report

4. Warranty Documentation

5. Maintenance Logs (as applicable)

6. Software License Documentation & Update Schedule

5.0 Contract Type

Contract will be firm-Fixed Price (FFP).

6.0 Period of Performance

The period of performance will consist of a base year plus four (4) option periods.

7.0 Place of Performance

National Mine Map Repository (NMMR) OSMRE – Technical Support Division Suite G-2 3 Parkway Center Dr S Pittsburgh, PA 15220

8.0 Delivery

Equipment must be delivered within 60 days after contract award to address:

Department of the Interior Office of Surface Mining and Reclamation (OSMRE) National Mine Map Repository (NMMR) Appalachian Regional Office 3 Parkway Center Drive Pittsburgh, PA 15220

9.0 Government-Furnished Equipment (GFE)

The Government will provide facility access, workspace, and network access as required for installation and configuration. No additional GFE will be furnished.

10.0 Security Requirements

The Contractor must comply with all OSMRE facility access procedures. No data shall be removed, copied, or transmitted without Government approval.

Contract personnel will be required to sign-in, wear a visitor badge, and be accompanied by Government personnel at all times.

11.0 Travel Requirement

Any related travel required for performance of this contract shall be conducted in accordance with the Joint Travel Regulations (JTR). All anticipated travel shall be included in the vendor’s quote as part of the firm-fixed-price proposal. No additional travel or travel reimbursement will be authorized or funded by the Government beyond what is included in the awarded quote.

12.0 Acceptance Criteria

The Government will accept the system upon successful verification that:

• Conforms to salient characteristics & all specifications in this SOW are met

• Systems perform according to archival imaging standards in accordance with 36 CFR 1236 E as evaluated with Golden Thread target and OpenDICE software.

• Training is completed

• Documentation and warranty materials are delivered

(End of SOW)