Attachment 1 - SOW.pdf

STATEMENT OF WORK [SOW]

OPPORTUNITY #

DIGITIZATION OF HQ CCC HISTORICAL ARCHIVES, HQ CCC; B1700

Service-Contract

SCOTT AIR FORCE BASE, ILLINOIS

28 July 2026

1 GENERAL

1.1 BACKGROUND: The Headquarters Cyberspace Capabilities Center (HQ CCC), located at Scott Air Force Base, IL, requires a comprehensive digitization, preservation, and media conversion solution for its physical and legacy digital historical archives. Over decades of operations, a vast array of paper records, binders, microfilm, microfiche, large-format engineering drawings, and obsolete analog media has accumulated. This material requires transformation into secure, high-fidelity, and searchable digital assets to ensure historical preservation and searchability for storage on a secure government network.

1.2 OBJECTIVES: The primary objective of this project is to perform secure, high-fidelity conversion of paper records, microfilm, microfiche, large-format schematics, bound books, and legacy audiovisual media into standard, searchable digital files.

The digitized data must be organized, indexed, and delivered on Department of War network-whitelist-approved hardware to ensure rapid, secure network ingestion at Scott AFB, IL. The Contractor shall provide all labor, material, logistics, facilities, security protocols, and quality control systems required to execute the digitization.

1.3 STANDARDS, REGULATIONS, AND CODES – The work associated with this project shall adhere to all applicable standards, regulations, and guidelines, in effect as of the date of this SOW, including:

1.3.1 Scott AFB General Requirements - Section 01010 General Security and Facility Access Regulations.

1.3.2 DoDI 5200.48, Controlled Unclassified Information (CUI) for the identification, handling, and safeguarding of military sensitive documentation.

1.3.3 National Archives and Records Administration (NARA) regulations under 36 CFR Chapter XII, Subchapter B for the creation and storage of permanent digital records.

1.3.4 Federal Agencies Digital Guidelines Initiative (FADGI) 3-Star compliance criteria for cultural heritage digitization.

2 PROJECT ADMINISTRATION

2.1 SITE VISIT

2.1.1 Contractor is responsible for verifying all physical quantities, material formats, and storage conditions and should conduct a pre-bid site visit at Scott AFB, IL.

2.1.2 Contractor is responsible for pick up, transport, catalog, secure storage and return of materials.

2.1.3 Contractor is responsible for the return of materials in like condition to when picked up. Materials requiring disassembly to scan will be reassembled/restored in same or similar condition to when they were picked up.

2.2 MEETINGS

2.2.1 Kick-Off Meeting/Project Schedule – A formal project kick-off meeting shall occur within one (1) week of the Notice to Proceed (NTP). Following the first meeting the contractor shall submit a proposed baseline project schedule, to include milestones for project.

2.2.2 Progress Meetings – Contractor shall coordinate with the 375th Contracting Squadron (375 CONS) and the HQ CCC Technical Lead on bi-weekly progress review meetings (virtual or on-site). This meeting will discuss schedule progress, milestone progress and adjust as necessary. Contractor shall provide formal meeting minutes within 24 hours of each meeting.

3 TASKS AND TECHNICAL REQUIREMENTS

The Contractor shall execute five (5) distinct division conversion projects, processing the materials off-site at the Contractor's secure Facilities.

3.1 PROJECT A: SMALL FORMAT PAPER CONVERSION (The following is an estimate and actual quantities; sizes and types must be verified by contractor prior to bidding.)

3.1.1 Volume Parameters: Standard letter and legal-size paper records totaling approximately 1,452,750 images, derived from:

1,050 - 4.5" document boxes (945,000 images) 5 - 2.5" document boxes (2,500 images) 2 - 2" document boxes (800 images) 137 - 15" document boxes (411,000 images) 167 - Various sized binders (93,450 images)

3.1.2 Preparation: Perform standard document preparation, including careful removal of fasteners (staples, paper clips, pins), unfolding creased sheets, and aligning page edges. Contractor shall insert barcoded separator sheets to define digital folder boundaries and automate document indexing.

3.1.3 Scanning & Capture: Utilizing Color Sense Advanced Standard Scanning (Tier

3) systems or similar, execute scanning in color, grayscale, and bitonal capture or other formats as necessary ensuring an optical resolution of 600 dpi or higher. The scanning configuration must dynamically adjust to capture colored annotations, highlight markings, and carbon copy text with 100% legibility.

3.1.4 Optical Character Recognition (OCR): Process all scanned pages through an advanced OCR engine to produce fully searchable, standard PDF/A files.

3.1.5 Indexing: Key and validate critical metadata fields for each file (e.g., Box Number, Folder Name, Date Range, Subject).

3.1.6 Reassembly: Following scanning and verification, the Contractor shall restore the physical paper records back to their original "as received" state (including folder sequencing and fastener positioning) and repack them in their original labeled boxes.

3.2 PROJECT B: MICROFILM AND MICROFICHE CONVERSION (The following is an estimate and actual quantities; sizes and types must be verified by contractor prior to bidding.)

3.2.1 Volume Parameters: Analog microfilm and microfiche collections totaling approximately 8,829,450 images, comprising:

22,464 - 4" x 6" Microfiche Jackets (approx. 93,450 images) 3,640 - 16mm Microfilm Rolls (approx. 8,736,000 images)

3.2.2 Scanning & Processing: Execute specialized microform scanning at 600 dpi or higher. Scanning systems must apply real-time digital enhancements, including automatic crop, deskew, contrast correction, and image de-speckling to optimize legibility.

3.2.3 Output Formatting: Convert captured microfilm/microfiche images into multi-page, searchable PDF/A documents with high-fidelity text overlays.

3.2.4 Indexing: Capture and link metadata profiles harvested from physical roll labels, jacket headers, and archival ledger systems.

3.3 PROJECT C: LARGE FORMAT CONVERSION (The following is an estimate and actual quantities; sizes and types must be verified prior to bidding.)

3.3.1 Volume Parameters: Over-sized blueprints, architectural drawings, facility schematics, and maps totaling approximately 3,000 sheets (ranging in size from 11" x 17" up to 34" x 44").

3.3.2 Preparation: Execute preparation, including opening envelopes, flattening deeply creased folds, repairing edge tears with archival-safe tape, and mounting fragile or degraded sheets to supportive carrier sheets.

3.3.3 Scanning & Capture: Process via large-format, flatbed or drum scanners (Tier

1) in full color at an optical resolution of 600 dpi.

3.3.4 Output Formatting: Deliver high-resolution, uncompressed TIFF master files alongside searchable, multi-page PDF delivery files.

3.4 PROJECT D: BOUND BOOKS CONVERSION (The following is an estimate and actual quantities; sizes and types must be verified by contractor prior to bidding.)

3.4.1 Volume Parameters: Historically significant bound volumes totaling approximately 856,000 pages, comprising:

1,404 - 3" Books (approx. 842,400 pages) 68 - 1" Books (approx. 13,600 pages)

3.4.2 Scanning & Processing: Utilizing specialized V-cradle book scanners (Tier 3) or similar systems to prevent spine stress or damage, scan pages at an optical resolution of 600 dpi or higher in color, greyscale, monochrome or other suitable process. Scanning software must apply automatic book-curve correction and page-split algorithms.

3.4.3 Output Formatting: Render all pages into clean, multi-page searchable PDF/A files with high-precision OCR.

3.5 PROJECT E: LEGACY MEDIA CONVERSION (The following is an estimate and actual quantities; sizes and types must be verified by contractor prior to bidding.)

3.5.1 Volume & Formats: Obsolete magnetic, optical, and analog media formats requiring specialized laboratory transfer services, comprising:

16mm Film: 30,000 feet of magnetic/optical sound film (approx. 32 reels) Broadcast Tapes: 102 professional tapes (92 U-matic and 10 Betacam) VHS Tapes: 322 consumer-grade cassette tapes Data Disks: 1,000 CD-ROM, DVD-ROM, and DVD-Video discs Negatives & Film Strips: 4,000 physical negatives (scanned as TIFF/JPG) Audio Reels: 18 open-reel magnetic audio tapes Audio Cassettes: 420 standard magnetic audio cassettes

Vinyl LPs: 6 long-play vinyl phonograph records 35mm Slides: 11,000 slides (scanned at 3000ppi) Floppy Disks & Zip Drives: 200 obsolete magnetic digital media drives

3.5.2 Laboratory Transfer: Execute physical cleaning, mold remediation, tape baking, and specialized player calibration for all analog assets before playback.

3.5.3 Deliverable Formats:

Motion Video: Convert film, broadcast tapes, VHS, Betamax etc., DVD(all formats), CD (all formats) to high-quality MP4 movie files (2K resolution minimum for film , Standard Definition/High Definition as appropriate for tape).

Audio Media: Convert audio reels, cassettes, and LPs to standard broadcast WAV and MP3 audio files.

Obsolete Digital Media: Extract, verify bit-level integrity, and transfer floppy/zip contents "as is" to modern digital directories (applying image rendering for legacy files where system compatibility is lost).

Convert legacy Microsoft Office 97 – 2003 formats to modern xml formats (i.e.

.doc to .docx, .ppt to .pptx etc.)

4 DELIVERABLES

4.1 GENERAL DELIVERABLE REQUIREMENTS: The Contractor shall compile, verify, and deliver all digitized assets, structured indexing databases, and any verification logs in metadata models utilized.

4.2 DIGITAL DELIVERY SPECIFICATIONS: To securely transport the massive data payload and provide complete equipment-failure protection, the Contractor shall deliver the final digitized data using physical hardware USB external hard drives configured for storage span and redundancy and are approved for use on DOW networks.

4.2.2 Contractor shall procure and deliver sufficient USB external hard drive storage for all digitized material, as well as a redundancy back up, that is compliant with Dept. of War standards.

4.3 TECHNICAL SECURITY & NETWORK WHITELIST COMPLIANCE:

All four (4) external drives must be selected from the Scott AFB Network Whitelist of approved external storage hardware.

Drives must be certified under the Department of Defense (DoD) Approved Products List (APL) and comply with the cybersecurity configurations mandated by the 375th Communications Squadron (375 CS).

Drives must incorporate FIPS 140-2 Level 3 validated physical security and military-grade hardware encryption (AES-256 bit).

Drives must feature integrated physical alphanumeric PIN keypads on the outer enclosure. The Contractor shall lock the drives and deliver the access PINs directly to the Government Technical Lead via secure, out-of-band communication. No drive may connect to Air Force systems without physical PIN entry.

5 SCHEDULE

5.1 PERIOD OF PERFORMANCE: The period of performance (PoP) for the completion of all digitization projects, quality assurance verifications, physical reassembly, and digital delivery is not to exceed eighteen (18) months from the date of the award of this contract.

5.2 PROGRESS AND SUBMITTAL MILESTONES: The Contractor shall manage the project according to the progress submittal schedule outlined below:

5.2.1 Project planning and schedule development within 30 days.

5.2.2 35% project completion: Completion of secure transport, check-in, and the digitization, indexing, and quality assurance of Project A (Small Format Paper) and Project C (Large Format Drawings). Contractor shall submit Working Drive W1 containing this phase's data along with Duplicate Drive B1 for initial network ingestion testing. Allow Government thirty (30) days for review, testing, and approval.

5.2.3 65% project completion: Completion of Project B (Microfilm and Microfiche Conversion). Contractor shall submit updated Working Drive W1 and Duplicate B1 containing all document and microform data. Allow Government thirty (30) days for review, testing, and approval.

5.2.4 95% project completion: Completion of Project D (Bound Books) and Project E (Legacy Media, video, film, slide, and audio components). Contractor shall deliver Working Drive W2 and Duplicate B2 containing the full legacy media library. Allow Government thirty (30) days for review, testing, and approval.

5.2.5 100% project completion(18 Months post-NTP): Final delivery of all four (4) verified, approved external drives (W1, W2, B1, B2) with 100% data verification logs, SHA-256 checksums, and secure handback or certified destruction of all physical historical archives.

6 SECURITY, DATA SAFEGUARDING & COMPLIANCE

6.1 AT Level I Training: Coordination with the installation ATO/ATPM to ensure Level I - AT Awareness Training is to be completed by all contractors within 30 days of access, and annually thereafter. (T-3) Coordination for training shall be done by the requiring unit after contract award. AT level 1 training link:

https://jko.jten.mil/courses/ATlevel1/launch.html.

6.1.2 EAGLE EYES Training: The Eagle Eyes program is a DAF AT initiative that enlists the eyes and ears of all DAF military, civilians, contractors, and dependents.

The Eagle Eyes program is a reporting mechanism for the base community on how to report suspicious behavior or possible terrorist activity. Each installation will outline procedures in the installation AT plan on how to receive and log suspicious activity reports and suspicious incident reports and to pass those reports expeditiously to their servicing Office of Special Investigations (OSI) detachment for appropriate action. (T-3) OSI provides threat data to the installation commander, the vice commander, and the DFC as appropriate to ensure an optimal common operating picture and an AT/Base Defense (BD) posture for the given installation’s area of responsibility (AOR) in accordance with Air Force Mission Directive (AFMD) 39, Air Force Office of Special Investigations (AFOSI) and Air Force Policy Directive (AFPD) 71-1, Criminal Investigations and Counterintelligence. This program implements the spirit and intent of DoDI 2000.26, DoD Use of the Federal Bureau of Investigation (FBI) eGuardian System.

7 PROJECT MANAGER & ADMINISTRATIVE CLAUSES

7.1 ADMINISTRATIVE ROLES AND KEY PERSONNEL: The Contractor shall assign dedicated key personnel to administer this contract. Any replacement of key personnel requires written notification to the 375 CONS Contracting Officer at least fifteen (15) calendar days prior to substitution.

7.1.1 Government Project Manager (PM): Jason Patrick, Headquarters Cyberspace Capabilities Center (jason.patrick.2@us.af.mil | 618-229-6110). The PM is the point of contact for administrative, construction, and base integration matters.

7.1.2 Government Technical Lead (HQ CCC POC): Jason Patrick, HQ CCC Technical Lead (jason.patrick.2@us.af.mil | 618-229-6110). The Technical Lead is responsible for daily coordination, data validation, progress approvals, and technical acceptance of digital outputs.

7.1.3 Contracting Officer (CO): 375th Contracting Squadron (375 CONS), Scott AFB, IL. The CO is the sole official authorized to modify terms, conditions, or financial obligations under this contract.

7.1.4 Contractor Project Supervisor: ____________________

(email.email@gubbmentemail.mil| xxx-xxx-xxxx). Responsible for off-site logistics, scheduling, quality assurance execution, and bi-weekly progress reporting.

7.2 INVOICING & PROGRESS BILLING: Invoicing shall occur as requirements are met on a progress-billing basis, directly matching the volumes of assets successfully scanned, verified, and accepted by the Government during that month. All invoicing must be submitted through the Wide Area Workflow (WAWF) platform, supported by progress reports containing barcode tracking IDs.

7.3 DISPUTE RESOLUTION: Any dispute or technical disagreement regarding file formatting, metadata definitions, or legibility standards shall be resolved through good-faith collaborative negotiations between the Contractor Project Supervisor and the Government Technical Lead. If resolution cannot be reached within thirty

(30) calendar days, the dispute shall be formally referred to the 375 CONS CO for final resolution under FAR 52.233-1 (Disputes).

7.4 EXCUSABLE DELAYS: Neither party shall be liable for performance delays resulting from circumstances beyond their reasonable control, such as acts of nature, severe weather events, labor disputes, or government-mandated emergencies. The delayed party must provide written notice to the others within 48 hours of the event's onset, outlining the projected impact on milestone dates.

7.5 TERMINATION PROCEDURES: The Government reserves the right to terminate this contract for its convenience at any time. Upon receipt of such notice, the Contractor shall immediately stop all operations and safely return all original physical archives to Scott AFB. The Contractor will be compensated for services successfully performed and accepted up to the termination date.