Treasury IRS Digitation of Legal Files - MRAS

The Internal Revenue Service (IRS) is seeking contractor support to digitize the Chief Counsel Regulation Files, which are currently stored in hard copy format. This initiative is in response to a memorandum from the Office of Management and Budget and the National Archives and Records Administration, which requires all permanent electronic records in federal agencies to be managed electronically by December 31, 2019. The files contain important documents related to IRS-published regulations, including memos, drafts, communications, public comments, and research. The agency estimates that there are several million pages in this collection, and the digitization effort will require trained specialists to handle fragile documents and ensure proper preservation. In addition to digitization, a database solution may be required to store and retrieve these records for tax administration purposes.

The objective of this contract is to obtain contractor support for the digitization of the Chief Counsel Regulation Files. The benefits of digitizing these records include easier transfer to the National Archives and Records Administration (NARA), greater access for Counsel attorneys, improved management of permanent records, reduction of document storage fees, preservation of materials, and faster response to litigation or FOIA requests. The contractor will be responsible for project management support, document preparation, document scanning/imaging, optical character recognition (OCR) text conversion, user support services, and transition support. The contractor must have expertise in digitizing hard copy documents according to NARA standards, capturing metadata from the documents, implementing quality control procedures, and providing a secure search and retrieval system.

The period of performance for this contract includes a 12-month base period and four 12-month option periods. The place of performance is primarily at the contractor's site with reasonable access to the government site for meetings. The contractor will be provided with government-furnished property (GFP), including identification badges, building access/proximity cards, desktop computers with network access, office space with standard equipment, software (to be determined), and telephones with voice messaging systems. The contractor will also have access to government-furnished information (GFI), including National Archives bulletins, Chief Counsel Directives Manual, Internal Revenue Manual sections, and security manuals. The deliverables for this contract include an orientation briefing, ramp-up/transition-in checklist, document scanning/imaging, OCR text conversion, user support services, and transition support. The contractor must comply with IRS standards and guidance, including the Enterprise Life Cycle (ELC), Enterprise Architecture (EA), Section 508 of the Rehabilitation Act, National Institute of Standards and Technology (NIST) guidelines, Federal Information Security Management Act (FISMA), and IRS IT security policies.