Treasury IRS Digitization 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 (OMB) and the National Archives and Records Administration (NARA), which requires all permanent electronic records in federal agencies to be managed electronically by December 31, 2019. The IRS seeks to digitize these files to improve access, management, and tracking of the records, as well as to reduce storage fees and ensure preservation in case of fire or other building issues. The project will involve scanning several million pages of documents, including regulations, published guidance, memos, drafts, public comments, and more. The contractor will also be responsible for providing a database solution for storing and retrieving these records. The period of performance for this contract will include a 12-month base period and four 12-month option periods.

The scope of work for this contract includes several tasks. Task 1 involves project management support, with the contractor responsible for coordinating and managing the work required, as well as ensuring quality assurance. Task 2 focuses on document preparation, where the contractor will prepare paper documents for scanning and reassemble them after scanning is completed. Task 3 involves document scanning/imaging, where the contractor will generate PDF images from the paper documents received for processing. Task 4 is optical character recognition (OCR) text conversion, where the contractor will zone images for OCR conversion to create searchable text. Task 5 is user support services, where the contractor will provide support to Chief Counsel staff to ensure that the scanned documents are searchable and usable. Finally, Task 6 is transition support (optional), where the contractor will provide transition-out services at the end of the contract period.

The contractor must have specialized experience and expertise in digitizing documents, including handling fragile sheets of paper and maintaining storage order during scanning. They must also be able to capture metadata from the hard copy documents and provide a database solution for storing and retrieving the records. The contractor must comply with IRS enterprise life cycle and architecture standards, as well as relevant security standards and guidelines. The contract will include government-furnished property, such as identification badges, access cards, computers, and office space. The contractor will be required to deliver various reports and deliverables throughout the contract period, and all work products must meet quality criteria for accuracy, clarity, format, and timeliness.