Digitalization of Microfiche

Request for Information (RFI)

This RFI seeks information on industry capabilities for a large-scale microfiche digitization effort by the Defense Finance and Accounting Service (DFAS). The primary goal is to convert approximately 5.88 million microfiche sheets to the Federal Agencies Digital Guidelines Initiative (FADGI) 3-Star standard. This RFI is for market research to identify potential sources and solutions.

Respondents are asked to provide detailed information on the following, referencing the attached Draft Performance Work Statement (PWS):

• Capacity & Throughput: Facility capacity and estimated monthly throughput (microfiche sheets) while maintaining FADGI 3-Star quality.

• Technical Approach: Methods for meeting FADGI 3-Star imaging standards, including scanning hardware and image processing software.

• Quality Control: Internal QC plan for image fidelity and metadata accuracy.

• Logistics & Security: Process for ensuring secure chain-of-custody for physical records.

• Metadata & Delivery: Generation of "Ingestion Manifest Schema," QC reports, and delivery of digital files/metadata to a government cloud environment.

• Pilot Project: Plan for executing the pilot project and generating the Technical Baseline Report.

• Cost Estimate (ROM): Non-binding Rough Order of Magnitude (ROM) cost per image/fiche, inclusive of all services.

• Corporate Experience: List of recent, relevant federal contracts for large-scale microform digitization, especially FADGI-compliant ones.

• Format: White paper (PDF or Word), maximum 25 pages.

• Classification: UNCLASSIFIED.

• Deadline: [Insert Deadline Date and Time]

• Point of Contact: [Insert POC Name/Email]

This RFI is for market research only and is not a solicitation. No contract will be awarded based on this RFI, and the government will not reimburse any costs associated with responses.

Statement of Work (SOW) / Performance Work Statement (PWS)

The Defense Finance and Accounting Service (DFAS) requires comprehensive, enterprise-scale digitization services to convert approximately 5.88 million physical microfiche sheets and films into a dual-format, legally admissible digital records repository. The primary goals are to enable NARA-authorized destruction of physical media and to modernize operations through fully text-searchable digital records.

• Digitize approximately 5.88 million microfiche sheets and films from three DFAS facilities (Indianapolis, Cleveland, Texarkana).

• Convert media to dual-format digital records meeting FADGI 3-Star standard for preservation masters and providing text-searchable PDF/A access copies.

• Perform Optical Character Recognition (OCR) on all access copies.

• Extract header metadata from each microfiche sheet/film.

• Provide secure logistics and maintain chain of custody for physical media.

• Execute a Pilot Project to validate workflows and standards before full-scale production.

• All digital images must meet FADGI 3-Star performance level.

• Preservation Masters: High-resolution, uncompressed TIFF.

• Access Copies: Compressed, legible PDF/A.

• Contractor must implement a rigorous internal Quality Control (QC) plan.

• Government will perform Quality Assurance (QA) validation.

• Strict Acceptable Quality Levels (AQL) required for critical (1.0%) and minor (2.5%) errors.

• Successful QA validation is required before physical media destruction authorization.

• Primary place of performance is remote/teleworking at the Contractor's location.

• Government does not anticipate travel.

• All personnel must be U.S. citizens and services sourced from within the United States.

• Personnel must meet specific security requirements, including a favorable Tier 3 or equivalent background investigation and current enrollment in Continuous Vetting.

• Contractor personnel must adhere to numerous DFAS and DoD security regulations regarding CUI, information security, and incident reporting.

• Mandatory security education and training for all contractor personnel.

• Contractor must obtain Common Access Cards (CACs) for personnel requiring facility access.

• Contract type will be Firm, Fixed Price.