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Paper to Digital Document Scanning and Digitization Service

Washington, DCDistrict of Columbia, USADue Thursday, November 5, 2026
Client
Washington, DC
RFP Number
DE-5516
Posted
10/3/2026
Category
Data Entry, Scanning, Records and Document Related Services
Budget
Looking for Proposals
NAICS
—
Set-aside
—
Contact
—

Description

AI Generated

The U.S. Government Publishing Office requires a contractor to provide offsite paper to digital document scanning and digitization services for approximately 50 file boxes containing roughly 125,000 pages. The scope includes scanning forms, loose files, and binder pages into high-resolution 300 ppi, 16-bit, OCR full-text searchable single-page and multi-page PDF files, then delivering the complete project by December 1, 2026. Only onshore U.S. organizations are eligible to bid, and the vendor must provide a mandatory W-9 form before receiving payment. Vendors must submit quotes online via GPO Publish by 11:00 AM Eastern Time on October 5, 2026. The buyer will base the award on the estimated total of 125,000 originals, and contractors must submit pricing for line items that include all required operations and delivery charges, as well as an additional per-page rate for pages scanned beyond the initial amount.

Key solicitation details

AI-extracted from 650724_441234.pdf. Confirm against the original documents before bidding.

The US Government Publishing Office is requesting quotations for document scanning and digitization services for approximately 50 file boxes containing roughly 125,000 pages. The contractor will pick up paper documents, perform high-resolution grayscale scanning with OCR text, store the output on a specified hard drive, and return materials. Bidding is open to contractors registered with GPO capable of meeting technical specifications.

Issued by
US Government Publishing Office
Quotations Due By
11:00 AM on 10/05/2026 (Eastern Time)
Furnished Material available for pickup by
10/07/2026
Deliver complete by
12/01/2026
How to submit
Electronic via GPO Publish portal
Submission details
Submit quotes online via https://publish.gpo.gov/smallPurchase or https://publish.gpo.gov/home unless otherwise instructed.
Contract term
Completion by 12/01/2026, with warranty extended to one calendar year from the date the check is tendered as final payment
Estimated value
Estimated total based on 125,000 originals; contractor provides a unit rate per 8-1/2 x 11 inch page for additional pages
Place of performance
Work performed offsite; document pickup and hard drive return at U.S. Department of Veterans Affairs, 810 Vermont Ave., NW, Washington, DC 20420
Funding
Department of Veterans Affairs (Requisition 6-00188/261201, BAC 832001)

How proposals are evaluated

Price based on estimated total of 125,000 originals
Quality Assurance Through Attributes (GPO PUB 310.1)

Scope of work

  • Pickup approximately 50 file boxes (approx. 125,000 pages) from VA in Washington, DC
  • High-resolution grayscale scanning at 300 ppi, 16 bit
  • Perform digital intervention including image clean-up, deskew, despecle, and image cropping
  • Generate full text searchable PDF files (PDF Image + Text) with OCR
  • Apply specific file naming conventions and embedded PDF metadata
  • Provide AEGIS FORTRESS L3 hard drive containing scanned files
  • Provide digital samples for review by the agency during production
  • Return hard drive and destroy original materials upon agency approval

Minimum qualifications

  • Onshore (USA Organization Only)
  • Contractor must provide mandatory W-9 form before GPO makes payment
  • Ability to pass pre-award survey of technical, production, managerial, and financial capability if requested

Documents to include with the bid

  • Mandatory W-9 form
  • Price quote per line item and rate per 8-1/2 x 11 inch page
  • Digital samples during production
  • Financial documents if requested (profit/loss statement, balance sheet, cash flows, bank statement, lines of credit, commitment letters)

Source and verification

Cached documents

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