Document Scanning (St Paul Project)

Location:	Federal
Posted:	Jun 12, 2026
Due:	Jun 18, 2026
Agency:	U.S. Government Publishing Office
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Publication URL:	To access bid details, please log in.

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Specifications by JH

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Reviewed by MW/TN

Jacket 741-835

Requisition: 3-00002

U.S. Government Publishing Office (GPO)

Government Publishing and Printing Procurement

General Terms, Conditions, and Specifications

for the procurement of

Document Scanning (St Paul Project)

As requisitioned from the U.S. Government Publishing Office (GPO) by the

Department of Defense

BID OPENING: Bids shall be opened at 1:00 p.m., prevailing Eastern Standard Time, on June 18, 2026 at the

U.S. Government Publishing Office. All parties interested in attending the bid opening shall email bids@gpo.gov

one (1) hour prior to the bid opening date and time to request a Microsoft Teams live stream link. This must be a

separate email from the bid submission. The link will be emailed prior to the bid opening.

Any questions before or after award concerning these specifications contact Juliann Handziak at

Jhandziak@gpo.gov or (614) 488-4616, Ext. 3. No collect calls.

BID SUBMISSION: Bidders must email bids to bids@gpo.gov for this solicitation. No other method of bid

submission will be accepted at this time. The Jacket Number 741-835 and bid opening date must be specified in

the subject line of the emailed bid submission. Bids received after the bid opening date and time specified above

will not be considered for award.

ADDITIONAL EMAILED BID SUBMISSION PROVISIONS: The Government will not be responsible for

any failure attributable to the transmission or receipt of the emailed bid including, but not limited to, the

following:

1. Illegibility of bid.

2. Emails over 75 MB may not be received by GPO due to size limitations for receiving emails.

3. The bidder’s email provider may have different size limitations for sending email; however, bidders are advised

not to exceed GPO’s stated limit.

4. When the email bid is received by GPO, it will remain unopened until the specified bid opening time.

Government personnel will not validate receipt of the emailed bid prior to bid opening. GPO will use the

prevailing time (specified as the local time zone) and the exact time that the email is received by GPO’s email

server as the official time stamp for bid receipt at the specified location.

BIDDERS PLEASE NOTE: The GPO 910 “BID” Form is no longer required. Bidders are to fill out,

sign/initial, as applicable, pages 8-9.

INSPECTION OF MATERIAL: Contractor is required to examine furnished material immediately upon

receipt, pursuant to GPO Publication 310.2, Contract Clauses, 7. Government Furnished Property (GFP). If at that

time there is disagreement with the description or requirements as presented in the specifications and prior to the

performance of any work, the contractor shall contact the contract administrator Juliann Handziak at 614-488-

4616, x3. Failure to bring any discrepancies to the attention of the GPO will not relieve the contractor of the

responsibility to perform. An accurate number of originals cannot be determined at this time. Contractor must

inform the US GPO Publishing Specialist via email immediately if furnished material is 10% more than estimated

count.

GPO CONTRACT TERMS: Any contract which results from this Invitation for Bid will be subject to the

applicable provisions, clauses, and supplemental specifications of GPO Contract Terms (GPO Pub. 310.2,

effective 12/1/87, Rev. 01-18).

• GPO Contract Terms (GPO Publication 310.2): https://www.gpo.gov/docs/default-source/forms-and-

standards-files-for-vendors/contractterms2018.pdf

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WARRANTY: Contract Clause 15, "Warranty", of GPO Contract Terms (Publication 310.2, effective December

1, 1987 (Rev. 01-18)) is amended for the solicitation to the effect that the warranty period is EXTENDED from

120 days to one calendar year from the date the check is tendered as final payment. All other provisions remain

the same.

SECURITY WARNING: It is the contractor's responsibility to properly safeguard personally identifiable.

information (PII) from loss, theft, or inadvertent disclosure and to immediately notify the Government of

any loss of personally identifiable information. PII is "information which can be used to distinguish or trace an

individual's identity, such as their name, social security number, biometric records, etc., alone, or when combined

with other personal or identifying information which is linked or linkable to a specific individual, such as date and

place of birth, mother's maiden name, etc. (Ref.: OMB Memorandum 07-16.) Other

specific examples of PII include, but are not limited to:

(a) Personal identification number, such as passport number, driver's license number, taxpayer

identification number, or financial account or credit card number.

(b) Address information, such as street address or personal email address; and,

characteristic), fingerprints, handwriting, or other biometric image or template data (e.g., retina scans,

voice signature, facial geometry).

SECURITY CONTROL PLAN: The contractor shall operate and maintain an effective security system whereby

materials used to perform the contract are manufactured and/or stored (e.g. while awaiting distribution or

disposal) so as to ensure against theft and/or the unauthorized possession of the materials. Contractor is cautioned

that Government provided information shall not be used for non-government business. Specifically, Government

information shall not be used for the benefit of a third party.

The Government retains the right to conduct on-site security reviews at any time during this contract.

1.The plan shall contain at a minimum how government files (data) will be secured to prevent disclosure to a third

party prior to and after termination of contract.

2.Explain how all accountable materials will be handled throughout all phases of production.

3.How the disposal of waste materials will be handled; and,

4.How all applicable Government-mandated security/privacy/rules and regulations as cited in this contract shall

be adhered to by the contractor and/or subcontractor(s).

The Contractor shall assume all records are unclassified, as all previously classified records should have been

declassified. There could be instances where the record(s) were declassified (noted on the first page), but the

markings on subsequent pages were not properly removed. In the event records are found with classified

markings, the Contractor shall immediately protect the record and contact DOE.

The Contractor must utilize a Federal accredited moderate boundary network to ensure the protection of Federal

records. The records may contain Controlled Unclassified Information (CUI) and in most cases are not marked

properly or have old markings. The Contractor must safeguard the records, and the records must be kept under an

authorized person's direct control or protected with at least one physical barrier to protect CUI from unauthorized

access. When not in an authorized holder's direct possession, CUI will be kept in a locked desk drawer, filing

cabinet or within a locked office as long as the CUI is protected from unauthorized viewing. DOE O 471.7,

Controlled Unclassified Information (CUI) Paragraph 4f(4)v

See attached for General security requirements and guidance

PREAWARD SURVEY: In order to determine the responsibility of the prime contractor or any subcontractor,

the Government reserves the right to conduct an on-site preaward survey at the contractor's/subcontractor's facility

or to require other evidence of technical, production, managerial, financial, and similar abilities to perform, prior

to the award of a contract. As part of the financial determination, the contractor in line for award may be required

to provide one or more of the following financial documents:

1) Most recent profit and loss statement

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2) Most recent balance sheet

3) Statement of cash flows

4) Current official bank statement

5) Current lines of credit (with amounts available)

6) Letter of commitment from paper supplier(s)

7) Letter of commitment from any subcontractor

The documents will be reviewed to validate that adequate financial resources are available to perform the contract

requirements. Documents submitted will be kept confidential and used only for the determination of responsibility

by the Government. Failure to provide the requested information in the time specified by the Government may

result in the Contracting Officer not having adequate information to reach an affirmative determination of

responsibility.

PAYMENT: Submitting invoices for payment via the GPO fax gateway (if no samples are required) utilizing the

GPO barcode coversheet application program is the most efficient method of invoicing. Instruction for using this

method can be found at the following web address:

http://winapps.access.gpo.gov/fms/vouchers/barcode/instructions.html .

Invoices may also be mailed to: U.S. Government Publishing Office, Office of Financial Management,

Attn: Comptroller, Stop: FMCE, Washington, DC 20401.

For more information about the billing process refer to the General Information of the Office of Finance web page

located at https://www.gpo.gov/how-to-work-with-us/vendors/how-to-get-paid.

NOTE: Partial Payments, as defined in GPO Pub. 310.2, Contract Terms, Contract Clause 25, are authorized

provided that each payment request is for one or more completed lots (payment for a partial lot will not be

permitted). Payment requests must include the signed certification for each lot, with the DOD coordinator’s

signature of acceptance, for each invoice submitted to GPO. Lots will be determined after award, with agreement

between the DOD, GPO, and the contractor.

CONTRACTOR’S INVOICE FOR PAYMENT MUST BE ITEMIZED IN ACCORDANCE WITH THE

SCHEDULE OF PRICES.

GOVERNMENT IN-PLANT INSPECTIONS: The Government reserves the right to have Government

representative(s) inspect any operation under this contract at the start of its production and at any time during

production. In addition to the inspections indicated, the Government reserves the right to inspect all stages of

production.

TITLE: Document Scanning (St Paul Project)

PRODUCT: These specifications cover scanning of five individual collections. A total of 98 boxes to be picked

up from two different locations, approximately 258,000 total documents (86 boxes) of documents to be scanned

and 1 box of Microfiche to be digitalized. 12 boxes, approximately 36,000 documents, to be shredded ONLY.

Boxes are standard banker boxes (10” H x 12” W x 15” D). More information on collection below. Award will be

based on scanning documents into multi-page-PDF files, and an estimated total of 258,000 originals.

QUANTITY: Approximately 258,000 Originals, 86 boxes to be scanned/ digitalized. Approximately 36,000

Originals, 12 boxes to be shredded ONLY.

DESCRIPTION: PREDOMINANT PRODUCTION FUNCTION: Scanning Services (NO PRINTING

REQUIRED).

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SCOPE: This statement of work is for digitization for approximately 258,000 sheets/ Microfiches, 86 boxes of

paper copy records and Microfiche. Along with only shredding 12 boxes of paper copy records.

Contractor will be required to separate each page for scanning. Contractor may disassemble and unbind to

scan the furnished document to get it ready for scanning.

Contractor must exercise reasonable care to ensure that the integrity of the material is preserved. Where

materials are stapled, or otherwise fastened or bound, care must be used in taking the materials apart to

ensure that part of the document is not obliterated or that the authenticity of the document becomes

questionable.

The contractor will be required to inspect all documents to determine their suitability for scanning. If

contractor determines that any document is unsuitable, contractor to contact Publishing Specialist at

Jhandziak@gpo.gov.

CHAIN OF CUSTODY: Chain of custody must be maintained at all times on ALL collections. Documentation

may be requested at any time to verify this. Procedures needed for ALL collections handing material are use of

transfer of custody form and tamper-proof seal on truck. No special procedures are needed during production.

PICKUP LOCATION:

The vendor will be escorted at all times while in the Government facility.

Pickup boxes with original contents at two different locations:

49 boxes to be picked up at the district office in St Paul MN (332 Minnesota St., Suite E1500, St. Paul, MN

55101)

49 boxes to be picked up at the field office location in Hayward, WI (10637 Hayward Court Unit 2 Hayward, WI

54843 phone: 651-290-5883

Collection: St. Paul Project

QUANTITY: Approximately 258,000 sheets, 86 boxes.

TRIM SIZE: Material will consist of 4x6” to Oversized documents (over 11x17”) sheets, CD’s, and Microfiche.

See products to be scanned for breakdown.

PRODUCTS TO BE SCANNED: Hard copy original documents furnished in 86 storage boxes. 85 boxes

contain paper documents and 1 box contains microfiche. Documents will consist of but not limited to single-sided

documents, double-sided documents, black only, color, grayscale, handwritten, laser print, Line-work,

photocopies, text, typewritten, colored paper and plain white paper. Documents range from 2-sided GBC bound

documents, envelopes, forms (8.5 x 11”), half pages, maps, Non-standard sizes (not 8.5 x 11 or 8.5 x 14) sheets,

Oversized documents (any document over 11 x 17”), photos, paper clipped documents and stapled documents.

Documents in this collection are in good quality and poor quality along with containing frayed edges throughout.

CD’s possible throughout collection. All CD’s to be transferred/digitized suitable to media content. Documents to

be converted to PDFs and photos are to be left in original format if readable. If photos are not in a readable, they

are to be converted to a suitable file format.

Descriptions for paper records:

64% No Intervention: Furnished source materials are ready to be inserted into an automatic document scanner,

requiring no deconstruction. For example: loose leaf documents that are all one standard size (8-1/2 x 11, 8-1/2 x

14, or 11 x 17).

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20% Light Intervention: Furnished source materials require slight deconstruction before being inserted into an

automatic document scanner. For example: all one standard size documents that are rolled, stapled or paper

clipped.

10% Medium Intervention: Furnished source materials require moderate deconstruction before being inserted into

an automatic document scanner and consists of light intervention. For example: documents of various standard

sizes and may include folder tabs and/or tab dividers, sticky notes to be removed and replaced.

5% Heavy Intervention: Furnished source materials require difficult deconstruction before being inserted into an

automatic document scanner and consists of light and/or medium intervention. For example: documents of various

standard sizes and may include folded, torn, or stuck-together pages.

1% Glass Work: Defined as copies made from originals that can only be scanned manually on the scanner glass

and may include but not limited to, receipts, half-pages, envelopes, onion skin, or thermal facsimile paper, odd-

size originals, checks, permanently bound books, two-sided spiral bound, computer forms that cannot

automatically feed, and extremely poor quality originals that require extensive handling and analysis on a page-

by-page basis.

- The contractor is to prepare all documents for scanning (i.e. removing staples, paper clips, rubber bands and

other binding methods).

- Documents do not need to be reassembled

- Books can be cut apart

- Color Mode to be CMYK

- Image clean up required _ Deskew (Image Straightened), Despeckle (Remove spots/Dirt), Image Cropping

(Excess border removed)

- OCR IS required

- Metadata requirements: NOT Required

- Bates numbering requirements: NOT Required

- Naming Convention: Save each project as MVP-year-project #, i.e. "MVP-2022-12345"

- Section 508 accessibility requirements: NOT required

-Files NOT to be compressed to reduce file size

DELIVERABLE: Contractor to provide Multiple page PDFs of files within each box.

The documents do not need to be re-stapled or re-bound, but the order needs to remain intact.

Contractor to store ALL documents/ 98 boxes (Est. 294,000 documents for 6 months) until the written approval

for has been provided by GPO. Once approval is provided contractor is to dispose of all documents. Documents

are to be reduced to a size that ensures ALL the information is unreadable/unidentifiable. Letter of destruction is

required.

Waste must be destroyed in a manner that it is not possible to recreate the product; i.e. burning, pulping,

shredding, macerating, or other suitable means. If the contractor selects shredding as a means of destruction, it

must be a crosscut shredder with a maximum size of 5/32 x 1-1/2" crosscut particles.

Damaged Microfiche: If the contractor determines that any piece is damaged to the extent that a viable scan

cannot be made, the contractor is required to document the collection name/location and number of the damaged

pieces. All damaged, unscannable pieces shall be recorded on an Excel spreadsheet and submitted to the

customer through the GPO Contract Administrator. The contractor is responsible for maintaining the integrity of

the microfiche as they are furnished by the government. The contractor will be required to inspect all pieces to

determine their suitability for scanning.

STORAGE MEDIA: Contractor to provide two copies of files. Files to be stored/ provided on two identical

contractor supplied portable hard drive suitable for data required.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Document Scanning (St Paul Project)

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See also