Library Document Archive (Subscription)

Statement of Work (SOW)

To replace EXIM's outdated archives catalog system (DB Textworks) with a modern, sustainable solution called ArchivEra, managed by the Research & Information Services (RIS) department.

• Implement a system capable of organizing archival records according to standard archival arrangement practices, including organizing records into a hierarchical structure based on provenance and original order.

• Migrate over 9,799 existing archival records from the current system to the new ArchivEra system, ensuring data integrity.

• Provide an on-premises system compatible with EXIM's server and VDI environments.

• Collaborate with EXIM's IT team for system installation and setup.

• Customize the user interface according to RIS staff preferences.

• Provide training to RIS staff upon system completion.

• Offer ongoing technical assistance for content questions and troubleshooting.

• Period of Performance: April 1, 2026 – March 31, 2027 (one base year).

• Includes four 1-year option periods thereafter.

• Place of Performance: N/A

• The successful offeror must have the ability to fully access the existing database and transition all records.

• Security: Unclassified.

Solicitation / RFP / RFQ

This document is a solicitation (RFQ) for an Archival Management System, "ArchivEra," for the U.S. EXIM Bank's Research & Information Services (RIS). The system will replace the current outdated DB Textworks system and will manage over 9,799 archival records dating back to 1934. The primary goal is to provide a modern, sustainable solution for organizing, searching, retrieving, and managing historical documents, photographs, and other records.

• Record Migration: Seamlessly move 9,799 records from the existing system to the new system while maintaining data integrity.

• System Operation: Provide an on-premises system compatible with EXIM's server and VDI environments.

• Collaboration: Work with EXIM's IT team for installation and setup.

• Customization: Customize the user interface according to RIS staff preferences.

• Training: Provide training to RIS staff upon system setup completion.

• Technical Assistance: Offer ongoing support for content-related questions and troubleshooting.

• Specific Tasks: Migrate records, install ArchivEra with EXIM's IT team, and assist librarians with interface customization and database training.

• Period of Performance: April 1, 2026 - March 31, 2027 (Base Year), with four (4) one-year option periods.

• Contract Type: Not explicitly stated, but indicated as an RFQ (Request for Quotation).

• Offer Due Date: March 17, 2026, 3:00 PM ET.

• Solicitation Number: 83310126Q0018

• NAICS Code: 513210

• Evaluation Criteria: Not detailed in the provided excerpt.

• The acquisition is set aside 100% for Small Business.

• The document references "Limited Source Justification" for additional information.

• FAR clauses 52.212-1, 52.212-3, and 52.212-5 are attached.

• Invoicing and payment will be processed through the U.S. Department of Treasury's Invoice Processing Platform (IPP).

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, prepared in accordance with FAR Subpart 12.6. The Export-Import Bank of the United States (EXIM) is seeking proposals for a firm-fixed-price purchase order to replace the existing Texworks platform with a new archive platform. This announcement is the only solicitation, and no separate written solicitation will be issued.

• Replacement of the existing Texworks platform (from Lucidea) with a new archive platform.

• The successful offeror must provide the follow-on platform and have full access to the existing platform for data transition and migration.

• Detailed technical requirements are provided in the attached Statement of Work (SOW).

• Contract Type: Firm-Fixed Price (FFP) purchase order.

• Period of Performance: A five-year period, comprising a base year and four one-year option periods. The migration period is included in the base year.

• Estimated Value: Not explicitly stated, but pricing will be evaluated based on total price reasonableness.

• Offers must be submitted electronically via email to Mark Jefferson (mark.jefferson@exim.gov) and tyler.harvey.ctr@exim.gov.

• Questions regarding the solicitation and PWS are due by 2 PM Eastern Standard Time, Month xx, 2026.

• Offers are due by 2 PM Eastern Standard Time, Month xx, 2026.

• Award will be made to the responsible offeror providing the best overall value, considering technical and price factors.

• Evaluation of options will involve adding the total price for all options to the total price for the basic requirement.

• This solicitation is under NAICS code 513210 (Software Publishers).

• It is set aside for small businesses.

• All firms must be registered in the System for Award Management (SAM) database to be considered for award.

• Attachments include: Statement of Work / Requirement Description, Limited Source (Brand Name) Justification, and SF 1449.

• Offerors are encouraged to quote their most advantageous pricing in their initial response, as award may be based on initial responses.

• No corrections or changes are allowed after the offer submission due date and time.

Other / Unclassified

This document is a "Brand-Name / Limited Source Justification for Other Than Full and Open Competition." It justifies the procurement of the ArchivEra system from Lucidea Technologies without full and open competition.

This document indicates that the government intends to sole-source the acquisition of the ArchivEra system, a modern archives catalog, to replace the current unsupported DB Textworks system. The justification is based on Lucidea Technologies being the sole authorized U.S. supplier of ArchivEra and possessing unique qualifications, including proprietary software access and extensive knowledge of the agency's archival structure. The agency determined this approach represents the best value by avoiding duplication of costs associated with developing or migrating to an alternate platform. Future requirements may be competed, and other databases will be considered if they emerge.

• Procurement Item: ArchivEra archives catalog system.
• Sole Source Provider: Lucidea Technologies (US) Corp.
• Justification: Lucidea is the sole authorized supplier, has proprietary access, and extensive knowledge of the agency's needs. This avoids duplication of costs.
• Market Research: Alternatives were not identified.
• Future Competition: Competition will be sought for future requirements.