Digitization project

The Bureau of Indian Affairs (BIA) Rocky Mountain Region is seeking a contractor to execute a comprehensive records digitization project for multiple Native American agencies, including Blackfeet, Crow, Fort Belknap, Wind River, and Rocky Boy. The project involves collecting, inventorying, cleaning, digitizing, and performing quality control on approximately 500 document boxes of paper records and maps, in full compliance with National Archives and Records Administration (NARA) standards. Qualified offerors must demonstrate a minimum of ten years of records management experience, possess appropriate security clearances, and be capable of on-site digitization using specialized equipment like desktop scanners and plotters capable of handling maps up to 40 inches wide. The solicitation (No. 140A0425R0008) requires contractors to maintain strict security protocols, ensure 508 compliance, follow specific file naming conventions, and adhere to FADGI digitization guidelines. Proposals are due by 5:00 PM Mountain Standard Time on May 8, 2025, and must be submitted via email to Mary King with a specific subject line format.

The contract is exclusively set-aside for Indian Small Business Economic Enterprises (ISBEEs) under the Buy Indian Act, with a NAICS code of 541611 and a small business size standard of $24.5 million. The contract is structured as a Firm-Fixed-Price purchase order with a base year from June 1, 2025, to May 31, 2026, and two potential option years extending through May 31, 2028. Performance will be located in Billings, Montana, with the BIA providing secure workspace and workstations for the contractor. The project requires on-site work during standard business hours (7:30-8:00 am to 4:30-5:00 pm, Monday through Friday), with the contractor expected to commence work within 10 days of receiving full building and system access. Monthly progress reports will be mandatory, and the contractor must maintain an electronic inventory of all record actions throughout the digitization process, which is expected to be completed within 6 months to 2 years.