Scanning and digitization of paper records for BIA

The Department of the Interior Bureau of Indian Affairs Navajo Region seeks scanning and digitization of grazing and agricultural land use permit records for the Chinle Agency, with proposals due September 11 and questions due September 7. This procurement is set aside 100 percent for Indian Small Business Economic Enterprises (ISBEE) under the Buy Indian Act.

Place of performance is onsite at BIA Chinle Agency, Chinle, Arizona; all work must be performed at the facility with no records removed. The contractor must possess at least ten years of records management experience and obtain security, building, and system access within ten days of contract award.

The scope encompasses approximately 3,500 letter-sized records (approximately 70,000 pages) to be scanned at 300 DPI resolution minimum in PDF format with color scanning where applicable. Digitized files must comply with Section 508 of the U.S. Workforce Rehabilitation Act of 1973 and include Optical Character Recognition (OCR) to enable searchable text compatible with assistive technology. Metadata capture must follow the 4500 Series Indian Affairs Records Schedule nomenclature and include issuing agency, land use permit type, land management district, permittee name and ID, creation date, and OCR quality indicators. Maps exceeding scanner capabilities (up to 32 inches wide) must be photographed using high-resolution cameras.

The contractor must provide all equipment including scanners, laptops, high-resolution cameras, and hand vacuums, and deliver bi-weekly progress reports. Performance runs September 28 through December 31, 2026. The procurement is Firm-Fixed-Price. NAICS code is 518210; PSC code is R702. Offerors must submit a signed IEE Representation Form and complete pricing addressing all scope elements. Prevailing wage rates for Apache, Gila, and Navajo counties in Arizona apply.