IBML Scanner Maintenance Support Renewal

The 42d Contracting Squadron at Maxwell Air Force Base, Alabama, on behalf of the Air Force Historical Research Agency (AFHRA), is conducting market research to identify sources capable of providing annual hardware and software maintenance support for two Imaging Business Machines LLC (IBML) ImageTrac 6 Lite high-speed document scanners. The Department of the Air Force Air Education and Training Command is seeking post-warranty maintenance services including telephone and on-site technical assistance with a 4-hour response time (available 13 hours daily, Monday through Friday), hardware replacement services, Defective Media Retention capabilities, and a one-time maintenance reinstatement inspection. Respondents must demonstrate their capability to meet requirements either as the original equipment manufacturer or as an authorized IBML service provider, with non-OEM providers required to provide detailed technical narratives, current IBML certification verification, and evidence of legal and technical access to proprietary diagnostic software, OEM-certified parts, and firmware updates. While IBML has been identified as the only known source currently capable of meeting the requirement, the Government is conducting this market research to determine if alternative sources exist. Responses to the Sources Sought document are due by 12:00 p.m. Central Daylight Time on May 6, 2026, submitted to either 1st Lt John Putnam or Mr. Jeremy Kersey via email, and interested parties have until May 7, 2026, to submit questions or expressions of interest.

This pre-solicitation notice does not include any small business set-aside designations. Imaging Business Machines LLC (IBML) is the identified incumbent and current sole source for this proprietary equipment maintenance. The performance period is scheduled to run from September 30, 2026, to September 29, 2027, covering maintenance for two IBML ImageTrac 6-Lite SP scanners, two Dell servers, upgrade kits, spindle components, and SoftTrac Scan Standard Software. The contract requires contractor personnel to comply with Maxwell Air Force Base security requirements, including obtaining base identification and vehicle passes, and compliance with Air Force traffic laws and motor vehicle regulations, though no Common Access Card is required for this unclassified services contract. No specific contract award value or budget range is provided in this pre-solicitation notice, and responses submitted will not result in contract awards but will inform the development of future solicitation documents.