On-Site Scanning and Digitization of Taxpayer Documents - Plantation, FL

Performance Work Statement (PWS) On-Site Scanning and Digitization of Taxpayer Documents 1.0 Background The Internal Revenue Service (IRS) requires on-site scanning and digitization services for taxpayer records currently maintained in hardcopy format at the IRS facility located at: 1248 N University Drive Plantation, FL The purpose of this requirement is to convert paper taxpayer records into searchable electronic files while maintaining the current organizational structure of the records and ensuring the protection of sensitive taxpayer information. 2.0 Scope The Contractor shall provide all labor, supervision, equipment, materials, and supplies necessary to perform on-site scanning and digitization services for approximately: • 330,000 pages • 101 boxes • Box dimensions: 15”/16” x 12” x 10” All work shall be performed on-site at the Government facility. Records may not be removed from the premises under any circumstances. 3.0 Objectives The objective of this requirement is to: 1. Digitize taxpayer records into searchable electronic format; 2. Preserve the existing file organization and sequencing; 3. Ensure secure handling of taxpayer information containing PII/SBU/CUI/tax information; 4. Deliver complete and accurate electronic files within the required performance period. 4.0 Period of Performance The Contractor shall complete all scanning and delivery requirements within four (4) months from date of award. Work hours shall be coordinated with the Contracting Officer’s Representative (COR) and performed during normal Government business hours unless otherwise authorized. -- 1 of 4 -- 5.0 Place of Performance All services shall be performed at: 1248 N University Drive Plantation, FL No records, images, or storage media containing taxpayer information may be removed from the Government facility without written authorization from the Contracting Officer. 6.0 Contractor Requirements 6.1 General Requirements The Contractor shall: • Provide trained personnel capable of handling sensitive taxpayer information; • Furnish all scanning equipment and necessary supplies; • Maintain secure handling procedures for all documents; • Coordinate all activities with the COR. 6.2 Document Preparation The Contractor shall prepare documents for scanning, including but not limited to: • Removing staples, paper clips, and bindings; • Repairing folded or damaged pages as necessary; • Organizing documents to preserve existing file structure and sequence. 6.3 Scanning Requirements The Contractor shall: • Scan all pages in searchable PDF format using OCR technology; • Ensure all pages are legible and complete; • Maintain original document order and organization; • Scan both sides of documents when applicable; • Capture all handwritten notes, annotations, and attachments. Minimum scanning standards: • Minimum 300 DPI resolution; • Black-and-white or color scanning as appropriate to preserve readability; • OCR-enabled searchable PDF files. 6.4 File Organization and Indexing The Contractor shall restore and maintain files in the same organizational structure currently used by the Government. Electronic files shall be named and organized in accordance with instructions provided by the COR. 6.5 Secure Data Handling -- 2 of 4 -- Because the records contain taxpayer information and sensitive data, the Contractor shall comply with all applicable IRS and Treasury security requirements. The Contractor shall: • Sign Non-Disclosure Agreements (NDAs) prior to beginning work; • Protect all Personally Identifiable Information (PII), Sensitive But Unclassified (SBU), Controlled Unclassified Information (CUI), and Federal Tax Information (FTI); • Use secure file transfer methods approved by the Government, including Kiteworks; • Prevent unauthorized disclosure or access to taxpayer information. The Contractor shall immediately report any suspected or actual security incident to the COR. 7.0 Deliverables • Project Schedule – Proposed scanning schedule and milestones due within 5 business days of award. • Scanned Files – OCR searchable PDF files organized per Government instructions delivered ongoing through performance period. • Final Delivery – Complete scanned image repository transmitted via secure method within 4 months of award. • Quality Control Report – Summary of quality assurance checks and accuracy metrics delivered with final delivery. 8.0 Performance Standards • Scanning Accuracy – Pages scanned correctly, completely, and legibly with 100% accuracy. Surveillance Method: Random sampling and inspection. • File Organization – Files maintain existing organization with 100% compliance. Surveillance Method: COR review. • Security Compliance – No unauthorized disclosure of information with 100% compliance. Surveillance Method: Incident monitoring. • Timeliness – Completion within required schedule with 100% compliance. Surveillance Method: Progress tracking. 9.0 Government-Furnished Information (GFI) The Government shall provide: • Access to the records; • Workspace within the facility; • Organizational instructions for file restoration; • Point of contact support through the COR. 10.0 Contractor Personnel All Contractor personnel performing work under this requirement shall: • Be legally authorized to work in the United States; • Complete any required background or security procedures; • Comply with all facility access and security requirements. -- 3 of 4 -- 11.0 Quality Assurance The Contractor shall implement an internal quality control process to ensure: • All pages are scanned; • Images are legible and complete; • OCR functionality operates correctly; • Files are correctly organized and named. The Government reserves the right to inspect deliverables and require correction of deficiencies at no additional cost. 12.0 Acceptance Criteria Deliverables shall be considered acceptable when: • All pages have been scanned; • Files are readable and searchable; • Required organizational structure is maintained; • Accuracy…