R617--Document Digitization Ann Arbor VAAHCS

The Department of Veterans Affairs Veterans Integrated Service Network 10 seeks document digitization services for the Ann Arbor VA Healthcare System, with quotes due July 24, 2026. This procurement is 100 percent set aside for Service-Disabled Veteran-Owned Small Businesses.

Place of performance is Ann Arbor, Michigan. The work involves converting approximately 69 boxes of hard-copy medical records from the Radiation Oncology Department into digital images through a backfile process, producing an estimated 151,580 total images. Services include scanning at 300 DPI in black and white, document preparation, scan resolution standardization, 100 percent quality assurance verification, searchable PDF image output, indexing with double-key verification on two fields, partial document reassembly, and return shipment of boxes. The contractor must complete the work within eight weeks of document receipt and perform all tasks during normal business hours (8:00 AM to 5:00 PM EST, Monday through Friday). The contractor supplies all personnel, equipment, and supplies, maintains records and archival management accreditation, and complies with privacy, security, and HIPAA requirements outlined in the included Business Associate Agreement.

The base contract term runs from August 1, 2026 to July 31, 2027, at a firm fixed price with a total estimated value of $19 million. This is a single-award procurement under FAR Parts 12 and 13. The NAICS code is 561410, Document Preparation Services; PSC is R617, Support – Administrative: Electronic Records Management Services. Invoicing is monthly in arrears via electronic funds transfer. Written questions must be submitted via email to Cierra.Joshua@va.gov; phone calls and facsimiles will not be accepted. Past performance evaluations are due by the solicitation closing date at the same email address.