IBML Scanner Maintenance Support Renewal

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

To acquire annual hardware and software maintenance support for Imaging Business Machines LLC (IBML) scanners critical to the Air Force Human Resources Agency (AFHRA) digitization process.

• Provide 1 year of post-warranty hardware and software support for specified IBML scanner components.
• Support includes telephone and on-site technical assistance with a 4-hour response time, 13 hours per day, 5 days per week (4-hour 13x5).
• Includes Defective Media Retention (DMR) for retaining and destroying defective storage media.
• Covers potential penalty fees for lapsed coverage.
• Items Covered:
  • IBML ImageTrac 6-Lite SP
  • Embedded Application Controller, R7910XL
  • Upgrade Kit for Dell 7910XL server
  • IT6 Medium Spindle Single Pocket
  • SoftTrac Scan Standard Software for ImageTrac
• Serial Numbers of Covered Machines:
  • IBML ImageTrac 6-Lite S/N 77698-1
  • Dell 7910XL Server S/N 82HDXK2
  • IBML ImageTrac 6-Lite S/N 77698-2
  • Dell 7910XL Server S/N 82GGXK2

September 30, 2026, to September 29, 2027.

• Security Requirements:
  • Contractor must notify the contracting office 30 days before on-base performance, providing representative names, contract details, performance locations, and start dates.
  • Contractor personnel require base identification and vehicle passes, obtained via a written request endorsed by the contracting officer.
  • Personnel must wear or display installation identification badges.
  • Contractor is responsible for obtaining and returning credentials for personnel.
  • Commercial vehicles will be inspected at designated gates.
  • Failure to comply with security requirements may result in withholding of final payment.
• Reporting: Comply with AFI 71-101 regarding criminal investigations and protective service matters. Report security threats to the 42d Air Base Wing Information Protection Office.
• Traffic Laws: Comply with base traffic regulations (AFI 31-218, DoDM5200.08v3_AFMAN31-101v3). Violations may result in traffic tickets.
• Vehicle Checks: Be aware of random installation entry/exit vehicle checks. Refusal may lead to loss of base driving privileges.
• Cellular Phone Policy: Use of cellular phones while operating a vehicle is prohibited on Maxwell-Gunter. Hands-free devices are permitted if they do not cover both ears.
• Wireless Electronic Devices: No unauthorized IT systems or networks (LAN, WAN, Wi-Fi, etc.) or camera systems without direct permission.
• Firearms and Ammunition: Transporting weapons or ammunition is prohibited for non-law enforcement personnel. Illegal weapons are also prohibited.

Christopher L. Horton, GS13, AFHRA/IT, (334) 953-4616

Sources Sought Synopsis

This notice is a market research effort by the 42d Contracting Squadron, Maxwell AFB, AL, to identify potential sources capable of providing annual hardware and software maintenance support for two (2) Imaging Business Machines LLC (IBML) ImageTrac 6 Lite high-speed document scanners. The government has identified IBML as the only known source but is seeking to determine if other capable sources exist.

• Annual post-warranty hardware and software support.

• Telephone and on-site technical assistance with a 4-hour response time (13x5).

• Defective Media Retention (DMR).

• A one-time maintenance reinstatement inspection for both scanners due to a lapse in coverage.

• This is not a solicitation or an invitation for bids. Do not submit proposals.

• The government does not intend to award a contract based on this notice.

• Information submitted may be incorporated into a future solicitation.

• Respondents are discouraged from submitting proprietary or competition-sensitive information.

• No reimbursement for costs incurred in responding.

• Oral submissions will not be considered.

1. General Information: Company details (name, address, POC, contact info), business type (size, NAICS code 811210, CAGE, UEI), and customary commercial contract terms.
2. Capabilities:
   • Ability to meet requirements with brand-name IBML equipment (Yes/No).
   • If claiming capability as a non-OEM provider: detailed technical narrative, verifiable proof of current IBML certification, and supporting data demonstrating legal/technical access to IBML proprietary software, OEM parts, and firmware for maintenance and inspection without voiding operational status or causing mission degradation.

Responses must be emailed by 12:00 p.m. Central Daylight Time on 06 May 2026 to the points of contact listed in the full announcement.