ImageCapture RFI.pdf

FEDERAL BUREAU OF INVESTIGATION

FINANCE AND FACILITIES DIVISION | PROCUREMENT SECTION

REQUEST FOR INFORMATION (RFI)

Image Capture and Document Processing

Due Date 7/20/2026

DISCLAIMER:

THIS NOTICE IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL OR

QUOTE. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A

COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE

GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS

ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS

ANNOUNCEMENT. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL

DESCRIPTION IS STRICTLY VOLUNTARY.

INTRODUCTION

Responses to this RFI may be used to formulate final requirements and/or to identify qualified vendors capable of meeting those requirements. The description below outlines preliminary requirements envisioned for the Image Capture Suite and Document Processing Modernization project. The information gathered may be used to formulate acquisition strategies for competitive solicitations.

BACKGROUND

The United States Department of Justice (DOJ), Federal Bureau of Investigation (FBI), Information Management Division (IMD), Technology Innovation Section (TIS) is conducting market research to identify available sources capable of providing an innovative Image Capture and Document Processing solution that effectively supports the FBI’s IT modernization effort and provides seamless integration into the existing FBI environment.

The current system for digitizing paper records is comprised of several commercial off-the-shelf (COTS) products, scanners, workflows, and custom developed applications. This is challenging to innovate the technology solutions for the users. Understanding in detail and supporting all the various tools takes more resources and time, often delaying progress to troubleshoot issues, implementing bug fixes, and offering better solutions.

TIS seeks a comprehensive solution to manage the entire digitization lifecycle, including robust optical character recognition (OCR), high-volume scanning, image quality management, metadata tagging, customizable workflow automation, secure file management, and extensive analytics capabilities. This engagement event provides an opportunity for potential manufacturers to share information about their products, services, and capabilities in digitization and document processing.

TIS aims to engage industry early in the acquisition planning process, fostering innovation through direct collaboration. This market research platform enables stakeholders and industry participants to explore solutions together, shaping the future of document digitization and processing. We are evaluating potential solutions that can seamlessly integrate with our current infrastructure, scripts, applications, and future projects.

DESIRED SOLUTIONS

The new Image Capture and Document Processing solution should comprehensively include:

User Interface

• User-Friendly Design: Intuitive interfaces requiring minimal training.

• Real-Time Previews: Immediate quality assessment of scanned images.

• Configurable Settings: Easily adjustable options for all application screens.

Scanner Compatibility

• Device Compatibility: Support for various scanners including:

o IBML Fusion 8000 Series o IBML IT 6000 Series o Intelliscan XDS 5 (BancTek) o Ricoh fi-7700 o Opex Falcon+ o Epson Perfection V800 Photo o Ricoh ScanSnap ix1400 o Contex HD Ultra-X 6090

• Driver Support: Comprehensive TWAIN, WIA, and ISIS compatibility.

• Profile Management: Management of multiple scanner profiles tailored for specific document types.

Database Management and Database Compatibility

• Database Flexibility: The system must work with any common database type (like SQL or NoSQL) and be able to save, find, and update information in them easily.

• Easy Data Access: All saved data and history must be stored in a clear format so the data can be easily pulled out for custom reports or move it to a different system later.

• High Volume Support: When in the same environment, the connection between the software and the database must stay fast and reliable even when processing thousands of images at once.

• Batch Tracking: The system must use the database to keep a live record of exactly where every batch of documents is in the scanning and processing workflow. Allow users to change priority of projects in real time increasing completion speed of specific batches in process.

Batch Scanning Capabilities

• High-Volume Efficiency: Minimal manual intervention for high volumes of large batches.

• Automatic Document Separation: Configurable barcode, blank page, or separator page detection.

• Integrated Metadata Capture: Batch-level indexing seamlessly integrated into workflow.

• Digital Image Inclusion: Ability to add digital or previously digitized images to batches.

• Page Management: Capability to rearrange or move pages within batches easily.

Native & Extensible Recognition Services

Capabilities must be built-in or available via supported third-party add-ons.

• Multilingual Support: Recognition and digitization of text across multiple languages.

• Font-Agnostic Processing: Automatic recognition of any typeface or specialized font without manual training.

• Zonal Data Extraction: Targeted data capture from specific, pre-defined areas of a document.

• Omnidirectional Reading: Ability to read text accurately regardless of page rotation or orientation.

• Handprinting & Cursive Capture: Support for Intelligent Character Recognition (hand-print) and Handwritten Text Recognition (cursive/notes).

• Enterprise Scalability: Architecture capable of supporting high-volume, organization-wide deployment.

• AI & Machine Learning: Integration of advanced models to automate classification and improve accuracy over time.

• Automated Sensitive Data Detection: The system shall utilize Artificial Intelligence and Machine

Learning to identify potentially classified or sensitive information, replacing or supplementing basic regular expression (regex) "dirty word" searches with context-aware analysis to improve accuracy and reduce manual review.

Image Capture and Quality Control

• Automated Quality Checks: Alerts and corrections for blurred, skewed, or incomplete captures.

• Manual Quality Tools: Manual and automated flagging options to identify and replace low-quality images during the QC process.

• Adjustable Image Parameters: Robust manual and automatic image enhancement tools to adjust brightness, contrast, noise reduction, de-speckling, blank page detection, cropping, and other image clean up features

• Direct Repository Upload: Capability to upload digitized documents directly to repositories.

• Flexible Digitization Platform Supporting Simultaneous FADGI and NonFADGI Workflows: The system must be able to handle the capturing and processing of textual documents and photographs, meeting the temporary and permanent NARA FADGI digitization requirements and simultaneously running a non-NARA FADGI workflow

Metadata and Indexing

• Automated Metadata Capture: Dynamic metadata extraction through OCR technology.

• Consistent Schema Application: Uniform metadata schemas for efficient organization.

• Immediate Validation: Instant correction capability for metadata.

File Management and Export

• File Naming Conventions: Customizable naming aligned with agency standards.

• Flexible Export Options: Direct exports to all common image formats (pdf, tiff, jpg, png, etc.)

• Seamless Integration: Direct transfer to document management systems.

• Output Segregation: Separation of output based on predetermined investigative search or terms.

Security and Compliance

• Federal Compliance: Secure operation within secret enclave environments.

• Audit Logging: Comprehensive tracking of user interactions.

• Robust Encryption: Secure data at rest and in transit.

Performance and Reliability

• Scalability: Suitable for small to enterprise-level deployments.

• Consistent Metrics: Reliable performance under heavy workloads.

• Downtime Reduction: Automated monitoring and proactive alerts.

Customizable Workflow Automation

• Automated Workflows: Streamlined approval, review, and archiving processes.

• Conditional Triggers: Workflows activated by specific attributes or events.

• Workflow Configuration Tool: Easy-to-use tool for defining editable workflow steps and adding custom code.

Reporting and Analytics

• Custom Reports: User-defined reporting tailored to analysis needs.

• Real-Time Insights: Instant analytics for content usage and performance.

Customer Support and Training

• Dedicated Support Team: Prompt troubleshooting and issue resolution through helpdesk support.

• Comprehensive Training Resources: Manuals, videos, and online knowledge libraries.

• Vendor-Led Training: Customized sessions tailored to FBI workflows.

Cloud and Hybrid Deployment Capabilities If available, vendors should describe cloud-enabled capabilities that enhance system scalability, performance, and maintainability while supporting operation within restricted or classified environments. Cloud functionality must support hybrid architectures and must not require direct internet connectivity from classified networks.

Potential capabilities may include:

• AI Model Training: Vendor-hosted services that improve OCR, classification, and extraction models.

• AI Model Deployment: Mechanisms to deploy updated models to on-premises environments.

• Compute Offloading: Optional offloading of compute-intensive tasks such as OCR, document classification, or large batch processing.

• Software Updates and Patch Management: Vendor-managed distribution of software updates, security patches, and model improvements.

• Disaster Recovery: Optional cloud-based replication or backup capabilities for disaster recovery in approved environments.

• Analytics and Monitoring: Cloud-hosted dashboards for system performance metrics and operational insights.

• Hybrid Workflow Support: Ability to support workflows spanning both on-premises and cloud environments.

• Security and Compliance: Support for federal security standards such as FedRAMP and deployment models compatible with government security constraints.

• AI & Machine Learning: Integration of advanced models to automate classification and improve accuracy over time. Learning must occur on a secure network through closed user input.

Additional important components for the TIS stakeholders above forecasted projects are leveraging information technology to improve efficiency and optimize IT service solutions in the following areas:

• The system must ensure compatibility with emerging technologies and standards

• The system must improve performance, strengthen information security, increase IT agility, while maintaining compliance and decreasing risk.

• The vendor must deliver superior and continuous customer support

• The vendor must demonstrate system capabilities with customer provided data samples

• The system must operate within a secret enclave without direct access to the internet

CONTRACTOR QUALIFICATIONS

This RFI is open to manufacturers with a documented proven history of successful integration of Image Capture and Document Processing applications on classified networks. This RFI is for market research only to request input from potential providers of Image Capture and Document Processing solutions.

The Government would like to know which manufacturers can provide Image Capture and Document Processing solutions for this contemplated requirement by identifying themselves and responding to this RFI. The Government requests the following information:

1. Company name and business size.

2. Provide evidence to show that your company can provide the requested services and/or products required (i.e., technical ability, personnel, and experience). Information provided must be succinct and related to the requested information in this RFI. All submissions shall be unclassified.

3. Provide evidence to show proven and demonstrated success providing Image Capture and Document Processing solutions for an enterprise across classified networks.

4. Address whether your company has a GSA Schedule or NASA SEWP contract and if they are capable of providing these services on schedule or contract. If able to provide the services on schedule, provide the schedule and SIN. If able to provide services on contract, please provide contract number.

5. Any other assumptions, comments, concerns, and/or questions relating to the contemplated services.

6. Address whether your company’s solution will require additional purchases of software or hardware.

Required Information:

Contractor Legal/DBA Name:

Address:

Point of Contact:

Telephone:

Email Address:

DUNS Number:

Cage Code:

Facility Clearance (if applicable):

Applicable NAICS Codes:

Standard Business Size:

GSA Schedule:

NASA SEWP Contract:

CONTEMPLATED REQUIREMENT

FBI's IMD-TIS, is issuing this RFI to:

• Gather industry information on the enclosed requirements via response and potentially include an Industry Day

Eligibility for Potential Industry Day

To be eligible to participate in the potential Industry Day event, interested parties must demonstrate via written response all the following:

• Currently holds a Facility Clearance up to Top Secret

• Valid GSA Contract or NASA SEWP as a Prime Contract Holder

• Active registration in Sam.Gov

• No active debarments

• U.S. owned company

• Experience outlined in Image Capture and Document Processing Requirements

• Meets or exceeds the Contractor Qualifications as determined by the Government upon review of RFI responses

DISCLAIMER and RESPONSES

THERE IS NO COMMITMENT BY THE GOVERNMENT TO ISSUE A SOLICITATION AS A RESULT OF

THIS RFI. THIS IS BEING ISSUED SOLEY FOR INFORMATIONAL AND PLANNING PURPOSES AND

DOES NOT CONSTITUTE A SOLICTIATION. IN ACCORDANCE WITH FAR 15.201(e), RESPONSES TO

THIS NOTICE ARE NOT OFFERS AND CANNOT BE ACCEPTED BY THE GOVERNMENT TO FORM A

BINDING CONTRACT. THIS IS NOT A REQUEST FOR PROPOSAL OR QUOTE. IT DOES NOT

CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE

GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO

OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE

AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. ANY

INFORMATION SUBMITTED BY RESPONDENTS TO THIS TECHNICAL DESCRIPTION IS STRICTLY

VOLUNTARY.

WHAT SHOULD BE INCLUDED IN YOUR RESPONSE

1. All interested parties must submit capability packages in response to this notice.

2. Do submit succinct, thoughtful responses to the requirements/questions listed in this RFI.

3. Do submit comments that address the FBI's requirements, assumptions, conditions, or contemplated approaches to this future acquisition.

4. Do submit information and suggestions that may encourage new, different, or innovative approaches that would result in products, solutions, and direct savings to the FBI.

5. Identify any parts of your response that drive pricing.

6. If your response does not accommodate a requirement mentioned in this RFI, please confirm that point. If your response does not accommodate a requirement mentioned in the RFI that can be accommodated in a different manner than outlined in the requirement, please describe, to the extent possible, the effect the modifications may have on your overall functionality and price.

WHAT SHOULD NOT BE INCLUDED IN YOUR RESPONSE

1. Do not submit proposals or offers.

2. Do not submit past performance information or general descriptions of corporate experience.

3. Do not submit requests to be considered for award or to be notified of a future solicitation.

4. Do not submit requests to be added to a mailing list or distribution list.

5. Do not submit questions or comments not related to this RFI.

6. Do not respond via telephone.

7. Do not follow up with requests on timeframe or results of this RFI. All follow-up with Industry will take place via Sam.Gov.

RFI SUBMITTAL INSTRUCTIONS:

Questions regarding this announcement must be submitted in writing by e-mail to the Contracting Officer no later than 12:00pm ET, July 13, 2026 sent to the contracting POC listed at the bottom of this RFI. Questions shall be submitted in Excel format identifying separate columns for question #, Section and page # of document, and question posed. Questions will be formatted with subject line identifying the RFI Title and number. Verbal questions will NOT be accepted. Questions will be answered by posting answers to the sam.gov posting for this RFI to include any amendments to this RFI; accordingly, questions must NOT contain proprietary or classified information. The Government does not guarantee that all questions will be answered.

Responses to this RFI are required no later than 11:59 pm ET, July 20, 2026 sent to the contracting POC listed at the bottom of this RFI. Initial submissions are limited to 8 pages in total, inclusive of cover sheet. Table of contents are not required for this submission. Cover page shall identify RFI title and number, company name, address, and company submitting POC. Page 2 the submission shall begin with the inclusion of the information identified in this RFI. Any submissions greater than the 8-page count, inclusive of coversheet and any addendums, will not be reviewed. Please review the RFI preparation checklist attached at the end of this document to assist in preparation and submission.

Upon review of initial submissions, vendors meeting the criteria as determined by the Government may be notified and potentially scheduled for Industry Day engagement. Industry Day engagement is anticipated to consist of one-on-one in person or virtual meetings to demonstrate the capabilities provided by the vendors product. The Government reserves the right to adjust approach based on number of responses.

The industry day may offer a “Show Me, Don’t Tell Me” demonstration approach, giving vendors the opportunity to showcase evidence-based image capture and document processing solutions that directly address the needs outlined in this RFI. The proposed software must also hold FedRAMP High certification to ensure compliance with federal security standards.

Contracting Point of Contact: Brandon James Email: bmjames@fbi.gov

RFI Preparation Checklist Item # Requirement Yes/No Comments

Submission received prior to due date

Submission does not exceed 8 pages including coversheet and any addendums

Submission includes coversheet

All items for Section 6.0 have been included for Industry Day eligibility determination mailto:bmjames@fbi.gov