Request for Information: On-site Digitization Services for Classified and Unc...

REQUEST FOR INFORMATION (RFI) RFI Title:  On-site Digitization Services for Classified and Unclassified Federal Records for the Office of General Counsel (OGC) Issuing Office: The Department of Energy, Office of General Counsel Date of Issuance: June 2, 2026 Response Due Date:  June 17, 2026 by 12PM EDT 1. Introduction  The Office of General Counsel (OGC) for the Department of Energy is conducting market research to identify qualified vendors capable of providing on-site document digitization services for approximately 2,000 boxes of both classified and unclassified paper records. The primary objective is to convert these physical records into digital formats that are NARA-compliant and can be seamlessly integrated into a future Commercial Off-the-Shelf (COTS) Electronic Records Management (ERM) system. This RFI is issued for information and planning purposes only and does not constitute a solicitation. Responses will be used to inform our acquisition strategy. 2. Background  The OGC currently manages a significant volume of paper records, estimated at 2,000 archival boxes, stored at the DOE Forrestal building. These records include both unclassified and classified information. Those processing the classified records must possess a DOE Q clearance prior to commencing work.  To meet federal mandates for electronic recordkeeping ( e.g., OMB/NARA M-19-21, M-23-07) and enhance operational efficiency, the OGC plans to implement a COTS ERM system. The successful digitization of these legacy paper records is a critical prerequisite for achieving full electronic records management and leveraging advanced functionalities such as AI-driven analysis. Due to the sensitive nature and classification levels of the records, as well as logistical constraints, all digitization services must be performed entirely on-site at the DOE Forrestal building, Washington, D.C. Records cannot be transported off-site for scanning. Following digitization, the OGC will handle the destruction of physical records onsite through existing, established DOE processes. A critical factor for this project is the need for completion within a maximal timeframe of 1.5 to 2 years, aligning with the anticipated relocation of DOE staff in FY27/FY28. 3. Requested Information (Vendor Questions)  Vendors are requested to provide comprehensive responses to the following questions. Please organize your response according to the numbering below. 3.1. Company and Experience Provide a brief overview of your company, including its history, core competencies, and experience specifically with federal government clients requiring on-site digitization of classified and unclassified records. Detail your experience with projects of similar scale (approximately 2,000 boxes or more). List any relevant GSA Schedule contracts your company holds ( e.g., SIN 518210DC for Document Conversion Services). 3.2. Security and On-site Operations   Does your company possess the necessary facility and personnel clearances (i.e. a DOE Q clearance) to handle and digitize classified information on-site at a federal government facility? Please specify clearance levels. Describe your protocols and procedures for managing the chain of custody and ensuring the security and integrity of both classified and unclassified records during the entire on-site digitization process. How do you manage access to records by your staff while on-site? What background checks and clearances do your personnel undergo? Describe your standard and classified portable scanning equipment, including physical specifications (size, power requirements) and security certifications for handling classified materials. What are the requirements and typical timeline for bringing portable classified scanning equipment into a secure federal facility and getting it certified for use within a classified processing area? How is classified data processed and stored on your portable scanning units while on-site, and before secure transfer to the OGC? Outline your plan for physical security and safeguarding records, equipment, and digital data while operating on-site within the client's facility. 3.3. Digitization Process and NARA Compliance   Describe your proposed methodology for a large-scale, on-site digitization project, including preparation, scanning, quality control, indexing, and data delivery. How do your digitization processes and outputs comply with NARA's standards for digitizing permanent federal records (36 CFR Part 1236 Subpart E)? Please provide examples of your adherence to image quality, file format, and metadata requirements. What common file formats do you deliver for digital images (e.g., TIFF, JPEG, PDF/A, OCR-enabled PDFs)? Describe your approach to metadata capture during digitization. How do you ensure essential descriptive, technical, and administrative metadata are accurately associated with each digitized record, including classification ma