Request for Information: On-site Digitization Services for Classified and Unclassified Federal Records
Overview
Buyer
Place of Performance
NAICS
PSC
Set Aside
Original Source
Timeline
Qualification Details
Fit reasons
- NAICS alignment with historical contract wins in similar service areas.
- Scope strongly matches core technical capabilities and delivery model.
Risks
- Past performance thresholds may require one additional teaming partner.
- Potential clarification needed on staffing minimums before bid/no-bid.
Next steps
Validate eligibility requirements, assign capture owner, and schedule partner outreach to confirm teaming strategy before submission planning.
Quick Summary
The Department of Energy (DOE), Office of General Counsel (OGC), is conducting market research through this Request for Information (RFI) to identify qualified vendors for on-site digitization services of approximately 2,000 boxes of classified and unclassified federal records. The primary objective is to convert these physical records into NARA-compliant digital formats for seamless integration into a future Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) system. All services must be performed entirely on-site at the DOE Forrestal building in Washington, D.C., with personnel handling classified records requiring a DOE Q clearance. The project has a maximal timeframe of 1.5 to 2 years. Responses are due June 17, 2026, by 12 PM EDT.
Scope of Work
The OGC currently manages a significant volume of paper records, including both unclassified and classified information. This effort aims to meet federal electronic recordkeeping mandates (e.g., OMB/NARA M-19-21, M-23-07) and enhance operational efficiency. The successful digitization of these legacy records is critical for achieving full electronic records management and leveraging advanced functionalities such as AI-driven analysis. Due to the sensitive nature and logistical constraints, all digitization services must be performed on-site, and records cannot be transported off-site.
Requested Information
Vendors are asked to provide comprehensive responses covering:
- Company and Experience: Overview, federal client experience with on-site classified/unclassified digitization, similar project scale, and relevant GSA Schedule contracts.
- Security and On-site Operations: Personnel and facility clearances (DOE Q), chain of custody, security protocols, access management, portable scanning equipment specifications and certification, classified data processing/storage, and physical security plans.
- Digitization Process and NARA Compliance: Proposed methodology (preparation, scanning, QC, indexing, data delivery), adherence to NARA standards (36 CFR Part 1236 Subpart E), common file formats, metadata capture (including classification markings), quality control, and handling of unusual physical characteristics.
- ERM Integration and Data Delivery: Capabilities for preparing records for COTS ERM integration, secure digital data transfer methods, and integrity validation.
- Project Management and Support: Project management approach, detailed plan and timeline for 1.5-2 years, staffing, production rates, strategies for adherence to timeline, and contingency plans.
- Price Modeling Information: Description of pricing models (e.g., per-page, per-box, labor rates, mobilization fees) and factors influencing overall cost (not specific price quotes).
Contract & Timeline
- Type: Request for Information (RFI) / Market Research
- Set-Aside: None specified
- Response Due: June 17, 2026, 12 PM EDT
- Published: June 2, 2026
- Place of Performance: DOE Forrestal building, Washington, D.C.
Additional Notes
This RFI is for information and planning purposes only and does not constitute a solicitation or commitment to contract. The government will not pay for responses, and all information provided is voluntary. No questions will be answered regarding this RFI. Responses should be limited to 25 pages, excluding appendices, and clearly mark all proprietary information.