RFQ - Historical Archives.pdf

03 September 2026

REQUEST FOR QUOTATION (RFQ)

Purchase Request Reference: F3ST786236A001 – Historical Archives Digitization

Solicitation #: FA440727QTW02

Contracting Activity: 375TH CONTRACTING SQUADRON

Scott AFB, IL 62225-5015

Government Representative: Erica Bratton – Contracting Officer

Phone – 618-256-9308 erica.bratton@us.af.mil

Tymera Washington – Contract Specialist

Phone – 618-256-447 tymera.washington@us.af.mil

Requesting purchase of the service listed below. This acquisition is solicited as a 100% Small

Business Set-Aside utilizing NAICS Code 518210 (Data Processing, Hosting, and Related

Services) and PSC Code T099 (Photo/Map/Print/Publication - Other). From this quotation, a single award will be made. Please provide an offer for the service listed below by 22 September 2026 @

9:00 AM CST. To be considered for award, offerors must have an active registration in SAM.gov at the time of award.

Overview: Under the following purchase, 375 CONS intends to award a Firm-Fixed-Price contract for comprehensive historical archives digitization, electronic records conversion, and metadata indexing services for the Headquarters Cyberspace Capabilities Center (HQ

CCC) at Scott Air Force Base, IL, as specified in the Statement of Work (SOW).

Delivery Date/ Period of Performance: 30 September 2026 – 30 March 2028

Site Visit (Optional): A site visit will be conducted on 15 September 2026 @ 9:00 AM

CST. For getting access to the base, please email tymera.washington@us.af.mil with the first and last names of members attending, no later than 48 hours prior to the site visit date.

From that point, we can submit your pass to the Visitors Center which you’ll be able to pick up on the day of the site visit. Note- Visitor Center now requires a Real ID driver’s license. If member does not have a Real ID, they can provide a Non-Real ID driver’s license with a certified (no copies) passport, birth certificate, or social security card.

Once vendors provide the required information, upon gaining access to Scott AFB, vendors will meet outside 201 E. Winters St. Bldg. 50 on Scott AFB, IL. From building 50, we will drive to the location of this project/requirement. Note – please get to the base 20-30 minutes before the site visit to ensure a timely site visit where we aren’t waiting for folks at the

Visitor Center as it takes time to get processed.

mailto:erica.bratton@us.af.mil mailto:tymera.washington@us.af.mil

CLIN Structure: Please fill out attachment 3 pricing sheet attached to this solicitation. Offerors shall not deviate from the attached pricing sheet.

CLIN # Description Quantity Unit Unit Price Total Price

X001

Project A - Small Format Paper

Conversion

1 Lot

X002

Project B - Microfilm & Microfiche

X003

Project C - Large Format Drawings

X004

Project D - Bound Books

X005

Project E - Legacy Media

Conversion & Delivery

GRAND TOTAL

RFO 52.212-1 Instructions to Offerors-Commercial Products and Commercial Services

(Sep. 2023) is hereby incorporated by reference, with the same force and effect as if it were given in full text.

In addition to the following addendum, all terms and conditions of RFO 52.212-1 remain in effect. The following is tailored to this acquisition and is hereby added via addendum:

1. To assure timely and equitable evaluation of the offer, the offerors must follow the instructions contained herein. The offer must be complete, self-sufficient, and respond directly to the requirements of this solicitation.

2. Specific Instructions: The response shall consist of the following:

Cover Letter – The Cover Letter shall be done on Company Letterhead and include the

Offeror’s points of contact with e-mail address and phone number who are authorized to contractually obligate the company, CAGE Code, DUNS Number, small/large business status, a statement the company understands the requirements specified and will meet the performance standards and requirements therein, and a statement the company does or does not take exception to any of the requirements of this RFQ.

3. Please provide the following information with your offer:

a. Expiration Date of Proposal: _______________________________________

b. Proposed Payment Terms or Discount (i.e, Net 30, 1% 10 days):_______________________

c. Performance Begin/Complete: _________________________________________

- Please reference Period of Performance above

d. Technical Proposal – please offer brief summary on how you intend to accomplish the work that is no more than 5 pages.

4. All questions in regards to the RFQ must first be directed to the Contract Specialist Tymera

Washington via e-mail tymera.washington@us.af.mil with the Contracting Officer Erica Bratton

– erica.bratton@us.af.mil. Deadline for questions 17 September 2026 @ 9:00AM CST.

Offers must be e-mailed to above addresses. If issues are encountered with e-mail, please contact

Tymera Washington tymera.washington@us.af.mil.

5. Base Access Requirements

All visitors must have a REAL ID or equivalent form of identification to access Scott AFB.

Please contact Pass and Registration at 618-256-2008 if you have any questions or need additional information. The following states/territories are under review, allowing Federal agencies to accept driver's licenses and identification cards from Federal facilities and nuclear power plants until further notice:

Evaluation Criteria:

Addendum to RFO 52.212-1 Instructions to Offerors-Commercial Products and Commercial

Services (SEPT 2023)

Addendum to 52.212-1(c), Period for Acceptance of Offer. The paragraph is tailored as follows:

The offeror agrees to hold the prices in its offer firm until time of award or completion of any protests unless otherwise withdrawn. Proposal shall include a cover letter stating the proposal is valid for at least 90 calendar days from the solicitation closing date (or through at least 31 December

2026). A proposal offering a validity period of less than 90 calendar days will be deemed unacceptable.

To assure timely and equitable evaluation of the proposal, the offeror shall follow the instructions contained herein. The offeror is required to meet all solicitation requirements, including terms and conditions, representations and certifications, and technical requirements, in addition to those identified as evaluation factors. Failure to meet a requirement may result in an offeror being ineligible for award. The offeror must clearly identify any exception to the solicitation terms and conditions and provide complete accompanying rationale. Any exceptions shall be outlined in the offeror’s cover letter.

Submission Instructions:

The offeror is required to submit the following in response to this solicitation:

1.Technical Proposal

2. Past Performance Information

3. Pricing

4. Cover Letter on Company Letterhead

Only electronic copies shall be submitted in response to this solicitation. Indicate volume number, title, and the use of separate files to permit rapid location of information. The electronic copy of the proposal shall be submitted in a format readable by Microsoft (MS) Office suite of applications. A complete response to this solicitation shall consist of one electronic copy submitted by e-mail to tymera.washington@us.af.mil and erica.bratton@us.af.mil no later than the required proposal due date. Late proposals will not be accepted. Your email submission must be checked and determined to be "virus free" prior to submission. After receipt of your proposal, the CS or CO will email a confirmation of receipt. If you do not receive confirmation of receipt prior to the due date/time, the offeror is encouraged to reach out to the CS and CO to ensure the proposal was received.

This acquisition does not require certified cost or pricing data. However, if deemed necessary, the contracting officer may request other than certified cost and pricing data to make a price fair and reasonable determination. To avoid delays, the offeror is encouraged to submit documentation deemed appropriate to support the proposed solution and pricing.

Organizational Conflict of Interest (OCI): The offeror shall notify the Contracting Officer immediately of any actual, potential, or perceived Organizational Conflicts of Interest (OCI) that may exist or arise from this acquisition in accordance with RFO Subpart 9.5. If the offeror determines that an actual, potential, or perceived OCI exists, the offeror shall submit a comprehensive OCI

Mitigation Plan detailing specific measures to neutralize or mitigate any conflict. If no OCI exists, the offeror shall include an affirmative statement in its cover letter certifying that no OCI is present.

At the time of submitting a proposal, the offeror must state affirmatively whether or not it has identified OCI issues and if identified, offeror-must submit an OCI Identification and Mitigation Plan with the proposal if OCI issues exist. The Government-accepted OCI Identification and Mitigation

Plan shall be incorporated by reference into a resultant Contract. If no OCI exists, the offeror shall provide a statement stating no OCI exists.

Specific Instructions:

1. Cover Letter: Shall be submitted on company letterhead that includes the company name, address, CAGE code, UEI, socio-economic status, any exceptions taken to the solicitation, a statement of validity for at least 90 calendar days from solicitation closing (or through at least 31 December

2026), and a specific point of contact (POC).

2. Factor 1 - Technical Proposal: Please provide a concise summary of your technical approach on how you will perform the comprehensive historical archives digitization, microform conversion, legacy media transfer, and metadata indexing as identified in the Statement of Work (SOW).

Offerors shall not simply copy and paste the information directly from the SOW, but rather shall provide their proposed solution and methodology for accomplishing the required services (including equipment, FADGI compliance, and secure chain-of-custody transport). Additionally, offerors shall indicate how their company plans to comply with the Limitations on Subcontracting, by indicating if they will self-perform 50% or more of the work or by providing their subcontractor. The technical https://www.google.com/url?q=mailto%3Atymera.washington%40us.af.mil mailto:erica.bratton@us.af.mil proposal shall be no more than 5 pages in length and should utilize Times New Roman font, 12 pt font sizing, with standard single spacing.

3. Factor 2 – Past Performance: On the Past Performance Information (PPI) Worksheet, an additional attachment to this RFQ, provide a minimum of three (3) past performance examples of recent and relevant work. Recent is defined as work performed within the past five (5) years. Relevant is defined as work involving historical archives digitization, microform conversion, bound book scanning, or legacy media preservation services of similar size, scope, and complexity to this requirement. Include:

• Customer name and contact information

• Dollar value of the work performed

• Contract number (if applicable)

• Period of performance

• Brief description of the work performed

• Customer assessment of performance (e.g., CPARS rating, letter of recommendation, and point of contact willing to be interviewed).

4. Factor 3 – Price: The offeror shall submit pricing on the provided pricing sheet to support the completeness and reasonableness of their proposed prices for all contract line-item numbers (CLINs

0001 through 0005). The pricing information submitted shall fully support the SOW requirements for each project area specified. Information shall be segregated by CLIN and reflect the total firm-fixed-price for each project area, as well as the consolidated grand total price for performance across the entire 18-month period of performance. All dollar amounts provided shall be rounded to the nearest whole dollar.

Addendum to RFO 52.212-2 Evaluation-Commercial Products and Commercial Services

Basis of Award:

Award will be made IAW commercial procedures (RFO Part 12) and the procedures specified in the

Request for Quote (RFQ). The Government intends to award a single Firm-Fixed-Price contract to the responsible offeror (IAW RFO Subpart 9.1) whose proposal conforms to the solicitation's requirements and is judged to represent the best value to the Government.

This evaluation will be conducted using a phased approach.

• Phase 1: Evaluation of Technical Approach

• Phase 2: Evaluation of Past Performance and Price.

Note: If a contractor’s proposal receives a rating of Unacceptable on the Technical Approach

Factor in Phase 1, their proposal will not be evaluated further in Phase 2, and they will be considered ineligible for award.

Evaluation Factors:

A. Factor 1 – Technical Approach (Phase 1):

The Government will evaluate the Technical Proposal on an Acceptable/Unacceptable basis. Offerors will be evaluated on their understanding of the requirement and the feasibility of their proposed solution.

• Acceptable: The submitted proposal is compliant with RFQ and SOW requirements.

• Unacceptable: The submitted proposal is non-compliant with RFQ and SOW requirements, rendering it ineligible for award due to the presence of deficiencies.

B. Factor 2 – Past Performance (Phase 2):

For all technically acceptable proposals, the Government will conduct a performance confidence assessment based on the recency, relevancy, and quality of the vendor's past performance.

In addition to the submitted Past Performance Information Sheets, the government reserves the right to use other sources of past performance information in determining a reliability rating.

These sources include but are not limited to: CPARS, internet searches, Better Business Bureau, Google and other online reviews, etc.

• Step 1: Recency Assessment. A past performance reference is considered recent if the work was performed within five (5) years prior to the issuance date of this RFQ.

• Step 2: Relevancy Assessment. The Government will assess relevance based on scope, magnitude, and complexity compared to SOW.

• Highly Relevant: The work performed was virtually the same as the SOW requirements.

• Relevant: The work performed was similar to the SOW requirements.

• Not Relevant: The work was not similar.

• Step 3: Performance Quality and Confidence Assessment. The Government will assign an overall confidence rating:

• High Confidence: Based on the vendor’s performance quality on recent and relevant efforts, the Government has a high degree of confidence that the vendor will successfully perform the required effort. The vendor's record indicates performance was of high quality.

• Adequate Confidence: Based on the vendor’s performance quality on recent and relevant efforts, the Government has a reasonable expectation that the vendor will successfully perform the required effort. The vendor's record indicates performance was of acceptable quality.

• Neutral Confidence: No recent and relevant performance record is available for review, or the record is so sparse that no meaningful confidence assessment can be made. This rating is not viewed favorably or unfavorably.

• Low Confidence: Based on the vendor’s performance quality on recent and relevant efforts, the Government has a low expectation that the vendor will be able to successfully perform the required effort. The record may indicate performance issues on one or more contracts.

C. Factor 3 – Price (Phase 2):

The Total Evaluated Price (TEP) will be calculated as the sum of the Offeror’s proposed Firm-Fixed-

Prices across all five (5) contract line-item numbers (CLINs 0001 through 0005) for the entire 18-month period of performance. Offerors shall submit pricing for each of the five CLINs on the provided pricing schedule. The Government reserves the right to reject an offer if the Contracting

Officer determines that the proposed price does not meet the criteria of completeness, reasonableness, and balance.

The Government will evaluate the price proposal to ensure it is:

• Completeness: The offeror's price and other supporting information will be evaluated to ensure continuity and traceability of prices to the proposed technical plan and between initial quotes and any revisions to it. The review will determine the adequacy of the offeror's quote in addressing and fulfilling the solicitation requirements.

• Reasonableness: The quote will be reviewed to determine the reasonableness of price and the offeror's understanding of and ability to perform the requirement. Price reasonableness will be determined through the use of competition. In the event adequate price competition is not received, the Contracting Officer will use one or more of the price analysis techniques described at RFO 15.404-1.

• Balance: In accordance with RFO 15.404, unbalanced pricing may increase performance risk and could result in payment of unreasonably high prices. All separately priced line items will be analyzed to determine if the prices are unbalanced. The offer may be rejected if the

Contracting Officer determines the lack of balance poses an unacceptable risk to the

Government.

Tradeoff Methodology:

Past Performance is considered significantly more important than the Technical Approach (which must be Acceptable) and Price. The Government reserves the right to award to a higher-rated, higher-priced offeror where the decision is consistent with the evaluation factors and the Government reasonably determines that the superior past performance outweighs the cost difference. In the event multiple offerors receive equal past performance and technical ratings, price will be the determining factor.

General Considerations & Interchanges:

The proposal must comply in all material respects with the requirements of law, regulations, and conditions set forth in the solicitation. To be eligible for award, the offeror must be determined responsible as defined in RFO 9.104-1. A written notice of award or acceptance of an offer furnished to the successful offeror shall result in a binding contract.

The Government reserves the right to conduct interchanges with offerors to clarify aspects of proposals, resolve minor deficiencies, or allow revisions (including price). The Government is not obligated to conduct interchanges and may award without them.

Ombudsman (July 2023)

(a) An ombudsman has been appointed to hear and facilitate the resolution of concerns from offerors, potential offerors, and others for this acquisition. When requested, the ombudsman will maintain strict confidentiality as to the source of the concern. The existence of the ombudsman does not affect the authority of the program manager, contracting officer, or source selection official. Further, the ombudsman does not participate in the evaluation of proposals, the source selection process, or the adjudication of protests or formal contract disputes. The ombudsman may refer the interested party to another official who can resolve the concern.

(b) Before consulting with an ombudsman, interested parties must first address their concerns, issues, disagreements, and/or recommendations to the contracting officer for resolution.

Consulting an ombudsman does not alter or postpone the timelines for any other processes (e.g., agency level bid protests, GAO bid protests, requests for debriefings, employee-employer actions, contests of OMB Circular A-76 competition performance decisions).

(c) If resolution cannot be made by the contracting officer, the interested party may contact the ombudsman, Lisa Gross, 510 POW/MIA Drive, Scott AFB IL 62225-5022, 618-779-0267, lisa.gross@us.af.mil. Concerns, issues, disagreements, and recommendations that cannot be resolved at the Center/MAJCOM/DRU/SMC ombudsman level, may be brought by the interested party for further consideration to the Air Force ombudsman, Associate Deputy

Assistant Secretary (ADAS) (Contracting), SAF/AQC, 1060 Air Force Pentagon, Washington

DC 20330-1060, phone number (571) 256-2395, facsimile number (571) 256-2431.

(d) The ombudsman has no authority to render a decision that binds the agency.

(e) Do not contact the ombudsman to request copies of the solicitation, verify offer due date, or clarify technical requirements. Such inquiries shall be directed to the Contracting Officer.

(End of clause)

Contractor Access to Air Force Installations (July 2023)

CONTRACTOR ACCESS TO AIR FORCE INSTALLATIONS (JUL 2023)

(a) The contractor shall obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Department of the Air

Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished, contractor identification badges while visiting or performing work on the installation.

(b) The contractor shall submit a written request on company letterhead to the contracting officer listing the following: contract number, location of work site, start and stop dates, and names of employees and subcontractor employees needing access to the base. The letter will also specify the individual(s) authorized to sign for a request for base identification credentials or vehicle passes. The contracting officer will endorse the request and forward it to the issuing base pass and registration office or Security Forces for processing. When reporting to the registration office, the authorized contractor individual(s) should provide a valid driver’s license, current vehicle registration, valid vehicle insurance certificate, and [insert any additional requirements to comply with local security procedures] to obtain a vehicle pass.

(c) During performance of the contract, the contractor shall be responsible for obtaining required identification for newly assigned personnel and for prompt return of credentials and vehicle passes for any employee who no longer requires access to the work site.

(d) When work under this contract requires unescorted entry to controlled or restricted areas, the contractor shall comply with [insert any additional requirements to comply with AFI 31-101, Integrated Defense, and DODMAN5200.02_AFMAN 16-1405, Air Force Personnel Security

Program] citing the appropriate paragraphs as applicable.

(e) Upon completion or termination of the contract or expiration of the identification passes, the prime contractor shall ensure that all base identification passes issued to employees and subcontractor employees are returned to the issuing office.

(f) Failure to comply with these requirements may result in withholding of final payment. (End of clause)

Attachment List:

RFQ Attachment 1 – SOW

RFQ Attachment 2 – Solicitation Provisions and Contract Clauses

RFQ Attachment 3 – Pricing Sheet

RFQ Attachment 4 – Past Performance Information Sheet

RFQ Attachment 5 – Wage Determination

RFQ Attachment 6 – Site Visit Information