NMMR SCANNER REPLACEMENTS

Solicitation / RFP / RFQ

This document is a solicitation for the procurement of equipment, software, installation, calibration, training, warranty, and maintenance services. Specifically, it requires two (2) fully operational Metis DRS 2020 DCS large-format table scanners and IT and Telecom Business Application/Application Development Support Services.

• Two (2) Metis DRS 2020 DCS large-format table scanners meeting specified technical requirements.

• IT and Telecom Business Application/Application Development Support Services.

• Maintenance and service level requirements as outlined in the Statement of Work (SOW).

• The period of performance for the scanners is 07/01/2026 to 06/30/2031.

• The period of performance for the IT and Telecom services is 07/01/2026 to 06/30/2027.

• Option Line Items (00020, 00030, 00040, 00050) cover maintenance and service level requirements for the IT and Telecom services, with anticipated exercise dates from 06/30/2027 through 06/30/2030, extending the service period to 06/30/2031.

• Solicitation Number: 140S012600002

• Solicitation Issue Date: 05/04/2026

• Offer Due Date/Local Time: 05/12/2026 1300 EST

• The solicitation is set aside for Small Business (100.00%).

• The North American Industry Classification Standard (NAICS) code is 541519 with a size standard of $150.

• This acquisition is set aside for Small Business (100.00%).

• The document references FAR clauses 52.212-1, 52.212-3, and 52.212-5, with addenda potentially attached.

• The contracting office is OSMRE HDQRTS Washington, DC, Acquisition Management Branch.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, prepared in accordance with FAR Part 12. The Office of Surface Mining Reclamation and Enforcement (OSMRE) intends to award a Firm Fixed Price (FFP) purchase order for two (2) fully operational Metis DRS 2020 DCS large-format table scanners. This includes software, installation, calibration, training, warranty, and maintenance services.

• Two (2) Metis DRS 2020 DCS large-format table scanners.

• Software, installation, calibration, training, warranty, and maintenance services.

• Scanners must be high-precision, overhead, non-contact imaging systems capable of supporting fragile, oversized documents.

• Minimum scanning table size: 78 x 47 inches.

• Must include a vacuum table.

• Non-contact capture is required.

• Specific technical requirements for imaging sensor (16K CMOS), lighting system, motorized table, image quality (400 DPI, NARA-approved methods), optical resolution (1600 PPI), tone & color accuracy, geometric & optical performance, and noise levels are detailed.

• Core scanning and control software, plus post-processing tools (lighting correction, color/geometric normalization, image stitching, 3D/relief rendering, artifact correction, metadata embedding, quality assurance).

• Software and firmware support for the entire performance period.

• OEM-authorized calibration and validation.

• OEM-authorized, on-site training for at least three NMMR personnel covering scanner operation, software workflows, maintenance, and troubleshooting.

• Preventative and corrective maintenance services.

• Minimum three-year extended warranty covering hardware, software, calibration, and repairs by OEM-certified technicians using new, OEM-approved parts.

• Compliance with 36 CFR 1236 Subpart E and related sections.

• Contract Type: Firm Fixed Price (FFP) Purchase Order.

• Period of Performance (PoP): Base: 07/01/2026 – 06/30/2027. Option Years (OY) 1-4 extend through 06/30/2031. PoP dates are subject to change based on award date and delivery schedule.

• Delivery: Within 60 days after contract award.

• Quotes are requested via email to sadams@ios.doi.gov.

• Questions due: May 6, 2026, by 2:00 PM Eastern Time.

• Quotations due: May 12, 2026, by 1:00 PM Eastern Time.

• Quotes must meet technical requirements in Section 2 and pricing structure in Section 1.2.

• Include all applicable costs (shipping, travel, etc.) in the total firm-fixed price.

• Quote must state offer is valid for 60 days.

• Vendor must provide verification of being an authorized dealer/reseller.

• Award will be made to the responsible offeror whose quotation represents the best value, considering price and technical acceptability.

• Technical acceptability will be determined by meeting or exceeding requirements in Section 2.

• Vendor must be an OEM authorized dealer, distributor, or reseller.

• Brand Name Mandatory, 100% Small Business Set-Aside.

• NAICS Code: 541519 – Information Technology Value Added Resellers, size standard 150 employees.

• Product Service Code: DA01.

• This announcement constitutes the only solicitation.

• The Government will not be responsible for any costs incurred in responding to this RFQ.

Form / Attachment / Pricing Sheet

This document outlines the "Salient Characteristics" for a large-format, non-contact table scanner required by the National Mine Map Repository (NMMR). It details the essential technical and performance specifications that any proposed scanner system must meet or exceed to be considered compliant with federal records management standards (36 CFR 1236 Subpart E).

• Scanner Configuration: High-precision, overhead, non-contact imaging system.
• Table Size: Minimum usable area of 78 x 47 inches.
• Vacuum Table: Required for securing fragile documents.
• Non-Contact Capture: Essential to prevent damage to historical maps.
• Image Quality: Strict requirements for optical resolution (1600 PPI), tone and color accuracy (e.g., ΔE2000 ≤3.5), geometric performance, and noise levels, validated using NARA-approved methods (FADGI/DICE).
• Software: Core scanning software, post-processing tools (lighting correction, color/geometric normalization, stitching, artifact correction, metadata embedding), and ongoing software/firmware support.
• Installation & Calibration: Must be performed by OEM-authorized personnel, including calibration demonstrating compliance with 36 CFR 1236 metrics.
• Training: OEM-authorized, on-site training for NMMR personnel on operation, maintenance, and troubleshooting.
• Maintenance: Comprehensive preventative and corrective maintenance, including on-site visits, diagnostics, parts replacement, and defined Service Level Agreements (SLAs) for response times.
• Warranty: Minimum three-year extended warranty covering hardware, software, and calibration.
• Compliance: Adherence to 36 CFR 1236 Subpart E and related sections.

This document is critical for bidders proposing scanner solutions. It defines the non-negotiable technical specifications, performance benchmarks, and service requirements. Vendors must ensure their proposed systems meet or surpass these salient characteristics to be considered for this procurement. It serves as the primary technical baseline for the solicitation.

Statement of Work (SOW)

To acquire replacement large-format scanners for the National Mine Map Repository (NMMR) that can meet performance requirements for digitizing permanent federal records, while accommodating the oversize and brittle nature of physical mine maps.

• Provide two (2) fully operational Metis DRS 2020 DCS large-format table scanners.

• Includes equipment, software, installation, calibration, training, warranty, and maintenance services.

• Scanners must accommodate oversized archival mine maps (minimum scanning bed size: 78" x 47").

• Utilize vacuum or equivalent non-invasive hold-down technology for fragile materials.

• Imaging system must have a minimum 16K CMOS sensor and achieve 1600 PPI optical resolution.

• Lighting system must be controlled LED with dynamic adjustments and support relief/texture capture.

• Output quality must meet archival-grade fidelity and FADGI Three-Star conformance levels.

• Integrated scanning and post-processing suite required for geometric flattening, color/lighting normalization, stitching, artifact correction, and metadata embedding.

• Archival-grade fidelity for long-term federal records preservation.

• FADGI Three-Star conformance levels for oversized documents.

• System must include updates and firmware releases throughout the support period.

• Period of Performance: Base year plus four (4) option periods.

• Place of Performance: National Mine Map Repository (NMMR), OSMRE – Technical Support Division, Pittsburgh, PA.

• Delivery within 60 days after contract award.

• On-site installation by OEM-authorized technicians.

• Full system calibration to ensure compliance with archival imaging standards.

• OEM-authorized, on-site training for a minimum of three (3) NMMR personnel.

• Minimum 3-year extended warranty covering all hardware, imaging sensors, lighting systems, software/firmware defects, and calibration support.

• Maintenance and repair work exclusively by OEM-certified personnel.

• Preventative maintenance: 1-2 on-site visits per year.

• Unscheduled maintenance (Break/Fix): Telephone/remote support response within 4 hours; on-site technical response within 24-48 hours.

• Contractor personnel must be factory-authorized or OEM-certified.

• Government will provide facility access, workspace, and network access.

• Contract will be firm-Fixed Price (FFP).