Synopsis - Documents Scanning and Shredding Services

SPECIAL NOTICE:  NOTICE OF INTENT TO SOLICIT THROUGH SAM.gov

This is a Synopsis Notification (SN) as defined by the Federal Acquisition Regulation (FAR).  A Request for Proposal (RFP) and Request for Quote (RFQ) are not applicable for this query and no solicitation document exists for the request.  This SN is for planning purposes only and shall not be construed as a RFP, RFQ, nor as an obligation on the part of the Government for follow-on acquisition.  Responses to this notice are not offers and will not be accepted by the Government to form a binding contract.  Responders are solely responsible for all expenses associated with responding to this SN.  All information received in response to this SN that is marked as proprietary will be handled accordingly. 

The 411th Contracting Support Brigade, RCO Daegu is interested in scanning and shredding documents. 

The NAICS Code Qualifier is 518210.

Specifications:

This is a non-personal service(s) contract to scan/image at a minimum 7000 employee personnel files.  Each file ranges from 50 - 200 documents per file. The government would expect the vendor to utilize their own equipment to scan documents and provide the government digital copies on removable drives (1 primary drive and 1 backup drive). Civilian Human Resources Agency (CHRA) expects files to be scanned / imaged within the Army facility on Camp Henry, Deagu, Korea. All files shall be scanned/imaged for the period of performance from 02/22/2024 to 05/22/2024. Upon verification of scanned/imaged files, the contractor shall destroy the paper files in accordance with Government standards for Personal Identifiable Information (PII) and remove all materials from the worksite. The Government requires files to be scanned on site at Camp Henry, Deagu Korea Files are currently housed in a warehouse environment and should be able to accommodate contractor scanning equipment and personnel. The Contractor shall have the ability to lift 50lbs regularly. Scanned files shall have the ability to search any word or set of characters - Optical Character Recognition (OCR).

The files are stored in standard boxes (A-A-670C) NSN 8115-00-117-8249 with files secured in an Official Personnel Folder (Standard Form 66. Some documents are stapled and printed front and back. Paper quality varies from “standard” to “glossy” to “heavyweight”. Some documents are of different size paper. Most documents are letter size format of 8.5’’x11’’, A4 8 ¼ x 11 ¾, or legal size of 11’’x14.’’All documents are secured in the folder's 2 prong document clip. All documents should be within the size range for Automatic Document Feeder (ADF) compatibility. There are carbon copy documents present in the folders.  Files will be digitally scanned/imaged into a pdf format in black and white. Each file will be indexed according to employee name, employee identifier, date of birth, and document type. Select document types will also include indexing the effective date and notification of actions (NOA) number of the document to distinguish document types that recur.

In order to participate as a potential source, your company must be fully registered in SAM.gov (https://sam.gov/content/home).  All questions regarding the process or about site information must be referred to the applicable site in question.

All interested parties are responsible for reading, reviewing, and obtaining their own information and attachments through SAM.gov.    

This requirement will be posted in SAM.gov on Solicitation# W90VN924R0002.