Records Management/Declassification

Sources Sought Notice

This notice is issued by the Defense Information Systems Agency (DISA) to determine the availability and technical capability of certified 8(a) participants for Records Management/Declassification services. The agency seeks assistance with its records management and declassification programs.

• Records Management: Assist the Agency Records Officer with planning, controlling, directing, organizing, training, promoting, and managing records creation, maintenance, use, and disposition.

• Declassification: Conduct automatic declassification reviews and referrals as detailed in the draft Performance Work Statement (PWS).

• Personnel: Require personnel with Top Secret/Sensitive Compartmented Information (TS/SCI) clearances and specialized training (e.g., Historical Records Restricted Data Reviewers).

• Facility Clearance: Contractors must possess an interim or final TS Facility Clearance.

• Quality: Achieve a minimum of 95% accuracy in reviewing at least 20,000 records annually.

• Processes: Experience with interagency declassification referral processes (NARA IRC), Restricted Data (RD) and Formerly Restricted Data (FRD).

• RIM Support: Experience supporting Federal Records and Information Management (RIM) programs, including declassification guides, disposition schedules, and program assessments.

• Electronic Records Transition: Experience assisting agencies in transitioning to fully electronic records environments, including scanning, metadata tagging, and managing records in systems like SharePoint Online, in line with OMB/NARA M-19-21.

• Project Management: Develop an Event Chain Method (ECM) Project Management Plan, managing communications, change, and risk.

• Anticipated Period of Performance: September 10, 2026, to September 9, 2031.

• Anticipated Place of Performance: DISA Headquarters, Ft. Meade, MD, and National Archives and Records Administration, College Park, MD.

• This is a Sources Sought Notice for informational purposes only and not a Request for Proposal.

• Interested businesses should submit a capabilities statement (max 5 pages) addressing required capabilities and security requirements.

• Responses are due by 2:00 PM EDT on an unspecified date.

• Submit responses via email to Kathleen Aguila (Kathleen.m.aguila.civ@mail.mil) and Tina Wills (tina.l.wills.civ@mail.mil).

• This notice specifically seeks to determine the availability and capability of certified 8(a) participants.

• To consider a small business set-aside, two or more qualified small businesses must demonstrate capability.

• Responses must demonstrate compliance with FAR clause 52.219-14, Limitations on Subcontracting.

• Information regarding joint ventures or partnering is requested.

• NAICS Code: 518210 (Computing Infrastructure Providers, Data Processing, Web Hosting, and Related Services) with a size standard of $40,000,000.

• Previous contract vehicles and incumbents are listed for background.

• All submitted information is voluntary and becomes government property.

Performance Work Statement (PWS)

To provide records management and declassification support services for the Defense Information Systems Agency (DISA), ensuring compliance with federal regulations and improving agency records management programs.

• Task 1: NARA Facility Support: Conduct automatic declassification reviews and referrals at NARA facilities (Archives II, College Park, MD). This includes page-by-page review of DISA records, responding to referrals within 60 days, identifying and transferring permanent records to NARA, and referring records involving other agencies. Requires a minimum of 20,000 and a maximum of 40,000 records reviewed annually with 95% accuracy.

• Task 2: DISA Fort Meade Support: Assist the DISA Records Officer with records management, including transfer of eligible records, disposal of temporary records, and timely transfer of permanent records to NARA. Support includes developing the DISA Declassification Guide, modernizing the Records Disposition Schedule, managing SharePoint online repositories, scanning and labeling paper records, developing Standard Operating Procedures (SOPs), and conducting training.

• Surge Support: May be required, not exceeding 20% of the total proposed cost/price.

• NARA Support: 100% of requirements met accurately and on time with no major security incidents (Target Acceptable); 95% accuracy with one minor security incident (Minimum Acceptable).

• Ft. Meade Support: No more than 2 complaints per month (Target Acceptable); no more than 4 complaints per month (Minimum Acceptable).

• Deliverables: Weekly status updates, monthly referral reports, DDSS updates, declassification guides, status reports, meeting minutes, records disposition schedules, scanning reports, and SOPs.

• Period of Performance: 1 Base Year and 2 Option Years.

• Place of Performance: DISA Headquarters, Fort Meade, MD, and National Archives and Records Administration (NARA), College Park, MD. Remote work flexibility may be allowed.

• Security Clearances: Personnel require Top Secret/SCI clearances, with specific requirements for CNWDI, RD, and FRD for certain tasks. Secret clearance is required for other roles.

• Training: Personnel must maintain required clearances and may undergo mandatory agency training.

• Non-Disclosure Agreements (NDAs): Required for all assigned employees.

• Government Furnished Property (GFP): Will be provided and managed according to FAR clauses.

• Personnel: U.S. citizens required. Background investigations (Tier 5 for TS/SCI, Tier 3 for Secret) are mandatory.