Sources Sought for Digitization.docx

Sources Sought: Document Conversion / Optical Scanning / Digitization Services THIS IS A SOURCES SOUGHT NOTICE, ONLY, for the purpose of conducting market research to identify parties having an interest in and the resources to support commercial data conversion, data digitization, and optical scanning services at SBA locations across the country. There is no solicitation at this time. This request for capability information does not constitute a request for quotes or proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Not responding to this notice does not preclude participation in any future Solicitation, if issued. Any information submitted by respondents to this notice is strictly voluntary; however, any information received shall become the property of the Government and will not be returned to the Respondent. Interested parties are responsible for adequately and clearly marking proprietary, restricted, or competition sensitive information contained in their response.

The SBA is issuing this notice to obtain information about commercial data conversion, data digitization, and optical scanning services and the companies available to provide the services. Information obtained through this market research may inform SBA’s approach to acquiring these services.

BACKGROUND:

The Executive Office of the President of the United States Office of Management and Budget (OMB) published Memorandum 19-21 (M-19-21) on June 18, 2019 titled Transition to Electronic Records. The Memorandum requires that Federal agencies maintain robust records management programs that comply with the Federal Records Act and its regulations The memo specifies that the National Archives and Records Administration (NARA) has established a goal to transition to acceptance of only electronic records by December 31, 2022. Unless the deadline is extended, beginning January I, 2023, agencies will be required to digitize permanent records in analog formats before transfer to NARA.

The Memorandum directs Federal agencies to transition recordkeeping to a fully electronic environment that complies with all records management laws and regulations. Agencies must ensure that all Federal records are created, retained, and managed in electronic formats, with appropriate metadata; and develop plans to close agency-operated storage facilities for paper and other, analog records and transfer those records to Federal Records Centers operated by NARA. This notice requests information about the digitization of records and does not request information about the closure of storage facilities or transfer of stored records.

This notice seeks information on companies who provide commercial cost-effective options to transition hard-copy or non-electronic documents to a digitized, electronic format.

RESPONSE:

Interested parties may submit Capabilities Statements or information in alternative formats. All submissions should be succinct and concise, and clearly demonstrate the full spectrum of a company’s ability to provide cost-effective processes and options for converting non-electronic documents to an electronic format compliant with the requirement in OMB M-19-21. Please limit your response to no more than 10 pages.

Request that you address the following in your response:

(1) Describe the full scope of the company capabilities in providing document conversion, optical scanning, digitization, and related services on a regional and/or national basis.

(2) The SBA has thousands of locations across the country. How would your organization provide services to the SBA on a regional or national level?

(3) The appropriate NAICS for this requirement appears to be 518210 - Data Processing, Hosting, and Related Services, Optical Scanning Services. Please recommend the appropriate PSC for this requirement. IT and Telecom PSCs – D311 – Data Conversion, D312 – Optical Scanning, and D315 – Digitizing are apparent alternatives.

(4) The SBA Size Standard for 518210 is $35M. Please provide your business size for this NAICS, identify any FAR Part 19 socioeconomic groups applicable to your organization, and whether or not you are an active 8(a) program participant.

(5) If your organization can provide the required supplies/services under GSA, SEWP, or other multiple award vehicles, please provide your schedule or contract number.

Submit your response to the Contracting Officer via email at sara.soeka@sba.gov by August 14, 2020. . Vendor participation in this response or any informational session is not a promise of future business with the SBA.

Pursuant to FAR 52.215-3, your attention is required to the following provision:

Request for Information or Solicitation for Planning Purposes (Oct 1997)

(a) The Government does not intend to award a contract on the basis of this request for information or to otherwise pay for the information solicited except as an allowable cost under other contracts as provided in subsection 31.205-18, Bid and proposal costs, of the Federal Acquisition Regulation.

(b) Although “proposal” and “offeror” are used in this Request for Information, your response will be treated as information only. It shall not be used as a proposal.

(c) This solicitation is issued for the purpose of obtaining the information described above.

Note that this is NOT a solicitation but is a Sources Sought Notice only. Responses may be used in the development of a potential future acquisition.

Contracting Office Address:

721 19th St Denver, CO 80202